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04/10/1996 - C-View Task Force Meeting C-VIEW TELEVISION ADVISORY TASK FORCE CITY OF CLEARWATER April 10, 1996 Present: Rich Whitaker Acting Chair/Task Force Member Deanna Bennett Task Force Member David Campbell Task Force Member - arrived 5:08 p.m. Dan Hamsmith Task Force Member James Martin Task Force Member - departed 6:07 p.m. Shawn Stafford Task Force Member Empty Seat Task Force Member Jeffrey E. Harper Information Management Director Carrie Huntley Community Outreach Manager Patricia O. Sullivan Board Reporter The Acting Chair called the meeting to order at 5:00 p.m. at City Hall Annex. Member Bennett was introduced and welcomed. To provide continuity for research, items are in agenda order although not necessarily discussed in that order. ITEM #1 - Approval of Minutes Member Martin moved to approve the minutes of the regular meeting of January 19, 1996, as recorded and submitted in written summation to each member. The motion was duly seconded and carried unanimously. Member Martin moved to approve the minutes of the regular meeting of February 7, 1996, as recorded and submitted in written summation to each member. The motion was duly seconded and carried unanimously. ITEM #2 - C-View Update - Jeff Harper, Carrie Huntley Joseph Brown resignation Information Management Director Jeffrey E. Harper said Member Joseph Brown had faxed him a letter of resignation from the Task Force, dated April 10, 1996. Mr. Brown referred to a lack of expertise and interest in this area of City business. a) Studio and b) Move Mr. Harper reported a new studio has been constructed in the Municipal Services building. Community Outreach Manager Carrie Huntley said Encore Broadcasting is installing C-View's equipment. The move from City Hall is planned for May 9-15, 1996. The playback is not expected to stop during the move. C-View will continue broadcasting City Commission and other board meetings from City Hall Chambers. With new equipment and fiber optics, staff will be able to produce a live call-in-show featuring City Commission members. It was suggested a cover screen explaining the status of the move be prepared for broadcast during the transition. c) Programming Additional series programs are planned for the Engineering and Fire departments. "Face to Face" and "Library Windows" will continue. A Library beach branch show is being prepared. TV Production Specialist Randy Hardison is working with the Police Department on several shows including the NuCops playground and the Top Cop Charity Challenge to be taped by the City of Tampa. Also being considered is a show listing those convicted of soliciting for prostitution. A similar show is successful in St. Petersburg. Chief Klein will issue press releases and publicize the issue prior to initiating the show. TV Production Specialist Carrie Beem is working on an economic development package to help retain businesses and encourage other businesses to move to Clearwater. This piece, less than 10 minutes long, will be sent to businesses and local chambers of commerce. Ms. Huntley reported locating a talented local composer who charges reasonable rates. Intern Jennifer Klein is working on 3-minute C-View exclusives that are combined into 15-minute packages and broadcast daily at 8:45 a.m. She currently is working on a sailing package piece. A "Face to Face" show will be taped this month featuring Tourism Director Jean Sherry hosting a round table discussion with influential members of the local tourism community for broadcast during tourism week in May and throughout the month. C-View has broadcast promotions regarding Fun 'N Sun and listed events on the VBB (video bulletin board). The Jolley Trolley has requested C-View to produce a historical video for downtown tours scheduled to begin on Memorial Day. The area's ecology also will be featured. Another C-View TV goal is to produce a video tour of the Harborview Center to encourage those planning events and conferences to book the facility. Mr. Harper noted a concern raised by Task Force Member Campbell regarding a City Commission Work Session not broadcast by C-View TV. Member Campbell reported after the April 8, 1996, Special Meeting recessed and the Special Work Session was announced, viewers were not advised the Work Session would not be broadcast. He suggested a panel inform the public regarding special circumstances. He felt C-View's top priority is to broadcast City meetings. Member Martin felt this incident was a fluke but suggested establishing a procedure to address any future occurrence. He recommended keeping viewers advised. Consensus was that the City Commission should meet before C-View's cameras whenever possible. d) Sound system Mr. Harper said staff is addressing the sound system issue in chambers. Ms. Huntley has received three quotations from engineers on writing specifications for the audio system. The Task Force will be apprised of advancements. Mr. Harper said funds may not be adequate to address asbestos in the chambers' ceiling and to install new cameras and lights. Member Campbell said it is difficult to hear from the rear of chambers. Ms. Huntley said problems are inherent to all sound systems when many microphones are open at once. Member Martin agreed. The School Board has cough buttons to mute microphones. He suggested the City Commission may want to maintain control of the sound. Ms. Huntley said engineers who presented bids indicated duplicating sound system control is an unnecessary expense. They recommended fine-tuning the existing system and purchasing some additional equipment. Ms. Huntley noted expensive systems cannot pick up comments by those who do not speak into microphones. Member Campbell recommended those who operate the sound system have proper training and always wear the earphones to monitor sound levels. Ms. Huntley noted the primary task of those staff members is to record notes, not monitor the sound system. Member Campbell said it is difficult to hear the attorney during Code Enforcement Board meetings. Member Martin recommended each board member be counseled regarding camera friendly clothing and colors. All boards receive orientation before their first broadcast. He suggested a new background behind the dais not be too bright or dark. Ms. Huntley said the dark wood in chambers will not be replaced. Staff recommended sanding and brushing it with polyurethane for a glossy finish and added depth. Member Campbell felt video quality is outstanding. Member Campbell noted the daily bulletin board is scheduled for 8:45 a.m. and questioned why only 25% of the hour-long VBB is shown between 8:30 and 8:45 a.m. He expressed concern viewers are not advised when meetings are rebroadcast. Ms. Huntley said the VBB contains meeting pages. Mr. Campbell said a viewer must wait an hour to see all the pages and suggested C-view broadcast a daily schedule at the same time each day. Ms. Huntley said currently, due to staff constraints, a daily schedule cannot be produced. She said the suggestion is good but its production is time intensive. In the past six months, the St. Petersburg Times has missed publishing C-View's schedule a few times. Guaranteeing publication of that schedule would cost C-View $40,000 per year, which C-View cannot afford. The St. Petersburg Times notified C-View other access channels have requested similar coverage and now will rotate C-View's schedule on a five or six week rotation. This schedule is not guaranteed. Member Campbell expressed concern the schedule broadcast on the VBB is buried by 45 minutes of trivia. Member Campbell recommended relocating library panels to special features on the Library. He recommended the VBB include only current affairs, such as meeting schedules, and be limited to 15 to 25 minutes. Ms. Huntley said the VBB allows residents who flip through the channels to stop and obtain interesting information. The VBB's intent is not to provide schedules. Member Campbell expressed concern C-View does a "lousy" job getting their schedule out. Ms. Huntley suggested most viewers do not use C-View's resources in the same manner as Member Campbell. She said the VBB has been very effective for departments that use it. Staff solicits VBB information from departments that have not produced programming. Ms. Huntley said the City departments are C-View's "customers." Panels result from requests made by various departments. Member Campbell recommended limiting the number of panels a department can request. Member Bennett said rather than update the schedule daily, she suggested creating a generic daily schedule. Mr. Harper felt VBB is not an effective way to publicize the schedule. A panel does announce the City Commission's monthly schedule. Because of calendar fluctuations, Ms. Huntley said it is impossible to program replays on a uniform schedule. Member Bennett suggested a guide could be devised that indicates normal meeting times with direction to refer to the VBB for specific schedules. She noted this may be helpful to tourists. Mr. Harper said once installation of the new phone system is completed, staff will experiment with providing a means for residents to call-in for schedules. Member Campbell reiterated his concern that the meeting schedule be accurate. Ms. Huntley suggested the call-in system could feature schedule highlights only. Mr. Harper said series shows also are important. Member Stafford said the many corporate executives who visit the area on vacation may view 10 - 15 minutes of promotional videos broadcast by C-View and consider the City's business opportunities. He felt this type of programming also is important. Member Martin suggested it would be beneficial to list a meeting schedule on the telephone line and on a quick screen listing. Ms. Huntley reported tent cards were placed in hotel/motel rooms inviting tourists to view "While You're Here," a daily visitor's show. She agreed broadcasting meetings is C-View's mainstay, but indicated the City Commission and management have directed C-View to do more. City promotion is also important. In answer to a question, Ms. Huntley said C-View is not able to tape off the bulletin board. The tape would be outdated quickly. The VBB is updated daily. Member Campbell suggesting taping the schedule and playing it, at times, in place of the VBB. Ms. Huntley reported the City is developing an Internet page. Member Stafford suggested the schedule could be available there for downloading. Ms. Huntley noted the Tampa Tribune prints the schedule weekly and indicated her goal is for the St. Petersburg Times to carry C-View's schedule every week. Member Bennett suggested leveraging that by offering the St. Petersburg Times free publicity on C-View by notifying the public the schedule can be found in that newspaper. Member Hamsmith reported the City of St. Petersburg experiences similar problems with the St. Petersburg Times. Ms. Huntley will propose the St. Petersburg Times use a smaller font to condense the schedule's size. Member Campbell suggested the schedule not list VBB showings. Ms. Huntley said to meet his concerns, the VBB is played one hour every day in a dedicated time slot. Member Campbell reiterated his recommendation to run the schedule daily. Acting Chair Whitaker felt the ability to access the schedule via telephone will work well. ITEM #3 - New Business Member Bennett reviewed her impressions of the Task Force. She felt the Task Force becomes caught in a loop discussing schedules every meeting. She expressed concern the group is falling into ruts instead of moving forward and recommended focusing on C-View's mission. Member Bennett recommended the Task Force approach their role creatively and "add value." She suggested developing recommendations for the City Manager, identifying appropriate business ethic guidelines, for example, regarding a feature highlighting a new business that reports why the company chose to locate in Clearwater. She complimented Member Hamsmith's Operational Overview, and suggested the Task Force follow-up on his observation that C-View needs to raise additional revenues to supplement their annual budget. She concurred with his observation that the Task Force should not micromanage C-View. She complimented staff for their wonderful work. She suggested the Task Force also could provide City policy advice regarding ongoing franchise negotiations. Member Bennett predicted the recent telecommunications bill will result in extraordinary changes in that field. She noted the importance that C-View reach the community on cable below channel 30 or by special equipment provided by companies with direct broadcasting systems. She suggested the Task Force also could work on ways to publicize C-View, as the resource is only good if people know it is available and watch it. She complimented the idea of placing tent cards in motel rooms to advertise C-View. She felt the Task Force should complete "value added" tasks rather than engineer the location of microphones. In answer to a question, Mr. Harper said every company that provides cable service in Clearwater is required to carry PEG (Public, Education, and Government) channels. Under new federal law, direct broadcast service is covered by similar requirements. Negotiations with Time Warner Entertainment-Advance/Newhouse and GTE for franchises are ongoing. Member Campbell said Vision Cable once broadcast lower channels for free. He recommended the City take steps necessary to reestablish free access to PEG and broadcast channels. He felt the City can influence that issue during negotiations and requested the minutes reflect this recommendation. Acting-Chair Whitaker suggested cable companies will not provide free service. Member Campbell congratulated C-View staff for scheduling the forum's replay. He noted the audio was "screwed up." He said the "Your City In Summary" feature is outstanding and deserves an award. ITEM #4 - Schedule Next Meeting Member Hamsmith moved to schedule the next Task Force meeting in the Municipal Services building in a room to be announced, for June 5, 1996, at 5:00 p.m., limiting the meeting's length to two hours. The motion was duly seconded and carried unanimously. Mr. Harper requested members forward items they wish included on the next agenda. Member Bennett offered to draft some items for discussion. ITEM #5 - Select Next Meeting's Chair Consensus was to appoint Member Bennett as Acting Chair for the next meeting. ITEM #6 - Adjournment The meeting adjourned at 6:26 p.m. Acting Chair C-View Television Advisory Task Force  Attest:   Board Reporter