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Minutes - 09/13/1993 Workshop - .-." COUNCIL WORKSHOP MEETING MINUTES September 13, 1993 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, SEPTEMBER 13, 1993. QQQJ CONVENED. The Council met in a workshop session at 6:00 p.m. with Mayor Kelley presiding. No action was taken by Council members present at the workshop. ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Kelley Figley Galvin Hagenauer Jennings Mitchell Sifuentez Present Present (arrived 6:40 p.m.) Present Absent Present Present (arrived 6:35 p.m.) Absent Staff Present: City Administrator Childs, City Attorney Shields, Library Director Sprauer Also in attendance were the following Cable TV Access Advisory Board members: Bruce Thomas, Pete Grigoreiff, Dail Adams, Dave Higgenbotham, Linda Johnston, and Linda Sprauer (arrived at 6:40 p.m.). QQ2Q Bruce Thomas, Board Chairman, stated that the Advisory Board has been in contact with other local Cable Access groups to review their operations as a guideline on what can be done to meet the needs of the community. Field trips to the Tualatin/Beaverton area, Salem, and Canby were made by various Board members. These Cable Access groups utilize both paid staff members and volunteers to operate their program. Types of broadcasting which are televised both live and on tape, include community activities, local sports, news, monthly meetings, etc.. He reviewed a booklet distributed to the Council which provided background information on community access television, a copy of the questionnaire which was published in the Woodburn Independent on September 1, 1993, a list of proposed equipment to be purchased, public relations, proposed by-laws, and a 5 year budget projection worksheet. In regards to the questionnaire, he stated that they have not had an opportunity to tally the results as of this date. Policy and procedure guidelines for use of the equipment have not been formalized, however, it is the intent of the board to allow individuals to check out only certain equipment and use of the equipment cannot be for personal use. Only individuals who have been trained to use the equipment will be allowed to check out or use studio equipment. Page 1 - Council Workshop Meeting Minutes, September 13, 1993 r -. COUNCIL WORKSHOP MEETING MINUTES September 13, 1993 TAPE READING Community organizations will be allowed to utilize the equipment initially and individuals will eventually be able to use the equipment. Revenue sources are the subscriber fee and a portion of the franchise fees paid to the City. Operating expenses include maintenance, insurance, training, dues/subscriptions, accounting/legal, advertising, printing, and postage. There would be no paid staff members involved in the program. 0339 Mr. Thomas stated that the Advisory Board is ready to follow through with the Council's direction from November 1992. They have not made any purchases of equipment since they felt it would more prudent to purchase the equipment as a package rather than piecemeal. Further discussion was held regarding Northland's future participation as an Advisory Board member. It was noted that the Franchise Ordinance does require them to be a member of the initial Advisory Board, however, if the Board is granted non-profit status the Articles of Incorporation would determine the composition of the Board. Additionally, it may be necessary for the Board to negotiate with Northland provisions that would pertain to the Board and community access programming. Administrator Childs stated that another issue to be addressed at that time would be the transfer of funds to the Board which are received by the City as part of the franchise fee. He also stated that the City would have no additional obligation to the Advisory Board for revenues to fund their programs unless the City so desires to utilize tax dollars towards community access programming. 0643 Linda Sprauer stated that the proposed by-laws provide for staggered terms for Board members of 3 or 4 years which would allow members to become familiar with the activities of the Board. Initially some of the board members would be appointed for one or two years with the possibility of reappointment. Bruce Thomas also stated that he felt the current board members work well together and he hoped there would be no changes at this point in time. The board currently consists of a representative from the local business community, school district, fire district, city, Northland Cable TV, and 2 members at-large. During a brief discussion on the filing for a 501 (3)(c) status, it was noted that the Articles of Incorporation would address the issue of number of board members. It was also noted that the Articles of Incorporation have not been written by the Board as of this date. In regards to purchasing equipment, money is available through the City's budget and the Board has received at least 3 quotes on the list of proposed equipment. Administrator Childs stated that he has authorized the payment of any legal and operational expenses, however, capital purchases must be made through the City's bidding process. 0992 Bruce Thomas stated that the Board is ready to file the 501 (3)(c) papers but it will take at least 6 months to a year before a determination is made by the federal government. Until then, the Board will need to follow city rules for Page 2 - Council Workshop Meeting Minutes, September 13, 1993 l' - -, COUNCIL WORKSHOP MEETING MINUTES September 13, 1993 TAPE READING expenditure of funds. The Board requested the Council to allow them to proceed with the purchase of the equipment and to file the 501 (3)(c) paperwork. Administrator Childs also questioned the Board as to how equipment purchased from City funds would be identified from Northland and/or School equipment. Bruce Thomas stated that all of the equipment would be tagged for identification purposes. Each agency would be able to operate independently if it was necessary, however, some of the equipment to be purchased will enhance the equipment owned by the other groups. It was the consensus of the Councilors present to bring this issue before the Council under New Business during their regular meeting. 1.2.li ADJOURNMENT. The workshop adjourned at 6:50 p.m.. APPROVED ~ ~~ LENKEL EY,MAYOR ATTEST ;1?~, ~~ Mary Te nant, Recorder City of Woodburn, Oregon Page 3 - Council Workshop Meeting Minutes, September 13, 1993 r