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AOC Minutes 2023-01-01
1 MINUTES (AS APPROVED MARCH 7, 2023) Access Oversight Committee (AOC) Tuesday, February 7, 2023 at 5 PM The AOC held its meeting by ZOOM Conferencing Present: Chair Rich DePaolo, vice-chair Wies van Leuken, secretary Wayles Browne; member of the public Tony Ingraham. Unavoidably absent: Common Council liaison Jorge DeFendini. 01. Call to Order by DePaolo 5:05. 02. Agenda Additions and/or Deletions: none. 03. Public Comments: none. 04. Comments by AOC members. Van Leuken: I was recently at the PEGASYS studio and was pleasantly surprised at how nice it looked. It has been painted and has new furniture in all its rooms. Also the PEGASYS website has been updated to include AOC suggestions and requests, including readable TV schedules and information of AOC meetings and a reference to the City of Ithaca's website about AOC. The latter still needs to be updated. 05. Approval of Minutes of the December 6, 2022 Meeting. Moved DePaolo, seconded van Leuken, approved 3-0-0 without change. 06. Access Studio Coordinator Report (submitted by Montesano from Charter; attached). No one from Charter was present to answer questions. DePaolo will request that Access Coordinator Alex Wiers attend meetings as Charter's liaison. (Pursuant to Franchise Agreement 15.3-2 "A representative of the Franchisee shall serve as a non-voting, ex-officio member of this Committee"). a. Charter's report on collected monthly Subscriber Fees thru 2022. Lauren Kelly reported that the PEG Fee Balance was $66,463.45 on 1/31/23 (Emails dated February 4 and 5, 2023). See attached. Van Leuken wrote back with a request for a more complete report in the format agreed to with Charter a year ago when the 2021 report was submitted. A response is pending. b. Updated Quote for Mini-Studio Equipment and Main Studio Routing Switcher. DePaolo screenshares the quotes for the Mini Studio (2) and the Main Studio's switcher from B&H to make possible live shows from the main studio. See attached. (Sean Ryan, who is mentioned, works for Charter; sean.ryan@charter.com). Discussion on the purchase of the Mini-Studio Equipment was tabled until the next meeting when it was hoped staff would be available to answer questions. The quote for the Main Studio Routing Switcher was approved by the AOC. It will be paid from the 2023 Budget. DePaolo moved and Browne seconded the following resolution. 2 WHEREAS, the Access Oversight Committee (AOC)’s 2023 Budget includes a $50,000.00 contingency to purchase equipment as needed for the functioning of Public, Educational and Governmental access operations; and WHEREAS this budget was subsequently approved by the participating municipalities (City of Ithaca, Town of Ithaca, Village of Cayuga Heights); and WHEREAS, cablecasting live shows from the PEGASYS studio requires that the PEGASYS Playback System ("Nexus") be equipped with a compatible routing switcher; now, therefore be it RESOLVED, that the AOC approves the use of the 2023 Budget Contingency for the purchase of equipment specified in the attached B&H Quote No.: 1094910495 dated January 26, 2023, in an amount not to exceed $ 2,543.94. Passed: Unanimously, 3-0-0. c. Disclaimer - Charter's response to AOC Resolution #75. Lauren Kelly (e-mail of Feb. 5, 2023) has agreed that Charter will use the wording AOC requested: "Programming on this channel is produced and submitted by local residents who are solely responsible for its content." d. Discussion: see above. 07. Member Reports a. Election of Chairperson, Vice-Chairperson and Secretary. Rich DePaolo, Wies van Leuken, and Wayles Browne were nominated and were elected Chair, Vice-Chair and Secretary respectively, 3-0-0. b. Adoption Meeting Time. Meetings will continue to be on the first Tuesday of the month at 5 pm and conducted by ZOOM in the foreseeable future. c. Purchase of Studio Equipment for Mini-Studio Equipment and Main Studio. See 6b. d. AOC Vacancy - update. DePaolo will contact DeFendini to ask about an update on this issue. e. Committee Members' reappointments - Follow -Up. Same as 7d. f. Streaming Channel 13 - follow-up. Patrick Pinney not being present, this could not be taken up. g. Common Council meetings on the Government Channel. DePaolo will contact the interim City Clerk about this. h. City's Website's Description of AOC - update. As 7d. i. PEGASYS Policies and Procedures Manual review - follow-up. DePaolo will request Charter to facilitate direct communication beween Access Coordinator and van Leuken so that he can give input on which sections of the Manual need 3 updating so that current studio practices align with policies and procedures articulated in the Manual. j. Covid Guidelines and PEGASYS’ Operations. No reports. 08. Old Business: none. 09. New Business: none. 10. Next meeting: March 7, 2023, 5:00 pm. 11. Adjournment 5:56. ================ Authority: City of Ithaca code Chapter 18, "Cable Access Oversight Committee". Adopted by the Common Council of the City of Ithaca 11-5-2003 by Ord. No. 2003-17. Available at https://ecode360.com/8386207. Contact information for AOC members: City of Ithaca: Wayles Browne, secretary <ewb2@cornell.edu>. City of Ithaca: Common Council liaison 2022- Jorge (George) DeFendini <gdefendini@cityofithaca.org>. City of Ithaca: (vacancy) Town of Ithaca: Rich DePaolo, chair <rd@richdepaolo.com>, <RDePaolo@town.ithaca.ny.us>. Village of Cayuga Heights: Wies van Leuken, vice chair <pmv4@cornell.edu>. Web site for the PEGASYS Community Media Center studio, with program schedules: https://pegasys.webstarts.com/index.html studio location, mailing address: 612 West Green Street, Ithaca, New York 14850 phone (607) 272-7272 fax (607) 277-5404 e-mail PEG.NYIthaca@charter.com PEGASYS staff: Alex Wiers. 4 Report from Lauren Kelly dated February 4, 2023 Cayuga Hei ghts Enti re .1 5 per sub $7 ,1 4 8 .48 Town of It haca Enti re .1 5 per sub $2 5 ,9 2 2 .42 Ci ty of It hac a Enti re .1 5 per sub $3 3 ,3 9 2 .45 Total $6 6 ,4 6 3 .35 From: "Kelly, Lauren E" <Lauren.Kelly@charter.com> Subject: RE: Coordinator's Report - February 7th Meeting Date: February 5, 2023 at 4:27:03 PM EST To: Rich DePaolo <rdepaolo@town.ithaca.ny.us> Cc: Paul M Van Leuken <pmv4@cornell.edu>, E Wayles Browne <ewb2@cornell.edu>, George DeFendini <gdefendini@cityofithaca.org>, PEG.NYIthaca <PEG.NYIthaca@charter.com> Good evening. I just wanted to follow up on my previous email regarding AOC resolution #75. We approve the modification to the language in the disclaimer to: "Programming on this channel is produced and submitted by local residents who are solely responsible for its content." Thank you, Lauren Lauren Kelly | Director, Government Affairs – Finger Lakes 585.340.8188 (O) | 585.797.5395 (M) 100 Town Centre Drive | Rochester, NY 14623 5 6 Prices Are Valid Until: 02/25/23 Quote No.: 1094910495 Reference No.: SPECTRUM-P Sold To: Sean Ryan 71 Mt Hope Ave Attn: Sean Ryan ROCHESTER, NY 14620 Ship To: Alex Wiers 519 W State St ITHACA, NY 14850 Bill Phone: (585)756-1595 Work Phone: (585)749-9001 Ext.:CELL (607)272-7272 Date 01/26/23 Qty Ord Customer Code B2022010 Terms N/A Item Description Salesperso n WB Ship Via FDX GROUND SKU# MFR# Item Price Amount 3 BLACK-MAGIC MINI CONVERTER - AUDIO TO SDI/REG BLCOMCAUS2 (CONVMCAUDS2) 190.97 572.91 In Stock - while supplies last. 1 BLACK-MAGIC ANALOG to SDI - MINI CONVERTER/REG BLASDIMC (CONVMAAS2) 196.20 196.20 In Stock - while supplies last. 1 BLACK-MAGIC SDI to ANALOG - MINI CONVERTER/REG BLSDIAMC (CONVMASA) 187.48 187.48 In Stock - while supplies last. 2 PEARSTONE STND SERS CABLE/BNC to BNC (SDI) - 50'/REG PESBBSDI5 0 (SDI-1050) 22.46 44.92 In Stock - while supplies last. 6 PEARSTONE STND SERS CABLE/BNC to BNC (SDI) - 3'/REG PESBBSDI0 3 (SDI-1003) 5.96 35.76 In Stock - while supplies last. 1 BLACK-MAGIC SMART VIDEOHUB CLEANSWITCH 12x12/REG BLSVHCS1212 (VHUBSMTCS6G1212) 1,303.64 1,303.64 Continued on Next Page ... BN H _ q u o t e Fe d e r a l ID # : 13 -27 6 8 0 7 1 7 Quote No.: 1094910495 Date Qty Ord Customer Code B2022010 Terms N/A Item Description Salesperso n Slsm Ship Via FDX GROUND SKU# MFR# Item Price Amount In Stock - while supplies last. 1 PEARSTONE 8" CABLE TIES (100-PACK) - BLACK/REG In Stock - while supplies last. PLEASE NOTE: **** Please reference your quote number on all PO's **** **** ALL PRICES ARE LISTED IN USD **** Certain items may be enforced by vendor to sell at the vendor-imposed price posted at the time of order. PECT08100B (CT08-100-B) 1.49 1.49 Payment Type - N/ Sub-Total: Shipping: Tax 188.44 Total: 2,342.40 13.10 2,543.94 Page 2 of 2 Custome r Copy Fe d e r a l ID # : 13 -27 6 8 0 7 1 Fe d e r a l I D # : 1 3 - 2 7 6 8 0 7 1 Prices Are Valid Until: 02/25/23 Quote No.: 1094910495 Reference No.:SPECTRUM-P Sold To: Sean Ryan 71 Mt Hope Ave Attn: Sean Ryan ROCHESTER, NY 14620 Ship To: Alex Wiers 519 W State St ITHACA, NY 14850 (607)272-7272 Bill Phone:(585)756-1595 Work Phone:(585)749-9001 Ext.:CELL Date 01/26/23 Customer Code B2022010 Terms N/A Salesperson WB Ship Via FDX GROUND Qty Ord Item Description SKU# MFR#Item Price Amount 3 1 1 2 6 1 BLACK-MAGIC MINI CONVERTER - AUDIO TO SDI/REG BLACK-MAGIC ANALOG to SDI - MINI CONVERTER/REG BLACK-MAGIC SDI to ANALOG - MINI CONVERTER/REG PEARSTONE STND SERS CABLE/BNC to BNC (SDI) - 50©/REG PEARSTONE STND SERS CABLE/BNC to BNC (SDI) - 3©/REG BLACK-MAGIC SMART VIDEOHUB CLEANSWITCH 12x12/REG BLCOMCAUS2 BLASDIMC BLSDIAMC PESBBSDI50 PESBBSDI03 BLSVHCS1212 (CONVMCAUDS2) (CONVMAAS2) (CONVMASA) (SDI-1050) (SDI-1003) (VHUBSMTCS6G1212) 190.97 196.20 187.48 22.46 5.96 1,303.64 572.91 196.20 187.48 44.92 35.76 1,303.64 In Stock - while supplies last. In Stock - while supplies last. In Stock - while supplies last. In Stock - while supplies last. In Stock - while supplies last. Continued on Next Page ... BN H _ q u o t e Customer Copy#X Page 1 of 2 Fe d e r a l I D # : 1 3 - 2 7 6 8 0 7 1 Quote No.: 1094910495 Date Customer Code B2022010 Terms N/A Salesperson Slsm Ship Via FDX GROUND Qty Ord Item Description SKU# MFR#Item Price Amount 1 PEARSTONE 8" CABLE TIES (100-PACK) - BLACK/REG PECT08100B (CT08-100-B) 1.49 1.49 In Stock - while supplies last. In Stock - while supplies last. PLEASE NOTE: ------------------------------------------------------------------ **** Please reference your quote number on all PO©s **** **** ALL PRICES ARE LISTED IN USD **** Certain items may be enforced by vendor to sell at the vendor-imposed price posted at the time of order. Payment Type - N/A - Amount Tax: Sub-Total: Shipping: 188.44 Total: 2,342.40 13.10 2,543.94 BN H _ q u o t e Customer Copy#X Page 2 of 2 Document Date Customer No. Page 12/08/22 1/5 ▌SALES QUOTATION Original Document Number 21417 FED ID #14-1426006 213 Broadway Albany, NY 12204 Charter Communication Operations LLC Accounts Payable 7910 Crescent Exec Dr Ste 54 Charlotte NC 28217 USA Phone: (518) 449-7213 Fax: (518) 449-1205 Billing Address Provisional No. 24 Phil Pirkl Your Contact Payment Terms Electronic Invoice Delivery Address Audio-Video Corporation Sean Ryan Charter Communication Operations LLC Pegasys - Ithaca 612 W. Green Street Ithaca NY 14850 X-21177JAS SMALL STUDIO UPGRADE Currency: $ Description Quantity TotalPriceContract Pricing Broadcast Pix BPS-FXH FX Hybrid System 1 16,870.00 16,870.00001 Item Code:AVSG_MISC_EQUIPMENT Manufacturer: AVC AVC Broadcast Pix Robopix PTZ Camera 2 1,688.00 3,376.00002 Item Code:AVSG_MISC_EQUIPMENT Manufacturer: AVC AVC CONVMASA Mini Converter SDI to Analog with Audio 1 250.00 250.00003 Item Code:BMD-CONVMSA Manufacturer: BlackMagic BlackMagic Notepad-8FX 1 165.00 165.00004 Item Code:SCR-5085984US-01 Manufacturer: SoundCraft SoundCraft PCT2435 1 319.00 319.00005 Item Code:997-9363-00 Manufacturer: Planar Planar AVSG Mount Package 2 195.00 390.00006 Item Code:AVSG_MOUNT_PACK Manufacturer: AVC AVC 2/5 Page 12/08/22 Document Date ▌SALES QUOTATION Document Number Original 21417 Audio-Video Corporation FED ID #14-1426006 213 Broadway Albany, NY 12204 USA Currency: $ Description Quantity TotalPriceContract Pricing Netgear M4250-10G2F-PoE+ Network Switch 1 727.00 727.00007 Item Code:AVSG_MISC_EQUIPMENT Manufacturer: AVC AVC AMS-SCARLETT-2I2-3G Scarlett 2i2 (3rd Gen) USB Audio Interface 1 193.00 193.00008 Item Code:AMS-SCAR-2I2-3G Manufacturer: Focusrite USA Focusrite USA Cardioid Condenser Lavalier Microphone with 4’ (1.2m) attached cable Belt-Clip Preamp with XLR Rot 2 215.00 430.00009 Item Code:MX185 Manufacturer: Shure Shure x-21177JAS AVSG Installation Setup and Training 1 5,225.00 5,225.00010 Item Code:AVSG_INSTALLATION Manufacturer: AVC AVC AVSG Miscellaneous Cables Connectors and Hardware 1 325.00 325.00011 Item Code:AVSG_ MISC_CABLES Manufacturer: AVC AVC AVC Customer Care Agreement Year 1 1 1,130.00 1,130.00012 Item Code:AVSG_CCA_YEAR_1 Manufacturer: AVC AVC Subtotal013 29,400.00 Broadcast Pix System Enhanced 1st Year Warranty - Full Hardware & Software support for 13 months, advance spares replacement, telephone support and system upgrades. 014 Broadcast Pix Enhanced 1st Year Warranty 1 1,295.00 1,295.00015 Item Code:AVSG_MAINTENANCE Manufacturer: AVC AVC OPTIONAL 2nd YEAR CUSTOMER CARE016 3/5 Page 12/08/22 Document Date ▌SALES QUOTATION Document Number Original 21417 Audio-Video Corporation FED ID #14-1426006 213 Broadway Albany, NY 12204 USA Currency: $ Description Quantity TotalPriceContract Pricing AVC Customer Care Agreement Year 2 1 1,413.00 1,413.00017 Item Code:AVSG_CCA_YEAR_2 Manufacturer: AVC AVC Quotation Subtotal:$ 32,108.00 Total Before Tax:$ 32,108.00 Total Tax Amount:$ 0.00 Total Amount:$ 32,108.00 Shipping Type: Deliver & Install Quotation Valid Until: 01/08/23 Subject to Shipping & Handling and Sales Tax if Applicable EQUIPMENT WARRANTY: All standard manufacturer's equipment warranties apply. Service and technical support provided through Audio-Video Corporation’s Certified Full Service Facility. Extended (multi-year) Customer Care Service agreements available – please contact your Account Representative for more information. ASBESTOS STATEMENT: Current asbestos regulations require written verification that your environment is either asbestos free or abatement procedures will be completed prior to our on-site work. NOTE: Client to provide 120VAC power and IP Network connectivity at equipment locations where required. 4/5 Page 12/08/22 Document Date ▌SALES QUOTATION Document Number Original 21417 Audio-Video Corporation FED ID #14-1426006 213 Broadway Albany, NY 12204 USA Currency: $ Signature Date Accepted By P.O. No. THIS QUOTATION DOES NOT CONSTITUTE A SALES ORDER UNLESS SIGNED BY YOU, OUR CLIENT. SEE TERMS AND CONDITIONS OF SALE ATTACHED. Ship-to Address: (if different than above) Credit Card Info: (if applicable) Cardholder's Name Cardholder’s Telephone Number & Email Address TERMS AND CONDITIONS OF SALE AUDIO-VIDEO CORPORATION, (SELLER) and the purchaser of the items covered by this Sales Order whose name appears on the reverse side hereof, (BUYER), agree that the following Terms and Conditions of Sale shall be applicable to this transaction, except as specifically superseded or amended by a typed statement in the body of this Quotation/Sales Order. 1.GENERAL - The terms and conditions of this contract constitute the entire agreement and supersede all previous agreements between the parties. No provisions of purchase orders will prevail in conflict with these terms unless agreed to in writing by an Agent of AUDIO-VIDEO CORPORATION. This agreement shall be interpreted and governed by the laws of the State of New York, U.S.A. Buyer agrees that it may be served in the State of New York and appoints the Secretary of the State of New York as his agent to accept Service of Summons. 2.DELIVERY - Unless shown to the contrary within the body of this Quotation/Sales Order, all products are shipped F.O.B. Shipping Point of origin and BUYER shall pay all freight and delivery charges. Any special or non-customary handling charges by a carrier shall also be the responsibility of the BUYER. Damage and risk of loss of any nature after delivery shall be at BUYER'S sole risk. SELLER shall not be liable for any default or delay that, for any reason whatsoever, interferes with or impedes production or delivery of the products ordered. All promises of delivery are made in good faith and SELLER shall be diligent in its efforts to fulfill them. SELLER shall not, in any event, be liable for costs or damages for failure to meet the estimated delivery date whether reasonably foreseen or otherwise. 3.CREDIT - Notwithstanding the terms stated herein, SELLER may either accelerate or withhold shipment, or both, at anytime that BUYER is in default or in the event that BUYER'S credit becomes unacceptable to SELLER'S credit department. 4.PAYMENT - Payment shall be as provided on this Quotation/Sales Order. BUYER agrees to pay 1 % per month interest on all amounts not paid when due. BUYER also agrees to pay any and all expenses incurred by AUDIO-VIDEO CORPORATION in the collection of past due amounts. 5.SECURITY - AUDIO-VIDEO CORPORATION shall have the right, in addition to all other rights it may possess to withhold shipment in whole or in part, to recall goods in transit or to repossess all goods which might be stored with AUDIO-VIDEO CORPORATION for the BUYER'S account without the necessity of taking any other proceedings in the event of BUYER default(s) or adverse credit reason(s). The foregoing shall not be construed as limiting in any manner the rights or remedies available to AUDIO-VIDEO CORPORATION because of any default(s) of the BUYER under the applicable Uniform Commercial Code as in force and effect. 6.PRICES - The prices quoted herein and/or and supplementary schedules, unless otherwise indicated, do not include installation or any sales, use, excise, or similar taxes levied by the United States, or any state in local subdivision thereof, or other governmental agency. BUYER covenants and agrees he shall pay either to SELLER or to the applicable governmental authority any such taxes in the amount applicable to the product or the transac-tions described in this instrument, and in the event of failure to do so, BUYER agrees to hold SELLER harmless from any claim, cost or expense as a result of failure to make such payment. 7.ERRORS - SELLER reserves the right to correct clerical and typographical errors as well as any errors (of omission or commission), or misstatements by any AUDIO-VIDEO CORPORATION representative consistent with good business practice. 8.CUSTOM BUILT EQUIPMENT - BUYER'S acceptance of the proposal and the receipt of BUYER'S down payment at AUDIO-VIDEO CORPORATION, Albany, N.Y. headquarters will constitute authorization to AUDIO-VIDEO CORPORATION to begin procurement of raw materials and fabrication for custom-built equipment. Materials procurement and/or fabrication shall not commence until the down payment, in the amount specified herein, has been received at AUDIO-VIDEO CORPORATION, ALBANY, N.Y. 9.CANCELLATION - Cancellation of this order by BUYER shall obligate BUYER to pay a fifteen percent (15%) cancellation charge, plus all expenses incurred in commitments made by SELLER and all unrecoverable costs incurred by SELLER. 10.RETURN OF GOODS - Acceptance of goods for return shall be made only with prior written authorization by SELLER and in accordance with SELLER'S standard policy relevant to restocking charges. 11.BREACH - In the event of Breach of BUYER or termination of the contract by SELLER as a result of BUYER'S credit position, SELLER shall be entitled to recover loss of profits, termination or cancellation charges and all other damages obtainable under the Commercial Code of the State of New York and costs of collection including reasonable attorney's fees. Interest shall be awarded and paid at the rate of 12% per annum or the highest legal rate in the state of jurisdiction, whichever is lesser. 12.WARRANTY - Any product supplied or service performed by AUDIO-VIDEO CORPORATION is warranted in regard to workmanship for the period provided in the equipment manufacturer's warranty. NO OTHER WARRANTY OR GUARANTEE EXPRESSED OR IMPLIED INCLUDING ANY WARRANTY AS TO MERCHANTABILITY OR FITNESS FOR ANY PURPOSE IS MADE UNLESS THE SAME IS SPECIFICALLY SET FORTH WITHIN THE BODY OF THIS QUOTATION / SALES ORDER. Insofar as equipment manufactured and/or fabricated by AUDIO-VIDEO CORPORATION, the liability of AUDIO--VIDEO CORPORATION shall be limited to written warranty policy specifically set forth within the body of this Quotation/Sales Order. 13.CLAIMS - Claims for defective goods must be made within 30 days after receipt of shipment. Shipment is made at BUYER'S expense and risk and all claims for merchandise damage in shipment, or for undelivered merchandise must be made with the forwarder by the consignee. SELLER will not be responsible for shortages that are not reported within 10 days after receipt of shipment. SELLER shall have no liability for repair or replace-ment of equipment damaged in shipment or damaged as determined in the judgment of SELLER by neglect or misuse, willful or otherwise. 14.DAMAGES - BUYER specifically agrees that SELLER shall not be liable for any damages, injury, loss of profit, delays or any other consequential or prospective loss or damage suffered through use of the equipment purchased herewith, or by reason of the equipment's failure to perform. BUYER further agrees that in any event, recovery against SELLER or the equipment manufacturer shall be limited to repayment of the purchase price upon return of equipment or to repair and replacement of defective parts, but such recovery shall not exceed the purchase price of the equipment unless otherwise stated in the body of this Quotation / Sales Order. 15.CONSTRUCTION - In the event any provisions of this agreement is not enforceable, all other terms and provisions of this agreement, nevertheless shall remain in full force and effect. Document Date Customer No. Page 01/23/23 1/5 ▌SALES QUOTATION Original Document Number 18884 FED ID #14-1426006 213 Broadway Albany, NY 12204 Charter Communication Operations LLC Accounts Payable 7910 Crescent Exec Dr Ste 54 Charlotte NC 28217 USA Phone: (518) 449-7213 Fax: (518) 449-1205 Billing Address Provisional No. 24 Phil Pirkl Your Contact Payment Terms Electronic Invoice Delivery Address Audio-Video Corporation Sean Ryan Charter Communication Operations LLC Pegasys - Ithaca 612 W. Green Street Ithaca NY 14850 X-21177JAS SMALL STUDIO UPGRADE StreamingPix w/Additional PTZ Camera and Shure Lavaliers Currency: $ Description Quantity TotalPriceContract Pricing StreamingPix - Includes PC, PTZ IP Camera, IP switch, Lav mic; everything you need to stream 1 6,755.00 6,755.00001 Item Code:Spix Manufacturer: Broadcast Pix Broadcast Pix Roboix, PTZ Robotic Camera, Control and Output of IP, PoE 1 1,688.00 1,688.00002 Item Code:AVSG_MISC_EQUIPMENT Manufacturer: AVC AVC RoboPix Wall or Ceiling Mount 1 46.00 46.00003 Item Code:AVSG_MISC_HARDWARE Manufacturer: AVC AVC Kiloview D300 NDI to SDI Converter 1 935.00 935.00004 Item Code:AVSG_MISC_EQUIPMENT Manufacturer: AVC AVC CONVMASA Mini Converter SDI to Analog with Audio 1 250.00 250.00005 Item Code:BMD-CONVMSA Manufacturer: BlackMagic BlackMagic 2/5 Page 01/23/23 Document Date ▌SALES QUOTATION Document Number Original 18884 Audio-Video Corporation FED ID #14-1426006 213 Broadway Albany, NY 12204 USA Currency: $ Description Quantity TotalPriceContract Pricing Notepad-8FX 1 165.00 165.00006 Item Code:SCR-5085984US-01 Manufacturer: SoundCraft SoundCraft PCT2435 1 335.00 335.00007 Item Code:997-9363-00 Manufacturer: Planar Planar AVSG Mount Package 1 195.00 195.00008 Item Code:AVSG_MOUNT_PACK Manufacturer: AVC AVC NewBlue FX License (Requires owner furnished dedicated computer) 1 488.00 488.00009 Item Code:AVSG_MISC_EQUIPMENT Manufacturer: AVC AVC Netgear M4250-10G2F-PoE+ Network Switch 1 649.00 649.00010 Item Code:AVSG_MISC_EQUIPMENT Manufacturer: AVC AVC AMS-SCARLETT-2I2-3G Scarlett 2i2 (3rd Gen) USB Audio Interface 1 189.00 189.00011 Item Code:AMS-SCAR-2I2-3G Manufacturer: Focusrite USA Focusrite USA Cardioid Condenser Lavalier Microphone with 4’ (1.2m) attached cable Belt-Clip Preamp with XLR Rot 2 215.00 430.00012 Item Code:MX185 Manufacturer: Shure Shure x-21177JAS AVSG Installation Setup and Training 1 5,150.00 5,150.00013 Item Code:AVSG_INSTALLATION Manufacturer: AVC AVC 3/5 Page 01/23/23 Document Date ▌SALES QUOTATION Document Number Original 18884 Audio-Video Corporation FED ID #14-1426006 213 Broadway Albany, NY 12204 USA Currency: $ Description Quantity TotalPriceContract Pricing AVSG Miscellaneous Cables Connectors and Hardware 1 325.00 325.00014 Item Code:AVSG_ MISC_CABLES Manufacturer: AVC AVC AVC Customer Care Agreement Year 1 1 704.00 704.00015 Item Code:AVSG_CCA_YEAR_1 Manufacturer: AVC AVC Subtotal016 18,304.00 OPTIONAL 2nd YEAR CUSTOMER CARE017 AVC Customer Care Agreement Year 2 1 880.00 880.00018 Item Code:AVSG_CCA_YEAR_2 Manufacturer: AVC AVC Quotation Subtotal:$ 19,184.00 Total Before Tax:$ 19,184.00 Total Tax Amount:$ 0.00 Total Amount:$ 19,184.00 Shipping Type: Deliver & Install Quotation Valid Until: 02/23/23 Subject to Shipping & Handling and Sales Tax if Applicable EQUIPMENT WARRANTY: All standard manufacturer's equipment warranties apply. Service and technical support provided through Audio-Video Corporation’s Certified Full Service Facility. Extended (multi-year) Customer Care Service agreements available – please contact your Account Representative for more information. ASBESTOS STATEMENT: Current asbestos regulations require written verification that your environment is either asbestos free or abatement procedures will be completed prior to our on-site work. NOTE: Client to provide 120VAC power and IP Network connectivity at equipment locations where required. 4/5 Page 01/23/23 Document Date ▌SALES QUOTATION Document Number Original 18884 Audio-Video Corporation FED ID #14-1426006 213 Broadway Albany, NY 12204 USA Currency: $ Signature Date Accepted By P.O. No. THIS QUOTATION DOES NOT CONSTITUTE A SALES ORDER UNLESS SIGNED BY YOU, OUR CLIENT. SEE TERMS AND CONDITIONS OF SALE ATTACHED. Ship-to Address: (if different than above) Credit Card Info: (if applicable) Cardholder's Name Cardholder’s Telephone Number & Email Address TERMS AND CONDITIONS OF SALE AUDIO-VIDEO CORPORATION, (SELLER) and the purchaser of the items covered by this Sales Order whose name appears on the reverse side hereof, (BUYER), agree that the following Terms and Conditions of Sale shall be applicable to this transaction, except as specifically superseded or amended by a typed statement in the body of this Quotation/Sales Order. 1.GENERAL - The terms and conditions of this contract constitute the entire agreement and supersede all previous agreements between the parties. No provisions of purchase orders will prevail in conflict with these terms unless agreed to in writing by an Agent of AUDIO-VIDEO CORPORATION. This agreement shall be interpreted and governed by the laws of the State of New York, U.S.A. Buyer agrees that it may be served in the State of New York and appoints the Secretary of the State of New York as his agent to accept Service of Summons. 2.DELIVERY - Unless shown to the contrary within the body of this Quotation/Sales Order, all products are shipped F.O.B. Shipping Point of origin and BUYER shall pay all freight and delivery charges. Any special or non-customary handling charges by a carrier shall also be the responsibility of the BUYER. Damage and risk of loss of any nature after delivery shall be at BUYER'S sole risk. SELLER shall not be liable for any default or delay that, for any reason whatsoever, interferes with or impedes production or delivery of the products ordered. All promises of delivery are made in good faith and SELLER shall be diligent in its efforts to fulfill them. SELLER shall not, in any event, be liable for costs or damages for failure to meet the estimated delivery date whether reasonably foreseen or otherwise. 3.CREDIT - Notwithstanding the terms stated herein, SELLER may either accelerate or withhold shipment, or both, at anytime that BUYER is in default or in the event that BUYER'S credit becomes unacceptable to SELLER'S credit department. 4.PAYMENT - Payment shall be as provided on this Quotation/Sales Order. BUYER agrees to pay 1 % per month interest on all amounts not paid when due. BUYER also agrees to pay any and all expenses incurred by AUDIO-VIDEO CORPORATION in the collection of past due amounts. 5.SECURITY - AUDIO-VIDEO CORPORATION shall have the right, in addition to all other rights it may possess to withhold shipment in whole or in part, to recall goods in transit or to repossess all goods which might be stored with AUDIO-VIDEO CORPORATION for the BUYER'S account without the necessity of taking any other proceedings in the event of BUYER default(s) or adverse credit reason(s). The foregoing shall not be construed as limiting in any manner the rights or remedies available to AUDIO-VIDEO CORPORATION because of any default(s) of the BUYER under the applicable Uniform Commercial Code as in force and effect. 6.PRICES - The prices quoted herein and/or and supplementary schedules, unless otherwise indicated, do not include installation or any sales, use, excise, or similar taxes levied by the United States, or any state in local subdivision thereof, or other governmental agency. BUYER covenants and agrees he shall pay either to SELLER or to the applicable governmental authority any such taxes in the amount applicable to the product or the transac-tions described in this instrument, and in the event of failure to do so, BUYER agrees to hold SELLER harmless from any claim, cost or expense as a result of failure to make such payment. 7.ERRORS - SELLER reserves the right to correct clerical and typographical errors as well as any errors (of omission or commission), or misstatements by any AUDIO-VIDEO CORPORATION representative consistent with good business practice. 8.CUSTOM BUILT EQUIPMENT - BUYER'S acceptance of the proposal and the receipt of BUYER'S down payment at AUDIO-VIDEO CORPORATION, Albany, N.Y. headquarters will constitute authorization to AUDIO-VIDEO CORPORATION to begin procurement of raw materials and fabrication for custom-built equipment. Materials procurement and/or fabrication shall not commence until the down payment, in the amount specified herein, has been received at AUDIO-VIDEO CORPORATION, ALBANY, N.Y. 9.CANCELLATION - Cancellation of this order by BUYER shall obligate BUYER to pay a fifteen percent (15%) cancellation charge, plus all expenses incurred in commitments made by SELLER and all unrecoverable costs incurred by SELLER. 10.RETURN OF GOODS - Acceptance of goods for return shall be made only with prior written authorization by SELLER and in accordance with SELLER'S standard policy relevant to restocking charges. 11.BREACH - In the event of Breach of BUYER or termination of the contract by SELLER as a result of BUYER'S credit position, SELLER shall be entitled to recover loss of profits, termination or cancellation charges and all other damages obtainable under the Commercial Code of the State of New York and costs of collection including reasonable attorney's fees. Interest shall be awarded and paid at the rate of 12% per annum or the highest legal rate in the state of jurisdiction, whichever is lesser. 12.WARRANTY - Any product supplied or service performed by AUDIO-VIDEO CORPORATION is warranted in regard to workmanship for the period provided in the equipment manufacturer's warranty. NO OTHER WARRANTY OR GUARANTEE EXPRESSED OR IMPLIED INCLUDING ANY WARRANTY AS TO MERCHANTABILITY OR FITNESS FOR ANY PURPOSE IS MADE UNLESS THE SAME IS SPECIFICALLY SET FORTH WITHIN THE BODY OF THIS QUOTATION / SALES ORDER. Insofar as equipment manufactured and/or fabricated by AUDIO-VIDEO CORPORATION, the liability of AUDIO--VIDEO CORPORATION shall be limited to written warranty policy specifically set forth within the body of this Quotation/Sales Order. 13.CLAIMS - Claims for defective goods must be made within 30 days after receipt of shipment. Shipment is made at BUYER'S expense and risk and all claims for merchandise damage in shipment, or for undelivered merchandise must be made with the forwarder by the consignee. SELLER will not be responsible for shortages that are not reported within 10 days after receipt of shipment. SELLER shall have no liability for repair or replace-ment of equipment damaged in shipment or damaged as determined in the judgment of SELLER by neglect or misuse, willful or otherwise. 14.DAMAGES - BUYER specifically agrees that SELLER shall not be liable for any damages, injury, loss of profit, delays or any other consequential or prospective loss or damage suffered through use of the equipment purchased herewith, or by reason of the equipment's failure to perform. BUYER further agrees that in any event, recovery against SELLER or the equipment manufacturer shall be limited to repayment of the purchase price upon return of equipment or to repair and replacement of defective parts, but such recovery shall not exceed the purchase price of the equipment unless otherwise stated in the body of this Quotation / Sales Order. 15.CONSTRUCTION - In the event any provisions of this agreement is not enforceable, all other terms and provisions of this agreement, nevertheless shall remain in full force and effect. 1 MINUTES (as approved June 6, 2023) Access Oversight Committee (AOC) Tuesday, May 2, 2023 at 5 PM The AOC held its meeting by ZOOM Conferencing. Present: chair Rich DePaolo, secretary Wayles Browne, Common Council liaison Jorge DeFendini, vice chair Wies van Leuken, member Paul Smith; Access Coordinator Alex Wiers, Lauren Kelly (Director of Government Affairs - Finger Lakes Region, Charter Communications); members of the public John Weiss, Jim Garaventa, Tom Stern. 01. Call to Order by DePaolo 5:02. 02. Agenda Additions and/or Deletions: none. 03. Public Comments. Weiss: had a TV show previously (2004-2010). Now plans a new series Heroyam Slava ['Glory to the Heroes'], with songs, stories, salutes for Ukraine. Needs ideas. What would Ukrainians themselves like to see? 04. Comments by AOC members. DePaolo: each producer sets up their own show. Van Leuken: has discussed the show with Weiss. Weiss: recalls that Smith helped with shows featuring the conflicts in Darfur. Stern had comments, but sound/computer problems prevented him from being heard; we hope to hear him next month. 05. Approval of Minutes of the April 4, 2023 Meeting. Moved by DePaolo, seconded by van Leuken. Approved without change 4 -0, with one abstention. 06. Access Studio Coordinator Report - attached below. a. Charter's recommendations for 2024 Equipment Budget. Wiers screenshares his Coordinator Report that includes among others an Annual Report for 2024 with "Estimated 2024 Expenses" for the PEGASYS building of $130,743, equipment budget recommendations for both a new playback system and upgrades for current equipment (attached). The Leightronix company is no longer supporting the playback system that we have now. The report presents 2 possibilities for playback replacement: #1-A Tightrope at $18,625.34 (less if we do without support from the company) or #1-B Telvue at $30,074.22 (less without support). Tightrope: archiving is part of the playback software itself. Telvue: has an archiving module that can hold more than 8 terabytes of storage. It archives shows in SD (standard definition), so 1 hour of program = 500 megabytes to 3 gigabytes. DePaolo asks about HD (high definition) programming. Reply: this has bigger files; 10, 15, or 20 GB/hour. DePaolo asks about the $12K difference between the two quotes. Wiers: Telvue has more storage and more capabilities. Some items are the same between the two quotes, that were forwarded by the vendor. DePaolo: Is there used playback equipment on the market? Wiers: doesn't know. The two companies are fairly new, growing, probably will continue to exist. 2 DePaolo: the quotes include installation by the vendor. Would it be cheaper if Charter did the installation? Wiers: uncertain. Charter might not have experience with it. Smith: worked at PEG when it was all analog. Is it true that every channel is not switched from 1 source to another? Why would PEG not use the same switching system in the head end? Wiers: uncertain. Understands there was such a switcher in the head end but thinks we still need to replace the PEG studio device. Smith wonders if there is "reinventing the wheel" here – maybe technicians know. This new switcher has a clock for switching between the Bulletin Board, material from the live studio, and playback of pre-recorded material, right? Wiers: yes. Smith: will the new system also be able to play back videotape and DVDs? Wiers: no, DVD or videotapes have to be reformatted to MPEG-2 manually. Smith: Will this system interface with the iNet that allows programming from locations in Ithaca? Wiers: thinks not. DePaolo: the iNet is required in the franchise; I haven't yet learned if it is still functional. Would like an answer. Is this equipment part of the chain for the iNet? Smith: The studio and editing equipment can make video with 16x9 aspect ratio [width vs. height of picture; 16x9 is typical for high definition]. Can the proposed new equipment deal with a 4x3 screen with added black bars or shrinking of the frame? Wiers: yes, editing stations can create 16x9 and HD, but Channel 13 is solely SD. The system would be ready for HD but the channel is not (it's 4x3). Smith: some DVDs bought nowadays give wide-screen pictures. Can the system take a wide-screen picture and display it in a 16x9 screen? (Smith is concerned that the new system might reduce images twice; put bars on left and right and also on top and bottom. HDMI standard deals with this automatically.) Smith has experience putting 16x9 pictures on YouTube, but it took much trial and error. Wiers: the PEG Policies and Procedures Manual has standard procedures for submitting shows. DePaolo: Are we buying something that will rectify this anomaly? Garaventa: shares experience from California public access. Tightrope offers SD or HD and you can set how you send it back out. I'd assume Telvue can do this too. Van Leuken: What formats can these systems accept? mp4? mpeg? avi? Wiers: thinks all 3. Wiers: RE Recommendation #2, upgrades for Remote Equipment [for making videos outside the studio]. The field light uses both battery and AC power. One device is both a lavalier mike and a recorder. Wiers: Recommendation #3 for editing. ("Mini" should be "Edit studio".) DePaolo: there is no doubt that we need this equipment, but I still feel that some cost should be shared by Charter. Van Leuken: we don't have enough money for everything on this list. We have $29K earmarked for 2024. DePaolo: needs an answer: does the iNet signal not go through the studio any more? Charter is responsible for playback. How is iNet routed—through the studio or not: Kelly: will try to get answers. DePaolo sees 3 "legs": production, playback, iNet. Van Leuken suggests further discussion at next meeting. b. Mini-Studio Equipment installation - report. Wiers: the Mini studio is waiting for vendor to finalize purchases and deliver them. c. Discussion: see above. 3 07. Member Reports a. 2024 Budget - progress report. The Town of Ithaca has approved AOC's Budget Recommendations at its April 24 meeting. The Village of Cayuga Heights has it on its May agenda. The City has the item on the Administration Committee agenda May 24, from which it will go to Common Council. b. Charter's representation at AOC meetings. Van Leuken: the Franchise Agreement (15.3-3) states that the Cable Company appoints an ex-officio member. That position has been vacant since the previous studio coordinator retired. DePaolo: I think we are doing OK with several representatives from Charter at our meetings. Must it be specified who should attend? I don't want to discourage Charter staff from attending meetings. Let's skip this for now. c. AOC Vacancy - report. Member Paul Smith still needs to get sworn in by the City Clerk's office. d. AOC Member's reappointment - report. Van Leuken asks if the City received the message from the Village re her reappointment. And Browne has not been sworn in yet for his new term. DeFendini: will ask the City about van Leuken and Browne tomorrow. e. Common Council meetings on the Government Channel. DeFendini is waiting for a meeting with the persons involved; will ask the City Clerk tomorrow. f. PEGASYS Policies and Procedures Manual review - follow-up. Wiers and van Leuken will meet May 4. g. PEGASYS’ Operations. Van Leuken: am trying to revive the Outreach Committee. DePaolo asks to be notified of the meeting dates. 08. Old Business a. Streaming Channel 13. DePaolo: Patrick Pinney, who had been working on this, has a demanding new job and is available only for discussions. Maybe we can invite him to the next meeting. Van Leuken suggests asking him for a paragraph of explanation to be forwarded to producers. b. PEG Fee. DePaolo: the revenue stream has been $0.15 per subscriber per month ever since 2003. Kelly: I did discuss this with Charter's legal group; they feel we should proceed on renewing the franchise. I haven't been able to contact the new Mayor of Ithaca. DePaolo: maybe Amanda [Lanham, legal person] should look at AOC's previous proposals. I understand that Charter would like to see a privately - operated model for PEG, but our governments prefer the present way. In any case, it would be reasonable to up the share to 0.25 per subscriber. 09. New Business: none. 10. Next meeting: Tuesday, June 6, 5 pm. 11. Adjournment 6:54. ================ Authority: City of Ithaca code Chapter 18, "Cable Access Oversight Committee". Adopted by the Common Council of the City of Ithaca 11-5-2003 by Ord. No. 2003-17. Available at https://ecode360.com/8386207. Page on the City website: https://www.cityofithaca.org/369/Cable-Access-Oversight-Committee 4 Contact information for AOC members: City of Ithaca: Wayles Browne, secretary <ewb2@cornell.edu>. City of Ithaca: Common Council liaison 2022- Jorge (George) DeFendini <gdefendini@cityofithaca.org>. City of Ithaca: Paul Smith <smithcommapaul@hotmail.com>. Town of Ithaca: Rich DePaolo, chair <rd@richdepaolo.com>, <RDePaolo@town.ithaca.ny.us>. Village of Cayuga Heights: Wies van Leuken, vice chair <pmv4@cornell.edu>. Web site for the PEGASYS Community Media Center studio, with program schedules: https://pegasys.webstarts.com/index.html studio location, mailing address: 612 West Green Street, Ithaca, New York 14850 phone (607) 272-7272; fax (607) 277-5404 e-mail PEG.NYIthaca@charter.com PEGASYS staff: Alex Wiers. 5 ITHACA ANNUAL REPORT – April 30, 2023 Estimated 2024 Expenses Personnel Expenses $70,800 Contractors and Temporary $0 Equipment Repairs $5,000 Headend / System Maintenance $5,500 Office: Owned Property Tax $15,787 Office Expense: Office Maintenance-Outdoor $360 Office Maintenance- Snow Removal $5,051 Office Maintenance-Safety & Security $1,500 Office Maintenance-Janitorial $7,800 Office Maintenance-Electrical & Plumbing $2,100 Office Maintenance-Heating/AC $4,970 Office Maintenance-Fire Alarm Inspections & Repairs $1,400 Office Supplies $200 Freight Expense $25 Office Utilities: Utilities-Electric $3,100 Utilities-Gas $4,000 Utilities-Sewer & Water $800 Utilities-Trash $2,350 Other Software $0 Other Training $0 Other Capital $0 Total Budget $130,743 Part of Coordinator report 6 ITHACA ANNUAL REPORT - APRIL 30, 2023 Estimated 2024 Expenses Personnel Expenses $70,800 Contractors and Temporary $0 Equipment Repairs $5,000 Headend / System Maintenance $5,500 Office: Owned Property Tax $15,787 Office Expense: Office Maintenance-Outdoor $360 Office Maintenance- Snow Removal $5,051 Office Maintenance-Safety & Security $1,500 Office Maintenance-Janitorial $7,800 Office Maintenance-Electrical & Plumbing $2,100 Office Maintenance-Heating/AC $4,970 Office Maintenance-Fire Alarm Inspections & Repairs $1,400 Office Supplies $200 Freight Expense $25 Office Utilities: Utilities-Electric $3,100 Utilities-Gas $4,000 Utilities-Sewer & Water $800 Utilities-Trash $2,350 Other Software $0 Other Training $0 Other Capital $0 Total Budget $130,743 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 1 Minutes (as approved August 1, 2023) Access Oversight Committee (AOC) Tuesday, June 6, 2023 at 5 PM The AOC held its meeting by ZOOM Conferencing Present: chair Rich DePaolo, secretary Wayles Browne, vice chair Wies van Leuken, member Paul Smith; Access Coordinator Alex Wiers, Lauren Kelly (Director of Government Affairs - Finger Lakes Region, Charter Communications); members of the public Jim Garaventa, Tony Ingraham, Tom Stern. Excused: Common Council liaison Jorge DeFendini. 01. Call to Order by DePaolo 5:01. 02. Agenda Additions and/or Deletions: none. 03. Public Comments. Ingraham asks about the website address [AOC provided it: <pegasys.webstarts.com>; there is also a new address: <https://pegasys.yourwebsitespace.com>]. He asks about lack of availability of channel 13 on the Spectrum app: 'It dampens my desire to make programs'. DePaolo: Charter not making the channel available on the app is a breach of the franchise. We are addressing this in an official capacity. It is easy for Charter to rectify. Stern asks AOC to take on an active role to revitalize PEG. AOC should take on a leadership role to have quality programming on Channel 13. He states that an interesting political summer is coming up in Ithaca and programming on the Channel should reflect that. 04. Comments by AOC members. DePaolo: It is a grey area. The Franchise Agreement doesn't stop AOC members from assisting with program productions. But the AOC cannot be an advocacy group. We could if we were a non -for - profit. Smith: I too think this is outside the AOC's purview. But I have been thinking a lot about revitalizing PEG. I would like to work on shows like the one Stern proposes. I have been talking with van Leuken about reestablishing the Outreach Committee. Van Leuken: will contact Stern and Smith tomorrow and re- start the Outreach Committee this week. Smith: concerned about aspect ratios. He shows a frame from MSNBC filling the entire screen, and a frame from Democracy Now on channel 13 having black bars at top, bottom, left side, right side. The picture ought to go all the way to the edges. The new playback system should fix that. DePaolo asks why 16x9 aspect ratio doesn't fill the screen. Wiers: my understanding is that we have to change from SD to HD to fix that. The new equipment will not do that. DePaolo: asks for an expert from Charter to give a detailed explanation. Wiers: I have to get back to you on that. Rich to Kelly: at the last meeting we raised the question whether the I-net is routed through the studio or not. Kelly: I will follow up. She asks if AOC could share the draft minutes so that Charter staff would be better aware of 2 what they will be asked to address. DePaolo: I can give relevant information in advance of the meeting. 05. Approval of Minutes of the May 2, 2023 Meeting. Moved by van Leuken, seconded by Browne. Adopted without change 4 -0-0. Browne asks for items for inclusion in the Minutes to be submitted as .doc or .docx files (rather than pasted - in pictures). 06. Access Studio Coordinator Report (attached below). a. Mini-Studio Equipment installation - update. Wiers: the equipment is ordered but none has been delivered. Installation will take 4 days; training will take place afterwards. b. Discussion of Report: none. 07. Member Reports a. 2024 Budget - progress report. Van Leuken: AOC's budget recommendations were approved by the Village of Cayuga Heights on May 17. DePaolo: approved by Town of Ithaca on April 24. Browne: attended City Administration Committee May 24 and spoke briefly about AOC and the budget. The committee approved it and passed it on to Common Council for approval on the Consent Agenda at its June 7 meeting. b. AOC Vacancy - report. Smith reports that he has been sworn in. c. AOC Member's reappointment - report. Van Leuken and Browne are expecting letters from the City Clerk confirming their appointment before going to get sworn in. Van Leuken's appointment by the Village of Cayuga Heights was submitted to the City on April 10, 2023. Smith: I had no letter, but I made an appointment to be sworn in. d. Common Council meetings on the Government Channel 15. Browne: at the City Administration Committee meeting we heard from Acting Director of Public Information & Technology/City Clerk Alan Karasin, who said part of the job of fixing the Council Chambers to enable telecasting had been finished, so they hope to be able to telecast meetings soon. e. PEGASYS Policies and Procedures Manual review. Van Leuken prepared a revised Policies and Procedures Manual (dated June 6, 2023) for the AOC. She thanked Wiers for his input and explanations of the many changes that have taken place at PEGASYS in the last few years. DePaolo screenshared the draft. AOC discussed edits page by page, up to section V.2.a; to be continued at the next meeting. Some items need to be checked, incl. how to contact the the AOC's chair. Smith suggests AOC could have its own permanent City of Ithaca e- mail address. Re access to the building, Wiers explains that one should phone him and he will come out and open the gate with the access code. Asked about vacation closings of the studio, Wiers says Charter will give notice to AOC and producers before a vacation, typically 2 or more weeks. Smith: 2 weeks is reasonable notice. Smith: wants to avoid allowing a producer to submit reruns of the same material year after year. Wiers: can detect this, and would discuss this with the producer. 3 Van Leuken: this might require a sentence in the Manual, that timeslots expire when they are not used. Smith asks: can we broadcast live from the studio? Wiers: yes, but HD (high definition, the output of the camera) gets converted to SD before broadcast. Smith: but can I take home the recording in HD for my own use? Wiers: yes. DePaolo: Charter hasn't given us an HD channel, though it could. Regarding producers submitting promos of their programs: Alex will check on how that can be handled. f. Responsibility for Cablecasts on Channel 15 and 16. The AOC asked Wiers who was responsible for cablecasting on the Educational and Government Channel. It used to be done by PEGAYS staff. Wiers: I will find out. DePaolo: will invite Robert Henry who cablecasts County meetings and Jeremy Menard who is the Manager of TV and Radio Operations at Ithaca College, to the next AOC meeting. g. PEGASYS Website updates. Van Leuken: when the website needs revisions the AOC needs to formally ask Wiers to make them. Smith offers to make files for Wiers to upload; has suggestions. Wiers: wants a document listing the changes desired. To be put on next month's agenda. Smith would like to hold public meetings at the studio but evidently there are security considerations prohibiting that; he regrets the loss of the Facil database containing years' worth of information about programming. 08. Old Business a. Streaming Channel 13. See attached e-mail from Patrick Pinney about how to achieve this. The information was shared with producers on June 2. 09. New Business: none. 10. Next meeting: due to the Fourth of July holiday, we will meet on Thursday, July 6, at 5 pm. 11. Adjournment: 7:16. ================ Authority: City of Ithaca code Chapter 18, "Cable Access Oversight Committee". Adopted by the Common Council of the City of Ithaca 11-5-2003 by Ord. No. 2003-17. Available at https://ecode360.com/8386207. Page on the City website: https://www.cityofithaca.org/369/Cable-Access-Oversight-Committee Contact information for AOC members: City of Ithaca: Wayles Browne, secretary <ewb2@cornell.edu>. City of Ithaca: Common Council liaison 2022- Jorge (George) DeFendini <gdefendini@cityofithaca.org>. City of Ithaca: Paul Smith <smithcommapaul@hotmail.com>. Town of Ithaca: Rich DePaolo, chair <rd@richdepaolo.com>, <RDePaolo@town.ithaca.ny.us>. Village of Cayuga Heights: Wies van Leuken, vice chair <pmv4@cornell.edu>. Web site for the PEGASYS Community Media Center studio, with program schedules: https://pegasys.webstarts.com/index.html or https://pegasys.yourwebsitespace.com/ studio location, mailing address: 612 West Green Street, Ithaca, New York 14850 phone (607) 272-7272; fax (607) 277-5404. 4 5 From: Rich DePaolo <richdepaolo.town@gmail.com> Subject: Re: Question re: Channel 13 streaming Date: May 3, 2023 at 9:51:33 AM EDT To: Patrick Pinney <ppinney@ithaca.edu> Patrick- Thanks for your prompt and thorough reply. I hope your endeavors are going well. Best, Rich On May 2, 2023, at 10:40 PM, Patrick Pinney <ppinney@ithaca.edu> wrote: My name is Patrick Pinney and I am a former resident of Ithaca New York who made significant progress in the establishment of a Channel 13 simulcast. If you wish to pick up where we left off, here is how you set it up. 1. You take a Charter Cable box containing a subscription package that includes Channel 13. 2. You take a RF single coaxial cable and attach it to the Cable Box. 3. Take the cable's other end and attach it to a VHS player (or some other device that can act as a coaxial to RCA converter) 4. Take an RCA cable and connect it to the Output holes of the VHS player (or whichever coaxial to RCA converter you choose to use) 5. Attach the RCA cables to an Elgato Game Capture device. Make sure to purchase one with RCA inputs. 6. Plug the Elgato into a computer that you are willing to have constantly hooked up to the Game Capture. We have already gotten permission from Charter Cable to perform this simulcast. DO NOT ASK THEM FOR PERMISSION THEY ALREADY GAVE IT TO US. This worked in practice and the channel streamed for about 1-2 weeks. However while live streaming on YouTube, we were hit with two copyright strikes and decided to take it down before being dinged with a third strike. This means that if you wish to use our setup you will have to stream on a different platform. Perhaps, Twitch or some third -party platform. Here is what you will need. 1. A working internet that can handle 24-hour streaming. 2. A cable package that includes Channel 13. 3. The willingness to check on the stream daily and make sure it is running smoothly. 4. A streaming platform that does not have the same sensitivity to copyright as YouTube. 1 Minutes (As approved September 5, 2023) Access Oversight Committee (AOC) Tuesday, August 1, 2023 at 5 PM Present: chair Rich DePaolo, secretary Wayles Browne, vice chair Wies van Leuken, member Paul Smith; Access Coordinator Alex Wiers; Jeremy Menard, Manager of Television and Radio Operations, Ithaca College; members of the public Jim Garaventa, Bob Slaymaker. The AOC held its meeting by ZOOM Conferencing. 01. Call to Order by DePaolo 5:04. 02. Agenda Additions and/or Deletions: none. 03. Public Comments. Bob Slaymaker: earlier attended film school. Hopes to make short narrative videos; asks about HD (high definition) recording. DePaolo replies: recording is HD, but what is broadcast is SD (standard definition). Slaymaker asks about specs of cameras. Wiers: 1080P, not 4K. Slaymaker speaks about narrative esthetics, hopes for higher quality for field work, so seeks 4K cameras. 04. Comments by AOC members. Van Leuken advises Slaymaker to consult with Wiers on his needs. 05. Approval of Minutes of the June 6, 2023 Meeting. Moved by DePaolo, seconded by van Leuken, adopted without change 3-0-0. 06. Educational and Governmental Access Channels - discussion. Jeremy Menard is invited to attend by DePaolo. Menard is Manager of Television and Radio Operations, Park School, Ithaca College, and Advisor and General Manager of ICTV (Ithaca College TV) and WICB TV. ICTV cablecasts 8-to-12-week sessions on Channel 16. There will be 400+ student volunteers for it in the next term. There are 18 non-repeat programs per week, mostly live-to-tape, 1/2-hour shows. ICTV also carries Ithaca College football live, and IC men’s and women’s basketball in the spring. It offers Newswatch and covers major events. Van Leuken: who handles cablecasting on Ch. 16 (Educational Access Channel)? Menard: We used to e-mail Lauren Stefanelli (previous access studio coordinator) with advance info on programming. Then the pandemic started, and school districts started using YouTube for their meetings (instead of 16); Charter told IC to just keep the switch "on" on Ch. 16 since only IC was using it. When IC has no other broadcast, it puts on the "roofcam" showing a view of the lake, paired with audio from VIC = IC's student online radio. (Wiers confirms this.) Van Leuken: what if the Board of Education wants to start broadcasting content again? Menard: PEG would have to switch between IC's content and the BOE's. [Ex-]Charter employee Montesano had asked Menard if Park (IC) could take over all management of Channel 16 from the Park School, but Menard had told him that IC did not have the structure to do that. DePaolo: It's news to us! If BOE does want to resume broadcasting, would switching Ch. 16 be a Charter function? Wiers: I would coordinate switching. 2 Van Leuken asks Menard if he would be willing to host the annual PEGGY awards for best public-access shows as he did with Stefanelli during Covid. He agrees. Van Leuken: Could IC broadcast repeats of school-year programs during the summer? Menard: No. Most IC shows are taped, then made available on-demand at ICTV. Most are time-sensitive. I could look into rebroadcasting some of them in the summer, but it's not how we're set up now. [He leaves the meeting.] Robert Henry, Tompkins County Media Production Assistant, who produces programming for the Governmental Channel (Ch 15), was not available for this meeting. 07. Access Studio Coordinator Report (attached) a. Mini-Studio equipment installation - update. On July 31 Wiers sent an e-mail message "The Mini-Studio Equipment Installation was completed on 7/20." and included pictures of the installation (also attached). b. Discussion. Wiers: Current users of the Mini-Studio are undergoing retraining. Browne: How long does training take? Wiers: it is a learning curve, but it is going well. The new system is similar to what is in the main studio. Some producers have backup shows that are being broadcast during the retraining. Programming hasn't been interrupted. Van Leuken: can Wiers send a notice to all producers that the new equipment is available? Wiers: will ask if he can. 08. Member Reports a. Outreach Committee - report. The Outreach Comm. (so far consisting of van Leuken, Smith, Tom Stern) met 3 times and will again on Aug. 2. It is focusing on: 1. increased use of the bulletin board; 2. production of "Ithaca Politics" in the main studio in the months leading up to the election hosting candidates running for office in the City - which is hoped to lead to more studio programs in the future; 3. archiving vintage photographs from the studio and also using this for a program, Re 2.: the League of Women Voters was asked to co-sponsor, but could not do so because of its rules for non-partisanship, but will encourage candidates with a Letter to the Editor to be on the show. Van Leuken asks for more people to join. The Committee identified some broken equipment that needs to be replaced; finds that entering PEG is complicated and finds Wiers very helpful. They are considering a YouTube channel for "Ithaca Politics". She mentions that Stern wants to involve student interns in the production of this program and wonders if AOC has funding available for this. (DePaolo: We need to ask Stern for details, but it is doubtful that we can pay them.) b. 2024 Budget - progress report. DePaolo will ask DeFendini to confirm that Common Council passed the Budget resolution. c. Equipment purchases - 2023 Budget - Resolution. Van Leuken: we need some equipment to be gotten quickly to operate the main studio properly - but there was not enough time to prepare an itemized budget for this meeting. We'll skip the resolution for now and have things ready for next month's agenda. d. AOC Member's reappointment - report. Van Leuken was sworn in on July 25 for a term ending at the end of 2024. The City no longer sends letters to notify appointees of their committee appointments. Browne needs to phone the City Clerk to find out the status of his re-appointment. 3 e. Common Council meetings on Government Channel 15. Is the City ready to cablecast them once again? DePaolo will ask DeFendini. f. PEGASYS Website updates - Resolution. Smith: I am working on retooling the PEG website. Wiers: needs a formal request from AOC to make changes. Smith: will screenshare his redesign to AOC at the next meeting. The resolution was withdrawn until that time. g. Showcasing PEGASYS awards and photographs at PEGASYS - Resolution. Van Leuken: framed certificates of winner of PEGASYS Awards and other events were removed during recent studio renovations and were not hung back. Also the Outreach Committee would like for some of the vintage photographs it is working with to be on the studio walls to show the history of the place. DePaolo moved and Browne seconded a resolution to make this request to Charter. WHEREAS, the PEGASYS studio is now accessible to producers and members of the public after a period of partial closure during the COVID pandemic; and WHEREAS, being able to see tangible reminders of the achievements and successes of producers from previous years and decades would be encouraging for present -day producers and would add to the reputation of the studio in the eyes of the public; and WHEREAS, recently-completed renovations of the PEGASYS studio necessitated the removal of framed certificates of the winners of PEGASYS Awards and other events, which had previously been displayed on the walls; and WHEREAS, the Access Oversight Committee (“AOC”) is in the possession of photographs of events and activities that took place at PEGASYS; now therefore be it RESOLVED, that the AOC requests that said framed certificates and awards be hung back up on the walls of PEGASYS, preferably in its entrance hall; and be it further RESOLVED, that the AOC further requests that a selection of the above-mentioned vintage photographs, chosen in cooperation with the Public Access Coordinator, should also be posted on PEGASYS' walls. Passes 3-0-1. h. PEGASYS Policies and Procedures Manual review. DePaolo screenshares the text as edited at the last meeting (through V.2.a); the committee worked through it up to VII.4. DePaolo will send out the latest revised text and we will continue working through it at the next meeting. 09. Old Business: none. a. Streaming Channel 13: not considered. 10. New Business: none. 11. Next meeting: September 5. 12. Adjournment 6:38. 4 ================ Authority: City of Ithaca code Chapter 18, "Cable Access Oversight Committee". Adopted by the Common Council of the City of Ithaca 11-5-2003 by Ord. No. 2003-17. Available at https://ecode360.com/8386207. Page on the City website: https://www.cityofithaca.org/369/Cable-Access-Oversight-Committee Contact information for AOC members: City of Ithaca: Wayles Browne, secretary <ewb2@cornell.edu>. City of Ithaca: Common Council liaison 2022- Jorge (George) DeFendini <gdefendini@cityofithaca.org>. City of Ithaca: Paul Smith <smithcommapaul@hotmail.com>. Town of Ithaca: Rich DePaolo, chair <rd@richdepaolo.com>, <RDePaolo@town.ithaca.ny.us>. Village of Cayuga Heights: Wies van Leuken, vice chair <pmv4@cornell.edu>. Web site for the PEGASYS Community Media Center studio, with program schedules: https://pegasys.webstarts.com/index.html or https://pegasys.yourwebsitespace.com/ studio location, mailing address: 612 West Green Street, Ithaca, New York 14850 phone (607) 272-7272; fax (607) 277-5404 5 [Alex Wiers, 31 July] Hello AOC Members, The Mini-Studio Equipment Installation was completed on 7/20. Below are images showing the upgraded equipment. 6 7 8 Training for current Users on the new equipment is underway. I’m also sending along the AOC Coordinator Report for this month’s meeting. Looking forward to meeting with everyone tomorrow! Thanks, Alex 9 10 11 12 1 Access Oversight Committee (AOC) MINUTES (as approved October 3, 2023) Tuesday, September 5, 2023 at 5 PM The AOC held its meeting by ZOOM Conferencing. Present: chair Rich DePaolo, secretary Wayles Browne, vice chair Wies van Leuken, Common Council liaison Jorge DeFendini, member Paul Smith; Access Coordinator Alex Wiers; members of the public Jim Garaventa, John Weiss, Tony Ingraham. 01. Call to Order by DePaolo 5:03. 02. Agenda Additions and/or Deletions. DePaolo: Robert Henry can't attend. Our meeting time conflicts with his work schedule. I will set up another time to meet , perhaps virtually. Remove item 06. 03. Public Comments. Weiss: concerned about health and sustaining the AOC; offers general support. 04. Comments by AOC members: none. 05. Approval of Minutes of the August 1, 2023 Meeting. Moved by DePaolo, seconded by van Leuken. DePaolo offers a correction: "video resolution is 1080P" at item 3 and asks not to include informal e-mail correspondence occurring between meetings. Approved 5-0-0 with these corrections. 06. Governmental Access Channel - discussion. Removed - see Item 2 above 07a. Access Studio Coordinator Report (attached). DePaolo asks about the Outreach Committee's initiative to request replacement equipment (Page 1 & 2 of the Report). Van Leuken: members of the committee are working on a studio produced program and, in the process, came across missing or non-functioning equipment. The committee asked the Studio Coordinator for quotes to bring to the AOC for their review. Van Leuken asks Smith his opinion. Smith: approves everything that's on Wiers' list. Smith wants different lavalier mikes. Wiers: the ones Smith wants aren't on the quotes. Smith would want 8 mikes, total $2000. The present Sony mikes are adequate for use in the studio for now. Wiers in response to questions: A "lavalier recorder" is a mike plus a recorder and monitor, connected via a cable. The quote being discussed is separate from the report's playback equipment Recommendation #1-A and #1-B. DePaolo: the iNet is still an issue with the playback equipment until we receive better information from Charter. He asks if the iNet could function without the Green Street (PEGASYS) facility. Wiers: would not have an effect. Smith assumes the iNet is located in the "hub" building. DePaolo asks if someone at Charter can confirm this split between iNet and playback. Wiers: there should be an engineer to corroborate this. DePaolo will contact Lauren Kelly. 2 b. Discussion. Smith: an issue affecting policy decision. One big problem is that channel 13 offers only low-resolution video and doesn't switch aspect ratios. Does Charter owe us a second channel, and if so, could we use it for different specs? Let's say, all 4x3 for the second channel and all 16x9 programming on channel 13? DePaolo: We gave up the bandwidth of 3 analog channels when the analog-to-digital conversion occurred. The best we can do is to ask for an HD (high definition)- compatible channel. Smith: HD takes about 3 times the bandwidth of SD - standard definition. DePaolo: so let's try to get an HD channel (but negotiations on a new franchise are stuck for now). 08. Member Reports a. Outreach Committee - report. Van Leuken: the Committee now consists of Tony Ingraham, Tom Stern, Paul Smith, Jim Blizzard and myself. We continue work on the photograph archive. We are collecting information on the early years of PEGASYS. Tony Ingraham has drafted instructions for the Facebook page he administers, that is available for PEG producers to post their programs. We continue support for "Ithaca Politics", a studio production that features interviews with candidates for local elections. She further states that while working on that program she observed that the signboard outside the studio still states that it is open by appointment only, that there are signs posted in the studio admonishing social distancing, that the floors look poorly and that one of the three curtains in the main studio is brittle and needs replacing. Smith: the air conditioning was broken for 2 weeks, but now works again. Praise for Wiers: he is very helpful with finding solutions for technical problems. b. Access to PEGASYS Building - Resolution. People coming to PEGASYS have to call Wiers to come over and open the gate on State Street to let them in. There is no remote way for Wiers to do so. Smith: a simple solution suggested by van Leuken would be to add a new set of stairs from Green St. so that visitors could walk up to the studio building. There is a door to another part of the building but it doesn't communicate with the PEG side. Weiss: would like to be able to use the code in order to be able to park in the Charter lot. A Resolution to improve access to the PEGASYS Building was moved by Browne and seconded by van Leuken. DePaolo screenshares the resolution. WHEREAS, on June 9, 2022, Charter Communications, Inc. d/b/a Spectrum in New York State (“Charter”) distributed an Email with the notification that three electric gates had been installed on both sides of the adjoining Charter and PEGASYS parking lots and the PEGASYS building ("PEGASYS"); and WHEREAS, this Email further stated that from then on access to PEGASYS would be through the West State Street gate because the two gates at Green Street were exit gates only; and WHEREAS, this Email also informed that the 4-digit code to enter the West State Street gate would be given out by the Studio Coordinator; and 3 WHEREAS, more recently Charter staff no longer makes this code available and persons wanting to access PEGASYS must, upon arrival, call the Studio Coordinator to open the gate for them; now therefore be it RESOLVED, that the Access Oversight Committee (AOC) requests that the Studio Coordinator will resume giving out the 4-digit code to allow people to enter PEGASYS; and be it further RESOLVED, that the AOC asks Charter to find a long-term solution to the limited access to PEGASYS by locating an entrance to the building outside the security gates of its parking lot. Passed 5-0-0. DePaolo will forward the text to Charter. c. 2024 Budget - progress report. DeFendini confirms that the City of Ithaca unanimously adopted the AOC's budget recommendations on the consent agenda at its meeting on June 7, 2023. d. Equipment purchases - 2023 Budget - Resolution. See discussion at Item 7 above. Browne moved and Smith seconded a resolution to purchase equipment with funds from the 2023 Budget contingency. DePaolo screenshares the resolution. WHEREAS, the Access Oversight Committee (AOC)’s 2023 Budget includes a $50,000.00 contingency to purchase equipment as needed for the functioning of Public, Educational and Governmental access operations; and WHEREAS this budget was subsequently approved by the participating municipalities (City of Ithaca, Town of Ithaca, Village of Cayuga Heights); and WHEREAS, there is a need to update miscellaneous equipment; and WHEREAS, there is a need for at least one better performing portable camera; now therefore be it RESOLVED, that the AOC approves the use of the 2023 Budget Contingency for the purchase of equipment specified in the attached equipment recommendation dated September 5, 2023, in an amount not to exceed $5,000. 4 Passed: Unanimously 5 e. AOC Member's reappointment - follow-up. Browne will phone the City Clerk to ask if he's been reappointed. Van Leuken: the Clerk used to write letters informing about reappointments, but no longer does. f. Common Council meetings on Government Channel 15. DeFendini: The City Clerk's office plans (Plan A) to try to simulcast the Zoom feed from meetings on both YouTube (as at present) and cablecasting; for this it needs only some technical info from a Syracuse company that provides the service. Otherwise, Plan B is to use PEG staff at meetings to do cablecasting, i.e. the old way. No clear date for setting up Plan A yet. Will follow up at City Administration Committee meeting. g. PEGASYS Website review - Resolution. DePaolo screenshares a proposal by Smith, showing the PEGASYS page 1 with the same content as present website but with layout cleaned up. Smith wants to expand descriptions of the studios and cameras and add other info. DePaolo asks about webstarts, the present host. Smith: I use Notepad++ text editor and a hand-composed style sheet. This replaces the original version which had lots of dead code. I will supply files to Wiers and he can upload them. Updating will be simple. The "series" page: I'll volunteer to update, or Wiers could. I'd be happy to add pictures of editors and other equipment; could be on a separate page. By next meeting, I hope to have my own website and it will contain drafts of proposed pages for the PEG site. DePaolo: Can Wiers update the series list? Wiers: yes. h. Showcasing PEGASYS awards and photographs at PEGASYS - Follow-up. DePaolo has e-mailed Lauren Kelly of Charter; not heard back yet. Wiers: would like a list of items AOC wants posted on walls. Smith: Van Leuken and I and Stern can lay out a mockup in Photoshop to show how it would look. I can measure the size of bulletin boards. Van Leuken requests: put Peggy Awards back on bare walls. There are presently 2 bulletin boards, a small one that is used and a large one that is empty but sill has the pin holes from previous uses. i. PEGASYS Policies and Procedures Manual review - Resolution. We'll continue the review at the next meeting. The alternate version that we received from Charter = suggestions only. I will send AOC a version showing where we left off. 09. Old Business a. Streaming Channel 13. No reports. 10. New Business: No Reports. 11. Next meeting: 3 October, 5 pm. 12. Adjournment 6:57. ================ Authority: City of Ithaca code Chapter 18, "Cable Access Oversight Committee". Adopted by the Common Council of the City of Ithaca 11-5-2003 by Ord. No. 2003-17. Available at https://ecode360.com/8386207. Page on the City website: https://www.cityofithaca.org/369/Cable-Access-Oversight-Committee Contact information for AOC members: 6 City of Ithaca: Wayles Browne, secretary <ewb2@cornell.edu>. City of Ithaca: Common Council liaison 2022- Jorge (George) DeFendini <gdefendini@cityofithaca.org>. City of Ithaca: Paul Smith <smithcommapaul@hotmail.com>. Town of Ithaca: Rich DePaolo, chair <rd@richdepaolo.com>, <RDePaolo@town.ithaca.ny.us>. Village of Cayuga Heights: Wies van Leuken, vice chair <pmv4@cornell.edu>. Web site for the PEGASYS Community Media Center studio, with program schedules: https://pegasys.webstarts.com/index.html or https://pegasys.yourwebsitespace.com/ studio location, mailing address: 612 West Green Street, Ithaca, New York 14850 phone (607) 272-7272; fax (607) 277-5404 7 8 9 10 1 MINUTES (As approved November 7, 2023) Access Oversight Committee (AOC) Tuesday, October 3, 2023 at 5 PM Present: chair Rich DePaolo, secretary Wayles Browne, vice chair Wies van Leuken, Common Council liaison Jorge DeFendini, (later) member Paul Smith; Access Coordinator Alex Wiers; Karen Heck, Senior Manager for PEG Areas (NY, NJ, CT), Charter Communications. The AOC held its meeting by ZOOM Conferencing 01. Call to Order 5:03 by DePaolo. AOC members introduce themselves to Karen Heck. 02. Agenda Additions and/or Deletions. Van Leuken: Add 07j, Studio Curtain. 03. Public Comments: no comments. 04. Comments by AOC members: no comments. 05. Approval of Minutes of the September 5, 2023 Meeting: moved by DePaolo, seconded by DeFendini, approved 4-0-0 without change. 06. Access Studio Coordinator Report (attached). DePaolo screenshares the report. Van Leuken: believes that at the last meeting she merely mentioned that the studio floors and white studio curtain were in poor shape. She appreciates though that the floors were cleaned and a quote for a new curtain submitted and how much nicer the studio looks now. DePaolo, referring to the last item on the report "Charter has not received the Resolution for the 2024 budget that was due by June 30": In fact, this information was reported. (The City passed its resolution on June 7; the Village on May 17, the Town on April 24). He explains that the AOC has for years reported the municipalities' budget approvals in its minutes. This was early on agreed to as acceptable by all parties as satisfying the Franchise Agreement’s reporting requirement. Heck reports that Lauren Kelly received the City's resolution from DeFendini (DePaolo had earlier Emailed her the Town and Village resolutions) a. Equipment purchases/2023 Budget - updates. Wiers: I hadn't yet gotten the approved minutes with the resolution, so didn't buy anything yet. Van Leuken: Just wants to make sure that we are working with the revised quote that Wiers sent for miscellaneous equipment: $4,820.29 and that got the go ahead from DePaolo. We are. DePaolo: I sent the resolution authorizing the purchases "not to exceed $5000" to Lauren Kelly and Karen Heck at Charter on Sept. 7; sorry Wiers was not copied on it. He will be included in the future. Heck: will start the process tomorrow. Please copy me to correspondence with Kelly. 2 b. Discussion. DePaolo: Kelly's e-mail says that the iNet doesn't go through the PEG facility; it's only for switching inputs. Where is this switching done? Wiers: in the "head end" building, not in the PEG studio. DePaolo: are the numbers in the quotes current? Wiers: yes. DePaolo asks that we put the discussion of the $18K vs. $23K quotes on the next meeting's agenda. Wiers explains "Hypercaster" (on quote 1-B): it's the software for the community bulletin board. The two $9K items in 1-A vs. 1-B are hardware, different but not very different. Heck: the vendor is the same: "Diversified." DePaolo: would it be useful to ask a vendor's representative to attend for 20 minutes or so next month? Wiers: recalls reps being at a previous meeting. DePaolo: weren't they from a different company? Heck: will try to get them at 5 PM Nov. 7; that is Election Day, but shouldn't be a problem. Van Leuken asks about the item "COVID Guidelines notice removed from PEGASYS announcement board"; what is on the board now? Wiers: the opening hours; no COVID guidelines. [Paul Smith joins the meeting by phone.] 07. Member Reports a. PEGASYS Policies and Procedures Manual review - Resolution. DePaolo: I gather Heck seeks to standardize rules, but it's the purview of the AOC to write the rules. Van Leuken: AOC's manual should be the base for further suggestions. Heck: the "kit" of rules that I sent Aug 23 took Charter's kit but also incorporated some items from AOC's kit, just with changes in terminology for understandability. DePaolo: Let's start with the version that AOC is still reviewing. We'll finish our draft first and then distribute the document to Charter (Heck). DePaolo: we left off before VII.5. We go on to the Appendices page 15-16. Van Leuken: the December 31 expiration date was added to the 2 agreements. The practice was to renew them annually, it just did not say so in the agreements. DePaolo: the Training Request Form, P. 18, asks about "multiple" users"– shall we say "up to a particular number"? Smith: It's best for a group to have a single person as their interface with PEG. DePaolo suggests staying with the formulation as it is, so as to have more programming rather than less. Van Leuken: let's drop "multiple users" and say "organization with a designated contact person." Smith: Add a checkbox "[ ] I am the designated representative of.....". DePaolo: We delete the form on p. 31 and accept p. 30: it's simpler. Van Leuken: Wiers needs names of the crew as well as names of guests so he knows who he is letting into the studio under the present rules. [DePaolo begins recording] DePaolo: So add a clause "Let Wiers know about guests." Smith: The form is to document the use of the studio on a given day: 1) producer; 2) people expected previously; 3) people who come on the day The producer afterward certifies everyone is listed. (This will also help to avoid time conflicts.) [DeFendini has to leave] 3 Van Leuken suggests a line for "guests on the day of the show." [Browne has to leave] Subsequent discussion of the Manual centered on whether to allow multiple studio and field equipment reservations. The Committee favored this practice. DePaolo will modify forms to streamline the application process and indicate the time duration (48 hours, notwithstanding weekends or holidays) for equipment usage. b. Access to PEGASYS Building - update. Proposal by van Leuken to formalize the allowance of pre-production meetings in the PEGASYS meeting room was ultimately not acted upon, in favor of a less formal approach requiring a phone appointment request to Access Coordinator, and documentation of attendees to conform to Charter’s recent attendance rules. c. Governmental Access Channel - report. No report. d. AOC Member's reappointment - follow-up. No report. e. PEGASYS Website - Resolution. Not taken up. f. Showcasing PEGASYS awards and photographs at PEGASYS - Follow-up. No report. g. Request for recording AOC Meetings. DePaolo stated he will look into this since this is a City of Ithaca meeting. h. Common Council meetings on Government Channel 15. No report. i. Outreach Committee. No report. 08. Old Business a. Streaming Channel 13. No report. 09. New Business. Prior to adjournment, DePaolo asked Heck whether PEG channels are available on the Spectrum App in any other PEG areas. Heck: not to her knowledge. She did not know whether the exclusion was technical, logistical or a company-wide policy, and suggested that Lauren Kelly (Charter Government Relations) be queried. 10. Next meeting: Tuesday, November 7 at 5:00, via Zoom. 11. Adjournment 7:01. ================ Authority: City of Ithaca code Chapter 18, "Cable Access Oversight Committee". Adopted by the Common Council of the City of Ithaca 11-5-2003 by Ord. No. 2003-17. Available at https://ecode360.com/8386207. Page on the City website: https://www.cityofithaca.org/369/Cable-Access-Oversight- Committee Contact information for AOC members: City of Ithaca: Wayles Browne, secretary <ewb2@cornell.edu>. City of Ithaca: Common Council liaison 2022- Jorge (George) DeFendini <gdefendini@cityofithaca.org>. City of Ithaca: Paul Smith <smithcommapaul@hotmail.com>. Town of Ithaca: Rich DePaolo, chair <rd@richdepaolo.com>, <RDePaolo@town.ithaca.ny.us>. Village of Cayuga Heights: Wies van Leuken, vice chair <pmv4@cornell.edu>. 4 Web site for the PEGASYS Community Media Center studio, with program schedules: https://pegasys.webstarts.com/index.html or https://pegasys.yourwebsitespace.com/ studio location, mailing address: 612 West Green Street, Ithaca, New York 14850 5 phone (607) 272-7272; fax (607) 277-5404 6 7 8 1 MINUTES Access Oversight Committee (AOC) (as approved Feb. 6, 2024) Tuesday, December 5, 2023 at 5 PM The AOC held its meeting by ZOOM Conferencing. Present: chair Rich DePaolo, secretary Wayles Browne, vice chair Wies van Leuken, Paul Smith; Access Coordinator Alex Wiers; Lauren Kelly (Director of Government Affairs - Finger Lakes Region, Charter Communications), member of the public Tony Ingraham. 01. Call to Order by DePaolo, 5:02. The Studio Coordinator was given permission to record the meeting as well. 02. Agenda Additions and/or Deletions: none. 03. Public Comments. Ingraham: likes the improvements in the mini-studio. The Studio Coordinator is training him on the new equipment. He asks for a better balance for how timeslots for the mini-studio are reserved so that all producers who want to work there have a chance to do so. Wiers: the practice has been first come, first served. Whoever comes in first can reserve up to 8 hours over two days; can also reserve in advance (2 weeks ahead). Most producers need a 2-hour or a 4-hour slot to complete their programs. Members discussed ways to amend the Manual's studio reservation form to avoid monopolization of the timeslots by any one producer. Could we make it so that no individual or group may use the Mini Studio for more than 4 hours per week? And ask that producers who make 2-hour reservations to either use the first or last 2 hours of the 4-hour daily timeslots so that another producer has 2 continuous hours to work with? DePaolo will circulate a proposed revision of the reservation form ahead of the next meeting for a final decision. Ingraham asks if one set of evening hours could be changed to afternoon hours, e.g. Monday afternoon instead of evening. Wiers finds that new and renewing users are more interested in afternoon time slots. Van Leuken: I could contact producers to ask how they feel about changing Monday hours to the afternoon. Agreed to discuss the results at the next meeting. 04. Comments by AOC members. See under 03. 05. Approval of Minutes of the November 7, 2023 Meeting. Moved by DePaolo, seconded by van Leuken. Approved with minor changes 3-0. 06. Access Studio Coordinator Report (attached). DePaolo screen shares the report. Wiers reports that the new field equipment (a new camera, microphone, lighting kits, audio recorders) is ready to be signed out. His report lists some old equipment that could be given away (donated) or recycled (given to the Reuse Center or used for components?). Wiers is not sure what its exact destination will be. Van Leuken would keep it for a while because it might be useful. It is agreed that she and Smith will look over the list. Wiers: the old items are incompatible with the new system unless we get extra items to adapt them. Wiers to DePaolo: the 2 ministudio equipment cannot play a DVD, but PEG has a way to convert a DVD into a usable digital file. (Kelly leaves the meeting.) 07. Member Reports a. Terms Committee Members: DePaolo needs to be sworn in; Browne, van Leuken and Smith have been. b. Usage Fees - annual review of fee levels, use and collection. AOC decides to leave the fees as they are. (Current use, per Resolution #37, 2/6/18, is "for purposes to assure the continuation and benefit of PEGASYS’ community access studio operations to the maximum extent possible pursuant to the terms of the Franchise Agreement”; bi-annual Fees are $20.00/Person & $50.00/Organization per Resolution #37, 12/4/18.) c. Staffing Levels and Hours of Operation - annual review. Tabled till next meeting: van Leuken will seek input from producers. See item 3. d. Purchase of Play Back System/2024 Budget - resolution. DePaolo screen shares the draft resolution. The "not to exceed" figure was slightly increased. Language was added to state that the equipment cannot be used to facilitate I-NET transmission, otherwise Charter is expected to share in the costs. Van Leuken moved and Browne seconded a resolution to approve using 2023 and 2024 Budget Funds to purchase the new Playback System. WHEREAS, the Access Oversight Committee (AOC)’s 2023 Budget includes a $50,000.00 contingency to purchase equipment as needed for the functioning of Public, Educational and Governmental access operations of which about $2,000.00 remains; and WHEREAS, the AOC’s 2024 Budget includes a $29,000.00 contingency to purchase equipment as needed for the functioning of Public, Educational and Governmental access operations; and WHEREAS these budgets were subsequently approved by the participating municipalities (City of Ithaca, Town of Ithaca, Village of Cayuga Heights); and WHEREAS the manufacturer of PEGASYS’s current playback system, Leightronix, no longer supports the device nor makes replacement parts for it, making replacement the only option; and WHEREAS, the AOC at their regular meeting of November 7, 2023, reviewed two sales quotations of the same date from Diversified located at 37 Market Street, Kenilworth, NJ 07033; and WHEREAS, the AOC selected the Tightrope Cablecast CBL-VIOLITE-600 Playback Server as the best option; and 3 WHEREAS, the AOC was informed that the sales quotation will be in effect until January 31, 2024; and WHEREAS, after extensive discussion and correspondence regarding the potential functionality of the proposed equipment, it was determined that the equipment will not be used to facilitate I-NET transmission, relieving Charter Communications of its financial responsibility pursuant to Franchise Agreement Section 16.12 to maintain I - NET “backbone” and “end equipment”; and WHEREAS, in the event that Charter Communications chooses to install, relocate or configure I-NET equipment in such a way that it uses any of the playback equipment being purchased pursuant to this resolution, AOC will consider Charter Communications responsible for retroactively reimbursing the Capital Equipment Fund for a third of the purchase price of such equipment utilized to facilitate I-NET transmission (including pro rata installation costs therefor); now, therefore be it RESOLVED, that the AOC approves using $2,000.00 of the 2023 Budget Contingency and additional funds from the 2024 Budget Contingency at a total amount not to exceed $18,800.00 to purchase the Tightrope Cablecast CBL-VIOLITE-600 Playback Server System as further described in the attached budget, in technical consultation with the Access Coordinator and AOC; and be it further RESOLVED, that this resolution becomes effective on January 1, 2024. ITEM QTY COST Tightrope Cablecast CBL-VIOLITE-600 Video Playback Sever 1 $9,950.67 Tightrope CBLCGPLAYER-LIC 1 $1,550.00 Onsite Installation 1 $1,000.00 Onsite Travel and Expense 1 $500.00 Two Hours Tightrope Training 1 $160.00 Tightrope Shipping 1 $125.34 Blackmagic SMTVDUO2 Monitor 1 $576.35 Marshall AR-DM51-B Audio Monitor 1 $891.24 Tripp Lite Smart1500RMXL2UA 1 $1,031.32 Cisco SF350-24P Switch1 1 $562.49 Estimated Sales Tax 1 $925.36 Tightrope VIOLITE-HA Years 4 & 5 Annual Hardware Insurance 2 $1,398.76 TOTAL $18,671.53 Passed unanimously. 4 e. City of Ithaca Website - AOC section. DePaolo will ask the City Clerk why the site has not been updated with AOC agendas (last posted on May 2023) and minutes (last posted on June 2023). Some member's terms need updating as well. f. Common Council meetings on Government Channel 15. DePaolo will e-mail Kelly about staffing to cablecast City meetings. g. Outreach Committee. Van Leuken: The Committee has supported the production of 9 episodes of "Ithaca Politics" featuring candidates running for City offices as well as a round-up program after the elections. The series brought new people into PEGASYS. The main studio had not been used for a number of years due to Covid. Its increased use has resulted in a better functioning studio, which should make it much easier for other producers to use it. Work continues on outreach and on processing archival materials. h. PEGASYS Website - update. Wiers screenshares Smith's proposed new design for the site. It has 8 pages so far; there will be a few more. Smith will add photos of the items of equipment. DePaolo likes the looks of the site, and offered several suggestions. Smith: If the new playback system can output reports on programming, I will try to make these available on the website and thus save Wiers the work of having to hand fill the schedule grid. Browne: the schedule grid with 7 days side by side is difficult to read (the font is very small), also hard to associate the timeslots along the edges with each program. Can we for instance have one page for Sunday to Wednesday and a second page for Thursday to Saturday? DePaolo: Can we hyperlink schedule entries to the info about each show? Smith: will look for a way. Smith plans a page of information about the producers, also one about each series; Wiers will be able to update these. DePaolo suggests we let each producer give only as much information as they want for the Series page and not have the separate list of producers. i. Access to PEGASYS Building - update. DePaolo screenshares one of van Leuken's name tags. It lists the date and time frame she is allowed in the building - so the tag is not reusable. She is puzzled as to why Charter's security requires making a nametag for each person entering the building since Wiers knows in advance who will come to the studio and will not let in anyone who is not on his list. Most days there are only a couple of people in the studio - if that many. Wiers is the only Charter employee present in the studio. DePaolo points out: no tag is necessary when one goes into the Spectrum store. On Sept. 5 AOC passed a resolution asking for easier access; no response yet. j. Showcasing PEGASYS awards and photographs at PEGASYS - Follow-up Van Leuken: Charter reports that the framed awards have been reported as "misplaced". Wiers has looked for them; they are not in the studio. That leaves about 12 plaques featuring local producers that won the Hometown Media Awards. DePaolo: is there a bulletin board that the plaques can be hung on? Van Leuken: there is a large empty bulletin board in the hallway with pinholes from previous use. Further discussion casts doubt whether this is indeed a bulletin board or just a blank wall. DePaolo: if it is a bulletin board then use it for the plaques. Van Leuken: will look and see if it is a wall or a bulletin board. 5 08. Old Business a. Streaming Channel 13: no report. 09. New Business: none. 10. Next meeting Tuesday, Jan. 2, 2024, 5 pm. 11. Adjournment 6:56. ================ Authority: City of Ithaca code Chapter 18, "Cable Access Oversight Committee". Adopted by the Common Council of the City of Ithaca 11-5-2003 by Ord. No. 2003-17. Available at https://ecode360.com/8386207. Page on the City website: https://www.cityofithaca.org/369/Cable -Access-Oversight- Committee Contact information for AOC members: City of Ithaca: Wayles Browne, secretary <ewb2@cornell.edu>. City of Ithaca: Common Council liaison 2022-2023 Jorge (George) DeFendini <gdefendini@cityofithaca.org>. City of Ithaca: Paul Smith <smithcommapaul@hotmail.com>. Town of Ithaca: Rich DePaolo, chair <rd@richdepaolo.com>, <RDePaolo@town.ithaca.ny.us>. Village of Cayuga Heights: Wies van Leuken, vice chair <pmv4@cornell.edu>. Web site for the PEGASYS Community Media Center studio, with program schedules: https://pegasys.webstarts.com/index.html or https://pegasys.yourwebsitespace.com/ studio location, mailing address: 612 West Green Street, Ithaca, New York 14850. 6 7 8 1 MINUTES Access Oversight Committee (AOC) (As approved December 5, 2023) Tuesday, November 7, 2023 at 5 PM The AOC held its meeting by ZOOM Conferencing. Present: chair Rich DePaolo, secretary Wayles Browne, vice chair Wies van Leuken, (later) Paul Smith; Access Coordinator Alex Wiers; Lauren Kelly (Director of Government Affairs - Finger Lakes Region, Charter Communications); Sean Ryan (Supervisor, Public Access, Charter); John Palma and Jim Grimes (One Diversified L.L.C., Kenilworth NJ). 01. Call to Order by DePaolo 5:03. 02. Agenda Additions and/or Deletions: none. 03. Playback System - Discussion. Wiers had submitted quotes by Diversified for 2 playback systems: the Tightrope CBL-VIOLITE-600 and the Hypercaster A10 B100-4+ Playback Server. DePaolo screenshared the information. Two representatives from Diversified were at hand to answer questions. Wiers explained the Tightrope Violite. There is a one-time fee for annual software updates. The quote includes 2 extra years of "hardware insurance." Palma: describes it as a total of 5 years support. Replacement of equipment items, if needed, would take 3 to 4 hours. Van Leuken asks how long the equipment is expected to last. Palma: it has been on the market for 7 years, so it is new, but it ought to last 10 years. DePaolo asks about the manufacturer's warranty; Palma: it's 1 year; his company can support the equipment beyond 5 years. DePaolo asks about UPS backup [power supply]: should we get a bigger one to handle more equipment? Wiers suggests accepting the manufacturer's recommendation. Van Leuken wonders: is there no audio control, no switcher, no archiving? These are in the quote for the Hypercaster. Wiers: both include loudness control, just that audio control software is in the Violite package. He prefers Violite: it's simpler for a small broadcast studio. We now have 'Buffalo' mass storage; Violite has 8 TB (terabytes), not expandable, while the Hypercaster has 4 TB but is expandable. Grimes: an external storage could be added. Palma advises: don't skimp on installation time. Browne favors the lower-cost system. Palma: there are more possibilities with the higher-cost one, including streaming. DePaolo: could we stream with the Violite system? Palma: It could stream but would need a streaming device. Grimes: the Tightrope Violite does offer streaming but would require a server (not essential to buy it now). DePaolo: the iNet equipment (serving Educational, Government channels, etc.) is currently in the Head-End building next to PEGASYS. If it got relocated into PEGASYS, could this device handle it? Wiers: doesn't know. DePaolo warns: if Charter relocates this iNet equipment into PEGASYS to use this equipment there, I will cry wolf if that happens. Kelly: no such plans. Questions from van Leuken: is 1 hour of training for Wiers enough? (vs. 4 people, as is written in the quote). Palma: "1 hour telephone training for 4 people" is straight from the manufacturer. But we can train 1 person for 1 hour for $80. Either of the two manufacturers will answer later questions that come up. Grimes: maybe 2 hours training for Wiers; further questions answered as part of service. Palma: So make it $160. 2 DePaolo: If we don't take the additional coverage, would we be able to get coverage during a repair? Could we resurrect the presently-used system? Wiers: doubts we could. Wiers points out that these new systems can convert file formats. DePaolo leans toward additional hardware insurance. If a new playback server comes up and outdates the old server, could we get the new server as a replacement? Grimes: yes. (Paul Smith joins the meeting.) Van Leuken: At present we need a switcher to do a live show. Will we need more switchers? Wiers: "Black Magic" has 12 inputs; that would be enough so no additional switcher needed. (Grimes and Palma leave.) Van Leuken: we do not have enough funds left from the 2023 budget to make this purchase this year. The 2024 funds become available on January 1. Kelly: will look into the account fund tomorrow. Hopes the manufacturer could hold the price till the first of the year. DePaolo: maybe offer a deposit? Van Leuken: we have $9K available to do so. DePaolo: Should we write a resolution? Who should contact Diversified? Kelly: Wiers or I will write tomorrow. DePaolo: we can call a special meeting if needed. Consensus of members: get the Tightrope Violite device with 2 hours training. 04. Public Comments: none. 05. Comments by AOC members: none. 06. Approval of Minutes of the October 3, 2023 Meeting. Moved by van Leuken, seconded by Browne. Approved 4-0 with minor changes. 07. Access Studio Coordinator Reports a. Access Studio Coordinator Report, October 6, 2023. AOC concluded that this was Wiers's summary of the Oct. 3 meeting but not part of the official minutes. b. Access Studio Coordinator Report for November 7 meeting (attached). DePaolo screenshared it. Van Leuken: glad to see that the equipment has arrived. Wiers: the monitors are installed. He will need some time to get familiar with the new camera first before he is ready to train producers to use it. 08. Member Reports a. PEGASYS Policies and Procedures Manual review. DePaolo and van Leuken met to finalize the changes requested at the last meeting. The table of contents and references in the text were corrected so that they point to the right sections and page numbers. Van Leuken proposed that in section 4.1 we add "The PEGASYS meeting room is available to producers by appointment for production meetings." Smith suggests "There is a conference room available to producers, and it may be reserved." Browne: "available upon notification to staff." AOC leaves in the wording "by appointment." Van Leuken proposed that the 48 hours limit for equipment check out be removed from the reservation form (page 24). Smith: in 3.3d, page 8, let's drop "Lock tilt locks" and "Do not power down"; rather say "Do not switch off or power down individual pieces of equipment in any production area" (not just in the studio). DePaolo: "when finished with equipment at PEGASYS." Smith adds a sentence to 4.3 and suggests changing "syndicated" programming. Calls for a spelling check. AOC approved the changes. 3 A resolution to approve the final draft of the PEGASYS' Policies and Procedures Manual was moved by Browne and seconded by DePaolo. WHEREAS, the current Policies and Procedures Manual (“Manual") for the PEGASYS Community Media Center (“PEGASYS”) was last amended by the Access Oversight Committee (“AOC”) on May 20, 2022; and WHEREAS, the AOC wishes to update the Manual to reflect changes in operating procedures for the better functioning of PEGASYS; and WHEREAS, the AOC has reviewed these changes at their meetings of June 6, August 1, October 3 and November 7, 2023; now therefore be it RESOLVED, that the AOC approves the final draft of the Manual as hereto attached; and be it further RESOLVED, that this amended Manual will be known as the PEGASYS Policies and Procedures Manual of November 7, 2023 and will go into effect immediately. Passes 4-0. DePaolo: we'll send this final version of the Manual to Charter as well as to AOC and Wiers. b. Purchase of Miscellaneous Equipment/2023 Budget - update. See Access Studio Coordinator Report. c. Purchase of Play Back System/2024 Budget - discussion. Discussed under 03. d. Access to PEGASYS Building - update. Tabled till next meeting. e. Governmental Access Channel - report. See attached Notes of September 3, 2023 on the Zoom meeting with Robert Henry (Media Production Assistant, Tompkins County Communications and Public Information Department ). f. AOC Member's reappointment - follow-up. Browne has been reappointed and sworn in. g. PEGASYS Website - Resolution. DePaolo screenshares a Resolution to update the website as proposed by Smith. Smith: This is still a work in progress; invites suggestions. DePaolo proposes that Smith and Wiers begin working together on this. DePaolo moved and van Leuken seconded a resolution to update the PEGASYS Website WHEREAS, the PEGASYS website at <https://pegasys.yourwebsitespace.com> or <https://pegasys.webstarts.com/> requires a design overhaul; and WHEREAS, the Access Oversight Committee (AOC) has reviewed proposed changes; now therefore be it RESOLVED, that the AOC approves the attached re-design of the website and; be it further 4 RESOLVED, that the AOC requests that Charter Communications, Inc. (“Charter”) directs the Studio Coordinator to implement current and future changes as mutually accepted by AOC (or its designate), and Studio Coordinator. Passed 4-0. Smith will write to Wiers with the suggested changes. h. Showcasing PEGASYS awards and photographs at PEGASYS - Follow-up. Tabled till next meeting. i. Common Council meetings on Government Channel 15. DePaolo: DeFendini forwarded a message from acting city clerk Alan Karasin reporting that "we believe we have everything in place on our side to broadcast Zoom meetings on cable access at the same time it is streaming on YouTube". He asked who to contact at Charter. (DePaolo shares the e-mail with Wiers and Kelly.) Wiers: will look into it. j. Outreach Committee. Tabled till next meeting. k. Request for recording AOC Meetings. AOC is willing to have Wiers record them. 09. Old Business a. Streaming Channel 13. Smith: keep on agenda for future meetings. 10. New Business: none. 11. Next meeting: 5 pm, Tuesday, December 5. 12. Adjournment 7:08. ================ Authority: City of Ithaca code Chapter 18, "Cable Access Oversight Committee". Adopted by the Common Council of the City of Ithaca 11-5-2003 by Ord. No. 2003-17. Available at https://ecode360.com/8386207. Page on the City website: https://www.cityofithaca.org/369/Cable -Access-Oversight- Committee Contact information for AOC members: City of Ithaca: Wayles Browne, secretary <ewb2@cornell.edu>. City of Ithaca: Common Council liaison 2022- Jorge (George) DeFendini <gdefendini@cityofithaca.org>. City of Ithaca: Paul Smith <smithcommapaul@hotmail.com>. Town of Ithaca: Rich DePaolo, chair <rd@richdepaolo.com>, <RDePaolo@town.ithaca.ny.us>. Village of Cayuga Heights: Wies van Leuken, vice chair <pmv4@cornell.edu>. Web site for the PEGASYS Community Media Center studio, with program schedules: https://pegasys.webstarts.com/index.html or https://pegasys.yourwebsitespace.com/ studio location, mailing address: 612 West Green Street, Ithaca, New York 14850 5 Notes of Zoom Meeting with Robert Henry, Media Production Assistant, Tompkins County Communications and Public Information Department Wednesday, September 13, 2023 at 11AM Present: Rich DePaolo, Robert Henry, Wies van Leuken This meeting was called to get a better understanding of the Governmental Channel 15 operations. Its manager Robert Henry had been invited to an Access Oversight Committee meeting, but could not attend because AOC meets at a time when he is responsible to film County meetings. Henry is responsible for the content of Channel 15. He produces and schedules programming for the Governmental Channel and manages its Bulletin Board. The systems he presently uses are due for a complete overhaul in the coming months. For Channel content he works with the County's Community Partners: Cooperative Extension, Youth Services and County Departments. Henry was asked if he could fill Channel 15 with more programs, such as the info videos he produces and other videos he posts on the County's website. He said that this could be done once the new system is in place. Regarding the Bulletin Board: Henry explained that requests for Bulletin Board postings should be Emailed to him at <rhenry@tompkins-co.org>. He will then provide the Power Point template that must be used. If that format is a problem he will work with the requester. He was asked if directions could be posted on the TC website. This can be done once the system's update is completed. When other municipalities or government organizations want to have their ZOOM recorded meetings cablecast on Channel 15, they should submit a request to Henry with the link to the program. He will then work with the requester to set up a schedule. Henry was contacted by the School Board that used to have their meetings shown on Channel 15, but no concrete plans were made to resume cablecasts. He was briefly in touch with the City's Technology Department this spring about City meetings being cablecast on Channel 15. 6 7 8 9 10 1 1 PEGASYS Policies and Procedures Manual Ratified November 7, 2023 PEGASYS Community Media Center 612 Green Street, Ithaca, NY Ithaca, NY a service of Charter Communications, Inc. City of Ithaca Town of Ithaca Village of Cayuga Heights 2 2 Table of Contents 1 GENERAL 04 1.1 Public, Educational and Governmental Access Television 04 1.2 PEGASYS Community Media Center and Participating Municipalities 04 1.3 Hours of Operation 04 1.4 Access Oversight Committee (AOC) 05 1.5 Eligibility 05 1.6 Records maintained 06 2 TRAINING OFFERED AT PEGASYS 06 2.1 Training Courses 06 2.2 Training Course Requirements 06 2.3 Certification in Production Skills 06 2.4 Producer Certification 07 3 BUILDING AND EQUIPMENT RULES 07 3.1 Building Rules 07 3.2 Care of and Responsibility for Equipment 07 3.3 Use of Equipment 07 4 THE PRODUCTION PROCESS 08 4.1 Production Planning 08 4.2 Production and Equipment Reservations 08 4.3 Commercial Rentals 09 5 CABLECAST REQUESTS AND PROGRAM SUBMISSION RULES 09 5.1 Cablecast Requests 09 5.2 Program Submission Rules 10 6 PROGRAM CONTENT RULES 11 6.1 Free Speech Rule 11 6.2 Commercial Content Restrictions 11 6.3 Illegal Content Restrictions 12 6.4 Indecent Content Restrictions 13 6.5 Program Ownership and Distribution Rights 14 7 MISCELLANEOUS 14 7.1 PEGASYS Awards 14 7.2 PEGASYS Archive 14 7.3 Publicity 14 7.4 Bulletin Board 14 7.5 Conflict with Franchise Agreements 15 8 APPENDIX 15 8.1 PEGASYS Public Access Cablecast Agreement 16 8.2 PEGASYS Producer Responsibility Agreement 17 3 3 8.3 PEGASYS Training Request Form 18 8.4 PEGASYS Talent Release 19 8.5 PEG File Uploading Instructions 20 8.6 PEGASYS Commercial Rentals 22 8.7 Studio Reservation Form 23 8.8 Field Equipment Reservation Form 24 8.9 Editing Reservation Form 25 4 4 PEGASYS POLICIES AND PROCEDURES MANUAL (“The Manual”) 1 GENERAL 1.1 Public, Educational and Governmental Access Television Public, Educational and Governmental (“PEG”) Access Television was created to provide a public free speech forum. The Federal Cable and Telecommunications Acts of 1984, 1992 and 1996 permit local governments to require local cable operators such as Charter Communications, Inc. d/b/a Spectrum in New York State (“Charter”) to provide equipment, facilities, and channel space for Public, Educational and Government access, as compensation for their use of local rights-of-way. These channels must be carried on the basic tier of cable service. In Tompkins County, they are: Public Access on Channel 13, Educational Access on Channel 16 and Governmental Access on Channel 15. 1.2 PEGASYS Community Media Center and Participating Municipalities The PEGASYS Community Media Center (“PEGASYS”) is the place where local individuals, groups, educational institutions and governments can use the PEG channels to transmit non-commercial programs in Tompkins County. PEGASYS is funded by Charter, Participating Municipalities and their cable subscribers. Charter owns and operates the access system, pursuant to its franchise agreements with the City of Ithaca and other municipalities. Participating Municipalities are municipalities that per their franchise agreements provide the funding for PEGASYS’ Staff (“Staff”) and equipment. Currently these are the City of Ithaca, Town of Ithaca and Village of Cayuga Heights. PEGASYS has a fully equipped and staffed studio for the creation and cablecast of PEG programming, a television studio, playback room, mini studio, editing stations, a viewing area, portable video kits, a meeting room, a training room and Staff office. It is accessible to people who use a wheelchair. PEGASYS is located at 612 West Green Street, Ithaca, NY, which is it's mailing address. However, it can only be accessed from Charter's parking lot gate at 519 West State Street by contacting the Access Coordinator from the gate, at: 607-272-7272. 1.3 Hours of Operation PEGASYS has the following hours of operation: Monday, Tuesday & Thursday: 5:30 PM – 9:30 PM Wednesday: 1:00 PM – 5:00 PM PEGASYS observes the following seven holidays each year: New Year’s Day Dr. Martin Luther King, Jr. Day Memorial Day 5 5 Independence Day Labor Day Thanksgiving Day Christmas Day Other changes in hours of operation will be posted on the PEGASYS Notice Board (outside the main entrance) and forwarded by mail or Email to all producers and members of the AOC no less than two weeks in advance, when practicable. 1.4 Access Oversight Committee (AOC) Oversight of PEG Access Television and PEGASYS is carried out by the Access Oversight Committee, a 5-member Committee, appointed by the Mayor of Ithaca with Common Council's approval. It has representation from Participating Municipalities and majority representation from the City of Ithaca. It monitors and makes rules for PEGASYS, its hours of operation and staffing, and recommends equipment budgets for public, governmental and educational access pursuant to the City’s 2003 Franchise Agreement and Chapter 18 of the City Code. The AOC’s contact information, agendas and minutes are available at the City of Ithaca’s website: https://www.cityofithaca.org/369/Cable-Access-Oversight-Committee. The AOC receives its correspondence at Ithaca’s City Hall, 108 East Green Street, Ithaca, NY 14850 or by Email to the AOC's Chair Person. The Committee welcomes inquiries, concerns and comments from Producers. 1.5 Eligibility a. To use PEG channel time, you must reside in Tompkins County, be at least 18 years old, sign the PEGASYS Public Access Cablecast Agreement found at Section 8.1, page 16, and follow the rules of this Policies and Procedures Manual (“the Manual”). Use of channel time is free. b. You are considered a Provider, when you schedule time for programs that have not been produced by you. You are considered a Producer when you produce programming for cablecast on PEG channels, with or without PEGASYS equipment and facilities, and are certified as Producer. c. To use PEGASYS’ production facilities, you must fulfill the requirements of Section 1.5-a above, complete PEGASYS training, be certified by Staff for all PEGASYS equipment you plan to use and sign the PEGASYS Producer Responsibility Agreement (Section 8.2, page 17). d. Use of the PEGASYS’ production facilities is free for residents of Participating Municipalities (Section 1.2). Use by others is subject to a bi-annual Usage Fee, currently set at $20.00 for individuals and $50.00 for organizations. This Usage Fee is due when you first receive training, and every six months thereafter. 6 6 e. Minors between the ages of 14 and 18 are permitted to assist with video productions when an adult takes legal responsibility for the minor's use of PEGASYS’ equipment and facilities. Exceptions may be made at Staff discretion or by the AOC if no agreement can be reached with Staff. 1.6 Records maintained Use of the PEGASYS facilities and equipment and PEG Channels is tracked by Staff with the use of Charter's data management and storage system. In accordance with the requirements of New York State regulations at 16 CRR-NY 895.4 (c)(10), PEGASYS staff is required to maintain records of the use of the access channels, including the names and addresses of persons and organizations providing programming for these channels. These records must be available locally for public inspection upon request and retained for a minimum of two years. 2 TRAINING OFFERED AT PEGASYS 2.1 Training Courses PEGASYS provides training courses throughout the year for Studio, Editing or Portable Field Production Equipment. Training consists of lectures and hands-on experience in production techniques. A training syllabus will be provided as part of the training. Courses are scheduled on a regular basis. Custom and advanced training are available upon request. 2.2 Training Course Requirements No prior experience is required or assumed for the basic studio, editing or portable courses. There is one pre-requisite: the applicant must demonstrate his or her intention to produce or participate in the production of PEG access programming at PEGASYS. To enroll, submit the PEGASYS Training Request Form at Exhibit 8, page 18, to PEGASYS staff. 2.3 Certification in Production Skills Trainees will be certified to work with any piece of equipment once they have, in the judgement of PEGASYS Staff, successfully completed the relevant training course. Trainees who have not used their production skills for more than 6 months, or who Staff believes have not attained a minimum proficiency, may be required to refresh their knowledge by repeating training courses or demonstrating proficiency to Staff. 7 7 2.4 Producer Certification To be certified as a Producer, a trainee must have: a. successfully completed the training requirements for the type of production (studio, portable, editing) their program will require; b. demonstrated knowledge of the PEGASYS Policies and Procedures Manual (“Manual”). Once certified, a Producer can schedule channel and production time to produce programs using any category of equipment (studio, editing, portable) for which they have been trained. 3 BUILDING AND EQUIPMENT RULES 3.1 Building Rules No food or drink is allowed while using production equipment in or outside PEGASYS. No smoking is allowed on its premises. 3.2 Care of and Responsibility for Equipment Staff will examine equipment and facilities at the end of all reservations. Producers should report all equipment problems they noticed. Producers are fully liable for any damage or loss to the facilities and equipment issued to them resulting from negligence or misuse. Staff will determine the proper course of treatment (repair or replacement) for damaged equipment and bill this amount to the responsible producer. Such actions must be reported to the Access Oversight Committee. Disputes over liability should be brought before the AOC for a final decision. 3.3 Use of Equipment a. Never attempt to repair equipment. NO EXCEPTIONS. Report any equipment problems promptly to Staff. This also applies to equipment checked out for field productions. b. Do not attach external devices to studio equipment without prior staff approval. This does not apply to laptops. c. The PEGASYS Studio and equipment therein must be left in the same condition as it was when you found it. Do not re-patch, re-configure, or alter any setting on equipment. If you are unsure about any procedure or piece of equipment, ask staff to assist you. 8 8 d. When finished with equipment at PEGASYS: • Return cameras to initial location and coil the cameras multi-cables (in “over/under” manner); • Do not switch off or “power-down” individual pieces of equipment; • Return appropriate equipment to the office and wait for staff to check before you leave. e. Staff must perform an inspection of the studio before the end of the reservation period. 4 THE PRODUCTION PROCESS 4.1 Production Planning Staff is available to help Producers get the most from PEGASYS’ production facilities. It is best to make an appointment for time-intensive production consultations. The PEGASYS meeting room is available to Producers, by appointment, for production meetings. 4.2 Production and Equipment Reservations Production time and equipment will be allocated on a first-come, first-served basis. To be able to reserve studio, editing or portable facilities or equipment you must: a. be a Certified Producer; and b. have a current Public Access Cablecast Agreement and Producer Responsibility Agreement on file (Section 8.1, page 16 and Section 8.2, page 17) To reserve studio, editing or portable facilities or equipment, fill out the appropriate Reservation Form (Studio, Field Equipment or Editing) found at Section 8, pages 23, 24 and 25, and forward it to PEGASYS staff, by mail, Email or by coming to PEGASYS and filling out the form(s) in person. You have the option to make multiple reservations for the year in which you are making the request. Such reservations expire at the end of the year and must be renewed by January 1 for the following year. Notwithstanding the above, you can request no more than four (4) 2-hour reservations at a time for the Mini Studio. Your reservation typically will be confirmed within 2 PEGASYS business days. Cancellations of reservations must be made no later than 24 hours before the scheduled date. Producers are responsible for assembling their own crew. All crew members must have completed PEGASYS training. Although producers may not expect PEGASYS Staff to serve as crew on their productions, Staff may serve as crew on productions, at the sole discretion of Staff and Staff may submit their own productions for playback on Channel 13. 9 9 4.3 Commercial Rentals Tompkins County residents who wish to use equipment for non -public access purposes, may choose to make a rental arrangement. Reservations for non - PEGASYS related projects will be possible on a short-term basis and only when the requested equipment is not reserved or used for PEGASYS projects. Such rentals are subject to the Rental Fee Schedule, attached at Section 8.6, page 22. Staff will determine if the renter’s prior training on the PEGASYS equipment is sufficient. Disputes should be brought before the AOC for a final decision. 5 CABLECAST REQUESTS AND PROGRAM SUBMISSION RULES 5.1 Cablecast Requests Meet with Staff to set up a timeslot for your program or series on Channel 13. Using Channel time is subject to the rules and requirements set out below: a. Any resident of Tompkins County who meets the eligibility requirements of Section 1.4 may submit media to PEGASYS. There is no charge to use the PEG channels. b. Programs by individuals and community groups will be scheduled on the Public Channel. Programs by educational institutions and governing institutions will be scheduled respectively on the Educational Channel and the Government Channel. Persons requesting channel time on E or G Channels must be authorized by an educational or government institution to do so. Cablecasting time is available on a first-come, first served basis, with preference given to locally produced, live and new programs. c. Cablecast requests for Single or Series programs will be scheduled within five days of the eligibility confirmation of Section 1.4. d. Series programs are multiple programs with the same title. A Series may be live or pre-recorded, locally produced or produced outside Tompkins County and may be scheduled daily, weekly, bi-weekly or monthly. As series reservations are made in advance of receiving, or production, of episodes, it is important that media are delivered by the deadlines of Section 5.2 -b. If this proves not possible, programs will be scheduled upon media delivery only. If timeslots are repeatedly not used, Staff will contact Producer. e. Cablecast requests for live studio programs may be made by Producers certified on studio use as described at Section 2. Requests for studio and cablecast time must be made simultaneously and allow at least half an hour before and after the show for set - up and clean-up. 10 10 f. Each submitted program will be scheduled for 6 plays. g. In the event of a problem or error with a scheduled cablecast, PEGASYS offers the remedy of additional scheduled plays. h. A Program Sponsor is defined as an individual or organization not directly involved in the production of an access program, that contributes money or goods to cover production expenses and that receives acknowledgment in the program credits. Production expenses may include cash, goods, services or labor used to produce an access program. Contributions to support a program may be acknowledged by a sponsor notice up to 10 seconds in length at the beginning and end of the program. The sponsor’s name and logo may be used. The acknowledgment should take a form such as: "Sponsored in part by ABC Corp.;" "Clothing provided by ABC Corp." Other information about the sponsor, such as telephone, address, slogans, product information or product display is considered commercial content and is not permitted. 5.2 Program Submission Rules a. Media Formats accepted: A variety of media formats in Standard Definition are accepted. Several media formats, including MPEG -2, AVI and MP4, can be uploaded through the PEG file upload system (“the PEG Server”) using the PEG File Uploading Instructions found at Section 8.5, page 20, and as further instructed by Staff. Consult Staff before uploading other formats. Be aware that formats other than MPEG -2, will be converted to MPEG-2 for playback, imposing an extra level of compression and loss of video quality. A dedicated computer is available at PEGASYS for producers who prefer to upload their programs at PEGASYS. Media not uploaded must be delivered or mailed to PEGASYS. Currently the only media accepted in such manner are DVD's. b. Media Delivery and Deadlines: Media must be delivered in person, by mail or through Charter’s PEG file upload system by these deadlines: 1. Programs must be on the PEG Server by 7 PM on the PEGASYS business day prior to the day of scheduled cablecast, unless other arrangements have been made with Staff. 2. DVD's must be delivered to PEGASYS during its business hours by 7 PM, 2 PEGASYS business days prior to the day of scheduled cablecast, unless other arrangements have been made with Staff. DVD's that have completed their cablecast schedule will be left on the Media Pick-up Shelf. Media not collected in 30 days will be discarded. c. The Producer’s name must be identified in a credit at the end of each locally produced program. 11 11 Producers using PEGASYS equipment are strongly encouraged to tag their program with an acknowledgment such as: “Produced for (or “at” or “with equipment from”) the PEGASYS Community Media Center, Ithaca, NY.” d. Audio Levels should be between -20 and -12 dB for digital media. It is not possible to adjust playback audio level output for individual programs. e. Programs should be preceded and followed by at least 5 seconds of video black. For DVDs, no menu is preferred. DVDs with menus and multiple titles are acceptable, but some menus do cause playback problems. f. There are no program length restrictions, except that programs must fall within the time slots for which they were scheduled. g. Media that include violence, adult language or nudity should have a warning advisory preceding the program. This is required in cases of indecent content as more fully described at Section 6.4. h. Media will be rejected if they have audio or video instability or have been physically damaged. 6 PROGRAM CONTENT RULES Individuals or organizations submitting media to PEGASYS accept legal responsibility for the content of their programs, including liability for content that is found to be in violation of civil law, criminal law or the Manual, as further described below. 6.1 Free Speech Rule In accordance with national, state and local regulations, PEGASYS, Charter Communications and municipalities may not exercise editorial control of program content on access channels, except to prohibit commercial or obscene programming. 6.2 Commercial Content Restrictions The PEGASYS Public Access Cablecast Agreement (Section 8.1, page 16) includes a clause affirming that the submitted program does not contain commercial content. Programming will be considered commercial when it: a. depicts or discusses products, services or businesses with the intent or substantial effect of benefiting or enhancing a profit-making enterprise. Exception: Works of art, music and literature may be presented or discussed, provided they are not presented as products for sale. 12 12 b. directly solicits funds or other things of value. Exception: 501(c)3 organizations may discuss fundraisers. c. solicits funds for candidates for public office. Note: programs may discuss or advocate voting for specific candidates. d. conducts lotteries or provides lottery information. Penalty for Violation: Individuals or organizations determined to be submitting commercial programming will be suspended from use of the public access channel for a period of up to six months. Staff will report suspensions to the AOC. Contested violations can be brought to the AOC for a final determination. 6.3 Illegal Content Restrictions The PEGASYS Public Access Cablecast Agreement (Section 8.1, page 16) also includes a clause affirming that the presented program does not contain illegal content. Several content areas may give rise to questions of legality: a. Obscene programming is a criminal offense defined in New York State Penal Law: New York: Penal Law Section 2325.00(1) defines a program as obscene; if (a) the average person, applying contemporary community standards, would find that considered as a whole, its predominant appeal is to the prurient interest in sex, and (b) it depicts or describes in a patently offensive manner, actual or simulated: sexual intercourse, sodomy, sexual bestiality, masturbation, sadism, masochism, excretion or lewd exhibition of the genitals, and (c) considered as a whole, it lacks serious literary, artistic, political and scientific value. Predominant appeal shall be judged with reference to ordinary adults unless it appears from the character of the program or the circumstances of its dissemination to be designed for children or other specifically susceptible audience. b. Harassment is a criminal offense defined in New York State Penal Law: The New York State Penal Code defines criminal harassment as conduct intended to harass, annoy, threaten, or alarm another person. c. Fighting Words: A legal doctrine that permits prior censorship of words that create a clear and present danger of inciting an audience to disorder or violence. Charter or municipalities may not exercise prior restraint by determining that a program contains illegal material and refusing to cablecast it. This determination must be made through the legal system. Any person, including Charter staff, who feels that an illegal program has been or will be cablecast on a public access channel, may request that the local district or municipal attorney commence an action seeking a declaration that the program is illegal and an order enjoining the cablecast of the 13 13 program. Charter must obey all court injunctions and decisions directing it not to cablecast a program. A person who feels (s)he has been personally injured by the producer’s program may bring a civil suit asking that it be enjoined from further cablecast and possibly asking for monetary compensation as well. Examples of civil tort issues that may arise in media: a. Copyright Infringement: Copyright infringement is the unauthorized use of copyrighted material in a manner that violates one of the copyright owner's exclusive rights, such as the right to reproduce or perform the copyrighted work, or to make derivative works that build upon it. b. Defamation of Character: The issuance of a false statement about another person, which causes that person to suffer harm. c. Invasion of Privacy: A violation of the right to be left alone, and to control information about oneself. However, public figures have less privacy, and this is an evolving area of law as it relates to the media. The information in this section is intended solely to help individuals and organizations that cablecast on the PEG channels understand issues of legality in access television programming. They are advised to consult an attorney if they feel that their program may expose them to liability. Penalty for Violation: Individuals or organizations determined to be submitting illegal programming will be suspended from use of the public access channel for a period of up to six months. Staff will report suspensions to the AOC. 6.4 Indecent Content Restrictions A program is considered to contain “indecent content” when it contains excessive vulgar language, nudity, graphic depiction of violence, degradation, sexual or excretory activities or invasive medical procedures. Programming with indecent content is permitted by law on public access channels, but with restrictions to protect children and provide parents with the means to control viewership in their households. Individuals submitting programming are responsible for notifying PEGASYS Staff when their program contains such material and for attaching the following advisory message to the start of their program: “The following program contains material which may be offensive to some viewers or inappropriate for viewing by children or other audiences. Viewer discretion is advised.” Programming with indecent content will be scheduled only between the hours of 10:00 pm to 4:00 am. 14 14 Penalty for Violation: Individuals or organizations who fail to notify Staff that their program includes indecent content or who fail to attach a viewer advisory to such programming will be suspended from use of the public access channel for a period of up to six months. Staff will report suspensions to the AOC. Contested violations can be brought to the AOC for a final determination. 6.5 Program Ownership and Distribution Rights Program ownership rights belong exclusively to the producer of the program, except that PEGASYS reserves the right to rerun the Program on the access channel, and to use short clips from the program in promotional material for PEGASYS. 7 MISCELLANEOUS 7.1 PEGASYS Awards The PEGASYS Awards is an annual video competition and awards ceremony for PEGASYS producers organized by volunteers. It is a celebration of the best in local PEG access programming. All producers are encouraged to contribute their best work to this competition. 7.2 PEGASYS Archive All producers are strongly encouraged to donate programs to the PEGASYS Archive that is maintained by Staff and used to fill in gaps in the programming day. Staff is looking for programs of varying lengths, with topics which are not time -sensitive, from 1 hour or less in length. To submit a program(s), forward a notice to PEG.NYIthaca@charter.com, letting Staff know the program is on the PEG Server and available for the Archive. 7.3 Publicity PEGASYS provides listings of upcoming programs as part of its cablecasts on Channel 13. Additional information is at its website at https://pegasys.webstarts.com/ 7.4 Bulletin Board The Community Bulletin Board (CBB) is an electronic bulletin board for posting upcoming community events, public service announcements and other notices of public interest. It runs on the Public Access channel when other programs a re not scheduled. It is available at no charge for non-commercial events. Space is limited to a few lines of text: what, when, and where the event will be held, and contact information, if desired. Items for the Community Bulletin Board should be Emailed to PEGASYS Staff at Charterbulletins.nyIthaca@charter.com 15 15 Ithaca’s community radio, WRFI, shall be used as the Bulletin Board’s background audio, at the sole discretion of the Access Oversight Committee. The Governmental Bulletin Boards run on the Governmental Access channel and are administered by the Media Production Assistant at Tompkins County. 7.5 Conflict with Franchise Agreements If language in this Manual is in conflict with a Franchise Agreement between Charter and a Participating Municipality, that of the Franchise Agreement shall take precedence. 8 APPENDIX 1. PEGASYS Public Access Cablecast Agreement 2. PEGASYS Producer Responsibility Agreement 3. PEGASYS Training Request Form 4. PEGASYS Talent Release 5. PEG File Uploading Instructions 6. PEGASYS Commercial Rentals 7. Studio Reservation Form 8. Field Equipment Reservation Form 9. Editing Reservation Form 16 16 PEGASYS Community Media Center 612 West Green Street, Ithaca, NY 14850 Tel.: 607-272-7272; Email: PEG.NYIthaca@charter.com PEGASYS Public Access Cablecast Agreement Program Title _____________________________________________________ Length: ___: ___: ___ Format: ________ Local / Syndicated [circle one] Series? Yes / No [circle one] Series frequency: Weekly Bi-weekly Monthly Check here if the show may include indecent content ____ [scheduled 10pm-6am only] Producer/Provider Name: _____________________________________ Address: _______________________________________________________________ Phone: ______________________ e-mail: _____________________________ I hereby request that Charter Communications, Inc. (“Charter”) cablecast this Program or Program Series on the public access channel. I assume sole legal responsibility for all Program contents. I have obtained all necessary approvals, clearances and licenses for all material included in the Program(s). I attest that the Program(s) contain no material which is commercial, obscene or otherwise illegal, as described in the PEGASYS Policies and Procedures Manual (“the Manual”) and by law. I understand that I may be held criminally or civilly liable for such content appearing in the Program(s). I understand that Charter must make available my contact information to members of the public who request it. I have read and understood the Manual regarding cablecast rights and obligations, and agree to abide by them. I understand that failure to follow the Manual may result in Charter’s refusal to cablecast the Programs and/or restriction of my right to submit additional programming. I understand that in the case of programming produced through the facilities of the PEGASYS Community Media Center, failure to follow the Manual in the creation of these programs may result in suspension of my access privileges. I also understand that submitting commercial programming for cablecast on public access channels will result in the suspension of my access privileges for up to six months. My signature hereupon shall indicate my acceptance of these responsibilities. I have read all the forgoing, and understand its provisions as they apply to me and the Program(s). This Agreement expires on December 31 of the year that it is signed. ____________________________________________ _________________ Signature of Producer/Provider Date 17 17 PEGASYS Community Media Center 612 West Green Street, Ithaca, NY 14850 Tel.: 607-272-7272 Email: PEG.NYIthaca@charter.com PEGASYS Producer Responsibility Agreement Program Title _____________________________________________________ Name: ________________________________________ Phone: _________________ Address: ________________________________________________________________ Municipality: ____________________________________ ID Verified: _____________ Email: ____________________________________________ Please read carefully and sign below: 1. I understand and agree that using PEGASYS Community Media Center’s (“PEGASYS”) equipment requires that I accept responsibility for any loss or damage, whether intentional or accidental, to that equipment while it is in my possession, except in the case of ordinary wear and tear or damage resulting from a verifiable pre-existing defect.; 2. I understand and agree that this equipment is to be used for the purpose of providing non- commercial programming for PEGASYS channels.; 3. I have read and understand the current PEGASYS Policies and Procedures Manual (“the Manual”), and agree to abide by the rules stated therein, including the responsibility to ensure that all guests and crew I invite to PEGASYS do so as well. I understand and agree that failure to follow the Manual may result in my privileges to use PEGASYS facilities being suspended. This Agreement expires on December 31 of the year that it is signed. Signature: ______________________________________ Date: ________________ 18 18 PEGASYS Community Media Center 612 West Green Street, Ithaca, NY 14850 tel.: 607-272-7272. Email: PEG.NYIthaca@charter.com Training Request Form Today’s date: _______________ Name: _________________________________________________ Address: ______________________________________________________ Phone: __________________________ Email: __________________________ Municipality of Residence: __________________________________* PEGASYS provides video training and production facilities to allow residents of Tompkins County to produce programs for our channels. Please check the type of involvement or interest that fits you best: __________ I want to be on TV as a host or actor __________ I want to produce a program about ______________________ __________ I want to know how to operate equipment and I am willing to help other producers with their programs. __________ I was recruited to help on the program: _____________________ * PEGASYS Usage Fees To be eligible to put programs on a PEG channel or take a training course, you must live in Tompkins County. There are no fees for residents of the City of Ithaca, Town of Ithaca or Cayuga Heights. Fees for other residents are $20 and $50.00 for organizations (as represented by a single designee) for a 6-month period. 19 19 PEGASYS Talent Release Date: ______________________ By signing below, I give permission for my voice and image to be used by [producer name]: _____________________________ for the program: “___________________________,” to be cablecast on cable channel 13 and other non-commercial distribution. If you provide your email address, we will contact you with the date and time that this program will be cablecast. Print Name Sign Name Email Address 1. ______________________ _______________________ ______________________ 2. ______________________ _______________________ ______________________ 3. ______________________ ________________________ ______________________ 4. ______________________ ________________________ ______________________ 5. ______________________ ________________________ _____________________ 6. ______________________ ________________________ _____________________ 7. ______________________ ________________________ _____________________ 8. ______________________ ________________________ _____________________ 9. ______________________ ________________________ _____________________ 10. ______________________ ________________________ _____________________ 20 20 PEG FILE UPLOADING INSTRUCTIONS 1. Request Credentials To get ready to upload your shows, please send a request via Email to PEGFTPDelivery@charter.com so that an account can be created for you on our File Transfer Protocol (FTP) site. You will then receive a username and password t o gain access to the site. 2. To access the FTP site: a. Download and install the free program FileZilla: https://filezilla -project.org/ b. In FileZilla: go into Site Manager, hit New Site, in Host enter 24.97.95.222 Make sure you select SFTP as your protocol when setting up, enter port 22, set Protocol to SFTP - SSH File Transfer Protocol, set Logon Type to Normal, enter your username and password into the appropriate fields. You will get a warning labeled Unknown Host Key, this is normal. Choose "Always trust this host, add this key to the cache" then hit OK. c. Once you have established connectivity to the site you will see a folder labeled with the title of your show. Please drag and drop your show file into this folder. 3. Uploading your Program Files Please make sure you use the agreed upon title format for your shows. The preferred title format for weekly show is: the full name of the show, underscore then date. (Example: NatureConnections_1-15-23). For monthly shows it is: the full name of the show, underscore then the first 3 letters of the month and year it will air. (Example: NatureConnectons_JAN23). And absolutely NO spaces in the titles. 4. Lead Time Uploading deadlines are listed at Section 5.2, "Program Submission Rules". 5. Notification Once your upload is complete, please send an Email to PEG.NYIthaca@charter.com to let staff know of your uploads. You will receive a reply back with a confirmation. 6. Formats The formats of uploaded shows must be compatible with PEGASYS' playback system. Please follow these guidelines to ensure that they will play properly on the air. Check with staff before uploading formats not listed here. 21 21 Recommended Formats MPEG-4 (.mp4) Video codec: H.264 HIGH profile, up to level 4.0 1920 x 1080 (29.97 fps, interlaced) 1280 x 720 (59.94 fps, progressive) 720 x 480 (29.97 fps, interlaced) Constant and variable video bitrate encoding up to 6Mb/s Chroma Sampling: 4:2:0 Audio Format: AAC-LC 128 kb/s, 192 kb/s 44.1 kHz; 48 kHz Other Formats MPEG-2 Video codec: MPEG-2 program stream, MAIN profile, MAIN or HIGH level 1920 x 1080 (29.97 fps, interlaced) 1280 x 720 (59.94 fps, progressive) 720 x 480 (29.97fps, interlaced) Constant and variable video bitrate encoding up to 6Mb/s Chroma Sampling: 4:2:0 Audio Format: Layer-2 128 kb/s, 192 kb/s 44.1 kHz; 48 kHz 22 22 PEGASYS Commercial Rentals PEGASYS facilities are available for commercial rental during hours not designated for PEG access use. Facility rentals do not include Staff. Pre-requisite for use is prior training on PEGASYS equipment or equivalent experience. Reservations for studio or editing facilities must be made at least one week in advance. Reservations for portable equipment are available on very short-term basis only. Confirmation can be made no more than 48 hours in advance in order to preserve priority for access use. Payment is required at the time of rental. Current Rates are: Main Studio $110 / hour Non-Linear Editing Computer on-site $50 / hour [Adobe Premiere CS6] JVC GY150U Digital Camera [including tripod, AC adapter, mic and 2 batteries] $60 / up to 24 hours Sony NX5 Digital Camera [including tripod, AC adapter, mic and 2 batteries] $75 / up to 24 hours GoPro Hero 2 Digital Camera [including 1 battery and 1 mount of choice] $25 / up to 24 hours Accessories Type A: [per item] $10 / up to 24 hours [individual lights with stands/reflectors, Mics [wired or wireless], tripods, other smaller items] Accessories Type B: [per item] $40 / up to 24 hours [multiple light kit, Premiere edit laptop, Video switcher, digital audio recorder] 23 23 PEGASYS Community Media Center 612 W Green Street, Ithaca, NY 14850 Tel: 607-272-7272, Email: PEG.NYIthaca@charter.com Studio Reservation Date: ________________________ Program Title: ____________________________________________________ Producer's Name: _________________________________________________ Phone #: ______________ Cell #: _____________ Email:________________ This reservation is for: Mini Studio:____________ Main Studio:_____________ For Day/Date: ____________________________________________________ Start Time: ____________________ End Time: ______________________ I want to make multiple reservations* for the same day & time with the same crew as listed below ______________ Frequency: Weekly _______ Monthly _________ Other __________________ * (1) There is a limit of four (4) 2-hour reservations per request for the Mini Studio (2) Multiple Reservations expire on December 31 of the year they are made Names of Crew (all crew members must have completed PEGASYS training): _______________________________________________________________ _______________________________________________________________ I will submit a list of guests, if any, prior to accessing the studio: ______ (initial) _________________________________________________________________ FOR INTERNAL USE ONLY Approved by: _____________________________________________________ Date Processed: __________________________________________________ 24 24 PEGASYS Community Media Center 612 West Green Street, Ithaca, NY 14850 tel.: 607-272-7272 Email: PEG.NYIthaca@charter.com Field Equipment Reservation Date: _____________________ Program Title: ____________________________________________________ Producer's Name: _________________________________________________ Phone #: ______________ Cell #: ___________ Email: ________________ I want to make multiple reservations* for the same day & time ______________ Frequency: Weekly ____ Monthly _____ Other _________________________ * Multiple Reservations expire on December 31 of the year they are made Equipment Description Accessories __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ I will pick up the equipment on: (Date)_______________(Time) ________________ I will return the equipment on: (Date)________________(Time) ________________ __________________________________________________________________ FOR INTERNAL USE ONLY Approved by: ____________________________________________________ Date Processed: __________________________________________________ 25 25 PEGASYS Community Media Center 612 West Green Street, Ithaca, NY 14850 tel.: 607-272-7272 Email: PEG.NYIthaca@charter.com Editing Reservation Date: ________________________ Program Title: ____________________________________________________ Producer's Name: _________________________________________________ Phone #: ____________________________ Cell #: ______________________ Email: __________________________________________________________ Date requested: __________________________________________________ Start Time: _________________________ End Time: ___________________ I want to make multiple reservations* for the same day & time ______________ Frequency: Weekly _______ Monthly ________ Other ___________________ * Multiple Reservations expire on December 31 of the year they are made ________________________________________________________________ FOR INTERNAL USE ONLY Approved by: _____________________________________________________ Date Processed: ___________________________________________________ Document Date Customer No. Page 12/08/22 1/5 ▌SALES QUOTATION Original Document Number 21417 FED ID #14-1426006 213 Broadway Albany, NY 12204 Charter Communication Operations LLC Accounts Payable 7910 Crescent Exec Dr Ste 54 Charlotte NC 28217 USA Phone: (518) 449-7213 Fax: (518) 449-1205 Billing Address Provisional No. 24 Phil Pirkl Your Contact Payment Terms Electronic Invoice Delivery Address Audio-Video Corporation Sean Ryan Charter Communication Operations LLC Pegasys - Ithaca 612 W. Green Street Ithaca NY 14850 X-21177JAS SMALL STUDIO UPGRADE Currency: $ Description Quantity TotalPriceContract Pricing Broadcast Pix BPS-FXH FX Hybrid System 1 16,870.00 16,870.00001 Item Code:AVSG_MISC_EQUIPMENT Manufacturer: AVC AVC Broadcast Pix Robopix PTZ Camera 2 1,688.00 3,376.00002 Item Code:AVSG_MISC_EQUIPMENT Manufacturer: AVC AVC CONVMASA Mini Converter SDI to Analog with Audio 1 250.00 250.00003 Item Code:BMD-CONVMSA Manufacturer: BlackMagic BlackMagic Notepad-8FX 1 165.00 165.00004 Item Code:SCR-5085984US-01 Manufacturer: SoundCraft SoundCraft PCT2435 1 319.00 319.00005 Item Code:997-9363-00 Manufacturer: Planar Planar AVSG Mount Package 2 195.00 390.00006 Item Code:AVSG_MOUNT_PACK Manufacturer: AVC AVC 2/5 Page 12/08/22 Document Date ▌SALES QUOTATION Document Number Original 21417 Audio-Video Corporation FED ID #14-1426006 213 Broadway Albany, NY 12204 USA Currency: $ Description Quantity TotalPriceContract Pricing Netgear M4250-10G2F-PoE+ Network Switch 1 727.00 727.00007 Item Code:AVSG_MISC_EQUIPMENT Manufacturer: AVC AVC AMS-SCARLETT-2I2-3G Scarlett 2i2 (3rd Gen) USB Audio Interface 1 193.00 193.00008 Item Code:AMS-SCAR-2I2-3G Manufacturer: Focusrite USA Focusrite USA Cardioid Condenser Lavalier Microphone with 4’ (1.2m) attached cable Belt-Clip Preamp with XLR Rot 2 215.00 430.00009 Item Code:MX185 Manufacturer: Shure Shure x-21177JAS AVSG Installation Setup and Training 1 5,225.00 5,225.00010 Item Code:AVSG_INSTALLATION Manufacturer: AVC AVC AVSG Miscellaneous Cables Connectors and Hardware 1 325.00 325.00011 Item Code:AVSG_ MISC_CABLES Manufacturer: AVC AVC AVC Customer Care Agreement Year 1 1 1,130.00 1,130.00012 Item Code:AVSG_CCA_YEAR_1 Manufacturer: AVC AVC Subtotal013 29,400.00 Broadcast Pix System Enhanced 1st Year Warranty - Full Hardware & Software support for 13 months, advance spares replacement, telephone support and system upgrades. 014 Broadcast Pix Enhanced 1st Year Warranty 1 1,295.00 1,295.00015 Item Code:AVSG_MAINTENANCE Manufacturer: AVC AVC OPTIONAL 2nd YEAR CUSTOMER CARE016 3/5 Page 12/08/22 Document Date ▌SALES QUOTATION Document Number Original 21417 Audio-Video Corporation FED ID #14-1426006 213 Broadway Albany, NY 12204 USA Currency: $ Description Quantity TotalPriceContract Pricing AVC Customer Care Agreement Year 2 1 1,413.00 1,413.00017 Item Code:AVSG_CCA_YEAR_2 Manufacturer: AVC AVC Quotation Subtotal:$ 32,108.00 Total Before Tax:$ 32,108.00 Total Tax Amount:$ 0.00 Total Amount:$ 32,108.00 Shipping Type: Deliver & Install Quotation Valid Until: 01/08/23 Subject to Shipping & Handling and Sales Tax if Applicable EQUIPMENT WARRANTY: All standard manufacturer's equipment warranties apply. Service and technical support provided through Audio-Video Corporation’s Certified Full Service Facility. Extended (multi-year) Customer Care Service agreements available – please contact your Account Representative for more information. ASBESTOS STATEMENT: Current asbestos regulations require written verification that your environment is either asbestos free or abatement procedures will be completed prior to our on-site work. NOTE: Client to provide 120VAC power and IP Network connectivity at equipment locations where required. 4/5 Page 12/08/22 Document Date ▌SALES QUOTATION Document Number Original 21417 Audio-Video Corporation FED ID #14-1426006 213 Broadway Albany, NY 12204 USA Currency: $ Signature Date Accepted By P.O. No. THIS QUOTATION DOES NOT CONSTITUTE A SALES ORDER UNLESS SIGNED BY YOU, OUR CLIENT. SEE TERMS AND CONDITIONS OF SALE ATTACHED. Ship-to Address: (if different than above) Credit Card Info: (if applicable) Cardholder's Name Cardholder’s Telephone Number & Email Address TERMS AND CONDITIONS OF SALE AUDIO-VIDEO CORPORATION, (SELLER) and the purchaser of the items covered by this Sales Order whose name appears on the reverse side hereof, (BUYER), agree that the following Terms and Conditions of Sale shall be applicable to this transaction, except as specifically superseded or amended by a typed statement in the body of this Quotation/Sales Order. 1.GENERAL - The terms and conditions of this contract constitute the entire agreement and supersede all previous agreements between the parties. No provisions of purchase orders will prevail in conflict with these terms unless agreed to in writing by an Agent of AUDIO-VIDEO CORPORATION. This agreement shall be interpreted and governed by the laws of the State of New York, U.S.A. Buyer agrees that it may be served in the State of New York and appoints the Secretary of the State of New York as his agent to accept Service of Summons. 2.DELIVERY - Unless shown to the contrary within the body of this Quotation/Sales Order, all products are shipped F.O.B. Shipping Point of origin and BUYER shall pay all freight and delivery charges. Any special or non-customary handling charges by a carrier shall also be the responsibility of the BUYER. Damage and risk of loss of any nature after delivery shall be at BUYER'S sole risk. SELLER shall not be liable for any default or delay that, for any reason whatsoever, interferes with or impedes production or delivery of the products ordered. All promises of delivery are made in good faith and SELLER shall be diligent in its efforts to fulfill them. SELLER shall not, in any event, be liable for costs or damages for failure to meet the estimated delivery date whether reasonably foreseen or otherwise. 3.CREDIT - Notwithstanding the terms stated herein, SELLER may either accelerate or withhold shipment, or both, at anytime that BUYER is in default or in the event that BUYER'S credit becomes unacceptable to SELLER'S credit department. 4.PAYMENT - Payment shall be as provided on this Quotation/Sales Order. BUYER agrees to pay 1 % per month interest on all amounts not paid when due. BUYER also agrees to pay any and all expenses incurred by AUDIO-VIDEO CORPORATION in the collection of past due amounts. 5.SECURITY - AUDIO-VIDEO CORPORATION shall have the right, in addition to all other rights it may possess to withhold shipment in whole or in part, to recall goods in transit or to repossess all goods which might be stored with AUDIO-VIDEO CORPORATION for the BUYER'S account without the necessity of taking any other proceedings in the event of BUYER default(s) or adverse credit reason(s). The foregoing shall not be construed as limiting in any manner the rights or remedies available to AUDIO-VIDEO CORPORATION because of any default(s) of the BUYER under the applicable Uniform Commercial Code as in force and effect. 6.PRICES - The prices quoted herein and/or and supplementary schedules, unless otherwise indicated, do not include installation or any sales, use, excise, or similar taxes levied by the United States, or any state in local subdivision thereof, or other governmental agency. BUYER covenants and agrees he shall pay either to SELLER or to the applicable governmental authority any such taxes in the amount applicable to the product or the transac-tions described in this instrument, and in the event of failure to do so, BUYER agrees to hold SELLER harmless from any claim, cost or expense as a result of failure to make such payment. 7.ERRORS - SELLER reserves the right to correct clerical and typographical errors as well as any errors (of omission or commission), or misstatements by any AUDIO-VIDEO CORPORATION representative consistent with good business practice. 8.CUSTOM BUILT EQUIPMENT - BUYER'S acceptance of the proposal and the receipt of BUYER'S down payment at AUDIO-VIDEO CORPORATION, Albany, N.Y. headquarters will constitute authorization to AUDIO-VIDEO CORPORATION to begin procurement of raw materials and fabrication for custom-built equipment. Materials procurement and/or fabrication shall not commence until the down payment, in the amount specified herein, has been received at AUDIO-VIDEO CORPORATION, ALBANY, N.Y. 9.CANCELLATION - Cancellation of this order by BUYER shall obligate BUYER to pay a fifteen percent (15%) cancellation charge, plus all expenses incurred in commitments made by SELLER and all unrecoverable costs incurred by SELLER. 10.RETURN OF GOODS - Acceptance of goods for return shall be made only with prior written authorization by SELLER and in accordance with SELLER'S standard policy relevant to restocking charges. 11.BREACH - In the event of Breach of BUYER or termination of the contract by SELLER as a result of BUYER'S credit position, SELLER shall be entitled to recover loss of profits, termination or cancellation charges and all other damages obtainable under the Commercial Code of the State of New York and costs of collection including reasonable attorney's fees. Interest shall be awarded and paid at the rate of 12% per annum or the highest legal rate in the state of jurisdiction, whichever is lesser. 12.WARRANTY - Any product supplied or service performed by AUDIO-VIDEO CORPORATION is warranted in regard to workmanship for the period provided in the equipment manufacturer's warranty. NO OTHER WARRANTY OR GUARANTEE EXPRESSED OR IMPLIED INCLUDING ANY WARRANTY AS TO MERCHANTABILITY OR FITNESS FOR ANY PURPOSE IS MADE UNLESS THE SAME IS SPECIFICALLY SET FORTH WITHIN THE BODY OF THIS QUOTATION / SALES ORDER. Insofar as equipment manufactured and/or fabricated by AUDIO-VIDEO CORPORATION, the liability of AUDIO--VIDEO CORPORATION shall be limited to written warranty policy specifically set forth within the body of this Quotation/Sales Order. 13.CLAIMS - Claims for defective goods must be made within 30 days after receipt of shipment. Shipment is made at BUYER'S expense and risk and all claims for merchandise damage in shipment, or for undelivered merchandise must be made with the forwarder by the consignee. SELLER will not be responsible for shortages that are not reported within 10 days after receipt of shipment. SELLER shall have no liability for repair or replace-ment of equipment damaged in shipment or damaged as determined in the judgment of SELLER by neglect or misuse, willful or otherwise. 14.DAMAGES - BUYER specifically agrees that SELLER shall not be liable for any damages, injury, loss of profit, delays or any other consequential or prospective loss or damage suffered through use of the equipment purchased herewith, or by reason of the equipment's failure to perform. BUYER further agrees that in any event, recovery against SELLER or the equipment manufacturer shall be limited to repayment of the purchase price upon return of equipment or to repair and replacement of defective parts, but such recovery shall not exceed the purchase price of the equipment unless otherwise stated in the body of this Quotation / Sales Order. 15.CONSTRUCTION - In the event any provisions of this agreement is not enforceable, all other terms and provisions of this agreement, nevertheless shall remain in full force and effect. Document Date Customer No. Page 01/23/23 1/5 ▌SALES QUOTATION Original Document Number 18884 FED ID #14-1426006 213 Broadway Albany, NY 12204 Charter Communication Operations LLC Accounts Payable 7910 Crescent Exec Dr Ste 54 Charlotte NC 28217 USA Phone: (518) 449-7213 Fax: (518) 449-1205 Billing Address Provisional No. 24 Phil Pirkl Your Contact Payment Terms Electronic Invoice Delivery Address Audio-Video Corporation Sean Ryan Charter Communication Operations LLC Pegasys - Ithaca 612 W. Green Street Ithaca NY 14850 X-21177JAS SMALL STUDIO UPGRADE StreamingPix w/Additional PTZ Camera and Shure Lavaliers Currency: $ Description Quantity TotalPriceContract Pricing StreamingPix - Includes PC, PTZ IP Camera, IP switch, Lav mic; everything you need to stream 1 6,755.00 6,755.00001 Item Code:Spix Manufacturer: Broadcast Pix Broadcast Pix Roboix, PTZ Robotic Camera, Control and Output of IP, PoE 1 1,688.00 1,688.00002 Item Code:AVSG_MISC_EQUIPMENT Manufacturer: AVC AVC RoboPix Wall or Ceiling Mount 1 46.00 46.00003 Item Code:AVSG_MISC_HARDWARE Manufacturer: AVC AVC Kiloview D300 NDI to SDI Converter 1 935.00 935.00004 Item Code:AVSG_MISC_EQUIPMENT Manufacturer: AVC AVC CONVMASA Mini Converter SDI to Analog with Audio 1 250.00 250.00005 Item Code:BMD-CONVMSA Manufacturer: BlackMagic BlackMagic 2/5 Page 01/23/23 Document Date ▌SALES QUOTATION Document Number Original 18884 Audio-Video Corporation FED ID #14-1426006 213 Broadway Albany, NY 12204 USA Currency: $ Description Quantity TotalPriceContract Pricing Notepad-8FX 1 165.00 165.00006 Item Code:SCR-5085984US-01 Manufacturer: SoundCraft SoundCraft PCT2435 1 335.00 335.00007 Item Code:997-9363-00 Manufacturer: Planar Planar AVSG Mount Package 1 195.00 195.00008 Item Code:AVSG_MOUNT_PACK Manufacturer: AVC AVC NewBlue FX License (Requires owner furnished dedicated computer) 1 488.00 488.00009 Item Code:AVSG_MISC_EQUIPMENT Manufacturer: AVC AVC Netgear M4250-10G2F-PoE+ Network Switch 1 649.00 649.00010 Item Code:AVSG_MISC_EQUIPMENT Manufacturer: AVC AVC AMS-SCARLETT-2I2-3G Scarlett 2i2 (3rd Gen) USB Audio Interface 1 189.00 189.00011 Item Code:AMS-SCAR-2I2-3G Manufacturer: Focusrite USA Focusrite USA Cardioid Condenser Lavalier Microphone with 4’ (1.2m) attached cable Belt-Clip Preamp with XLR Rot 2 215.00 430.00012 Item Code:MX185 Manufacturer: Shure Shure x-21177JAS AVSG Installation Setup and Training 1 5,150.00 5,150.00013 Item Code:AVSG_INSTALLATION Manufacturer: AVC AVC 3/5 Page 01/23/23 Document Date ▌SALES QUOTATION Document Number Original 18884 Audio-Video Corporation FED ID #14-1426006 213 Broadway Albany, NY 12204 USA Currency: $ Description Quantity TotalPriceContract Pricing AVSG Miscellaneous Cables Connectors and Hardware 1 325.00 325.00014 Item Code:AVSG_ MISC_CABLES Manufacturer: AVC AVC AVC Customer Care Agreement Year 1 1 704.00 704.00015 Item Code:AVSG_CCA_YEAR_1 Manufacturer: AVC AVC Subtotal016 18,304.00 OPTIONAL 2nd YEAR CUSTOMER CARE017 AVC Customer Care Agreement Year 2 1 880.00 880.00018 Item Code:AVSG_CCA_YEAR_2 Manufacturer: AVC AVC Quotation Subtotal:$ 19,184.00 Total Before Tax:$ 19,184.00 Total Tax Amount:$ 0.00 Total Amount:$ 19,184.00 Shipping Type: Deliver & Install Quotation Valid Until: 02/23/23 Subject to Shipping & Handling and Sales Tax if Applicable EQUIPMENT WARRANTY: All standard manufacturer's equipment warranties apply. Service and technical support provided through Audio-Video Corporation’s Certified Full Service Facility. Extended (multi-year) Customer Care Service agreements available – please contact your Account Representative for more information. ASBESTOS STATEMENT: Current asbestos regulations require written verification that your environment is either asbestos free or abatement procedures will be completed prior to our on-site work. NOTE: Client to provide 120VAC power and IP Network connectivity at equipment locations where required. 4/5 Page 01/23/23 Document Date ▌SALES QUOTATION Document Number Original 18884 Audio-Video Corporation FED ID #14-1426006 213 Broadway Albany, NY 12204 USA Currency: $ Signature Date Accepted By P.O. No. THIS QUOTATION DOES NOT CONSTITUTE A SALES ORDER UNLESS SIGNED BY YOU, OUR CLIENT. SEE TERMS AND CONDITIONS OF SALE ATTACHED. Ship-to Address: (if different than above) Credit Card Info: (if applicable) Cardholder's Name Cardholder’s Telephone Number & Email Address TERMS AND CONDITIONS OF SALE AUDIO-VIDEO CORPORATION, (SELLER) and the purchaser of the items covered by this Sales Order whose name appears on the reverse side hereof, (BUYER), agree that the following Terms and Conditions of Sale shall be applicable to this transaction, except as specifically superseded or amended by a typed statement in the body of this Quotation/Sales Order. 1.GENERAL - The terms and conditions of this contract constitute the entire agreement and supersede all previous agreements between the parties. No provisions of purchase orders will prevail in conflict with these terms unless agreed to in writing by an Agent of AUDIO-VIDEO CORPORATION. This agreement shall be interpreted and governed by the laws of the State of New York, U.S.A. Buyer agrees that it may be served in the State of New York and appoints the Secretary of the State of New York as his agent to accept Service of Summons. 2.DELIVERY - Unless shown to the contrary within the body of this Quotation/Sales Order, all products are shipped F.O.B. Shipping Point of origin and BUYER shall pay all freight and delivery charges. Any special or non-customary handling charges by a carrier shall also be the responsibility of the BUYER. Damage and risk of loss of any nature after delivery shall be at BUYER'S sole risk. SELLER shall not be liable for any default or delay that, for any reason whatsoever, interferes with or impedes production or delivery of the products ordered. All promises of delivery are made in good faith and SELLER shall be diligent in its efforts to fulfill them. SELLER shall not, in any event, be liable for costs or damages for failure to meet the estimated delivery date whether reasonably foreseen or otherwise. 3.CREDIT - Notwithstanding the terms stated herein, SELLER may either accelerate or withhold shipment, or both, at anytime that BUYER is in default or in the event that BUYER'S credit becomes unacceptable to SELLER'S credit department. 4.PAYMENT - Payment shall be as provided on this Quotation/Sales Order. BUYER agrees to pay 1 % per month interest on all amounts not paid when due. BUYER also agrees to pay any and all expenses incurred by AUDIO-VIDEO CORPORATION in the collection of past due amounts. 5.SECURITY - AUDIO-VIDEO CORPORATION shall have the right, in addition to all other rights it may possess to withhold shipment in whole or in part, to recall goods in transit or to repossess all goods which might be stored with AUDIO-VIDEO CORPORATION for the BUYER'S account without the necessity of taking any other proceedings in the event of BUYER default(s) or adverse credit reason(s). The foregoing shall not be construed as limiting in any manner the rights or remedies available to AUDIO-VIDEO CORPORATION because of any default(s) of the BUYER under the applicable Uniform Commercial Code as in force and effect. 6.PRICES - The prices quoted herein and/or and supplementary schedules, unless otherwise indicated, do not include installation or any sales, use, excise, or similar taxes levied by the United States, or any state in local subdivision thereof, or other governmental agency. BUYER covenants and agrees he shall pay either to SELLER or to the applicable governmental authority any such taxes in the amount applicable to the product or the transac-tions described in this instrument, and in the event of failure to do so, BUYER agrees to hold SELLER harmless from any claim, cost or expense as a result of failure to make such payment. 7.ERRORS - SELLER reserves the right to correct clerical and typographical errors as well as any errors (of omission or commission), or misstatements by any AUDIO-VIDEO CORPORATION representative consistent with good business practice. 8.CUSTOM BUILT EQUIPMENT - BUYER'S acceptance of the proposal and the receipt of BUYER'S down payment at AUDIO-VIDEO CORPORATION, Albany, N.Y. headquarters will constitute authorization to AUDIO-VIDEO CORPORATION to begin procurement of raw materials and fabrication for custom-built equipment. Materials procurement and/or fabrication shall not commence until the down payment, in the amount specified herein, has been received at AUDIO-VIDEO CORPORATION, ALBANY, N.Y. 9.CANCELLATION - Cancellation of this order by BUYER shall obligate BUYER to pay a fifteen percent (15%) cancellation charge, plus all expenses incurred in commitments made by SELLER and all unrecoverable costs incurred by SELLER. 10.RETURN OF GOODS - Acceptance of goods for return shall be made only with prior written authorization by SELLER and in accordance with SELLER'S standard policy relevant to restocking charges. 11.BREACH - In the event of Breach of BUYER or termination of the contract by SELLER as a result of BUYER'S credit position, SELLER shall be entitled to recover loss of profits, termination or cancellation charges and all other damages obtainable under the Commercial Code of the State of New York and costs of collection including reasonable attorney's fees. Interest shall be awarded and paid at the rate of 12% per annum or the highest legal rate in the state of jurisdiction, whichever is lesser. 12.WARRANTY - Any product supplied or service performed by AUDIO-VIDEO CORPORATION is warranted in regard to workmanship for the period provided in the equipment manufacturer's warranty. NO OTHER WARRANTY OR GUARANTEE EXPRESSED OR IMPLIED INCLUDING ANY WARRANTY AS TO MERCHANTABILITY OR FITNESS FOR ANY PURPOSE IS MADE UNLESS THE SAME IS SPECIFICALLY SET FORTH WITHIN THE BODY OF THIS QUOTATION / SALES ORDER. Insofar as equipment manufactured and/or fabricated by AUDIO-VIDEO CORPORATION, the liability of AUDIO--VIDEO CORPORATION shall be limited to written warranty policy specifically set forth within the body of this Quotation/Sales Order. 13.CLAIMS - Claims for defective goods must be made within 30 days after receipt of shipment. Shipment is made at BUYER'S expense and risk and all claims for merchandise damage in shipment, or for undelivered merchandise must be made with the forwarder by the consignee. SELLER will not be responsible for shortages that are not reported within 10 days after receipt of shipment. SELLER shall have no liability for repair or replace-ment of equipment damaged in shipment or damaged as determined in the judgment of SELLER by neglect or misuse, willful or otherwise. 14.DAMAGES - BUYER specifically agrees that SELLER shall not be liable for any damages, injury, loss of profit, delays or any other consequential or prospective loss or damage suffered through use of the equipment purchased herewith, or by reason of the equipment's failure to perform. BUYER further agrees that in any event, recovery against SELLER or the equipment manufacturer shall be limited to repayment of the purchase price upon return of equipment or to repair and replacement of defective parts, but such recovery shall not exceed the purchase price of the equipment unless otherwise stated in the body of this Quotation / Sales Order. 15.CONSTRUCTION - In the event any provisions of this agreement is not enforceable, all other terms and provisions of this agreement, nevertheless shall remain in full force and effect.