8/25/2015 CABLE AND ADVANCED TECHNOLOGY COMMITTEE Minutes

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Bud et Status U date... Andrew Eliason reported Account 7317 has a current balance of $107,035.61. Andrew asked whether one of the Board members would be willing to take over responsibility for tracking budget on a spreadsheet, which seems to be more detailed than MUNIS report. Wayne Taylor suggested first talking with Dawn Thayer in Accounting to see whether spreadsheet can be supplied directly from MUNIS. Andrew asked the Board to review the budget report and it will be discussed at next MCAT meeting. IT Updates David DelVecchio reported that scanning and digitizing Town maps ----historical maps, GIS maps; Clerk data; etc. being done. 70,000 maps have already been scanned. Joyce Mason and Selectman Gottlieb assigned David to research document management. David said it was decided to scan and digitize Town records in phases. Phase 1 would be to do documents of first floor offices of Town Hall to cover "Inspectional Scrvices"that is: Board of Health; Building; Planning; Conservation. For this Phase 1 group 1.7 million documents scanned, coded, etc. at a cost of $308,000 plus $30,000 for a server. The server is in Town Hall. The firm handling the project is General Code, a Massachusetts firm, who works with laserfiche; and they use TEFF Image 4 format. Phase Z would cover documents of Town Clerk, Treasurer, Accounting, Assessor, and Human Resources. Dan Riley commented that sometime in the past Town documents had been damaged. David said that did happen. The documents were damaged by water and digitizing records will provide back-up copy. General Code also will be doing Archives documents. Chief Collins mentioned he is working with Archives and they have some items in climate controlled storage. Moving things back to Archives they had issue with climate control and needed to install dehumidifier. Andrew Eliason said Nancy Soderberg offered to archive/store the DVDs recorded in the Control Room at Town Hall. Chief Collins said there is more to storage than providing a room — there are State requirements regarding record retention of public records that must be adhered to. David said Town Clerk's office has record retention requirements, and General Code is up-to-date on record retention of public records. Andrew replied that Nancy had only offered to archive the DVDs which are not the official record, as far as he is aware. Wayne Taylor asked David whether or not funding request could be made to CPC. David said "yes" this is an option. Wayne asked whether Senior Center volunteers could be employed in this project. David responded "no" because of the complexity in coding documents --definitely need experienced outfit doing this. Wayne suggested setting up a computer station where individuals can go to loop at the data. David said that will be done. Mash ee Community TV Wayne Taylor reported: • Mashpee TV has taken over sole responsibility for Channel 18 and is paying for employees that run it. • Contract offer was sent to William Nay regarding Station Manager position. If accepted, Bill Nay will be in Mashpee 4 days a week until November 1. Starting November 1, he'd be in Mashpee full time. • Mike Richardson and Wayne started up the program about Mashpee. Want to get more people involved using the Mashpee TV station. • Wayne stated Bill Nay was good in the past of bringing HD to town. At issue is Comcast providing HD station. MCAT Board suggested Bill Nay be invited to attend an MCAT meeting once position finalized. Wayne Taylor and Rodney Collins exited the meeting at 1:50 p.m. Control Room Andrew Eliason said he does have some suggestions if it is ever decided to do anything in the Control Room that will be under Mashpce TV.