Policies and Procedures
Rev - 10/15
WOLFEBORO COMMUNITY TELEVISION (WCTV)
POLICIES AND PROCEDURES
PEG Access Facility
MISSION STATEMENT
Wolfeboro Community Television Inc. has been established to foster the use of electronic media by providing residents and organizations of the Town of Wolfeboro, NH and other NH communities with public access cable television channels for the purpose of non-commercial communication within the communities.
To this end, Wolfeboro Community Television Inc. is committed to providing an opportunity for members of Wolfeboro and New Durham to use cable television to communicate their views or other information. WCTV makes available channel time on the cable system as well as access to and training in the use of television production resources. WCTV seeks to: (1) present a wide range of programming that expresses the diversity of perspectives; (2) establish a broad base of community understanding of and involvement in the public access television; (3) encourage community support for access productions; (4) furnish a media for free expression; and (5) inform the viewers of public meetings and school events either live or recorded for subsequent telecasting. WCTV further intends to assess community response to programming, to ensure continued community access to and use of the public access channels through sound management, and to participate in the development of additional community uses of telecommunications technology.
POLICIES AND PROCEDURES
October, 2002
1.0 OVERVIEW AND PURPOSE
The Lakes Region Technology Center (LRTC) and Wolfeboro Community Television (WCTV) PEG (Public, Education, Government) Access Facility maintains video and post-production equipment and telecast facilities for use by access PEG users who are community members for the express purpose of originating television productions to be cablecast.
This document defines the policies and procedures developed by Wolfeboro Community Television to facilitate programming. All the procedures for conducting workshops, producing programs, and using the channel, including all written forms, are described. The purpose of these policies and procedures is to make the most effective use of the WCTV facilities and staff while providing the maximum opportunity for locally produced television. “Staff” as used in this document is defined as WCTV full and part-time staff, subcontractors, and volunteers.
Metrocast Cablevision Corporation (MCC) Responsibilities
Pursuant to the terms of the Franchise Agreements with the member towns, the following are affirmative actions to be performed by MCC:
Provide three, six megahertz channels for PEG access subject to the control of the MCC.
Monitor the access channels for technical quality.
Ensure that access programming is properly switched to the appropriate downstream channel in an efficient and timely manner.
Provide and maintain all necessary processing equipment at the head end in order to switch upstream signals from the WCTV studio to the designated downstream access channel.
Provide access to a character generator or current technology for the use of channel programming schedules.
Kingswood Regional High School (KRHS) and Lakes Region Technology Center (LRTC) Responsibilities
Provide space and support as required to WCTV at Kingswood Regional High School, 396 S. Main Street, Wolfeboro, NH. This includes administrative space, post-production workstations, WCTV channel origination and equipment, and a classroom for training when classes are not in session.
Assist the WCTV staff with the development of a curriculum for training WCTV users.
Assist the WCTV staff with the obtaining of quotes, expenditure decisions, and processing of purchase orders.
WCTV Board of Directors (Board) Responsibilities
Assist the WCTV staff with the formulation of policies and procedures to operate the PEG access facility.
Approve revisions to the WCTV PEG Access Facility Policies and Procedures. After 30 days notice to the public and review of any public comments, updates may be made by a majority vote of the Board.
Mediate any disputes between the WCTV staff and PEG Access users brought by petition to the Board.
Approve any non-budgeted expenditures.
Submit an annual report to MCC as required by the franchise agreement.
Insure that a policy of nondiscrimination is followed such that no individual or group will be denied access to training for cablecasting time on WCTV on the basis of national origin, color, gender, age, handicap or disability, religious or political belief, marital status, pregnancy, sexual orientation, or gender identity.
Take a lead role in the formulation of the long term plans of WCTV.
Based on the budget recommended by the Executive Director, establish and approve an annual budget.
Assist the WCTV with obtaining underwriters, producers, and volunteers.
Set and periodically review compensation for the WCTV Executive Director. Evaluate the performance of this individual. Board decisions are recorded in minutes of an executive session. Salary ranges for the position are determined utilizing performance and comparable salary data.
Approve salaries recommended by the WCTV Executive Director for all other WCTV personnel.
PEG Access Facility (WCTV) Staff Responsibilities
1.4.1 Executive Director
1. Continually keep the Board informed of problems, conflicts, etc. and seek their advice as necessary.
2. Submit an annual report to the Board.
3. Submit all unbudgeted proposed expenditures to the Board for approval.
4. Issue and supervise work assignments and schedule other WCTV staff and access users.
5. Prepare an annual budget and submit it to the Board.
6. Prepare updates to the Policies and Procedures document as necessary and submit them to the Board for approval.
7. Annually review salaries and other compensations for all other WCTV staff, and make recommendations to the Board for their approval.
8. Determine the necessity for hiring additional part-time or full-time staff or replacement, take necessary steps to find qualified person(s), and make recommendations to the Board for their approval.
9. Seek additional sources of funding for WCTV including underwriters, in-kind contributions, and grants.
10. Participate and support Alliance for Community Media (ACM), Alliance for Community Media New England (ACM-NE), and New Hampshire Coalition for Community Media (NHCCM) events, i.e. giving workshops, judging.
11. Review video productions from other sources, i.e. access stations, state & federal agencies, and non-profits for bicycle productions.
12. Assign, equip, and coordinate KRHS students (undergraduate and graduate) and WCTV volunteers as videographers/editors of KRHS and member town meetings and events.
13. Record events/performances/meetings and edit as necessary for WCTV productions.
14. Be a visionary, and innovator with regard to creating and implementing new WCTV caBoardilities every year.
15. Obtain other sources of income for WCTV, i.e., underwriter, (see form in appendix C), DVD sales, in kind contributions, grants, and not for view programming for non-profit or for-profit organizations.
1.4.2 Executive Director and Staff
1. Implement these policies and procedures, and integrate actions of the Board into operating procedures, participate in long-term planning with the Board, and oversee the implementation of those plans.
2. Coordinate daily WCTV operations, Such as compiling program schedules, on-air events, and calendar; operating on-air equipment; scheduling users and facilities; and managing office operations.
3. Coordinate production associates producing productions around the region.
4. Develop a curriculum for workshops and training users for use of specific equipment for both day and evening students, and teach this curriculum or appoint other personnel to do so.
5. Maintain a WCTV user file with a listing of what equipment each user is qualified to operate.
6. Oversee the loaning, use, and returning of all WCTV equipment by qualified users.
7. Assist producers and actively solicit programs. Community productions are created by volunteer producers including students, teachers, and interested adults. Decisions regarding preparation for cablecasting and possible schedule conflicts will be decided by the Executive Director.
8. Obtain 2 quotes (verbal or written) for items between $1,000 and $4,999. Obtain two written quotes for items of $5,000 or more.
10. Send the program schedule to the Granite State News and the web master.
11. Make copies of ordered WCTV productions and arrange for pickup or delivery.
12. Enter into the database and file DVD productions.
13. Judge video festival entries.
15. Upload WCTV programs to the WCTV, Wolfeboro and/or NHCCM web sites, as appropriate.
16. Hold training workshops for potential new access/ future users & producers.
2.0 PEG ACCESS USERS/PRODUCERS
2.1 Definition
A PEG Access User/Producer is an individual who has filled out a User Fact Sheet and a Request for Cablecast Time and Producer’s/Sponsor’s Agreement and Indemnification (one for each program submitted) or Statement of Compliance and Waiver of Liability form as applicable. An individual must be an Access User/Producer to submit material for cablecasting, and/or use any of WCTV training sessions or workshops. WCTV users may crew for either PEG access or local origination programs.
An access producer is a trained WCTV user who develops the program’s concept and has the ultimate responsibility for the content of the program. Depending on the circumstances, one person may be both an access producer and an access user. An access user must identify themselves to persons involved in productions as a volunteer and not represent themselves as an employee or representative of WCTV.
2.2 Eligibility
1. Any resident of a Wolfeboro or New Durham or official representative of an organization located in a member town may request training, become access users and producers, reserve the studio, reserve remote equipment, or request WCTV channel time. They may be required to show proof of residency or membership in an organization in the member town. They must identify in what capacity they are requesting to be a user, i.e., public, education, government, or nonprofit organization.
2. A signed Statement of Compliance and Waiver of Liability form or Request for Cable-cast Time and Producer’s/Sponsor’s Agreement and Indemnification form as applicable and User Fact Sheet must be on file at the facility before use of equipment and/or facilities will be granted. This states that the user understands these operating Policies and Procedures and agrees to abide by them.
3. Non-residents of a member town or persons who are not an official representative of an organization in a member town are not eligible to produce programs except with access users and producers of a member town or WCTV staff.
2.2.1 Access Users Less than 18 Years Old (except for KRHS or LRTC students)
The PEG Access Facility operation serves community members of all ages. Users under the age of eighteen cannot be held to any legally binding agreement and, therefore, will be subject to the following conditions:
Statement of Compliance and Waiver of Liability
If the user is less than 18 years of age, he or she must have a parent or guardian cosign her/his Statement of Compliance and Waiver of Liability form. The cosigner will be responsible for any damage to WCTV facility or equipment as well as the behavior of said minor while he or she is at the WCTV facility or remote locations
Training
Users less than eighteen may participate in PEG Access Facility training courses.
Producer Qualification:
No user under the age of eighteen may be a producer. He or she may participate in producer training workshops with written parental permission, and may work closely with the program producer, but cannot be certified as such. Minors are required to have an adult producer assigned to their program. The producer working with minors understands that he or she accepts full responsibility for the content of the program and for the behavior of the minor(s). He or she understands that any community comments regarding that program will be forwarded to her/him.
WCTV Equipment/Facility Usage:
No community user under the age of eighteen may reserve the WCTV studio or equipment. Only an adult may reserve production equipment. Users under the age of 18 may use remote production equipment only under the supervision of an adult user, who assumes full financial responsibility for the replacement of materials or equipment, or repair of equipment which results from the use either authorized or unauthorized, and/or misuse or damage to equipment while in their possession. (definition of user: are individuals using WCTV equipment) The adult user is required to complete all required forms. He or she must personally pick up and return equipment to the facility at the scheduled times.
2.3 Producer Responsibilities
The access producer assumes full responsibility for the use of the production facilities and equipment, and agrees to pay all costs of repair and/or replacement resulting from such use other than normal wear and tear, as determined by the Executive Director. If any problems occur with the equipment, the producer must notify WCTV staff immediately.
The access producer must complete and sign the Request for Cablecast Time and Producer’s/Sponsor’s Agreement and Indemnification form.
The access producer is responsible for enlisting an adequate certified crew for any given production, with the approval of the WCTV staff.
The access producer must obtain signed authorization and release forms for all on camera persons, permission for all non-WCTV originated audio and video material, and all private off site facility usage.
PROGRAM REGULATIONS AND PROCEDURES
Programs must be clearly labeled physically or electronically with the title of the program, the name of the public access user, dates of production, and the length of the program. The program may have opening and closing credits.
Copyrighted Material
Copyrighted video or audio material may be used by the WCTV user only when written permission is obtained from the copyright holder. It is the WCTV user’s responsibility to obtain written permission to use any copyrighted material. Copyright holders will include, but are not limited to, all broadcast stations, networks, sponsors, music licensing organizations, performers, and any other persons as participants in production of the material in question.
Obscene or Pornographic Material
The use of material which is obscene is prohibited from WCTV telecasts. Obscene material is as defined in New Hampshire Criminal Code RSA Chapter 649A and Chapter 650 and is prohibited by the FCC as set forth at Title 18 United States Code, Section 1464.
Lotteries
The direct or indirect presentation of lottery information, gift enterprises, or similar schemes will be prohibited from cablecast, except for nonprofit organizations properly licensed or permitted by the town/city and/or state as required. Lotteries are defined as games of chance for money or prizes, or similar money making presentations.
Advertising, Promotion, Solicitation
Advertising and promotional material designed to promote the sale of commercial products or services will be strictly prohibited from telecast except when the advertising or commercial material is part of a WCTV cablecast (live or recorded) which is also broadcast or televised by another media (TV or radio). Each time this exception is made it will be approved in advance by the Executive Director. Advertising is further defined as telling about or praising a product, service or business, as to make people want to buy; as intentionally showing business or product names, logos, or symbols as promotion; and/or as having the intent to make a profit as a result of the telecast. Underwriting for programs must be for goods and services that are in-kind contributions or donations only to WCTV (not the producer) that aid in developing or improving programs. Credit for sponsorship should be as follows: “This program was made possible through a grant by….."or "Goods and services used in this program were contributed by…..” WCTV must have prior notification in writing of such underwriting. The sponsorship of a WCTV program may be indicated as a part of the credits.
The direct solicitation of funds for any and all purposes (excluding assisting established community-based and nonprofit charitable organizations in their fundraising activities) will be prohibited from all cablecasts.
Commercial Distribution
Program material recorded with the WCTV equipment and/or in its or facilities may not be used for financial gain (other than WCTV) or commercial purposes, and may not be commercially distributed without the expressed and prior written consent of the producer of the material and the WCTV Executive Director.
Personal Use
Use of the WCTV studio or equipment for personal use is up to the discretion of the Executive Director. Examples: Student college application, and weddings.
Government Laws and Regulations
Any material which violates any local, state, federal law or regulation, or FCC Regulations is prohibited, i.e., slanderous or libelous material, speech which creates a clear and present danger of lawless action, speech which supports or opposes a political candidate or intervenes in a campaign, other than bipartisan neutral information, hate speech if it contains intimidation that goes beyond speech, unlawful invasion of privacy, and/or fraudulent business information.
Release Forms
Any material of or about individual(s) obtained without written permission of said individual(s) is prohibited. Access users and producers are legally responsible for obtaining signed release forms from individual(s) being interviewed or featured in programming. Access users and producers will have full responsibility for any legal action which may result. (An Authorization and Release form for this purpose may be obtained from WCTV Staff.)
Live Access Programming
Because of the technical demands of a “live” program, producers must successfully produce at least two live-to-media pre-recorded productions as part of their training before they may request producing a “live” program.
3.10 Prescreening
Prescreening of programming shall not be used except when there is advance credible knowledge of possible unlawful content or content not amenable to safe harbor scheduling.
PROGRAM SCHEDULING
Programs will be scheduled according to the following set of priorities:
Government or school district programs.
PEG access programs produced by WCTV users or staff.
Programs produced of local community events not produced at WCTV.
Programs produced by nonprofit organizations.
Other non-commercial program material submitted for cablecasting. Other program material includes material not produced by WCTV or by an individual or individuals of a member town. Such program material may be requested to be cablecast as “bicycled” media by an individual of a member town. Other bicycled medias (such as those from other PEG access centers) may be cablecast on WCTV at the discretion of WCTV staff.
Series Programming: A series program is produced on a nightly, weekly, biweekly, monthly, or other regular basis. It contains material under the same title. If a series producer fails to submit new, original programming for more than two scheduling times without prior notification, WCTV staff may assign the remaining portion of the series time to another program.
Live Programming: Use of the studio for live programming by an access user or producer must be approved by the Executive Director. If the studio is available and the access user or producer has indicated that the necessary arrangements have been made for the production, the studio will be reserved and the live program will be scheduled. The Executive Director has the right to cancel a live production (up to one week in advance), if the necessary arrangements have not been made. In order to insure adequate PR of said event and/or scheduling, any request for a live show must be made at least two weeks in advance.
RIGHTS AND RESPONSIBILITIES OF ACCESS PRODUCERS
The access producer is the person solely responsible for the program’s fate and content.
Access producers retain any right they may have to the content of their programs. Cablecasting on WCTV relinquishes no rights of ownership.
Programming produced by access users on their own equipment or using WCTV equipment will not convey any copyright in the programming to WCTV.
Individuals, community organizations, or any other access users may not use WCTV equipment, programs, or out-takes for personal profit. WCTV users utilizing the facilities, equipment, programs, or out-takes in the above manner will be subject to a loss of all privileges as stated in Appendix A, under Violations. It is the WCTV’s intent to encourage participation in community television production as a First Amendment forum and not to profit any individual or organization.
All program recordings supplied to WCTV remain the property of WCTV and must remain at the studio, unless permission for removal is granted in writing by WCTV staff. Access producers wishing to have one copy of their program may have a recording dubbed from a master recording at no charge.
Master recording supplied by WCTV will customarily be retained for archiving. Raw footage recording will not be archived by WCTV.
Under no circumstances will WCTV be used for commercial purposes (Ref: section 3.5).
Other than the rights assigned to WCTV, only the community producer has ownership and duplication rights for each program. Other individuals or organizations may be asked to make proper duplication arrangements with the access producer, unless WCTV has prior written authorization from the producer.
Sharing such programs with other cable access centers, with which cooperative arrangements have been made, and any further distribution or submission for consideration may be initiated by the WCTV staff with full knowledge of the access producer as well as appropriate credit for the producer and all others credited on the original production. Likewise, the access producer may initiate further distribution or submission for consideration, providing the WCTV is duly acknowledged and credited for its participation and support or is given the opportunity to have such credit removed prior to such distribution or submission.
Access users producing political or “issue” programs on WCTV are required to invite opposing candidates (equal opportunity) or those on the opposing side(s) of the issue for a joint appearance. “Issue” related programming may be cablecast when produced or supplied by member town residents. Any member town resident who has an opposing view may also produce a production to be cablecast.
If one or more complaints are received from the public regarding the program content, material submitted for cablecast by producers will be reviewed for compliance with WCTV policies. If upon reviewing the program, it is found not to comply with WCTV policies, the program will not be cablecast again, and the producer will be requested to meet with the Executive Director or WCTV staff designated by the Executive Director, to discuss the violation of WCTV policies. No further material will be cablecast from the producer until such time as this meeting takes place and the Executive Director is satisfied that the producer will comply with WCTV policies.
6.0 EQUIPMENT PROCEDURES
Equipment and facilities may be used only by WCTV users or KRHS multi-media class students. Reservations for the use of production equipment can be made up to four weeks in advance. The scheduled use of equipment will be determined by the WCTV staff a first come, first served basis. All requests for usage will be subject to availability. All equipment will be returned by the access user/producer in its original clean, working, organized and properly packed condition after use.
Use of the equipment is for the sole purpose of producing programs for WCTV or KRHS multi-media class students with priority given to education and government on a first come, first served basis.
The amount of equipment provided to an access user will be determined by the WCTV staff or the instructor of the multi-media class based upon experience of the access user and production crew, scope of production, availability, and the needs of other access users.
The access user must notify the WCTV staff in writing upon returning the equipment of any problems, malfunctions, or damage, so that appropriate repair and maintenance may be performed.
The user assumes full responsibility for any and all equipment that is checked out. This includes loss or damages incurred, other than “normal wear and tear” and will be determined by the WCTV staff. (The user will be charged for loss or damage or theft.) Further use of WCTV equipment or facilities will be prohibited until the user clears any debts to WCTV.
In general circumstances, a user may reserve portable PEG access equipment to be picked up during business hours and to be returned the same day. Alternative pick up/return times or overnight usage will be determined by the WCTV staff or designee based on the access producer’s need, equipment availability, and staff availability. Equipment is to be picked up and dropped off when the WCTV staff is available or left for safe storage in a place agreed to by the WCTV staff.
Trained users under the age of 18, except for KRHS multi-media class students, who wish to use the equipment may do so only under the supervision of an adult access user who assumes full financial responsibility for the replacement of materials or equipment, or repair of equipment which results from the use either authorized or unauthorized, and/or misuse or damage to equipment while assigned to her/him. The adult is required to complete all required forms which must be approved by the WCTV staff. He or she must personally pick up and return equipment to WCTV at the scheduled time.
Access users are prohibited from altering studio equipment or “opening” or trying to repair any piece of equipment. Users are also prohibited from rewiring any studio configuration. The user will be charged for equipment damaged due to these events.
The WCTV staff must give written permission to the access user/producer for portable equipment to be used outside the area encompassed by a member town.
A user’s privileges may be suspended if the user does not contact the studio at least 24 hours prior to reservation time if a reservation is to be canceled or changed.
Violations of these rules may subject the WCTV user to immediate forfeiture of the privilege to use the facilities and equipment of WCTV. Appendix A outlines violations and their penalties.
The WCTV Executive Director reserves the right to refuse the use of the facility and equipment of the school and WCTV to any individual violating the rules and regulations of LRTC and KRHS. The portion of the Lakes Region Technical Center and the Kingswood Regional High School rules and regulations which are applicable to users of WCTV equipment is found in Appendix B.
7.0 FACILITY PROCEDURES
The WCTV studio may only be used by WCTV certified users, LRTC and KRHS students. Reservations for the use of the studio can be made up to four weeks in advance. The scheduled use of the studio will be determined by the WCTV staff. All requests for usage will be subject to availability. All facilities must be left in the original clean and organized condition after use.
The access user must notify WCTV staff in writing of any studio equipment problems, malfunctions, or damage, so that appropriate repair and maintenance may be performed.
The user assumes full responsibility for any and all equipment that is used in the studio. This includes loss or damage incurred, other than “normal wear and tear”, and will be determined by WCTV staff. (The user will be charged for loss or damage.)
Trained users under the age of 18, except for KRHS and LRTC students, who wish to use the studio may do so only under the supervision of an access user who assumes full financial responsibility for the replacement of materials or equipment, or repair of equipment which results from the use either authorized or unauthorized, and/or misuse or damage to equipment while assigned to her/him. The access adult is required to complete all required forms and be approved by the Executive Director.
Access users are prohibited from altering studio equipment or “opening” or trying to repair any piece of equipment. Users are also prohibited from rewiring any studio configuration.
A user’s privileges may be suspended if the user does not contact the studio at least 24 hours prior to studio reservation time if a reservation is to be canceled or changed.
Violations of these rules may subject the WCTV user to immediate forfeiture of the privilege to use the facilities and equipment of WCTV. Appendix A outlines violations and their penalties.
LRTC, KRHS, and WCTV reserve the right to refuse the use of the WCTV facility of the school to any individual violating the rules and regulations of the LRTC and the KRHS. The portion of the LRTC and the KRHS rules and regulations which are applicable to users of WCTV facility is found in Appendix B.
All set pieces brought into the studio that do not belong to WCTV or the KRHS multimedia class must be removed immediately after the studio production. One hour should be allowed before and after the actual production for set-up and tear-down.
Under no circumstances will the studio be used by a user without supervision by WCTV or LRTC staff or volunteers designated by WCTV staff.
Users are entitled to a maximum of 4 hours/session of studio use including set-up and tear-down unless otherwise approved by WCTV staff.
8.0 PROGRAM SUBMISSION AND IDENTIFICATION PROCEDURE
Requests for scheduling of programming should be made two weeks in advance to the WCTV staff on an Application for Cablecasting form which contains the following information:
Access producers’ name, address and phone number
Title of a program
A synopsis of program content or proposal
Anticipated length of the program
Request date(s) and hour(s) for cablecasting with at least one alternate date and time for cablecast.
Prior to cablecast the following material must be submitted to WCTV
A Request for Cablecast Time and Producer’s/Sponsor’s Agreement and Indemnification form for the specific program submitted.
A master video/audio recording marked with the following information: access producers name, program title, and total running time (first video to last video) in Society of Motion Picture & Television Engineers (SMPTE) time (hours: minutes: seconds).
The preferred program format is DVD-R or mpeg2 media.
A recording submitted with poor video quality, i.e., bleeding color, excessive video brightness, and/or focus or contrast problems may be rejected by the WCTV staff for video technical reasons.
A recording submitted with poor audio quality, i.e., audio level too low, excessive noise, synchronization problems, and/or muddy or muffled sound may be rejected by the WCTV staff for audio technical reasons.
The end of all cablecast programs should have the standard format in the following order:
Appropriate credits
Programming produced through WCTV should include the following system credit at the discretion of the Executive Director:
“The preceding PEG Access Program was produced entirely by WCTV users. The views expressed are those of the users/producers and do not represent the views or opinions of WCTV, its staff, or its board of directors.”
Recordings owned by the access producer or user must be picked up within two weeks of the last cablecast. After two weeks, WCTV assumes no responsibility for these recordings.
WCTV may archive clips or whole recordings of program footage that is generic or of historical significance.
9.0 WCTV CALENDAR/ANNOUNCEMENTS (Bulletin Board)
The WCTV Calendar/Announcements (Bulletin Board) is a resource for nonprofit organizations, schools and government entities to announce activities or events to the Metrocast Cablecast (MCC) subscribers. Events in other than member communities and announcements received less than two weeks prior to the activity are subject to space availability.
Programming information for WCTV may also be carried on the calendar.
The calendar is an extension of PEG Access and is available on a first-come, first-served basis according to the above guidelines.
Access producers are encouraged to submit promotional material for the calendar.
All calendar material must comply with section 3.4.
For further information, contact:
Wolfeboro Community Television
396 S. Main St.
Wolfeboro, NH 03894
Phone: 569-0219 FAX: 569-8104
E-mail: ryan@wctv25.com
10.0 WORKSHOPS, TRAINING AND CERTIFICATION
It is understood that anyone who qualifies under the eligibility section of this Operating Policies and Procedures who wishes to utilize the equipment and/or facilities should have successfully completed a basic certification training session(s) for the specific equipment or facility.
Workshops and training courses on all phases of television production etc. Taught by WCTV personnel will be offered periodically as the need arises. Requests for participation in these courses may be made in writing to WCTV staff.
Training sessions will be held on a first-come, first-served basis to a resident of a member town. Anyone interested in training should contact WCTV staff.
Workshops will take precedence over other access activities as the training of new community television volunteers is viewed as a priority.
11.0 OTHER POLICIES
Any question regarding the content of public access programs will be referred directly to the WCTV staff.
Programs cablecast over WCTV do not represent the views or opinions of the WCTV, BOARD, Wolfeboro governing bodies, LRTC & KRHS staff, or Governor Wentworth Regional School District.
LRTC or KRHS has the right to cablecast any program produced using its or WCTV equipment subject to the policies and procedures herein.
WCTV reserves the right to waive any self imposed regulations when such a waiver is judged to be in the public interest.
Underwriting grants may be obtained from private and/or public sources and must be paid to WCTV and not the producer. However, credit to the provider of funding can only be given at the beginning and ending of the program. See the appropriate form in appendix C.
All requests for scheduling usage of WCTV equipment/facilities, scheduling cablecast time for program material, information regarding training sessions or workshops, and questions regarding these policies and procedures should be directed to:
Wolfeboro Community Television
396 S. Main St
Wolfeboro, NH 03894
Phone: 569-0219 FAX: 569-8104
E-mail: ryan@wctv25.com
12.0 GENERAL OPERATING POLICIES
Conflicts of Interest Policy
Purpose: Conflict of interest or the appearance of conflict of interest, by Wolfeboro Community Television (WCTV) Board members or staff must not compromise the Mission of WCTV. Conflict of interest means any financial or other interest which conflicts with the service of an individual because it could impair the individual’s objectivity, or, it could create an unfair advantage for any person or organization. The Board and WCTV staff has the responsibility of administrating the operation of the organization honestly and prudently for the sole benefit of WCTV. Board and WCTV staff shall exercise the utmost good faith in all transactions involved in their duties, and they shall not use their positions with WCTV or knowledge gained for their personal benefit. Decisions are made with the interests of the organization the first priority.
Board members and WCTV staff shall comply with all notice and voting requirements of New Hampshire RSA 7:19, and 292:6-1.
Any possible conflict of interest on the part of any member of the Board, officer or staff of the WCTV, shall be disclosed in writing to the Board and made a matter of record and also when the interest involves a specific issue before the Board.
For any transactions involving a board member, trustee or officer exceeding five hundred dollars ($500) but less than five thousand dollars ($5,000) in a fiscal year, a two-thirds vote of the disinterested directors is required. Where the transaction involved exceeds five thousand dollars ($5,000) in a fiscal year, a two-thirds vote of the disinterested directors and publication in the required newspaper is required. The minutes of the meeting shall reflect that a disclosure was made, the abstention from voting, and the actual vote itself. Every new member of the Board will be advised of this policy upon entering the duties of her or his office, and shall sign a statement acknowledging, understanding of and agreement to this policy. (Conflict of Interest Statement in Appendix C)
The Board will comply with all requirements of New Hampshire law in this area and the New Hampshire requirements are incorporated into and made a part of this policy statement.
Document Destruction and Retention Policy
WCTV Board members, staff and volunteers must be aware that it is a crime to destroy, alter, cover up or falsify any document (or persuade anyone else to do so) to prevent its use in an official proceeding.
If an official investigation is underway or even suspected, management must prevent any document purging in order to avoid criminal obstruction charges.
Similarly, if litigation is reasonably anticipated, document purging must be prevented.
WCTV will maintain a written Document Retention and Destruction Schedule to help limit accidental or innocent document destruction.
WCTV will carefully administer the document destruction process.
WCTV will maintain appropriate records about its operations and will regularly dispose of unnecessary and outdated documents in accordance with the Schedule.
WCTV will manage documents, including electronic messages or data, in accordance with the Schedule.
The Board has responsibility for oversight of compliance with this Policy.
Document Retention and Destruction Schedule
Type of Document Minimum Requirement
Accounts payable schedules 7 years
Audit reports permanently
Bank reconciliations 2 years
Bank statements 3 years
Contracts, mortgages, notes and leases (expired) 7 years
Contracts still in effect permanently
Correspondence (general) 2 years
Correspondence (legal and important matters) permanently
Correspondence (with customers and vendors) 2 years
Depreciation schedules permanently
Duplicate deposit slips 2 years
Employment applications 3 years
Expense analyses/expense distribution schedules 7 years
Year end financial statements permanently
Insurance policies (expired) 3 years
Insurance records, current accident reports, claims, policies permanently
Internal audit reports 3 years
Inventories of products, materials and supplies 7 years
Invoices (to customers, from vendors) 7 years
Minute books, bylaws and charter permanently
Patents and related papers permanently
Payroll records and summaries 7 years
Personnel files (terminated employees) 7 years
Retirement and pension records permanently
Tax returns and worksheets permanently
Timesheets 7 years
Trademark registrations and copyrights permanently
Withholding tax statements 7 years
(2004 National Council of Nonprofit Associations)
APPENDIX A
RULES VIOLATIONS AND PENALTIES
In order for the policy and regulations of the WCTV Public Access Facility and LRTC and KRHS to be effective and to keep operations running smoothly, a penalty system has been instituted. There are two types of rules which, if violated, can result in restrictions on an access producer. The Executive Director is authorized to issue warnings and suspensions for utilizing equipment and use of facilities.
A. Major Violation
A first major violation will result in an immediate 90-day suspension from utilizing equipment and use of facilities. A second major violation will result in the permanent forfeiture of facility privileges.
These may include but are not limited to:
Commercial or profit making uses of Public Access Facilities or any unauthorized use of facilities for other than programs to be cablecast.
Harassment of personnel and/or volunteers.
Falsifying forms.
Taking or reserving equipment without staff permission.
Abuse of equipment, including attempted repair, and/or reconfiguration of or changing wiring.
False statements and/or information regarding Public Access Facilities and its programming to press or electronic media.
B. Minor Violation
Minor violations will result in the following series of actions which are documented and reviewed with the user and kept on file at the studio:
First violation……………written warning
Second violation……….30 day suspension
` Third violation……………90 day suspension
Fourth violation…………permanent suspension
Minor violations may include but are not limited to:
Failure to cancel reservations in accordance with policy.
Late pick-up or return of equipment without notification and approval.
Repeated mishandling of equipment.
Eating, drinking or smoking in restricted zones.
Failure to clean up after use of facilities.
Handling off limits equipment or being in off limits areas.
Loitering.
Neglect of policies or procedures.
C. Access producers and other crew members are encouraged to resolve difficulties at the staff level. Any access producer wishing to appeal an action of the staff may request an appeal.
D. The above penalties for major and minor violations do not deny the use of access channel time, only the use of access equipment and facilities.
SUMMARY
All users of the equipment or facilities of the WCTV equipment or facilities will indemnify and agree to hold harmless the LRTC, KRHS, Governor Wentworth Regional School District, BOARD, WCTV staff, WCTV and Wolfeboro and member town municipalities against any and all liability arising out of such use or breach of the statement of compliance. This indemnification will not be an admission of liability nor will it be for the benefit of third parties.
PEG access users will read these guidelines and prohibitions and sign a Statement of Compliance. Violations of these rules may subject the user to immediate forfeiture of the privilege of using the public access facility channels, equipment, and facilities.
APPENDIX B
Lakes Region Technology Center and Kingswood Regional High School Applicable
RULES AND REGULATIONS
PROHIBITION OF SEXUAL HARASSMENT, – DISCRIMINATION, AND/ OR INTIMIDATION
It is the policy of the Governor Wentworth Regional School District to provide an educational environment in which all members of this community may work to learn in an atmosphere of respect for the dignity and worth of all its members. It must be free of sexual harassment. Sexual harassment is not only illegal (Title VII of the 1964 Civil Rights Act and Title IX of the Education Amendments of 1972) but also unacceptable, and impermissible conduct which will not be tolerated. Acts of harassment, hostility or defamation, whether verbal, written, or physical constitute grounds for disciplinary action. Sexual harassment includes all unwanted, uninvited and non-reciprocal sexual attention as well as the creation of an intimidating, hostile or offensive environment. Harassment can include: (1) sexually suggestive looks or gestures (2) sexual jokes, pictures or teasing (3) pressure for dates or sex (4) sexually demeaning comments (5) deliberate touching, cornering or pinching (6) attempts to kiss or fondle (7) verbal, written or physical threats or demands or suggestions that favors will be granted in exchange for sex or tolerance of sexual advances.
Informal complaints will first be made to the Executive Director of WCTV and/or the teacher of the media class of the Lakes Region Technology Center.
CLOTHING
The following guidelines and accompanying regulations have been established:
Dress and grooming shall be clean and in keeping with health, sanitary and safety requirements. All clothing shall be neat, clean and free of holes that could be considered obscene or provocative.
Any article of clothing that could create a hazard to the wearer or to others shall not be acceptable.
Dress and grooming shall not be disruptive.
Clothing shall be free of provocative or obscene writing or graphics.
Clothing imprinted with slogans or graphics that refer to sex, violence, discrimination, and/or drugs (including alcohol and tobacco) shall not be worn.
Articles of clothing and/or accessories that can cause physical damage to the facility are unacceptable.
HAZING, FIGHTING, THREATS, AND/OR INTIMIDATION
Hazing, fighting, threats or forms of intimidation will not be tolerated. Each incident will result in removal of the member and their user privileges for a period of time determined by the Executive Director of WCTV.
WEAPONS
Weapons are not permitted in or on the Kingswood Regional High School grounds. A weapon is defined as any instrument that could be used in a fight or could inflict harm on another person. Weapon(s) will be immediately confiscated and the bearer could face loss of all user privileges. Police will be notified as necessary. Seized weapons may be turned over to the police. All school buildings and premises shall be safe environments free of danger posed by the presence of weapons or conduct that threatens harm by means of weapons or objects used as weapons in accordance with Safe School Zone NH RSA 193-D
VANDALISM
Any willful act of defacing, damaging or destroying school or WCTV property or property belonging to another person is an act of vandalism. Acts of vandalism may result in a loss of the perpetrator’s user privileges and payment will be made by the perpetrator(s) for labor and material to repair by the perpetrator(s).
TOBACCO
The use of all tobacco products in all school buildings and on all school grounds by all persons at all times is prohibited.
SKATE BOARDS
Skate boards are not allowed in school or on school property.
STEALING
Any willful act of stealing or unauthorized taking of school or WCTV or another person’s property will result in disciplinary action. Such action will include full restitution for the property taken and may result in loss of the perpetrator’s user privileges.
DRUGS
Anyone selling, giving, possessing or being under the influence of any controlled drug or alcohol on school property will be removed from the premises and forfeit all WCTV rights.
WOLFEBORO COMMUNITY TELEVISION
APPENDIX C - FORMS
WOLFEBORO COMMUNITY TELEVISION
396 South Main Street
Wolfeboro, New Hampshire 03894
(603) 569-0219
STATEMENT OF COMPLIANCE AND WAIVER OF LIABILITY
I have read and understand the Operating Policies and Procedures of Wolfeboro Community Television (WCTV). I fully understand that these rules must be strictly adhered to by me as a condition of my active participation in this organization in any capacity (i.e. producer, technician, volunteer) with all its rights, privileges, and benefits. I further understand that failure to comply with the current Policies and Procedures could result in suspension or loss of all rights, privileges, and benefits.
I understand that it is my responsibility to limit my participation and activities to those permitted by my certification level achieved through WCTV training. I further understand that I may advance my certification level through the successful completion of additional training offered by WCTV.
I understand that I am fully responsible for my actions and conduct. I further understand that the Policies and Procedures of WCTV may be revised periodically, and that I am responsible for reviewing these revisions which will be posted on the WCTV message board. I understand that failure to comply with the revised Policies and Procedures may result in suspension or termination of my rights, privileges and benefits.
I therefore agree that WCTV, its Board of Directors, its employees and the Lakes Region Technology Center undertake no liability for damages, direct or consequential, or of any other kind, acts of omission, deliberate or otherwise, taken in connection with the administration or application of these Policies and Procedures. Such acts or omissions include, but are not limited to: scheduling decisions, equipment or facility availability, technical problems of any kind, suspension or termination of rights, privileges and benefits as a result of my non-compliance to the current Policies and Procedures, and/or negligence of any nature or kind by the agents or employees of WCTV.
This form must be signed in the presence of a WCTV staff person or designee.
Printed Name: ___________________________________________ Date: _____________________
Signature: _______________________________________________
Page 1 of 2
Rev. 9/15
For volunteers under the age of 18, the parent or guardian assumes full responsibility for the above Statement of Compliance and Waiver of Liability and is required to read, understand and ensure the minor’s compliance with all the current Policies and Procedures. Furthermore, the parent or guardian agrees that he/she is fully responsible for the minor's, actions and all consequences and damages which result from the minor’s conduct.
Print name of Parent or Guardian: _________________________________Date: _______________
Signature: ____________________________________________ Relationship: _________________
Witness for WCTV: ______________________________________
Position: _____________________________________________
Page 2 of 2
Rev 9 /15
WOLFEBORO COMMUNITY TELEVISION
396 South Main Street
Wolfeboro, New Hampshire 03894
(603) 569-0219 Ryan@wctv25.com
AUTHORIZATION AND RELEASE Rev: 9/15
Program: ______________________________________________________________________
____________________________________________________ Date: ___________________
Purpose: □ Educational □ Entertainment □ Other: ________________________________
Producer: Wolfeboro Community Television (WCTV)
In return for the opportunity to participate in the above named program, I hereby grant to Wolfeboro Community Television (WCTV), Cable Access Program Producer, permission to transmit live and/or to record for later transmission my likeness and/or voice as part of the above named program, for any lawful purpose, at any time. I also authorize the use of my name and excerpts from the above named program for the purpose of promoting and publicizing the program. I waive any right that I may have to inspect or approve the finished product . I agree to hold the Program Producer and any cable television company which transmits the program harmless from any liability to others arising from anything I may say or do during the program, except as set forth in a written script provided to me by the Program Producer.
Check one.
□ For showing on WCTV, NHCCM server (available to all NH Public
Stations), and streamed on WCTV website
□ For showing on WCTV, and NHCCM server (available to all NH Public
Stations)
□ For showing on WCTV only and website
I have read this agreement before signing and fully understand its contents.
Please Print:
Name of Talent: ______________________________________________________________
Signature of Talent (or Parent/Guardian, if above named person is not of legal age):
X___________________________________________ Date: __________________________
Address: ____________________________________________________________________
WOLFEBORO COMMUNITY TELEVISION /
LAKES REGION TECHNICAL CENTER
396 S Main St
Wolfeboro, New Hampshire 03894
(603) 569-0219
PORTABLE EQUIPMENT CHECKOUT
Name: Date:
Address:
Phone:
Equipment needed from: to
Pickup date/time Return date/time
ITEM DESCRIPTION/COMMENTS RETURNED INITIALS
Camera
Battery
AC Adapter
Tripod
Microphone
Cables
Accessories
(List each cable, adapter, and all other items separately.)
As a condition of using this equipment, I agree to the following:
1. Equipment will be used in accordance with WCTV Policies & Procedures.
2. No other person will be permitted to use this equipment without prior authorization by WCTV personnel or class teacher.
3. Equipment is not for personal use. It is to be used only for WCTV productions or class projects.
4. Equipment will be returned at the pre-arranged time.
5. All reasonable precautions will be taken to protect the equipment from theft, accidents, or any other loss or damage. I will be responsible to replace this equipment if lost or stolen.
6. Any damage or malfunctioning of the equipment will be reported upon the equipment's return. I will be responsible to pay for the repair of any damage over and above the normal "wear and tear" that it would receive during the sign-out period.
Borrower's Signature: Authorized by:
Borrower's Parent or Guardian Signature:
(if borrower is under 18 years old)
Wolfeboro Community Television
396 S Main St
Wolfeboro, NH 03894
603-569-0219
Ryan@wctv25.com
Location Release Form
Date:
Name of Location Licensor _
Address:
City, State, Zip _
Location Address:
Project:
This is to confirm the consent and agreement of (Licensor) in consideration of publicity of the licensor that Wolfeboro Community Television (WCTV) employees and personnel associated with the (Project) are hereby granted the right and license to enter and remain on the premises of the Licensor Location and to make use of such premises from (date) _______to (date)________ (plus any reasonable number of re-shoot days subject to availability of the Licensor Location) for the purpose of obtaining print, graphic, audio, video, or other content and other derivative works for the Project.
The Licensor agrees to as follows:
1. The right to photograph, record, depict, represent, and otherwise make use of the property, which includes any and all names, addresses and trademarks connected with the property, and any visual objects not copyrighted located therein, and any logos and verbiage contained therein in connection with the Project.
2. The right to refer to the Licensor Location by any real or fictitious name or the right to attribute any real or fictitious event as having occurred on the Licensor Location and the right to reconstruct or recreate the Licensor Location or any part thereof for use as a set for shooting, photographing, recording, and/or videotaping of the Project.
3. The right and license to reproduce, publish, distribute, exhibit and advertise any and all productions and materials, in whole or in part, in connection with the permissions, rights and licenses, without limitation, of the Project, and the advertising and publicity of in any formats or media without restriction of any kind or remuneration in connection with the project.
4. WCTV shall be the sole, exclusive, and perpetual owner of all the rights, title, and interests, in the Project, and any photographs and recordings made in connection with the Licensor Location including copyright in connection with the project.
The Licensor represents and warrants that the signer for the Licensor has the full right to enter into this Location Release and to grant WCTV all rights set forth herein, and that the consent or permission of no other person or entity is necessary to grant the permissions and rights of this Location Release.
In the event that WCTV uses any material obtained as a result of this Location Release in another project, WCTV will submit a new Location Release for that project to the Licensor.
WCTV certifies that it carries Workman’s Compensation and liability insurance to cover any injuries to its personnel on site.
Agreed and accepted by WCTV
Authorized signature
Print name date
Agreed and accepted by the Licensor
Authorized signature
Print name date
Wolfeboro Community Television
396 S Main St
Wolfeboro, New Hampshire 03894
603-569-0219
Ryan@WCTV25.com
REQUEST FOR CABLECAST TIME AND PRODUCER'S/SPONSOR'S AGREEMENT AND INDEMNIFICATION
(Applicant must be 18 years or older)
Date of Request _
Program Title _
Production Type (circle one or more): education - government-entertainment - other _
Name of Requestor(s):
(1) Wolfeboro Community Television
Address/Phone: 396 S. Main St, Wolfeboro, NH 03894, 603-569-0219
(2)
Address/Phone:
Organization(s) (if any)
(1) Wolfeboro Community Television
(2) _
Video (circle applicable) Ownership by (1) (2) Copyright Holder (1) (2) Permission granted for use by (1) (2)
Audio (circle applicable) Ownership by (1) (2) Copyright Holder (1) (2) Permission granted for use by (1) (2)
Requested cablecast time and date Series (circle one) yes/no Frequency _
Production to be shown as: WCTV broadcast only, WCTV stream, NHCCM server (circle applicable)
Requested cablecast date(s) Time: AM, early PM, late PM (circle applicable)
If the program contains adult language or material, violence or sexual situations, initial here_________ (production will show after 10pm)
This agreement is made between WOLFEBORO COMMUNITY TELEVISION (WCTV), INC, a Public Access
Television station on Metrocast Cablevision Network and
(1) Producer/Sponsor Wolfeboro Community Television
(2) Producer/Sponsor _
Whereas, the producer(s)/sponsor(s) seeks access to a public, education, or government (PEG) access cable television channel, namely WCTV, for the purpose of providing certain programming services; and Whereas, WCTV desires to provide access on its PEG access channel to the Producer(s)/ Sponsor(s) for its intended purpose; and Whereas, the parties desire that the production named above complies with WCTV Policies and Procedures,
Now Therefore, in consideration of the promises, covenants and agreements set forth herein, the parties agree as follows:
1. The Producer(s)/Sponsor(s) accepts full and total responsibility for all programming, whether furnished live or recorded, furnished by the Producer(s)/Sponsor(s) to WCTV for cablecast on WCTV's access channel.
2. The subject programming provided does not contain unauthorized copyrighted material, sexually explicit conduct, or material soliciting or promoting unlawful conduct, and that it does not violate any right of any third party.
3. The Producer(s)/ Sponsor(s) have obtained all necessary approvals, clearances, releases, rights, etc. for the use of any program material for cablecast. This includes, but is not limited to, approvals by broadcast stations, networks, sponsors, music licensing, organizations, copyright owners, performer representatives, all persons appearing in the program (except as righted by special exception, i.e. crowds etc), and any other approvals that may be necessary to cablecast the production on WCTV without violating any WCTV Policies and Procedures and government regulations.
4. The Producer(s)/Sponsor(s) shall fully and completely indemnify and hold WCTV (staff and Board of Directors), the Governor Wentworth Regional School District and the Lakes Region Technology Center harmless against any cost and expenses (including attorney's fees), judgments, fines and amounts paid in settlements incurred by any action, lawsuit, or reason of the fact that any of the Producer(s)/Sponsor(s) live or recorded programming was cablecast on a WCTV PEG access channel.
5. The Producer(s)/ Sponsor(s) agrees to release WCTV, its staff and Board of Directors from responsibility if the subject program material is damaged, lost, or stolen while in their custody.
The warrants, representations, covenants and certifications contained herein, and obligation of the Producer(s)/Sponsor(s) to indemnify WCTV shall remain in full force and effect from the date of the agreement forward.
The parties agree that WCTV may terminate this agreement at any time if, in its sole discretion, it determines that the Producer(s)/Sponsor(s) has violated any material certification or terms of this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement as of
the day of , 2 .
WCTV EXECUTIVE DIRECTOR: BY _
print signature
PRODUCER(S)/SPONSOR(S) (1): BY _
print signature
PRODUCER(S)/SPONSOR(S) (2): BY _
print signature
Wolfeboro
Telephone: 603-569-0219, Email: WCTV25@GMAIL.COM
Wolfeboro Community Television, Inc.
396 South Main Street, Wolfeboro, NH 03894