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Brattleboro Community Television
Revised July 2002
Policies and Procedures
Mission Statement
Brattleboro Community Television, Inc. (BCTV) is a not-for-profit Vermont corporation formed to facilitate, encourage and promote community involvement in the production of locally originated media, and to oversee and ensure the contractual and regulatory commitments to public, educational and governmental access of the cable communication system provider for the Towns of Brattleboro, Guilford, Putney and Vernon
INDEX BCTV page 3 Statement of purpose page 3 Roll of BCTV staff page 3 Rules of Conduct page 4 Access to Facilities and Equipment page 4 Training page 5 Video Tape Format and Policy for cablecasting page 6 Equipment Use – General page 7 Field Equipment: Check-out & Check-in page 8 Studio Use page 8 Editing and Post-Production page 9 No-Shows on Scheduled Equipment Time page 9 Underwriting, Grants and Profit-Making page 9 Channel Time Request and Cablecasting Procedures page 10 Program content Rules page 11 Programming Promotion page 13
1.BCTV Brattleboro Community Television is an independent, non-profit organization guided by a board of directors. BCTV operates 2 channels – Channel 8 and Channel 10 in Brattleboro. Channel 8 is public access and Channel 10 covers education and government. The access corporation is financed by a percentage of the profits earned Adelphia and Southern Vermont Cable.
2. Statement of purpose Brattleboro Community Television (BCTV) exists to facilitate public access to electronic media. The public includes all residents of Windham County. BCTV is open to all types of information and expressions and welcomes a diversity of views. BCTV will make no judgments on the content of a program. Programs that are commercial in nature, libelous, or obscene according to local community standards are prohibited.
3. Role of BCTV staff BCTV is staffed by a full time executive director, a full time access coordinator and a part time office manager.. The staff is supported by volunteers, interns, casual labor and "stringers". The executive director reports to the board of directors. The primary role of BCTV staff is to train community producers, maintain equipment and facilities, schedule programming and equipment, and bring community members together in an environment that will foster the best use of public, educational and governmental (PEG) access television on Channels 8 and 10.
4. Rules of conduct Time spent at BCTV is to be used for producing programming for the station, for training or for specific volunteer services. B. Proper respect and care for the equipment must be maintained at all times: No smoking on the premises No eating or drinking in any BCTV premise Being under the influence of alcohol or drugs is prohibited. No harassment or intimidation is allowed. Any action or behavior that adversely affects the safety of others or security of BCTV is prohibited. Possession or use of any illegal substance or weapon in or on BCTV premises is strictly forbidden. Rearranging or reconfiguring of BCTV equipment requires staff approval. 5. Access to Facilities and Equipment BCTV equipment and facilities are available for use by anyone who is a resident of Windham County, VT, and who is certified by BCTV staff. Scheduling is at the discretion of the executive director. B. Production equipment and facilities are available at no charge to certified community producers, provided that: BCTV production equipment and facilities are not used as an income-generating source, but rather as a forum for community communication. Programs are being prepared for cablecast on BCTV channel 8or 10. All persons operating the equipment are certified to use the equipment. The community producer has filled out a BCTV production contract for that program signed by a staff member. Equipment use must be scheduled by the staff. C. Individuals who do not live in Windham County can gain access to BCTV equipment or facilities under the following conditions: They are sponsored by a person or group which is directly related to Windham County (i.e. Big Brothers-Big-sisters, Brattleboro Area Chamber of Commerce etc.) to produce a program for cablecast on BCTV. OR They become a BCTV intern (at the discretion of the executive director); OR They become a member by paying an annual membership fee.
D. Use of production equipment and studio facilities is scheduled on a first-come, first serve, non-discriminatory basis. However, no one individual or group may monopolize equipment, and the Executive Director may take whatever actions deemed necessary to rectify such a situation. E. BCTV’s community bulletin board is to be used for non-profit and community groups to publicize activities and events.
F. BCTV telephones are for BCTV business only.
G. Personal property will not be the responsibility of BCTV.
6. Training BCTV offers workshops in basic video production, multi-camera remote production, studio production and editing, as well as training in other related topics. B. Experienced producers must demonstrate technical proficiency to be exempt from training classes at the discretion of the executive director or access coordinator
C. Persons wishing to register for workshops or courses must fill out a registration form. Waiting lists are maintained to insure that trainees are admitted to workshops and other educational programs on first-come, first-served, non-discriminatory basis.
7. Video Tape Format and Policy for Cablecasting A. BCTV currently uses the following formats: S-VHS VHS (recorded in SP speed only) Mini DV DVCAM B. Provision of blank tape: 1. Community producers must provide videotape for raw footage. Tapes may be purchased from BCTV. Tapes other than those provided by BCTV must be from an approved list to insure quality. 2. The producer may purchase an S-VHS or VHS tape for their master that BCTV will use for cablecasting. BCTV tapes remain the property of the station. C. Retention and use of tape 1. The edit master tape or a copy will be kept in the BCTV library for at least four weeks for cablecast. A copy of the edit master may be kept longer depending upon program content and availability of storage space. BCTV reserves the right to show a program as many times as there is interest in the community. No duplicates will not be made for distribution, nor will the tape be lent out to other cable access stations without the producer’s permission. 2. It is the producer’s responsibility to pick up their videotape within four weeks after cablecast submission. Any videotapes left at BCTV for longer than four months become the property of BCTV and BCTV retains the right to dispose or recycle such videotapes in any manner which it may elect. If a community producer is unable to pick up a tape in the specified amount of time, that producer may leave a self addressed, postage-paid mailer at the station in order to insure the return of the tape. 3. Community producers may make up to two copies of their finished, edited program using their own videotape. For additional copies producers will pay the going BCTV rate for tape duplication. If either of the producer’s two copies is sold, the producer may set the rate and must then donate 15% to BCTV as per rule 13A. 4. Community producers must take their tapes with them during production and post-production. BCTV is not responsible for tapes left at the facility. D. BCTV attempts to provide the best possible prices for videotape. Price change costs will be reflected in BCTV tape prices. 8. Equipment Use - General
A. Access users under the age of 18 must have a signed consent form from a parent of guardian. Minors must also have adult supervision by a certified community producer or approval from the executive director or access coordinator for taking equipment on their own. B. Care of equipment and facilities: 1. Individuals using BCTV equipment and facilities will not tamper or change any wiring or components. No attempt should be made to repair or work on equipment. 2. Any damage costs caused by unauthorized tampering will be charged to the user. These costs include any attorney fees, replacement fees or court costs related to the damage done by the user. Loss of equipment and facilities privileges will result from such abuse. 3. All equipment defects, damages and problems must be reported to BCTV staff upon check-in. 4. No food, drink, or smoking is allowed near equipment at any time, either on BCTV premises or in the field. 5. Equipment must not be kept in a car over night or in the sun for long periods of time. 6. Facilities must be left in a clean and neat condition: Any props, tapes, scripts, etc. should be removed at the end of the session. b. Cables should be wrapped appropriately and portable equipment replaced. Power should be turned off. Rights and obligations All programs must adhere to copyright regulations. Anyone producing a program using BCTV equipment retains ownership of the copyright to that program, as well as responsibility for any copyright disputes that might arise. The producer or sponsor must secure all releases of copyright, talent releases, etc. Producers who are not paid by BCTV must identify themselves only as public access community producers, not as staff or employees of BCTV, or as in any way representing BCTV. If subsequent use of any tape produced at BCTV generates income, including duplicated tapes, 15% of that income must be shared with BCTV
9. Field Equipment: Checkout & Check -In All equipment must be checked-in and out by a BCTV staff person or someone designated by the Executive Director. B. An equipment checkout form must be filled out, signed and dated by the user. It is suggested that community producers set up and test equipment before removing it from BCTV. Failure to do so will be the community producer’s responsibility and the return of damaged or broken equipment will be the responsibility of that person. D. Community producers must report any problems or breakage when returning equipment. Community producers are responsible for loss or damage due to negligence or abuse while the equipment is checked out to them. All fees in connection with repair or replacement must be paid in full or a payment schedule agreed upon with the executive director before any further equipment use will be allowed. F. Equipment should be reserved as early as possible, using the appropriate sign-up system. G. Out of consideration for others, community producers are expected to notify BCTV staff in a timely way if they will be late dropping off equipment or to use the edit suite.
10. Studio Use A. To use the studio and control room, the community producer must be certified for studio production. B. A minimum of two weeks notification for scheduling of the studio is required for live programs. C Live studio production may requires supervision. D. Studio productions scheduled for outside regular BCTV hours must be arranged with BCTV staff. E. Community producers are responsible for the behavior and actions of their guests, talent and others in attendance.
11. Editing and Post-Production A. In order to schedule edit time, a community producer must be certified by a BCTV staff member. B. Cancellations of edit time should be made 24 hours in advance of scheduled time. C. Editing times are scheduled for regular station business hours. Other times may be allowed at the discretion of the BCTV staff. D. If a community producer will require staff assistance during the edit session, this should also be scheduled when time is booked. If any piece of equipment needs tobe reconfigured, a staff member must be notified.
12. No-Shows on Scheduled Equipment Time Cancellation of equipment and facility reservations should be made 24 hours in advance, except in cases of emergency. B. Video Vulture Policy: 1. If a producer does not show up within 1 hour of the time of a reservation for equipment or facilities, the reserved equipment or facilities may be used by any waiting, certified individual, affectionately known as a Video Vulture.
13. Underwriting, Grants and profit-making If footage produced or edited at BCTV is at any time sold, rented or brings in more than $100 to the producer, BCTV is entitled to 15% of all net monies received. B. BCTV community producers are encouraged to apply for and receive underwriting or grants that aid in the development, production, distribution or improvement of programs. Donations can be in the form of in-kind contributions (goods or services) or money. C. An administrative fee of 10% will be charged by BCTV for any grant written under our 501C3.
D. Credit for underwriting should be as follows: "This program was made possible by a grant from..." or "Goods and services used in this program were contributed by..." or as otherwise specified by the grantor in accordance with our 5013C. BCTV credit must still be included, i.e. "This program was produced at Brattleboro Community Television." The executive director must be informed in advance about any underwriting credits and consulted about the proper format for credit. Voluntary participation is strongly encouraged by BCTV. Payment of crew by a producer for any program must be reported to the executive director. 14. Channel Time Request and Cablecasting Procedures Requests for Cablecasting: 1. A Request for Cablecast and Statement of Compliance form must be filled out and signed prior to the program's being cablecast. 2. All requests for channel time on BCTV will be processed on a fair and equitable basis. The cablecast form will be used for scheduling of the program. 3. Programs produced outside BCTV may be cablecast on channel 8 or 10 if they meet the technical and legal standards specified in the Statement of Compliance on the back of the Request for Cablecast Form. These programs must be sponsored and submitted by a community resident. B. Series: 1. Regularly scheduled series time slots will be allocated at the discretion of the Executive Director, provided ample time remains available for other community programming requests. Programs produced at BCTV will be given precedence in scheduling. 2. A series will be allocated a maximum of one year of play, after which reapplication will be required. Reapplication will be considered in the light of other scheduling demands. 3. If a series producer regularly fails to have his or her program ready for scheduled cablecast, the time slot may be reassigned to other users.
C. BCTV reserves the right to reject any program that does not meet minimum technical standards. While locally produced videotapes are not expected to look like they were produced for a commercial television network, tapes which do not carry a stable signal over the cable system or which might damage BCTV equipment will not be cablecast. D. Scheduled programs may be preempted for time-sensitive programs. E. For any community producer wanting his or her tapes returned, a self addressed stamped envelope must be provided. F. All finished tapes should adhere to the standard format as follows: Begin with at least 10 seconds of black, 30 seconds of color bars and then 10 seconds of black or a standard BCTV countdown in which the last 2 seconds are of black before program begins. 2. End every program with at least 10 seconds of black. 3. Lack of video signal (i.e. "snow") should not appear anywhere in the program. Finished tapes must be labeled as follows on the cassette box spine and tape spine: a. The complete program title b. Total running time in hours - minutes - seconds c. Cue time (place on the tape where the program begins) d. Indication by date or number the sequence of the programs if more than one on a tape or more than one program in a series. e. Producer’s name 5. Give completed tapes to the access coordinator for cataloging and scheduling, by Wednesday 12 p.m. in order to be scheduled for the following week. 6. BCTV can only cablecast programs recorded in SP (standard play) not LP or EP. Program Content Rules Presentation of the following material on the community access channel is prohibited: 1. Any program that is commercial in nature. Any material which is intended to defraud the viewer. Any program that promotes or conducts a lottery, raffle, contest or game involving prizes awarded wholly or in part by lottery or chance. Any program that identifies, promotes or makes reference to any product, service, trademark or brand name. 5. Any material that is libelous or slanderous, or material that is an unlawful invasion of privacy. 6. Any material that violates state or federal law relating to obscenity. 7. BCTV requests that any program which contains violent material, adult language, nudity, or sexually explicit material carry a disclaimer at the beginning of the program to read: "This program contains material which may not be suitable for all viewers. Parental discretion advised". 8. BCTV requires that the producer/submitter of programs which contain excessively violent material, excessive adult language, nudity or sexually explicit material agree to have their programs cable cast after 11 p.m. B. Regarding political programming, BCTV encourages community producers to produce: 1. Political presentations which are informative in nature, showing who a candidate is and what he or she represents in terms of specific ideas, issues and policies. Candidates forums C. BCTV itself will not produce any partisan programming, but will assist community producers in providing non-partisan forums to the public. Because of BCTV scheduling requirements, any bicycled or locally produced political program must be handed in to BCTV staff 13 days before the election in order to be shown for the full week before the election, on the Monday before election day and on election day. Programs handed in after that can only be assured of being shown the Monday before election day and on election day. BCTV co-sponsored, co-produced forums must be planned at least one month before the election, and taped at least 15 days before the election in order to be shown for the full week prior to the election, on the Monday before election day and on election day. .
16. Program Promotion A. All community producers are encouraged to promote their own programs. B. Effective promotional techniques include short news releases written by the community producer and submitted to BCTV on disk or via email, which we can email with our cablecast schedule to area newspapers and radio stations and list on the BCTV bulletin board. C. For special promotion of time-sensitive programs or other major projects, please speak with the executive director.
GRIEVANCE PROCEDURE FOR VOLUNTEERS/COMMUNITY PRODUCERS Role of the Grievance Committee The role of the Grievance Committee is to review grievances based on current rules, policy and practice. Since one source of a grievance is a decision by management in an area where existing policy is not fully developed, the Grievance Committee may conclude that new policy needs to be established. It is not the role of the grievance committee to establish such new policy, but to recommend the need for it to the Personnel Committee of the BCTV Board. Meanwhile, the Grievance Committee will judge matters on the policy existing at the time of the incident, and on the intent of that policy. The Committee recognizes that current rules and policies can never deal with every possible situation. It is assumed that both management and community producers will operate day to day in a reasonable fashion, in accord with the spirit of those policies as envisioned by the Board when each policy was adopted. 2. Definition of the Grievance Committee The Grievance Committee will assemble on an ad hoc basis to deliberate on formal written complaints from BCTV volunteers, community producers or other residents of the towns of Brattleboro, Putney, Guillford and Vernon. Complaints must first be submitted to the Personnel Committee of the BCTV Board, which will review the issue and decide whether or not it should be pursued. If the complaint is to be pursued, a Grievance Committee will be formed to review the grievance. The Grievance Committee may make recommendations to the Personnel Committee. The Personnel Committee will report to the full Board. The decisions of the Board are final. Grievance Committee Membership This ad hoc committee will consist of 5 members. Two will be members of the Board, twowill be volunteers/community producers, and there will be one third party member agreed upon by the other Grievance Committee members. Procedure Prior to submitting a grievance, the claimant must have thoroughly pursued solving the problem with the management of BCTV. Grievances must initially be submitted in writing to the chairperson of the Personnel Committee. They may be submitted by any volunteer/community producer, or member of the Brattleboro, Putney, Guilford or Vernon communities. The Personnel Committee will then review the claim and decide whether to pursue it. If the grievance is not pursued, the Personnel Committee will send the claimant a written statement listing the specific reason(s) why it was not pursued. If the grievance is pursued, the Personnel Committee will form a Grievance Committee and submit the claim to that committee. The Grievance Committee will meet as needed to review the claim. The Committee will meet within 30 days of receiving notification of the claim. In order that accuracy and reliability of information is preserved, a grievance shall generally be filed within a reasonable period of time after the incident or problem occurs. Procedure for Electing Grievance Committee Members Every reasonable effort should be made by the Personnel Committee chair and the Personnel Committee members to appoint/elect persons who would not have any conflict of interest in serving on the Grievance Committee. Each involved party may submit 3 names to be considered as members of the Grievance Committee. Two BCTV Board members will be on a standing committee to participate on Grievance Committees and act on grievance procedures. All grievances will be settled within 30 days of the formation of the Grievance Committee, or less if possible. Grievance Process Send a brief written description of the incident or events leading to the filing of the grievance to the chairperson of the Personnel Committee. Give the Personnel Committee chair 3 names of persons you would like to have on the Grievance Committee if the complaint is pursued. If the grievance is to be pursued, the Personnel Committee will form a Grievance Committee. The Grievance Committee will notify the Executive and asked for management’s written input. All witnesses or involved parties will also be asked to provide information, in writing, to the Grievance Committee. Whenever there is clear and sufficient information before them, the Committee will attempt to resolve the grievance. If this is not possible, the Committee will set a date for a full hearing and notify all parties 2 weeks ahead of time. If the claimant fails to attend the hearing, the Committee will assume that the grievance has been settled and will close the matter. If any involved party is unable to attend the hearing, their initial written statement to the Personnel Committee may be used in the Grievance Committee’s deliberations. The hearing will be completed in one session. Following the hearing, the Committee members will deliberate, reach their decision and prepare written documentation describing the outcome. This documentation will be sent to all involved parties. The entire process should take no more that 30 days. Grievance Hearing Format Grievance hearings will be closed and confidential. The hearing will be structured as follows: All parties make their statements – strictly limited to fifteen minutes The Committee members ask questions of all parties All partied may make closing statements, limited to five minutes. After the closing statements, the hearing is over. The Committee members may continue in closed session to deliberate, or may deliberate at a future time. A written finding will be mailed to all involved parties and to the Board. These confidential findings will not go to anyone else. If the claimant is not satisfied with the finding of the Grievance Committee, he or she can make an appeal to the full Board of Directors. Board Hearing of a Grievance The full Board may call an unwarned executive session to hear the grievance appeal. The same process as in the Grievance Committee hearing will be repeated. The decision of the Board is final and will be sent in writing to the claimant and all involved parties.
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