Board

9) October 1 2008

Meeting Date: Wed Oct 01 2008

Kootenay Co-op Radio
Minutes of the Board Meeting
October 1, 2008

Board Members present: Andrew Creighton (chair), Teressa Hodsall, Fred Rosenberg, Gord Andrews, Alon Gelcer, Bob Olsen, Judy Wapp, Della McLeod

Not present: Heather Dahlgrin, Ceilidh Sutherland

Staff: Bill Metcalfe (minutes)

1.Agenda and Minutes
Minutes of the September 3, 2008 meeting were approved, the agenda for this meeting is amended to include discussion of membership drive coordinator and the hall of fame.

2.Time Keeper: Bob Olsen

3.Review of Actions from previous meetings
Note: The many actions listed on the Oct 1, 2008 agenda which were reported at the Oct 1 meeting as "done" are not included in the list below.

Action a): Leah to investigate status of New Tech Committee from past board minutes.
Results: Ongoing

Action b): Leah to confirm with and start working with Catherine in identifying issues related to tariffs and rights regulations.
Results: Not Done

Action c): Andrew to circulate Committee Structure and Function Committee document for development.
Results: Pending review by tech committee, ongoing

Action d): To take the role of staff on committees into job descriptions, then to make reference to job descriptions in the Committee Structure and Function document.
Results: Ongoing.

Action e): Alon & Andrew to workshop the document together for familiarity and clarity. Once complete to send to Board Representatives.
Results: Pending.

Action f): Board Representatives to cross over committees, requesting Committee Agenda's to ask for input on document - on wording and spirit of document, to search out any suggestions from committee members.
Results: Pending

Action g): Lock Down Procedures & Access Policy to be discussed with staff, policy committee, and board. Communications with all committee members, programmers, station volunteers, and members who access station resources: the importance of station security.
Results: Leah and Zoe will write a procedure document.

Action h): Leah to search out volunteers for Finance Committee & Community Connection Committee.
Results: Ongoing

Action i): Leah to create Organizational Calendar where goals, spending time lines, grant applications, and needs of the station will be made available for reference on web site and in station as a hard copy.
Results: Ongoing

Action j): : After the next Community Connections Committee meeting, Alon will email final branding concept to Board and Staff.
Results: Ongoing

Action k): Andrew and Leah to meet regarding Goal Status reports, to compile a report outlining the status of items on goal lists per committee.
Results: Ongoing

Action l): Bob to take suggested amendments of Copyright Policy from the Board of Directors to the Policy Committee meeting on September 23 08, for final draft development - ensuring that an owner, date and version are entered into the footer of final draft before being presented to the Board Meeting of October 1st 2008 for approval.
Results: Not done.

Action m): AGM Planning
Andrew to develop agenda-- ongoing
Deb to arrange food-- ongoing
Identify who will do coffee, banner, decorations, and wish fairy-- not done.

4. Goal Status Reports

Finance: Getting Review Engagement done, changed accountants.
Income in past month was 105% of budget and expenses were 78%.

Fundraising: We made $4045 net on kayak, and $2221 on radio camp. Action: The wheelchair fund will go through the Fundraising Procedure.

Building Committee: Hardyboard panel painted, blinds will be repaired, lights on the stairs were replaced, hope to finish front ramp in fall, patching around outside windows started, winter boot cupboard in works, thinking about signage, thinking about finishing basement floor in spring.

Community Connections: Will send out email soon to volunteers for feedback on branding and our main identity.

Technical: New Denver is up, open source computer in the works, the facilitated meeting went well (see item 6 below).

Programming: Bill is actively giving feedback and advice to new programmers (those who started since April) and the matter of reviews of older programmers has been reframed to be called Mutual Feedback, meaning that the process includes feedback from the programmer to the station on how we are doing from the programmers' point of view. The committee is working on a review template that the programmers on the committee will use to review each other, as part of the development of the process.

6. Technical Committee Workshop
The workshop went well but there were only 3 non-staff committee members there. There will be some follow-up work regarding roles of committee members and staff.

7. Membership Drive
The board agreed to hire Ceilidh Sutherland as the Membership Drive Coordinator

8. NBN Update
Bill Reported that Nelson Before Nine is going fine, with enough hosts.

9. AGM Planning
Action: Reports from various committees must be given O Bob Olsen by October 10.
Action: Teressa will get the four previous Hall of Famers together to help decide on this year's winner. Andrew will confer with Catherine Fisher about process.
Action: Leah will put board recruitment and Hall of fame on the Organization Calendar when it is developed.
Action: The board will have a social get-together at 615 Silica (Judy's) on October 23 at 7:00.

10. Recognition
There was discussion of the feasibility of creating plaques for lifetime members and for hall of famers.
Action: Fred will look into cost.

Meeting adjourned.