Board

4) April 15 2008

Meeting Date: Tue Apr 15 2008

Kootenay Co-op Radio
Minutes of the Board Meeting
April 15, 2008

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

Not present: Heather Dahlgrin

Staff: Bill Metcalfe (minutes), Leah Wilson
Member: Charles Jeanes

1.Agenda and Minutes
Minutes of the March 24 meeting were approved, the agenda for this meeting (April 15-08) is approved.

2.Leah Wilson
New Administrative Manager Leah Wilson was introduced and welcomed.

3.Goal Status Reports

Fundraising Committee reported that they are working on getting a donation swipe card at the Kootenay Coop and Save-on. And they are considering applying to the Christopher Reeve Foundation for a grant to build a wheelchair ramp for basement entry. They are planning to hold another kayak raffle in the summer.

The Building Committee is planning improvements to the front and back entrance including installing HardiBoard on east and west walls before September, as well as a sign for the front. David is working on sprucing up the main floor. They are going to remove some of the maple saplings outside the front. Install

Community Connections wants to get the schedule out more and is thinking about branding issues (are we CJLY or KCR or Co-op Radio, and do we need to improve the logo? )

Action: Andrew will do a SWOT (strengths, weaknesses, opportunities, threats) session before the next board meeting.

The Community Connections Committee intends to look into re-establishing the business discounts for KCR members, getting more local music into the music library, looking at whether the music database is user-friendly enough, developing an enhanced system of show promos, and developing a newsletter for programmers.

The Tech Committee

The process of getting the signal to New Denver is half complete, and the target date is the membership drive in late May. Costs of software purchases are being sent to the Finance Committee. Stereo will be implemented. Studio C and downstairs performance space are targeted for September 2008.

4. Actions from March 11 and 24 meetings

Only those which were not done and still need to be dealt with are listed here as renewed actions:

Action: Andrew will bring to the June meeting a document synthesizing the various documents on committee structure and governance.

Action: Bill will follow up on the need to find more NBN hosts for the upcoming season.

Action: Bob will photocopy the Policy Manual so it can be put out in the public area.

Action: The travel expenses issue is tabled to a future meeting.

5.Internal Audit Report

Gord presented the internal audit report, attached to these minutes. The report was accepted by the board and it was informally agreed that the recommendations in it should be either investigated or followed.

6.Finance Report

Bill and Gord reported that there is a cash flow crunch that is expected to be short-term, and they reported that in terms of income and expenses for the year so far we are only about $600 in the black. They reported that the problem is not that we are overspending: all expense line items are within the year-to-date budget. The problem is that we are under-earning, and noted that the two categories that are underperforming are sponsorships and fundraising.

There was some discussion about how much of the annual budget is non- discretionary (ie things that have to paid eg mortgage, wages, utilities etc.) and how much is open to 'wish-lists" about how to spend it. Bill said that a small percentage of the budget this year is open to discretion but that next year the board could increase that amount by deciding to fundraise more.

Bill explained the process of formulating a new budget, which has to be ready for final approval at the board by the June meeting. Gord told the committees that the Finance Committee will need their "wish lists" very soon, which raised concerns about the need for strategic planning before budgeting, and this segued nicely into the next agenda item.


7.Spring Board Retreat

The retreat will be on Saturday the 31st of May. That will hopefully give us time to set some priorities before setting a budget for the next year.

Action: Teressa will talk to Richard about using his yard for the retreat.

8.Policy Committee

The group discussed the problem of there being no board member on the Policy Committee. Bob Olsen agreed to be on it, and the board agreed that Zoe Creighton could continue chairing the meetings.

9.Fundraising Policy

The discussion of the draft Fundraising Policy was tabled until the next meeting.

10.Next Meeting

The next board meeting will be on Tuesday May 6, at 6 pm.