Board

August 26 Board Meeting Minutes

Meeting Date: Wed Aug 26 2009

Kootenay Co-op Radio
Minutes of the Board Meeting
Date: August 26, 2009
Started: 6:40 pm - adjourned at 10:10pm.
Board Members present: Alon Gelcer, Dustin Cantwell (chair), Gord Andrews, & Bob Olsen (time keeper).
Staff: (Minutes) Leah Wilson, Deb Burnett
Regrets: Nancy Likness, Teressa Hodsall, Heather Dahlgrin, Lise Godin.

Agenda
1)Approval of Minutes from last meeting, and Agenda for this meeting.
2)Committee Goal Status, & Staff Reports
3)Actions from April May & June meetings.
4)Finance Report (Gord & Leah)
5)AGM planning Report (Alon & Dustin)
6)Discuss reply to member request for committee group email inclusion.
7)Terms of Reference (Alon)
8)New Business
9)Set next Board Meeting.

1) Last Board Meeting Minutes approved after accepting amendments requested by Alon. Amended components are in bold under item 12) Staff reports in the minutes from July 29.

Agenda for this meeting approved.

2) Committee Reports:

Policy Committee - Gord: Question for Terry, is the forum backed up off site?
Policy Committee has tasked Gord to post on the web site forum all the policy and procedure titles for members of the committee to select for the review process.

Building Committee - Dustin:Wheel chair ramp is in process, almost complete, the City of Nelson has given Kootenay Cooperative Radio permission to pour the concrete ramp from street level.

Building Committee goal is to make the front of the building sign new and presentable. Due to be complete before the Fall Membership Drive.

Community Connections: Deb: redesigned the latest logo, framing the words Kootenay Cooperative Radio into the traditionally used radio waves of past KCR logos. This can be redesigned over time, the sound waves will stick as part of the societies branding. Logo is now used in letter head, web site, posters,& programme schedule.
Community Connections -Bob: reports new season programme schedule will have a new design, where it will be a tri-fold brochure style that will be easier to display in public places for distribution.

Staff reports: Administrative Manager, Programming Manager reports circulated via email. (Terry is on holiday at this time - Operations Manager report pending).

Sponsorship Coordinator:
Deb: $8500 generated in sponsorship this month. Successful renewing of program sponsorship continues & has been strongly supported.
Potential bad dept payments came in, with new potential business developing.
Sponsorship Rates are staying the same.

(New Volunteer Activity) Dave Lubbers who hosts the programme Education Now has offered to assist in cold calls to new businesses, in effort to assist sponsorship sales. He will be assisting in the office from Debs Desk on Wednesdays when his time allows.

* This created discussion: (Comment from Gord Andrews related to sponsorship: Would Kootenay Cooperative Radio take on Wallmart as a sponsor or a donor for funds. If our community support is unable to meet the needs of the station, would we ask Wallmart. Does the commission have a position on this?)

The Board agrees that this should be a board meeting agenda item, potentially an Annual General Meeting agenda item to get the direct input from the membership on the issue of corporate sponsorship and corporate funding.

Question: Gord - Fundraising options from corporations, lottery foundations, & institutions: Would the membership support this funding and to what extent?

3) Action Reports:

The Following Actions are tabled: from April, May, and June.
a) Personnel - policy development with Policy Committee on (Wellness Fund, Banked Time, Performance Reviews, ect.)
b) Teressa - Post Music Director Job Description (Volunteer Position), also to create Staff Job Description.
d) Nancy - Re-designing of letter to the Basin Business Advocates programme to reflect the purpose: personnel (H/R) and Financial/Sponsorship revenue evaluation.
k) Teressa- to check on the Action placed with Bill Metcalfe who is to discuss with Board Chairs regarding a correspondence response to the letters of complaint addressed to the board regarding the "Climate Change content in the program Secrets Behind It All".

The following Actions are now moved to be an Agenda Item for further Board Discussion: Member Request for inclusion in committee group emails.
e), f), & h), addressing the request from one member who wishes to be included in group committee emails - letter to be drafted in response to the member and the letter to be circulated to Board Members for approval, and then sent to the member as a response from the Board.

Actions that can be reported on at this time:
c) Leah to secure line of credit with the Nelson District Credit Union:
Finance Committee recomendation:Gord & Leah. - application for line of credit from Nelson District Credit Union: the analysis indicates that the short term loan from the Nelson District Credit Union is not the best decision, it is recommended to seek more sustainability and security from the community & membership.

* Board approves the finance committee recommendation to not pursue the Nelson District Credit Union short term loan.
This Action is now stricken from the minutes.

g) Deb to Create a sponsorship on air spot saying "Donations are welcome at CJLY....(To be recorded by Friday August 28).

j) Leah to email out Music Library Director (Volunteer) Job Description.
Amended: Leah to follow up with Zoe to track when it was emailed to Teressa. (to be done by next board meeting).

4) Finance Committee Report: Gord: minutes and agendas are posted on the web forum for effective meeting management.

Leah: Budget process complete - End of Year Financial statements have started to be compiled, double checking work on the chart of accounts against last years review of engagement and quickbooks reports. First appointment w/ Berg Navqui Lehman is on September 7.

Leah: (Admin notes): Distributed end of year financial (quickbooks) report .
Enquiries are invited: (questions are an important part to the preparation for the financial reporting process).

Gord: Investigation into saving the funds allocated to notice to reader, through the cooperative rules, our organization application for Charitable Status inhibits KCR from future waving of formal financial reporting with accountants.

Alon: formal request for the finance committee to create a detailed financial statement of our situation to be circulated through email to inform the members.

New Action: Gord to draft a letter to the members for newsletter Radio Waves.
Discussion took place on Charitable Status: Leah Reports that the process for our application for Charitable Status is now in its final stage, we should hear back before the AGM.

*Comment from Dustin: Charitable Status needs further investigation as to how it will impact the KCR as an organization. Restrictions apply to those who have Charitable Status for being a member of an organization like the NCRA who lobby against the government.

Leah: Radio Camp income was lower than last year. More creative ways will need to be in place to attract students for future camps.

Leah: Kayak raffle sales lower than last year (suspected due to economic downturn).

Fund-raising Report: Meeting on August 5 was well attended, the budget needs for fund raising were responded to by a good list of events, many still need leaders to take them into reality. Minutes are available on the web site forum.

Gord: Fun Run Event to take place on September 28 - where up to 8 Dj's play music along the track for half hour.

Succession for the Fundraising Committee necessary: Gord will be stepping down and will no longer be able to chair the meetings.

Encouraging Bill to continue securing further Ground Wire production for infusing the station with funds. ($300 for each production).

*5) Annual General Meeting report: Dustin
AGM special adhock committee meeting minutes attached.

Alon: Discussion took place around having a social event with a keg of beer, after the annual general event, calling it a Member Appreciation Party. Change of date for the AGM would accommodate those who wish to party after the business is complete, Fridays are better for a party, and it would give a few days between the AGM and the fund-raiser on October 29.

Change of date for the Annual General Meeting for Friday October 23 09. 6:30pm.
Board all in agreement.

New Action: Dustin to send a notice to board members the change of date to October 23 at 6:30pm, promptly followed by a Member Appreciation party.

Passing the hat to help us pay for the rental of the Scout Hall, for the budget process does not allow for AGM Hall rental.

6) Member Request for email inclusion: Time spent (65 minutes).
Gord: asking for reasons for not allowing one member who is not a committee member, inclusion on the group committee emails, (for clarity on the issue).

Positive impact: having member inclusion on committee group emails is that the watchful attention that members who have interest may be able to identify details that would committee members may not be aware of.

Negative impact of having a member included on a committee group email -(who is not a committee member, who chooses not to attend committee meetings, and who is unwilling to find agendas and minutes posted on the society web site forum) and who wishes to be a "watchdog" would be:

a) members who are not committee members weighing in through group emails could be potentially be perceived as disruptive when offering criticism. (Creating poor moral among the dedicated committee members).

b)opening up committee group emails to members restricts the amount of freedom of thought and security in expressing ideas between meetings, for fear of being criticized. (Restricting freedom of communication).

Gord: creating an "members@kootenaycoopradio.com" may solve the issue - for the distribution of agendas and approved minutes to members listed in this group. The difference between email and forum - email is: information push - forum is: information pull. The Co-op mandate is to educate, and to supply an environment of equality.

Dustin: all people (members) regardless of involvement in the organization or social representation - are equal, and are encouraged to utilize the web site forum as a place to receive all information about the organization. To offer one person (member), more than what is offered to another gives the impression that one person is more special than another.

Alon: This decision will set a president for the future board of directors and committee members.

Bob: the Forum is the place to find the information that is equal to all.

Board Decision: The vote has been apposed to create the group email "members@kootenaycoopradio.com" where members who request to be sent agendas and approved minutes can receive such.

Board Decision: (As a board consensus on this request has not been able to be met.) At this time there will be no inclusions of members who are not committees members, on committee group emails. Members are encouraged to gather the committee agenda and approved minutes from the web forum. For members who wish to be included in committee group emails are asked to request the next board of directors after the Annual General Meeting in October 2009.

Due to the time consumed surround member inclusion in group emails, the following items have been tabled.

1)New Business: Member request for Special General Meeting - a forum on success.
2)Board Succession
3)Terms of Reference.

Meeting Adjourned 10:10pm.

Next Board Meeting: September 23 @6PM