Board

Board Meeting Minutes

Meeting Date: Wed Jan 14 2009

Kootenay Co-op Radio

Minutes of the Board Meeting

Date: January 14, 2009

Started:7:08 pm – adjourned at 9:40 pm.

Board Members present: Alon Gelcer (Co-Chair), Teressa Hodsall (Chair), Gord Andrews, Lise Godin, Bob Olsen, Heather Dahlgrin, Dustin Cantwell, Nancy Likness, Ceilidh Sutherland.

Staff: Leah Wilson (minutes) & Terry Brennan (time keeper)

 

AGENDA

 

1. Check in (5 minutes)

 

2. Timekeeper

 

3. Review and approval of agenda and last minutes (5 minutes)

 

4. Goal status report by committee chairs (15 minutes) (Teressa/Alon)

(Remember to fill in and e-mail to Leah)

Who	Which
Gord	Finance
Ceilidh	Fundraising
Dustin	Building
Alon	Community Connections
Bob (or Terry)	Technical
Terry	Programming
Gord	New Tech

 

5. Review actions from Dec 10th meeting (15 minutes) (Alon/Teressa)

 

ACTION: Leah Staff meeting agenda's, dates, and minutes will be shared with the personnel committee – so that a personnel committee member can attend.

ACTION: Zoe will assist in writing a Music Library Director job description.

ACTION: Terry will remove the Board Section on the Forum

ACTION: All board members will read the proposed Copyright Policy documents, and to send any questions to the policy committee for clarification before the next policy committee meeting on January 12, 2009. To participate on the policy forum (found under administration heading). Members of the board were invited to join the next policy meeting if they so wished.

ACTION: The personnel committee will meet with Gord from Finance at their next meeting on December 16 to discuss the disbursement of money for the Wellness Fund. The personnel committee in conjunction with Finance have been asked to make recommendations to the policy committee (regarding how funds will be disbursed). Even though there is no policy mapped out yet, the board is determined to disburse partial funds before the next board meeting. All approved.

ACTION: Leah will obtain from the SVTV Society proof of their licence for 101.5 fm, and a letter of agreement that needs to be reached between KCR and the SVTV Soc, before we can announce the signal on air & to our membership.

 

6. CIEL Speaker Series Proposal (10-15 min) (Anna)

 

7. Copyright Policy revisited. (10-15 min - ) a round? (at the last meeting the people present were in favour of passing the policy but there weren't enough people there to make the decision)

 

8. Passing of the Station Name Position Paper (10 min – Alon)

 

9. Finance Report including Review of Engagement report (10 min – Leah & Gord)

 

10. Comments on Claus' Letters (5-10 min – Alon)

 

11. Spring Retreat Planning – Date & Initial Thoughts, poss strike ad hoc committee. (15 min - Teressa)

Agenda proposed by Alon Gelcer / Teressa Hodsall

 

Meeting Commenced 7:08pm Meeting Location: downstairs at the station.

 

1. Check in & welcome:

2. Agenda and Minutes:

Minutes from last meeting approved after the attachment regarding the year engagement report over budget was removed.

Agenda modification: #6 CEIL Proposal has been differed to the Programming Manager & Operations Manager- and will not be addressed on this agenda.

3) Time Keeper: Terry Brennan

4. Goal Status Reports:

Board Goals: group discussion. All agree on the following.

• Information items (emails to be sent before meetings well in advance)

• Decision items (tasks for the members to focus on before the meeting)

• Inclusion of Administrative Manager in a board related email address.

• That goal reports are emailed every month but are reported once every quarter.

• To include Policy and Personnel in the goal reports.

• All board members are encouraged to comment and ask questions through email to the head of each committee. *To include on the goal status reports the contact email for each committee.

 

Financial report: Gord

• *Finance Committee goals are attached to these board minutes.

Proposed budget development process is posted on the forum under the heading- Administration - Finance:

“Budget Preparation Procedures” Notes: The board is an important part of the budget process. Presenting preparation information to all the committees is also important, in enough time for a well designed budget to be thoughtfully representational of all station matters in regards to financial requests for spending.

 

(Terry says): building committee and tech committee are starting the budget process next month – asking for finance rep to attend next months meeting for training.)

Fund-Raising report: Ceilidh

• Grant writing for wheel chair ramp – deadline March.

• Events: music expo before Spring Membership. Celebrating our first 28 days of broadcasting – with events taking place starting Feb. 2009

• Hand Crank Radio’s: for fund-raising sales.

• Scan Cards @ Kootenay Cooperative Food Store.

• Kayak Raffle application – summer 2009.

• Speakers Corner – working on designing a booth for membership drive.

 

Building Report report: Dustin

 

• Signage pending CCC branding completion.

• Wheel Chair ramp ongoing – set for Fall.

• Fung Shui Modifications almost complete.

 

Community Connection Committee report: Alon

 

• Branding: ongoing does not have a completion date, the next meeting (next Wednesday) a completion date.

• Re- establishing promotional business discounts: in the past there have been some issues related – such as cumbersome when discount information per each business changed – the list was long of different types of discounts – the new discounts will have a solid presence in the place of business identifying.

• *A full CC Committee goal report is attached to these meeting minutes

Tech Committee report: Terry

 

• Tech Schematics and Flow: meaning that symbols and diagrams are present and a resource in station. *how the signal flows between towers, contact information, how to get to towers.

(Gord suggests that this document should be protected if phone numbers are present.)

 

ACTION: (Terry to add more details to goal report on this item)

 

• Committee defining various roles within the station, along with terms of reference.

Note: Tech goals status report to be amended for more clarity with details.

*full Tech Committee goal report attached to these meeting minutes.

 

Programming Committee report: Heather

 

• Trouble shooting and practising reviewing programming and giving feedback as mentors.

• There is work being done to balance out genres of programming.

• There are three new imported shows in the schedule. Democracy Now is first heard at 5:30am – changes in time due to content.

*Programming requires a reporting person to the board– Leah or Heather to report on behalf of Bill when needed.

 

Personnel Committee report, Teressa

 

• Personnel member sitting at staff meetings: Scott Gain with Lise Godin as a second. Purpose is to connect personnel committee with the staff, to facilitate the needs of the staff and to make the personnel committee more aware of staff activity.

 

• Wellness Fund: the first instalment has been paid out, with work being done on an administrative plan – including how to build the funds and how to distribute them. Working with Finance Committee, Staff, and the Policy Committee.

 

• Personnel Committee Minutes: all members of the committee agree in consensus that the Personnel committee minutes are to personal to be posted on the web site forum, the agenda will be posted on the forum, the minutes will be document and filed, but not placed on forum.'

 

• Staff job descriptions: are being surveyed to determine if the job descriptions are accurate with hours expected to be appropriate.

 

Action: Lise to compose a disclaimer for the minutes portion of the Web site: “Due to the confidential nature of the contents of Personnel Committee minutes ……”

*Board members and Personnel Committee members are being asked by the Personnel Committee to recruit one person each as a volunteer receptionist.

Action: board members are to recruit on person each that would commit 4 hours for KCR Volunteer reception tasks.

 

*Attached to these board minutes is a full report of staff recommendations for station improvements - taken during staff performance reviews.

 

Policy Committee: Bob

On the pipe-line for Policy Development: Access Policy, Syndication, Conflict Resolution, Code of Conduct, policy on Employee Evaluations- Confidentiality, Hiring policies, & Terms of Reference for the Policy Committee.

 

New Tech ad-hoc Committee: Gord

 

The Board has agreed in consensus that the Tech committee and the New Tech ad hoc committee are to be further defined for clarity of function:

Tech Committee is the hardware (hardware) and New Tech is (software). This is a proposal to be sent to the committees for approval.

 

5) Review actions from Dec 10th meeting (15 minutes) Alon & Teressa.

ACTION: Leah - Staff meeting agenda's, dates, and minutes will be shared with the personnel committee – so that a personnel committee member can attend. ACTION COMPLETED: Note* Scott Gain will now attend staff meetings as a representative from the Personnel Committee.

ACTION: Zoe will assist in writing a Music Library Director job description. Still in process, completion of action pending.

ACTION: Terry will remove the Board Section on the Forum. Completed.

ACTION: All board members will read the proposed Copyright Policy documents, and to send any questions to the policy committee for clarification before the next policy committee meeting on January 12, 2009. To participate on the policy forum (found under administration heading). Members of the board were invited to join the next policy meeting if they so wished. Completed.

ACTION: The personnel committee will meet with Gord from Finance at their next meeting on December 16 to discuss the disbursement of money for the Wellness Fund. The personnel committee in conjunction with Finance have been asked to make recommendations to the policy committee (regarding how funds will be disbursed). Even though there is no policy mapped out yet, the board is determined to disburse partial funds before the next board meeting. All approved.

Gord representing the Finance Committee has met with the Personnel committee where an agreement was reached to make payments to staff that represent half of the budgeted amount for wellness funds. These cheques have been issued.

Action remaining: creation of policy and procedures on Wellness Funds disbursement. The Finance Committee and Personnel Committee to request the Policy Committee to create this policy and procedure document.

ACTION: Leah will obtain from the SVTV Society proof of their licence for 101.5 fm, and a letter of agreement that needs to be reached between KCR and the SVTV Soc, before we can announce the signal on air & to our membership.

Leah: Requested from the SVTV Society - to provide a letter of agreement (outlining the expectation from the SVTV Society of KCR regarding acknowledgement and financial reimbursements as well as stating clearly the intent of the SVTV Society to rebroadcast for a secure length of time ) along with proof of licence to broadcast 101.7fm was sent to Micky (president of the SVTV Society * pending response. (no response to this request at this time).

Some History: In the last email from Micky dated December 8^th 2009, he states that the SVTV Society has a licence to operate 101.5, and that the SVTV Society Board does not feel that a formal agreement between KCR and the SVTV Society regarding the re-broadcasting of CJLY is desirable or needed.

 

6. Policy Committee: Policy on Copyright proposed for approval. Presented by Bob.

 

This is the first document of a series of many handling Copyright issues related to KCR. The Copyright policy addresses incoming and outgoing material.

 

The Board approves the Copyright Policy with one abstention by Alon (per his communication with Jim who wrote the 6 point letter attached to this policy – Jim had expressed concerns as to how this policy on copyright would effect the whole of the station in the long run). KCR Policy on Copyright shows that KCR has the intention to comply with Canadian Copyright Laws.

 

7) Station Name Position Paper: Alon.

Action: Staff comments to be included in email sent out to the Board.

 

Action: Station Name Position paper to be passed as approved via email.

 

Action: Alon will prepare and release the final position paper by the end of the week.

Once the Station Name Position Paper is passed- it is to be placed as a separate Forum thread, a news item “from the board” on the web site, along with mention on the radio w/ KCR Stories. With the time line for all members feedback to be sent in (email, mail, web forum) by the end date of Feb. 28 2009.

 

Ad-hoc “naming committee”: Alon, Teressa, Nancy will moderate station name forum.

 

8) Finance Committee report on the Review of Engagement: Gord

 

In efforts to make financial (profit & loss - at a glance) reports more transparent and clear in the monthly reporting process, Review of Engagement will be presented on the Profit & Loss reports as its own line item. The Finance Committee is reviewing the potential of other line items that would be best made as individual lines in reporting process.

 

Leah: Request of the board to approve the over spending related to the Review of Engagement cost in the 2008-2009 budget. All in agreement.

 

*Attached to these minutes:

2007-2008 End of Year Financial Report

RE: Cost of Report over KCR 2008 Budget

 

Leah: The moneys required to pay over budget item is being sought through additional fund-raising plans for the next 6 months.

(special events and further efforts to increase membership sales).

 

Finance Committee Question for the Board: Gord

Would KCR support obtaining funding from the BC Lottery Foundation?

Gord: Oxygen Centre 15,000.00 a year from the BC Lottery Foundation. Question to the board – do we go for Lottery Funding.

 

Action: Board Chairs:

(To place this question on the next meeting agenda).

 

Action: Finance Committee will be re-designing the way that projects are defined in financial reports for clarity, and in preparation for the year end.

 

NEW BUSINESS relevant to the Finance Committee – request for a new Treasurer: Gord.

Hal Mitchel has stepped down from the Board and from being the KCR Treasurer, a new treasurer from the board level is required.

New Treasurer- Lise Godin. All agreed in consensus.

 

NEW BUSINESS relevant to the Board:

Board Secretary: Lise Godin stepping down so as to become the Tresurer, Nancy Likness is now the new Board Secretary. All agreed in consensus.

 

ACTION: Leah to fill out the paperwork regarding the Board of Directors list of registered directors amended to include the new Treasurer and new Secretary representatives.

 

9) Claus Letters: letters sent were placed directly into the station mail tubes for Teressa and Alon. Presented by Alon.

 

(Letter dated Oct 29.08: naming of the station suggestion KC Radio)

(Letter dated Nov.18 08: effective PR / marketing. Bill as programming manager will address directly)

(Letter dated Nov 02.08: regarding the Annual General Meeting)

 

Action: Nancy to respond to Claus regarding all of his letters and the actions taken from this board meeting in response.

Draft of the response letter to be circulated to the board for final viewing before being sent to Clause: time line (Monday January 19 - 2009)

10) Spring Retreat Planning: Teressa

 

Ad-hoc Spring Retreat Committee: Bob, Alon, Dustin, & Teressa.

 

Selection of Stakeholders to be invited to the first session (April 15): Interested parties that present to the board direction and possible strategies for future development of the station.

 

Group discussion- all agreed: That there will be 2 parts to the Spring Retreat

(1^st is April 15 afternoon session for stakeholders presentations)

(2^nd part: Overnight Session for Board and Staff 18-19 of April).

 

Action: Dustin to investigate location for retreat weekend (April 18-19)

– Little Slocan Lodge was suggested.

 

Action: Lise to ask Richard Metzner to use his back yard if the weather is fare for the first day of the retreat (April 15) – the other suggestion was to have this first session for stakeholders presentation to take place at the station downstairs.

 

11) Next KCR Board Meeting Date: Feb 11 2009- 7:00pm.

 

12) Meeting adjourned: 9:40pm

 

Meeting Minutes taken By Leah Wilson.

 

From the Personnel Committee – submitted by Teressa Hodsall
Here are the recommendations that staff made for the station from
	their performance reviews.
	Suggestions for improvement at the station:

Building Committee- to review the building in terms of liability, IE icy front walk, safety of the back balcony, etc... Possibly create a building log/check list of things to do everyday/week/month.

Community Connections Committee -Securing a volunteer coordinator, during time sensitive periods, IE membership drives, summer fund raising

Finance/Personnel-Securing an accountant volunteer to assist finance
committee with mini audits.

Staff/Personnel-Documented staff position manuals.

Programming-Development of a mentoring procedure document.

Policy-Developing code of conduct policy and procedures, have a brainstorm meetings with interested volunteers FIRST, then develop a code of conduct for all
volunteers.

CCC/Staff-Outreach, board representation to other organizations (IE
Rotary, I.O.D.E., etc).  Solicit public announcements, show proposals,
give schedules, look for funding for radio camp for seniors.  Act as
ambassadors for KCR to various groups.

Fund-raising/Admin-Grant for back up power for Towers and Station.

Building-Downstairs office for Administrative Manager.