Board

6) July 03 2008

Meeting Date: Thu Jul 03 2008

Kootenay Co-op Radio
Minutes of the Board Meeting
July 3rd, 2008

Board Members present: Andrew Creighton, Teressa Hodsall (Chair), Fred Rosenberg (time keeper), Gord Andrews, Ceilidh Sutherland, Judy Wapp, Heather Dahlgrin, Della McLeod, Bob Olsen,

Not present: Scott Gain, Alon Gelcer

Staff: Leah Wilson (minutes), Bill Metcalfe, Terry Brennan
NCRA presentation by Catherine Fisher.

1.Agenda and Minutes
The minutes from May 6th 2008 meeting approved.
Item added to the agenda: Fund-raising Policy for review and approval -to be added pending time available. Agenda for July 3rd meeting approved.

2.Charitable Application Status:
Leah reports: from the recent application for a gaming licence where co-op rules specific to KCR as a community service cooperative were integral to the receiving our licence number - the KCR application for Charitable status now has clear definitions and supportive documents regarding our co-op rules and status.

Action: Leah to communicate with the BC Co-op association for feedback before sending application.

3.Budget Approval:
2008-2009 Budget reviewed, discretionary items discussed and selected for final budget. Budget approved with amendments of discretionary items, all in agreement.

Action: Leah to investigate with accountant how to make grant moneys show separately from operational budget outline in quickbooks.

Action: Leah to investigate the details as to our year end total of "net ordinary income" in quickbooks budget vrs. actual report for the fiscal year of 2007-08.

4.NCRA Report: (Catherine Fisher).
Returning from the NCRA annual meeting in Ottawa recommends that in the future KCR to send more than one person, for the number of workshops and presentations to attend are more than one person can participate in.
Next NCRA meeting is in Montreal.

Catherine is willing to sit in on Kootenay CO-op Radio committee meetings to offer insight gained from NCRA participation.

Report on hot topics at the recent NCRA meeting in Ottawa:
*CRTC is in the reviewing & internal restructuring stage.
*Regulations are under review: New Broadcasting media - podcasting are topics of distinct interest.
*Community Radio Policy - regarding copyright, turntabilsm and audio art, Cancon levels of regulations, & spectrum scarcity. (repeaters are mostly effected.)
*New & Emerging technologies: what is going to be in 10 years.
*Free trade & market issues: harmonizing with US regulations being potential and pending development.
*Station stability & support: campus & community stations are being treated with corporate status.
*CRTC: consideration of volunteer status
*Copyright & tarrif issues- NCRA invites participation from radio stations.
*There are to date aprox. 39 copyright collectives collecting.
*Community Radio Fund of Canada: contact Melissa Kaestner for funds available.

5.Goal Status Reports
Finance- Gord reports: Budget process with Board of Directors is new and many thanks to all who where involved for their time and efforts. Charles is doing a monthy mini-audit for the month of April 2008.

Fund-raising- Judy reports: Committee meets next week July 8th. Raffle has started with success.

Action: Judy to Communicate with the community connections committee to recruit support for raffle coordination: volunteer schedule, event schedule, transport of kayak to locations and back to station.

Building- Fred reports: New location of play box well received from programmers.
*Hardee panel installed last fall, Donovan is caulking seams, almost complete. David will organize the installing of remaining panels. Fred will organize painting.
*Window blind repairs: Richard will re-contact Andrew Caron to resolve.
*Emergency Lights for stairs: David is contacting Rick Offerman.
*Front Wheelchair ramp and Entry Tiling: David will organize levelling entry and building ramp. Richard & Freed will tile. Volunteers will have to use back door for entry to station during curing.
*Work station desk for downstairs: Richard will donate a metal desk.

Community Connections: nothing to report at this time.

Technical: New Denver frequency 107.5 is being tested, unable to announce on air until testing complete.

Programming: nothing to report at this time.

Personnel: Jose mediation follow-up has happened.
Scott Gain has stepped down from Board of Directors, remains as member on Personnel Committee.
Action: Leah to remove Scott Gain from board email list. To bring thank you card to next meeting for everyone to sign.

New Tech: nothing to report at this time.
Action: Leah to investigate status of New Tech Committee from past minutes.

6.Review of Actions
Leah: Change of phone number (talked with tech) advised that a change would be difficult to educate listeners with, and would be confusing.

Leah: Volunteer applications are being filled out and collected, four new volunteers recruited for fund-raising events.

Leah: grant research indicates that March April May are the months that most applications are due for grants, if we do not have charitable status by this time, it is recommended to partner with other groups that have status (ie: touchstones partnership for archival grant moneys).

Leah: Terry and Bill will share volunteer forms with fund-raising committee to recruit further volunteers into fund-raising.

Leah: asked technical committee for receipts for tracking acquisition of material goods for the purpose of tracking donations of value. Results: receipts will be collected, difficult for such items being of small value.

Action -Andrew: will email a document synthesizing the various documents on "committee structure and governance", to be sent to the Policy Committee as a working document for further development.

Bill: NBN hosts still needed, replacements were secured for Bradley & Taylor by Tamasine & Anna.

Action: Bill to continue seeking new hosts for NBN. The need for NBN hosts will be a priority for next programming committee meeting.

Terry suggestion: to give ease in recruiting NBN hosts, to instead program a "Live at Five" to then be repeated in the morning slot, instead of the other way around (NBN program at 7:30am-9:am repeated later at 5pm).

Bill: fund-raising policy draft was taken back to policy committee for final edit to include said word "volunteer".

7.Paid Programmer Policy & Deconstructing Dinner Contract.
2008-09 contract with Deconstructing Dinner does not include a cap for operational administration. Finance to create a new KCR account max 04 at the Nelson Credit Union for Deconstructing Dinner financial management with Jon Steinman as one of the signing officers so he may have direct access to statements.

Teressa Hodsall signed contract for Deconstructing Dinner 08-09 on behalf of Kootenay Co-op Radio.

These amendments to the contract for 2008-09 to be reviewed at the next contract renewal time. April 2009.

Action: Leah to create an organizational calendar to mark dates of contracts for renewal, grant application time lines, & governance related documents in need of review for board memory documentation.

8.Fund-raising Committee empowerment.
Fund-raising committee seeks support of Community Connections committee. Empowerment of committee encouraged & ongoing.

9.Committee Structure and Function. (Andrew).
Action: Andrew will circulate via email to board, Leah to send to Policy Committee for development purposes.

10.Code of Conduct Policy. (Bob)
Tabled until next meeting.

11.Copyright Policy. (Bob)
Tabled until next meeting, board requires more time to read information.

Action: Leah to assist in communications between policy committee and board of directors, bringing board members up to date regarding Copyright Policy in a timely manner before next board meeting.

Action: Leah to investigate information for a Regulatory Committee regarding CRTC tarrifs & rights.
* Catherine Fisher to be invited to be involved.

12.Strategic Planning Ideas. (Teressa)
Tabled until next meeting.

13.Fund-raising Policy. (Leah)
Changes made per last board meeting request to include "volunteer" ensuring that no unexpected invoice would arrive in the event of services supplied for fund raising activity. The policy now mentions more than just volunteers so as to not exclude anyone.

The Introduction to the Fund raising Policy now reads:

"This Policy describes the regulation of individuals and groups (including volunteers, staff & paid programmers) who intend to raise funds, solicit cash or in-kind donations, or in some way generate revenue for KCR."

Further notes: under Fund-raising Procedures -
Guidelines for assessing applications the following points are underlined.

*the budget presented with the application demonstrates a grasp of sound financial management.
* whether the project is consistent with KCR's mandate and values.
* clarifications of the fund-raisers intentions regarding renumeration.

Fund-Raising Policy and Procedure was approved by all.

 

Meeting adjourned at 8:20 pm July 3rd, 2008

Next meetings: Thursday July 24 2008, at 6pm.