Board

7) July 24 2008

Meeting Date: Thu Jul 24 2008

Kootenay Co-op Radio
Minutes of the Board Meeting
July 24, 2008 6:10 pm start.

Board Members present: Andrew Creighton(chair), Fred Rosenberg,Alon Gelcer, Ceilidh Sutherland, Della McLeod, Heather Dahlgrin, Gord Andrews.
Staff: Leah Wilson (minutes)
Member/Guest speaker: Anna Planedin

Not present: Bob Olsen, Teressa Hodsall, Judy Wapp

1.Agenda and Minutes
The minutes of the July 3rd meeting were approved, and the Agenda for this meeting (July 24) was approved after including a short report re:
Youth Radio Camp(Anna Planedin). Time Keeper: Fred Rosenberg.

2.Youth Radio Camp Report: Anna Planedin
An exciting community radio project, where youth campers will experience first hand the skills relevant to creating on-air programming. Campers will learn new broadcasting skills, from audio editing, mixing music, mic techniques, technical aspects, interviewing process and then producing a show live on air at the end of the week (Friday "debuts and encores").

The three weeks in August where campers are signed up in age categories are:
August 4th until 8th for youth aged 15-18.
August 11th until 15th for youth aged 12-14.
August 18th until 22nd for youth aged 8-11.
Cost per Campers: $250.00 for non-members. $200.00 for members of Kootenay Co-op Radio. With one bursary available for each week.

This project was made possible by a Services Canada grant where the majority of the project coordinator's wage is covered: $8 of the $11./hr.
Current enrolment in the youth radio camp, each camp week can hold 8 youth, with enrolment looking to fill up in the next week.

Studio C in the basement has been completed in set up for campers to use as a learning space. Staff, programmers, and technical support from the station have signed up in supportive rolls.

3.Review of Actions from July 3rd Board Meeting.
Charitable Status: Leah reports that communication with the BC co-op association confirms that having our status as a community service co-operative being clear in the application will assist greatly.

To their understanding we have a solid application and they are willing to communicate our status if needed on our behalf.
Leah: Grant moneys in the budget: quickbooks has the option of separating grant moneys from the operational budget for clarity. Will ask accountant during our audit process on how to do so.

Leah investigated 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:
Where projects and grants are the base reason for the "net ordinary income": for the amount of $9,548.38
*
Background information not discussed at Board Meeting.
Details to explain how this effects our 07-08 Budget vrs. Actual:
The 2007-08 income amount found under grants and projects equal $18,183.20. The projects expense amount of $9,272.23 when removed from the $18,183.20=$8,910.97
*
Net ordinary income from 2007-08 includes the following deposits that are not applicable for payment out until the 2008-2009 fiscal year.

$2,194.00 Youth Radio Camp grant from Canada Summer Jobs/ Services Canada that would not be payable to the coordinator in 08-09 fiscal year.

A donation of $1,000.00 for pod-casting costs (considered as a project), and from the same source a donation of $2,120.00 to Canadian Voices project that is being held for the 08-09 fiscal year.

$1,000.00 final instalment of the Columbia Basin Trust grant for training held for the 08-09 fiscal year, received in May 2008.
*
These details equal $6,314.00 that show as net ordinary income for 07-08. If these were removed, the net ordinary income for 07-08 would be: $3,234.38, the bulk of this income comes from Tower Rental =($2,578.00) over & above budget projection.

Leah: Scott Gain has been removed from the board email list. Thank you card circulated & will be sent out for his participation as a board member.

Policy Committee communications to the board: Copyright policy draft was emailed to board members before July 24th meeting for review, encouraging directors to read carefully information found through the links provided to comprehend the policy and what it means to the station.

Action: board of directors to read over draft copyright policy and links for background information before next board meeting (September 3rd 08) to prepare for approval of draft policy.

Tabled Actions:
Judy to communicate with community connections committee to recruit support for raffle coordination.

Action: Leah to investigate status of New Tech Committee from past minutes.

Action: Leah: Organizational Calendar in process of development by Leah, 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 hard copy for reference by board and committee members.

Action: Leah to investigate information for a Regulatory Committee regarding CRTC tarrifs and & rights.

Action: Andrew to circulate Committee Structure and Function Document, via email to the board, then for Leah to circulate to Policy Committee for development purposes: suggestion is to revise the current Volunteer rights & responsibilities policy to include this document, along with code of conduct.

Committee Structure and Function: a manager/staff meeting will be held on Tuesday July 29 with Andrew regarding the roll of staff on committees.

Gord: suggests to make the roll of staff on committees into job descriptions, then to make reference to job descriptions in the committee structures and function document.

4.Goal Status Reports by committee chairs.

Goal Reports: Gord suggests that goal reports are circulated in advance so as to make reporting more effective during board meetings.

New Tech:
Gord suggests a policy be made regarding web based information: what info is to be posted, who can change information on web site? Reports that there are 2 chairs for new tech: Bob & Rik. Board needs to offer direction to new/tech - following mandate for committee goals - propose an hour working session to develop on a board level.

Building Committee:
Studio C is up and running.
Workstation/desk by window on lower floor (Richard has metal desk to donate), crew will assemble and move it into place: target date for completion: summer 2008.

Storage space behind Studio C: cleared of rubbish- complete.

Feng Shui modifications: play box moved: new location next to mail tubes.

Fund-raising targets: backporch meeting/ lounging space rebuild and sign for front of building are suggested items for fund-raising committee.

Hardee Panel installed last fall: Donovan is caulking seams, David to organize remainder of panel installation, Fred to organize painting, date for completion summer 2008.
Window blind repairs:Richard to re-contract Andrew Caron to fix: date for completion summer 2008.

Emergency lights for stairs: David will contract Rick Offerman to fix: date for completion summer 2008.

Front Wheelchair ramp and entry tiling: David will organize levelling entry and building ramp, Rickard will tile entry. Station users may have to use back door for entry during process. Target date for completion: pending.

Financial Committee:
Conduct audit on 2006-2007 fiscal years- spot month audits with Charles and Gord: target completion date spring 2008. Complete.

Assist in developing 2008-2009 budget - Gord, approved by the Board on July 3rd. Completed.

Provide monthly financial snapshot for board meetings -Gord & Leah - year end Quickbooks report: next step is board discussion and approval.

Recruit one experienced (in financs, audit, budget) and one inexperienced volunteer to assist with the finance committee. Gord & Charles, to tap into pool of volunteers to find potential candidates, target: September 2008.
Facilitate the introduction of employee benefits through examination of priorities and inclusion in the ongoing personnel budget. Gord/Board/Personnel Committee. RE: Wellness fund 08/09 budget. Determine by Jan 2009 if this is sustainable and effective.

Support the Fund-raising and Community Connections committees, Gord and Charles- ongoing to determine co-op willingness to entertain a grant from BC lotteries. Target: august 2008.
Provide assistance with preparation of annual financial statements - Gord, target: August 2008.

5.Finance Committee: Gord extends an official thank you to the board and committee members for all the prep work and efforts in the planning sessions regarding the budget building process for 2008-2009.

News regarding Finance Committee, Charles Jeans has resigned from the finance committee.

6.Community Connections Committee: branding issue slated for discussion/dicission for next board meeting (September 3rd 6pm).

To poll programmers & in station volunteers: for feedback.
Action: Leah to search out volunteers for Finance Committee & Community Connection Committee.

 

7.Access Policy/Security Issues.
Andrew reports: Past development of an access policy has not been successful in development, 2/3 complete.
Lock down procedures & Access policy to be discussed with managers/staff, policy committee, and for further discussion with board.

Action: Managers - Leah, Bill & Terry to meet with Andrew to design a station access and security set of rules to be made available and to be educated to all who have access to the station.
Primary security issues are with evening hours and weekends, office hours cover 9:00am - 5:00pm Monday to Friday.

Gord suggests that a time in-time out log could be implemented during after office hours at the station entrance.

Discussion regarding changing the lock on the front door to a key pad lock system would only secure the front door, where the downstairs door and back deck door along with window security would be still a concern.

Communication to all committee members, programmers, station volunteers and members on station security is of importance.

Leah reports that one suggestion from a programmer in regards to station security was to recruit and train more volunteers interested in reception/ regular station duties that would be willing to spend evening hours on site, to monitor station security as well as completing tasks.

8.Copyright Policy: Circulated before Board Meeting of July 24th 08, with links included for reference.
Board members to read and become familiar with the policy content and the information available on copyright.
For the next Board meeting it is asked that this Copyright Policy be placed on the agenda for discussion & for this policy to be either recommended with changes or to be passed by the board.

9.Report on group process.
Pending report from Teressa on Code of Conduct & Communication.

10.Strategic Planning ideas. (Tabled)
Action: Teressa and Andrew to circulate via email to board for feedback.

11.Time and date of next meeting.
September 3rd (Wednesday) 6pm.