Board

8) September 03 2008

Meeting Date: Wed Sep 03 2008

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

Board Members present: Andrew Creighton, Teressa Hodsall (Chair), Fred Rosenberg, Gord Andrews, Alon Gelcer, Bob Olsen.

Not present: Heather Dahlgrin, Ceilidh Sutherland, Della McLeod, Judy Wapp

Staff: Leah Wilson (minutes), Terry Brennan, Deb Burnett
Member: Jim Terral (observing Copyright Policy discussion).

1.Agenda and Minutes
Minutes of the July 24 2008 meeting were approved, the agenda for this meeting (April 15-08) is amended to include Rate Card presentation by Deb Burnett sponsorship coordinator, & a report by Alon Gelcer on Branding, and approved.

2.Time Keeper: Bob Olsen

3.Financial Report: presented by Gord Andrews.
Kayak Raffle draw date is on September 8 2008 at 8:50am live on KCR Stories. Raffle thus far a success. When winner is announced a photo is to be taken and a press release sent to the media for exposure.

Action: Leah to post picture of winner on web site, and to send out press releases to the media.

Preparation for AGM has begun with end of year financial reports being prepared for accountants.
Action: Leah to post 2008-09 budget to the web site under log in function.

Tech needs for spending: are being identified and are being looked at as priorities in the time line calendar financial planning.

Preparation for next years budget process: it is recommended that a set amount of obligatory spending be placed under technical committee expenses: much like we do for mortgage and bill payments.

Presentation by Deb Burnett: Sponsorship Coordinator, on new Rates.
Effective September 1st, new rates include a 4% increase & the following: one week, one month (20% discount), and 6 month (40% discount) options consistent pricing for each category, making it easier to define value.
Inclusion of "things you want to know" points at bottom of rate card to answer frequently asked questions, and what sponsorship means.
Reporting that since new rates have become effective, the option for long term sponsorship at a discount is being received with success.

4.Radio Camp Presentation: Leah.
Results of the Youth Radio Camp Summer project: success of three weeks of radio camp, where campers and parents were pleased with activities and camp coordinator. A compiled binder is available for viewing that includes a final report from Anna Planedin is an excellent start for next years camp.

Original agreement involved only two weeks of radio camp. Portion payed by KCR toward hours worked with in the original agreement by Anna equals = $1,260.00, with Canada Summer Jobs 2008 through Service Canada pays Kootenay Co-op Radio $8.00 of the $11.00 per hour = $3360.00. Moneys raised through registration of camper (Three weeks of campers) (after cost of wages and expenses) = $3,089.09
Total membership funds generated through camp registrations = $450.00

Action: Leah to send in final report to Canada Services 2008 for final payment for coordinator's hours.

Discussion by board on hours spent by coordinator over original agreement (Hours proposed in contract = 420.00. Hours worked by Anna Planedin= 447.75 hrs. (27.75 hours over contract) Review of final project report shows that the Third Week of campers being included is the reason for the 27.5 hours. Proposed payment for hours =$305.25 payable when final instalment from Canada Summer Jobs 2008 is received.

Action: Leah to amend original agreement with Youth Radio Camp Coordinator to include hours required to successfully complete the project, and to define the third week of camp activities.
Action: Leah to send announcement of final payment received from Canada Summer Jobs 2008 to Finance Committee, with a report on funds available for spending marked for Tech Committed.

5.Review of Actions from July 24th Board Meeting Minutes.
Action a): Leah to investigate status of New Tech Committee from past board minutes.
Results: Definition of roll for New Tech- pending board discussion.

Board discussion during the September 3rd 2008 meeting:
Results: Definition of "New Tech": a working group with interest to new technology options that would effect Kootenay Co-op Radio. (podcasting, web site applications, "Nelson News Initiative"...) Board decision to change "New Tech Committee" to be "New Tech: working project group" tasked with discovering what technologies are available & to identify usefulness & to then make recommendations to the board of directors.

Action: Bob, Alon & Terry to meet with "New Tech" to confirm status and definition of working group, to set up projects with a projected time line.

Review of Actions from July 24th Board Meeting Minutes Continued.

Action b): Leah to investigate information for a KCR Regulatory Committee regarding CRTC tariffs and right.

Results: Catherine Fisher is willing to be an adviser regarding regulatory issues related to CRTC tariffs and rights. Board decided that a committee is not necessary if Catherine is willing to bring advise to the Policy Committee, working with the administrative manager, and when needed to present information to the board of directors.

Action: Leah to confirm with/ and to start working with Catherine in identifying issues related to tariffs and rights regulations.

Action c): Andrew to circulate Committee Structure and Function Committee document for development. Action c.5): To make the roll of staff on committees into job descriptions, then to make reference to job descriptions in the Committee Structure and Function document.

Results: Board agreement that work-shopping the document for familiarity and clarity would help asses the effective function of document.

Action: Alon & Andrew to workshop the document together for familiarity and clarity. Once complete to send to Board Representatives.

Action: Board Representatives to cross over committees, requesting Committee Agenda's to ask for input on document - on wording and spirit of document, to search out any suggestions from committee members.

Action d): Lock Down procedures & Access Policy to be discussed with staff, policy committee, and board. Communications with all committee members, programmers, station volunteers, and members who access station resources: the importance of station security.

Results: Email communications from Programming Manager to programmers regarding station security has been done, now being introduced into programming orientation sessions.
Action: Bob to pull Access Policy & present to Policy Committee for an updated revision.
Action: Bill and Terry to work on procedures that will be ongoing w/ the Building and Tech Committees.

Tabled Actions from July 24 2008 Board Meeting:
Action: Leah to search out volunteers for Finance Committee & Community Connection Committee.
Action: Leah to create Organizational Calendar 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 a hard copy.

6.Community Connections Committee: Branding report by Alon.
Station programmers, committee members, and staff were asked by email for feedback on branding options. The results for future branding thus far:
"Kootenay Co-op Radio" "KCR" (in place of CJLY in the round logo used).
Action: After the next Community Connections Committee meeting, Alon will email final branding concept to Board and Staff.

7.Goal Status Reports
Tabled until October 1st Board Meeting.
Action: Andrew and Leah to meet regarding Goal Status reports, to compile a report outlining the status of items on goal lists per committee.

8.Copyright Policy, presented by Bob Olsen.
Meeting attended by Jim Terral as a guest at 7:33pm.
Board review of Copyright Policy via email before meeting in preparation for passing policy.
Compliments to the Policy Committee on the explanation rationals provided (1.0) & (4.1).
Bob Olsen presented the Copyright Policy to the Board during this meeting on September 3 2008. (20 minutes)
Alon, Andrew, and Gord commented on substance of the policy, with mention by Gord on the absence of an owner and version number in the footer of the document, and that the words "licensor" & "website" require spell checking.
Board discussion came to agreement on the following amendment suggestions:
1.1 Definitions under "Content" with further clarity as to what is meant by Audio Material broadcast on Kootenay Co-op Radio -(suggested definition clarity: spoken word programming as content). To also include in definitions under "Content": clarity on status of Audio Music Content in regards to this policy.
1.1: To include Definition of "Content Creator".
2.1: to include "Programming Manager to ensure programmers are compiling with, and are aware of copyright laws.
2.2: to replace "Co-op Managers" with "KCR Managers"
2.3 to drop the number 11, for it changes - to simply state that "Kootenay Co-op Radio encourages its programmers to adopt one of the Creative Commons Licences."
3.2: to include clarity on definition of "content" - The Copyright to Kootenay Kootenay Co-op Radio's content is shared by the content's creator and Kootenay Co-op Radio:
3.4: In the event that the policy reader is expected to understand the statement: to include layman terms- definitions suggested: "Attribution-Noncommercial-Share Alike, Unported Licences, and Attribution-Noncommercial-No Derivative Works.

Copyright Policy continued:
Action: Bob to take suggested amendments of Copyright Policy from the Board of Directors to the Policy Committee meeting on September 23 08, for final draft development - ensuring that an owner, date and version are entered into the footer of final draft before being presented to the Board Meeting of October 1st 2008 for approval.

Action: Teressa to take to the Personnel Committee the need to include in the Programming Manager Job Breakdown - that copyright to be included in Agenda of Volunteer Programmer Orientation. That the responsibility of tracking, education of copyright and ensuring copyright liability is covered by Kootenay Co-op Radio programmers is that of the Programming Manager. To include that the Programming Manager is to be active in developing Copyright Procedures with the Policy Committee.

Action: Teressa to relate the above mentioned amendments in the Programming Managers Job Break Down to the Programming Manager, and to have such amendments approved by Programming Manager.

Action: Bill as Programming Manager to develop Copyright Procedures with the Policy Committee.

Action: To invite Bill as Programming Manager to the Policy Committee meeting designated for Copyright Procedure development.

Action: Leah to share Copyright Policy after final draft with suggested amendments with Catherine Fisher and the NCRA for feedback.

9.Committee Structure & Function Document, by Andrew Creighton.
Tabled until October 1 2008 Board Meeting.

10.Staffing/ Tech issues:
Terry reports: A special meeting regarding communication, issues from tech on structure, staff, board, the budget and the most recent process of budget development.
Action: Alon to facilitate special Tech Meeting, to meet before hand with members of the Tech Committee.

11. AGM Planning: Tentative Date set for October 29 @ 7pm pending availability of Scout Hall.
Action: Andrew to book Scout Hall
Action: Andrew to develop Agenda
Action: Deb to arrange for food items
Action: to identify who will do the following tasks: coffee, banner, decorations, & "Wish Fairy"

12. Time and date for next meeting:
Ocotber 1st 2008, 6pm.

Potential Agenda Items for October 1st Board Meeting:
a) Copyright Policy amended version for Board Final Approval.
b) AGM planning- status report on preparations.
c) Committee Structure and Function document status.
d) Code of Conduct Policy.
e) Access Policy.
f) Strategic Planning Ideas.
g) Report on group process.
h) Tarrifs/NCRA items lead by Catherine Fisher.