Board

Board Meeting Minutes Dec. 08

Meeting Date: Thu Dec 11 2008

Kootenay Co-op Radio

Minutes of the Board Meeting

Date: December 10, 2008

Started: 7:05 pm – adjourned at 9:55pm.

Board Members present: Alon Gelcer, Gord Andrews, Lise Godin, Ceilidh Sutherland, Bob Olsen, Nancy Likness, Dustin Cantwell.

 

Staff: Leah Wilson, Bill Metcalfe, Terry Brennan, Deb Burnett, Zoe Creighton

 

Member: Howie Ross

 

1. Check in & welcome: Done

2. Agenda and Minutes: Pending

3. Time Keeper: Dustin Cantwell

4. Staff introductions and Q&A;(45min)

All the staff we're in attendance to do a brief presentation on their positions to help orient the new board. Job Descriptions were sent out via email prior to the meeting, to allow for Board members to come informed and ready to ask their questions if they had any. The staff are Leah Wilson – Administrative Manager, Bill Metcalfe – Programming Manager, Terry Brennan – Operations Manager, Deb Burnett – Sponsorship Coordinator, Zoe Creighton – Sponsorship Producer. All staff were appreciated.

ACTION: Staff meeting agenda's, dates, and minutes will be shared with the personnel committee (Leah).

Staff suggestion: that the personnel committee have a member present at staff meetings.

ACTION: Zoe will assist in writing a Music (library) Director job description.

It was recommended that the music library responsibility be added to Bill and Terry's job descriptions. Even though Zoe would continue to do that in a volunteer capacity.

5. Web update:

Presented by Lise, who was tasked at the orientation to ask Terry about the possibility of using a board only forum. It is possible, but brings up the issue of transparency. It was discussed that emails, as they are used now, could continue to be used and the board forum is not necessary.

ACTION: Terry will remove the Board Section on the Forum

Howie Ross arrives to sit in, and is welcomed.

6. Copyright/Terms of Reference (10min) Bob/Zoe.

Two documents were circulated before the meeting: the six point letter and the copyright policy ready for board approval.

Bob, “as a board we are the ones responsible for legal issues”. Further research into copyright responsibility has been enquired of those in the legal profession.

The copyright policy and six point letter were not passed at this Board meeting because some directors had not read the documents yet, and others were absent, as such the board decided to wait until the next meeting to approve the copyright policy.

ACTION: All board members will read the above mentioned 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.

Gord Andrews, has joined the policy committee.

7. Terms of reference for the policy committee were distributed at the meeting as an example. All committees have been tasked to develop terms of reference (within the next three months)

8. Sinixt Reports from the Ad Hoc Committee (The name of the station).

Alon asked the board present to agree or disagree with the following statement, consensus was reached in agreement: “If our name perpetuates a significant detriment to a local cultural group we could change it. “

The second question posed to the board was: Should we just throw this whole name conversation out and forget it ever happened? Nobody agreed to this suggestion.

Discussion: If a change of name is deemed an option to further pursue, the general membership would need to be consulted at a AGM or a Special General Meeting. A new name could provide inclusiveness and avoid exclusivity and is descriptive of the organization. And would need to be something that is culturally neutral.

Howie departed, and was thanked for his interest.

9. Budget update. (10min) Leah/Gord

The Wellness fund was discussed, there had been some confusion as to this budget item being marked as Discretionary as opposed to Obligatory. It was reiterated that the wellness fund is on its Trial year. Due to fluctuations in station income, nothing had been paid out yet. Also there is no policy in place to map out how this will be done.

ACTION: The personnel committee will meet with Gord from Finance at their next meeting on December 16, Specifically for the disbursement of funds which are now available. The personnel committee in conjunction with Finance have been asked to make recommendations to the policy committee. Even though there is no policy mapped out yet, the board is determined to disburse partial funds before the next board meeting. All approved.

Professional fees for the end of year were higher than budgeted. See attached letter to the board.

Gord, current financial report. Net income is 5000$ more than we budgeted for at this point in the year. Leah explained the reason for this, Tech spending was expected to start happening in the earlier part of the budget year, but has not yet occurred. As the year progresses this will even out.

10. Membership Drive Report (10min) Ceilidh

We reached our goal. It was recommended that all board members participate at the phones or the booths during Membership Drive time. Ceilidh was acknowledged for her hard work and dedication as well as success.

11. Slocan Valley Rebroadcast.(10 min) Dustin, Leah.

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.

12. Time and date for next meeting: January 14 7:00pm – at the station.

Meeting Adjourned: 9:55pm