Feb 11 2009 Board Meeting
Meeting Date: Wed Feb 11 2009
Kootenay Co-op Radio
Minutes of the Board Meeting
Date: February 11, 2009
Started: 6:10 pm - adjourned at 8:30pm.
Board Members present: Alon Gelcer (Co-Chair), Teressa Hodsall (Chair), Gord Andrews, Lise Godin, Heather Dahlgrin, Dustin Cantwell, Nancy Likness, Bob Olsen (Timekeeper) .
Staff: Leah Wilson (minutes)
Agenda: February 11, 2009: Board of Directors meeting
1) Check in
2) Time Keeper
3) Review and Approval of Agenda & last minutes
4) Managers Report (Leah)
5) Review Actions
6) Web Site (Gord)
7) CJSW Conference (Alon)
8) BC Lotteries/ Funding (Gord)
9) Organizational Communication & Transparency (Alon)
10) Retreat Planning (Teressa)
11) Status Reports (Teressa & Alon)
Agenda proposed by Alon Gelcer / Teressa Hodsall
Meeting Commenced 6:10 pm
Meeting Location: downstairs at the station.
1) Check in & welcome.
2) Time Keeper: Bob Olsen
3) Amendments for the January 14th Meeting minutes:
On Page 4, under personnel committee: Action: Lise to compose a disclaimer for the minutes portion of the Web site (the minutes currently read): "Due to the sensitive nature of the contents of Personnel Committee minutes...." (Are to be amended to read instead): Action - Lise to compose a disclaimer for the minute's portion of the Web site to read: "Due to the confidential nature of the contents of the Personnel Committee minutes..."
4) Managers reports will be attached with these minutes.
For the future KCR Board Meetings, manager reports will be sent a week in advance before board meetings for reference. This preview of manager reports will allow board members to communicate questions or concerns with staff before the board meeting.
Leah read on behalf of the managers their reports to the board.
Special event dates to mention: Reported by Leah.
Feb 28, 2009: The Ten Year Anniversary Party celebrating the on air debut of CJLY - time: 6pm-midnight - location: Hume Room at the Hume Hotel.
March 6th, 2009: the Volunteer Appreciation Party at the station.
April 25th: CJLY Music Expo - location: Nelson Library downstairs room - time still to be determined.
Leah circulated the Financial Snap Shot (budget vrs actual report from Quickbooks) to the board for review and reference. * Note that under the income category for the month of January that the revenue coming in from tower rental was down due to the tardy rent payment by Vista Communications that rents space on the Pilot Point Tower, this payment has been received and will show up in the February Financial Snap Shot.
Also shown in this Financial Snap Snot -Leah explained that revenue generated through sponsorship sales appears down from the projected budget by over $2,000.00 - however this report is pulled to reflect the actual cash received by the station, the accrual report shows what has been invoiced and reflects revenue expected closer to the budget target to date.
5) Actions from the December 10th and January 14 Board Meetings
1.Leah: Staff meeting minutes, agenda's, and dates will be shared with the personnel committee. Completed.
2.Zoe will assist in writing a Music Library Director job description.
Pending- carried forward - due date June 2009.
3.The Personnel Committee in conjunction with the Finance Committee to make recommendations to the Policy Committee on a policy that would outline how the Wellness Fund will be disbursed.
(Teressa): Action in progress - the Personnel Committee is slated to attend the next Policy Committee.
Pending meeting results - ongoing.
4.Leah to obtain from the SVTV Society proof of their license to rebroadcast on 101.5 FM, and a letter of agreement between the SVTV Society and CJLY before the signal before announcement of the signal is made official by CJLY.
Leah Reports: A meeting has taken place between Micky - president of the SVTV Society and Leah as the Administrative Manager of CJLY, where he (Micky) has indicated that the Industry Canada license for 101.5 FM is pending approval - the signal 101.5 FM has ceased to rebroadcast CJLY and awaits Industry Canada approval. Micky has presented to Leah a formal request for reimbursement for equipment purchased necessary for the rebroadcast of CJLY subject to approval from the Board during the 2009-2010 budget development process.
The KCR Board requires that the SVTV Society to agree in writing to terms suggested by CJLY before acknowledgement of the SVTV Society re-broadcasting CJLY on 101.5FM and any reimbursement of equipment purchased to make this rebroadcast possible.
(Leah):Pending - ongoing negotiations.
5.Lise to compose a disclaimer for the minutes portion of the Web Site: "Due to the confidential nature of the contents of the Personnel Committee minutes ..." Complete.
6.Board Members are to recruit one person each that would commit 4 hours for CJLY volunteer reception tasks. (Teressa): Pending - Personnel will review and re-propose volunteer reception - ongoing.
7.Alon to draft a "Station Naming Position paper to be passed as approved via email by the board. Completed.
8.Alon will prepare and release the final position paper to be placed as a forum thread moderated by the ad-hoc "Naming Committee" with a time line for all members feedback to be sent in (email, mail, web forum) by the end date of Feb.28 2009. Completed.
9.Finance Committee to create a more transparent and clear monthly reporting process to include an individual line item "Review of Engagement" and to investigate further redesigning of how individual details appear in the accounting system in preparation for the 2009-2010 budget process and the year end report. (Gord: Ongoing - pending.
10.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. Completed.
11.Nancy to respond to Claus regarding letters sent to the board.
Completed with no response from Claus at this time.
12.Dustin to investigate location for the retreat weekend (April 18-19). Completed. Little Slocan Lodge has agreed to the booking of the retreat weekend - cost being 20$ a person along with a sponsorship trade in kind package.
13. Lise to investigate a venue for the first day of the retreat (April 15) as the stakeholders presentation may require more space than the downstairs of the station provides. Suggestions are: Richard Metzner's back yard, or Bigby place. (Lise): Pending- carried forward to the next meeting.
END of ACTIONS
6) Web site (Gord)
What would our "up time" goal be (up time meaning: a percentage of time that the web site is available for access on the Internet)?
More information is pending from Terry and Bill who will inform on what the goal could be. They will ask KICS (the web provider), what assurances can CJLY have on the percentage of "up time" as CJLY grows even more dependant on the web site being up?
7) CJSW Conference (Alon)
The conference takes place in Calgary, hosted by CJSW: April 2nd - April 5th.
Question: Who would be interested in attending?
Nancy, Leah, Catherine have shown interest and intention to attend.
Nancy, Leah, and Catherine are to coordinate via email. No loss of work hours for Leah during the days of Thursday and Friday - the board has approved $200.00 expenditure for the conference and travel cost.
8) BC Lottery (Gord)
Question: Should CJLY ask BC Lottery for funding?
Corporate funding issues to be reviewed before the board can make a final decision.
Action - Fundraising committee (Leah): To investigate what BC Lottery Funding means overall and to report to the board before the next meeting.
In response to Guy's email (in response to the this meetings agenda) that stated that Lottery Funding would not fit with the spirit of the station, and does not fit in with the ideal that CJLY does not take moneys from corporation.
The question is: "What defines a corporation, and what are the polices in place that govern this decision of applying for BC Lottery moneys?"
Action (Teressa): to investigate documentation to discover if there in house promotions that speak about CJLY not taking moneys from corporations -and what is the definition of corporation used in such documentation.
9) Organizational Communication & Transparency (Alon)
Improvements internally have seen increased application of the "reply to all" making organizational communication more effective and more transparent.
Alon: In efforts to bring further organizational communication & transparency: a document called "Reports to the Board" was emailed out the board and staff as an outline suggestion.
Action (Terry or Leah): to send Staff meeting minutes via email to the board on a regular basis after each staff meeting.
Action (Leah): to present to the staff the concept of having a board representative at staff meetings. This board representative could also be personnel representative.
10)Retreat Planning (Teressa)
15th (Wednesday) Stakeholders - Members input session - venue still to be confirmed.
(1st is April 15 afternoon session for stakeholders presentations)
(2nd part: Overnight Session for Board and Staff 18-19 of April)
Alon called a person named Deanne from the Columbia Basin Trust who assesses businesses and organizations. Sourcing out potential funding for assessment and facilitation of the strategic planning session has lead to this contact as a possible resource.
Action (Alon): to communicate with the board through email the document called "Columbia Basin Trust Information" also known as the Basin Business Advocates Program. Time line: to be done before the next board meeting.
Action (Alon): to arrange for Deanne to attend the next board meeting to make a presentation on what she has to offer as a facilitator and as an expert in assessing organizations.
Ideas: for what can be assessed by Deanne:
Better financial security going into a time of economic insecurity.
HR issues, internal conflict resolution
Marketing
Meeting adjourned: 8:30pm
Next board meeting: March 4th, 6:00 pm
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