July 29 2009 Board Meeting Minutes
Meeting Date: Wed Jul 29 2009
Kootenay Co-op Radio
Minutes of the Board Meeting
Date: July 29, 2009
Started: 6:20 pm - adjourned at 9:10pm.
Board Members present: Alon Gelcer, Teressa Hodsall, Heather Dahlgrin, Dustin Cantwell, Gord Andrews, Lise Godin, Nancy Liknes
Staff: (Minutes) Leah Wilson, Terry Brennan
Member: David Everest
Regrets: Bob Olsen
1) Check in & welcome:
All agree that David Everest may offer comment during the meeting, welcome David.
2) Review of Agenda and Minutes:
Minutes Agenda approved.
Heather was not at the last meeting - stands down from approval process.
3) Actions: remaining from JANUARY, FEB, MARCH, APRIL, MAY & JUNE
A) Board of Directors to meet for budget development in June. (DONE)
B) Zoe to assist in writing Music Director Job description - (DONE)
New Action: Teressa: to post Music Director Job Description - Volunteer Positions, - also to create a - Staff Job Descriptions - to be available for viewing on the web site.
C) Personnel to bring to Policy Committee suggestions for: Banked time & Wellness Plan policies/procedures. (Ongoing) Personnel committee to see forum minutes.
D) SVTV: The President of the Slocan Valley TV Society refuses to have any agreement with KCR, and has retracted via email the request for reimbursement of costs: equipment utilized in the potential rebroadcast of KCR by the SVTV. (Done to the best of our ability) (DONE - FOR REVIEW AT A LATER DATE)
(The Station - will look to see who will represent SVTV in the future to pursue legitimate rebroadcast).
Terry: about a month ago there was a poster distributed in the Valley, indicating one group over another being responsible for the discontinued broadcasting of Co-op Radio. At this time we are not offering comment, and believe than none of our members are responsible for the poster distributed.
E) Responding to those who had complaints to the programme Secrets behind it All climate change: Bill to respond with Board Chairs.
Gord: comment CBC ideas show regarding bad science information all sides of a story should be encouraged.
F) Leah to secure line of credit with Nelson District Credit Union.* Line of Credit to be used as emergency funds only until KCR Bank of Montreal reserve funds accumulated. (Ongoing to be complete by August)
G) Naming enquiry- Nancy to send out results from Naming Enquiry. (DONE)
H) Board Workshop - tabled until October:(Post AGM).
I) Basin Business Advocacy - re design a letter of intent from the Board with focus of engagement with the programme for personnel, marketing, & finance management.
New Action: Nancy as secretary will call to enquire as to further determine parameters and programme outline offered, and if it is a fit with our organization.
J) Board to carry forward the request from a member to be included in-group emails, & sent committee and board agenda and minute related emails for a final board decision. (Do members receive special inclusion in committee and board group emails, or do members access the web forum to view committee and board agenda and minute related information?)
Gord: Item to be made into a new agenda item - to re-discuss the option of all members having access to committee and board communication.
K) Teressa to compose a letter to be sent to the member requesting inclusion in committee and board group emails responding that the web site forum is the place to access board and committee meeting agendas and minutes of meetings (held until board can address in quorum action item above).
L) Leah & Deb: Sponsorship Spot to be produced "direct deposit donations" for the Station. (ongoing to be completed in August).
NEW ACTIONS FROM MAY 13.
A+B+C) Board to review request from a member to be included in group emails & sent committee and board agenda and minute related emails response letter to enquiring member to be drafted by secretary after final consensus decision, after draft approved, to be sent as a response.
D) Terry to include station-naming enquiry results to original naming enquiry thread on web site forum. (DONE)
E) Nancy to write press release regarding station-naming enquiry results.
F) Leah to ensure that there is a chart of accounts line "Board Development/training in the budget requests from Administrative Operational costs. (DONE)
G) Terry to post amended website/forum protocol revised agreement passed by Policy Committee/ Board & Staff. (DONE)
H) Alon to be the consultant (with Katimavik volunteer efforts) in researching health conscious community groups who provide healthy community and awareness bulletins for PSA's. Striking from Actions List - Katimavik break until January.
ACTIONS FROM JUNE 29
A) Leah to include a line in the Chart of Accounts and Budget: Merchandise sales as Income & costs as Expenses. (DONE
B) Leah to create a balanced Project Income/Expense table projection and to include in the 2009-2010 Budget Report. (DONE)
C) Leah to send around initiation for Nelson District Credit Union regarding "Making Meetings work better". (DONE) *Workshop set for September; delegates will receive confirmation email from Nelson District Credit Union.
#5) Fundraising: (Leah) Evaluation of the station financial lack of operational funds to cover monthly charges at this time of year implies the need for more creative and community involved fundraising. It is recommended & Imperative that leadership is taken to the Fundraising Committee to comply with the KCR Fundraising Policy. A calendar plan is necessary for the station to hold local revenue generating events as fundraisers.
Board in agreement to attend Fundraising Committee Meeting: August 5. 7pm Downstairs @ station.
Action: Leah to send out emails to board and committees to have a fundraising committee planning session to map out specific events for the upcoming 4 months.
#6) Budget Review/ Lise, Gord, Leah:
Gord: Cash flow concerns have been discussed at the Finance Committee level.
Leah: Recommendations are for further fundraising, reducing the required budget spending, and further exploration of revenue generating opportunities that the station may provide.
Lise: Suggestion: having a 6-month review of the budget to determine any amendments.
Gord: Asks - what are the mechanics of the authorization of expenditures?
Leah: The year is planned out with down times and membership drives in consideration. Committee expenses and large bills are intended to be covered after membership drives, leaving slow revenue times in the year to cover the basic operations month to month.
Lise: Line of Credit being applied for with the Nelson District Credit Union is to be used as an overdraft only to cover immediate items such as wages & mortgage in a cash crunch- suggesting that 7,500.00 is the amount to have on loan. The chart of accounts & budget line item under bank charges requires the inclusion of the Line of Credit & any projection of interest.
Leah: Suggesting line of credit to be included in executive limitations - to be a limit on the line of credit use. Capping it at $500 for emergency coverage, any other amounts that equal up to $1500.00 would require the approval of the Finance Committee, any amounts over $1,500.00 must be approved by the Board.
Gord: Asks David- if the Friends of KCR could be approached to explore the mortgage to be increased? The mortgage increase would be to facilitate replenishing the emergency funds in the Bank of Montreal.
David: Answer - Such an enquiry would be best brought up during the time of mortgage renewal, or a review period. When such a time comes around, David will let the Board know.
Action for Strategic Planning: Finance Committee - January 2010 meeting will determine mortgage, budget, & line of credit to address finance options & security.
Action: Leah to include the interest and start up fee for the Line of Credit.
Action: Leah to amend the line in the budget under Administrative Expenses - Bank Charges (interest being $500 on the line of credit, $120 fee for establishing line of credit, $180 for regular bank charges.
128,670.00 is the new Operating Budget both expenses & in kind
All approve the 2009 to 2010 budget to include amendments.
Leah: Finance report: tabled for next meeting (compiled report to be emailed to the board in advance - giving time for review in detail before sitting down to discuss year end).
7) Organizational Workshop postponed until after Annual General Meeting.
8) AGM Prep: Alon & Teressa
AGM: process to be refined, recruitment and orientation meeting for prospective board members.
To determine: Voting process, Nomination Process & Succession Planning, Board Orientation, AGM prep: strike ad-hock AGM planning group - Alon, Dustin, Heather, Lise: to meet August 19 at 6:30pm
9) Board Succession: Teressa
Action: Board Chairs to place on next agenda that board members are to bring a list of potential board members for succession that can be approached.
10) Terms of Reference: all committees tasked to complete their terms of reference before the Annual General Meeting in October.
11) Goal Status Reports (tabled until next meeting)
Leah: The Goals on the Goal Status Reports are determined by the agreed list of goals that come out of strategic planning sessions - it is recommended to start inviting ideas from members around strategic planning concepts even if a official KCR Strategic Planning Session does not take place until after the AGM. Potentially identifying those with interest in planning towards the betterment of the station, those being potential board and committee members.
Notes: Strategic Planning: (1-5 year plan with specific goals).
May is traditionally the month for Strategic Planning - allowing for the Board to be accustomed to the organization, and is preparation for the Budget building process.
Board Orientation traditionally happens in November & December.
Action: Terry - Forum topic creation - KCR vision for the next 1 to 5 years.
Action: Leah to include an invitation to the membership to participate in forum communication. Communicate the process to members through KCR Stories, Newsletter, & web forum.
12) Staff Reports; (tabled until next meeting).
****** Administrative Manager / Minute Taker Notes from this meeting:
It has been discussed that the Board of Directors are to consider the following as priority items from this time to the AGM: Board succession (recruiting members who have skills in Finance & Fundraising) , Fundraising & matters related to Finances, and AGM planning are the priorities for the next meeting agenda building.
Next Board Meeting: August 26 - 6:30pm
Notes: Fundraising Committee - next 6 months - Planning Session. August 5. 7pm (station downstairs)
Notes: AGM Planning Ad-hock committee meeting: August 19. 6:30pm
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