Board

KCR Board Meeting - April 8, 2010 - Minutes - Draft

Meeting Date: Thu Apr 08 2010

Kootenay Co-op Radio

Minutes of the Board Meeting - Draft

Date: April 8, 2010

Started: 6:05 pm – adjourned at 9:30pm.

Board Members present: Lise Godin, David Beringer, Michael Murray, Catherine Fisher, Bill Levy, Kimberly Scot.

 

Regrets – Bob Olsen, Devorah Maclean, Nancy Liknes, Susan Kurtz.

Staff: Terry Brennan

Minutes: Leah Wilson

Time Keeper: Kimberly Scot

 

AGENDA

  1. Check in & welcome -

  2. Agenda and Minutes of last meeting approval.

  3. Action/Task Report: (20 minutes)

Action: All committees are to send terms of reference to Zoe for compile as single point of contact. (ONGOING)

Action: Catherine to compose a draft letter (courtesies) addressed to departing Members thanking them for their efforts – circulate to existing board for approval. - Partially DONE ongoing: (Directors ask the letter to be circulated for review before sending).

 

Action: all directors to return paper copy of Board Manual circulated by Nancy on December 9, with revisions – review of Board Code of Conduct for approval. (ONGOING).

Action: Nancy: Send Letter to Member in response to request to be included in Committee Group Emails. Statement from consensus: “Committee Group Emails are for committee members, that all members of Kootenay Cooperative Radio are welcome to attend committee and board meetings, except for personnel committee meetings. CJLY commits to further develop greater transparency in the continued posting of committee and board meeting agenda's and minutes in a timely the web site.” (UPDATE REQUIRED)

Action: Catherine to post informational items to the web site forum for greater awareness & understanding of CRTC Policy Review.(ongoing)

  1. Finance Report:

Financial (snap shot) profit vrs. loss report up to the end of March. (10 min): Approved.

Income/ Revenue Short Term Plan: amended to reflect current status to include outstanding debts, accounts receivable and payables: (February to May 2010).

To date Accounts Receivables are equal to $15,540.00, with $6,853.99 at 90 days + (Deb & Leah continue to contact outstanding invoice holders to arrange for timely payment, much of the A/R will be cleared as the end of the broadcast season arrives on April 26.

Trends in A/R have been evaluated over the last three years by finance committee members with Leah, numbers increase each year in accordance with revenue expectations from budget development impacting sponsorship numbers. Trends reflect the programming seasons and regular seasonal promotions.

A point of sale solution is being investigated, where the station can process credit cards and debit machine transactions.

Finance Committee status statement to the Board. (Kimberly) (5min)

Request for press release “status statement” with proactive call to the community for monetary donations.

  1. Vacancy on Board: Treasurer & Signing Officers:

  • John Humphrey has resigned as Treasurer & Director of the Board. Directors Catherine Fisher (will act as third signing officer for Kootenay Cooperative Radio, & Kimberly Scot will now be Treasurer representative for Kootenay Cooperative Radio.

  • Board discussion resulted in consensus that Catherine Fisher may remain on the Personnel Committee, & Policy Committee, while also attending Finance Committee Meetings as a guest & director representative with signing authority.

  • Bill Levey will replace John as Tech Committee director representative.

  • Do we replace John with a new Director? Answer = Not at this time.

  • Do we reply to John's Letter? Yes.

Action: David Beringer will draft a letter and circulate before sending.

  1. Committee & Staff Reports.

  • Staff: Terry: The station has lost three sets of headphones, suspected theft with no proof. Results: The Front Door magnetic locking mechanism/ swipe card access after 6pm is being worked toward implementation.

Gabriola Co-op Radio is hosting the National Campus Community Radio Conference this Year: starting Monday June 7th to Friday June 11, 2010, those interested in attending should register.

Signal Expansion Press Release: Terry requests approval to send press release celebrating the completion of Signal Expansion with the mention of all who have helped to achieve signal expansion, including mention of the Slocan Valley TV Society rebroadcasting our signal. Board Consensus: Approved press release to be sent to the media - as is.

Newspapers: Terry: The Weekender is covering the story of the Regional Community Radio Conference hosted by Kootenay Cooperative Radio being held on April 24.

Leah: The Express Newspaper has invited us to participate in the Solutions pages: involving Two parts: part 1: 2030 Solutions for the community and how Kootenay Coop Radio can assist in meeting these solutions. part 2: 2030 Solutions for Kootenay Coop Radio and how the Community can assist in meeting these solutions. Deadline May 4th.

  • Grant Applications: New Horizons For Seniors (5 month wait for results) funding tied to programming development, training volunteers, & equipment for studio C. ($10,595)

Grant Applications for “Emergency Back Up Power” through RDCK Community Initiatives Funding , allowing for the station to act as a service during times of emergency & power outages. Amount requested: $4,630.00

“Voices of Victims Project”: Kootenay Cooperative Radio has received the project to produce on air mentions and a hour long radio documentary. Facilitated by Deb & Zoe, the funds that the station would receive = sponsorship: $1710.00 And an additional $1,599.52 as a donation.

Total amount to be received by Kootenay Cooperative Radio for this Voices of Victims project: $3,309.52 plus Gst for the sponsorship mentions.

  • Policy: Bill will forward report

  • Personnel: (In Camera)

  • Building: Nothing to report at this time.

  • Community Connections: it is being suggested that this committee become part of the fund-raising committee, for many of the past tasks and goals overlap.

  • Fund-raising: Yard Sale – possible date May 8th depending on amount of donated items received – being coordinated by Eva DeFoor.

Penny Drive in effect: coordinated by Catherine Fisher.

Beasley Tower Shack for sale: $1,000 or best offer. Action: Michael to post as classified.

Fund-raising Committee recommendation to secure a volunteer coordinator who would address the volunteer recruitment and facilitation of raffle activity for the next 4 months. This requires someone to take this on as an Action.

  • Regulatory Affairs: Nakusp is going through transfer of ownership. There is possible government funding available in the future for minority language programming.

  • Membership Committee: Request for action from directors: Directors are asked to dedicate some volunteer time toward operating a booth in the community and or during a special event. An opportunity to have direct contact with the membership & community.

Membership Recognition Month starts May 1st. Events: Sonny Rhodes Blues Concert @ the Royal: May 1st.Mothers Day Garden Festival on Baker Street – Membership Booth May 8th. Tim Hus (Canadian Country Concert) @ the Royal on May 13th. May 23-29 Membership Drive Week, with a live to air broadcast from Crawford Bay School on May 28. Members will be invited to record greetings and positive messages for on air application, allowing the community to hear the voices of family and friends above & beyond the regular programming.

  1. Charitable Status: Catherine proposed that a committee be struck to investigate creating a new collective society that would appeal to Charitable Status that would benefit the radio station.

After discussion it was decided that the outcome from the Regional Community Radio Conference hosted by Kootenay Cooperative Radio on April 24, would offer more insight into the interest of other community radio stations in the region in pursuing Charitable Status as part of a new society.

  1. Board Retreat: Strategic Planning: Report (Catherine) (30 min)

Location for strat plan sessions: Reo's Video.

Dates & Progress: Board and staff to attend Strategic Planning Session on April 17 (9am-5pm), with Facilitator Phil Kolbuc. Sunday Session April 18 will determine outcomes from planning sessions.

Facilitator requests background information on participants of Strategic Planning. Email to Catherine Fisher to send.

Board Calendar Time Line: to have available for Board Session.

What to do with the Membership Feedback from March 10. 2010 Session. To include in Strategic Planning process.

  1. In Camera Personnel Committee Report.

  2. Next meeting: Thursday May 13, 6:00


Next Steps for Board of Directors Agenda Building:


1) Letter from Charles Jeans.

2) (Personnel Committee) Lise to circulate all updates to job descriptions to directors. (pending)

 

3) Board Manual: (addressing how the directors utilize the manual)- Directors to go through the manual and identify what reads as relevant – return to Nancy to compile data.

 

4) Board Evaluations Tabled for April & September 2010 Directors Meetings.

To be discussed at the March Board Meeting.

 

5) Archived Documents: Terry to meet with Devorah to explore office filing & archived documents.

6) Educational activities/sponsorship: (nature of coop) Devorah (5 min). Clarification.

 

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