Board

Action: Leah to update the website with the previously revised sponsorship policy. (Struck from Action List: Sponsorship Policy revisions being developed by Zoe & Deb to be presented to Policy Committee)

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

Action: (Personnel Committee) Lise to circulate all updates to job descriptions. (Struck from Action List: Moved to Board Meeting Agenda “next steps”).

Action: (Re: sponsorship questionnaire presentation by John H.) To create a larger (general) questionnaire as part of the strategic plan, & to include sponsorship coordinator in question crafting on sponsorship. * Staff recommend review of past programming surveys and results.

( Struck from Action List: for consideration by strategic planning ad hoc committee – to include a survey in the membership session. Last years listeners survey results were circulated to board).

Action: Leah to ask insurance company the details of insurance – do we have directors insurance. (Done: Our current Insurance Coverage does not include Directors Insurance: protecting directors and staff - if say a decision was made that causes the organization loss) - this insurance would cost $750.00 annually for a 1 million $ coverage.) Note: this item to be included in Board Manual for organization information.

Action: Nancy to writing a letter to the editor – thank you to all of our sponsors and members who have and will honour their pledges of financial support. (ongoing)

Action: Leah to write a series of news items to be part of the increased media presence requested by the board, addressing events, initiatives, and financial status of the station. (struck from action list - part of the administrative managers job description).

Action: Next step with Board Manual (addressing how the directors utilize the manual)- Directors to go through the manual and identify what reads as relevant. (Struck from action list, moved to Next Steps Agenda Building)

Action: to include on Feb Agenda to address and work shop a “Board of Directors: Governance Time Line” November to the end of October. (Done: see item #8)

4. Committee Reports:

Policy Committee Report: Bill Levey

• Revised Employment Standards policy to be approved at this board meeting.

• On Air Balance Policy is being written & will replace religious and controversial programming policy.

• Conflict Resolution Policy is being reviewed, to make this policy more useful.

Building Committee:Michael Murray

• Eaves troughs installed to the front of the building, studio A has had a fresh coat of paint, paint rails installed in studio b for the hanging of acoustic curtains, basement back door lock is now replaced.

Fund-raising Committee: Michael Murray

• Last meeting only had 3 members attend: more members are required to attend meetings for further committee success.

• Ongoing interest and concerns are continuing regarding Live to air events. A wine tasting fund raiser, a CJLY penny drive, & CJLY Music Expo are the most active ideas in the pipe-line.

• Beasley Tower site paperwork is submitted, bond can be released once approval is received.

• Nelson Mothers Day Garden Fest has offered us table space on May 8th, suggestion to approach Georamma Growers who offer not for profits a discount for plants to sell.

Membership Committee: Kimberly Scot

• Terms of Reference completed and sent to Policy Committee. Job breakdown for volunteer positions, task outlines and reworking of pledge forms have been accomplished.

• This committee meets every third Friday of the month at 3:00pm, and seeks membership involvement.

Programming Committee: Leah Wilson on behalf of Bill Metcalfe.

• For more than a year this committee has been developing a way of formally reviewing the performance of programmers. A couple months ago programmers were asked to volunteer to have their show reviewed under this process. The first review has been done involving extensive discussion with the programmer and the results were reported in detail to the committee. At the next meeting two more reviews will be reported on to continue this process.

• Discussions regarding re-writing the Syndication Policy has begun.

5. Finance Report: Administrative Manager presented financial (snap shot) profit vrs. loss report up to the end of January 2010. Approved.

Income/ Revenue Short Term Plan (February to May 2010) presented. Agreed to amendments to be included in published document. Note: Prudent discounting has been done to projected income recognizing untimely payments, non payment, and other uncertainties.

John Humphrey: CJLY needs to be more aggressive at collecting sponsorship outstanding accounts. Delegated to Administrative Manager to compose a letter for outstanding accounts.

Action: The Sponsorship & Advertising Coordinator to work with Administrative Manager to create an invoice terms statement for all new Invoicing Advertising & Customer accounts. “The term: net 30 days, 1.5%, per month on overdue accounts.”

All new or renewing customer agreements (including tower rental) to be implemented immediately or when required - by the next broadcast season schedule. Sponsorship is completely separate from this request for invoice terms.

Note: Monthly payment plans are at the discretion of the sponsorship and advertising coordinator.

Note: Administrative Manager will be insuring compliance with all Trade in Kind invoicing.

6. Personnel Committee: in camera discussion (Catherine Fisher presenting – arrived to the meeting at this time). Start time: 7:49, end time 8:08. Staff return to meeting.

Programing Managers Job description is being referred back to the personnel committee.

Kimberly is tasked with an non-related action.

7. Member requesting inclusion in all committee group emails.

Proposed Statement for Board 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 manner to the web site.

Board Consensus reached in agreement to respond with proposed statement. Note: John Humphrey: stands aside with strong reservations.

8. Board Calendar Time Line: Board struck an ad hoc Board Calendar Committee to workshop a current time line.

Action: Terry (to collect from filing system, and make available past board calendars)

Board Calendar Ad Hoc Committee: Chair (Bob), Lise, Catherine, (staff) Leah, & Terry.

Action: Bob to establish meeting time for Board Calendar Time Line Sub Committee.

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

10. Policy – Employment Standards Policy– revised to include Time-In-Lieu: All approved.

11. Larger society (for radio education society) – in efforts to secure charitable status that impacts community radio in our region in areas of education.

Leah: research shows that this concept has been accomplished by other community cooperative radio stations in Canada, by either partnering with similar stations and educational institution to create a collective not for profit society – downside would be the administrative activity (time) and accountability coordination. It is proposed that this topic would be brought up during the West Kootenay Community Radio Conference hosted by CJLY on April 24 2010.

12. CRTC Policy Review: Catherine.

Community campus stations presented to the CRTC. (Core Funding was a focus). Core funding as apposed to project funding, could be available as soon the next year. This new funding would most likely be channelled through the CRFC. Suggestions that were discussed: core funding from the government, Canadian Association of Broadcasters suggested to assist community campus stations by way of donating equipment or music, commercial broadcasters as a sector could contribute to a pool of funds to either be granted or given (matching funds raised by individual stations on a per year basis).

If Core Funding were obtained through the granting/giving process from the Canadian Association of Broadcasters, the CRTC would like to see community campus radio stations to go “add free”.

CRTC stated that on January 1 2011, stations broadcasting at a certain frequency power will have to reapply for frequency increase (if desired) from Industry Canada after January 1 2011.

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

13. Strategic Planning ad hoc committee: Bill.

Next strategic ad hoc committee meeting will address the questions regarding: facilitators, questions that will be asked to encourage dialogue, and overall format of sessions. Membership awareness of Strategic Planning: pending the outcome of the next ad hoc meeting. Suggested Dates are:

General Membership session (members of CJLY): Wed March 10 (facilitated) 7-10 pm at the Kootenay Bakery Cafe Cooperative.

Board Retreat: March 27 (Facilitated)(9am to 5pm) & March 28 (3 hour morning session)* Staff invited to attend March 27 session. (Location still to be determined).

Strategy toward outreach for stakeholder session.

• Email to members

• press releases to include definition of “member”

• Produce in house sponsorship announcement.

Meeting Adjourned: 9:30pm.

Next Steps for Board of Directors Agenda Building:

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

• 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.

Note: Include information item: current Insurance Coverage does not include Directors Insurance: protecting directors and staff - if say a decision was made that causes the organization loss) - this insurance would cost $750.00 annually for a 1 million $ coverage.)

• Board Evaluations for April & September 2010, to be discussed at the March Board Meeting.

• Line of Credit discussion – pending Finance Committee completion of “short term” and “long term” financial plans.

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