Board

KCR Board Mtg Minutes - Jan 14, 2010

Meeting Date: Thu Jan 14 2010

Kootenay Co-op Radio
Minutes of the Board Meeting: Date: January 14, 2010
Started: 6pm – adjourned at 8:30 pm.

Board Members present: Nancy Liknes, Lise Godin (chair), Bob Olsen, Michael Murray, Devorah McLean, Bill Levey, David Beringer, Kim Scott, Susan Kurtz (co-chair), John Humphrey (Treasurer).

Staff: (Minutes) Leah Wilson,
Time Keeper: Nancy Liknes
Regrets: Catherine Fisher

AGENDA & Minutes
1.Check in & welcome.

2.Agenda and Minutes: Directors discussed: minutes to be positively approved with in 7-10 days after being issued – once approved these minutes to be posted on the web site.
Minutes amended items under item #8: a) Board approved the one week in lieu to compensate Membership Drive Coordinator/ Admin Manager.
Approved, Agenda amended to place Board Evaluation to top of Agenda.

3.Action Review:
Action: Bob: to check with “founding members” regarding sponsorship coordinator job title change to include “advertising”. DONE (approved by founding members with reservations – agree to meet the needs of coordinator to add the term “Advertising” as long as there is a clear definition of the difference between sponsorship and advertising, in adherence to the sponsorship policy.)
    Action: Leah to include this years directors evaluation in to the directors handbook as an archive for reference. DONE
    Action: All committees are to send terms of reference to Zoe for compile as single point of contact. (ONGOING)
    Action: (re: letter to member requesting inclusion in all committee groupemails.) Nancy will send the letter written by the past board to the member, with an addendum from the current board. DONE *(This will be added as a board discussion topic for February agenda.)

    Action: Fund-raising & Community Connections Committee to meet with Membership Committee before strategic planning /spring membership drive. (time line for meeting: March early April 2010)
    Action: Finance Committee to develop and report to the board thatincludes a time line and an action that speaks to the growing needs of this organization. (ONGOING) (presentation for February Meeting).

    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 (Directors ask the letter needs to be circulated)
    Action: Leah to update the website with the previously revised sponsorshippolicy. (ONGOING)
    Action: David to forward letter from member who sent him a letter.(DONE)
    Action: Susan, Devorah, and Catherine to discuss potential protocol for internal email communication. Outcome to be utilized for Board discussion.    (DONE)
    Action: Board Chairs: Internal Email Communication to be included as an Agenda Item for the a future Board Meeting. (DONE)
    Action: Leah to send out all information regarding past board calendars for reference & all other information that would help. (DONE)
    Action: all directors to review board calendar information before next Board Meeting. (DONE)
    Action: all directors to return paper copy of Board Manual circulated by Nancy on December 9, with revisions before January 14 Board Meeting. (ONGOING)
    Action: (Personnel Committee) Lise to circulate all updates to job descriptions.  (ONGOING)
    Action: (Possible merge of Tech and Building Committees) Bill: to present the question to both committees effected for full consensus. DONE: result is that Tech and Building Committees remain separate.
    Action: Strategic Planning Session ad hoc committee: (Re: sponsorship questionnaire presentation by John H.) The organization is to create a larger questionnaire as part of the strategic plan, addressing as many aspects of KCR,     including sponsorship. To include Deb as sponsorship coordinator in question crafting on sponsorship. (This needs to be made a smart goal with ownership and time-line). * Staff recommend review of past programming surveys and results.
    Action: Leah to circulate past Committee Goals reflecting the past strategic     planning session - for the board to review. DONE
    Action: Leah & Susan: Leah to send to Susan existing documents on     consensus. Susan to circulate to Board a compiled document on Board Consensus as a resource to review – with the intention to be included in Board Manual. DONE
    Action: Board is to read said circulated document from Susan, (in prep for presentation by Susan at Board Meeting) and to read Rules on consensus before     the January Meeting. DONE
    Action: Leah to ask insurance company the details of insurance – do we have     directors insurance. (ONGOING)

4.Committee Reports: Discussion on reporting at Board level to determine time line: Board agrees in consensus that all Governance Committees are to report verbally once every month, and non governance committees are to report verbally once every two months. Monthly reports are to be sent via email one week prior to board meeting at the latest for review.

5.Finance Committee request: from Board to report to the members and press as a follow up on the statement that was sent pre-membership drive.
Statement from Finance Committee: For Strategic Planning “Membership” session to address the question: “Do we revert to the small volunteer run radio station that once was, or do we continue to develop the more business run, more professional not for profit cooperative community radio station with staff and office hours? Staying the same is not sustainable. (We either increase our revenue or decrease our expenses.)”
John: Prompt payment from sponsors is required to meet the needs of the station. There are accounts that outstanding up to and over 90 days.
Outstanding Accounts - Board discussion:Forwarding to Sponsorship Coordinator- enquiring as to what type of penalty clients in arrears are to receive. Feasibility of introducing a new line on all new invoices that reads ”net (?) days overdue interest charged @ (?) percent per month” “all accounts that are over (?) days in arrears to be on a cash first basis for future services” “all accounts in arrears after (?) days, the sponsorship spot does not run again until paid”.
Questions: How would this effect: a) our client relations, b) prompt payment of invoices? How many year long term clients do we have, and would this concept of penalties apply?
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.
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.

6.Email communication: Devorah – email communication (most communication is non-verbal at 93%) face to face communication is best, email protocol is being met with respectful and polite communication practises.

7.Sponsorship Coordinator: retitling to Sponsorship & Advertising Coordinator. Approved.
(Revisiting the foundation of the policy on sponsorship and how it impacts the station overall). * future agenda item for Policy Committee report.

8.Board Manual: Addressing how the directors utilize the manual. 
Action: Next step - Directors to go through the manual and identify what reads as relevant.
Action: to include on Feb Agenda to address and work shop a “Board of Directors: Governance Time Line” November to the end of October.

9.Consensus Presentation: Susan.
KCR Rules, consensus resources, past governance training & board manual documents were presented. Informational discussion followed.
Meeting adjourned 8:30pm

Next meeting Thursday Feb. 11. 6pm.