KCR Board Mtg Minutes - May 13, 2010 - Draft
Meeting Date: Thu May 13 2010
Kootenay Co-op Radio,
Meeting of the Board of Directors
Meeting Date: Thursday May 13, 2010 6:00 PM at Resolution Place
MINUTES
1. Check in & welcome: (2 minutes)
Board members present: Kimberly Scot, Bill Levey, Micheal Murray, David Beringer, Bob Olson, Chair: Susan Kurtz, Minutes: Lise Godin
Guest: Richard Metzner
Regrets: Catherine Fisher, Nancy Liknes
2. Agenda and Minutes of last meeting approved. (3 minutes)
Agenda approved with additions under New Business.
Minutes approval has been postponed. Minutes pending approval from Thursday April 8 (100408) (regular Board meeting, location KCR), Sunday April 18 (100418) (Strategic Planning meeting following the retreat, location above REO's), & Thursday April 22 (100422) (Strategic Planning follow up, location Resolution Place).
3. Correspondence (5 minutes)
3 choices here: “Receive and File”, “refer to New Business”, or “refer to Next Meeting”
No new correspondence.
4. Reports (55 minutes)
a) Treasurer’s Report - Finance Committee
The finance Committee has been meeting weekly. Their next meeting is on May 14. They will be working on budget development. This years will again have a tight budget.
A bookkeeper has been found. Her name is Anna Iskra, from Warfhouse. Details of a contract will follow (Note: Leah Wilson our Administrative Manager had an appendectomy yesterday which is why we do not have all the details at this time). Anna's start date has been scheduled for Wednesday May 19, 9:30am.
The Administrative Managers hours have been restored until the bookkeeper is fully operational. This transition needs to be as quick, effective and inexpensive as possible.
Sponsorship is over budget for the year.
Action 100513: Kimberly - A written treasurers report prior to board meetings
Action 100513: Finance Committee - To address the following details regarding the new bookkeeper:
l What is the hourly rate?
l How many hours anticipated in the transition and monthly thereafter?
l How much of this work will be trade in kind?
l What would be the contract of employment?
b) Personnel Committee - Report Received
Type II Positions have always been hired by the Administrative Manager (ie. Radio Camp Coordinator, Membership Drive Coordinator, Bookkeeper etc). The Board will need to have a comprehensive plan in place if this is not to be included in the Admin Managers workload.
Peer staff reviews - see 100513d
c) Ad hoc Restructuring Committee - Report received
The Restructure Committee needs a specific mandate. Consensus was not reached as to what that would be. Moved to 100513e
Points to note in the report. It does not include specific cost containment. It is focused more on revenue. The bulk of this report stems from the suggestions given to the board by staff at the strategic planning meeting.
The report came with many good suggestions. The approved ones are:
l Reduce to two seasons
l Reduce office hours by 50%
l Sponsorship coordinator commission payout based on paid invoices
l Programmer participation (fundraising $50/season)
l POS (debit)
l Sponsorship targets increased by $5000
l Regular in depth performance reviews for all staff
l Recruit financial expertise for new board at October AGM
l Explore advertising / sponsorship on website
d) Community Connections Committee - No report received
e) Fundraising Committee
The Fundraising Committee has started a few initiatives, namely the sale of fruit trees (with the help of the NDCU), and the working out the details of the next "Fun Run" (formerly called Beat the Beats). They are looking for a new catchy name for that event.
The Shack that was at the Bealby point tower has sold ($800) and the bond has been released ($1000 + interest)
f) Programming Committee - Report received from Programming manager
g) Regulatory Affairs Committee - Report received
h) Membership Committee - Reports received
The Membership Drive Committee very busy with the upcoming membership drive May 23 to 29.
They could use extra help especially at this time. There are many events lined up for the week including booths, live music, live broadcast etc.
i) Operations Manager’s Report - Report received
j) Policy - Report received
See 100513b
5. Heldover Business (45 minutes)
100419a Strategic Planning Discussions and Decisions – Phil Kolbuc will be available
Action 100513: Chairs set a meeting with Phil and the board.
100419b letter from Charles Jeans -Tabled
Old Action: letter from John Humphries - David Beringer will draft a reply letter and circulate before sending. - Done
Old Action: All committees are to send terms of reference to Zoe for compile as single point of contact.
Action 100513: Susan will verify which committees are still outstanding
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.
Old 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.”
Action 100513: Lise to verify that this has happened.
6. New Business (10 minutes)
100513a The Upper Columbia Co-op Council has appointed a representative of KCR to its Board of Directors. In order to make this official, it would like our Board to have a motion at its next meeting approving the appointment of Terry Brennan for Kootenay Co-op Radio to the UCCC Board. - Approved
100513b Diversity of Opinion Policy which will replace the Controversial and Religious Programming policies – Bill Levy - Approved
100513c Communication to membership
The chairs have been contacted by individuals who are wanting to have a understanding of what has been going on with the Ad Hoc Restructuring Committee. Also there are members wanting a more comprehensive overview of KCRs financial position and what is being done to ensure it is viable.
It was considered that we may need to develop a policy for clear communication with the membership. Also considered was the idea of a quarterly newsletter from the board to the members.
A decision was made that we need to communicate recent goings-on with our membership.
Action 100513: Susan will write a letter to the membership for posting on the website. The letter will be proof read by the board (via email) prior to posting. She will include some or all of the following points:
l Dedicated board
l Strategic Planning weekend
l 2 years of deficit
l Working to balance our expenses vs income
l Ask for help financially or with ideas
l How to maintain staff levels, we have 5 staff
l Membership drive goal and changes (ie. membership fee structure, no pledging, ect.)
l Struck a membership committee that is active all year (no longer Ad-Hoc)
l Successful fall membership drive
l Introduced new sponsorship rates
l Inviting people to come to the AGM
l Cash flow management has been improved
100513d Performance Reviews
Action 100513: The Personnel Committee is to meet with Phil Kolbuck who has ideas on how to improve the Performance Review process and outcomes.
100513e Ad Hoc Restructure Committee Mandate
One line of thought, the mandate is to take a holistic look at the staff job descriptions and committee terms of reference. With an eye for efficiencies.
Another line of thought, the mandate is to make cost savings so that our financial viability is restored.
Action 100513: Board needs to reach consensus on the Ad Hoc Committee mandate. It would be ideal if all board members could attend the next meeting so that this could be decided upon.
100513f Posting of minutes and agenda's on the website - Tabled
7. Next Meeting
Second Thursday of the month.
June 10, 2010 - 6:00 pm at Kootenay Cooperative Radio.
8. Adjournment 9:00 pm
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