KCR Board Mtg Minutes - Nov 5 2009
Meeting Date: Thu Nov 05 2009
Kootenay Co-op Radio
Minutes of the Board Meeting
Date: Thursday November 5th, 2009
Started: 6:15pm – adjourned at 9:15pm.
Board Members present: Lise Godin (Chair), Bill Levey, John Humphrey, Michael Murray, Bob Olsen, Devorah MacLean, Kimberly Scot, Catherine Fisher, Susan Kurtz, & David Beringer.
Staff: (Minutes) Leah Wilson, Deb Burnett (sponsorship coordinator).
Regrets: Nancy Liknes
AGENDA
1.Check in.
2.Agenda & Minutes Approval
3.Time Keeper.
4.Action Report
5.Selection of Officers
6.Committee Descriptions & Liaison Selection
7.Finance Report
8.Membership Drive Report
9.Staff Job Descriptions
10.Courtesies
11.Sponsorship Questionnaire
12.Orientation of the Board – meeting date.
13.Rotary Club
14.Letters to the Board
15.Communication Protocol
16. Email in house communications
17. Personnel Discussion (in camera)
18. Next Board Meeting
1.Check in & welcome new Board Members:
2.Agenda and Minutes: Additions to Agenda proposed – New Business a) Personnel requests to discuss line of credit. (all approve agenda and last meeting minutes).
3.Time Keeper: Bob Olsen
4.Actions Report – (from September 23 board meeting minutes).
Action: Deb to create a spot announcing the community initiative that results from accepting government sponsorship spots. (*ongoing).
Action: Teressa to post Music Director Job Description & all staff job descriptions to web site – with assistance from Terry. (Lise to Follow up).
4.5) Action Report (from October 15 board meeting minutes):
Action: Dustin to include in AGM prep and Board Season Calendar development of ad-hock committee. Recommendations for the next board to engage in Board Evaluations mid year (April) and at end of term (September). (Done)
Action: Co-chairs report at AGM to include a summary of evaluations as part of the Board Report presentation to the members. (Done)
Action: Leah to include this years directors evaluation in to the directors handbook as an archive for reference. (*ongoing).
Action: Leah to prepare letter of withdrawal regarding Charitable Status application & to send a thank you card. (Done)
Action: Leah to prepare background information on what other radio stations have done when denied Charitable Status, along with pro's and con's of creating a society that would successfully apply for charitable status. (*ongoing).
Action: Leah to create GST in and out category in quickbooks. (Done)
Action: All committee are to send terms of reference to Zoe to compile as a single point of contact. (Done).
NEW Action: Lise to connect with Zoe as a follow up / action check.
Action: Dustin to compose letter in response to member who is requesting inclusion in all committee group emails (status check required).
NEW Action: Catherine to connect with Dustin to determine status of last action item.
5.Selection of Officers:
Lise steps down as Treasurer.
Secretary: Nancy Likness
Treasurer: John Humphrey
Board Chair: Lise Godin
Board Chair: Susan Kurtz
6)Committee description & Liaison Selection: discussion ensued.
Proposal to strike a new committee: Membership Committee - Purpose – to promote active membership year round & to assist in drive planning.
(All Agreed)
Liaison/Chair Kimberly Scot.
Proposal to strike a new committee: Regulatory Affairs Committee – an informational committee dedicated to monitoring national tariffs and regulatory bodies that effect community radio. (All Agreed)
Liaisons: Catherine Fisher, Bill Levey, John Humprey.
Personnel Committee: Lise Godin, Catherine Fisher
Policy Committee: Bill Levey, Bob Olson
Finance Committee: Treasurer John Humphrey, Bill Levey.
Fund-raising Committee: Devorah McLean, Michael Murray.
Community Connections: Bob Olsen, David Beringer
Programming Committee: Susan Kurtz
Tech Committee: John Humphrey
Building Committee: Michael Murray
Action: Fund-raising & Community Connection Committee to meet with Membership Committee before strategic planning/ spring membership drive.
7)Finance: Board Ratification of Budget: Adding budget items to the existing 2009-2010 Budget. (To include $2,240.00 *Socan fees, $2,000.00 *short term loan pay back, $2,000.00 * Wheel Chair Access costs per grant requirements. $3,500 from Summer & $2,000 from this fall *short term loan pay back).
Freeze committee spending with the exception of critical operational items.
Action: The Finance Committee to develop and report to the board that includes a time line and an action that speaks to the growing needs of this organization.
8)Membership Drive Report: (Leah) Pending data entry – to be circulated before press releases sent out – third week of November. Fall Membership Drive successful in meeting daily goals. Spring Membership Drive – to be coordinated by the Membership Drive Committee.
9) Staff Job Descriptions. (Lise) Introduction to the 5 part time staff positions and hours. Action: Personnel Committee to compile a document with description for posting on web site.
Action: Lise to forward to board of directors the job descriptions of staff positions.
Request from Board to have staff reports & financial (snap shot) report one week before Board Meeting, and that the Chairs to request reports two weeks before meeting.
10) Courtesies (Catherine): suggests to write a letter to all departing Board Members in thank to their efforts.
Action: Catherine to draft letter and circulate.
11) Sponsorship Questionnaire, John: (tabled for next meeting agenda).
Action: Board of Directors to review Sponsorship Policy – available under in-house information on web site.
Questions regarding current sponsorship to be emailed to Deb Burnett, Sponsorship Coordinator:
12) Orientation of the Board: Date: December 3rd 6pm.
Action: Leah to print job descriptions for director officers for hand book.
New Action: Board Members are to read the Policy called “Executive Limitations before the Board Orientation.
13) New Business: Rotary Club: million dollar lunch (Susan) Date at KCR: (November 27th)
14) Letters to the Board: discussion regarding letters to the board sent after Annual General meeting. (David)
Action – David to forward letter from member who sent him a letter.
Discussion around letters and email communication from members and how to respond appropriately.
Action: Catherine will speak with Nancy, the board secretary about how we best take feedback and respond to it.
15) New Business: Communication protocol: as a board we speak as one voice. We must be clear when discussing or presenting something as an individual, that we speak for ourself, and that this is understood by those that are being communicated with.
Each director is to ensure that all other board members are aware of discussions that reflect the board of directors as a whole.
16) New Business: Email in-house communication: Agenda items are sent to the chairs once requested.
Action: Susan, Devorah, and Catherine to discuss potential protocol for internal email communication.
17) New Business: In camera personnel discussion. Item was referred to Personnel Committee for further discussion.
18)Board Meetings set for the second Wednesday @6:30pm of every month.
Next Board Meeting: December 9, 6:30pm.
19)Meeting Adjourned: 9:15pm
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