Board

3) March 11 2008

Meeting Date: Tue Mar 11 2008

Kootenay Co-op Radio
Minutes of the Board Meeting
March 11, 2008

Board Members present: Andrew Creighton, Teressa Hodsall (Chair), Fred Rosenberg, Gord Andrews, Alon Gelcer, Ceilidh Sutherland, Judy Wapp, Heather Dahlgrin, Della McLeod, Scott Gain

Not present: Bob Olsen

Staff: Bill Metcalfe (minutes), Terry Brennan
Member: Charles Jeanes

1.Agenda and Minutes
The minutes of the February 2008 meeting were approved.
Alon wished to add four items to the agenda: volunteer appreciation, single point accountability, Bob's email, and over-structuralization. All agreed that these would be added if there was time at the end of the meeting.

2.Goal Status Reports
Andrew reported that some of the committee chairs had not sent him their completed goal sheets and there was a discussion of whether that system was working, with the conclusion that is it is new and people have to get used to it. It was suggested that Andrew collect them and send the completed sheets out with the agenda for each meeting. Andrew agreed to continue being the organizer of this and Alon agreed to assist.

The purpose of the goal status reports is to have the goals set at the strategic planning meeting brought before the board regularly so progress can be monitored and the goals not forgotten about.

Gord reported that the Finance Committee is doing the internal audit. There was no report from the Building Committee. The Programming Committee reported that it has smartified its first goal and that they are implementing an evaluation process for programmers which will start next season. New Tech reported that a new website is on the horizon.

3.Jocelyn Carver's Recommendations
Re organizational memory: There was some discussion about that to do with board decisions that are actually policy-- where will these reside, and should they be turned into policy somehow? There was also discussion about the accessibility of policies and it was agreed that policies will be available on the new website.
Action: Bill will place the policy manual out in the public area of the station.

Action: New Tech will put on the new website the various organizational memory resources mentioned in Jocelyn's recommendations including committee reports, station policies, job descriptions, planning documents, AGM minutes, monthly meeting minutes.

Decision: The board adopted sections 1,2, and 3 of Jocelyn's recommendations, attached to these minutes.

4. Template for Minute-taking
Andrew presented a guideline for minutes to include:
list of attendees and absentees, date and time, name of minute-taker, decisions made, tasks assigned and to whom, brief descriptions of discussions, page numbers, footer with path.

Decision: This guideline was adopted by the board.

5.New Tech Issues
There was some inconclusive discussion of the technology issues brought forward at the previous meeting by the New Tech Committee, with the acknowledgement that a thorough discussion would take more time than was available at this meeting. It was suggested that the board have a hands-on workshop on these issues, in a room with several computers.

Action: Terry will send the link to the new website-under-construction to all board members.

6.Community Connections Committee "Smartified" Goals
Alon presented these, and they are attached to these minutes.

7.Membership Drive Coordinator:
Bill requested that he be given leave to hire Ceilidh Sutherland as Membership Drive Coordinator for the May 08 drive, despite the fact that she is a board member. This would involve eight weeks of employment at 12 hours per week, on contract. The board approved this on the condition that this be seen as an exception ad that such situations always come to the board . Della said hiring a board member is not necessarily acceptable in the non-profit sector.

8.Governance Committee Policy Re-visited
Scott presented his opinion that there be a time limit for membership on governance committees, those being Finance, Fundraising, Personnel, and Policy. He also said that non-board members should not be allowed to sit on governance committees because they were not elected and should therefore not be in a decision-making position.

Action: Scott's concerns will be included in the larger process of coming up with guidelines on committee structure and function-- see next item.

9.Committee Structure and Function
Andrew said there are many documents in various places related to committee structure and function and there is a need to merge, update, and make coherent. It was agreed that this is a serious need because it keeps coming up as an obstacle in various guises. Andrew agreed to take this on and Heather and Scott offered to help.

Action: Andrew will bring a new draft committee structure and function document to the board. No time limit was set.

10. Catherine Fisher
Bill read the item Catherine Fisher wishes to have added to the minutes of the meeting in September 2007 at which she made a presentation.

Action: Bill will add that item to the September minutes.

11. Other items tabled
All other items were tabled until future meetings.

12. Meetings
There was a discussion about the fact that there is too much board work for a monthly two-hour meeting. It was stated by several board members that they do not understand many of the items discussed and that many items are dispensed with too quickly, without adequate time to understand and discuss them. It was agreed that meetings have to be either more often or longer, with the general consensus being more often.

Next meetings: Monday March 24 and Tuesday April 15th, at 6pm.