March 4 2009 Board Meeting Minutes
Meeting Date: Wed Mar 04 2009
Kootenay Co-op Radio
Minutes of the Board Meeting
Date: March 4, 2009
Started: 6:10 pm - adjourned at 8:30pm.
Board Members present: Alon Gelcer (Co-Chair), Teressa Hodsall (Chair), Gord Andrews, Dustin Cantwell.
Late in attendance: Bob Olsen (Timekeeper), Heather Dahlgrin.
Regrets: Nancy Liknes, Ceilidh Sutherland, Lise Godin.
Staff: Leah Wilson (minutes)
Guest Speaker: Deanne Monroe from the Basin Business Advocates Program.
Agenda: March 4th, 2009: CJLY Board of Directors meeting
1) Check in
2) Deanne/ BBA
3) Time Keeper
4) Review and Approval of Agenda & last minutes
5) Review of Actions
6) Forum Decorum (Alon)
7) Strategic Planning Session (Alon & Teressa)
8) Naming Enquiry (Alon)
9) Budget Policy (Gord) (tabled)
10) Financial Monthly Report (Leah)
11) Terms of Reference (Teressa) (tabled)
12) 10 year Anniversary Party report (Leah)
13) G.S. Reports (tabled)
14) MGR Reports (tabled)
Agenda proposed by Alon Gelcer / Teressa Hodsall
Meeting Commenced 6:10 pm Meeting Location: downstairs at the station.
1) Check in & welcome. (Board Quorum incomplete - pending the arrival of directors late in attendance.)
2) Guest presentation by Deanne Monroe from the Basin Business Advocates Program *(BBA) : (35 minutes)
The Basin Business Advocates Program is available for non for profit organizations seeking an analysis on all aspects of doing business, including strengths, weaknesses & opportunities. The program focus includes financial management and cash flow planning, marketing plans and strategies, human resource planning, business information systems, & strategic operating planning.
Business counselling services & assessments are free. Assessments would involve 2 meetings of 2 hours each to evaluate the business of CJLY as a non for profit community service cooperative organization. Items that will be addressed will include the organizations historical practises, past strategic plans, financial reports, job descriptions, and policies regarding sponsorship.
(Arrival of Bob Olsen completes Board Quorum 6:30 pm)
The BBA program offers financial support to hire qualified consultants for strategic projects that have been identified as a need within the Business Assessment. The BBA consulting fund contribution = up to $500 in fees with no cost sharing requirement. 50% of consulting fees about $500 - to a maximum of $2500 for a business organization.
Board discussion: The intention of this business analysis is to assist in the strategic planning sessions up coming in April, where data obtained from the assessment will be utilized. The BBA program offers financial support to hire a qualified consultant who would be the strategic planning facilitator is also a primary objective of participating in the Basin Business Advocates Program.
All agreed that CJLY Kootenay Cooperative Radio will engage in the Basin Business Advocates Program, board representation by Gord Andrews and Lise Godin, staff representation by Leah Wilson.
Action: Leah to draft a letter of intent required for program participation, to complete the BBA application, and to follow up with scheduling the 2 meetings above mentioned. To engage in the program by as soon as possible.
3) Time Keeper: Bob Olsen (established at 6:35 pm)
4) Feb 11th Meeting minutes:
Meeting minutes approved and accepted by all.
5) Actions from the December 10th and January 14 Board Meetings
1.Zoe will assist in writing a Music Library Director job description.
Pending- carried forward - due date June 2009.
2.The Personnel Committee in conjunction with the Finance Committee to make recommendations to the Policy Committee on a policy that would outline how the Wellness Fund will be disbursed.
(Teressa): Action in progress - the Personnel Committee attended the Policy Committee meeting on Feb.23rd- recommendations were sent from the policy committee to the personnel committee for further development.Pending meeting results - ongoing.
3.Leah to obtain from the SVTV Society proof of their license to rebroadcast on 101.5 FM, and a letter of agreement between the SVTV Society and CJLY before the signal before announcement of the signal is made official by CJLY. (Leah):Pending - ongoing negotiations.
4.Board Members are to recruit one person each that would commit 4 hours for CJLY volunteer reception tasks. (Teressa): Pending - Personnel will review and re-propose volunteer reception - ongoing.
5.Finance Committee to create a more transparent and clear monthly reporting process to include an individual line item "Review of Engagement" and to investigate further redesigning of how individual details appear in the accounting system in preparation for the 2009-2010 budget process and the year end report. (Gord: Ongoing - pending.)
6.Lise to investigate a venue for the first day of the retreat (April 15) as the stakeholders presentation may require more space than the downstairs of the station provides. Suggestions are: Richard Metzner's back yard, or Bigby place. (Lise): Bigby place is the best choice - Richards back yard will still be in spring thaw.
7.Leah to investigate what BC Lottery Fundings means overall and to report to the board for the next meeting: (Leah: Completed)
"A corporation is a legal personality, usually used to conduct business. Corporations exist as a product of corporate law, and their rules balance the interests of the shareholders that invest their capital and the employees who contribute their labour."
The corporate word surrounding BC Lottery funding - meaning that if BC Lottery moneys were pursued and received, the BC Lottery logo would need to be presented. The BC Lottery logo includes the word corporation. Due to the grass roots nature of Kootenay Cooperative Radio, if funds are being sought, that a call out for local donations should be actively asked for before going into the corporation concept of funding.
NEW ACTION: Leah to request a sponsorship on air spot to be produced "Donations are welcome at CJLY.... ".
8.Teressa to investigate CJLY documentation to discover if there are in house promotions that speak about CJLY not taking moneys from corporations - and what is the definition of corporation used in such documentations.
(Ongoing - to be presented at the BoD meeting March 25th 2009).
9.Terry/Leah to send staff meeting minutes via email to the board on a regular basis after each staff meeting. (Completed and will continue to take place).
10.Leah to present to the staff the concept of having a board representative at staff meetings, this representative could also be a Personnel Committee member. (Completed, the board member and personnel committee member who will be attending staff meetings is Lise Godin.)
11.Alon to communicate with the board through email the document called "Columbia Basin Trust Information" known as the Basin Business Advocates Program. To be done before the next board meeting. (Complete).
12.Alon to arrange for Deanne Monroe to attend the next board meeting to make a presentation on what she has to offer as a facilitator and as an expert in assessing organizations. (Completed).
END of ACTIONS
6) Forum Decorum (Alon):
Alon: Anonymous Postings to the CJLY Kootenay Cooperative web site has delivered a question around what are the guidelines of forum decorum at CJLY?
A member driven forum topic on "forum decorum" has started, all are encouraged to participate, the focus of the topic is to see a self designing concept that could be utilized as a Basic Terms of Use statement.
Basic Terms of Use would be an outline of positive guidelines required in forum content. Where it would be easy to identify those that deviate from the basic terms of use, giving a safe place concept where views may be expressed, where those that deviate would be removed in efforts to uphold the basic terms of use.
In response to anonymous postings - it is being encouraged that those posting on the forum to use their actual names for accountability and transparency.
Gord: suggests soft tech to handle the forum technological disclaimer presence, moderator presence, & to have a basic terms of reference agreement present.
* (Gord Andrews had to depart the meeting - leaving the board meeting without quorum 8:00pm)
Member request for agenda's and minutes through group email inclusion *committee communication process is being questioned by a member. (Alon)
Question to the Board?
Do members who are not on committees have the option to be included in committee group email addresses?
*Answer tabled until next board meeting.
Teressa: The CJLY Kootenay Cooperative Radio web forum was created to be the place for transparency of organizational communication and information, where minutes and agenda's are made available to all members to view without special consideration being made to any one member, in efforts to comply with the spirit of the cooperative.
Email information regarding agendas and minutes of meetings are strictly informational. If a member wishes to comment on content found in minutes and agenda's - those comments are to be communicated to the chair of the committee in question. The chair would then relay comments to the whole of the committee.
A request from the member to be a guest at a meeting is appropriate with clear communication as to the purpose of attending the meeting ( to observe, to engage with the committee on a certain topic, to ask the committee a specific question, to offer insight through a presentation).
Action: Teressa will compose a letter to be sent to the member requesting to be included in committee group emails - that the forum is the place to find information.
Action: Board to carry forward the request from the member who wishes for special inclusion in committee group emails to be on the next board meeting agenda due to the lack of quorum at this time.
7) Strategic Planning (Alon & Teressa):
Teressa: The strategic plan in the past has been a result of recommendations that come from the membership, through the stakeholders session where 4 parts of the process are identified: the vision, the goals, how to achieve the goals, & the achievement of such goals.
The strategic planning ad-hoc committee members are: Teressa Hodsall, Dustin Cantwell, Alon Gelcer, & Bob Olsen.
*Gord Andrews returns to the meeting at 8:20 pm.
Gord: Recommendation - to invite stakeholders that are able to offer technical - radio & technical vision for the station.
Bob: To embrace the the valuable benefits and assessment recommendations that will come with the Basin Business Advocates Program evaluation.
Alon: Confirmation of Strategic Planning session dates:
(Stakeholders session): Wednesday April 15th, 5:00pm - 8:00pm.
(Weekend retreat session): Saturday April 18 - Sunday April 19.
Alon: Recommending Jocelyn Carver to be the facilitator - negotiations regarding fees payable for facilitation services will be reported at the next board meeting.
8) Naming Enquiry: Alon
Due to the concerns of members on the amount of time made available for responses - the deadline for responses has been extended to be March 5th. A final report on the forum conclusion will be circulated once data is calculated.
Action: Alon to present a conclusive report at the next board meeting.
9) Financial Monthly report (Leah)
All viewed and approved monthly (snap shot) financial report.
10) 10 Year Anniversary Party (Leah)
The event took place on Feb 28, 2009 at the Hume Room at the Hume Hotel, where over 300 people were counted in attendance through the evening *including performers, volunteers, and participants. Funds raised after cost equals $503.00, along with 5 renewed memberships bringing our active membership count to be 608.
Congratulations to Leah and the Fund-raising Committee for a successful event celebrating the 10 year anniversary of the first 28 day broadcast (on air debut of CJLY Kootenay Cooperative Radio).
Meeting adjourned: 8:45pm
Next board meeting: March 25th, 6:00 pm
Next Board Meeting: Amended to Tuesday April 7st 2009, 6:00 pm.
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