5) May 06 2008
Meeting Date: Tue May 06 2008
Kootenay Co-op Radio
Minutes of the Board Meeting
May 6th, 2008 6pm start.
Board Members present: Andrew Creighton,Teressa Hodsall (chair), Fred Rosenberg,Alon Gelcer, Ceilidh Sutherland, Judy Wapp, Bob Olsen, Della McLeod, Heather Dahlgrin
Not present: Gord Andrews, Scott Gain
Staff: Bill Metcalfe, Leah Wilson (minutes)
Member: Charles Jeanes
1.Agenda and Minutes
The minutes of the April 15 meeting were approved, and the Agenda for this meeting (May 6) was approved after including a short report re: Charitable Status (Leah).
2.Catherine Fisher NCRA presentation:
Elected to the NCRA Board of Directors into a 2 year term, representing small community rural stations, from CJLY.
Announcing the "Community Radio Fund of Canada: CRFC)" launching funding available to community broadcasters: spoken word, media youth internship & artistic development. Ideal for local news & Community outreach, & showcasing emerging local musical artists. http://www.communityradiofund.org
*Canadian Based Radio Policy under review.
*CMMRA Tariff: negotiating better conditions for community radio.
NCRA: June Conference in Windsor Ontario, voting on our behalf.
Possibility of attending the "Grass Roots Radio Conference" July 2008 held in Oregon, related issues include "podcasting & technologies"
3.Goal Status Reports
Finance Committee: Propose a board meeting on budget development before "Strategic Board Planning Retreat". To allow for budget development process time before July deadline of an approved budget by July 2008. * To bring a budget that is on target with priorities in mind.
(1-5)
Community Connections: wants to get the schedule out more and is thinking about branding issues (are we CJLY or KCR or Co-op Radio, and do we need to improve the logo? )
Action: Leah to enquire about changing the phone number in studio A, to be a sexier set of numbers, for listeners to remember with ease.
The Community Connections Committee intends to look into re-establishing the business discounts for KCR members, getting more local music into the music library, looking at whether the music database is user-friendly enough, developing an enhanced system of show promos, and developing a newsletter for programmers.
The Fundraising Committee reported that getting a donation swipe card at the Kootenay Coop and Save-on is still in development. Concerned that the Christopher Reeve Foundation (for a grant to build a wheelchair ramp for basement entry) may not be accessible by Canadian applicants, alternative foundations being considered.
Kayak raffle in the summer is being planned.
Action: Leah to search through volunteer applications for recruiting more volunteers for the Fund-raising Committee.
Action: Leah to research out further grant funding opportunities.
The Building Committee is planning improvements to the front and back entrance including installing HardiBoard on east and west walls before September, as well as a sign for the front. David is working on sprucing up the main floor before membership drive end of May. Maple saplings are removed from outside the front - researching replacement trees/ vegetation.
The Tech Committee
The process of getting the signal to New Denver is almost complete, and the target date is the membership drive in late May. Costs of software purchases are being sent to the Finance Committee. Stereo will be implemented. Studio C and downstairs performance space are targeted for September 2008. Budget development underway.
4. Actions from March 24 & April 15 meetings
Only those which were not done and still need to be dealt with are listed here as renewed actions:
Action: Andrew will bring to the June meeting a document synthesizing the various documents on "committee structure and governance".
Action: Bill will follow up on the need to find more NBN hosts for the upcoming season.
Action: Leah to photocopy the Policy Manual & placed in public area.
Action: The travel expenses issue is tabled to a future meeting.
5.Andrew SWOT report - Discussing Branding:
Suggestion to have both "Kootenay Co-op Radio & CJLY"
* There is a station in Vancouver that has branded itself as "Co-op Radio"
Suggested: To develop a consensus of how we refer to the station.
Heather, Andrew & Scott are working together to compile and update the Committee Functions and Structure documentation.
"Committee Function & Structure" is a compiled document outlining the structure of committee function & structure from information already present at the station (Jose report, & Carver reports), into an easy to comprehend document to be used as a guide.
Action: Andrew to distribute to Board via email for review before June Board Meeting.
Action: Andrew will send finished "Committee Function & Structure" document to the Policy Committee for future policy applications.
6.Fund-raising Policy: submitted by Policy Committee rep. Bill Metcalfe.
This policy defined: setting priority on fund-raising using KCR banner, this policy is a centralization - where if someone wants to raise funds under the name of KCR it must be agreed to by KCR.
Board recommendation to insert the word "volunteer" as a definition to secure that a "volunteer" is involved. To eliminate any potential situation where of someone would invoice KCR for fund-raising efforts as a service.
Board unanimously agreed, to pass & accept Fund-raising Policy with said insertion of the word "volunteer" in definition to said policy.
Action: Bill will take Fund-raising Policy to Policy Committee for final edit to include said word "volunteer".
Action: Leah to request report from Technical Committee: acquisition of material goods. For the purpose of tracking donations of value.
7.Policy Committee - Bob Olsen reporting as board representative:
"Policy on Policy Development" emailed out for board to read before meeting, purpose is to educate board on policy development. All policy requests are to be submitted to the Policy Committee for development, to then be presented to the Board of Directors for approval.
Bill: reporting that the Policy Committee is currently developing a Policy addressing Copyrite & Syndication at KCR.
8.Fund-raising Committee: Current members of committee are Judy Wapp, Deb Burnett, Ceilidh Sutherland, Neil Sorrochan , David Everest, and Jamie Donaldson. First meeting of committee since AGM scheduled for May 12th 6pm.
Andrew: Empowering Fund-raising Committee is important.
Action: Leah to ask Terry for volunteer forms to seek out potential volunteers with an interest in fund-raising.
To connect with the Eco-Society Volunteer Coordinator for any leads on active community volunteers interested in Fund-raising.
9.Strategic Planning Session:
Membership Drive requests board to select a different day for retreat purpose so that Board Members may be in attendance for the "Wrap Up"
Sunday May 31st.
New dates set for Strategic Planning Session:
June 2nd, 5-9pm, & June 10th, 5-9pm.
One session will be dedicated for Budget Development, and one session will be dedicated to Committee Function & Structure with a 1-5 Year Goal Plan.
Action: Teressa to send out "where" for each meeting, and if it is a pot luck or eat out situation.
10.Budget 2008-2009:
Wish lists are required from all Committees, to be placed in priority format for consideration. Note* Guaranteed & Discretionary identification.
Action: Teressa to meet with Finance Committee regarding Budget Development before Strategic Planning sessions begin.
Action: Finance Committee to draw up draft of fixed 2008-2009 budget before June 1 2008.
11.Charitable Status: Leah reports that "when" KCR obtains Charitable Status we will be one of the first such radio stations to do so. Application almost complete, waiting for feedback from NCRA for hints toward a successful application.
Concerns: most relative material supplied by the Charitable Status Web site indicates the importance of active fund-raising on behalf of the applicant. To date our fund-raising appears inactive apart from membership drives and concert events. This application is a one shot, that can be appealed if rejected, without a time line for a deadline, waiting for our fund-raising committee to become more engaged in a current context is suggested for a stronger application.
12.Next Meeting
The next board meeting will part one of the Strategic Planning Session:
Monday June 2: 5pm-9pm.
Part two of the Strategic Planning Session:
Tuesday June 10: 5pm-9pm.
Listen