May 13 2009 Board Meeting Minutes
Meeting Date: Wed May 13 2009
Kootenay Co-op Radio
Minutes of the Board Meeting
Date: May 13, 2009
Started: 6:10 pm - adjourned at 8:10 pm.
Board Members present: Lise Godin, Alon Gelcer (chair), Bob Olsen, Dustin Cantwell, Heather Dahlgrin, Gord Andrews.
Staff: Leah Wilson(minutes), Deb Burnett, Terry Brennan (7:10pm)
Regrets: Teressa Hodsall, Nancy Likness
AGENDA
1)Check in.
2)Time keeper.
3)Review of Actions
4)Goal Status reports by committee chairs (20 min)
5)Managers report (optional)
6)Actions from past board meetings.
7)Financial Monthly Statement (5 min - Leah)
8)Membership Drive report (5 min - Leah)
9)Music expo report (5 min - Leah)
10)Report on meeting with Keith - what are the issues to address, when can a meeting take place, how does this interlace and impact strategic planning. (15 min - Alon)
11)Naming enquiry - discuss letter addressed to the board from a concerned member. (5 min - Alon)
12)Terms of reference. Where are we with regards to this process? (5 min- Alon)
13)Listener Survey Report. Where are we with regards to this process? (5 min - Alon)
1.Check in & welcome:
2.Agenda and Minutes: Agenda amended to include #13: "Forum Policy" proposal & ("Sponsorship Policy" amendments - time allowing), & #14: "Public Bulletin (5 min - Alon) - Listener Survey Report tabled.
3.Time Keeper: Bob Olsen
4.Goal Status Reports:
Finance Committee Report: (Gord)Mini Audits and Full Audit are being accomplished - due for the end of May, chart of accounts is at 75% complete,
Budget prep: all committees are to send budget requests in for April 22 so the finance committee may compile.
Action: Board of Directors to meet for budget development in June.
Building Committee:(Dustin)4 foot deck with a metal mud grate will be completed on the front entry way, by the end of June. Paint for building almost acquired(some paint has been donated to the station. Back deck on hold for the requirements are costly. Further investigation on costs are being pursued for the back entry wheel chair access.
Community Connections Committee: (Alon) Budget development in process. CCC is investigating costs for items that would assist Membership Drive, on location booth activity, and public presence.
Tech Committee: (Dustin) Back up power is being investigated for Pilot Point Tower. Budget development ready for formal compiling, there are a few large items that are being designed as budget requests to be spread over a period of time. These items are essential to the operations of the station.
The CJLY Music Expo raised funds to purchase quality speakers for Studio A.
Programming report: tabled.
Finance Committee:(Lise)email pending Performance reviews for management upcoming.
Policy Committee: (Bob) Policy pipeline is waiting for the Personnel committee to deliver information for proposed policy development on "wellness plan for staff".
5.Managers report tabled, written reports were circulated from managers before meeting.
6.Actions: December 10 and January 14 Board Meetings.
Zoe will assist in writing a Music Library Director job description.
(Due June 2009)
The Personnel Committee in conjunction with the Finance Committee to make recommendations on a policy that would outline how the Wellness Fund will be disbursed. (ongoing)
The Personnel Committee to attend the Policy Committee meeting on Feb 23 - recommendations were sent from the policy committee to the personnel committee for further development. (Done).
Leah to obtainfrom the SVTV Society proof of their licence to rebroadcast on 101.5FM, and a letter of agreement between the SVTV Society and CJLY before the signal announcement is made official by CJLY. (ongoing).
Finance Committee: further redesigning of how individual details appear in the accounting system in preparation for the 2009 -2010 budget process and the year end report. (June 30 - Gord/Leah)
Leah to request sponsorship to produce and air a "Donations are welcome at CJLY" spot. (June 15).
Teressa to investigate CJLY documents 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 documents. (Ongoing).
ACTIONS FROM THE MARCH 4 BOARD MEETING:
Bill to talk with Board Chairs regarding correspondence response to the letters of complaint (secrets behind it all - climate change).(ongoing).
Leah to secure line of credit with the Nelson District Credit Union. (due date - by board meeting in June).
Naming Enquiry - Lise to transcribe written submissions to the forum, along with results of the forum. (Done).
Naming Enquiry - Nancy (secretary) to write letter of response from the board (done) - Nancy (secretary) to write press release statement and to send out for print/ (pending - still to be done).
Branding: Community Connections Committee to decide on branding slogans, and words that the station will be branded as.(Done)
To design a couple options (font - layout) to be used as building sign, logo, bumper sticker). To bring to board for final approval.
Leah to send thank you card to Ceilidh. (Done)
Leah to send the board succession documents (Done).
Board workshop to be planned for May (ongoing).
Re-designing of letter to the Basin Business Advocates program to be amended to reflect the purpose: personnel (H/R) and Financial/Sponsorship evaluations. (Leah to complete end of May).
New Denver Broadcast interruptions (tech to investigate)Terry- New Denver broadcast fixed.(done).
May 13th New Actions:
Action(for review): Board to review request from member request to be sent committee and board agenda and minute related emails. (Do members access this information via web forum or through group email system)?
Action: Secretary to draft a response email (and to circulate to the board for review) addressed to the member who has requested emails of all committee and board agendas and minutes.
New Action: Board to view letter to be circulated in response to member, for final consensus decision at the next board meeting.
New Action: Terry to include station naming enquiry results to original naming enquiry thread on website forum.
New Action: Nancy to send press release regarding naming enquiry results.
7) Financial Monthly Statement: (Leah) Chart of accounts amendments in preparation for year end and budget development process are being implemented. When reviewing the Financial Statement note the line Membership Fees are now split into two (2008 & 2009). A new line will be implemented to reflect "Line of Credit" With the success of Membership Drive and Sponsorship payments being received the station is able to pay bills and payroll.
All Approved Financial Statement.
8) Membership drive: (Leah) The Membership Drive Coordinator Nazli Izmirli successfully coordinated the Spring Membership Drive. Accomplished tasks include the redesigning of the membership card that is now a tri-fold card that lists 40 supportive businesses who are called "the friends of CJLY" these businesses offer discounts to membership card holders. The drive expectations were met with pledges exceeding $1,250 a day meaning that over $2,000 were additionally raised through Top Up donations (businesses who pledged to donate if we reached our daily goal). A formal Membership Drive Hand Book is being designed - and will be ready for the Fall Membership Drive 2009.
9) CJLY Music Expo:(Leah) A fund-raising committee initiative made possible by volunteer efforts. All funds raised through the expo go directly to the station equipment fund (marked for studio A speakers). Rental of tables at the expo (for community music teachers - groups- organizations) and table rentals for people who sold musical instruments/cd/records/services in total covered the cost of the room rental (basement space of the Nelson Municipal Library). Funds raised equal $610.00, through CJLY music sales, and donated items such as records and stereo equipment. KCR has been asked to repeat the event in the Fall- The Nelson Academy of Music has offered space as a venue.
10) Organizational Workshop (Alon): Keith Jardine is willing to facilitate and organizational workshop to assist board development and training.
New Action: Leah to ensure that there is a chart of accounts line "board development/training" and to include in the budget request from Administrative Operational costs.
Discussion from the Board addressing the needs of the organization for a facilitated workshop:
a) Committee & Board & Organizational Structure: relationship and communication building and development between the board, staff, volunteers, members, listeners and community. Bringing resolution to stressful issues/relations ions. AGM Process development.
Staff recommendation: Determine role, responsibilities, and communication with regard to the staff, to the membership, and to the community .
b) Goal Review / Setting
c) Governance Structure (options)
d) Volunteers - Optimizing
e) Bringing Resolution to stressful issues/relations.
f) Financial 5 year plan.
New Action: Alon to send a message to Keith with the notes discussed as to the needs of the Board of Directors for a facilitated workshop.
11) Naming Enquiry: (Alon) A letter was addressed to the Board of Directors from a member who had concern/complaint regarding the outcome of the naming enquiry and is asking for further consideration of a name change. The the Board at this time considers the naming enquiry closed through due process.
12) Terms of references: (Alon) All committees are tasked to complete the terms of reference for all - the Policy Committee will receive all terms for all committees.
Personnel committee (in process)
Finance committee (in process)
Policy committee (completed)
Tech committee (in draft)
Building committee (completed)
Board of Directors *(to be developed through workshop)
13) Website/Forum Protocol Policy - draft review.
Notes - amendments recommended by the Board:(include) "You will agree to follow Canadian Laws and post respectfully (pretend you are speaking to your grandmother)."
"If you feel that a post does not adhere to this agreement, please select the REPORT button on the top right corner of the post - for moderators attention, or email the moderator"
"postings that violate this agreement may be edited or removed at the sole discretion of the moderator"
(where "individual" is mentioned) include "or group".
"for those who wish to post with added integrity & accountability, please sign in with your name."
New Action: Terry to post amended website/forum protocol agreement to incorporated the above mentioned notes.
14) Public Bulletin -(Alon) other media outlets are promoting health conscious announcements (cough into your sleeve- not your hands, wash your hands -get your kids to go play in the dirt).
Terry: Suggested station internal health conscious orientation - signage on the studio "before using the mixing board & phones - wash your hands".
Leah: Concerned about this public bulletin being produced by the station in light of the hype around "swine flu" on CBC and Corporate media, when a message is produced and aired from Kootenay Cooperative Radio, our membership and listeners would hear that Kootenay Cooperative Radio is supportive of the idea or concept behind it.
Dustin: Feeling that members and listeners would clue in that such a public bulletin is all about an "epidemic" (that is being considered as hype to date - proof yet undetermined). Suggests that if there are public health announcements that would fit as public service announcements - then the ownership of the bulletin would be on the provider - not of Kootenay Cooperative Radio.
Action (Alon):To be the consultant (with efforts by Katimavik volunteers) in researching health conscious community groups that are providing healthy community and awareness bulletins as PSA's. Katimavik students to developing awareness for a healthy community public service bulletins for on air - with Alon as a consultant. *IHA as a potential resource.
Next Meeting: pending -
New Action: Alon to send a (doodle calendar) to determine 2 x 3 hour sessions for the Budget development and next board meeting.
Meeting adjourned: 8:10pm
Listen