Board

September 23rd Board Meeting Minutes

Meeting Date: Wed Sep 23 2009

Kootenay Co-op Radio
Minutes of the Board Meeting
Date: September 23rd 2009
Started: 6:20 pm - adjourned at 9:00 pm.

Board Members present: Nancy Likness, Lise Godin (chair), Teressa Hodsal, Bob Olsen, Gord Andrews, Dustin Cantwell, Alon Gelcer, Heather Dahlgrin.

Staff: (Minutes) Leah Wilson, Deb Burnett
Time Keeper: Teressa
AGENDA

1) Check in
2) Approval of this Agenda & last meeting minutes
3) Board Evaluations 2009. (pg.1)
4) Committee Goal Status (pg.1-3) & Action Reports. (pg.3 -4)
5) Professional Training (pg.4)
6) Charitable Status (pg.5)
7) Finance Report (pg.5)
8) Terms of Reference (pg.5)
9) AGM Planning (pg.5)
10) Code of Conduct (pg.6)
11) Next Meeting: Thursday October 15 @6pm (pg.6)

1.Check in & welcome:

2.Agenda and Minutes: Minutes Approved, Agenda amended to place Board Evaluation to top of Agenda.

3.Board Evaluation: (Alon) Each Board Member & staff present filled out an evaluation form provided.
New Action: Alon to compile 2009 Board Evaluations into a report to be circulated.

Three new categories were included in the evaluation: #15, Basic Communication. #16, Hours dedicated as volunteer. #17, Newsletter - did one read it cover to cover & proof it before being printed as requested.

4.Committee Goal Status & Action Reports.

Building Committee: Dustin - Tower in Beasley is now torn down, shed and fence are removed, there is no trace left- and is being stored at the Tagum Trading. Estimated value $1800.00. $1,000 deposit to be reclaimed after Crown Land inspection.
Building Committee will also paint the front sign on the station before the AGM. (replacing the old banner).

Policy Committee- Gord: (all policies are now on the web forum for review) - each member of the policy committee will assign themselves to review a few, to make notes for amendments found to be recommended - on the forum under the policy so all suggestions will appear for all to see before the final amendments are up for final approval.

Gord: reporting to what Bill brought to the Policy Committee (in response to complaints from members on past Secrets Behind it All programme on Climate Change). The Policies regarding programming are now in the process of in depth review through the programming committee and manager with the goal of rewriting them - in order to bring them up to date.

Dustin: when an issue arises like this, and the response involved policy development, it would be good to send the communication that there will be a delay in conclusion - this is best to be communicated to those that complain.

Fund-raising: This Committee needs to be included into the goal status list of committees required to report on a regular basis, for it has not been on the list to date on a regular basis.
New Action - Lise (as Co-Chair in training) to amend the list of committees that submit regular Goal Status reports, to include the Fund-raising Committee.

Gord: October 29 Beat the Beats Fund-raising Event. Registration form circulated for feedback.
Teressa: October 24 - Pumpkin Carving Party - family event. Pumpkins being donated (20). Artists will carve half a dozen that will be auctioned off at the Beat the Beats.

Deb: Nelson District Arts Council "Artisan Christmas Market" (October 23, 24, 25) has offered us booth space where we can sell a gift package. (Mug, bumper sticker, & membership). KCR will also have media logos on site as a sponsor.

Personnel Committee welcomes new/returning member Catherine Fisher.

Alon: Requesting disclosure of staff performance reviews of staff. The board of Directors are essentially responsible for being aware of financial matters, policy and personnel. At this time there is no disclosure of staff performance to the board.
Teressa: Confidentiality is sensitive in regards to staff review reports. The mini report is pending due to one more evaluation that still needs to be completed.

Gord: Management by exception report suggested (where not all details are necessary - would include the details that are essential for understanding of personnel matters.
New Action: Personnel Committee to investigate how personnel staff performance reviews can be communicated to board members.

Sponsorship Report: Deb- Total $8690 was generated this month, with the projected monthly budget at $6,500.00 - most sponsorship was generated from sponsorship renewal for the new season beginning in September. Almost every sponsor has renewed (despite the forecast of economic downturn).
Trade in Kind sponsorship has been encouraged by the Finance Committee (to increased this year).
New this season is the H1N1 government spot is now airing, - encouraging people to wash their hands and to be germ aware. Government spots when acquired -will result in part of the income received this way to be recycled into our community by offering free radio awareness ads to community services (Nelson Cares Society for example). This approach is established to utilize the government dollars into a local community incentive - when we receive we can give back a little.

Dustin suggestion: To create an in-house message to address membership concerns - it could sound like "Did you dislike the last government ad, well rest assured that the revenue generated for the station this way gets put back into the community by ........"
New Action: Deb to create a spot announcing the community initiative that is a result of accepting government spots.

Past Meeting Actions Review:
a) Teressa to post Music Director Job Description & all Staff Job Descriptions to web site: Teressa will forward descriptions to Terry for web placement before AGM. (In progress).
b) Personnel to bring to Policy Committee suggestions for Banked Time,& Wellness Plan policy/procedure development. (End of October to be completed.)
c) Nancy: Basin Business Association - no longer engaging in not for profit activity - the BBA is not prepared or knowledgeable in not for profit business to be effective at this time. It was recommended from the BBA that we engage with the Nelson Business Association. (Done)
(Deb has already been involved for the last 4 months).
d) Teressa to check on Action for Bill - to discuss with Board Chairs regarding correspondence response to letters of complaint addressed to the board regarding "Climate Change content in the program Secrets Behind it All." (Done)
Board enquiry: have the complainants from the Climate Change content from Secrets Behind It All been responded to at all?
New Action: Bill to attend next board meeting - or report via email - on progress in responding to the 20 members who sent in complaint.
New Action: Bill to ensure that communication with those issuing complaints includes that there is a policy being developed to address concerns and where the station stands on program content.
e) Deb to create on air (in house- donations - mention) "Donations are welcome at CJLY" (Done)
f) Gord to draft a letter to members for the newsletter on behalf of finance committee. (Done)
g) Dustin to send a notice to board members on the change of the AGM date to October 23rd (Friday) at 6:30pm - AMENDED - Annual General Meeting was decided through email/phone agreement to be for October 21st (Wednesday 6:30 at Scout Hall - being the traditional day of the week for the Annual General Meeting. (Done)
h) Board Chairs to place on next meeting agenda that board members are to bring a list of potential board members for succession that can be approached. (Done)
i) Terry to post forum topic - KCR Vision for the next 1-5 years. (to be completed by mid October)
j) Leah to include an invitation to the membership to participate in forum communication. Communicate the process to members through KCR stories, newsletter & web site. (Done)

RE: Board Meeting Minutes and Actions:
Request from staff to receive board minutes as soon as possible to then achieve understanding of expectations and society business.
All in agreement.
New Action: Leah that draft board minutes are to be sent to staff for review of actions.
Gord: proposition - to have governance meeting minutes approved as soon as the draft is circulated - so they can be posted on the web site forum as approved before the next meeting.
All agree to test drive the process.

5) Staff Professional Development: Selkirk College Not For Profit Courses:
New Action: Nancy to write letter recommending that Leah attend the Selkirk College not for profit management courses being offered at the end of October.
Leah is also registered with Futures to take three day long workshops in Quickbooks on October 26, 27,& 28.

6) Charitable Status - Report on Application: Leah/Gord
Denial of status was circulated via email. In essence the society application did not offer enough educational or charitable service required, that our music programming content is seen as entertainment more than a charitable or educational service to our community, ect.
Recommendations from Admin Manager: recommended to regroup & research the potential of creating a separate society much like Vancouver Co-op Radio has done, that would fit with the Charitable status guidelines involving education and charitable activity - it is suggested by Gord to withdraw application.
NEW Action Leah: to circulate pros and cons of creating a society that would apply for charitable status that supports the station.

7) Finance Report: Gord: Recommends that the 2009/2010 budget to be reviewed by the Board elected in October that in the first board meeting (at the AGM a package to be given to elected directors that includes the Budget and outline of finance statements to be addressed at the first board meeting after October. All agreed.
Leah: Financial snap shot - outstanding debts still owning, financial crunch continuing, revenue in form of sponsorship has noticed some delay in payments - outstanding invoices have been contacted. Financial Chart depicting financial report for Annual General Meeting to be provided at next board meeting

Youth Radio Camp: Leah - that education outreach is essential for further youth radio camp success in enrolment, could it be included in curriculum for credit courses.

8) Terms of Reference: Each Committee is to complete terms of reference for the Annual General Meeting 2009.
Action: Finance, Fund-raising, & Personnel are actioned to create Terms of Reference before next board meeting.

9) AGM planning -October 21st 6:30pm meeting start @ Scout Hall. suggested from the AGM ad-hock have been implemented. Hall of Fame nomination discussion (in camera).
New Action Nancy to compile a list of people approached for director nominations.
Hall of Fame needs to be decided before next Board Meeting - in prep for Annual General Meeting presenting of gift/award.
New Action: Teressa to communicate with staff & past Hall of Fame winners.
10) Code of Conduct: Policy Committee circulated final document for approval. All in agreement, approved.

Meeting adjourned: 9:00pm
Next meeting Thursday October 15 @ 6pm.