25May2019

Board Meeting Minutes February 11, 2019

Please note that this plain text version of the minutes does not show the formatting of the original document, such as strike-through, bold, or italicized. For the complete document please download the attached pdf, which you can find at the bottom of this page.
Minutes
Redwood Community Radio Board of Directors
February 11, 2019, 2:00 pm
 Heart of the Redwoods Community Hospice, Garberville CA
 
 
II. Roll call
BOARD-APPOINTED REPS: Correspondence Secretary Christine Doyka, behr
MEMBER REPS: Secretary Rob Bier, Vice President Sarah Starck, Treasurer Sarah Scudder
PROGRAMMER REPS:  President Jimmy Durchslag, James Ficklin
INTERIM STATION MANAGER:  Sydney Morrone
ABSENT:  Mark Marchese
GUESTS:  Coleman Pulsifer, Michael McKaskle, BR Graham, Maureen Kane, Chanin, Wendy Emerson, Jimmy Robinson, Dennis Maher
III. Approval of January minutes
Bier explained that the version emailed to the Board days earlier had not been completed.  He read changes to item IX.D, Websitte update, providing additional details to that discussion.  Behr moved adoption.  Bier seconded.  Behr, Doyka, Bier, Starck, Durchslag, Ficklin voted aye.  Scudder abstained.  Approved 6-0.
IV. Approval of agenda
Behr moved  shifting item X.F, Bookkeeper contract, to closed session.  Starck seconded.  Passed unanimously.  Scudder moved approval as amended.  Ficklin seconded.  Passed unanimously.
V. Open time 
Kane encouraged the station to seek greater national recognition.  She called John Hardin’s program “fascinating” and decried the cancellation of Sheriff Honsal’s appearance on the Civil Liberties Monitoring Project’s monthly show.  Durchslag thanked her for her observations.
McKaskle asked permission to comment on agenda items as they are addressed.  Durchslag agreed to permit it.
VI. Consent calendar
A. Underwriting compensation (please see Attachment I)
B. Sick leave policy language adjustment (please see Attachment II)
Bier moved adoption.  Behr seconded.  Passed unanimously.
VII. Management report
Morrone requested an authorizing letter from the Board so that she could speak with the county about the station’s property tax.  Durchslag moved approval.  Starck seconded.  Passed unanimously.
In his report, Public Affairs Director Nate Horning asked whether it would be “payola” for a programmer to accept a commission for recruiting a new underwriter for their program.  McKaskle said that Cynthia Click, former station manager, had checked with an attorney about commissions for volunteers recruiting new underwriters when that program was created.  Scudder read a definition of "payola" as paying money to get songs onto their airwaves. “We think we’re OK,”  Durchslag concluded.
VIII. Finance Committee report
Starck asked that the narrative financial report distributed at the annual Membership Meeting be made a part of the official record.   Bier said it would be attached to the minutes of this meeting (q.v.).
IX. Old business
A. Underwriting
Extended discussion touched on the question of how much more time it will take to fully implement Natural Log.  Morrone estimated at least 50 hours, based on her work with it so far.  Other subjects included ways of helping Relations Director Allison Kolb to accomplish that job and assessments of underwriting income over time.
B. Website
Starck and behr stated their opposition to proceeding on the project with Morse Media, contrary to the recommendation of the Website Working Group.  Behr suggested leaving the project on hold until the new station manager is in place.  After a vigorous discussion, there was consensus that the Working Group should continue on other aspects of the project while waiting for the new station manager.
C. Auditor
Starck reported that she has not yet provided Stacey Edgmon with year-end financials and is waiting to hear back from her about continuing as RCR’s auditor for another year.
 
D. Station manager hiring
Chanin said that 28 applications had been received by the Hiring Committee and that interviews are well along.  The staff had recommended Music Programming Director Dan Murphy to replace Assistant News Director Lauren Schmitt as the staff representative on the committee.  The question arose of whether to pay staff members for service on the committee.  Durchslag suggested moving that discussion into closed session, which was agreed to.  Scudder moved appointing Murphy to the committee.  Bier seconded.  Bier, Scudder, Durchslag and Ficklin voted aye.  Doyka, behr and Starck abstained.  Motion passed 4-0.
Chanin said that it might be necessary to bring one or more applicants to Redway for interviews; some of them live at a distance.  Starck moved that the committee be provided with up to $4,000 for that purpose.  Behr seconded.  Passed unanimously.
E. Programmers agreement (please see Attachment III)
Scudder moved to table the item.  Doyka seconded.  Doyka, Scudder and Ficklin voted aye.  Behr, Bier, Starck and Durchslag voted nay.  The motion failed 3-4.
Starck moved adoption of the new language.  Bier seconded.  Behr, Bier, Starck and Durchslag voted aye.  Doyka, Scudder and Ficklin voted nay.  The motion passed 4-3.
X. New business
A. Mediation Committee membership
Durchslag moved to reappoint Margaret Lewis, Siena Klein and Doyka to the Committee.  Passed unanimously.  
B. CAB membership
Bier reported that, in response to a query from the CAB, he had searched the Corporation for Public Broadcasting and Federal Communications Commission Websites.  He said that he found no mention of barring station employees from membership on CABs.  He suggested, based with communication with CAB Chair Klein, that the supposed restriction came from an outdated source. 
C. Civility
Morrone repeated her request for specific policy language authorizing the program managers to impose sanctions on persons who speak disrespectfully to each other.  Bier, Doyka and Scudder agreed to meet with Morrone, Murphy and Public Affairs Program Director Nate Horning to explore solutions to the problem.
D. Budget adjustment
Scudder moved to table consideration of the revised budget.  Doyka seconded.  Doyka, behr, Scudder, Ficklin and Durchslag voted aye.  Bier and Starck voted nay.  Motion passed 5-2.
E. Board vacancy
The resignation from the Board of Programmer Representative Eden Goldberg was conveyed in a very informal manner.  Durchslag was asked to request something more formal, such as an email.  Since there is more than one year in the vacated term, it will be filled by election via the upcoming ballot.
F. Bookkeeper contract
[moved to XIII, Closed Session]
G. PSRC annual reviews
Discussion revolved around two issues:  requiring the PSRC to review every programmer at least annually, and setting a selection process for membership.  Bier, as chair of the Policy Committee, was asked to attend a PSRC meeting in order to explore these matters.
H. Volunteer committee
There was agreement that creation of a volunteer committee might be worthwhile.  Bier volunteered to compose an email soliciting interests from volunteers and programmers.
I. COLA policy (please see attachment IV)
Behr moved adoption, with proposed wording changes to the draft policy as follows:
“RCR employees are entitled to an annual cost-of-living adjustment to their wages.  The COLA presently stands at two percent.  Adjustments to that rate are recommended to the Board by the Finance Committee.”
Scudder seconded the motion.  Passed unanimously.
XI. Committee reports
A. Programmer representatives
B. Member representatives
C. Community Advisory Board (CAB) – Siena Klein
D. Correspondence Secretary – Doyka
E. Development – Durchslag
F. Membership Drive – behr
Behr reported that organizational work is well underway.
G. Policy – Bier
H. Mediation – Doyka
I. Elections – behr
XII. Committee meeting schedule
Unless otherwise noted, all meetings take place at KMUD, 1144 Redway Drive, Redway CA.  Persons planning on attending a meeting should confirm beforehand that no changes from this schedule have taken place.
Board of Directors Monday, March 11, 2:00 pm, Hospice
Membership Drive Wednesday, February 20, noon
Finance Wednesday, February 27, 1:00 pm
Development Wednesday, February 27, 2:30 pm
Policy Wednesday, February 27, 11:00 am, Calico’s
Executive Wednesday, February 27, 12:00 pm, Calico’s
XIII. Closed session – Personnel
It was agreed, without formal vote, to authorize Morrone to pursue hiring of Daralee Fallin on a temporary basis to assist Relations Director Allison Kolb.
 
ATTACMENT I
Underwriting compensation
For a six-month trial period RCR will allow volunteers, programmers and staff members to receive a one time finders fee for new underwriting contracts for KMUD (see stipulations below for qualifying persons and UDWs).  If management and the BOD agree, this trial period can be extended.
Programmers, volunteers, and staff will be paid a one time 10 percent finder fee on the first paid-in-full underwriting contract.
To qualify:
Staff, volunteers, or programmers interested in participating must attend training with management and the Underwriting Representative.  They must also be approved by both management and the Underwriting Representative and sign a contract.
The underwriting form (needs to be designed) must be filled out in full and turned into the Underwriting Representative.
The one-time finder’s fee will only be paid when the original contract has been paid in full.
Qualifying new underwriters cannot have underwritten the station in the last 15 months.  (This question needs to be first on the form so reps aren't finding out later that UDWs don't qualify.)
The Underwriting Representative is also entitled to a one time 10 percent finder‘s fee on all new accounts that they personally bring in with underwriters who have not underwritten in the past 15 months.
 
ATTACMENT II
 
Sick Leave Policy wording clarification
 
Employees who were hired to work 40 hours per week receive ten days of paid sick days per year, eight days for 32-hour-per-week employees, etc.  Sick pay accrues from the first day of employment and can be used after the completion of 30 days of continuous employment.  Sick leave must be accrued before it can be paid.  Employees of less than 30 days may take sick time off without pay without reducing the number of paid sick days they are earning.  The accrual of sick days is capped at 1.5 times the annual accrual rate.  No more sick days can be accrued until drawn down.  Sick days cannot be converted to vacation leave.  Unused sick leave shall not be paid in cash.
 
 
ATTACHMENT III
 
6.1 PROGRAMMER’S AGREEMENT 
Rev 10/23/06; 2/28/12; 2/14/17; 8/8/17
By signing this, I acknowledge that I have read, and agree to be bound by, all the information contained in the Operator’s Handbook and other documents given to me at training, which include relevant rules and regulations of the Federal Communications Commission [FCC], as well as relevant policy and procedures of Redwood Community Radio [RCR]. I also realize that the full Policy Manual of RCR hangs on the bulletin board at the station for my reference. These rules, regulations, policies, and procedures include the following:
 
(Deleted language is lined-out.  New language is underlined.)
 
1. I understand that KMUD runs substantially on volunteer energy, and I will do my best to help, over and above my on-air time -- especially during pledge drives. I further understand that Programmers are expected to put in a minimum of 8 additional volunteer hours per year. 
I understand that RCR runs substantially on volunteer energy.  I agree to volunteer at least 10 hours annually in addition to my show.  
Below, please check off all areas that you are interested in.  Someone will contact you to coordinate your volunteer hours.  You will be asked to keep track of your hours and submit in writing or by email the number of hours volunteered and the specifics for monitoring. 
 
I will engineer.
I will serve on the Development Committee, the Membership Drive Committee, or other committees (such as Website, Emergency Preparedness, Volunteer or other).
I will help with membership drives by answering phones, bringing food, producing, organizing, coordinating.  If you have a specific preference for spring or fall, please indicate:__________________________. 
I will volunteer at events, doing such tasks as coordination, sponsorship solicitation, food/bar, set up/clean up, general.  If you have a specific preference, please indicate:__________________________.
I will help with tabling, either coordination or tabling.  If you have a specific preference, please indicate:__________________________.
I will volunteer in the library
I will volunteer in the news room
I will help with yard work.  Please list specific skills:_______________________________________.
I will help with building maintenance projects Please list specific skills: _______________________________________________________>
I will perform office work, including filing, phone answering, etc.
I will help with mass mailings by stuffing envelopes.
Other.  Please explain:________________________________________.
 
Exceptions will be discussed pending circumstances.
 
 
2. I understand that I am responsible for the quarterly submission of my playlists to Spinitron.
 
………………..
 
ATTACHMENT IV
 
[The language below was replaced during the meeting.  See item X.I.]
 
Cost-of-living adjustment (COLA)
 
Station staff members are entitled to an annual cost-of-living adjustment to their salaries.  The COLA presently stands at two percent.  Adjustments to that rate are made by the Finance Committee on its own authority.
 
TO: Membership
FROM: Finance Committee
DATE:  January 25, 2019
RE:  Finance Report
 
A Bit of Financial History:
In 2017 there was a large carryover of expenses from 2016.  2017 was a big year for catching up on these expenses and getting the balance back between income and expenditures.  Within the year 2017, Cynthia Click, station manager, along with the Finance and Development Committees, really made great strides for the financial situation for KMUD.  Expenses were reduced down to the bare minimum and enough income was created to pay all the bills left from 2016 and most of 2017.  The expense reduction between 2016 and 2017 was about $39,500. and income was down $35,500. 
 
Just About Broke Even In 2018:
In recent years KMUD had been operating at a cash net loss.  This has eaten away at the equity of the organization.  The best news is that at year end 2018, the bottom line is looking like it will break about even.  In 2018 Station Manager Click achieved the balance the Finance Committee was striving for between income and expenses.  However, the non-cash depreciation expense entry will take us to a loss for 2018 on the final accrual profit/loss. 
 
Federal CPB Grant Deferred Revenue:
At the beginning of 2018 there was still a roll over of accounts payable owed from 2017, about $7,000.  The Corporation for Public Broadcasting (CPB) grant that was received at the end of 2017 (which is intended for 2018) was dipped into and KMUD spent $25,000 of it in 2017.  The trend of reducing costs and working within the means of the local economy continued throughout 2018.  Station Manager Click continued to watch every dollar and brought the expenses down to reflect the reduced income.  By the end of 2018, almost all the bills have been paid, and the amount spent from the CPB grant (intended for 2019) was down to only $11,584.  
 
2018 Unforeseen Expenses, Reduced Income:
The year 2018 also happened to incur 27 (as opposed to 26) payrolls. Payroll being KMUD’s largest expense, and the fact that KMUD was able to pay that final payroll and not spend more of the CPB grant, really shows how well the finances had been handled by Cynthia and the Finance Committee.  KMUD also purchased insurance for the equipment at the transmitter towers which was an unforeseen expense of $10,000. for 2018, not budgeted for.  
 
Cash income between 2017 and 2018 was down by $112,400 and the cash expenditures between 2017 and 2018 were reduced by $121,147 to reflect that downturn.  As difficult decisions were made, staff took the brunt of the cuts, reducing hours, being flexible to take on more work as staff funds were reduced and reallocated, and working with policy changes to reduce expenses reflecting the state of the local economy.  The staff really stepped up in this difficult time and kept on keeping KMUD functioning well.  We extend our deep appreciation to them.  
 
Membership Drives:
In response to community feedback KMUD decided to hold only two membership drives as opposed to the previous years when there were three on-air drives.  It takes many people to pull off a successful drive as well as coordination and oversight. Thanks to all of the volunteers who step up for KMUD during the drives.
 
The overall income from membership is down in 2018 by around $40,000 cash (although $13,845 is still owed in pledges) as compared to 2017  (when we had three drives).  The community responded with more pledges paid in a quicker manner than in prior years, and the silent drives were very successful. This year KMUD hopes to gain more Evergreen Monthly Sustainers to help stabilize the income.  Thank you for your continuing support of your radio station!
 
Events Income:
The net income from events in 2018 was $30,832 with much less money spent to make that income as compared to previous years.  For example, in 2016 KMUD spent $93,620 on events to make a profit of $30,621.  In 2017 KMUD spent $61,567 on events to profit $25,231.  The Development Committee along with many volunteers worked very hard in 2018 to create events that would cost less and make more.  In 2018 KMUD spent $18,720 (almost $3,000 of this was from trades) on events and profited $30,832.  This was kicked off by Assistant News Director Lauren Schmitt who produced a spontaneous and successful event, the 4/20 Smoke-Out BBQ!  This will happen again this year, along with another series of lawn events that proved quite successful last year as well.  We also thank all of the generous sponsors of these events.  We couldn’t do it without you!   
 
The Development Committee works very closely with the Finance Committee to keep the income flowing.  Development has a calendar of events planned for most of the year 2019 and will be working on coordination, sponsorships, production and promotion.  If you’d like to offer support, ideas, and get involved, please join us at the next Development Committee meeting or email This email address is being protected from spambots. You need JavaScript enabled to view it..">This email address is being protected from spambots. You need JavaScript enabled to view it.. 
 
 
News Team:
In 2018, KMUD news costs were $74,303.50, or about $285 per broadcast (average for 5 days/week, 52 weeks/year).  This is up from 2017 by about $20,000.  News Director Sydney Morrone, and the Assistant News Director Lauren Schmitt, along with all of the stringers, have really done a fine job of improving the news and responding to the community feedback about what you want to hear in the half hour daily broadcast.  Thank you KMUD news team!
 
Underwriting (UDW) Income Challenges:
Underwriting income is currently at a low point.  In August the UDW Rep resigned and Cynthia took on the job of UDW in addition to her already full workload as station manager.  Cynthia’s departure coupled with ongoing problems with the computer software program, Panorama.  This came during the transition of Membership Director Allison Kolb taking over the position of UDW Rep with very little training.  These have all posed some setbacks.  Sydney Morrone, interim station manager, has agreed to get the UDW software, Natural Log, up and running.  Allison’s hours have been increased and KMUD has agreed to pay an UDW quarterly commission in addition to the hourly wage to incentivize this crucial position.  There are other new projects in the works in addition to this change to improve the UDW income in 2019.   
 
Current Transition:
Of course, during the transition of hiring a new station manager, there will be some unforeseen expenditures. Interim Station Manager Sydney Morrone and the Finance Committee are paying close attention to the bottom line and will continue to work within our means.  The goal is, of course, to build up a reserve for times like these when unexpected expenses come up.  
 
2018 Improvements In Our Financial Statements: 
Subscription Revenue More Detailed:
In 2018 the chart of accounts in the Quickbooks program was expanded to be able to evaluate how exactly cash income was received from members.  The subscription revenue income line was expanded into membership dives, silent drives, tabling, Evergreen Sustainers, and pledges paid from prior years.  This change has increased the flow of information and the ability to track the revenue sources more specifically so more informed decisions can be made. 
 
Also, the shift to a modified cash accounting basis for this line item has showed a much clearer idea of how much cash is actually coming in.  KMUD has averaged about $20,000 in unpaid pledges per year.  At year end 2018, KMUD wrote off the 2017 unpaid pledges of $17,849.  (FYI, KMUD is still owed $13,845 from 2018, $17,849 from 2017, and $18,892 from 2016 from unpaid pledges.)
 
Budge-To-Actual Cash Spreadsheet:
For 2018, a budget-to-actual spreadsheet was produced to track month-to-month income and expenses, as well as cash flow and accounts payable, so that all the months of the year were outlined in one place.  This made it easier to see which months had higher income and which months incur higher expenses.  Clearer decisions can now be made for 2019 based on the numbers from 2018.  The Finance Committee will continue to use such a spreadsheet for 2019.  These are available for anyone interested in seeing them.  Please contact This email address is being protected from spambots. You need JavaScript enabled to view it. to request such info or for any other questions you may have.
 
Into the Future:
2019 budget was approved by the Board of Directors in October 2018.  With the downturn of the local economy, the Finance Committee recommended a budget that will reflect less income and reallocate some of that income to be expensed on things that are much needed, such as a website upgrade, emergency preparedness, and building repairs and maintenance.  KMUD has already received a $4,000 grant from Humboldt Area Foundation (Thanks to Jimmy D. for grant writing!) for building repairs and parking lot lighting.  Unexpectedly, KMUD has also received in 2019 an additional $5,000 in grant money that will go for other improvements.  The budget will be regularly reviewed by the Finance Committee and adjusted as necessary to reflect the needs of the station.  
 
Thank you.
 
 
Sincerely, 
Sarah Starck
For the Finance Committee
 
Members include Treasurer and Committee Chairperson Sarah Scudder; Jimmy Durchslag; behr; Dian Griffith; Michael McKaskle; and Sarah Starck
 
Last modified on Saturday, March 30, 2019
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Vision Statement: Redwood Community Radio envisions a community of listeners who, guided by example of RCR programming, work together to create better, more just and sustainable world systems to ensure that all human and other living species on earth move toward higher quality of life and are able to survive the challenges in the times ahead.

Mission Statement: Redwood Community Radio will encourage a communication center of open airways (KMUD) for all voices to inform, educate, entertain and inspire the listening community through quality programming.

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