17February2020

Board Meeting Minutes November 5, 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 towards the bottom of this page.
 
Minutes
Redwood Community Radio Board of Directors
November 5, 2019, 2:00 pm
 Healy Senior Citizen Center, Redway CA
 
II. Roll call
BOARD-APPOINTED REPS: Christine Doyka, behr, Secretary Rob Bier
MEMBER REPS:, Vice President Sarah Starck, Treasurer Sarah Scudder, Correspondence Secretary Coleman Pulsifer
PROGRAMMER REPS: Dennis Maher, President Jimmy Durchslag, Wendy Emerson (late)
STATION MANAGER:  Alyssa de Leon
GUESTS:  Danny Murphy, Thaom Christman, Michael McKaskle, Jama Chaplin
III. Approval of October minutes
Starck asked a correction, striking the second half of the first sentence under item IX.G Accountant so that it ends following “accountant.” Behr moved approval with the change.  Doyka seconded.  Doyka, behr, Bier, Starck, Scudder, Pulsifer, Maher, Durchslag voted aye.  There were no nay votes.  Motion passed unanimously.
IV. Approval of agenda
Bier moved approval.  Behr seconded.  Passed unanimously.
V. Open time 
Murphy declared his interest in returning to a seat on the Board, saying he planned to run for the open programmer seat in February.
Christman said he was struck that, as announced on-air, KMUD spends $55 an hour.  Asking how the station could be more flexible, he suggested assigning one of the four signals to another entity, such as the former KHSU.
McKaskle suggested that the PSRC policy name as members only “listeners,” not also “programmers.”  Durchslag pointed out that the policy change had been finalized the previous month.
VI. Consent calendar
A. Policy on station use (Please see Attachment I)
Bier moved adoption.  Behr seconded.  Doyka, behr, Bier, Starck, Scudder, Pulsifer, Durchslag, Maher, Emerson voted aye.  There were no nay votes.  Passed unanimously.
 
VII. Management report
De Leon distributed copies of materials prepared by the Underwriting Representative, Julia Minton.  These included new rate sheets and promotional material.  Durchslag asked if solicitation of new underwriters was now going forward.  De Leon said that Minton was taking on new contracts.  Rates are being raised approximately 30 percent, with long-time underwriters receiving a discount on that.
In response to a request at the Oct. 14 meeting, de Leon reported that there is no policy for All Sides Now that addresses presentation of confidential material.  The matter was referred to the Policy Committee.  
VIII. Finance Committee report
[Please see attachment.]
IX. Old business
A. Programming
De Leon said she was planning on creating, preliminarily as a volunteer slot, a “music programming liaison” position.   This person would handle music company relations, mandatory reports and related music programming tasks.  First, she said she wanted to hire for the Programming and Music Assistant position, then to deal with the Program Director job.
B. Auditor
Stacy Edgmon has submitted an itemized bill, but has not agreed to a face-to-face meeting.  There was agreement to pay the bill and move on.  De Leon said she expected a bid soon from a prospective new auditor.
C. Accountant
De Leon said she has a few candidates for the job and intends to set interviews after the program assistant job is filled.
D. Policy on interim staff (Please see Attachment III)
Durchslag move adoption.  Maher seconded.  Passed unanimously.
E. 2020 Budget
After a brief discussion, behr moved adoption.  Doyka seconded.  Passed unanimously.
F. Retreat
Nov. 18 was set for the retreat, pending agreement from the staff.
 
X. New business
A. Grievance panelists
Doyka aagreed to check with those panelists whose terms are about to expire and to ask if they wish to continue.
B. Policy on Board packets (Please see Attachment II)
A lengthy discussion centered on whether or not to specify distribution to the programmer and volunteer lists.  It was also questioned whether the Secretary or management should be responsible for the packets’ production and distribution.  Behr moved sending the matter back to the Policy Committee.  Bier seconded.  Passed unanimously.  Durchslag asked Members to give their suggestions to Bier, as policy chair.
C. Underwriting contract 
De Leon asked for the Board’s comments on the underwriting materials she distributed earlier.
D. In-House Bookkeeper Proposal
Starck moved authorizing the Station Manager to hire a staff bookkeeper at $20/hour and 8-12 hours a week.  Emerson seconded.  Passed unanimously.
E. Annual members’ meeting
January 26, 2020 was tentatively set for the meeting.
F. Elections
Emerson, Durchslag and Bier volunteered to serve on the Elections Committee.
XI. Committee reports
B. Member representatives
Pulsifer and Starck reported receiving complaints about some of the music played in the background during power outage announcements.
C. Community Advisory Board
Durchslag said he would speak to Siena Klein about the CAB’s next meeting.
D. Correspondence Secretary
Several asked Pulsifer to send a thank-you note to Penny Andrews for Jesse Allen artwork that she contributed for the membership drive. 
 
E. Development
Speaking of grantmaking, Durchslag suggested turning to Mendocino sources for replacing the equipment at KLAI, Laytonville.
XII. Committee meeting schedule
Board of Directors Monday, December 9, 2:00 pm, Hospice
Policy Tuesday, November 26, 11:00 am, Calico’s
Executive Tuesday, November 26, 12:00 pm, Calico’s
Finance Tuesday, November 19, 10:00 am
Development Tuesday, November 19, 12:00 pm
XIII. Closed session – Personnel
______________________________________________________
Attachment I
Policy On Station Use 
 
[Deleted language is lined-out.  New language is underlined.]
 
4.8 STUDIO AND EQUIPMENT RENTAL
11/20/91, 04/19/94
It is expected that aAny private or commercial use of RCR facilities and equipment shall be paid for.  Management may charge for studio rental when they deem it to be appropriate. RCR studios are available for use for podcasts, video/audio productions, interviews and other projects.
A copy of the fee schedule for studio use is available at the KMUD offices.
All private and commercial use of RCR studios and facilities must be approved in writing by the Station Manager and booked at least 24 hours in advance.  
 
Attachment II
Policy on Board packets
[Deleted language is lined-out.  Added language is underlined.]
 
2.3.4 Board Communication Guidelines
//
Board Packets
Board packets consist of the proposed agenda, draft minutes, reports from mManagement (including compliance calendar items completed and those due in the coming month, as well as technical and program directors’ staff reports), Treasurer’s financial reports (profit and loss, balance sheet, budget to actual), other reports, proposals for consideration at the meeting, and anything else pertinent to the upcoming Board meeting.
Seven days before the Board meeting:, people persons creating these documents email them to the Board Secretary and Management. An exception is that Management is responsible for circulating the financials: This includes a collapsed version of the financials (i.e., without individuals’ pay information) for all photocopies and for the bulletin board, and the a fully detailed version delivered by email to Board members. Any other documents Packets are circulated emailed to the Board and staff by the President or VP Secretary, who also distributes the full packet copies by email to others members, volunteers and programmers who have requested it. Also on this day, management the Secretary posts the agenda to the wWeb site and bulletin board.
On or Four days before the Friday morning before each Tuesday Board meeting, management the Secretary shall  should see that packets are photocopied and distributed, as follows: one for each Board member, and; three copies for the public,  placed in the Board’s mailbox by the studios; one for management;, and one copy to the bulletin board. The packet from the previous month is filed in the public file’s minutes file.
Clean version:
Board packets consist of the proposed agenda, draft minutes, reports from Management (including compliance calendar items completed and those due in the coming month, as well as staff reports), Treasurer’s financial reports (profit and loss, balance sheet, budget to actual), other reports, proposals for consideration at the meeting and anything else pertinent to the upcoming Board meeting.
Seven days before the Board meeting, persons creating these documents email them to the Secretary and Management.  This includes a collapsed version of the financials (i.e., without individuals’ pay information) for all photocopies and a fully detailed version delivered by email to Board members.  Packets are emailed to the Board and staff by the Secretary, who also distributes copies by email to members, volunteers and programmers who request it.  Also on this day, the Secretary posts the agenda to the Web site and bulletin board.
Four days before each Board meeting, the Secretary should see that packets are photocopied and distributed as follows: one for each Board member; three copies for the public,  placed in the Board’s mailbox by the studios; one for management, and one copy to the bulletin board.  The packet from the previous month is filed in the public file’s minutes file.
Attachment III
Policy On Interim Staff
[Underlined language has been added since last month.]
The Station Manager is responsible for making interim appointments to vacant staff positions.  In the absence of a station manager, the Board shall determine how such appointments are to be made.  Advertising is not required in such cases.  Appointments will usually be made on a contract basis between the individual and RCR.  Such an agreement shall contain a description of the work to be performed, duration of contract, pay rate, hours and reporting relationship(s).  
 
Last modified on Thursday, December 19, 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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