Virtual Board Meeting- Monday, April 13

Proposed Agenda

Redwood Community Radio Board of Directors

April 13, 2020, 2:00 pm

Zoom® on-line meeting

  1. Call to order & establishment of a quorum Opening comments from the President.
  2. Approval of March minutes
  3. Seating of new elected members, thanks for departing members
  4. Appointment of Board member, election of officers
  5. Roll call

BOARD-APPOINTED REPS: behr, Secretary Rob Bier

MEMBER REPS:  Treasurer Sarah Scudder, Coleman Pulsifer, Holly Kreb

PROGRAMMER REPS:  President Jimmy Durchslag, Wendy Emerson, (new rep)

STATION MANAGER:  Alyssa de Leon

  • Approval of agenda
  • Open time (Speakers will be assigned an amount of time not to exceed five minutes.)
  • Consent calendar
  • Capitalization policy

The threshold for capitalization of assets is $8,000.  Anything over that amount is to be capitalized.  Anything less shall be expensed in the year it was purchased.  This policy takes effect as of Jan. !, 2019.

  1. Management report
  2. Finance Committee report
  3. Old business
  4. Vacation policy (Please see Attachment I.)
  5. Listserv policy  (Please see Attachment II.)
  6. Management evaluation policy  (Please see Attachment III.)
  7. Audit Committee policy (Please see Attachment IV.)
  8. Board self-evaluation
  9. Membership drive
  10. Audit
  11. New business
  12. covid-19 pandemic
  13. Reserve fund policy  (Please see Attachment V.)
  14. Station email policy (Please see Attachment VI.)
  15. Committee reports
  16. Programmer representatives
  17. Member representatives
  18. Community Advisory Board (CAB) – Siena Klein
  19. Correspondence Secretary
  20. Development – Durchslag
  21. Membership Drive – behr
  22. Policy – Bier
  23. Mediation
  24. Building and Grounds — Pulsifer
  25. 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          2nd Monday, 2:00 pm

Membership Drive          3rd Tuesday, 3:00 pm

Policy          4th Wednesday, 11:00 am, Calico’s

Executive          4th Wednesday, 12:00 pm, Calico’s

Finance          4th Tuesday, 1:00 pm

Development          4th Tuesday, 3:00 pm

Board Talk Shows          Wednesday, June 10, September 9,

December 9, 7:00 pm

  • Closed session – Personnel
  • Adjournment


Attachment I

Vacation Policy

(New language is underlined.)

5.5.2      Vacation

10/10/17; 12/10/18; 01/14/19

Vacation time accrues for employees (minimum 24 hours per week) from the first day of employment and can be used after the completion of 30 days of employment.  Vacation time must be accrued before it can be used.  Employees accrue two work weeks of vacation in years 1 through 5.  After six years, the accrual is three work weeks.  Unused vacation days may be carried over to subsequent years, with the proviso that no more days than 1.5 times the employee’s current annual accrual rate may be accrued. Vacation days may only be converted to a cash payout upon separation. RCR strongly encourages each paid employee to use vacation time each year.  The intent is 1) that each employee actually gets an annual rest, and 2) that prolonged absences not negatively impact RCR.

Vacations are pre-planned absences of more than one day from an assigned work schedule. A written request for vacations and plans for filling the absence shall be submitted to the Station Manager a minimum of two weeks in advance.   An email shall be sent to all staff one week prior to vacation by Station Manager.

One day absences do not require written requests. The Station Manager shall be notified in writing 24 hours before absence. A notification shall be sent to staff by Station Manager. 

For Station Manager vacations, a written request including plans for filling the absence shall be submitted to the Board by the Station Manager a minimum of two weeks in advance.  The Manager shall notify all staff by email one week prior to vacation.  The Station Manager shall notify the Board 24 hours before a one-day absence. A notification shall be sent to staff by Station Manager.  

Emergency and health absences are exempt from above procedures.

Attachment II

Listserv Use Policy

 (This entire item is new language.)

The KMUD listserv is for the use of staff, programmers and volunteers in pursuing station business.  Please do not use it for personal appeals or off-topic discussions.  Unlike the two existing Google Group lists for programmers and volunteers, membership on this list is controlled and maintained by station management.  Anyone who persistently fails to cooperate in using the listserv can be removed from the list.

The Rules

  • Treat everyone with respect.  The programmer listserv is not a place to air or to resolve complaints, grievances and the like.  Redwood Community Radio has a stepwise problem-solving policy, detailed in the Policy Manual.  It does not include email.
  • The listserv is for KMUD-related business.  Offers of items for sale, services for hire, solicitations, etc. do not belong there. 
  • Remember that Redwood Community Radio and other email list participants have the right to reproduce postings to the listserv.
  • Send your message only to the most appropriate list(s). Do not spam several lists with the same message.
  • Include a signature tag on all messages.  At a minimum, include your name and email address.  Some people may not recognize your userid.
  • Only send a message to the entire list when it contains information that applies to everyone.
  • Send messages such as “thanks for the information” or “me, too” to individuals — not to the entire list.

The Fine Print

The listserv is provided as a service of KMUD Redwood Community Radio. KMUD accepts no responsibility for the opinions and information posted on this site by others. In no event shall KMUD be liable for any special, indirect or consequential damages or any damages whatsoever resulting from loss of use, data or profits, arising out of or in connection with the use or performance of any information posted to the programmer listserv.

By using the KMUD listserv, subscribers agree to indemnify defend and hold harmless KMUD, its committees, officers and agents from and against all losses, claims, demands, causes of action, liabilities, expenses, including reasonable attorney’s fees and costs arising from any claims arising out of or resulting from any breach of these guidelines by the user or any omission or act taken by the user.

KMUD does not actively monitor for inappropriate postings to the listserv. However, in the event that any inappropriate posting is brought to KMUD’s attention (by KMUD staff or otherwise), KMUD reserves the right to take all appropriate action in response. This includes the right to terminate the access of any user who does not abide by these guidelines.

Attachment III

Management Evaluation Policy

(New language is underlined.)      Management Evaluation Procedure

11/29/11 – revised and made part of Manual; 10/23/12; 3/10/16; 10/8/18

(Note:  This is a procedure, not a policy, so one Board action is sufficient to revise it.)

Evaluation is a tool intended to improve both personal and overall organizational performance.  Used properly, the evaluation process clarifies the needs of RCR, measures how well those needs are currently being met, makes suggestions for improvements, awards raises when possible, and improves job descriptions or organizational structure.  It is not about friendship, and it is not about punishment.

Evaluations are also a tool by which the Board of Directors can measure how well the organization adheres, both as individuals and as a group, to the vision, mission, goals, objectives and culture of RCR. Proper evaluation requires commitment by all parties involved to provide constructive comment, suggestions for improvement, and clarification of job expectations.

The Station Manager shall be evaluated after employment at 3-6 months and then on an annual basis, with a full evaluation, as laid out below, conducted every third year beginning with the first year after employment.

Initial and Annual Evaluations

The initial evaluation at 3-6 months is intended as a “check-in” to gauge how the new Station Manager and the Board are settling in with each other, as well as to evaluate the Manager’s performance.  This committee is constituted as the Board sees fit.  It determines how to proceed.  Qualitative staff input may be solicited.  Staff contributions should be on paper and delivered to the chair of the committee.  They must be signed and will be kept confidential.  After the summary report is created and signed by the committee members, the paper contributions shall be destroyed.  The annual evaluations in years when the formal review is not required are handled likewise.

Evaluation Committee

The Station Manager Evaluation Committee will collect information and write a report with recommendations for the Board of Directors.  There must be a quorum of a majority of the….

Attachment IV

Audit Committee policy

(This is all new language.)

The Audit Committee provides accountability for RCR’s independent audit.  The Committee is not involved in the RCR’s daily accounting functions.  It oversees the independent audit process, including the hiring and evaluation the independent auditor.  The Committee is accountable for making certain that recommendations made by the auditor are implemented.  The Audit Committee is specifically charged with responsibility for addressing complaints about financial mismanagement.

Attachment V

Reserve Fund Policy

(Deleted language is lined out.)

4.11            RESERVE FUND

11/14, 03/10/16, 01/13/20

The Board shall maintain a reserve fund in its own bank account.  The Board shall work to increase the reserve annually. The Board shall review the balance annually, as a component of the budget review process.  In order to use these funds, Management must first submit a written proposal and repayment plan to the Board.

Spending from the reserve fund is for the purpose of emergencies only and is not to be used for operating expenses.  If the reserve must be used for operating expenses, a budget review shall take place with emphasis on cutting expenses immediately until the time at which RCR can build back up the reserve fund.  A fundraising plan will be developed as needed.

Attachment VI

Station email policy

[language to come]