Trent Radio Minutes February 13 2000 MINUTES OF THE BOARD OF DIRECTORS MEETING held at the Jolly Hangman, Peter Robinson College, Trent University, George St North, Peterborough, Ontario on 13 February 2000 at 12 o'clock noon. P R E S E N T: Emily Addison, Grant Ball, Lauren Hughes, Nancy Logger, and Ellen Waterman. R E G R E T S: Barb Bell, Derek Martin Also Present: John K. Muir, General Manager Notice of this meeting having been made to all the Directors, the meeting was declared duly constituted and called to order at 12.15 pm, with Grant Ball acting as Chair and Emily Addison acting as Secretary. The minutes of the previous meeting were presented. Changes include the addition of Nancy Logger's name as present and addition of the word 'hours' after 'one to two'. UPON A MOTION duly made, seconded and carried, the minutes of the previous Board of Directors' meeting, held on 10 December 1999, were approved. The financial review prepared by McColl Turner Chartered Accountants for the year ending 31 August 2000 was presented by the General Manager. Multiple questions were asked and answered. Differences were noted from other years including the lower enrolment which affected the total monies received from the students of Trent University. However, the overall review was received in an optimistic light, believed to show a relatively strong position as compared to other years. UPON A MOTION duly made, seconded and carried, the financial review for the year ending 31 August 2000 was approved. At this time, Ellen Waterman left after expressing her interest in seeing how the teaching of a Trent University Cultural Studies class affects the functioning of Trent Radio. It was also reported that the grant for the 'Sound Escape' conference has been received and that news on the 'Radio Burst' grant and the 'Audio Artist in Residence' grant will be available at the end of March. The financial statement for the first four months of the current fiscal year ending 31 December 1999 was presented by the General Manager. Concerns were raised as to the tenant rental payment arrears. It was reported that a payment plan would be negotiated during the week ending 18 Feb 2000. It was also noted that the mortgage will be paid off in about 30 months and the loan before that - this reminder was seen as a very positive and exciting. UPON A MOTION duly made, seconded and carried, the financial statement for the year for the period until 31 December 1999 was approved. [pb]The nominating committee presented its report. As provided by the By Laws of Trent Radio, the Nominating Committee shall submit nominations to fill vacancies of the Board for consideration by the membership. The Nominees are; Emily Addison, J Grant Ball, Andra Kelly, Al Kirkcaldy, Nancy Logger, Cliff Rutledge & Chris Tonelli UPON A MOTION duly made, seconded and carried, the nominating committee's report was approved. UPON A MOTION duly made, seconded and carried, the use of the package prepared for the Annual General Meeting was approved. The General Manager presented an entre season report which included saying that James Watkins had done a wonderful job running the station for some days during the winter break. The entre season passed without incident and allowed those programmers who wanted to continue with their programmes over the break to do so. The General Manager presented a report on the 'Sunset Report' put forth by David Powrie, president of the TCSA. The ramifications of the report were outlined and then the General Manager presented the ideas with which he approached the TCSA as an alternative to the 'Sunset Report'. It seems as though the 'Sunset Report' might no longer be an issue because David Powrie emailed the General Manager saying that there was no time to continue working on the report for the present year. There being no further business, the meeting was adjourned. _________________________ __________________________ J. Grant Ball, Chair Emily Addison, Secretary [pb]Trent Radio Annual General Meeting February 13 2000 MINUTES OF THE ANNUAL GENERAL MEETING held at the Jolly Hangman, Peter Robinson College, Trent University, George St North, Peterborough, Ontario, 13 February 2000 at 2:00 o'clock in the afternoon. P R E S E N T: Emily Addison, Grant Ball, Asha Gervan, Lauren Hughes, Al Kirkcaldy, Nancy Logger, John Muir, Cliff Rutledge, Chris Tonelli, Barb Woolner. Being a quorum of the Members of the Corporation. R E G R E T S: Barb Bell, Paul Cleveland, Andra Kelly, Derek Martin. The Meeting was called to order and Grant Ball, the President and Chair of the Corporation, presided as Chair of the Meeting, while Emily Addison acted as Secretary of the Meeting. Notice of the meeting having been duly posted according to the by laws of the Corporation on the 1st day of February, 2000, a copy of which notice is attached to the minutes of this meeting, and a quorum of the members being present in person, the meeting was declared duly constituted. An amendment was made to the agenda in which the Scapegoat's report was placed after the President's report. UPON A MOTION duly made, seconded and carried, the minutes of the last meeting of the Members held on 22 November 1998 were approved as amended. Then followed the presentation of the Annual Report of the Corporation, including the reports of Committees and Officers. Propaganda and Community Links - Emily Addison Social Secretary - a written report from Ellen Waterman read aloud Physical Plant and Technical - written report from Derek Martin & John K Muir read aloud Spoken Word Archive - Nancy Logger Fundraising and Membership Report - a written report from Barb Bell and john K Muir read aloud Music Committee - Lauren Hughes Programme Director - Barb Woolner General Manager - John Muir President - Grant Ball, and, The Official Scapegoat - a written report from Paul Cleveland read aloud. - see attached for the reports. UPON A MOTION duly made, seconded and carried unanimously it was resolved that the reports be accepted as presented. MOTION to confirm all resolutions of the Board. UPON A MOTION duly made, seconded and carried unanimously it was resolved that all resolutions and acts of the Board since 22 November 1998 as set out in the Minutes of the Corporation or in the annual reports of the Corporation submitted to this Meeting were approved and confirmed. PRESENTATION of Financial Statements for One Year Ending 31 August 1999 with an independent Financial Review. The General Manager presented to the Meeting the financial statements for the Corporation for the financial year ended 31 August 1999, consisting of a statement of the financial position, a statement of operations, a statement of changes in net assets, a statement of changes in cash position along with the Notes to the financial statements and the review engagement report as prepared by McColl Turner, Chartered Accountants, the auditors of the Corporation, dated the 13 January 2000. UPON A MOTION duly made, seconded and unanimously carried, it was resolved that the financial statements of the Corporation for the financial year ended 31 August 1999, consisting of statement of financial position, a statement of changes in cash position along with the Notes to the financial statements and the review engagement report as prepared by McColl Turner, Chartered Accountants, the auditors of the Corporation, dated the 13 January 2000 as well as the reappointment of McColl Turner, Chartered Accountants, to continue as the Corporation's accountants, was unanimously approved. REPORT of the Nominating Committee and election of the Directors. The President reported that, as provided by the By Laws of Trent Radio, the Nominating Committee had brought forward seven nominations for consideration by the Membership to fill the seven vacancies of the Board. The Secretary reported that no other nominations had been received. The President reminded the Members that the By-Laws of Trent Radio provided that; Members of the Board of Directors shall be, at all times, Canadian Citizens, except when seen to be of exceptional benefit to Trent Radio and its direction, and an application for their membership is made to the Government of Canada. A majority of the Board shall be enrolled students of Trent University. The President then introduced the Nominees alphabetically by last name. The Nominees then introduced themselves by saying a bit about who they are and what they do at Trent Radio. UNPON A MOTION duly made, seconded and carried unanimously it was resolved that the report of the Nomination Committee be accepted and that the Nominees presented, namely; Emily Addison, J Grant Ball, Andra Kelly, Al Kirkcaldy, Nancy Logger, Cliff Rutledge, and Chris Tonelli, be appointed to the Board of Directors and shall be considered duly elected to represent the Corporation and to hold office until the next annual election of Directors subject to the provisions of the by-laws of the Corporation. CERTAIN MATTERS concerning Trent University were then raised. The discussion revolved around the possible closing of the downtown colleges. The following resolution was passed unanimously by the Membership: That the Trent Radio Members confirm the resolution of the Board of Directors passed 5 November 1999 (see attached) and; Its??? commitment to the Trent and Peterborough and Area communities through a physical manifestation of its facilities in the core of Peterborough. There being no further business the Meeting was adjourned. _______________________ __________________________ Grant Ball, President and Chair Emily Addison, Secretary _________________________ __________________________ Grant Ball, Chair Emily Addison, Secretary ATTACHMENT: INFORMATION: Whereas, Trent Radio is a non-profit, cultural and educational organisation sponsored and operated by the students of Trent University, through an independent Board of Directors; and, Whereas, Trent Radio supports Trent University as Canada's outstanding small university; At a duly constituted meeting of the Board of Directors of Trent Radio, held on Friday, 5 November 1999, the following motion was passed unanimously; Be it resolved that Trent Radio fully supports Trent University's ongoing scholarly activities in the downtown area of the City of Peterborough; and, Be it further resolved that Trent Radio enthusiastically supports the college system in accord with Trent University's special mission and founding principles as stated in the Trent Act. Trent Radio's values of accessibility, sharing and community development came and continue to be born out of this special mission of Trent University. The University's continued commitment to the City of Peterborough and the college system through a downtown presence is vital to Trent Radio's health and vocation.