MINUTES OF THE BOARD OF DIRECTORS MEETING held at 715 George St. N., on 20 September 2000, at the hour of 5:00 p.m. in the afternoon. P R E S E N T : Emily Addison, Andra Kelly, Nancy Logger, Cliff Rutledge, and Chris Tonelli. R E G R E T S : Grant Ball and Al Kirkcaldy Also Present : John K. Muir, General Manager, and Barb Woolner, Programme Director. Notice of this meeting having been made to all Directors, the meeting was declared duly constituted and called to order at 5:08 p.m., with Emily Addison acting as chair and Nancy Logger acting as secretary. UPON A MOTION duly made, seconded and carried, the minutes of the previous Board of Directors' meeting, held on 27 June 2000 were approved as amended. Al Kirkcaldy arrived to present apologies for not being able to attend the meeting due to emergency repairs which had to be completed on his vehicle. Chair's remarks: See written report (attached). Business arising: At this juncture the General Manager left the meeting. The General Manager's Contract Committee presented its report including the agreed upon contract signed by the Committee, on behalf of Trent Radio, and the General Manager. (see attached) Discussion followed. UPON A MOTION duly made, seconded and carried, the General Manager's contract (being a Letter of Agreement) signed 17 July 2000 was unanimously approved. At this juncture the General Manager was called back to the meeting. Discussion of the Annual General Meeting, to be held at the end of November, and the need for a Nominating Committee occurred. UPON A MOTION duly made, seconded and carried, the Nominating Committee for the upcoming Annual General Meeting shall be the President, the Secretary, and the Programme Director. It was also noted that the General Manager will prepare a written guide in order to aid the Committee with their work. Committee reports: Board Development: Emily Addison presented a verbal report along with a written report (see attached). Music Archiving: Chris Tonelli has been working with Jean Reno on correspondence. Membership and Fundraising: Chris Tonelli presented a verbal report along with a written report (see attached). The option of applying to be a listed charity on the 'charity.ca' web site was presented. Discussion followed. UPON A MOTION duly made, seconded and carried, Trent Radio shall register and enrol with 'CHARITY.CA' for the period of one year. It was noted that this will occur after Trent Radio's "Return of Information for Charities" for the year ending 31 August 2000 has been prepared. Propaganda and Community Links: Andra Kelly presented a verbal report to accompany a written report (see attached). Megaganda and Foreign Links: Cliff Rutledge and John K Muir will be meeting weekly to share ideas and knowledge. Spoken Word: Nancy Logger presented a verbal report to accompany a written report (see attached). She announced that Kristine Williams will be working as the other member of the archive team and that there are approximately 280 tapes left to be archived. Sponsorships and Earned Revenue: The written report prepared by Al Kirkcaldy was presented. (see attached). Operations Report: The General Manager presented the Operations report along with the end of year financial statements in draft form prepared by the Bookkeeper. (see attached). It was noted that; 1) During the annual two week Trent Radio shutdown, equipment was repaired and cleaned and a thorough cleaning was made to the building as well; 2) The benefit held on Friday, 25 August 00 netted about $75.00. It was a good evening of high spirits and good performances. The Board acknowledged Clay Jones' work in putting together this successful event; 3) PIPCOM has dedicated a computer to function as a stream machine, which serves Trent Radio's audio signal to the Internet. There is a one time fee of $500 (plus GST) for this service. In addition, PIPCOM is to explore some domain name possibilities with a view to registering the name and hosting a web and email server for Trent Radio; 4) Trent Radio will receive the sum of $650.00 from the SoundEscape conference to help defray its costs in mounting the companion "RaDio Burst!", radio art festival; 5) the Ontario Work Study funding for Trent University had been cut by 46% and so there was less money for positions at Trent Radio as well. It was also noted that Trent Radio reached an agreement with CRTC staff in regards to the wording of a special resolution which is to be presented to the Membership at the next Annual General Meeting concerning individual and group qualifications for those serving on the Board. This is pursuant to Trent Radio's broadcast licence renewal application and necessary due to changes in the CRTC's new policies affecting non-commercial radio. Pending board approval it was decided that the mortgage with ScotiaTrust should be paid out and the debt consolidated into the current demand loan at the Bank of Montreal. The term of this loan is eighteen months. UPON A MOTION duly made, seconded and carried, the General Manager's report, including the draft form of the year end financial statements, was accepted. UPON A MOTION duly made, seconded and carried, Trent Radio shall fully repay the ScotiaTrust Mortgage (Mortgage #2624914), having an approximate principle of $8,500 on 15 September 2000 and be it further resolved that Trent Radio shall increase the demand loan with the Bank of Montreal by that same amount. It was noted that all the original conditions of the Bank of Montreal loan continue to apply, namely, Trent Radio is not permitted to raise or increase its debts by way of a mortgage during the term of the loan. Notice was made that at the next Board Meeting a motion shall be presented to the Board which shall comprise a Special Resolution to be presented to the Membership at the AGM scheduled for this Fall. The motion is as follows; Pursuant to Trent Radio's application (#200014077) to the CRTC for broadcast licence renewal the following proposed special resolution shall be brought before the Membership of Trent Radio for their consideration at the next General Meeting. BE IT RESOLVED AS A RESOLUTION OF THE CORPORATION that BY-LAW NO. 1, being a by-law relating generally to the affairs of Trent Radio, be amended by making the following addendum to Article 3.01 relating to the qualification and term of the Board of Directors; "Taken together the Board shall be at all times balanced and shall be drawn from among the student body, Trent Radio's volunteers and the community, and may include member(s) drawn from Trent University." The Summer Programme Co-ordinator and Programme Director will present reports next meeting. Other Business: It was decided that Emily Addison, Andra Kelly and Cliff Rutledge shall form a committee to prepare and complete an edition of "Trout Rodeo" for the Fall Season. It was noted that Trent Radio alumni Dan Saraga, Eric Smith, Andrew Fogarasi, and Lisa Howard will be working together on reworking Trent Radio's web site. In addition, Brendan Edwards is considering taking on the task of classification. It was noted that the "Prolix II" CD, a local poetry project underwritten in part by Trent Radio ($420) as a spoken word initiative, is now ready, with a CD release party scheduled for 21 Sept 00 at the Gordon Best Theatre. UPON A MOTION duly made, seconded and carried, the Annual General Meeting for Trent Radio shall be held on Sunday, 18 November 2000. The time and location of the AGM shall be announced at a later date. It was noted that the next meeting will be held at 5:00 p.m., on Thursday 19 October 2000, at 715 George Street North. There being no further business the meeting was adjourned. _________________________ ________________________ Emily Addison, President Nancy Logger, Secretary