Trent Radio BoD Meeting 05 July 2001 MINUTES OF THE BOARD OF DIRECTORS MEETING held at Trent Radio House, 715 George St. N., Peterborough, Ontario on 05 July 2001 at 630 pm. P R E S E N T: Emily Addison, Glen Caradus, Al Kirkcaldy, and Miriam Stucky. R E G R E T S: Darryl Leroux, Reuben Maan, and Neal Simard. 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 6:50 p.m., with Emily Addison acting as Chair and Secretary. The minutes of the previous Board meeting were presented. UPON A MOTION duly made, seconded and carried unanimously, the minutes of the previous Board of Directors' meeting, held on 26 April 2001, were approved. Chair's Opening Remarks: The Chair noted that there were three Board members absent. Darryl Leroux has left Peterborough and it is understood that he was on his way to the Yukon. Neal Simard is travelling in Ireland, and Reuben Maan could not leave his work, north of Toronto, to attend. COMMITTEE REPORTS: Physical Plant and Technical: Glen Caradus gave a verbal report. It was noted that many of the windowsills had been painted, as had the most of the outside of the porch, by Glen and two Lakefield College School student volunteers. The garden had also been prepared and planted with $50 out of pocket expenses for supplies having already been reimbursed. It was also noted that Terry Ethridge had performed a squirrel eviction and building repairs for approximately $500.00. The General Manager noted that he will look after the leaky flap in the toilet. Glen was thanked for all his hard and amazing work! Publicity: It was noted that Reuben Maan had ensured that the "pdf" files of the Spring 2001 issue of Trout Rodeo had been set up on the Trent Radio web site. Sponsorship and Earned Revenue: Al Kirkcaldy noted that the summer season sponsorship is looking good. Glen Caradus will talk to the owners of Wild Rock Outfitters and check to see if they would be interested in being a sponsor again. President and Ways and Means: Emily Addison presented her report which included noting that Richard Taylor had been sent a thank note and t-shirt for his work in helping Trent Radio prepare as a participant in the OMB hearing. The General Manager and President's correspondence with the University Secretary was also reported. OPERATIONS REPORT: John Muir presented the General Manager's written and verbal report (see attached and these minutes) It was at this time that the correspondence between the General Manager, Trent Radio President and the University Secretary was discussed. A recital of communications was made as well as an explanation as the nature and provenance of the motions passed at a meeting of student groups held on 21 May 2001, which was attended by the General Manager and President. It was noted that the Board is concerned as to the character and tone of the interrogation. In particular, the phrasing of the Secretary's request for Trent Radio to provide an account of its "perceived relationship", is inauspicious and threatening ill. Concern was raised about the motive behind the request, especially since the information is available to the public on the Trent Radio website. It was decided that a very brief letter with basic facts of the relationship between Trent Radio and Trent University would be drafted by the General Manager for review by President and Vice- chair. It will be circulated to the Board for comment before being delivered to the University. It was noted that the Bookkeeper has been very ill with the result that financial statements have not been presented since March. The Board sent its best wishes to Ms. Bailey. The next while will determine the incumbent's ability to continue on. Some discussion ensued as to who else might be able to work in that capacity if needed and a candidate was agreed upon. It was noted that the transmitter has not been operating properly again. John Matthews (Promethean Electronics) had come from Toronto and had disabled the false positive "kick back" circuitry. A "fix" is being investigated. It was noted that CISS FM from Toronto had applied to amend their transmission facilities on 92.5MHz - a frequency adjacent to Trent Radio's licence for CFFF-FM at 92.7Mhz. As a matter of procedure, Trent Radio was notified of the application and invited to make comments if any to Industry Canada (the regulator) and CISS-FM (the applicant). John Matthews (Promethean Electronics) was contracted to review and report on the CISS-FM technical brief with the result that a letter was sent stating that Trent Radio had no objection to the proposals as long as CISS FM would have no future objection to Trent Radio's full utilisation of its current licence designation. Long time Trent Radio volunteers Chris Tonelli and Nancy Logger were married on 23 June 2001 and are leaving Peterborough for Japan for an indefinite period. Prior to the wedding, members of Trent Radio presented them a going away and wedding gift of a short-wave radio. It was agreed that Trent Radio would make an official contribution of $100.00 towards the $250 cost of the gift. It was noted that Trent Radio is participating with the Trent Institute for the Study of Popular Culture (TISPOC) in a large cultural data ingest project application to the federal government along with Brock, York, Ryerson, and Concordia. The work would begin no earlier than next spring if there is a favourable funding announcement in February 2002. It was reported that Trent Radio had received word from HRDC that it is to receive the sum of $3,288 toward hiring a Summer Programme Co- ordinator for twelve weeks. A hiring committee composed of the Programme Director, the General Manager and the President met and reviewed applications, interviewed candidates and decided upon Kristine Williams for the post. The Summer Coordinator's Report was presented (see attached) and discussed. At this time Kristine Williams, the Summer Coordinator, was presented to the Board and the Board heartily thanked Ms. Williams for her work. The summer season is going very well. UPON A MOTION duly made, seconded and carried unanimously, the Operationsreport, including the General Manager's report and the Summer Coordinator's report, was approved. Director availability and upcoming Board vacancies were discussed. The names of some potential recruits were discussed and it was agreed that the President shall contact some of them to determined their interest in serving on the Board until the next AGM, once it has been determined that there will be some current Board members leaving before the end of their term. Any Other Business: It was noted that the General Manager's contract committee will meet during the second week of August and will have a report for the Board's consideration at the next meeting. It was noted that the next Board Meeting will be August 28 2001 at 6:30. Food will be served. There being no other business, the meeting was adjourned. __________________________ __________________________ Emily Addison, President Neal Simard, Secretary