Trent Radio BoD Meeting 21 April 2002 MINUTES OF THE BOARD OF DIRECTORS MEETING held at Trent Radio House, 715 George St. N., Peterborough, Ontario on 21 April 2002 at 3:00pm. P R E S E N T: Emily Addison, Laura Farina, Kim Fielding, Al Kirkcaldy, Anne Stevenson, & Ryder Ziola. R E G R E T S: Ellen Waterman. Also Present: Barb Woolner, Programme Director; Miriam Stucky, Studio C Committee Chair; and John K. Muir, General Manager. Notice of this meeting having been made to all the Directors, and all of the Directors being present in person or by phone, the meeting was declared duly constituted and called to order at 3:00 p.m., with Emily Addison acting as Chair and Anne Stevenson acting as Secretary. Chair's Opening Remarks: It was noted that this would be the last meeting before the summer season. The President thanked the General Manager for the web copy of the meeting package. It was noted that Ellen Waterman had sent her regrets upon the confirmation of the meeting date. The minutes of the previous Board meeting, held on 13 March 2002, were presented. UPON A MOTION duly made, seconded and carried unanimously, the minutes of the previous Board of Directors' meeting, held on 13 March 2002, were approved unanimously. COMMITTEE REPORTS: The President noted the importance of sending a written report via email prior to the meeting for Trent Radio's long term records of committee activity and to aid the secretary. Physical Plant and Technical Resources: Anne Stevenson mentioned that there might be interest in painting the porch near the end of the summer. It was noted by the General Manager that this would need to be done by August 15th, as paint does not do so well when applied in cooler weather. It was also noted that Glen Caradus was keen to look after the garden. Publicity: It was noted that the "Year in Review" edition of Trout Rodeo was complete, and available. Sponsorship and Earned Revenue: Al Kirkcaldy presented his report (see attached). Board Development: It was noted that a very successful Board Development session was run by Ryder Ziola with the General Manager providing information on boards in general and on Trent Radio. Social Convener: Laura Farina organized a bowling event for 6 April, 2002. It was noted that this seemed to be an excellent time as children of some programmers were able to attend as well as adults. It was noted that there will be special programming for a Graduation open house. Live Music/Fundraising: It was noted that a Bake Sale was held which raised $49.75. Trent University and Neighbourhood Relations: Emily Addison presented her report (see attached). UPON A MOTION duly made, seconded and carried unanimously, the committee reports were accepted. Studio C: Miriam Stucky presented the Studio C committee final report. The board discussed the report and congratulations were given to Miriam and the committee for a job well done. UPON A MOTION duly made, seconded and carried unanimously, the Studio C committee final report was accepted and the Trillium grant proposal approved via email by the Board members was ratified. There was no business arising. OPERATIONS REPORT: The Programme Director presented her report (see attached). The Programme Director was heartily thanked for her efforts during the year and fabulous fall/winter programming seasons. The General Manager presented the financial statements prepared by the Bookkeeper for the period ending 31 March 2002. It was noted that the General Manager was laid off effective 12 April 2002 due to the lack of funds. It was confirmed that a $70 stipend will be paid weekly for the remainder of the financial year. Although a recurring practice in good faith during the past several years due to the debt repayment, it was noted that Trent Radio would need to begin paying salaries in full now that the mortgage was paid off. Trent Radio's financial situation was discussed. Due to the early debt retirement, Trent Radio has less money for the summer season. There is also no confirmed tenant to take over the rent of the apartment for May 1st. Although not the optimal situation for Trent Radio to be in, it was noted that this was not a large concern and it was decided that a $10,000 cash advance from Trent University would be requested in order to cover the summer season, a practice commonly used by Trent Radio. It was noted that Al Kirkcaldy will be a member of the General Manager's contract committee. Ellen Waterman will also be asked if she would be interested. Sarah Duncey did a fabulous job this year as the OSWAP student responsible for cleaning Trent Radio. The summer planning meeting, held just prior to the Board meeting, was quite successful and it looks like there will be programming most evenings during the summer season. It was decided that Ryder Ziola would be a member of the Summer Hiring Committee along with the General Manager and the Programme Director. The anonymous donor of the new coffee machine left outside of Trent Radio House was thanked. UPON A MOTION duly made, seconded and carried unanimously, the Operations report, including the Programme Director's report, financial statements, confirmation of the General Manager's layoff, and the General Manager's report, was approved unanimously. Al Kirkcaldy was confirmed as a additional signing officer for the summer months with Anne Stevenson and Ryder Ziola being in Alberta, and if Emily Addison is not in Peterborough. The next Board meeting will be held between 17-21 June, 2002, with another meeting at the end of August. It was noted that Ellen Waterman will be informed of Trent Radio's summer financial situation and other items arising at this meeting. Al Kirkcaldy and the General Manager discussed the possible donation of 50 CDs by a record label as a fundraiser. The Board was thanked for holding the meeting in Studio B in order to make the phone meeting possible. There being no other business, the meeting was adjourned. __________________________ _____________________________ Emily Addison, President Anne Stevenson, Secretary