Trent Radio BoD Meeting 07 November 2002 MINUTES OF THE BOARD OF DIRECTORS MEETING held at Trent Radio House, 715 George St. N., Peterborough, Ontario on 7 November 2002 at 7:00pm. P R E S E N T: Emily Addison, Joel Buxton, Laura Farina, Kim Fielding, Anne Stevenson, and Ryder Ziola. R E G R E T S: Al Kirkcaldy 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 7:05 p.m., with Emily Addison acting as Chair and Anne Stevenson acting as Secretary. Chair's Opening Remarks: Emily Addison thanked Al Kirkcaldy for emailing prior to the meeting about employment commitments that would keep him from attending the meeting. 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 30 Sept 2002, were approved unanimously. President's Report: It was noted that the Letter of Agreement has been signed between Trent Radio and the Trillium Foundation. The President and GM attended a meeting held by the Trillium Foundation in regards to reporting policies. Trent Radio has received the first instalment of funding. A press release regarding Trillium grant has been written and widely distributed. COMMITTEE REPORTS: Physical Plant and Technical: The Trent Radio house continues to look beautiful. Publicity: No report was made. Sponsorship and Earned Revenue: It was noted that all anticipated sponsorships have been received. Social Convenor: An Open House has been planned for 13 November 2002. Highlights will include a focus on programmers and local musicians as well as loot bags. The Open House will also include an interview with the General Manager regarding the Trillium grant. Procedure for food-costs reimbursement was discussed. 13 December 2002 was tentatively set for the end-of-season party. Board Development: A meeting between Ryder Ziola and the GM will be arranged to discuss a pre-AGM prep session for the Board. Live Music and Fundraising: There was no report. Trent University and Neighbourhood Relations: The President and the General Manager of Trent Radio met with the Executive Director and VP of finance from the TCSA 27 October 2002. It was noted that the TSCA proposed and passed a resolution to join ranks with Trent Radio in the effort to receive proper reporting from the university in terms of student levy monies. Research will be completed prior the two parties approaching the university to begin amicable discussions. It is hoped that Don Jackett, Trent Radio's auditor, will be able to act as an advisor during this period. Kim Fielding went on the record as having a possible conflict of interest being a member of the Finance Committee for the Board of Governors of Trent University and a member of Trent Radio's Board of Directors. It was suggested that the JBCSA be approached to participate in the levy discussion to represent the interests of the part- time students. It was noted that the General Manager had been elected President of CSIRP. The Board offered their congratulations and the GM affirmed his loyalty to Trent Radio should a conflict of interest arise from his new position. Nominating Committee: 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 at the Annual General Meeting. The Nominees are; Emily Addison, Joel Buxton, Laura Farina, Kim Fielding, Al Kirkcaldy, Anne Stevenson, and Ryder Ziola. UPON A MOTION duly made, seconded and carried, the committee reports were approved. Business Arising: Business cards for the Sponsorship Director, Programme Director and General Manager are completed. Six articles have been submitted by Trent Radio to CSIRP. Payment should be forthcoming. Mechanical problems arising from a recent hacking of Trent Radio's internet stream computer have lead to the instalment of a new machine that cannot be hacked. It was noted that new Ogg streams have been established. The aerial providing the stream will be moved to Pipcom's roof for an even better internet stream quality. OPERATIONS REPORT: The financial statements to 30 September 2002 were presented. General Manager's Report: Two radio license applications have been made to the CRTC for the Peterborough area. It was noted that a Trent Radio lead Audio Soup session would be occurring in Guelph 9-10 November 2002. Purchase practices for Studio C equipment were discussed. A job description for the data infestation position will be drawn up shortly. Interviews will be scheduled for January. The malfunctioning of the on-air phone was discussed and action will be taken shortly to remedy the problem. The President and General Manager have submitted Trent Radio's financial information to 31 August 2002 for financial review. It was noted that the General Manager would hold a $2000 advance for major purchases relating to the Trillium Foundation. This will be paid back once major buying is completed. The transmitter continues to experience minor problems that will be dealt with as required. Concern was noted relating to the Arthur's perception of Trent Radio. After being contacted by both phone and email regarding Trent Radio's Trillium grant, there was absolutely no mention in the Arthur, the latest example of Trent Radio's attempt to be covered in the paper. The President will approach the full-time editor once he returns from sick leave regarding the Trent Radio - Arthur relationship and possible future publications of the schedule, etc. The board expressed concern for the continued extreme overwork by the General Manager. The Board requested that the General Manager take at least one day off in the next week and begin to work more reasonable hours, not allowing the position to consume all of his time. UPON A MOTION duly made, seconded and carried unanimously, the Operations report was approved. Any Other Business: It was noted that Trevor Alderdice, Trent Radio volunteer, passed away suddenly on 1 November 2002 in a car accident. The board sends their condolences to both family and friends and shares in their loss. Trevor's contributions to Trent Radio were many and most appreciated. It was noted that Trevor had provided for Trent Radio within his estate. Friends of Trevor and Trent Radio are preparing a proposal for an environmental-based lecture series to be brought in front of the board. It was noted that AGM reports are due by 16 November 2002. The next board meeting will be held Sunday, November 24th at 12pm, with the AGM to follow shortly after at 2pm. There being no other business, the meeting was adjourned. __________________________ _____________________________ Emily Addison, President Anne Stevenson, Secretary