TRENT RADIO BoD AGENDA 25 September 2003 1. Chairs Opening Remarks 2. Approval of the Previous Minutes - 28 August 2003 3. Business Arising - none 4. Committee Reports Sponsorship and Earned Revenue - Al Kirkcaldy Nominating Committee to be struck 5. Operations Report Financial Statements to 31 August 2003 - reconciled but unaudited General Manager's Report Levy Monies recv'd - error in TU calculation New Tower at CHEX TV Trillium Cogeco Computer work Programmer and Programming database Music Sheet reporting TIP funding Programme Director's Report 6. Any Other Business 7. Next BoD meeting proposed for Thursday, 30 October 2003 at 7pm. 8. Adjournment *************************** Trent Radio BoD Meeting 28 August 2003 MINUTES OF THE BOARD OF DIRECTORS MEETING held at Trent Radio House, 715 George St. N., Peterborough, Ontario on 28 August 2003 at 7:30 pm. P R E S E N T: Emily Addison, Laura Farina, Al Kirkcaldy, Kim Fielding, Ryder Ziola Also Present: John K. Muir, General Manager Regrets: Anne Stevenson, Joel Buxton Notice of this meeting having been made to all the Directors, and all of the Directors being present in person, the meeting was declared duly constituted and called to order at 7:30 p.m., with Ryder Ziola acting as Chair and Secretary. Chair's Opening Remarks: The Chair welcomed back the Board after an extended summer break and noted the departure of Anne Stevenson. 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 24 April 2003, were approved. COMMITTEE REPORTS: Sponsorship and Earned Revenue: Sponsors to date are; Bryston, McWilliams (renewal?), MBE, Pipcom, Peterborough Arms, Elections ON and Cogeco (revised live copy) Trent University and Neighbourhood Relations: It was noted Trent's proposed policy governing non-academic conduct had not been advanced during the summer and that attention must be given to its expected tabling this fall. General Manager's Personnel Committee Report The General Manager's Personnel Committee presented the attached report. The Committee recommends an increase to the GM's pay based on the Consumer Price Index. This opportunity was also taken to express the Board's desire to resolve the Contractual Obligation owing to the General Manager. The Committee's recommendations were unanimously accepted by the Board. Summer Radio Camp: It was reported that the Summer Radio Camp didn't take place as planned due to problems with staffing and the chaos caused by the Studio C project. Membership and Fundraising: The issue was raised of Trent Radio's lack of involvement with students on the Oshawa campus. As well, it was agreed that the possibility of a levy from part-time students will be explored. UPON A MOTION duly made, seconded and carried, all committee reports were accepted. OPERATIONS REPORT: The General Manager's report was presented, including the Summer Programme Coordinator's report (see attached). It was noted that the Financial Statements would be prepared for review at the next meeting of the Board. UPON A MOTION duly made, seconded and carried unanimously, the Operations report, including the Summer Programmer Coordinator's report was approved. AVAILABILITY OF BOARD MEMBERS: Ryder Ziola informed the Board of his imminent departure for Halifax. It was agreed that he would stay on in his current capacity until the AGM in November. A nominating committee was struck, consisting of Emily Addison and Laura Farina, to suggest potential new candidates for the Board. The next board meeting will be held at 7.00pm 25 September 2003 There being no other business, the meeting was adjourned. ________________________ ______________________ Ryder Ziola, President A. N. Other Director **************** Sponsorship Report for BoD Meeting 25 Sep 2003 Al Kirkcaldy, Sponsorship Director Sorry about not making the meeting. The Sponsors as of Sep 2003 are; Peterborough Arms has taken out a year-round (start fall/03) Montreal House will renew (possibly 2 season) meet with them Sept 26/03 McWilliams is renewed (year round from fall/2003) Wayne's Music - renewed ($200 yr round + free rentals) Mark's Workwear - renewed ($250 fall - to review copy) Night Kitchen - to contact Tim ($200 yr round + free catering) Peterborough Square - left message ($250 fall only in 2002) Portage Place - left message ($250 spring 2003 - possibly 2 seasons) Pipcom - year round (in kind) Mailboxes etc - year round (in kind) Junction is interested Thanks Al Kirkcaldy *************** General Manager's Report for BoD 25 September 2003 John K Muir TU Student Levy; For the first time in more than ten year we received an information page with the first draw of the levy. This is wonderful. Unfortunately there is a miscalculation on the page based on the student numbers indicated. from the information sheet Trent Radio - Student Levy of $15.00 per student Calculation of Levy Cheque for September 2003 Instalment Estimate of the number of full-time Peterborough students only: 4,935 (Excludes nursing students, graduate students & f-t students studying abroad) [Our calculation $15.00 per student x 4,935 = $74,025.00] Estimate of the number of full-time Peterborough nursing students only:296 [Our calculation $7.50 per nursing student x 296 = $ 2,220.00] [Total of our calculations: $76,245.00] "Estimated 2003AY revenue based preliminary student count estimates from above" from TrentU Finance Office information September 2003: $71,805.00 Difference of the Sum above and TU Finance Office estimate: $4,440.00 New tower for CHEX-TV On Wed, 10 Sep 2003 I received a phone call and followup email from Paul Ward at CHEX. *** Subject: New Tower Date: Wed, 10 Sep 2003 17:07:06 -0400 From: "Paul Ward" To: CC: "Larry Cameron" , "Ron Johnston" John: This E-mail is to inform you that we at CHEX are going to build a new 1000' tower on TV road. The tower is to be completed by January 2004. The New tower will allow for growth in the future as new technologies come to commercial broadcasting. You should at this point be aware that the old tower will be disassembled after Jan /04 and you will need to move your transmitter to the new tower by that time. We would be happy to help in any way we can to make the transition as easy as possible. Please keep me informed of your plan in this regard. Yours truly, Paul Ward CHEX-TV *** Gary Hooper of HPS Services is ready, willing and able to do what is necessary to set us up on the new tower. The cost could be anywhere from $5,000 to $20,000 depending on what and how we make the installation. In addition, the new location may require a new technical brief to be filed with Industry Canada. Some of the issues to consider are; a) do we de-install our current antenna and remount it on the new tower OR de we obtain a new antenna so that the switch can be done more quickly, b) do be wish to go higher, increasing coverage and reducing power. We may wish to consider that CHEX may start to charge us for electricity at some point in the future. Trillium Studio C Project The report was filed, signed by President, and sent on 10 Sep 03. As of 24 Sep 03, 11,137 CDs have been processed, creating 124,071 files. There are about 1,700 CDs remaining to be encoded. Evan Prentice from reBoot North is working on the finding aid. Cogeco Cogeco has agreed to a six second live copy sponsorship which meets our sponsorship policy for 40% reduction in price. The amount is still more than our local sponsors pay. Computer Work Pablo Carbajals (former TRadio programmer and Computer Studies Student) is working on a review of available software to meed our need in regards to keeping track of programmers and programming. He will be paid $320.00 for this. Students from a TrentU Computer Studies course are considering developing a music sheet reporting system for their project this year. TIP Funding Kinya Fujiwara has found matching funding from the Trent International Programme to work on Spoken Work ingest this academic year. ************************** PROGRAMME DIRECTOR'S REPORT for the BoD Meeting 25 Sep 2003 Laurel Paluck, Programme Director Pre-season Programming began 01 Sep 03 (we were broadcasting approximately 7:30am-10pm Monday through Friday, 7am-10pm on Saturday and 2pm-10pm Sunday). Deadline for programme proposals was Friday 12 Sep 03 at noon. By the deadline, 90 proposals were submitted and 10 proposals were submitted late. Added to this are 4 Specials. To date, 104 proposals have been received. Comparing with the previous year, by 30 Sept 2002, 66 proposals were submitted by the deadline and 16 submitted late. Proposal Review Committee members were Joel Buxton, Emily McClung, Miriam Stucky, Jasmine Courneya, Andrea Penrod, Kristine Williams, Jenny Scott, Nick Iszakovits, Jill Staveley, and Laurel Paluck - for a total of 10 (In September 2002, there were 11 committee members). The Proposal Review Committee met at Trent Radio House at 2pm on Sunday 14 Sep 03, and by 6pm all proposals were reviewed with notes and suggestions. The committee members took several proposals each and often paired up to discuss the gems. When there were a number of similar proposals, such as the Punk Rock and Hip-hop shows a sub committee gathered to review them. Most of the proposals were well developed and interesting, however there where some that were incomplete or in need of reconsideration. These were put aside and their programmers are still being contacted with suggestions. Several of the first time programme proposals had been developed during workshops held at the Peterborough Public Library and at TrentU during the pre-season, which gave me an opportunity to meet and discuss Trent Radio with the eager Programmers. Interviews have been largely conducted over the phone (especially with returning programmers and preseason folks) as the programming season was developed. Many programmers this year share an interest for local music and musicians - an ad hoc system is in the works to facilitate the sharing of their resources under the guidance of Jill Staveley. Jill is also developing a digital data base of local music for the new archive system. There is quite an eclectic assortment of programmes this year; we have a show from a twelve year old, home schooled lad, interviews with Aboriginal film makers, food and food issues related programmes and comedy skits. In the pre-season Phil Oakley and myself hosted a daily comedic show during the week featuring town "gossip" and local news. It has gained some popularity with the local theatre community who have expressed interest in developing the show into a sustained improvisation workshop. The show is currently pre-empted to accommodate Studio A training and will return with Phil and a variety of co-hosts. There is quite an interest in radio drama/comedy, which will be supported and developed through workshops and projects with programmers, community theatre artists, and all those who enjoy such endeavours. Multi-lingual shows are scarce this year, there is one Chinese/English show and only one new French programmer who has, as yet, been unable to fasten down her schedule. I'll be working with the New Canadian Centre, the Trent International Students programme and seek advise from Barb Woolner to encourage such programming. Sixty interviews have been conducted so far this year. They have been, on the whole, informal and sometimes on the fly as we've been getting new programmers in and getting on with their shows. I have found the programmers guide booklet an invaluable tool to refer to with first time programmers, who respond with informed questions and comments. Returning programmers have been very supportive, friendly and generous with their time and wise counsel. Interviews will continue this week and next, with additional input from the Operators as they begin their shifts and meet the programmers. Every applicant who requires Studio A training has or is being scheduled. Emily McClung (our Studio A trainer) has trained 6 people thus far with her schedule for this and next week quickly filling. Studio A training will run Tuesday's Thursday's and Friday's over the next two weeks, 2:30-4pm. Additional sessions will be scheduled as needed. Every applicant was invited to attend an information meeting and studio training. (By September 30 2002, 7 people had been trained.) Studio B is up and running with a training schedule on the way. A "Special Shows" timeslot will be included again in this year's schedule. Scheduling is underway and in motion, with revisions continuing as things settle. Evenings are very popular including Saturday and Sunday nights, mornings during the week have a few bald patches and Sunday mornings are empty until 1pm. Although Saturday mornings and afternoons do not require support, a Saturday evening operator is needed - for the time being this is being covered by James Kerr. Sarah Mackillican and Gord DeVillers .continue on as Sunday evening operators from their executive producer roles established this summer. The broadcast schedule with the majority of programme descriptions and emails are on the web page, (http://www.trentu.ca/trentradio/trodeo/guide.htm) with revisions continuing this week. Production of a take home programme guide will get underway next week under the direction of Jenny Rosser. The Arthur has offered to assist in putting a clear and readable guide into their publication, and I hope to increase promotion of the schedule and circulation of the guide with the help of Artspace, who will consider adding it to their mailings.. I would like to see distribution at various venues and business such as The Art Gallery of Peterborough, The Cinema 379, The Peterborough Arts Umbrella, and the Peterborough New Dance. I am keenly aware of printing costs and will take every precaution to avoid wastage. The Open Line and City Council meetings, local political programmes simulcast with Cogeco will continue this season. Programming will satisfy licence requirements and CRTC content category requirements. If there are areas that need further attention, I will seek out programming to cover these areas. The Trent Radio table for groups and club days at Symons campus was very popular, I had the opportunity to talk with many first year students and hand out Programme Proposals and workshop invitations. Other club tables were given Trent Radio's psa emailing address and much networking was done. Announcement of Operators: Mon: Morn - Leigh MacDonald , Aft - tba, Eve - Matt Brundage Tue: Morn - tba, Aft - tba, Eve - Malka Gerber Wed: Morn - tba, Aft - Ruben Mann, Evening - Jasmine Courneya Thu: Morn - tba, Aft - tba, Eve - Laura Farina Fri: Morn - tba, Aft - Kenya Fujiwara, Eve - Greg Mills and Jay Connel Sat: Aft - tba, Eve - James Kerr Sun: Aft - tba, Eve - Sarah MacKillican and Gord DeVillers *** We need Operator support in order to broadcast. Recruitment efforts will be a high priority in the coming days. Ontario Work Study Jobs (who work under the programming umbrella): Programme Director's Assistant - Jenny Rosser Studio A Trainer - Emily McClung Studio B Trainer - Joel Buxton Music Archivist- to be hired Spoken Word Archiving Team - to be hired High School Co-Op tba GOALS FOR FALL 2003 To survive with grey hairs to a minimum. (3 per day?) GOALS FOR FALL 2003 To continue with Trent Radio's exceptional programming! To encourage Community involvement through schools, arts groups, and local orgs.; P.C.V.S. (Teachers have expressed interest in programming with students, Artspace will be involved with projects, local home schooled groups have expressed interest in TRadio resources.) To expand audience with the help of local gathering places; the Night Kitchen and Spills cafe have expressed interest in airing TRadio during business hours, the Only Cafe currently tunes in during the afternoons. To encourage relations with TrentU clubs, groups and departments; with the production of profiles and p.s.a.'s and with the continuation of Kid's Lit, and Peter Andre's third year class. To invite and inspire the production of radio theatre through special programming and project days. To invite and inspire the participation of local musicians through programming, Smooth Operator and live remote broadcasts. To find methods of increasing internet listeners. [end] Trent Radio Comparative Balance Sheet - unaudited ASSETS As At 03-08-31 As At 02-08-31 CURRENT ASSETS Raffle & Bingo Acct 0.00 67.65 Boost & Freq Acct 5.93 5.93 General Funds Montreal 706.28 -3597.42 ING Savings 9248.22 0.00 Cash In Bank 9960.43 -3523.84 Petty Cash: Programming 0.00 0.00 Petty Cash: Admin -132.93 19.00 Petty Cash: Summer Admin. 0.00 -0.00 Term Deposits 0.00 0.00 Accounts Receivable 2948.77 5024.37 Employee Advances 75.37 0.00 Doubtful Accounts 0.00 0.00 Receivables Net 3024.14 5024.37 Student Levy Receivable 0.00 4537.35 Prepaid Expenses 609.24 523.22 TOTAL CURRENT ASSETS 13460.88 6580.10 FIXED ASSETS Land 10000.00 10000.00 Buildings 93908.34 93908.34 Office Equipment 20552.32 20134.36 Technical Equipment 129490.32 97961.07 Technical Renovations 18546.00 18546.00 Fixed Assets at Cost 272496.98 240549.77 Accumulated Depreciation -179348.51 -179348.51 TOTAL FIXED ASSETS 93148.47 61201.26 OTHER ASSETS Deferred Charges 0.00 0.00 TOTAL OTHER ASSETS 0.00 0.00 TOTAL ASSETS 106609.35 67781.36 =========== =========== LIABILITIES CURRENT LIABILITIES Accounts Payable 1366.47 1396.47 Contract Obligation 33000.00 33000.00 Deferred Income 1030.00 11220.00 Accrued Liabilities 50.00 1800.00 Trillium StudioC 13195.07 0.00 CPP Payable -58.74 0.00 UIC Payable -36.70 0.00 Income Tax Withholdings -85.45 0.00 Receiver General Net -180.89 0.00 Health Benefit Payable 855.00 855.00 Other Witholdings Net 855.00 855.00 TOTAL CURRENT LIABILITIES 49315.65 48271.47 LONG TERM LIABILITY Deferred Contribution 6871.00 6871.00 TOT. LONG TERM LIABILITY 6871.00 6871.00 TOTAL LIABILITIES 56186.65 55142.47 ___________ ___________ EQUITY NON-SHARE EQUITY Retained Surplus/(Deficit) 12638.89 20693.94 Previous Year-end Adjustments 0.00 0.00 Net Retained Surp/(Def) 12638.89 20693.94 Current Surplus/(Deficit) 37783.81 -8055.05 TOTAL NON-SHARE EQUITY 50422.70 12638.89 TOTAL EQUITY 50422.70 12638.89 ___________ ___________ LIABILITIES AND EQUITY 106609.35 67781.36 =========== =========== *********** Trent Radio Comparative Income Statement REVENUE 01Sep02-31Aug03 01Sep01-31Aug02 GOVERNMENT GRANTS Federal Grants 2740.00 4932.00 Provincial Grants 39204.93 2378.43 Municipal Grants 0.00 0.00 TOTAL GOVERNMENT GRANTS 41944.93 7310.43 FUND RAISING Corporations 0.00 0.00 Foundations 0.00 0.00 Private 1218.97 1445.00 Leadership 300.20 0.00 Donations "In Kind" 0.00 0.00 Net Donations 1519.17 1445.00 Trent Student Memberships 68206.31 54813.35 Commercial & Non-profit 75.00 0.00 Individual Memberships 1000.00 1040.00 Discretionary M'ship Exp 0.00 0.00 Net Memberships 69281.31 55853.35 Special Events 893.87 459.71 Special Events Expense 0.00 0.00 Net Special Events 893.87 459.71 Fundraising 81.75 347.25 Fundraising Expense -20.33 -21.58 Net Fundraising 61.42 325.67 TOTAL FUND RAISING 71755.77 58083.73 EARNED REVENUE ON AIR Sponsorship 3750.00 2600.00 ON AIR Sponsorship Expense 0.00 0.00 Net ON AIR Sponsorship 3750.00 2600.00 Net "RADIO PAPER" 0.00 0.00 Net Other Sponsorship 7310.25 9772.96 Tape Sales 21.00 58.40 Tape Sales Expense 0.00 0.00 Net Tape Sales 21.00 58.40 Rental Income 6744.00 6630.00 Net Misc Sales & Services 4053.71 4493.11 TOTAL EARNED REVENUE 21878.96 23554.47 MISCELLANEOUS REVENUE Interest Income 259.07 18.38 Micellaneous Revenue 0.00 215.00 Amortisatn Dfrd Contribtns 0.00 858.00 TOTAL MISC REVENUE 259.07 1091.38 TOTAL REVENUE 135838.73 90040.01 ___________ ___________ EXPENSE PERSONNEL Programming Wage 25181.05 25637.25 Technical Wage 8424.00 0.00 Publicity Wage 0.00 0.00 Administrative Wage 35543.91 20836.50 Benefits 0.00 3236.88 CPP Expense 2707.95 0.00 EI Expense 2007.72 0.00 Total Wages & Benefits 73864.63 49710.63 Programming Fees 0.00 4151.67 Technical Fees 542.50 0.00 Publicity Fees 0.00 0.00 Administrative Fees 1087.00 4307.50 Total Fees 1629.50 8459.17 TOTAL PERSONNEL 75494.13 58169.80 SUPPLY & EXPENSE Publicity & Promotions 0.00 181.27 Equipment Rental 102.00 300.00 Line Rental 2208.71 1969.34 Rental Other 200.00 27.00 Net Rentals 2510.71 2296.34 Postage & Delivery 72.39 195.94 Office Supplies 449.40 434.03 Telephone 1524.12 1380.04 Utilities 5379.80 4647.49 Programming & Licence 1191.77 999.22 Building R & M 2135.12 7092.88 Building R & M Upper Apt 496.07 2429.68 Technical R & M 2562.19 2648.01 Net Repair & Maintenance 5193.38 12170.57 Professional Fees 0.00 1816.00 Insurance 3158.78 2565.81 Travel 52.20 0.00 Volunteer Expense 877.81 1107.64 Bank Charges 105.75 164.65 Mbanx Loan Interest 0.00 0.00 Net Interest 0.00 0.00 Depreciation 0.00 11178.46 GST Paid 2044.68 787.77 Bad Debts 0.00 0.00 Miscellaneous 0.00 0.03 TOTAL SUPPLY & EXPENSE 22560.79 39925.26 TOTAL EXPENSE 98054.92 98095.06 ___________ ___________ NET INCOME 37783.81 -8055.05 =========== ===========