Trent Radio BoD 23 February 2003 MINUTES OF THE BOARD OF DIRECTORS MEETING held on Monday, 23 February 2004 at StudioC, Trent Radio House, 715 George Street North, Peterborough, Ontario. P R E S E N T: Joel Buxton, Laura Farina, Kim Fielding, James Kerr, Reuben Maan, and Al Kirkcaldy. R E G R E T S: Kristine Williams. ALSO PRESENT: John Muir, General Manager Notice of this meeting having been made to all the Directors, and a majority of the being present, the meeting was declared duly constituted and called to order at 5:45 p.m., with James Kerr as acting as Chair and Secretary. An agenda was agreed upon and discussion followed. 01. 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' meetings, held on 02 February 2004, were approved unanimously. 02. Business arising. It was reported that the President and the General Manager had met with Sam MacLeod, a Trent Radio programmer and operator, to communicate the Board's concerns regarding his proposal to set up a radio playing Trent Radio's signal at the bus stop on the Symons Campus of Trent University. It is felt that the arrangements may become a nuisance for various reasons to various parties. In any case Mr. MacLeod plans to pursue installation, and was commended for his initiative. 03. Committee Reports: Sponsorship: The cheque has arrived from the Toronto Blues Society, and another sponsor working with us for a sponsorship package until the end of the spring season. Fundraising: Please see operations report. The PD & PM are to keep in touch with the Fundraising Committee Chair. 04. Operations Report - see attached The financial statements as prepared by the Bookkeeper were presented for the period ending 31 Jan 04 03. UPON A MOTION duly made, seconded and carried unanimously, the financial statements were accepted as presented. Fundraising results: A report prepared by the Programme Director was presented, and the Board commends both the Programme Director and the Production Manager for their efforts in both fundraising and raising the profile of the organisation. As of 15 Feb 04 at total of $8,938.11 after 66 days of effort. It was noted that this information is featured prominently on the Trent Radio web home page, and represents about $5,000 more than had been projected for the year. In addition a further donation of $2,000 relating to AudioSoup at Kingston should be arriving shortly, and the Julian Blackburn Student's Association is making a contribution of $500 which will be used to fund a one-year sponsorship. Full-time Student Membership Fees AY2003-04: (see attached) Referendum Dates and Plans: A proposed poster was presented and approved as amended, and Joel Buxton will create an alternative poster. Laura Farina will organise an information table during the campaign week in concert with Laurel Paluck. Information sheets will be available to hand out. SCP 2004 application due the end of March 04: Al Kirkcaldy will follow-up in regards to determining how Trent Radio can achieve a better assessment. UPON A MOTION duly made, seconded and carried unanimously, the financial statements were accepted as presented. Personnel Matters - Renewal of General Manager's Contract and Programme Director and Production Manager position plans: It was reported that the General Manger's contract of service ends this year, and it was suggested that his future status should be determined before other employment arrangements are set. As this point the General Manager left the meeting. It was agreed that the General Manager's contract committee made up of James Kerr, Joel Buxton, Reuben Maan, and Kim Fielding would meet at a later date to review the previous contract and formulate a new one for consideration of the Board at the next Meeting. It was noted that the committee will need hard copies of the previous contract. At this time John Muir rejoined the Meeting. It was noted that there was some expectation that the GM contract would be for four or five years. The GM reported that the new PD and PM have created a very strong team, and have been able to develop new goals for the organisation while maintaining previous accomplishments. The GM will be wishing to offer both several year commitments, subsequent to reaching an agreement with the Board as to the GM's contract. Proposals for these positions will also be presented to the Board at the next Meeting. 05. Any Other Business A request for assistance from the Downtown Student Facility Trust was presented. Discussion followed. UPON A MOTION duly made, seconded and carried unanimously, Trent Radio agrees to act as trustee for Downtown Student Facility Trust, to be incorporated as P.R. Community and Student Association in the matter of a real estate purchase scheduled for 27 Feb 2004, if necessary. It was noted that Trent Radio will seek independent legal advice to ensure due diligence and proper execution of this arrangement. 06. Set date for next BoD meeting The next two Meetings are scheduled for; 5:30pm on Monday, 05 April 2004 Trent Radio House, Studio C, & 5:30pm on Monday, 19 April 2004 Trent Radio House, Studio C, 07. Adjournment: There being no further business the Meeting was adjourned at 6:55pm. Note: Subsequent to adjournment members of the GM Contract Committee agreed to meet at 2:30pm on Tuesday, 02 March 2004 at Trent Radio House, Studio C. ________________________________ ______________________________ James Kerr, President & Chair Kristine Williams, Secretary