MINUTES OF AN ANNUAL GENERAL MEETING OF THE MEMBERS OF TRENT RADIO, held at AJM Smith Conference Room, in the Bata Library of the Nassau Campus of Trent University, Peterboro, Ontario, on 29 November 1993 at 7pm. P R E S E N T : Mia Biasucci, Dave Bothwell, Andrew J. Cousins, David Creighton, Wendy Fischer, Marlon Hazlewood, Lisa Howard, John Lewis, Jennifer Long, Veronica Mason, Jason Medland, John Muir, Catherine Murray, Rob Phillips, Brenda Sedgwick, Mike Sheridan, and Harrison John Windeler, being Member of the Corporation. A total of seventeen. The Meeting was called to order, Wendy Fischer acted as Chair and Harrison John Windeler acted as Secretary of the Meeting. Notice of this meeting having been executed according to the provisions of notice set out in By Law No 1 of the Corporation and a quorum of the members of the Corporation being present in person, the meeting was declared to be regularly constituted. An agenda was agreed upon and discussion followed. 1992 Trent Radio AGM Minutes were not presented but as the minutes from the 1991 AGM were brought in error. Also these was no record of those attending. Upon a MOTION duly made, seconded and carried, be resolved that; 1992 Trent Radio AGM Minutes be waived and that this meeting be regularized in order to accomplish the 1993 Trent Radio AGM Reports; Rob Phillips presented the Manager's Report. In summary: a) formatted programming was instituted Mon. - Fri. b) there is too much emphasis on rolling format. c) radio drama workshops have been undertaken d) radio '93 summer camp course was mounted - Brian Lavender. e) K.W.I.C. workshop - Kim Allen. f) live recording of "Muddy Children". g) T.S.U. debates aired live for 1st time. h) letter advising station of CFMX's change of broadcast pattern and signal strength increase: i) March 1993 - John Matthews - was hired to prepare a technical brief, which has not been completed nor submitted yet. j) licence renewal to the CRTC was submitted, and the approved renewal is effective until August 31, 2000 with reiteration by C.R.T.C. of majority Trent student positions on Board and all Directors to be Canadian citizens. No other comments by C.R.T.C. memorable or notable. Discussion followed and it was learned that; The after review by the CRTC, the campus radio application has been simplified. The spoken word to music ratio should be 30% to 60%, and promotion of Canadian music was specified. We are pleased to receive the maximum renewal period of seven years. The disappearance of archive material continues to be a problem. Approximately 1,000 vinyl records and 10%-15% of the 4,000 have gone. Apparently some sort of short term borrowing policy has been established. Discussion ensued regarding a dubbing facility. Upon a MOTION duly made, seconded and carried, be resolved that; a dubbing facility be established at Trent Radio for programmers and cassette tapes made available by purchase for this purpose. Manager's report was received and accepted with thanks. Jeff Stewart presented the Public Relations Report which was received and accepted with thanks. It was noted at this time that Marlon Hazelwood will call to arrange for Scott's Plains Recycling pick up the refuse in the front veranda. Jeff Stewart & Jason Medland presented the Amnesty Report, which was received and accepted with thanks. Cathy Murray presented the Music & Programming Report. In summary; Singles will not be intergrated into archives but available in studio A for broadcast. "College Music Journal" just subscribed to at a cost of $500. Will try it out for a year. Supposed to be able to make back initial cost through live concert promotion. Will help save on communication expenses to a variety of distributors - i..e. phone, mail and courier expenses. Help reduce solicitation to distributors. It was felt that email through the University's computer system would help in communicating with other stations, resources, music companies, etc. The report was received and accepted with thanks. Upon a MOTION duly made, seconded and carried, be resolved that; the Programming committee seek ways to encourage peer review of radio programmes. Marlon Hazlewood presented the Technical Report. In summary; - the toilet was fixed during Trent Student Union debates. - during the summer shutdown: with help from a few volunteers sound proofing was installed, lobby painted, shelves constructed in archives room. - a technical room established and organized in basement. - using CJLX's fault report a Trent Radio fault report was drawn up. - Bill Hodgson was called to clean the Studio A board. A spilt drink's remains were discovered when it was serviced! - a CD machine put in archive room. - the on-air phone line indicator light improved. looking ahead: - studio B board needs overhauling. - windows in apartment upstairs need repairing. They should be sanded, reglazed, and painted. - 12 channel board from CBC in basement. - AMPEX playback reel-to-reel needs wiring. Requires record heads if to be used for recording. - paper blinds in studio windows need replacing with other blinds or more permanent fixtures. (Cloth drapes suggested.) - basement leaks badly during rain storms. Suggested that if eaves troughs were repaired and cleaned should help prevent much if not all of the leakage. - more remote recording equipment to be acquired in future? - carpet in studio A needs fixing or replacing. A plastic overlay might help Discussion followed; - there is new equipment awaiting installation in Studio B. The plan is to move the Mixing board closer to shared wall with studio A to increase operating room. - there was concern regarding limited space existing at station. We may look into expanding in the future. It might be a good thing to canvass programmers for their input into a "Wish List" at Trent Radio House. This report was received and accepted with thanks. Brenda Sedwick presented the Steering Committee Report. In summary; - on-the-street interviews being incorporated into programming. (entire remarks here not noted by recording secretary - H.J.W.) - historical and critical sketch of Trent Radio. - survey: critique section available in "Arthur". - revision of mission statement still in future - new Board. Wendy Fischer presented the President's Report. Some highlights "Bias Awareness & Orientation & Workshop" - encouraged on an ongoing basis? It was suggested that if Trent Radio attempts to be a social advocacy organization. It should also encourage artistic advocacy. Are we inspiring indigenous artistic community to use Trent Radio as a medium? What about progressive political community? The Union Theatre granted an honorary membership to Trent Radio. Quite separate and apart from Trent Radio, Dan Landry had presented a demonstration of pirate radio. What could Trent Radio be doing to promote and encourage this kind of participation and utilization of facilities? The President's Report was received and accepted with thanks. Brenda Sedgwick presented the Portfolio Committee Report. Some proposals were presented more for discussion than for immediate amendment to the by laws. This report was received and accept with thanks. Rob Phillips, the Manager presented the Financial Review. Copies of financial review (not an audited financial statement) were made available to membership present. Highlights; - fewer students at Trent University this year for first time - resulting in a $1,300 reduction in operating budget. - sponsorships and advertising down this year. - telephone up $500. Have not looked into savings package. Will consider. - programming expenses for expenditures for pre-produced programming. tape and shipping costs, fees, etc. - travel expenses up - station assures safe conduct for programmers after late night duties completed. - $500 of fundraising expenses is fee paid to John Matthews, who is preparing a technical brief to the Department of Communications. There was a question as whether to capitalise and depreciate all fees paid for engineering brief over given number of years as benefits of brief will be enjoyed over long period of time by station? Line item - Tape Expenses was for new cassettes and to replace old logger tapes. Upon a MOTION duly made, seconded and carried, be resolved that; the "Financial Report for 1992" be accepted with a recommendation that expenditures to John Matthews for the engineering brief for frequency change and power increase be depreciated over a seven (7) year period. Rob Phillips presented the budget for the year ending 1994, as approved 1 November 1994 by the Board. The $18,086 surplus was indicated to be unallocated at present and might be distributed on new equipment ($5,000) and salaries for two part time positions - Music Director and Technical Director Some discussion ensued regarding the financial reviewer and their approach, helpfulness, guidance and longer term planning. Rob Phillips admitted that very little creative suggestions forthcoming throughout year. However he doesn't see this as a perceived role considering it is not an audited financial report but a review with a "letter of comfort" issued to satisfy accountants that all information has been submitted and practices have been within corporation and legal guidelines. Upon a MOTION duly made, seconded and carried, be resolved that; Don Jackett of McColl-Turner, C.A. be appointed financial reviewer for Trent Radio for 1993/94." Proposed Amendments to By-Laws - D. Creighton. A motion to amend to by-law 3.01 re: number of directors, was not carried. A motion amend by-law 2.11 re: removal of directors, was not carried. Upon a MOTION duly made, seconded and carried be it resolved that; that by- law number 3.03 be waived in this instance to provide that a director who has resigned within one year of this AGM may be eligible to run at this AGM. Introduction of Candidates - Wendy Fischer. Each candidate was given ample opportunity to identify themselves, outline their previous involvement with Trent Radio where applicable, divulge their own platform or areas of interest and/or concern and respond to questions from the floor. It was recognized that with a board of seven (7) directors at least four must be Trent University students in order to satisfy the corporation's charter regarding the regulation that the Board have majority representation by full or part-time Trent University students. As there were only four Trent University students running for the Board. Upon a MOTION duly made, seconded, and carried; be it resolved that the Trent University student candidates be acclaimed to office. Jason Medland, acting as Chief Returning Officer, passed out ballots for the election by secret ballot of three of the following five non-Trent University student candidates: David Bothwell, John Lewis, John Muir, Brenda Sedgwick, Harrison John Windeler. Announcement of Election Results - Jason Medland. Accaimed as Board Members: Mia Biasucci, Andrew Cousins, David Creighton and Jennifer Long. Elected as Board Members: John K Muir, Brenda Sedgwick and Harrison John Windeler. Other Business Due to late hour (midnight) Brenda Sedgwick quickly brought attention to the display area at the Bata Library and the upcoming Trent Radio display, the volunteer sign-up sheets posted on the walls and the seasonal gathering for Trent Radio. All other items in "(VIII)" of the 1993/94 A.G.M. agenda were omitted. Adjournment There being no futher business, the meeting was adjourned. __________________________________ H J Windeler, Recording Secretary __________________________________ Andrew Cousins, Member