TRENT RADIO BoD AGENDA 25 MARCH 1998 1. Approval of Previous Minutes - 18 Feb 98 2. Chair's Opening Remarks (B Thompson 3min) 3. Business Arising 4. Operations Report Programme Director's Report (B Woolner 5min) General Manager's Report (JK Muir 5min) - Financial Statements - Radio Drama 5. Committee Planning - Propaganda & Publications (Esther Caldwell 5min) - Community Links (Francesca Cioffi 5min) - Social Secretary (Andrew J Parker 5min) - Board Development (Bill Thompson 5min) - Fundraising & Membership (Barb Bell 5min) - Music (Grant Ball 5min) 6. Schedule and Plan future BoD meetings & AGM (B Thompson 5 mins) 7. Any Other Business 30th Birthday Party/Breakfast/Gathering 3-4 Oct 98 Discussion re: Amend BoD eligibility by law. Levy Review Meeting Attendance Usage Request 8. Adjournment -=- MINUTES A MEETING OF THE BOARD OF DIRECTORS OF TRENT RADIO, held at Peter Robinson College Senior Common Room, 751 George St. North on March 25, 1998 at 1 pm P R E S E N T: Grant Ball, Esther Caldwell, Andrew Parker and Francesca Cioffi. R E G R E T S: Barb Bell, Nick Smith and Bill Thompson. Also Present: Barb Woolner, Programme Director; and John K. Muir, General Manager Notice of this meeting, having been communicated to all Directors, the meeting was declared duly constituted and called to order at 1:20 p.m., with Andrew J. Parker acting as Chair and Francesca Cioffi acting as Secretary. PREVIOUS MINUTES UPON A MOTION duly made, seconded and carried, the Minutes of the Board of Directors meeting held on 18 February 1998 were approved. OPERATIONS REPORT PROGRAMME DIRECTOR'S REPORT (see attached) GENERAL MANAGER'S REPORT (see attached) UPON A MOTION duly made, seconded and carried the Operations Report, consisting of the Programme Director's Report and the General Manager's Report, were approved. COMMITTEE REPORTS PROPAGANDA & PUBLICATIONS COMMITTEE REPORT (see attached) At this time, it was suggested that the Propaganda and Publications Committee look into publishing the Radio Log in either the Peterborough Examiner or Peterborough This Week. It was also noted that Esther Caldwell and Grant Ball shall work together to create a "Trout Rodeo" style template to be used over the next few seasons. COMMUNITY LINKS COMMITTEE REPORT The Community Links Committee is working towards the creation of an information pamphlet about Public Service announcements and the development of a standard Trent Radio Press Release form. At this time, it was suggested that the Community Links Committee develop a General Information sheet, an FAQ, distribute to community organisations. SOCIAL SECRETARY COMMITTEE REPORT (see attached) At this time, it was noted that the End of Season "Meet, Greet and Stagger About on your Feet" discussed in the Report will not occur this year due to time constraints and previously scheduled Trent Radio activities. Also, dates for "The Radio Salons" roughly scheduled as follows: "The Tower and The Townies" - September "What Community?" - October "Mass Media Representation of Independent Scenes" - November "The University is Socially Unaccountable" - December BOARD DEVELOPMENT COMMITTEE REPORT (see attached) Due to present fiscal constraints, the Board recommends that the session with the United Way be deferred indefinitely. The Board also recommends that the Board Development Committee organise an information session with John Dunn, Trent Radio's Lawyer. FUND-RAISING AND MEMBERSHIP COMMITTEE REPORT (see attached) Casino Rama Trip Friday April 24 1998! It was noted that Francesca Cioffi shall design a poster announcing this event. John Muir shall arrange for printing and distribution on the main campus of Trent University. UPON A MOTION duly made, seconded and carried, effective immediately, all programmers are required to pay their membership fees in full before having a programme scheduled on Trent Radio. MUSIC DIRECTOR'S COMMITTEE REPORT (see attached) UPON A MOTION duly made, seconded and carried the Committee Reports were approved. SCHEDULE AND PLAN THE AGM This item was deferred until the next Trent Radio Board of Directors Meeting ANY OTHER BUSINESS Discussion regarding the 30th Birthday Party/Breakfast/Gathering 3-4 Oct 98 and the Amendment to the Eligibility Bylaw was deferred until the next Board of Directors Meeting. LEVY REVIEW POLICY The creation of the TCSA Levy Review policy was brought to the Board's attention. USAGE REQUEST John K. Muir presented a letter sent to Trent Radio by Pam Van Halteren of the March For Jesus - Logistics. The March for Jesus will occur on Saturday May 30 1998. UPON A MOTION duly made, seconded and carried the March for Jesus proposal is accepted, maintaining the same terms of agreement as last year with the exception of amending the charge to $500. ATTENDANCE The Board recommends that either the Chair or Vice-Chair, explore a Director's re-occurring absences. UPON A MOTION duly made, seconded and carried the meeting was adjourned at 3:10 pm. -=- PROGRAMME DIRECTOR'S REPORT for board meeting March 26 1998 / Barb Woolner What has Happened? * Progress is being made with the Spoken Word Archive; approximately 125 tapes have been catalogued with over 200 entries. The Ontario Work Study positions will expire before the archive is up to date. Both John Muir and I are familiar with the process and I will volunteer this summer to continue with this project. I recommend that another OWSP position be allotted for this work in the next academic year. * There are more new shows that have already started: Sunday Serenade, a classical music show with Esther Caldwell and Mary Caldwell (Sundays fortnightly 8:00 - 10:00). Mood Swings, a theme based music programme with Jordan McTavish (Thursdays noon - 1:00). Persistence is a Virtue, a "how many radio show can we do before we leave town" programme with Dave Booton and Nick Hamilton (Saturdays 3:00 - 5:00). * Special Programming - Local Music, Adam Brown played live on air as part of promotion for upcoming gig. * Special Programming - Paul Cleveland interviewed Howard Hampton, Leader of the Ontario New Democratic Party during his visit to Peterborough. * Special Programming - John Muir interviewed Janet Greene of the Learning Disabilities Centre as part of their awareness month. * Special Programming - Local Music, Big Change played live on air as part of promotion for a benefit show they are involved with. * Special Programming - Rebroadcast of programmes on the theme of the Multilateral Agreement on Investment. * Special Programming - Kathy Cillis hosted as St Patrick's Day programme. * Radio Project Day - (post)International Women's Day organized by Jen Woodill, Chrissy Poules and Amelia McNabb was a full and fun day. Almost every Programmer was new to Trent Radio. * John Muir and I were guests on Norm's Forum; Norm McHardy's new cable 10 programme. * Esther Caldwell, Tim Cromey and I put the finishing touches on a modified Trout Rodeo (i.e. schedule only) and John Muir had it printed. * Students from St Paul's (Norwood) visited Trent Radio and are preparing Special programmes for next month. * There was an Operators' Meeting (and lunch) this month. What is Happening? * The "How to Plan a Radio Project Day" has become a post-broadcast season project. * Esther Caldwell continues to write the "Radio Log" for Arthur, Trent students' paper. What is Coming Up? * Programme Ideas session to be held * Daniel Wiersma, a student of Pinewood Alternative School is preparing a Special Programme about his music teacher. * I will visit an elementary school in Lakefield and record students' French presentations for airplay. * Radio Project Day - Aboriginal Language Awareness Day March 31. Co-ordinator is Lisa-Marie Milliken. * Radio Project Day - For Laugher; Comedy Day is scheduled for Sunday April 5 and is being organized by the Air Pollution Programmers, Daniel O'Brian, Cameron Esler and Teige Reid. * Radio Projects - Canada's Future and Storytelling ideas have had no further action, therefore, will not happen before the end of this broadcast season. * Upcoming Special - Another Girl Guide group will be visiting the station and preparing a programme. * Upcoming Special - (Chemistry) Prof Alecia Zobel will be interviewed by a few of her students about Vitamins and health. * Upcoming Special - Update on the Emergency First Response Provincial Competition * Upcoming Special - a one hour programme (scheduled for April 1 at noon) with Melinda Rees of the Community Legal Centre on the topic of the new Tenant Protection Act. * Upcoming Special - Grade 7 students from St Paul's will be present their radio programmes for FUN! * more Programme Proposals are being printed; enough for the Summer and Fall broadcast seasons. * Summer planning meeting is tentatively scheduled for Sunday April 19. Those interested in being Operators for the Summer Season are encouraged to come. Summer proposals will be reviewed at this time. * end of the Spring Season in Friday April 24 at noon. On Going * archiving parties take place Wednesdays 1 - 4 with Kash as the host. * spoken word archiving takes place Fridays 10 - 3 with Brendan as the host. * regularly schedule on-air and technical training have been discontinued for the season as there are not any more new programmers to train * Barb gives Trent Radio Programming updates on Norman in the Morning, Fridays at 11:30am From: Barb Woolner {Date: Wed, 18 Mar 1998 13:16:45 -0500 (EST) Subject: end of season notice to programmers and operators Greetings Programmers and Operators! End of Season: Just a reminder that the end of the broadcast season is Friday April 24 at noon. If you intend to be finishing your programme before this date, please let me know as soon as possible. There are also plans in the works for and end of season social. It is hard to believe that this year has gone by so fast! Summer Season: During the summer, Trent Radio's programming is organized by volunteers. Operators also take on the role of Executive Producer; selecting, training and providing support for the Programmers they choose for their night. Executive Producers usually work in pairs, sharing the responsibility for the evening. If you will be in Peterborough this summer and would like to be an Operator/Executive Producer, please make it known. There is a planning session (tentatively) planned for Sunday April 19. Summer Proposals will soon be available at the station for those who want to apply for programmes for all (or part) of the summer. Please submit them by NOON on SUNDAY 19 APRIL - the time of the summer planning session. The SUMMER SEASON is scheduled to commence on MONDAY, 4 MAY 98 and to end at NOON on FRIDAY, 14 AUGUST 98. Fall Season: Proposals will be available soon (they are at the printer at this moment) for radio programmes in the Fall. For those of you returning, proposal reviews will be done before the end of August so I ask that you "beat the rush" and return your proposal to me by Friday August 14. So you have the summer to come up with a great new idea for a programme or expand on an idea you started this year. If you miss this date, your proposal will be reviewed with the "September rush" and is due Friday September 12. The FALL pre-SEASON is scheduled to commence on TUESDAY, 7 SEPTEMBER 98 Barb Woolner Programme Director, Trent Radio -=- Report of the General Manager for the BoD Meeting 25 March 97 / John K Muir See Financial Statements attached. Notes: Balance Sheet A/R does not show moneys due from Target for brokered programming. $500 due for Jan98 & $670 due for Feb98. Payment for Jan 98 arrived 12 Mar within the promised 30-45 day period. A Fall 98 sponsorship of $450 significantly overdue. We might consider taking product as payment rather than cash. A/P Does not show amount outstanding to Trent U or Bell. This s/b rectified shortly Income Statement - On Track Grants: We are applying for a federal SCP grant again this year. The application will provide for a summer Programming Co-ordinator who with the Executive Producers shall fulfil programming functions for the summer season. We will also apply for money to fund continuance of the Spoken Word Archive, revisions to our "literature" (Programme Proposals and Guides) and Physical Plant and Tech repair and maintenance. The grant will not involve large outlays for materials and supplies as budgetary constraint provides only a modest amount ($600) for the summer's repair effort - Last summer we received 20 weeks funding which was split between Programming Co-ordinator and Physical Plant as 13 weeks and 7 seven respectively, and incurred about $2,000 in expense. Memberships and fund-raising. We are still awaiting an explanation of how to reconcile Trent Student membership numbers with MET figures from Don Giles of Trent U's Registrar's Office. Grant Ball and Esther Caldwell have undertaken to collect the outstanding membership fees. How is it going? Earned Revenue HRDC (Human Resources Development Canada) through Tariq Hassan has made a "media buy" of 112 announcements to finish airing on 27 Mar 98. The gross for this is $560. There are rumours that there is an unauthorised parody of this lurking in the on-air studio. No headway for another half-hour of brokered material through Target can be reported at the time of writing. The possibility of "shopping out" production and layout of "Trout Rodeo" as both a paper and web edition is preliminary discussion with Janine Taylor. Design and content would continue to come under the purview of Propaganda Committee. It is proposed that paid print advertising would cover this expense as well as printing costs. Radio Drama Three plays have been recorded onto the Studio B computer and are awaiting post-production. Ian Osborn has come in for three hours each Sunday for the last three weeks to learn about digital audio. Brent Wood formerly OWSP is now working to complete the productions as a volunteer. Physical Plant & Technical It was reported the internal axial fan which cools our transmitter is squeaking, indicating near future failure. An inspection revealed nothing unusual, however, a full cleaning is scheduled in the week following the end of the Spring Season. This summer's repair and maintenance planned would included, outside painting, porch lattice, eavestroughing, and foundation pointing. A new front window and some floor covering for upper apartment will be deferred. Negotiations are underway to sell the old QEI transmitter to a new community radio facility in Killaloe. We'd be wanting at least $1,500 as it still has value to us as a potential standby transmitter. If it does sell, we should use the funds to purchase badly needed monitoring equipment. We may wish to consider replacing the TRadio area furnace and adding a gas unit for the upper apartment before repairing the roof. OWSPer, David Booton will be starting a written inventory of technical and related equipment. He has been engaged in helping the General Manager dig out from under a mountain of paper left to pile up while during the Freq and Power project. The Art Gallery of Peterborough used TRadio facilities to produce the audio portion of a "dramatic" slide/tape production for a installation about David Breik's work, written by a former Trent Radio programmer Lauren Carter. This was done a "future considerations" basis given the nature of the AGP. ... Trent Radio ASSETS LIABILITIES CURRENT ASSETS CURRENT LIABILITIES Entailed Funds #1 0.00 Accounts Payable 335.13 Entailed Funds #2 0.00 Deferred Income 0.00 Raffle & Bingo Acct 104.84 Accrued Liabilities 105.00- Boost & Freq Acct 1,258.55 Commission Payable 0.00 General Funds Montreal 6,787.28 CPP Payable 0.00 General Funds CIBC 0.00 UIC Payable 0.00 Cash In Bank 8,150.67 Income Tax Withholdings 0.00 Petty Cash: Programming 38.24 Receiver General Net 0.00 Petty Cash: Admin 0.00 Employer Health Tax 0.00 Petty Cash: Summer Admin. 0.00 WCB Payable 0.00 Term Deposits 0.00 AFM Payable 0.00 Accounts Receivable 1,171.85 Health Benefit Payable 255.00 Doubtful Accounts 0.00 Pension Payable 0.00 Receivables Net 1,171.85 Holiday Payable 0.00 Student Levy Receivable 0.00 Other Witholdings Net 255.00 Prepaid Expenses 592.60 TOTAL CURRENT LIABILITIES 485.13 TOTAL CURRENT ASSETS 9,953.36 LONG TERM LIABILITY FIXED ASSETS Victoria & Grey Trust Co 0.00 Land 10,000.00 Trent U - CTS Department 415.70- Buildings 93,042.18 National Trust 18,820.40 Office Equipment 19,191.37 Mbanx Demand Loan 17,985.59 Technical Equipment 82,896.08 TOT. LONG TERM LIABILITY 36,390.29 Technical Renovations 18,296.00 Fixed Assets at Cost 223,425.63 _____________ Accumulated Depreciation 124,015.71- TOTAL LIABILITIES 36,875.42 TOTAL FIXED ASSETS 99,409.92 _____________ _____________ EQUITY TOTAL ASSETS 109,363.28 ============= NON-SHARE EQUITY Retained Surplus/(Deficit) 59,717.45 Year-end 1997 Adjustments 8,837.95- Net Retained Surp/(Def) 50,879.50 Current Surplus/(Deficit) 21,608.36 TOTAL NON-SHARE EQUITY 72,487.86 _____________ TOTAL EQUITY 72,487.86 _____________ LIABILITIES AND EQUITY 109,363.28 ============= Trent Radio INCOME 1 Sep 1997 TO 28 Feb 1998 - unaudited & subject to adjustment REVENUE EXPENSE GOVERNMENT GRANTS PERSONNEL Federal Grants 0.00 Programming Wage 10,378.29 Provincial Grants 0.00 Technical Wage 0.00 Municipal Grants 0.00 Publicity Wage 0.00 TOTAL GOVERNMENT GRANTS 0.00 Administrative Wage 13,228.30 Benefits 1,987.00 FUND RAISING Total Wages & Benefits 25,593.59 Corporations 0.00 Programming Fees 1,875.00 Foundations 0.00 Technical Fees 0.00 Private 0.00 Publicity Fees 150.00 Leadership 0.00 Administrative Fees 644.00 Donations "In Kind" 0.00 Total Fees 2,669.00 Net Donations 0.00 TOTAL PERSONNEL 28,262.59 Trent Student Memberships 55,363.89 Commercial & Non-profit 150.00 SUPPLY & EXPENSE Individual Memberships 760.00 Publicity & Promotions 131.98 Discretionary M'ship Exp 0.00 Equipment Rental 0.00 Net Memberships 56,273.89 Line Rental 553.16 Special Events 1,342.12 Rental Other 30.00 Special Events Expense 356.60- Net Rentals 583.16 Net Special Events 985.52 Postage & Delivery 69.73 Fundraising 205.00 Office Supplies 345.04 Fundraising Expense 922.13- Telephone 694.43 Net Fundraising 717.13- Utilities 1,557.35 TOTAL FUND RAISING 56,542.28 Programming & Licence 1,309.44 Building R & M 426.42 EARNED REVENUE Building R & M Upper Apt 0.00 ON AIR Sponsorship 4,520.00 Technical R & M 419.47 ON AIR Sponsorship Expense 1,612.50- Net Repair & Maintenance 845.89 Net ON AIR Sponsorship 2,907.50 Professional Fees 0.00 "RADIO PAPER" Advertising 0.00 CROP Equipment 0.00 "RADIO PAPER" Expense 0.00 Insurance 2,031.53 Net "RADIO PAPER" 0.00 Travel 0.00 Net Other Sponsorship 0.00 Volunteer Expense 609.79 Tape Sales 0.00 Bank Charges 61.00 Tape Sales Expense 0.00 Mbanx Loan Interest 2,508.00 Net Tape Sales 0.00 Mortgage Interest & Chrgs 920.66 Rental Income 2,982.00 Net Interest 3,428.66 Net Misc Sales & Services 0.00 Depreciation 0.00 Refunds & Discounts Given 0.00 GST Paid 974.39 TOTAL EARNED REVENUE 5,889.50 Bad Debts 0.00 Miscellaneous 0.00 MISCELLANEOUS REVENUE TOTAL SUPPLY & EXPENSE 12,642.39 Interest Income 81.56 Discounts Taken 0.00 _____________ Micellaneous Revenue 0.00 TOTAL EXPENSE 40,904.98 TOTAL MISC REVENUE 81.56 _____________ _____________ INCOME 21,608.36 TOTAL REVENUE 62,513.34 _____________ -=- Propaganda and Publications Committee Report for BoD Meeting Wednesday, 25 March 1998 / Esther Caldwell Spring Radio Guide I did the final proofing of the spring radio guide. Tim Cromey patiently returned to his computer numerous times to make all of the corrections. Radio Log I have been writing a weekly, 200-300 word column entitled "Radio Log" in volume 32 of Arthur. The column has appeared in numbers 15-18 and 20-22 and it will be printed in the final two issues of the 1997/98 Arthur. If the Board of Directors so wishes, I shall approach Arthur staff in September regarding the resumption of "Radio Log" for the 1998/99 school year. Cogeco Community Television I approached producer Leslie Cunnian regarding a feature on Trent Radio on the community show "Plugged In!". She and a crew came to the station and interviewed Barb Woolner and Mirian Stuckey. This segment aired six times the week of February 2-8. I also provided Leslie with a short blurb on Trent Radio that appeared on the community announcements. Donations I requested and received newly released CDs from the Peterborough County Children's Choir and the Peterborough Singers, both of which were played during the 2:00 p.m. local music program. I also received a four-part series on MAI which was broadcast March 17 and 18 from noon until 1:00 p.m. Future possibilities I can approach publications (e.g. Vibrations) and request/suggest that they do feature articles on Trent Radio and/or its programmers. If the Board of Directors so desires, I can compile Trout Rodeo in the Autumn, calling upon staff, programmers and operators to contribute pieces to the newsletter. A radio guide will also need to be put together. -=- From: Andrew J Parker Date: Wed, 04 Mar 1998 18:13:45 -0500 (EST) Subject: Report from the Social Secretary for BoD Meeting 25 Mar 98 Trent Radio - Feb 27th, 1998 As this is the first report from the Social Committee & as last year's Board did not have a direct predecessor of this committee I can poach any ideas from, suppose I need to take a stab at outlining the basic premise and possible direction of the Social Committee. The Social Committee will not necessarily limits its attention to a scope of "social" comprised solely of beer, noise and veggie dip (although these are undeniable important.) This is not to say that the creation of situations that solicit and encourage a dionysian abandon is not sufficient in itself, but I do, however, believe that the Social Committee can function in other ways. "The Handbook for Cultural Trustees" calls this the 'advocacy management function' of the organisation's (i.e. Trent Radio,) identity in the community. (This is on p. 16 of the Handbook -please take a look). The Social Committee will hopefully address some of the aspects involved in this function of Trent Radio's Board of Directors. With this in mind here are some ideas / suggestions for consideration: 1) An end of Spring Season "Meet, Greet and Stagger About on your Feet: for all programmers/ volunteers and sundry friends and well-wishers. Possibly have Trent Radio programmers to do turns DJ'ing. A Karioki (sp?) machine (anybody got one - JKM?) Local band playing? We could sell brownies and T-shirts - make a bundle. Whatever it becomes, involvement from programmers/members should be solicited. Intoxicants should be locally available. Slated for late April. 2) A series of evening "events/discussions" around aspects common to Trent Radio and Community radio in general. Perhaps as "potluck dinners/BBQ"? "Wine Salons?" or a "Brew Club" - each month members of the circle brew a different batch of beer/wine -split the cost amongst participants & get together to drink and argue loudly about things. Such as? We could rent "Pump up the Volume" (all about cool independent radio programmers) for example, and tear into its representation of the "independent radio scene". Add your own inspirations here ... 3) An end of Summer Season BBQ for programmers volunteers? 4) I'd like to make a suggestion to consider establishing a small collection of texts on issues relating to all aspects of community broadcasting. Perhaps a start could be to approach OPIRG about the possible material that could be donated. I can see this being potentially problematic but its worth consideration nonetheless. 5) Is a "Suggestion Box" for the Board an idea to consider. (i.e. one at the station for programmers, one on the main campus that the majority of the share holders can easily access? Submitted by Andrew J. Parker, Social Secretary. Supplement to Report from the Social Secretary - for BoD Meeting 25 March 98 Regarding suggestion #2 further on the discussion/events, ok, lets call the "The Radio Salons" The basic idea is that this series of evenings gatherings would be licensed open debates/discussions (Licensed debates!!) around issues involving community, media, and community radio. I am willing to mediate and introduce some of these salons yet I'm also soliciting ideas for discussion and people who would like to act as a catalyst & mediators for the open discussions. Here are some specific topics for your consideration ... a. "The Tower & the Townies": Is Trent Radio a "community" radio station or a "university" radio station? Is there a difference? Is Trent Radio identified with any class affiliation/political stance in the community as a whole as a result of its connection with Trent University. b. "What Community?" Trent Radio is a community radio station. What exactly comprises a legitimate "sense of community", and where is the community experienced? How does is show [voice?] itself? c. "Mass Media Representation of Independent Scenes" How is alternative media represented by commercial mass media? Does this affect the alternative media's self representation? Is "alternative" marketing ploy like "green" proved to be. d. "The University is Socially Unaccountable" As public institutions, the idea of the university can no longer hold itself accountable to the public without the restructuring that many have resisted as the "corporate agenda" in the university. Why bother resisting? What is possibly *there* to come under threat except for a certain form of misguided nostalgia? How did we get caught up in "accountability" in the first place and who is defining it? ... you get the idea. Aside from any considerations you may add, I'd like to request advice on dates and times to get the series going. Andrew [J Parker] -=- From: Bill Thompson bthompson@trentu.ca Date: Mon, 16 Mar 1998 18:22:18 -0500 (EST) Subject: Board Development Committee Report The board development committee was created to help turn the TR Board into a well oiled machine. It was to set up meetings with the lawyer and the accountant, and to meet with the United Way to inquire about their board development programs. Our accountant, Don Jacket, held an extremely helpful seminar with the Board on February 5th [cheat sheet attached]. The lawyer, John Dunn has been contacted, and is perusing minutes of old board meetings to see where he would be of most use to us. John Muir and myself met with Brenda Dales from the United Way earlier to discuss United Way's board development programs. They have something called a 'Management Assistance Program' wherein boards can get up to 26 hours of support from a board development person in six months. There are a selection of workshops that can be taken through this program. Workshops I recommend for us include: - role of the board as organisational leaders - what board model best fits your group - how to run productive, dynamic meetings - getting the most from our committees - board / staff relations - conflict resolution The cost for this program is $750 or pwyc. There was some mention made of TR paying part of the money in kind. If we do decide to go ahead with this program, it might be best if decided on some times and dates to do this. There may be some need to juggle times to co- ordinate with the United Way. Bill Thompson, Chair, Board Development Committee ... Subject: Notes from Don Jacket here's the cheat sheet: Board Responsibilities General Responsibilities and Mandate Board has a stewardship role which includes responsibility for: - Strategic planning for the organisation - approve Management's strategic plan - must have clear understanding of role and purpose of Trent - Risk identification and management Radio (Letters Patent, By-Laws, Mission Statement) - ensure that Management has an effective process to identify, minimise and manage risks Management effectiveness and succession - Board's role is to question, scrutinise and actively monitor - Communications with stakeholders Management - Internal control and management information systems - ensure that Management has implemented effective internal control systems to protect resources - performance and progress in meeting objectives Discuss Due Diligence and Accountability Identify Stakeholders Members Donors and sponsors Funding bodies Trent University Public at large [Programmers] Regulatory bodies (CRTC, RevCan, Public Trustee) Business Cycle Begins With Approval of Budget Blends philosophical goals with the reality of available resources Should have both operating and capital budget Operating should be prepared on a monthly basis Should be accompanied by a cash flow projection Variations from plan should be approved by Board and budget amended Board Must Receive Monthly Financial Reports To Monitor Results Should show comparison of actual to budget for month and year-to-date Variances should be explained in written report from G.M. Should be circulated prior to meeting Should receive projection's of year's results Discuss Internal Controls - Approval of expenses (limits?) (G.M.'s expenses?) - Cheque signatories - Examination of supporting documentation - Approval of rates of pay - Contractual commitments - Control over fixed assets (including CD's, taps, etc.) - Adequate insurance (Fidelity bond?) Discuss Directors' liability -=- Music Director's Report for BoD Meeting Wednesday, 25 March 1998 / Grant Ball Re: Statement of Committee Mission There is an overwhelming volume of e-mail regarding the receipt of new music at the station (i.e. "was it received?", "is it being played?") etc. Currently Jean Reno is the recipient of these inquiries, and I would like to assist him in replying to a random selection whenever possible. I have also spoken to some programmers, in regard to contacting specific companies that are currently not represented in our archive. I intend to act as a liaison between these record companies and Trent Radio. I would also like to make myself available to address any programmer's concerns regarding music or the archives. I am pleased to announce that I can now be contacted via the Internet at the following address . This is probably the best way to reach me as any efforts to reach me by telephone are most often met with a busy signal. At our last meeting there was some discussion regarding a year end party. I am currently investigating some expenses and logistics for putting on an all night DJ event that would serve not only as a great party but a fund-raiser as well. I hope to have this in place as soon as possible as April is fast approaching.