Trent Radio BoD Meeting 27 August 2001 MINUTES OF THE BOARD OF DIRECTORS MEETING held at 640 Reid Street, Peterborough, Ontario on 27 August 2001, at 6:00 p.m. P R E S E N T: Emily Addison, Glen Caradus (via phone), Al Kirkcaldy, and Miriam Stucky. R E G R E T S: Neal Simard, Darryl Leroux and Reuben Maan. Also Present: John K. Muir, General Manager Notice of this Meeting having been made to all the Directors, and a quorum of Directors being present in person, or by telephone, the Meeting was declared duly constituted and called to order at 6:10 p.m., with Emily Addison acting as Chair and Secretary. The Chair's opening remarks began with a report of Trent Radio's General Manager's induction into the Peterborough Pathway of Fame. under the "Community Betterment" designation. It was noted that the distinction related not only to the General Manager's longstanding contribution to the city of Peterborough through Trent Radio but also to other area organisations. The Chair presented a note from Andrew Cousins, (Trent Radio President and Chair 1993-1996), as representative the many congratulations and thanks that have been received. In other matters, the Chair informed the Board that written resignations have been received from Directors', Darryl Leroux and Reuben Maan. Both have moved away from Peterborough to follow new endeavours and the Board wishes them good luck. The minutes of the previous Board Meeting were presented. UPON A MOTION duly made, seconded and carried, the minutes of the previous Board of Directors' Meeting, held on 05 July 2001, were approved. The Chair brought forward the issue of Director's resignations. Discussed followed. UPON A MOTION duly made, seconded and carried unanimously, the resignations of Darryl Leroux and Reuben Mann were accepted, and it was further resolved to appoint Nammi Poorooshasb and Nick Currie to the Board until the next Annual General Meeting. COMMITTEE REPORTS: Al Kirkcaldy and Miriam Stucky presented the General Manager's Contract Committee report, with amendments pertaining to salary and other particulars for consideration by the Board, UPON A MOTION duly made, seconded and carried unanimously, the amendment of the General Manager's employment contract for the years ending 2001 and 2002 agreed to by the General Manager and the Contract Committee was approved. It was noted that the General Manager is deemed very valuable and he is greatly appreciated. Physical Plant and Technical: There is much painting to be completed with sill a little more left. The General Manager requested that it might be done on the long weekend but it was recognized that this might be too busy a time for the painter(s). It was also noted that gardening will continue through the fall. Sponsorship and Earned Revenue: It was noted that there are year round sponsors that will be beginning for the fall and that the Off-campus Pub had been signed on for the summer season. Wild Rock Outfitters will be looked into. Ways and Means: It was noted that Miriam Stucky met with the General Manager to discuss the possibilities of Trillium and HRDC grants for projects at Trent Radio whether they be physical or less tangible projects. BUSINESS ARISING: The financial statements were not prepared again this month. The bookkeeper has resigned due to serious health matters and a new bookkeeper is being sought. If there is no headway on contacting Sue Newman within a week than other arrangements will be made so that the financial statements are done for next Meeting. It was also noted that the books have to go to the auditor by the third week of October. The letter to the Trent University Secretary has yet to be written. It was reported that a letter from Graham Taylor, Trent University's Academic Vice-president, had been received congratulating the General Manager on his induction to the Peterborough Pathway of Fame. It was noted that the VP Academic stated the desire to overcome past differences and to discuss the creation of a university arts facility. The General Manager has yet to respond to the letter. The toilet at Trent Radio house has been repaired. It was noted that the TISPOC project continues to move ahead. In effect, Trent University is delegating some of the work and responsibility to Trent Radio. As a result, some assets are being moved into the Trent Radio House basement on 28 August 2001. It was also noted that a large grant application has been made, which would provide for the General Manager to be seconded to a data ingest project on the basis of one day a week and that Trent Radio would receive $12,000 per year as compensation. It is anticipated that the project will take three years. OPERATIONS REPORT: Financial Statements have been deferred until the next Meeting. The Summer Programme Coordinator's Report was presented. UPON A MOTION duly made, seconded and carried unanimously, the Board wishes to pass on it's gratitude and thanks to Kristine Williams, as 2001 SPC, for a wonderful job done. It was noted that a letter of thanks will be sent to Kristine Williams. John Muir presented the General Manager's report. Trent Radio is in shutdown and cleanup mode. A crew will be cleaning the facilities in preparation for the fall and the equipment will also be cleaned and repaired Barb Woolner started 20 August 2001 as Programme Director. Her proposed contract is 40 weeks ending 24 May 2002. There is nothing to report on the Levy Reporting Policy. There is nothing to report on the OMB challenge. A new computer based logger machine is in testing and development mode to sort out glitches. There were two instances of transmitter trouble, one including a blown transmitter fuse and the other a cold solder joint on the transmitter patchbay. Both have been remedied. The Programme Director's computer was attacked by a SirCam Virus and has been repaired. Any other business: It was noted that the President will be moving to Kingston to finish her teaching degree. This was announced at the first Board Meeting and will be dealt with as best seen fit. The levy reporting policy and the OMB hearing will be reported on for next Meeting. It was noted that it would be unwise for the new Board members to take on committees as there are few Meetings left before the AGM. New chairs for the studios and kitchen were discussed. They will be researched and reported on next Meeting. The idea of seeking sponsorship for specific projects was discussed. Out of that came the discussion of possibly broadcasting a local sports event. It was also noted that First Nation's participation has been low of late due to lack of interest. It was noted that the next Board Meeting will be 30 September 2001 at 1 pm. It was also noted that the subsequent Board Meeting will during the week of commencing 13 October 2001, and that the AGM is scheduled for Sunday, 25 November 2001 at 2 p.m. with a Board Meeting at noon prior to the AGM. There being no other business, the Meeting was adjourned. __________________________ __________________________ Emily Addison, President A. N. Other, Director