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Author Archives: WFHB Manager

Board Minutes: January 27, 2014

CALL TO ORDER

7:12 p.m.

ATTENDANCE

Board Members Present:  Joe Estivill, Maria McKinley, Cleveland Dietz, Pam Davidson, Rich Reardon,    Sheryll Mitchell, Richard Fish, Louis Malone

Board Members Absent:  Matt Pierce, Carolyn VandeWiele

Volunteers:  Darin Bagley

REVIEW/APPROVAL OF MINUTES

Minutes for Board meetings November 2013 and December 2013 are presented for approval.  Carolyn has stated in December’s meeting, she would like to offer corrections to the November Minutes but was not prepared to do so at that meeting.  We have not received any corrections via email and Richard suggests we wait to the end of tonight’s meeting to see if she will arrive late.  Pam states we need a quorum (we do, as 4 of 6 November Board members are present – new Board members in attendance may not vote on November/December minutes because they were not appointed to the Board until after December’s meeting).

Richard asks Maria to send out via email the monthly Minutes to be approved and posted on the website before the next monthly meetings.  She states this remains the goal but is challenging when Board members do not respond to the emails with corrections or approval.  A motion and a second and majority vote for approval is still required.

GENERAL MANAGER’S REPORT

Co-Promotions

  • Tim Grimm CD release shows 1/3 at Farm Fresh Studios (Bloomington) and 1/4 at The Commons (Columbus)
  • 7th Annual Progressive Dance Extravaganza 1/23 at Ivy Tech Waldron Center Auditorium

Communication

  • hYPe non-profit fair - Alycin was invited to attend and she collected several signatures from people who show an interest in the station.  The fair is designed to help young professionals become involved with local non-profit organizations.  Sheryll asks for a list of non-profit fairs with station participation.
  • Newsletter Committee - March 1 is the target for the first issue of the newsletter.  There will be a subscription “button” added to the webpage soon.  Members to date are Karen Roszkowski, Michael Glab, Helen Harrell, Carol Fischer, Maryll Jones, Cleveland Dietz. Joe suggests a shout out to the membership about the newsletter to identify others who may be interested in getting involved.
  • Monthly Volunteer Meetings - Markus Lowe is facilitating these round-table meetings which will be scheduled monthly in-between quarterly meetings.  Returning to monthly volunteer meetings is in compliance with the by-laws.  More than 30 volunteers attended the first round table.  The next meeting will be on February 1st at 12:15 p.m. at the Monroe County History Center.
  • Ryder Magazine - Jim Manion is working out a trade agreement which could result in one-page ads for WFHB.  Most top 10 music lists for 2013 were written by WFHB DJs.  Michael Glab’s pieces appear on-air at WFHB and in transcript form in the Ryder.
  • Bloom Magazine - One-page ad trades continue.  See February issue.

Operations

  • Health Insurance - Cleveland states we need to make a decision tonight as the enrollment anniversary is February 1.    If coverage remains the same, the monthly rate for Cleveland is $406.04 plus vision and dental.  Richard  makes a motion to purchase the Anthem Preferred Direct Access gxea Plan with vision and dental benefits and Pam seconds the motion.  Call for vote taken and passes by unanimous vote.
  • News Dept and CATS - Cleveland, Alycin, and Joe Crawford met with Sara Laughlin, Michael White, and Martin O’Neil  regarding the idea of moving the news department operations to the library.  The library offered to provide office space and equipment that would be just for the use of WFHB staff and volunteers.  This supports a strategic plan initiative to increase our partnership with CATS and MCPL.  Moving off-site would optimize our current facility space and the library could provide us with access to better equipment which could impact our on-air sound positively.  Board members agree on the positive attributes but also agree that many more questions remain, including logistics, remaining an independent entity, and associated costs.  Cleveland states this was a preliminary meeting called by the library and where the library offered up some ideas.
  • The Cage - Cleveland met with Paul Daily with regard to our unfinished studio and replacing and moving our furnace.  The furnace is 15+ years old and has been repaired numerous times and to move it up into the loft would free up much-needed space.  Paul gave the go-ahead for us to submit a written proposal with the understanding that if it did not get approved, this would be the end to this conversation.  Ivy Tech personnel have indicated previously they could give us a furnace if they have one laying around.  Now, there is some doubt any are available.  Also discussed was the possibility of posting an online web broadcast of Macbeth in April, the development of an intern and/or service learning projects for Ivy Tech students in the marketing, IT, or administration schools.
  • Parking Pass for GM - Cleveland asks the Board to consider a monthly cost of $40 to provide him with a parking pass in the Garage.  He states the Garage is full when he comes to work and he has had to park at great distances away from the station and it is time-consuming to find an open space, if any exist.  He is asked what the other staff do for parking and he informs us Alycin has a parking pass paid for by the station, Jim rides his bike to work and the past GM lived close enough to walk in.  Richard makes a motion that the station will pay $40/month to provide a parking pass for Cleveland to park in the Garage.  Sheryll seconds the motion and the vote is unanimous.
  • Finance - The end-of-the-year fund drive in December 2013 brought in $3500 from 32 donors.  9.4% of these donations were from first-time donors.  When looking at the first 6 months of our finance year, we appear to be substantially ahead but this is inflated due to the higher first disbursement of the CPB grant.  We received more money up front from this than we expected. The income line will correct itself when we receive the second and lower CPB grant disbursement.
  • CPB  Grant

We received $47,986 along with new guidelines for future compliance.  They are as follows:

1.  The Board must write a 500-word document which describes the station’s past and future                    commitment to diversity for the website.

2.  One of the following items must be done on an annual basis:

— include individuals representing diverse groups in internships or work-study programs designed to provide meaningful professional level experience in order to reflect the diversity of the communities they serve and further public broadcasting’s commitment to education

OR   — include qualified diverse candidates in any slate of candidates for elected governing boards that the Grantee controls

OR   — implement a diversity training program for members of the organization’s governing body or board of directors on an annual basis

OR   — participate in minority or other diversity job fairs

OR   — implement formal diversity training programs for management and appropriate staff

3.  Board meetings, board-level committee meetings and community advisory board meetings have to be advertised in accordance with the Communications Act of 1934.  Minutes must be taken and publicly available.

Discussion centered around specifics of language, including the terms “advertised”  and  “publicly” in Item 3.  Cleveland will investigate whether those terms refer us to within the WFHB family or the general public.

  • MLK Commission Grant - The station received $610 which we used to purchase a DSLR camera with still and video capabilities in line with our strategic plan initiatives to diversity our web offerings and move toward video capability.

Underwriting

  • Renewed:  Smithville,  IU Health,  Karen Pitkin
  • Signed: Indiana Commission on Hispanic/Latino Affairs;  Spirit of ’98 Promotions, Bill Daughtery and Eccentric Enterprises

 

TREASURER’S REPORT

The Board agrees for transparency, the financial handouts provided by the GM at each Board meeting will be attached to the Board Minutes and posted on the station website.  Please see attached financial documents for specific numbers.

OLD BUSINESS

  • Master Committee Assignments - Cleveland provides a list of the Board Committees and the Station Committees.  A review of requirements and membership of each begins but becomes too time-consuming and the remaining committees are tabled for another meeting.  Consideration is given to changing some of the standing committees to committees at-will and requiring station committees to be comprised of volunteers which report back to the Board.  With the continued workload on the Board, it makes sense to make committees comprised of volunteers which report to the Board. This may require the governance rules to be changed.  And with upcoming Board elections, it is difficult to assess at this time whether we can assign current Board members, at the end of their terms, to committees for four months.  Board nomination discussions will begin as early as February for the April 1 deadline.  Committees discussed are:

Personnel and Nominating:  Matt Pierce, Carolyn VandeWiele, Louis Malone – need membership, volunteers

Legal Affairs – William Morris, Mark Need, Joe Estivill -  need membership volunteers—discussion focuses on whether legal affairs should exist as a committee which meets regularly, an at-will committee or a consult with an attorney as necessary.  After consideration of all points, Sheryll makes a motion to keep legal affairs a standing committee.  Richard offers a second and the vote passes unanimously.

Finance – Cleveland Dietz, Pam Davidson, the Development Director – need membership                         volunteers with a background in accounting

Richard suggests we consider adding the Fund Drive and Underwriting committees to the Finance Committee.  It is agreed that while all 3 have “money” in common, they are uniquely different in purpose and are not combined.

Music – Jim Manion, Sheryll Mitchell, Rich Reardon, Darin Bagley

Technology – Markus Lowe, Cleveland Dietz, Johrdan, Richard Fish

Richard asks for clarification on the term “technology.”  Should Jeffrey Morris be included because of his knowledge of the engineering equipment?”  Its description identifies it as an IT committee.  Software, server and hardware issues require more than a few people be available who can solve problems as they arise.  Cleveland suggests we need more trained individuals, either as volunteers, interns, or consultants to keep us up and running and will ask Kelly Wherley to post a notice on the Bloomington Volunteer Network.

Community Advisory Committee – Cleveland has posted the member list on the website.

  • The Cage – see GM report
  • Health Insurance Renewal – see GM report
  • Transmitter – Richard does not have anything to add about the transmitter at this time.
  • Fundraising – The visioning experience is not discussed but Pam mentions the application for the Matchstick initiative is due in four days.  She states it requires us to specify an amount that we will raise which will then be matched by the Community Foundation.  We will not have access to the full amount of the funds due to the stipulation of the initiative but rather it would go into our “account” at the Foundation where we would receive a percentage over time – this is more of a long term endowment arrangement.  Pam suggests we hold off for another year.  She would like to work with Cleveland to get a better understanding of our fundraising database – who are the donors we already have, when do they typically give, what is our most successful response (mail, web, etc.).
  • Board Operations Manual -  Cleveland has located other Board of Directors’ manuals from radio stations which he will forward to Board members as a data file.
  • Executive committee - Richard asks when the EC was formed and Joe explains it started up again when Chad was GM interim.  It has been functioning as an advisory committee for the interim GMs and the new GM hires.  It is currently comprised of the President, Secretary, and the GM.  It meets most Mondays at 4 p.m. and reviews the past week as well as any upcoming business and events.  Discussion also places items on the upcoming monthly Board meeting agenda. Richard begins a discussion of the by-laws as they relate to the Executive Committee and there is a lengthy exchange  among Board members about the issue. The bylaws dictate the Executive Committee be re-instituted as necessary at the discretion of the Board and that 3 Board members are appointed to the Executive Committee by the Board.  Joe explains the EC was re-instituted before Richard came on the Board. Pam talks about how Executive Committees are traditionally made up of the officers of a Board and Richard relays his opinion that WFHB does not necessarily fit into traditional models. Pam makes a motion that the Executive Committee be made up of the officers of the organization and Louis seconds it.  Because Joe is acting Treasurer in the absence of a Board member with expertise in finance/budgets/accounting, that puts only 2 Board members on the EC instead of 3.   Pam amends her motion to state that in this situation, when we don’t have 3 officers (from 3 different people), the Board will appoint another member to serve on the EC. Louis seconds the amended motion which passes by a vote of 4-3.  Because the by-laws only specify the EC should be made up of Board members, there remains disagreement as to whether they should be the officers.  “Can be” officers vs “should be” officers.   Richard makes a motion to review the make-up of the EC after the annual election in June.  ??????? seconds.  The motion passes 5-1 with one abstention. Richard and Pam have asked to be considered as the third person on the Executive Committee.  Further discussion has been tabled.
  • John Whikehart - Cleveland has a photo of John at the Follies and a letter of appreciation for the Board members to sign for John’s service to WFHB while at Ivy Tech.  Cleveland will present both to John now that he has moved to City Hall.

NEW BUSINESS

  • CATS and WFHB – see GM report
  • Friends of WFHB -  Joe reminds Board Members that due to the use of the station’s call letters on the “Friends” facebook page, the station could be held liable if an incident arose, based on the attorney’s opinion.  For that reason, frivolous lawsuit or not, if Board members or staff members post on the “Friends” page, it could be perceived as an understanding of approval of the page content from staff and/or Board.  Board members ask if we can be members of the Friends of WFHB page and  not post comments.  Joe says he does not know the answer to this but will check with the attorney.
  • City of Bloomington, Class for non-profit Boards - Feb 13th, 8:30 a.m. – 12:30 p.m.  This is a half-day class sponsored by the City of Bloomington which discusses in general non-profit Boards of Directors.  The instructor is Dr. Al Lyons of SPEA, IU Bloomington.  The cost is $25.  Sheryll state she is signed up.  Pam mentions there is a local non-profit alliance for anyone interested in more information as well.

ADJOURNMENT

10:42 p.m.

Board Meeting Minutes: December 16, 2013

CALL TO ORDER

7:10 P.M.

ATTENDANCE OF BOARD MEMBERS

Present: Joe Estivill, Matt Pierce, Kevin Jones, Carolyn VandeWiele, Richard Fish, Maria McKinley

Absent: Pam Davidson

Visitors Present: Helen Harrell, Carol Fischer, Trish Kerle, Sheryl Mitchell, Louis Malone, Maryll Jones, Shayne Laughter, Marc Haggerty, Michael Glab, Rich Reardin, Anson Shupe, Darin Bagley, Claude Bagley, Markus Lowe

REVIEW / APPROVAL OF MINUTES

Carolyn discusses some exceptions she has with the written minutes and states she would make her corrections and send them around. The Board agrees to take a look at her corrected Minutes via email and vote.

INTERVIEW OF BOARD APPLICANTS

After discussion, it is decided by consensus the applicants will wait in the hall until their interview and observers will remain in the room and agree to observe confidentiality.

Bullet points from statements made by each applicant:

  • ANSON SHUPE – I bring a passion to the station; fairly new to town; retired; I have the time; academic; published sociologist
  • HELEN HARRELL – I love the station; I’m a past Board member having filled in for a vacancy; wants to be involved to keep the quality of the station; I’m about communication and mediation
  • LOUIS MALONE – I really care about the station; I can help by just being myself; experience in HR, management, conflict resolution
  • SHERYL MITCHELL – I bring a unique perspective to the board; we could use a different make-up of people on the Board; interested in fundraising
  • MARYLL JONES – I can help out with communication issues; wants to help at the station but doesn’t want to be on the air; more of a techie
  • MARKUS LOWE – I want to help; past GM and turned the station around during a financial crisis; wants to facilitate, bylaws, governance, strategic plan
  • RICH REARDIN – I want to help out at the Board level; have been interested in recent initiative; has an interest in Development Director position; radio producer

GENERAL MANAGER’S REPORT

Before Cleveland’s report, Kevin Jones states he is officially resigning the Board this evening and will leave now, at the start of business. Motion to thank Kevin for his service is made by Richard and seconded by Matt and a unanimous vote of appreciation is passed. Handshakes and hugs all around and Kevin departs the meeting.

Co-Promotions:

  • Krista Detor at the Monroe County Convention Center 12/12
  • Grant Street Co-Op benefit at Max’s Place 12/24
  • Root Cellar Lounge dance party – last one is December 20th. Looking to change the monthly venue but maintain a good relationship with FARM.
  • MailChimp – making the first foray into use of email client; the major advantages are a more professional appearance, creation of permanent email list which can be used for newsletter, a searchable database

Operations:

  • Employee Handbook – met with Kevin Jones regarding an employee handbook; has a copy from a large local employer and excerpts from the textbook Managing Human Resources; not all the information Is applicable to the station; Cleveland will make appropriate cuts and send to the Personnel Committee
  • Facilities Committee – met to discuss the purchase of a digital console and IO box for approximately $8,000. The committee decided against the purchase but was in favor of spending significantly less money on equipment that will get us closer to our technological goals without breaking the bank, such as: TalentPods, a headset/mic combo – good fit for a talk show, will bring the station closer to two Strategic Plan initiatives (better on-air sound, talk shows), allows producers to talk directly into room, will cost less than half the price of a digital board ($1,600).
  • Development Director – secured the remainder of the $15,000 salary posited by the Strategic Plan; donor did not want to commit to two years without seeing how the first year goes; second year funding is likely with good results
  • Other – Jim Manion indicated this morning the updated DJ guidelines are on track to be completed by the end of the year; meeting scheduled with Alycin Bektesh and Joe Crawford regarding shared office space at MCPL – sharing space with CATS is at their invitation; there is a new graduate level class (SPEA) seeking real-world experience for students studying grant writing. WFHB will receive a small group of these students who will begin to work on a grant for us. They won’t be able to finish it during their semester, but it should be far enough along that we can continue the process after the semester.

TREASURER’S REPORT

  • June through December – last year we budgeted for the CPB money but it hasn’t come in yet and initial review is still in progress; Smithville has not paid their underwriting as yet; Rush Hour Station is on the horizon as an underwriter; an alarm system went on the fritz and we had them clean and service the other ones (to save on another potential service call charge); may need a new hard drive for the lobby computer – it operates more slowly than the others; accounting fees are high because we’ve already paid the annual income tax return; log software license fee was paid; Christmas bonuses for staff are already in the budget.
  • Year-End Fund Drive 2013 – it is underway, a postcard mailer campaign, an email blast using MailChimp, radio spots and Facebook posts. Targeting individuals who did not contribute during Fall Fund Drive.

OLD BUSINESS

  • Transmitter Info – Richard Fish – tabled to January
  • Digital Board Replacement Costs – Cleveland Dietz (see GM report)
  • Visioning Experience – Pam Davidson – tabled to January
  • Master Committee List – The Board Operations Manual has a Master Committee List – tabled
  • Reminder – email notes on GM hiring process to secretary

NEW BUSINESS

  • Matchstick Initiative – Pam Davidson – tabled to January
  • Board Operations Manual – very large and too expensive to print out (paper costs), Cleveland will send around digital copies
  • Executive Committee – set up after Will Murphy left, for the benefit of interim GMs, needs to have a formal Board Resolution – tabled
  • John Whikehart – retiring 1/13/14 from Ivy Tech and has accepted position as Deputy Mayor of Bloomington. Matt makes a motion to have Cleveland send a letter to John Whikehart thanking him for his service to WFHB. Seconded by Richard and passes unanimously. Richard to look for a photo of John in the Follies to accompany the letter. Tentative date of January 15th.
  • Joe comments – for WFHB volunteers and staff, all notices, important info, and announcements need to be posted on Spot Online first and then accepted on other sites and venues.

CLOSED SESSION – to discuss candidates for the Board openings

BACK INTO OPEN SESSION

  • Richard makes a motion to offer Rich Reardin the 2012-2015 Board opening; Matt seconds and the motion passes unanimously.
  • Carolyn makes a motion to offer Sheryl Mitchell and Louis Malone the 2013-2016 Board openings; Matt seconds and the motion passes unanimously.

ADJOURNMENT

11:07 p.m.

Firehouse Follies – “Leftover Turkeys”

Play

Firehouse Follies’ “Leftover Turkeys”  with special musical guest: songwriter Michael Smith. They were joined by Arbutus Cunningham, Art Heckman, the WFHB Gospel Gurlz, the Firehouse Rounders, and the Unusual Suspects Radio Acting Troupe for a live performance at the Ivy Tech Waldron Auditorium.

Norm Crampton of Bloom Magazine recently wrote a great piece about Firehouse Follies. Read it here.

“Leftover Turkeys” was made possible through the support of:

A Summerhouse Inn
Bloomington Area Arts Council
Cordell Construction
Ivy Tech Community College – Bloomington
Jalynn Designs

 

WFHB Quarterly Meeting Audio: December 7, 2013

Play

Board Meeting Minutes: October 28, 2013

Call to Order: 7:17 pm

–Members in attendance: Joe Estivill, Richard Fish, Kevin Jones, Carolyn VandeWiele, Matt Pierce, Pam Davidson, Maria McKinley, Cleveland Dietz

REVIEW / APPROVAL OF MINUTES

–Minutes were reviewed, amended “motion to adjourn” item was accepted. Matt moved to approve the minutes, Richard seconded, and vote approve the minutes from September’s meeting was unanimous for.

PUBLIC COMMENTS TAKEN RE: GM HIRING

–The following individuals offered comments to the Board on the topic of the candidates for the GM hiring: Emily Jackson, Patrick Siney, Gregory Travis, Reina Wong, Tom Szeymanski, Mark Lowe, Kelly Wherley, Marc Tschida. One person met all 3 candidates and gave a summary of what each candidate might bring to the station, one person talked about the qualities of the station and asked that we keep that in mind. Of the six remaining, three knew Chad Carrothers and not the other candidates and three knew Carrothers and one other candidate. Six individuals shared their support for Carrothers specifically.

CLOSED SESSION

–GM hiring and candidates; Back pay for paid staff; Interim GM’s contract expires; Personnel/volunteer issue

TREASURER’S REPORT

–Tabled for discussion, handouts provided, additional copies available upon request

GENERAL MANAGER’S REPORT – All tabled for discussion

–Fund Drive Update – handouts provided, additional copies available upon request

–Digital Board Replacement Costs – handouts provided, additional copies available on request

–New Bank & Fees, IRS POA, credit card processing

OLD BUSINESS – All tabled for discussion

–Visioning experience

–Master committees

–Kevin Jones and the Cage

–New transmitter info

NEW BUSINESS

–Makes notes on the GM hiring process for future reference – tabled

Meeting adjourned: 10:10 pm

WFHB Board of Directors hires permanent General Manager

The WFHB Board met on November 25, 2013 to determine the next steps in the General Manager search.  With the decline of employment from Mr. Kevin Culbertson, the board decided that there was no need to reopen the search with the current two finalists remaining and a potential additional candidate to consider as a finalist.  The board determined that Mr. Cleveland Dietz, who had previously received an interview from the selection committee for the position of GM should receive a finalist interview with the board to be considered along with the other remaining finalists.

Given the data collected on each candidate, the committee engaged in a lengthy deliberation and compared the overall competencies and strengths to determine which finalist would best meet the current and future needs of the station.  To evaluate each finalist, the board reviewed the strengths of the three finalists considering the interview results, input received from the staff, interview committee notes, and the membership input.

After a unanimous vote, it was agreed that Cleveland should receive an offer of employment to become the next General Manager of WFHB. An offer was extended to Cleveland on November 26, 2013 and he accepted. Cleveland, who is familiar to us during his years of volunteer service at WFHB and the last five months as interim GM was selected based on the following:

1.  Experience with WFHB

  • Served as news volunteer
  • Serving successfully as the interim GM
  • Understands “volunteer powered radio”

2.  Familiarity with radio station operations

Understands:

  • Day to day operation
  • Logs and traffic management
  • FCC compliance requirements
  • Recognizes the need to update and maintain equipment from studio to tower

3. General Characteristics As interim GM has demonstrated:

  • Flexibility
  • Problem-solving skills
  • Ethics
  • Decision-making skills
  • Willingness to change and adapt
  • Willingness to continually learn

4. Fit and interest

  • Loves the station and clearly wants the station to be successful
  • Respected by staff and volunteers

5.  Strategy and Vision

  • Understands the current strategy and has been working to execute it
  • Has a vision for the station to grow and truly live up to the slogan of “community radio for south central Indiana
  • Wants to reach out and include volunteers from other counties beyond Monroe
  • Wants to expand news coverage to include news from other cities in our listening area
  • Envisions live in-studio videos circulating around the internet
  • Wants to establish a tradition of news speakers to come in and give talks

6.  Staff and Membership Relationships

  • Understands the importance of the Staff and Volunteers
  • Wants to recognize the value of the work of the staff
  • Believes we are over-reliant on a small staff and must work on solutions to address this
  • Wants to harness the energy of the volunteers to create greater success for WFHB
  • Wants to communicate to the volunteers clearly
  • Use Spot Online for issues that come up
  • Update the website regularly,
  • Reinstate the monthly volunteer meetings
  • Wants to build a sense of belonging among the volunteers
  • Feels that we can use broadcast time to talk about WFHB meetings and events to communicate to the membership and volunteers

7. Continuous Improvement

  • Believes the station operation can continually improve

8.  Fundraising and Development

  • Understands the necessity and importance of fundraising
  • Looks forward to prioritizing the selection of a development director
  • Must work to overcome the current state of “strapped for money”
  • Must continue to emphasize two 10 day fund drives
  • Need to work hard to gain traditional funding through on-air appeals and mailings
  • Should work on payment processing changes to allow us to take credit cards at events and the station

9.  Station Image and Community Presence

  • Believes he will need to devote a significant amount of time to community relationships

Let us all welcome Mr. Cleveland Dietz as our new General Manager of WFHB Radio. If you have questions for the board about the selection process, feel free to communicate with us. Thank you.

Board Meeting Minutes: November 25, 2013

Call to Order: 7:10 pm

-Members in attendance: Joe Estivill, Richard Fish, Kevin Jones, Carolyn VandeWiele, Matt Pierce, Pam Davidson, Maria McKinley, Cleveland Dietz

PUBLIC COMMENTS

- Maryll Jones, Mark Lowe, Louis Malone, Anson Shupe, Clarence Boone, Jeffrey Morris, Jim Manion, Peter Kaczmarczyh, Jeanne Smith, Liza Pavelich, Joy Shayne Laughter, Kelly Wherley, Mark Tschida, Steve Pollitt

- Joe Estivill: Read the bylaws, get involved.

REVIEW / APPROVAL OF MINUTES

- Estivill asks to delay the approval of meeting minutes. Davidson makes a motion to delay. Pierce offers a second and vote is unanimous.

GENERAL MANAGER’S REPORT

- Co-Promotions: Village Arts Walk in Nashville 11/9 and 11/10; IDEAS Network at Monroe County Public Library 11/11; Kalispell, Busman’s Holiday and Vollmar at The Bishop Bar 11/15; My Sister’s Closet fundraiser at American Legion Post #18 11/30

- Hot Spot Dance Party at The Root Cellar Lounge 11/15

- Hoagy Carmichael birthday celebration concerts at The Players Pub 11/21 and 11/22 brought in approximately $440

- Updated DJ guidelines should be ready by the end of the year

- PRSS membership is up for renewal. We need to decide by December 31 if we want to remain a member of this distribution network. Total cost is more than $4,000 per year. We’re able to acquire Zorba Paster On Your Health, Isla Earth, and SoundBeat from it. Zorba costs an additional $3,298 per year. We do accept $4,000 grant from Raymond Foundation

- Harmony School intern working in the music library for organization

- Potential collaboration with Youth Services Bureau in the works

- Nash Hott will be leaving at the end of the semester to take a job as a TA

- CPB application is in. We lost $2,000 as the amount is now down to $68,000. The government shutdown led them to front-load the distribution and lower the total amount given.

- Matchstick Initiative application process does not seem as complex as Community Foundation made it out to be. It will require input from board members and probably be up to the Executive Committee to fill out. Due on January 31

- There are currently no applicants for the Ivy Tech work study position

TREASURER’S REPORT

- Income report: still recovering pledges from Fall Fund Drive last month

- Special event income was from Hoagy Carmichael birthday party

- Underwriting line item is short and we have a pending decision supposedly from Sahara Mart

- More expenses under office supplies

- We are ahead $3,000 this month

- We are down slightly for the quarter due to less coming in from fund drive. Dietz suspects the lesser results were due to government shutdown, local layoffs at GE and Smithville

- Year-to-date we are $2,000 short, partially because of the STL transmitter purchase

- Stampfli & Associates offered a scenario if we are considering renting out studio space, it may cost a small amount in property tax and would add an extra form when filing return. We might consider donating space (as long as end product is aired on WFHB). Nonprofits have to account for this kind of thing as unrelated income, property tax and what percentage of income.

- A CD player in the air room has died. An IRS individual was incorrect when telling us we need to designate a POA to allow them to talk with our accountant. We just need to send a letter.

MUSIC DEPARTMENT REPORT

- Current projects include on-air promos to promote our departments, logging our “flights,” record fresher promos for news and music departments, and updating the DJ guidelines

- VandeWiele stated the production on the last Lotus Live CD “is marvelous.”

OLD BUSINESS

- Concerning “The Cage” – Jeffrey Morris and Dietz will meet ASAP to come up with a list of improvements, repairs, requests to present to Paul Daily by 12/15. John Whikehart has announced he will retire mid-January.

- Digital Board replacement – The price is good at $8,000. The Facilities Committee will need to take a look and provide a written request, even if we are not able to install it for a while. There’s approximately $10,000 in the Capital Account. When the time comes for a new board, we’ll need to take steps to provide different learning curves, set up mentors, debrief, and have staff serve as cheerleaders.

- Health insurance – Bill Stant is currently out of town. Dietz asked Stant to review our insurance. Kim Sims from First Insurance Group says our insurance will be changing and that prices will likely be changing, too.

- Christmas bonuses – Dietz is hunting in HR and financial records for a history

- 12/7 – Quarterly meeting, 12 noon, place to be determined. Ivy Tech’s policy for rent-free option is the week before.

- 12/23 Board meeting – Since the Board meeting will be 2 days before Christmas, 12/16 is also available for the Hooker Room and the meeting will be changed to the 12/16.

- The Board moves down the hall to the McCloskey Conference Room for a closed session dealing with the GM hire. The Board looks at the applicant pool to initiate the discussion. The interim GM is interviewed for the position. The Board votes in favor of hiring Dietz as the permanent GM.

Meeting adjourned: 11:30 pm

Board Meeting Minutes: September 23, 2013

Call to Order: 7:07PM

–Members in attendance: Joe Estivill, Pam Davidson, Matt Pierce, Richard Fish, Cleveland Dietz, Maria McKinley

REVIEW/APPROVAL OF MINUTES

–No minutes available to review/approve

TREASURER’S REPORT

–Joy will be reducing her time with grant writing. One more paycheck is due before the end of the month. Moving forward with underwriting will wait until fund drive is over.

–Firehouse Follies underwriting is usually $500, but this last event, $175 came from Mike Kelsey Fund.

–Drive Premiums: Pam Davidson said donors must deduct the worth of the premium in order to deduct the difference for tax purposes. Cleveland Dietz will take a look at the wording to verify that we are making the correct announcement on the air (the paperwork/receipt shows the correct amount).

–With regard to credit card purchases made on behalf of station business, checks and balances are in place. Joe Estivill and Cleveland Dietz check the statements.

GENERAL MANAGER’S REPORT

–Publicity: “Dirt,” a storytelling event, was held at The Bishop on 9/13 and featured in the Indiana Daily Student; WFHB built an outhouse car for an outhouse race in Brown County which was featured in the Brown County Democrat; WFHB co-promoted Sycamore Land Trust fundraiser Hillbilly Haiku at Upland Brewery on 8/31; storytelling booth was set up at Open Streets; Root Cellar Lounge dance parties with Jim Manion taking the lead with volunteers; booth at 4th Street Festival had a sign-up for volunteers and Firehouse Follies recorded a 30-minute segment

–Fund Drive: 4th & Rogers street party for First Friday; special premium provided for pledges taken at the event

–Programming: Brown County Day is now monthly, 1st Sunday of the month; The Porch Swing has returned to the air after summer; The Custom House is gone for now; Free Speech Radio News will be gone by the end of the month (Sept.) due to their lack of funding. We’re looking for a short-term solution off of PRX, NPAC to look for alternative programming.

–Music committee is revising the DJ agreement; News Department to produce a similar agreement

–Lotus Fund Drive netted $4,758. 152 tickets sold.

–Firehouse Follies netted $433 this quarter. Bloomington Arts Council grant is out.

–Goal for next year: Monroe County Fall Festival to sponsor some bands or at least have a table.

–Cleveland Dietz will be sending some bullet points to the board members who are writing letters to the editor regarding Fall Fund Drive support.

OLD BUSINESS

–Pam Davidson explained the initial process when beginning to put together a plan for establishing an endowment. She suggested a visioning exercise where we try to imagine what the station would be like if money were no object. What would we want to support and who should we talk to? An endowment sustains itself forever and leaves a legacy for those who are dedicated to a lasting vision for the station. A retreat situation was suggested for October or November. Retreat sign up will be sent around to board members.

–Strategic Planning: no updates.

–Master Committees: tabled until next month.

–Kevin Jones, Ivy Tech and the “Cage:” Kevin Jones and Cleveland Dietz sat down to a meeting with John Whikehart. John Whikehart is opposed to moving forward and has never been otherwise. We are to offer 3 different plans (we must go through Paul Daily) and they will accept one. Kevin Jones would be the lead contact, paper trail and CCs. Suggested to include safety issues in the plan.

–GM hiring: The Personnel Committee finished the first round of interviews (8) and is meeting tomorrow night to select the finalists.

–Richard Fish and Transmitter Info: Society of Radio Broadcast Engineers did not respond. Richard Fish says we need to do 3 things. Check our equipment. Measure our signal. Find out how we can improve things. A proof of performance test was done by Jeff Wheldon in 2010. We are currently in a sun spot cycle due to storms on the sun so suggested we wait until November. It is best to gather information about where the problem is, where the signal is weak. It would be possible to move the transmitter, but would require an FCC application. Our signal is in conflict with Kentucky station 91.3 and Vincennes station 91.7. The FCC to open up AM translators. Suggestion was made to improve audible signal through proper modulation at the station. Richard Fish will post a notice to Spot Online and ask the volunteers to report in about the signal strength.

–Talk Show Proposals: NPAC is concerned that it doesn’t become trash talk.

NEW BUSINESS

–Joe Estivill presented copies of a letter from Chad Carrothers, previous general manager, stating he was returning to Bloomington, and asking to be considered for reinstatement as GM. The board entered into closed session.

Meeting Adjourned: 9:20PM

Quarterly Meeting Minutes: Sept. 7, 2013

Call to Order: 12:30PM
Staff Present: Cleveland Dietz, Jim Manion, Alycin Bektesh, Joe Crawford
Board Present: Maria McKinley
Other Members Present: 18

NO VOLUNTEER-SUBMITTED AGENDA ITEMS

NO BOARD REPORT

GM REPORT
–Financial Snapshot: WFHB has made just under $12,000 from Lotus Fund Drive with 21 tickets left to sell. Over the last 3 months, we’ve exceeded our underwriting sales goals with major players entering or re-entering the field after lapsing—Michael’s Uptown Café, Midas Auto Service Experts, and Stafford Law, LLC—and we are about $2,500 better than we expected to be in the budget at this time.
–New website launched to rave reviews, particularly with regards to the Spinitron display on the front page. Now is the time to look at the site with a critical eye and provide us with feedback as we seek to improve an already good and more user-friendly product. Feedback can be sent to manager@wfhb.org.
–Fall Fund Drive is approaching. The dates are 10/4 – 10/13 so it will be a tight turnaround from Lotus Fund Drive. We’re not doing anything different with our goals, we’re looking for $45,000 to $50,000 in 10 days, so it will be a huge undertaking and require as many hands on deck as possible. Fund Drive Committee meetings, which are designed to help plan our presentation during the drive are scheduled for Thursday at noon. Come to the meetings, if you can. Otherwise, there are all kinds of other ways to help. Cleveland will be sending out a sing-up sheet for “catcher” (people to answer the phone) shifts soon. We will continue to celebrate our 20th birthday with “10 Days of Cake” and will need people to staff that table, as well.

NEWS DEPARTMENT
–New website looks great, but is much more multimedia centered. We need to figure out how to produce more photos as material cannot be featured without a photo. Some producers have left feedback with Alycin expressing concern that their shows were not prominent enough on the new website. It’s important feedback like this that will produce the best website possible. Please look at it with a critical eye and tell us what is great and what is not-so-great. Send critical remarks to manager@wfhb.org.
–Brown County Hour is now monthly at 9 a.m. on the first Sunday of the month. They’ve wanted to do so for a long time. The show sounds better than ever and often reaches the thousands in terms of podcast downloads, so the station was not that concerned about its radio time slot.
–The Porch Swing starts again tonight. That means The Custom House will not be on the air until, at least, next summer. The Porch Swing is in dire need of stories at it remains unsustainable with a producer who lives in another state. No one responded to a call for people to host “storytelling parties” to record their friends’ and family’s best stories for WFHB in exchange for a gift certificate to a local bookseller.
–New short modules schedule: 9 a.m. – The Hightower Lowdown, 10 a.m. – BirdNote, 1 p.m. – The Hightower Lowdown, 2 p.m. – Isla Earth, 3 p.m. – Sound Beat, 4 p.m. – was ACLU Civil Liberties Minute, but shortly after launch we found that the show didn’t keep a regular schedule. It will likely be replaced at some point in the future by a Daily Local News preview called Headlines.
–Joe Crawford said he’d like to see people share WFHB stories with their social media networks, particularly those linked to sound. He also reminded people that the news department is not embedded in every facet of society, so if someone has a news tip, they should share it with the news department via email at news@wfhb.org or in person.

MUSIC DEPARTMENT
–Jim introduced the new volunteers who just attended the volunteering meeting the previous hour. Jim reminded everyone that the fall frenzy is starting and takes a lot of volunteers to support these events.
–Planning for Lotus is ongoing: it’s the 20th anniversary of the event. Check Spot Online every day for important information about the fund drive and Lotus.
–Fund Drive runs 10/4 – 10/13. Please attend Fund Drive orientation if you are an on-air DJ. There will be a kick-off party on the 4th and Tuesday the 8th will be Brown County Day.
–Our accuracy with Spinitron is very important, especially logging in the correct start times for songs. If you are planning to do an in-studio interview or even a remote interview, please give Jim at least a week’s notice to arrange for the proper engineering support and publicity.
–There is much library work needing to be done. If you would like to help out, talk with Jim and he will train you on labeling, filing and other ongoing work to maintain the library.
–Important reminder: Please put CDs back in the correct place.
–There will be a work study intern from IU working in the Music Department.

COMMENTS, DISCUSSION
–Note that DLN copy for Bloomingfoods and credits need to be updated, music intros for special programming
–Clarification that eTown live show in Bloomington is postponed indefinitely
–Discussion of playing music from YouTube—fine as a last resort, though clumsy for multiple songs. Okay to download tracks from YouTube and put them on CDs for play as long as they come from a commercially available source.
–Free downloads from artist websites are okay to play as the artist website constitutes a commercially available source.
–Clarification that the calendar on the website is visible for anyone in the public.
–Note that there is no place for meeting minutes on the website as it stands.

Meeting Adjourned: 1:20PM

Lotus Fund Drive is finished! Thank you so much!

Thank you for supporting WFHB Community Radio and Lotus World Music and Arts Festival!

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