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Board of Directors Meeting Minutes – June 22, 2015

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2015.06.22 Board Minutes

News and Public Affairs Committee minutes – June 18, 2015

NPAC Minutes

June 18, 2015

Meeting called to order 7:04 PM

In attendance: Sarah Ryterband, Joe Crawford, Maria McKinley, and Cynthia Roberts-Hall.

Committee Comment: Sarah suggested that she will work on getting new committee members during this next month and wants to record a request to listeners. Joe says he will help with the recruitment.

Director’s Report:

Joe stated that it was summed up in his report at the Annual Meeting at the beginning of the month. Otherwise, the new sound board is installed and is being test-run as we meet.

Also a Memorandum of Understanding with CATS is overdue,  as well as the verbal understanding being out-dated. There are details that Joe is acutely aware of because he regularly worked with the CATS personnel since he produced CATS week when he was the Assistant News Director. Maria and Sarah offered to speak with the GM about this.

Next Reviews: Interchange, Books Unbound, and Voices in the Street. We shall see the producers in July and do the reviews of the shows in August.

New Business: The need for a NPA Code of Ethics (CoE) became apparent again in the last month. As the meeting progressed, NPAC members recognized the need to refocus attention on a NPA Handbook which would contain the CoE as well as job descriptions for NPA personnel, so that expectations would be very clear.

Show Reviews:

Bring it On and BloomingOUT both received Yellow Lights and will be reviewed again in 6 months, following lengthy discussions of both programs. Specific concrete suggestions for both shows were delineated. Joe will be speaking with the producers.

The discussion of the programs led to a suggestion for interview training, which we believe would benefit many of our programs. We learned there is also a request for training in news writing from some volunteer staff.

Meeting was adjourned at 8:30 PM.

Minutes were read and approved by the members.

Respectfully submitted,

Sarah Ryterband

Board of Directors Meeting Minutes – May 18, 2015

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2015.05.18 Board Minutes

Board of Directors Meeting Minutes – April 27, 2015

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2015.04.27 Board Minutes

Board of Directors Meeting Minutes – March 23, 2015

WFHB BOARD OF DIRECTORS

BOARD MINUTES FOR March 23rd, 2015

Kelly Conference Room, #155, City Hall

201 N. Morton St., Bloomington, IN

  1. CALL TO ORDER / ATTENDANCE OF BOARD MEMBERS
    1. Present:  Joe Estivill, Maria McKinley, William Morris, Pamela Davidson, Sarah Borden, Louis Malone, Cleveland Dietz, Kelly Wherley (recorder).
  2. REVIEW / APPROVAL OF MINUTES
    1. Approved, one abstention
  3. GENERAL MANAGER’S REPORT
    1. Cleveland brought to our attention the fact that the CPB is considering raising the standards for financial support of rural radio stations.  For us this would mean we would need to generate at least 300K a year outside of CPB support.  The reason for this increase is their desire to support larger, non-commercial stations.  Cleveland has been looking at the budget and thinks underwriting would be the best bet to hit this standard by the year 2017.  Also, the advertised goal for spring fund drive is 48K (which is different from the budgeted goal).  We’re going to have solicitations hit folks’ mailbox and e-mail box at the same time.  Dorothy has been a great help to the station in terms of generating excitement around the fund drive as well as organizing the current drive.  She’ll be having catchers write “Thank You” notes to donors when they’re not taking pledges.  Sue Peterson made special recognition of WFHB during Match Madness and was very pleased with our involvement.  Cleveland is also looking into software that will track underwriters and their history with the station.  We continue to use QuickBooks which is limited in ways (especially since only Cleveland can access it) and, with underwriting becoming a much bigger priority, we need a more dynamic way to ensure a good experience for our underwriters.  Brown County water is a couple months away from a decision on what they’re going to do out near our translator there, and our actions are going to be dependent on what they finally decide.  The new console is going to be installed mid- to late-May and we’re still learning about what we’re going to need to figure out, e.g., the Emergency Alert System and On-Air light triggers.  The quarterly meeting is going to happen on Saturday afternoon at the Waldron.
  4. DEVELOPMENT DIRECTOR REPORT
    1. The DD is working with Bloomerang, which is donor database software.  Once it’s fully incorporated, it will safe a bunch of time, especially with tracking donations and the like.
  5. COMMITTEE REPORTS
    1. Executive Committee
    2. Finance Committee

i.      Our 5K angel donor is a little caught up and we’re not sure when, exactly, that donation is going to come through.  They’ve been working on the budget and the last Fiscal year has been tough because there were one-time purchases that HAD to happen (HVAC and Audit).  We’re looking at aggressive plans to up the income and the fund drive 48K goal does not include the approximately 6K allotted for day sponsors.

  1. Policy Committee

i.      They’ve been looking at the by-laws and will be presenting to the board in the near future (but it’s highly unlikely that we’ll be able to put forth proposed changes before the 60-day deadline before the annual meeting).

  1. Personnel Committee

i.      Maria McKinley is now the chair of the Personnel Committee and has Sarah Ryterband here to be considered for appointment/nomination to the board (to fill in the vacancy from Rich Reardin).  There will be three positions up for election.  Louis Malone and Pamela Davidson will be running for re-election, Joe Estivill will not be running for re-election, and the term to be filled for Rich Reardin will expire in the summer of 2016.  Sarah gave the board an introduction to her experience and work and the board appointed her to fill the vacancy created by Rich’s departure.

  1. OLD BUSINESS
    1. Board of Directors’ Operations Manual  (Louis Malone)

i.      Nothing to report

  1. New Board Member Nominations
  2. NEW BUSINESS
    1. Elect Treasurer

i.      William Morris moved that Sarah Borden be elected Board Treasurer, Louis Malone seconds.  Motion passes.  Congratulations, Sarah!

  1. Strategic Plan Review/Next Step(s)

i.      Cleveland took us through the goals of the Strategic Plan and the degree of completion of them.  We discussed several of the ones we will NOT pursue (e.g., WFHB internet app).  The Strategic Plan encompasses a lot and is quite ambitious—we’ve completed a lot and made progress on even more and we’ll continue prioritizing them.

  1. SUMMARY OF MOTIONS MADE and PASSES/FAILS
    1. Minutes from February 23rd passed.
    2. Sarah Ryterband was elected to fill vacancy created by departure of Rich Reardin.
    3. Sarah Borden was elected to be Board Treasurer.

Colonel Kelsey’s 70th Birthday Acknowledgement Party

WFHB invites you to join Col. Mike Kelsey and some of his friends at a 70th birthday acknowledgment party, to be held from 3 to 6 p.m. Sunday, March 29, at the Players Pub. This celebration of original, independent music features the Chicago jazz group Merge, Kalamazoo singer/songwriter and instrumentalist Joel Mabus, Tim Grimm, and the Nashville, Tennessee, duo Jeni & Billy. All proceeds go to original and independent WFHB community radio, which has helped keep Col. Kelsey off the streets for on to 20 years and counting.

Board of Directors Meeting Minutes – February 23, 2015

WFHB BOARD OF DIRECTORS

BOARD MINUTES FOR February 23rd, 2015

Kelly Conference Room, #155, City Hall

201 N. Morton St., Bloomington, IN

  1. CALL TO ORDER / ATTENDANCE OF BOARD MEMBERS
    1. Present:  Cleveland Dietz, William Morris, Sheryl Mitchell, Rich Reardin, Maria McKinley, Louis Malone, Kelly Wherley (recorder).  Guests:  Darin Bagley, Sarah Borden.
  2. REVIEW / APPROVAL OF MINUTES
    1. Movement to approve November is good.
    2. Movement to approve December is good.
    3. Movement to approve January is good.
  3. GENERAL MANAGER’S REPORT
    1. The Assistant News Director search is ongoing.  There are five candidates and Cleveland, Joe Crawford, and Joe Estivill will be conducting all the interviews.  Cleveland also needs to begin staff evaluations and he needs a Personnel Committee member to help with those.  Cleveland is also participating in the CJAM Mediation classes.  Cleveland included the health insurance changes to the draft budget and those should be ready for Executive Committee review in April.  We also may have an opportunity to get up to six students for help with fund drive through IU’s service learning program.  The new board will not be implemented until after the Spring Fund Drive and is going to necessitate shutting down the air room for 5-7 days.  Pongo has been successfully resuscitated by the efforts of Johrdan Vicstein and the loss of information has been minimal.  Johrdan also included more storage and additional safeguards to help prevent Pongo from crashing again.  Cleveland has been working with Hondo Thompson and our increased involvement in the John Hartford music festival.  We’ve had a good deal of underwriting sales success in the last couple of weeks.  Dorothy Granger was also able to send thank you notes to the members whose contributions went towards purchasing the new board.  Match Madness is ramping up and could potentially increase our endowment fund by $25,000.  We also discussed having members represent WFHB at the awards ceremonies celebrating the work of Jim Manion and Alycin Bektesh.  Joe Estivill asked about the broadcast room and whether or not having DJs face the south window is feasible (since we’ll have the opportunity to reconfigure when we install the new board).
  4. DEVELOPMENT DIRECTOR REPORT
    1. Match Madness is running March 10th – 11th.   The online portion ends at 3pm on the 11th and the idea is to have people donate in person at Assembly Hall.  Joe Estivill asked that the development promos not always be at the top of the hour.  Cleveland said that new promos are in the works.  Rich Reardin requested more specifics accompany the DD’s report (e.g. goals, actuals, prospective sponsors).
  5. COMMITTEE REPORTS
    1. Executive Committee

i.      Nothing to report at this time.

  1. Finance Committee

i.      Cleveland is reporting:  Cleveland moved the donations given by angel donors from grants to membership gifts and a discussion was had as to how this affects the budget and how to keep these distinctions consistent in the future.  Notable expenses include three pay periods in January and a short period of time when Alycin and Joe Crawford were both full-time, as well as the fire alarm and facilities’ expenses.  We’re also in need of another board member on the finance committee and Joe Estivill has volunteered to be on it.

  1. Policy Committee

i.      No new policies to address at this time, but the next big thrust will be by-laws suggestions and the committee is meeting on the first and third Mondays.  We need to have another board member join this committee.  Louis Malone wouldn’t mind being a part of it.

  1. Personnel Committee

i.      Board Nomination Policy:  Kelly Wherley brought up the new guidelines regarding potential members bringing forth their nominations to the board vs. the public and the 75 days (vs. the 60 days for public) are an increased standard so the board can vet the candidate somewhat before announcing their candidacy publicly.  Sheryl moved that we accept the hiring/nominating policies as they are currently written, Wherley seconds, motion passes.  This will now be passed onto the Policy Committee.  Sarah Borden is here as a result of the Personnel Committee inviting her to potentially take the place of former board member Markus Lowe and we shall address her potential appointment later in the meeting.  Board members need also fill out the skills matrix so we can make sure we’re trying to fill areas of need within the board membership come elections in June.

  1. OLD BUSINESS
    1. Board of Directors’ Operations Manual  (Louis Malone)

i.      Nothing to report, pushed.

  1. Hiring / Board Nomination Policy

i.      Has been discussed above.

  1. New Board Member Nominations

i.      We have to be seven members strong, we can’t be more than nine.  With the departure of Markus Lowe, especially in his role as board treasurer, we feel it’s prudent to fill the vacancy as opposed to let it linger.

  1. Health Insurance

i.      For those transitioning to the market, it won’t happen until April (we thought it would March) and salaries will remain the same until the transition officially takes place.

  1. NEW BUSINESS
    1. Discuss Board Replacement

i.      Sarah Borden gave an introduction of herself and her work the Youth Services Bureau (grant writing, accounting, and overall business managing).  Louis Malone moves that we appoint Sarah Borden to the board, motion passes.  Sarah Borden gets a seat at the table, welcome Sarah!  Thank you for your effort!

  1. Elect (Interim) Treasurer

i.      Pushed until next meeting—Sarah has expressed interest in learning more about what the Treasurer position entails but otherwise we’re not prepared to make that decision right now.

SUMMARY OF MOTIONS MADE AND VERDICTS

  1. Minutes from November 2014 through January 2015 were approved.
  2. The Board Nomination Policy was approved.
  3. Sarah Borden was appointed to fill the board vacancy left by Markus Lowe.  Her term will end in the summer of 2017.

The Third Greatest Mardi Gras on the Face of the Earth

Come party Mardi with WFHB Community Radio and The Players Pub, beginning at 4PM and going until late in the evening.

Board of Directors Meeting Minutes – January 26, 2015

WFHB BOARD OF DIRECTORS

BOARD AGENDA FOR January 26th, 2015

Kelly Conference Room, #245, City Hall

201 N. Morton St., Bloomington, IN

 

  1. CALL TO ORDER / ATTENDANCE OF BOARD MEMBERS
    1. Present:  Louis Malone, Sheryl Mitchell, Cleveland Dietz, Joe Estivill, Pamela Davidson, Maria McKinley, Rich Reardin, Kelly Wherley (recorder).   Guests are Darin Bagley, Cathi Norton, Richard Fish, and Joe Crawford.
  2. REVIEW / APPROVAL OF MINUTES
    1. Tabled as the Secretary is way behind on minutes taking.
  3. New News Director Report
    1. Joe Crawford has been appointed News Director and he’s now full-time.  The Board welcomes him heartily.  The Board discussed the process for hiring the Assistant News Director.  We are in agreement that we would like the search to include external candidates as well as internal.  Cleveland requests that Joe be a part of the hiring process from the beginning to the end.  Louis Malone suggests posting the position immediately and have it up for two weeks and that will give the personnel committee time to finalize the hiring policy and use it as the hiring guidelines.
  4. GENERAL MANAGER’S REPORT
    1. Cleveland needs the board to vote formally to hire Joe and Cleveland moves that, while Alycin is still working as interim Assistant News Director, we make her salary exactly half her current rate.  Maria McKinley moves that we hire Joe Crawford full-time as the new News Director and Louis Malone seconds.  Motion passes.  Louis Malone moves that Alycin Bektesh be moved to Assistant News Director and her salary be one half of her current salary (beginning February 1st, 2015) and Pamela Davidson seconds.  Motion passes.
    2. Diversity Statement

i.      We need to adopt and commit to one of the four diversity strategies stipulated by the CPB.  We’re thinking of adopting two if we can do diversity training for free after the new board is elected.  We’ll look into that are definitely committing to “including qualified, diverse candidates in our slate of candidates for the board.”  Louis Malone moves that we accept the diversity statement as written and adopt the fourth strategy as our commitment to the CPB’s mandate on this, Pamela Davidson seconds.  (It’s been posted on the website for the past two months).  Motion passes.

ii.      Cleveland has signed up for conflict resolution that is a series of classes that will go through March 8th.  We need to move the quarterly meeting as a result of this—no formal decision on this at this meeting.

  1. Centennial Celebration.  Cleveland met with Paul Daly and for WFHB to be involved, and we’re going to go on a march in September instead of December.
  2. Facilities issue discussions with CATS have officially ended, and CATSweek discussions have officially begun.
  3. The News Room has got a door but not a yet a doorknob, but it will come soon!
  4. RadioFreeAmerica! Collaboration is just about finished and our radio show streaming capabilities will be ready by February 1st.  Firehouse Sessions are also officially available on the iTunes store.  We’re also very excited about the collaboration with the Pit Stop series.  Cleveland is going to be featured in the “Our Town” section of Bloom Magazine, which is exciting.
  5. Joe Estivill asked about whether or not the Development Director should be on the Finance Committee (she serves on the Development Committee).  He also mentioned that he floated Jim Manion as an “Arts Advocate” to the City of Bloomington, and also about some of the logistics behind the new underwriting structure—Cleveland has a plan to reward long-time supporters because rates have risen.  Joe is also hosting Alycin’s going away party/Joe Crawford’s welcoming party on the 12th.  Also, the Third Greatest Mardi Gras on the Face of the Earth is happening on February 17th.  All at the Player’s Pub.
  6. DEVELOPMENT DIRECTOR REPORT
    1. Slight difference in numbers from General Manager and Development Director—the DD didn’t include end-of-year contributors or random contributions, hers was a reflection of the direct campaign.  The data we had on donor’s addresses were out of date on a number of people, so we’re going to work on shoring up those addresses and contacting folks who haven’t donated in some time, especially after spring fund drive is through and people have gotten their tax returns.  Accuracy checks are going to be important in a transient town like Bloomington.  We’ve been working on underwriting and there’s not been much movement there.  The CPB application is just about finished so we’re close to getting our second dispersement of funds ($21K).  Thanks also to Joe for hosting Jeffrey Morris’ birthday party—it was a success that raised over $600 for the station.
    2. Match Madness:  There’s a promotion for endowments wherein $10K raised in one day will be matched by The Community Foundation for Endowment Programs with an opportunity for another $5K if all of the participating non-profits are able to meet that goal.
    3. Pamela Davidson stated that we should adopt a policy that Board Members should all be financial contributors (whatever the amount) in the spirit that if board members are asking people to contribute, they need to be willing to do that as well.
    4. Rich Reardin raised the question as to what the Development Director has planned based on the gap between fundraising budgeting and actuals.  Cleveland states that, while there is a gap, the underwriting is the same as where it was at this time last year and there have been improvements, including having the Development Director work with Hondo Thompson and Beth Moses for underwriting training.  There have been a lot of changes in what underwriting reps are asked to do and getting everyone on the same page is taking some time.  Louis Malone reminded us that the management of staff is the purview of the General Manager and the Board can pose questions about the staff’s performance through the GM.  President Joe Estivill commented that the budget was indeed in the red, and that it seemed appropriate of the Board to know about underwriting activities in the Development Director’s report.  Rich Reardin asked if the Development Director or the General Manager was overseeing underwriting, and Cleveland replied that, at this point, it was the General Manager’s job to oversee underwriting activities but that the Development Director was in the process of transitioning towards overseeing the entirety of that operation.  Pamela Davidson stressed that a Development Director position is one that a person needs to grow into and several members commended the Development Director’s efforts towards securing 60+% of the Match Madness funds needed to get a matching endowment grant from the Community Foundation for Endowment Programs.
  7. COMMITTEE REPORTS
    1. Executive Committee

i.      They set the agenda but failed to send it out.  We’ll do better in the future, aka, My (Kelly Wherley’s) Bad

  1. Finance Committee

i.      Profit/Loss review, CPB money, Follies potential membership, underwriting low but people are buying at new rates and we’re grandfathering long-time supporters, board needs to be more active in finding supporters for the station, planned giving, phone calls, insurance discussions.  Joe Estivill mentioned the $19K bill we’ve got due for equipment, so the surplus it looks like we have is not quite as big as it seems, as it has been earmarked for expenses.

  1. Policy Committee

i.      Discussion over the grievance policy:  Maria McKinley read the old and new versions regarding the documentation process for grievances and the flexibility it is attempting to grant aid staff and board members in terms of documenting any grievance brought forth to them.  New language reads, “Documentation may be required upon request at any time by any involved party.  Any grievance brought to the General Manager or Board of Directors for resolution must be documented.  If documentation is required, it must be performed by a paid staff member or Board member.”  Louis Malone moves that we accept the policy, Sheryl Mitchell seconds, motion passes.

ii.      Sexual Harassment policy:  The policy was constructed using boilerplate methods from the statewide efforts to standardize these sorts of issues.  Question regarding volunteer cooperation with any potential investigation and confidentiality.  After much discussion, Louis Malone moves that we approve the policy as it has been written, with the amendment that we strike “as much as possible” from the confidentiality clause.  Sheryl seconds.  Motion passes.

  1. Personnel Committee

i.      Sheryl, Joe, and Maria have been working with Louis on the Personnel and Nominating procedure documents but haven’t heard anything back.  They were sent out on 12/22/14 and we need to hear back from board members to finalize these procedures.

  1. OLD BUSINESS
    1. Board of Directors’ Operations Manual

i.      Pushed.

  1. Policy Document Approvals (Continued)

i.      Grievance (edit) – See above

ii.      Sexual Harassment – See above

iii.      Hiring / Board Nomination Policy – See below

  1. NEW BUSINESS
    1. GM’s Formal Recommendation for new News Director

i.      Done (see above).

  1. New Board Member Nominations

i.      See Personnel Committee report from Louis Malone.  Please e-mail Louis Malone with any recommendations.

  1. Health Insurance

i.      The board decided, after long discussion, that we would increase staff members’ salaries and assist them in choosing a governmentally subsidized health insurance program.  $350/mo. pre-tax salary increase for each employee across the board.  This was done both in the interest of the employees and the sustainability of the station.  We made this resolution with the expressed intent of revisiting this policy in a year to make sure it is working for everyone.  The $350 is an effort to get dental and vision on the WFHB side, while the medical would be through the government.  Essentially, each full-time employee gets paid an additional $4,200/yr to cover medical expenses, and the $28K WFHB currently spends on insurance would go away.  Pamela Davidson moves that we increase employees salaries $350/mo. (strongly encouraging them to pay into a health insurance account) with the provision that we review this policy annually, Louis Malone seconds.  The General Manager will figure out the timing (whether or not the shift will become active in February or March—and we certainly don’t want a month-long lapse in employees’ coverage).  Motion passes.

ii.      Louis Malone moves that we purchase life insurance at a cost of $100/mo. with the provision that we review this annually.  Pamela Davidson seconds.  Motion passes.  Meeting adjourned at 9:40pm.

 

A RECAP OF THE MOTIONS MADE, SECONDS, AND PASSES/DENIEDS

 

  1. Approval of minutes was tabled.
  2. Maria McKinley moves that we hire Joe Crawford full-time as the new News Director and Louis Malone seconds.  Motion passes.
  3. Louis Malone moves that Alycin Bektesh be moved to Assistant News Director and her salary be one half of her current salary (beginning February 1st, 2015) and Pamela Davidson seconds.  Motion passes.
  4. Louis Malone moves that we accept the diversity statement as written and adopt the fourth strategy as our commitment to the CPB’s mandate on this, Pamela Davidson seconds.  (It’s been posted on the website for the past two months).  Motion passes.
  5. Louis Malone moves that we accept the grievance policy, Sheryl Mitchell seconds, motion passes.
  6. Sexual Harassment Policy:  Louis Malone moves that we approve the policy as it has been written, with the amendment that we strike “as much as possible” from the confidentiality clause.  Sheryl seconds.  Motion passes.
  7. Pamela Davidson moves that we increase employees salaries $350/mo. (strongly encouraging them to pay into a health insurance account) with the provision that we review this policy annually, Louis Malone seconds.  Motion passes.
  8. The Board also considered the switching of the words “empowered” and “entertained” in the Vision Statement.  Pamela Davidson moved that we accept the changes and Sheryl Mitchell seconded.  Motion passes.

News and Public Affairs Committee Minutes – January 15, 2015

Maria called mtg to order 7:05pm.

Present: Sarah Ryterband, Maria McKinley, Cynthia Roberts-Hall, Alycin Bektesh and Joe Crawford.

During comment period Sarah raised her disappointment with lack of substance in recent Bring It On! episodes. Alycin says there has been a little more response from Clarence Boone than in the past re: Bring It On! Alycin also spoke of her mediation with Clarence supervised by William Morris. Also of the need to prep someone to step into Clarence’s role with a better handle on advance program planning.

Maria addressed the need to update promos and intros.

Director report: Joe is now News Director with his promotion. A search will ensue for his replacement to the half-time staff position. Joe’s role is to cover news while the new hire will handle public affairs. Alycin will be involved from afar to cover until the position vacated by Joe is filled.

There will be a joyous community party Feb 12 to celebrate these positive changes and bid Alycin farewell. We extended our sincere thanks for all her hard work and being a wise director during her tenure.

NPAC needs new members: one at large and one or two to representing News. Suggested names include Jim Sims and Scott Weddle.

A change of role for NPAC members is to be a strong voice for change, and to create department guidelines drawing from News Summit outcome. Review mechanism will be revised, and programs will get a simultaneous annual review. Need to decide best way to evaluate programs.

The current pattern of having short segments that appear on DLN eventually develop into free standing programs seems effective. It works like a pilot and is a good way to assess them.

Plans to switch to an hour of community news with magazine format at noon and move the second airing of Democracy Now! to 5pm needs our support

CATS relationship in limbo as it continues to be a valuable source of funds but comes with constraints.

Comment by Cynthia re: the reduced calendar reads by DJs. She and Marti Crouch liked the old way it was done. “Keep radio like radio.”

Adjournment at 8:13pm.

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