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Board Minutes: May 19, 2014

Board Minutes: May 19, 2014

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Balance Sheet April

Profit & Loss April

Budget vs. Actual FY2014

CALL TO ORDER

7:09 p.m.

ATTENDANCE OF BOARD MEMBERS

Board members present are Joe Estivill, Rich Reardin, Sheryl Mitchell, Louis Malone, Matt Pierce, Rich Fish, Maria McKinley, Cleveland Dietz.  Board members absent are Pam Davidson and Sheryl Mitchell.  Quorum is established.  Note:  Carolyn arrives at 8:20 p.m.

REVIEW/APPROVAL OF MINUTES

Sheryl has made a motion to approve the Minutes via email on May 7th.  Rich R  seconds the motion.  Vote is called and motion to approve the Minutes passes unanimously.  There is a brief discussion about making motions and seconding because often when a vote is called for via email, a Board member may vote yes when the call for a motion is made or even after a motion is made but before a second.  The language should be followed according to Roberts’ Rules of Order.  A vote to approve is not a replacement for a motion or a second.  All are in agreement about this procedure.

GENERAL MANAGER’S REPORT

Cleveland reports that a late response from our pre-fund drive mailer has brought in $3,000 putting the station over the fund drive goal of $46,000 at $47,265.74 for the Spring Fund Drive or 103% of our goal.

MCPL, CATS, WFHB:  We have received a verbal commitment from Michael White on MOU.  Alycin is scheduling a meeting to check out equipment and to understand what the library is willing to provide to us.

Annual Meeting:  Most of the participating memberships’ mailing addresses are confirmed and absentee ballots are already stuffed in envelopes for those addresses confirmed.  We have seven candidates for three Board slots, and the candidates have received the questionnaire and request for a short bio.  The annual meeting will be on June 7th, at the Monroe County History Center.  For the first time in the history of the annual election at WFHB, a candidate forum will be held at 11 a.m. for Participating Members.  This will be in the form of a panel discussion moderated by News Director Alycin Bektesh with an opportunity for the membership to ask questions of the candidates.  The annual meeting will then begin at 12:15 p.m.  The membership will be asked to bring food for the potluck luncheon, the station will provide the paper products and soft drinks and ice.  Maria and Cleveland will meet with Carolyn before the annual meeting to work out the details of counting votes and the procedures for additional balloting if a majority vote for three candidates is not achieved on the first round of voting.

TREASURER’S REPORT

We have cut our spending significantly so that with the decrease in fundraising over the year, we did just break a little over “even.”  It has worked out that in some areas, we have additional unforeseen expenses but in other areas, we do not spend the money budgeted for that area.  For instance, purchases under “Computer Supplies” are overdue because the regular 5-year cycle of purchasing these items only shows up in the line item budget every 5 years.  See attached documents for detailed spreadsheets of the financials.  See “New Business” below for a discussion of the Fiscal Year Budget for 2014.

OLD BUSINESS

The Board of Directors’ Code of Conduct/Board Member Commitment form rough draft was forwarded via email by Cleveland to Board members so a discussion could be brought forth at tonight’s meeting.  Joe leads a discussion through the document line-by-line and input about wording changes is documented by the Secretary.  Attendance has been an issue throughout the past year and members are in agreement that missing 30% of Board Meetings within any given year could result in dismissal.  Motion to accept could not be made due to the changes in the presented document and Maria agrees to make the suggested corrections to the document and send out after the Board elections but prior to the June Board meeting.

Board Operations Manual and NFCB listserv responses: Cleveland has had two responses concerning these topics but the more specific response was from a station where the book “How Effective Non-Profits Work is purchased in bulk and handed out to all new Board members.  Cleveland will attempt to find a copy of this book and Carolyn suggests it might be available at our public library.

Community Advisory Board mission statement:  Maria has put together a mission statement for the Community Advisory Board in accordance with the requirements spelled out by the CPB and which would fulfill our compliance issues.  This statement was passed along via email prior to tonight’s meeting.  Matt asks that the word “Community” be changed to “Corporation” to correctly reflect the name.  A motion is made by Louis to accept the mission statement with the correction, Sheryl seconds and a vote to accept the mission statement for the CAB passes unanimously.

Policy Committee (bylaws):   Rich F agreed to talk with Al Lyons concerning the policy committee’s approach when beginning the task of revamping the station’s by-laws.   Al has not returned a call to Rich prior to this meeting.

NEW BUSINESS

Timetable to amend approved minutes:  Rich F begins a discussion concerning the idea of a timetable to amend the Board’s Minutes to accurately reflect additional information brought forth at a later Board meeting which might bring about a change in any member’s given opinion about a particular issue.  Discussion agrees that the Minutes are to reflect any discussion (except Closed Session) and that no timetable for amending the Minutes is required.

IT Committee Report – Rich F has sent the IT Committee Report around by email.

FY 2014 Budget

Cleveland states the upcoming fiscal year budget attempts to accomplish many things; hire a full- time Development Director, replace the heating/cooling unit by October, pay for a certified financial audit which is necessary for most grant writing.  The budget does not include income from Acoustic Roots Festival or the Firehouse Follies, and it does not take into account our decreasing credit card fees.  Health insurance costs have gone up due to the Affordable Care Act.  Computer expenses are reflected in “June” under computer supplies.  See the IT Report for specifics on upcoming computer purchases.  Money may be there for Youth Radio but it is not listed as income as yet.  Fund Drives brought in $1000 less in the fall but over $1200 this spring.  Joe Estivill and Brian Kearney have been working to get angel donors for the Development Director.  We are pursuing a Monroe County Health Grant through the Community Foundation to get the equipment we need for a call-in medical talk show.  Wages for the Development Director are set to begin in August.  The question is asked about where the physicality of a Development Director would be and Cleveland believes there are several space options at the station for this new hire.  The Brown County Hour contract reflects a rent increase of $100/month beginning in October.  We will need to purchase insurance to cover our equipment as this is not part of the rental agreement.   The BCH folks are writing a grant to present to the Brown County Community Foundation for additional equipment.   Rich R makes a motion to approve the FY 2014 budget, Sheryl seconds the motion and a unanimous vote passes the FY 2014-2015 budget.

ANNOUNCEMENTS

Rich F withdraws his name from the upcoming ballot for Board membership.  Rich explains he has taken on a new job which initially did not involve that many hours but it is now going to require more of his time.  He states he is currently giving 40 hours a month to the station and has decided that he will continue to be involved as a Participating Member and attend meetings and agree to additional volunteer hours as his time will permit but not at the Board level.  Maria asks Rich to write a statement concerning his withdrawal from the ballot for the membership which can be attached to the Board minutes.

Joe thanks the outgoing Board members for their term of service and many hours of volunteerism to the Station.

ADJOURNMENT

9:19 p.m

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