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Policy Committee Meeting Minutes – September 8, 2014

Present: Richard Fish, Cleveland Dietz, Markus Lowe, William Morris (Joe Estivill sat in too)

Absent: Hondo Thompson

  1. First question was how much the WFHB Organizational Chart should entail? i.e. should committees be on the chart? If committees are on the chart, does that imply they have authority within the Line of Authority?  Is it veto power?  Advisory role?
    1. What position did Board reach regarding Committees and their place on the organizational chart?  Are committees advisory or something else?
    2. RF asked “what do News Director and Music Director think?”
    3. CD: At first, Committees had review control, i.e. review shows/programs for air-ability.  The News Committees (Public Affairs impact) screen shows to present to Alycin.  In Music, however, has been different.
    4. ML: Bottom-line question: should we add Committees to the Org. Chart or not?  Does their presence on the chart reflect a hierarchy?  Is Cleveland a tie-breaker?

CD: The situation (tie-breaking) has never arisen, but it’s good to have a mechanism.

RF: Is News Director head of News Committee? And, is Music Director head of Music Committee? No.

CD:  Having Committees on chart is a good visual aide to see where committees are in the overall construct of Organization.

ML:  There are times when Committees work parallel with GM, or the Board can put Committees anywhere on the chart that they want.

  1. Question of Committee Names, ie changing “Production Volunteers” to “Production Volunteers Staff”
  2. GJ/RF: distinguishing between “Volunteer Staff” and “Volunteer Supervisor Staff”

REVIEWING CHART

  1. Production Manager      – okay
  2. Development Director   – okay
  3. Facilities Committee       – okay
  4. CHANGES – i.     “Fundraising Committee up to spot between Development Director and

Facilities Committee”

  1.                       ii.      Change “Production Volunteers” (under Production Manager) to “Production

Volunter Staff”

  1. Music Director – i. use “DJ” (not programmer)
    1. change “Live Music Production” to “Live Production Engineer”

iii. add another line under “Live Production Enginner”: “Library Volunteer Staff”

  1. News and Public Affairs Committee and News Director are next to other              – okay

i.On line under News Director there’s a question of how “producers, reporters, and engineers” should be structured, but different shows are structured different ways …. So, maybe call them “NPAC Volunteer Staff” … same with the “Music Volunteer Staff” and do away with distinctions.  Final chart would reflect “News Director” down to “Producers” down to “NPAC Volunteer Staff”

ACTION:  Cleveland will make changes and re-circulate

  1. Job Descriptions – Richard re-formated and merged info in suggested descriptions – BIG help
    1. a.       General Manager

i.      IB – Under “Personnel Management” GM does not really recruit, choose and appoint volunteers.  In fact, all paid staff perform this job.

ii.      RF added 4th “qualification” – “Experience with, and a good working knowledge of….” – okay

iii.      Under “Supervisory Relationships” – The word “all”; GM doesn’t have to “train” and “supervise” – just see that volunteer activity gets done

iv.      JE: who follows up with underwriters?  Billing?

-GM is ultimately responsible to see that matters pertaining to fund-raising; s/he can delegate as s/he sees appropriate.

v.   #7(c). – trying to add something regarding interaction/dealings with Landlord.

Question: should language be generalized to cover “works with appropriate

representatives to maintain compliance with all leased property.”

vi.#8(c) – superfluous comma at end

vii.  Question: to what extent does GM “oversee volunteer meetings”?  Is this a

personnel management item (under Section 1), i.e. “ensures that volunteer

membership meetings are held as required by station by-laws and policies.”

viii.  ML: re-checking old GM description to be sure “duties and responsibilities”

have been incorporated into this new description.

 

  1. b.      Development Director – content okay, but we may change format.

 

  1. Question: Can things be done off-line?  Should we meet every two weeks?

Agreement:  Let’s try and do more online.  We only have three more positions to consider – Development Director, Production Manager and Chief Engineer.

  1.  Ahead:  two other positions and grievance procedure.

Finance Committee Minutes – August 20, 2014

Present:

  • Cleveland
  • Markus
  • Sara
  • Jean

Formation of committee roles:

  • Brief introductions by all around
  • Markus established as Secretary
  • Jean established as Chair

Finance experience:

Cleveland began by asking if we had any previous experience with Finance Committee?

  • Mark – no experience other than previous as a GM
  • Sara – has experience with Youth Services Bureau working as finance manager and member of Finance Committee IACAR
  • Jean – no experience

Current process

Look at the current budget process and accounting processes:

  • Current budget was created by Joe (acting board treasurer), Sara (finance committee), and Cleveland
  • Budgets are approved by Board
  • FY 2014 is June 1, 2014 to May 31, 2015
  • Accounting process
    • Use Quickbooks software matched to budget
    • Put in monthly expenses
    • Reconcile each month
    • Quarterly taxes and annual taxes through Stanfly (sp?) Accounting
      • $150 every 3 months
      • $1000 for annual submission

Duties of committee

Discussion on what role we thing the committee should play, beyond the stated/defined goal in the committee document.

  • Sara – Noted that Committee and report usually includes Highlights of finance / areas of interest, strategic planning of finance, and discrepancies in the budget
  • Cleveland – Favors highlights over line by line reports
  • Mark – agreed
  • Cleveland – one duty is analyzing data; another is financial guidance/oversight
  • Sara – strategic financial planning; looking at the horizon
  • Cleveland – concerned of a really large expense, transmitter outage, etc.
  • Jean – in favor of establishing a “rainy day” fund to account for this concern/risk
  • Mark – we don’t have to budget for zero, we can budget for a surplus
  • Sara – noted other organizations have looked at how many months of operating cost they want to cover for rainy day and try to quantify that

Budget walkthrough

Cleveland explained the current budget aspects

  • Not a whole lot of modification from last year
  • Additions include: Extra staff for dev director, furnace replacement, and independent audit
  • Offset by increase in underwriting from dev director work to be realized
  • Almost everything else is based off last year’s expense

Budget observations

  • Mark – We could reduce Program Fees to offset some costs and move the Asst News Director to restricted fees
  • Translator purchase – $4-$5k replacement – Was not budgeted for
    • Jean – Can we write a grant for another item and move money to translator
    • Mark – could we swap audit for translator?
    • Sara – we should bring before the board “audit vs translator” and ask for priority
    • Cleveland – Development director candidate backed out; Making second offer to #2 candidate
    • Mark – concerns about pay for Dev Director with only half of salary secured
    • Cleveland – Dev Director can do corporate sponsorship and more concerted focus on underwriting; Approx 6 months of pay reserved from grants

Next meeting agenda draft:

  • Old Business
    • Lotus Fund Drive recap
    • Development Director upate
    • Audit vs Translator from board
    • Review monthly statements
      • Analyze current finance
      • Highlights for board
      • Strategic planning
        • Budgeting for the future
        • Capital needs – equipment lifecycles; ServeIT perpetuation plan
        • Grants

Policy Committee Meeting Minutes – August 11, 2014

Meeting begins at 5:15pm

Chair: Hondo – on track and on time

Secretary: William Morris

Organization:

  • Chair election:
    • Rich Motion to elect Hondo as Chair
    • Mark second
    • Unanimous decision
    • Secretary election:
      • Rich motion to elect William as Secretary
      • Hondo second
      • Unanimous decision
      • Recommendations
        • Secretary William will be responsible for submitting recommendations to the Board
        • Cleveland motion
        • Rich second
        • Unanimous decision

Strategic Plan > Best practices: Discussion on best practices

  • Cleveland – by laws revision are tedious/rigid
    • Being clear but being able to be flexible
    • Rich – historically why are bylaws rigid? Back then we were wary of station independence and wanted to give the volunteers the power. Felt there was considerable danger that the organization would be “over taken” from an outside party.
    • Kirby – example is 3 board members elected per cycle
    • Cleveland – only 40 members when bylaws were created. Much easier to get ¼ of members involved. Much easier to get approval. Would like to see clear guidelines that are flexible to update.
    • Mark – flexible sound like Guidelines as opposed to Policy
    • Cleveland will look for any research from Strategic Plan on “Best Practices”

Scope and timeline:

  • 1. By laws revision
    • Any changes that may affect Governance document
    • Any areas where clarity is needed
    • Timeline: Look at ByLaws in Feb, present to Board in April, for vote to membership in May
    • 2. Governance document revision
      • Employee job descriptions
      • Organizational structure
      • Timeline: Cleveland present Job Descriptions and Org chart in Sept meeting, Board vote end of September
      • Then tackle other areas of priority

Other comments

  • Mark: Break into digestible chunks for Governance Document and present recommendations to the Board each month
  • Rich: Clear and simple language where possible
  • Strive for 1 week of minutes approval, and Cleveland post to Web

6:05pm adjourn

  • Cleveland motion
  • Rich second
  • Motion passes

Executive Committee Meeting Minutes – August 11, 2014

Executive Committee Meeting

August 11, 2014

Present:  Joe Estivill, Markus Lowe, Cleveland Dietz, Kelly Wherley (recorder).

  1. First order of business is to change the time of the meeting.  We’ll be meeting at 6:15pm from here on out on the second Monday of the month.
  2. Second order of business is to establish that minutes have to be taken for all the board committee meetings.  Board Secretary Kelly Wherley is taking care of it for the Executive Committee.
  3. Third order of business is the setting of the agenda.  Cleveland distributed the July 28th BoD agenda and we discussed it.  The chronology of some of the items was discussed.  Reports will follow a President, Treasurer, GM chronology.  Committee Reports will follow an Executive, Finance, and Policy chronology.  Various facets of each remaining item and completion/report updates were stated and we adjusted the agenda accordingly.  The August 25th, 2014 agenda is attached at the end of these minutes.  The Ivy Tech Green Space discussions are progressing and a breakfast chat is going to take place on Tuesday, August 26th, at 8:30am.  Cleveland is attending along with the Ivy Tech Chancellor and the Facilities Manager.  Markus Lowe, even though it’s his birthday, is going to attend as well as a Board representative.
  4. New agenda items included Summary Reports from the News Summit.  We’re looking at it from an operational and not a governance aspect, so whatever changes Alycin might enact, they don’t necessarily need Board approval, but it would be nice to know what some of the initiatives are.  We’d also like Scott Hutchinson, the new Development Director, to come in and meet the Board.  We’re only going to have one meeting before the Fall Fund Drive so Board participation on the fund drive is going to be included and we’re also going to discuss the quarterly meeting.  Cleveland is going to ask members of the board to record individual pleas for fund-raising that would ostensibly air throughout the year.
  5. On the report front, we’re going to really push for Board members to read all the reports before the meeting.  That will negate the need for a bunch of printed copies and allow for more time to discuss other board business.  Board members will be allowed to ask any questions about the reports during the review process.  Finance reports will include any narratives or explanations for any discrepancies in finances or other contingencies that are common from month to month.
  6. Cleveland motions to adjourn at 6:59pm and Markus seconds.  Meeting adjourned.

WFHB BOARD OF DIRECTORS

BOARD AGENDA FOR AUGUST 25th, 2014

Hooker Conference Room, #245, City Hall

201 N. Morton St., Bloomington, IN

  1. CALL TO ORDER / ATTENDANCE OF BOARD MEMBERS
  2. REVIEW / APPROVAL OF MINUTES
  3. PRESIDENT’S REPORT
  4. TREASURER’S REPORT
  5. GENERAL MANAGER’S REPORT REVIEW
  6. COMMITTEE REPORTS
    1. Executive Committee
    2. Finance Committee
    3. Policy Committee
  7. OLD BUSINESS
    1. Board of Directors’ Operations Manual
    2. CATS / News Department
    3. Status of Development Director
    4. Equipment Audit
    5. Guideline for making local purchases
    6. Marketing Committee Proposal
    7. Ivy Tech Green Space – Speakers
  8. NEW BUSINESS
    1. Cleveland Dietz application to Leadership Bloomington-Monroe County
    2. News Summit Report
    3. Development Director
    4. Quarterly Meeting
    5. Fund Drive

News and Public Affairs Committee: June 19, 2014

Present: Helen Harell, Sarah Ryterband, Maria McKinley, Alycin Bektesh, Kelly Miller and Cynthia R Hall

In preliminary comment section Maria stated that the WFHB board is reviewing governance documents which could effect the number of board members per committee * [by-laws must also be revisited]

7:14 Director’s report

Need to determine if those present wished to continue as committee members. All agreed to do so.

Sarah was unanimously selected as Chair. The decision was made to have a rotating secretary.

Cynthia took minutes to be followed next meeting by Helen.

We will not have regular meeting in July but plan to hold an open house to meet those involved with the News Summit. Tentatively suggested it be held July 11 at the Back Door. Will confirm date through email.

We were given a sneak preview of the set-up for the News Summit, Main categories are Mission, Governance, Programming, Recruitment and Training and Facilities and Equipment.  Week one: Look at where we’re at, week two :What is the ideal, week 3: Action Plan, week 4: Implementation. Alycin requested that each NPAC member volunteer for at least one hour as a moderator during the summit.  All present agreed

Program reviews. Voices in the Street was green lighted. It received 3.6 overall and received mostly 3′s & 4′s. There was some discussion about how to expand the role of the interviewer and the continual need for staff.

Community Public Radio received a 3.7 for quality but ranged from 2′s -5′s in overall response. It was green lighted with the suggestion to still be on the lookout for possible substitutions in the future.

We revisited Market Live and the possibility of moving out of the News Programming arena into being produced by the incoming Development director.

Next regular meeting will be August 21 at 7pm.

Submitted by Cynthia R Hall

Annual Meeeting Minutes: June 7, 2014

WFHB Bloomington Community Radio

Annual Volunteer Meeting, June 7, 2014

Monroe County Historical Society Conference Room

The annual volunteer meeting of WFHB Community Radio is called to order at 12:27 p.m. by General Manager Cleveland Dietz.   The number of participating members present is 54 with an additional 29 represented in absentia for a total of 83 participating members in attendance.  According to the station’s bylaws, 34 participating members need to be present for a quorum based on the percentage of total members.  These numbers are provided by Carolyn VandeWiele who is tracking attendance and will be counting votes.  A quorum is established at the 2014 annual meeting.

Cleveland thanks everyone for their attendance today and also their level of engagement at the station this past year.  He states  each Board candidate will be given three minutes to make a statement and then questions will be taken if directed to a particular candidate.  He asks Markus Lowe to begin.

Markus Lowe: I’ve been a long time volunteer and a former general manager.  I work in IT support at Cook Medical which is really a customer service job.  This is how I come to the Board. How can I help?  How can we make it better?  I look forward to engaging volunteers on that level of participation.  I want to be a representative for the volunteers, to be a voice for the volunteers.  I will be an active advocate for positive change and a voice for the volunteers.

William Morris:  You know me as Brother William - I came to WFHB 5 years ago.  I work with international students at IU and was looking for places to have these students volunteer.  I started volunteering as a desk jockey.  The station means a lot to me.  I treat my volunteering as a job, like a wonderful job.  I would take my duties as a Board director as a job, being accountable. I am an encourager and I believe in the station, in volunteering, in inclusiveness.  I will give the station the best three years of my life.

Maryll Jones:  I am no longer involved with the Friends of WFHB.  I am a recording analyst for Pearson Education.  My biggest strength has been establishing better customer relations when people come for support issues.  I have been able to establish a rapport with customers that didn’t exist before. I would like to utilize those skills in this role as a Board member.  It would be a huge mistake if Markus Lowe and Kelly Wherley were not put in their positions.

Benjamin Loudermilk:  I am a Bloomington native.  I work in the public school system as an educator at North High School.  My wife is a teacher at University Elementary and my kids are students at MCCSC.  I have been involved with the arts community for over 30 years.  I’m an IU alumnus.  I’m excited for the opportunity to be on the Board.  WFHB is part of the community and part of the arts community.

Kelly Wherley:  (out of town, Cathi Norton reads his statement which are excerpts from his bio)  I have volunteered for WFHB for over ten years, as a DLN anchor, as a producer for Voices in the Street  and am now the volunteer coordinator since 2011.  I’m seeking election to the Board of Directors because I care about the station.  I’ve seen quite a few changes at the station over the course of my time here and feel ready to assume a more integral and influential role in the discussions, plans and actions that will impact the course of WFHB.

Questions from the audience to specific candidates:

For Brother William:  With over 200 volunteers, we’re not all the same.  If a change was going to be made, could we tailor the volunteer tasks, can we fine tune the volunteerism business?    I’ve sent a lot of younger people to the station to volunteer and they have a different interest in the station than I do.  I wonder if there is a way of accountability, to create teams of volunteers to work together that have the same interests instead of such a large group.

For Benjamin: What do you see yourself doing for the station?  I think fundraising specifically. I would be excited to work through that process.  And facilities management is a traditional fit where I could also help out. 

For Brother Morris:  What would be your way of reaching out to the IU campus when the students come back in August?   Interviewing freshman students as they come onto campus.  Can we give out some of those free CDs?  Set up a table, have informational booklets, send that around the community. We can do a better job of getting WFHB on the minds of those students.  An ad in the paper.

For Markus: How can you reach out to the volunteers who do not come to the volunteer meetings?  Participation.  If you want to be heard and your input received and respected, please participate, speak up.

Cleveland reminds the PMs, that, at this time, if you have not signed in, please do so at the back table and pick up a ballot.  We’ll go ahead and vote now. We will proceed with the regular meeting and will interrupt when they’re done counting.

Board President Joe Estivill Board Report:

Thank you for your attendance today and thank you to all the volunteers. We have an incredible News Department and Music Department.  Thank you to all the people who work on the committees that make the decisions that affect our organization.  We have 3 Board members moving on:  Richard Fish, Carolyn VandeWiele, and Matt Pierce.  Thank you to all of you for your service.

About the Development Director, this is someone who’s job will be to develop our fundraising base.  The job is posted, interviews will start in July and hopefully we will have them on board in August.  We have found three angel donors to donate $5,000 each for 2 years of support.  Please forward to us the names of other donors you think would help with this type of support.

It’s going to be a big year here at the station.  There is new energy, we’re working toward our strategic plan, part of which is hiring a new Development Director.   We would like to have more social events so our participating members can get together, can get to know each other better.

Financial report from Cleveland Dietz:

Fiscal year 2013, we made $255,000 -  $103,000 came from membership donations, $75,000 from grants, underwriting brought in $47,000,  $16,000 from special events, CATS $10,000  and $3,000 came in randomly throughout the year.  We also spent $255,000 so we pretty much broke even.  For expenses:  wages are a little more than half our budget, then health insurance and property insurance, workmen’s comp which covers all of you.  Other expenses come from fundraising, programming, supplies, utilities, and special events.

I’m excited about getting a Development Director.  We’ve been stagnating in terms of revenue for the last five years, hovering around $250,000.  Clearly we need help to get over that hump somehow A Development Director will be of significant help. The good news is that over the last 5 years, we’ve spent about the same.

Our CPB (Corporation for Public Broadcasting) grant – it’s a government grant that supplies a little less than 1/3 of our total revenue.  It’s a significant grant which we rely on and it’s going to be getting a little harder each year to get that money from the government.

We want this year to be an investment year to get us over the $300,000 hump (revenue).  We’re planning our first WFHB independent audit from a third party.  This is good practice but also a really common question when pursuing grants.  A Development Director will provide us an individual who is a constant presence that can follow up with leads and contacts and give us some underwriting stability.

You’ll be glad to know that the furnace and air conditioning unit will be replaced this week and it should be 25% more efficient than what we currently had.

Looking forward, we have an ambitious budget but it allows us to be flexible.

We will be posting on the website my GM reports and the finance reports each month as part of the Board Minutes.

General Manager Cleveland Dietz:

Looking back over this past year, we’ve made some serious efforts on the Board of Directors front.  We have drafted a Board of Directors Handbook.  There is a Board of Directors Commitment Form we’ve worked on and was just voted and approved at the last Board meeting.  We filled the remaining three seats on the Board in January so we’re back up to nine Board members.

We’ve made communication changes with the help of Markus and Kelly by re- instituting the volunteer monthly meetings that provide an outlet for volunteer voices, and we’ve seen the launch of our new quarterly eNewsletter.  We’re into the final launch of our new website design.  Board and committee meeting minutes are being posted on the website and soon, our financial reports will also be posted as a public display for what WFHB is doing and how we are spending our money.

We partnered with a SPEA class to write a grant proposing a new health show to replace Zorba.  We are still looking for angel donors to support the new Development Director.  Having a Development Director will provide us with significant progress on regular grant writing.  SPEA offers a fellowship program which would give us a 10 hour/week IU student at no cost to us once we employ a professional Development Director.  The new Development Director will give us a constant presence with underwriting sales.  We’ll have better management and use of our donor database and we’ll be able to provide consistent promotion and outreach.

We will be adding upgrades to our facilities this next week – HVAC replacement including AC, and significant technical upgrades for the Internet and the network.

We will be initiating an independent audit from a third party accounting firm.  This is a good practice and it’s been too long since this has happened.  This also better enables us to pursue grants.

Music Director Jim Manion:

(Jim reads the names of all 90 volunteer DJs).

Thank you DJs!  Special thanks to all who sub for their fellow DJs!  Thanks to all genre directors and CD reviewers.  Thanks to the desk jockeys who open the mail daily.

Thank you Acoustic Roots Festival volunteers!

Hondo Thompson, Rick Fettig, Sarah Ryterband , Mike McAfee Jim Manion, Kelsey Lynn Wagoner, Dan Withered, Reina Wong, Erin Tobey, Ryder Timberlake,  Joe Crawford, William Morris, Kelly Kish, Reina Wong, Linda Cajigas, Darin Bagley, Dan Young, Kathy Romy, WFHB MC: Hondo Thompson; Festival Income Manager: Emily Jackson (cash); Cleveland Dietz (online); Merch Area Manager: Catherine Anders; Shift Volunteer Coordinator: Sheryl Mitchell; Recording Manager: Jim Lang; Volunteer Coordinator: Kelly Wherley; Green Room Manager: Tracy Johnson

The latest edition of our DJ guidelines is ready along with the annual DJ contract which needs to be signed.  Copies will be available at the Station and for those who are not here today, they will receive them digitally. These contracts are due back to me. They need to be filled out and signed as part of our FCC and federal guidelines.

Besides the constant adventure of daily operations…. Since last June… Lotus CD 3 was completed with the help of Michael McDowell.  Lotus 2014 brought us an unprecedented 11 Lotus Live sessions, great back line and engineering. All sessions were posted to the website.  Local Live CD 4 was completed with the help of Nicole O’Neal.

There was quite a contentious period last fall and thanks to all, the air time remained positive.   We don’t put our dirty laundry on the air.  I attended 2 powerhouse conferences this year – South by Southwest which has good potential for a live show here; And the WXPN Non-Comm meeting.

Looking ahead: Lotus CD 4 is in production, Adriane Pontecorvo as co- producer.

I am producing a split benefit for WFHB and Community Kitchen to be held on July 18th at the Bluebird called, “Tim and Jim’s Most Excellent Birthday Party.”  Come on out and help us celebrate our birthdays.

This summer’s Library Project – we’ll be doing serious purging and maintenance in the WFHB Music Library.  This is way overdue.  We can use some help with this.

Fall Fund Drive 2014 and Lotus 2014 are coming up.

A technical goal: Find the best way to time-shift 2 hr mp3 recordings of all WFHB Music programs, available to stream for 2 weeks at program schedule page of the website. I heard talk at the meeting about on-air tip jars which brings in $2,000 to $3,000 for some stations.  We should look into this.

A few overall comments:  huge outpouring of support last fall, seems like we had a lot of bad weather friends, you know, the ones who show up in bad times, but – we need you every day.  I would like to see more engagement and less email flame wars and more of an appreciation for our daily station operations.  “I don’t care about the station, I only care about my show.”  I’ve heard that some DJs have said this.  But without the station, they wouldn’t have a show.  We need to improve the general lack of understanding and appreciation of the environment of daily broadcast operations.  Better advance planning is needed while maintaining spontaneous air sound qualities.

I am looking forward to how our efforts will be supported by a full-time Development Director, which I think is an important priority. I hope this includes a hard look at our HR policies and finding ways to improve the employment environment at WFHB.

Next week is our Firehouse fundraiser at the Back Door.

News Department Alycin Bektesh:

Today, I’m also talking on behalf of Joe Crawford, the assistant News Director, and Jar Turner who works for the whole station.  Jar posts to the website all of the shows to get beyond their live broadcast times.  I want to thank them for all their hard work this past year.  Last year: Brown County Hour, Bloomington Beware, The Porch Swing and Books Unbound – all came under the News Department.  These shows are all doing better than ever.   Taking on those four additional shows have added an extra load but I’m proud as these shows are at the top of their game. Brown County Hour is monthly and doing well.  Bloomington Beware has a staff of three writers who are getting their show “in” a  week ahead of time.  The Porch Swing is on summer break.  We had two great events at The Bishop and we’ll be setting up a booth for 1st Friday gallery walks, inviting people to stop by to tell a story.  Books Unbound is now an hour long show on every Sunday.  It’s hard to get engaged in the reading when it’s a 30 minute show with all the commercial and announcement breaks so the hour format works much better.  PRX picks up this show more often than any other show we produce.

We were winners at the Indiana SPJ Awards again – for best newscast, best breaking news (Todd Young and climate change), best continuing coverage (shelter and homelessness in Bloomington, no low barrier summer shelter for substance abuse users), best public affairs (Trayvon Martin discussion on Bring It On), best documentary (Hoagy Carmichael special on Interchange).

About the new website & camera – love it!  The video camera allows us to distribute our content in another format.  The website is awesome.  Now, you can “pin” it, “like” it, “love” it, “share” it, watch it, read it, and listen to it.  You need to share WFHB programming.  Use social media to get the word out about our amazing product.

Looking Forward:  The News Summit will be held during all of July.  I have lots of ideas like how to get more exposure on campus, recruitment and training.  Are we representing our community?  There is not any time to evaluate the shows while we’re still producing them so we needed to suspend all 20 NPA shows. We will answer the questions “what do we want to do and how can we do it best?”

A committee has been meeting to plan the organization of the Summit and what we want to happen during the Summit.  Week 1 will be about introductions and to gather information;   Week 2 will be our brainstorming week;  Week 3 we’ll be discussing the practicalities of the ideas we talked about the previous week;  Week 4  we’ll start the  “doing”, the implementation of the ideas.  Going forward, the News Summit can be a week long project that we implement each year to evaluate ourselves.

WFHB Awards:

News Department:         Legacy Award -                         Lucille Bertuccio

News Rookie of the year -          Doug Storm

Newshound of the year –            Drew Daudelin

Music Department:        Distinguished Service Award –    Mike Kelsey

Legacy Award –                                     Nicole O’Neal

DJ of the year -                         Liza Pavelich

Genre of the year –                    Cathi Norton

 

Board Member of the year -       Joe Estivill

Volunteer of the year -               Dan Withered

Congratulations to the new Board Members:  William Morris, Markus Lowe, Kelly Wherley

Public Comments:

When are we going to get a new digital Board?

Cleveland:  One of my goals with the Raymond Foundation Grant is to engage Harmony School students and to connect them with Industry Standard Equipment

Markus:  Reminder, the 2nd Friday of the month:  6-10 pm at the BackDoor  (volunteer meetings are held from 6-7 pm)

Richard Fish:  We’ll be running some new wiring at the station – I’m on the IT committee, next Saturday, June 14th, we could use volunteers to help with this project.

Alycin:  Volunteers are needed to moderate discussions during News Summit.

Have you come up with a method to log in volunteer hours:

Cleveland:  The volunteer committee has worked to come up with a solution as to how to log in volunteer hours.  We’re going to place a laptop in the lobby that has a spreadsheet to log in your hours. You can also log in your time remotely.

On Sunday mornings, I would like to have a little less “live” reads.  And can we take a look at how we do our regularly scheduled items, i.e. calendar, PSAs?

Cleveland:  We can take a look at that towards the end of the year.

Can we change the wording from the underwriting scripts as there can be awkward phrasing and word choices?

Cleveland: Let me know if you’re having a problem so I can take a look at it and possibly fix it.

Nicole O’Neal thanks everyone for helping her throughout her time at the station.

Joe Estivill asks for a round of applause for our new GM Cleveland Dietz.

A volunteer asks for a round of applause for the awesome WFHB staff.

The June 2014 annual meeting ends at 2:15 pm.

Board Minutes: May 19, 2014

Read

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

Board Minutes: April 28, 2014

Read

Balance Sheet: March 2014

Profit & Loss: March 2014

Budget vs. Actual To-Date Fiscal Year 2013-2014

CALL TO ORDER

7:07 p.m.

ATTENDANCE OF BOARD MEMBERS

Board members present: Joe Estivill, Carolyn VandeWiele, Richard Fish, Richard Reardin, Sheryl Mitchell, Matt Pierce, Maria McKinley, Cleveland Dietz

Absent: Louis Malone, Pam Davidson

Participating Members present: Darin Bagley, Reina Wong

Staff: Alycin Bektesh

REVIEW/APPROVAL OF MINUTES

Motion to approve was made by Rich R (April 9) via email and tonight seconded by Sheryl.

Adjournment time of last month’s meeting is agreed to be 10:00 p.m. Minutes are approved by unanimous vote. Richard F states he has comments and will discuss these at a later time.

GENERAL MANAGER’S REPORT

Spring Fund Drive as of tonight has reached 96% of our goal, ($44265.74) with an additional $4,000 raised in day sponsorships (underwriting). The budget team will meet tomorrow at 6:00 p.m. (Cleveland, Joe, Sarah Borden). Joe invites board members to attend.

Cleveland anticipates a significant increase in health/vision/dental coverage, approximately $2035/month, and there are major purchases in our future: furnace, 2 new computers, a transmitter, digital equipment. MCPL, CATS, and WFHB: Renovations at the library have included space and phone lines for WFHB news volunteers; collaborating with CATS could make us eligible for more money from CPB; logistics still need to be discussed if there is to be a move to the library. Joe recommends we talk with volunteers who are involved with the news department before any decisions are made.

Development Director: Cleveland met with Meri Reinhold, the executive director at MCUM about her ideas for moving forward with our hiring of a development director. Meri tells us we could apply for a SPEA fellowship at a cost of $600 and receive a grad student for 10 hours/week/semester. The GM and DD could attend the IU School of Philanthropy courses although there is a cost for that. Scholarships are available from IU and if IU chips in, the MCCF could help with funds. Meri’s experience tells us we would need to offer $33K salary or share a DD with another organization so a DD could get full time work. Joe suggests we find another angel donor to bring the salary up.

Rich F has talked with Al Lyons outside of Al’s presentation last month and Rich says Al does not see that we need a DD and that it might cost us more in salary for a DD than the money we would be able to raise using a DD. Cleveland says Meri told him that it took a few years after they hired a DD but that it was worth it.

WFHB is a media sponsor for both the John Hartford Memorial Festival (in Bean Blossom) and GnawBrew, a craft beer festival in Gnaw Bone, as part of our on-going efforts to expand our base outside of Bloomington.

The station now has a Square account to take credit card payments at events. We are exploring ways to use it beyond plugging it into an iPhone or iPad, including web sales.

Acoustic Roots Festival has already recouped its production budget in sponsors. All tickets sales will be actual funds raised.

Johrdan Vicstein is moving to Indy and we’ve been talking about getting our updates done before he leaves.

Cleveland has reworded a statement from the employee’s handbook that allows the News Director to supervise the Assistant News Director. Richard F makes a motion to accept the new wording, Matt seconds the motion and it passes unanimously.

TREASURER’S REPORT

We are still waiting for $24K from the CPB grant and the $4K underwriting has not dropped into the account. As a result, the Budget does not reflect the $28K we are waiting for.

For next year, we expect wage expenses will be higher and insurance costs will be at least $24K.

We will close our GoDaddy account. On the Budget vs Actual spreadsheet: income lines are not where they should be because we are waiting on money as previously described above.

OLD BUSINESS

Policy Committee (bylaws need to be rewritten)

A flexible governing document will allow for the unpredictability of the future of technology. Joe suggests we start with 3-4 people who will look at the by-laws for obvious changes. An ad hoc committee is suggested and Rich F suggests we have Al Lyons look at the by-laws to see if there are some red flags of where we need to be more flexible or more structured. That could be a reasonable start before reconfiguring the entire document. Rich F will ask Al for his opinion.

Database for fundraising – tabled until we have a DD who can work with Cleveland and Pam on this project.

Board Operations Manual – committee to review the BOM with the idea of having this finished up by the June elections. Rich F and Cleveland agree to work on this. They will check with Louis and/or Joe to see if they are also available and Joe suggests we make an announcement on the BOD email for other volunteers.

Community Advisory Board

CPB requirements http://www.cpb.org/stations/certification/cert3.html

Composition: Board Secretary+ at least one other board member + up to seven non-board members

MISSION: (FROM STATION BYLAWS: Article Nine: Community Advisory Board)

The Board may select from the community at large an unspecified number of persons to serve on an advisory panel known as the Board of Advisors, for terms of one (1) year. These Advisors may be reappointed for such additional one (1) year terms as the Board may deem proper. The Advisors shall serve in an advisory capacity to the Board of Directors. Members of the Board of Advisors shall not be Staff Members. The Advisory Board Membership should reasonably reflect the diverse needs and interests of the community.

  • Jeb Conrad, Chamber of Commerce
  • John Whikehart, Deputy Mayor
  • Christian Freitag, Sycamore Land Trust
  • Jim Krause has agreed to join.

It is suggested we put together a mission statement that would describe the purpose of the CAB which would assist with recruitment. The CAB should ascertain local communities’ needs with regard to broadcasting and what needs WFHB could meet. In considering members, we need to include Ellettsville and Nashville residents; ask potential members from the Chambers and other civic-minded individuals. Matt suggests we use the language from the CPB requirements. Maria will look into this and send around a mission statement for approval.

NEW BUSINESS

NPAC – Alycin Bektesh discusses her plans for a News Summit for the month of June or July. She feels there needs to be some focused discussion and exploration of the future of news and public affairs programming. With the day to day operating challenges of the News and Public Affairs programs, it leaves no time to address creative, administrative, and technical issues. There could be a possible separation of the news and public affairs departments. It’s time to talk about how to use the MCPL facilities which are being offered and to plan for the future in terms of programming. SEE

Nominating Committee Procedures

Problems are discussed concerning the recent nominating committee’s role and procedures. Cleveland states it would be helpful to have written minutes from meetings of the nominating committee to keep everyone on track with decisions, deadlines, and other details. There appears to be no consistent nominating committee policies and this topic would be one to send on to the policy committee. Cleveland states as GM, he sees his role on the nominating committee as a conflict of interest because the Board is considered to be the GM’s “boss.” Current procedures that the Board agrees on are: petition nominated candidates must submit their petitions with 10 signatures to the nominating committee (Carolyn is chair) by May 8. Cleveland will send out an email on Spot-Online to remind the participating members the deadline for petition nominated candidates is approaching. The nominating committee will put together and mail out the candidates’ packets prior to the annual meeting.

BoD Code of Conduct – In keeping with the suggestions made by Al Lyons, the Board discusses putting together a Board of Director’s code of conduct prior to the installation of the new Board Members in June. Subjects should include a Board member’s behavior during meetings, as a public representative of WFHB, confidentiality, attendance, and ethics, but is not confined to these topics. Maria states she has spent several hours researching online the Code of Conduct (in a generalized setting) for non-profit Boards of Directors (why invent the wheel) but there has been too much of a disconnect between non-profit service orgs and a radio station. Cleveland mentions he has access to websites that are strictly communications/broadcasting sites and he could possibly run across our much-needed document already configured for another similar organization.

Firehouse Follies – Rich F mentions the Follies are considering raising their ticket prices from $5 to $10. He would like to have the Board’s input and there is a general consensus that $10 is a reasonable price for the quality of that unique live entertainment.

ADJOURNMENT

9:19 p.m.

News and Public Affairs Committee: March 20, 2014

Call to Order
Present: Alycin Bektesh, Sarah Ryterband, Kelly Miller, Maria McKinley, Helen Harrell
Absent: Carolyn VandeWiele, Alex Lichtenstein, Cynthia Roberts-Hall

News Director’s Report

Democracy Now!
Democracy Now! now comes in through an audio port. While broadcasting Democracy Now! is improved by this, it potentially creates an issue in transitioning from in-house segments to the program as both are played off the computer and the audio port plays a high-pitched tone until the show goes live. Offered the idea of moving them to 9 a.m. to take the place of the second-run Hightower. Ultimately decided that its best not to rearrange program schedule but to, instead, switch medium that segments are played out of. Teach traffic and 6 – 8 a.m. programmers how to do this.

Need Newsies Guidelines
Would help for volunteers to understand their place within the department. Need job descriptions for all positions, including show producers, helps hold people accountable and easier then to take action when people aren’t living up to their roles. Would be nice to have a welcome letter from NPAC, maybe instructional video so new news volunteers get to know some of the other people they may see in the station, understand NPAC liaison system and requirements such as Quarterly and Annual Meetings.

NPAC Minutes Violation
Already solved during committee comment. Minutes responsibility moved away from Carolyn VandeWiele and on to monthly attendee. Carolyn must still get us up to date on past meetings.

I’m Homeless Series
“I’m Homeless” series running with good feedback form the community and the homeless.

Program Review: Brown County Hour

  • Needs spontaneity/naturalness in interviews and other segments.
  • Speak to those outside the “in crowd” of Brown County
  • Issue of advocacy – better to remain journalistic and use advocacy in other ways – call out for volunteers for environmental organizations or have a regular Brown County update on EcoReport.
  • If we want to be more ergular, maybe could add in news items or segments to the Daily Local News.
  • Underwriting sounds too much like an advertisement.
  • Try to involve youth in the programming

Committee Vote: Green Light, on annual review track for March 2015

Program Review: Activate!

  • Has strayed from mission of encouraging others to volunteer in the community by including employees and those without passion as guests
  • Can’t be an infomercial for an organization
  • Needs to be about the volunteer, why they want to volunteer, why they chose that organization, what difference it has made to those they’ve helped and to themselves
  • NPAC acknowledges that often times it is the staff trying to make sure the volunteers represent them perfectly, so try to control the interview. Perhaps better to approach volunteers, not organizations, through contact lists like the “Be More” nominations.

Committee Vote: Yellow Light, comments to producer from Helen, three month follow-up with Jennifer attending June 2014

Approval of Minutes
All vote yea

Adjournment
8:53 PM

Next meeting is scheduled for April 17.

Carolyn VandeWiele is liaison. Shows to be reviewed: Volunteer Connection, An Organic Conversation

Information Technology Committee (Formerly Technology Committee): March 5, 2014

Call to Order
Present: Markus Lowe, Johrdan Vicstein, Cleveland Dietz, Ronald Neely, Richard Fish
6:00 PM

Improving Our Streaming Signal

WFHB will switch its streaming service providers. Markus recommended we go ahead and sign up for ShoutCheap and keep our service with GoDaddy until the new stream was in place and operating. This was agreed. We will pay for two services for one month. ShoutCheap will save the station at least $5.00 per month, and provide more reliable service. It will also give us more capacity. The present stream begins to have problems when 20 or more listeners are on at the same time. The new stream will be good for 50 listeners, and is scalable in steps as our audience increases. ShoutCheap also gives much better statistics and analytics. The high-quality stream will still be 128K, and the low-quality stream will be at least 32K (as it is now), but could be greater.

Cleveland will sign up for the service, and Markus and Johrdan get the new stream up and running.

Improving Internet Connectivity

WFHB will switch its Internet service from Comcast to Smithville, which will upgrade us from coaxial cable to fiber optic. Smithville’s connectivity will be more reliable, could be faster, and will be cheaper. Cleveland has consulted Smithville, and their service is available to us. They already connect the Waldron and Fountain Square. The next step is for their techs to come out and do a site survey, to see exactly what will be required to extend the fiber connection to the station. Having done that, they can quote us an installation cost. This will happen soon. Cleveland did not have a definite date. Actual installation will be scheduledd with Johrdan, so he can be present when it happens.

March 10, 2014: Cleveland reports: “No go on Smithville for ‘probably a couple of months’ as they don’t have the fibder down to provide voice service. We’re going to have to wait a bit. Tony said he’d have more information in a couple of weeks.”

Website

Markus reported that Alycin asked for links to the archive to be placed on all program pages. He will do this.

Online Ticket Sales

Cleveland asked if it would be possible for us to sell tickets for WFHB events on our website. The Buskirk-Chumley Theater will do this for us, but not for free. Markus thought it might be somewhat complex to create our own software. After consideration, it was reckoned that we might have 12-15 events each year for which we charge admission, so there is a limit to the amount of hours and effort it’s worthwhile to put in.

Mobile Credit Card Sales

Cleveland asked what it would take to be able to take credit cards in the field, for sales or donations. Markus and Johrdran recommended we get an account with square.com for this purpose, and also purchase a “My-Fi” adapter to get Internet connectivity anywhere through cell phone service, which would cost about $100.00. This would work with a smart phone or laptop. Cleveland noted that the station has a Chromebook which is not used much and would fill the bill.

Remote Internet Feeds

Cleveland noted we have a dongle with Verizon, a service which allows remote Internet feeds, costing $60.00 per month. It is not used much at present, only for Local Live shows from recording studios. Johrdan suggested that we eliminate that service and sign up for a different service that would only cost money when it is used.

The Newsletter On the Website

Markus reported he is working on this, and must integrate the MailChimp program that distributes the newsletter. People need to be able to find the newsletter on the website (and the archive of back issues) and also subscribe or unsubscribe.

Computer Use at the Station

Richard brought up some problems he’d had producing his Bloomington Beware module on Sunday nights. He asked that when system changes be made, more efforts should be made after that to inform all the users of the system. Cleveland and Markus pointed out that the production computer in the small studio is practically an antique, but keeps working for the present.

Everyone also reported finding computers left in the middle of something, files not saved, browsers or emails or Spinitron not logged out, etc. This is a human problem and a training issue. Cleveland may put out the word on Spot-Online about this and ask Alycin Bektesh to tell the News Department. Richard will start mentioning this when he trains people. Johrdan recommended strongly that people always browse the Internet in “private” or “incognito” mode (Control-Shift-P in Firefox) to avoid loading the system with everybody’s browsing history, but did not know how to make this the default.

New Committee Member

Markus asked Ronald about his experience and interest in the committee. Ronald has some audio and IT experience and will see about checking out the Facilities Committee before he decides how he best fits in.

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