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Board of Directors Meeting Minutes – November 24, 2014

WFHB BOARD OF DIRECTORS

BOARD AGENDA FOR November 24th, 2014

Hooker Conference Room, #245, City Hall

201 N. Morton St., Bloomington, IN

 

Present:  Rich Reardin, William Hosea, William Vance, Liz Mitchell, Clarence Boone, Darin Bagley, William Morris, Kelsey Lynn Wagoner, Sheryl Mitchell, Joe Estivill, Louis Malone, Pamela Davidson, Cleveland Dietz, Maria McKinley, Andy Ruff, Markus Lowe, Kelly Wherley (recorder).

 

  1. CALL TO ORDER / ATTENDANCE OF BOARD MEMBERS
  2. PRESENTATION FROM THE BLOOMINGTON BRANCH OF THE NAACP
    1. Bill Vance read a prepared statement from the Bloomington Branch of the NAACP concerning their stance on Bring It On! and its timeslot.  Joe Estivill stated that the programming schedule lies outside the realm of the Board’s purview.  William Morris stressed the fact that the change in timeslot affects not only Bring it On! but also Hola Bloomington and the effects that changing the timeslot would have on the producers and the listenership.  Cleveland ran down the rationale for changing the timeslot and stated there is a survey posted online requesting listener feedback that went up today (November 24th) or you could call the station and someone will walk you through it.  The board and the attendees discussed various pros and cons of moving the public affairs shows to a noon timeslot—no decisions were made and the time shift is simply an idea at this point, not a foregone conclusion.  Clarence Boone stated his role in producing Bring it On! which includes all of the content (guests, scripts, music, etc.) and that the News Director leaves the building shortly after the show begins as it stands.  Clarence was also not aware that a news survey was being disseminated.
  3. PRESENTATION BY ANDY RUFF
    1. Andy presents what he feels is a systemic problem of misrepresentation by certain WFHB volunteers of the recent deer culling issue—both in the communications sent by the volunteers and by the show’s willingness (or lack thereof) to present people and the arguments they proffer when they don’t coincide with what he feels is a very obvious bias displayed by the show’s producer, Dan Young.  James McNamara has a website which has often smeared public officials and Dan Young has obvious ties to James.  As an example, a freedom of information act requesting all messages sent concerning homelessness and deer culling.  Andy feels Dan Young is using WFHB to promote a side of an issue he feels very passionately about, and he should provide a disclaimer at the very least if this is the case.  Andy Ruff also called into question the motives behind Doug Storm and kind of questions (and tone) he employs when asking guests about their opinions for Interchange.  The distinction between a news show like Ecoreport (which Andy was told by Joe Crawford is a news show) and a Public Affairs show like Interchange.  Andy claimed Doug Storm was unfairly aggressive to one side of the argument and not the other.  Andy Ruff also stated that, unsolicited, several people have told him that, while they have supported WFHB in the past, they will no longer do so in the future as a result of the coverage WFHB provided on this issue.  Additionally, he suggests some kind of formal apology be made (perhaps on the website) that a.) acknowledges the lapse in balanced reporting this issue has received and b.) a reiteration of WFHB’s sustained commitment to  balanced reporting in the future.
  4. WFHB BOARD PRESIDENT JOE ESTIVILL’S RECENT BUSINESS
    1. He asked Vicki to marry him and she, despite all inner voices to the contrary, said yes!  Congratulations, Joe!!
  5. REVIEW / APPROVAL OF MINUTES
    1. September minutes were sent out again for comments and corrections, and the board has a week to respond.
    2. October minutes were approved with a small correction from Sheryl Mitchell and posting the governance documents online.  Minutes approved.
  6. GENERAL MANAGER’S REPORT
    1. Hoagy Carmichael birthday celebration generated just under $1,200 for the station.  Nearly 80 people attended.
    2. Spinitron and Radio Free America have merged—and the merger has, for us, entailed the cool role of being a beta-testing partner.  After a show has aired, it will be up for two weeks, so folks who might’ve missed your show live could have two weeks to hear it after (the maximum legal time).
    3. Louis Malone and the Rhino’s Youth Radio Collaboration Presentation:  Louis reports that the presentation took place on December 9, 2014 at County Council.  We had Dorothy Granger, Kelly Kish, and Brad Wilhelm presented before the Monroe County Council.  Louis discussed the grant that YSB assisted WFHB in getting and how this will improve the services that WFHB and Rhino’s can offer to youth in the community.  We’ll be meeting on Saturday, December 13, 2014 for a WFHB visioning retreat.
  7. DEVELOPMENT DIRECTOR REPORT
    1. There is a significant raise in price for underwriting and we discussed the “sticker shock” that some underwriters might experience and the kinds of concessions we’re willing to make for long-time underwriters.  Various aspects of advertising, the ways we make it more enticing for businesses and the ways we can continue to make it worth advertisers time and money were discussed.
  8. COMMITTEE REPORTS
    1. Executive Committee

i.      Didn’t meet this month due to vacations schedules but did meet via e-mail.

  1. Finance Committee

i.      Pamela Davidson recapped the Finance Committee report.

  1. Policy Committee

i.      Met per usual but we’ll be going over the documents specifically later in the meeting.

  1. Personnel Committee

i.      Finalizing hiring and nominating policies and how the committee will be performing in the future.  Lots of good work going on here.

ii.      General Manger evaluation:  It will go live on black Friday and will be open for two weeks for all volunteers and will help the Policy Committee evaluate the General Manager evaluation.  ON the 22nd the board will have time to review the GM’s statements as well as the statements made by the online evaluations.

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

i.      Terms are up and we need to determine whose positions are up for re/election in the 2015 board election meeting in June.

  1. CATS / News Department

i.      Trying to have a meeting on December 3rd to discuss a variety of things, but this could be complicated by the surgery that Alycin Bektesh is going through in the near future.

  1. Equipment Audit

i.      Cleveland reports that Serve IT is definitely doing the equipment audit and the students will be meeting with him soon to get started.

  1. News Summit Report

i.      Cleveland would like to share the praise given by the board and Markus Lowe would like to see some kind of action item list—not dissimilar from the strategic plan—that would be able to track the kind of progress that the News Summit can facilitate.  We also discussed briefly progress with the BloomingOUT podcast issue.  Ideas for a best-of years end program show were discussed.

  1. Activate Personnel Nominating Committee to produce Policy on nominations and hiring  / General Manager Evaluation

i.      In progress, discussed earlier for GM review and online survey.

  1. Board/Visioning Retreat

i.      13th of December, no venue has been announced yet.

  1. NEW BUSINESS
    1. Policy Document Approvals (Continued) (Pamela Davidson is inclined to abstain from all votes concerning position descriptions as she feels it is outside the purview of any board of directors)

i.      Development Director:

  1. The first duty mentioned is underwriter.
  2. There were some changes in the qualifications which were:
    1. #11  “informs” board instead of “reports to” board so that the DD would not necessarily have to be present for every board meeting.
    2. #16  the DD needs to gets approval from somewhere, not necessarily the board, for expenses relating to development expenses.
    3. Experience and education is worded such that education is preferred and/or relevant experience is required for placement.

ii.      Music Director

  1. Formatting was done to make more uniform the position description.
  2. Remove the word “new” when it comes to technology and evaluation so that it reflects a more ongoing process.
  3. Music Events:  Covered with “works with other staff members to achieve other departmental goals”.  It doesn’t say anything specifically about organizing and initiating musical events, and #10 is a catch-all for all other things for the music director.
  4. Include a line which says something to the effect of , “oversees musical events that occur outside of the station”.
    1. Two changes:  remove “new” when it pertains to technology and evaluation, include oversight responsibilities as it pertains to off-site musical events, whether they be fund-raisers or not.

iii.      News Director

  1. Strike the “new” with regards to technology and training/evaluation.
  2. Include verbiage similar to Music Director pertaining to oversight of off-site news productions.
  3. Grievance Policy

i.      Added note to #4:   If grievance involves president of the board, then grievance should go to board secretary.

ii.      If a paid staff member comes into contact with a grievance, then the burden of documenting this grievance falls to the paid staff member.

iii.      Markus Lowe suggests that the Grievance Policy go into effect after the 1st of the year so that it does not drop abruptly on the volunteer staff and ensure the board is clear on what we’re proposing.

iv.      Kelly Wherley moves to accept and be effective on the 1st of 2015, Sheryl Mitchell seconds, motion passes.

  1. December 22nd, 2014 Meeting

i.      Maria suggests bringing snacks and treats for our next meeting—it is the holidays afterall.

  1. WFHB EVENTS—POLICIES REGARDING VOLUNTEER DRINKING WHILE STAFFING WFHB EVENTS AND CASH HANDLING

i.      Policy and enforcement variables were discussed and we’d like to establish guidelines for volunteer drinking while representing WFHB at a WFHB sponsored event.

ii.      Joe Estivill suggests having a written form detailing the procedures for handling cash (intended for WFHB) at live events.

  1. RESPONSE TO ANDY RUFF

i.      Rich Reardin volunteered to write the initial response and will send it to Kelly Wherley to send around for approval.

Programming Summit Minutes – November 19, 2014

PROGRAMMING SUMMIT

NOVEMBER 19, 2014  6PM

WFHB Studios

Agenda

1.  Music Director Observations & Suggestions

2.  News Director Observations & Suggestions

3.  Visitor Comment

4.  Committee Discussion

5.  Visitor Comment

6.  Adjourn

Present

Cleveland Dietz, Jim Manion, Rich Reardin, Maria McKinley, Emily Jackson, Alycin Bektesh, Sarah Ryterband, William Hosea, Liz Mitchell, Chet Chmielewski, Joe Crawford, Clarence Boone, Jim Mitchell, Matt Igleski, Araceli Gomez, Kelly Wherley, Cynthia Wolfe, Trish Kerle, Cynthia Roberts-Hall

1.  Music Director Observations & Suggestions

Jim Manion offered highlights Music Committee activities of the past year:

a. revised and approved new DJ Guidelines

b. trained many new DJs – there are younger DJs coming to WFHB

c. branded Firehouse Sessions – WFHB on air live sessions with visiting artists, mixed and uploaded to the website

d. researched “time shift listening” which means having DJ mixes available via the website for streaming (not downloading).  WFHB will partner with Radio Free America and Spinitron as a beta tester for their new initiative.  Therefore free and much easier than doing it in house.

Jim stated that he was inspired by Alycin and the process she went through this summer with the News Summit and hope to do it with the Music Dept. next year.

2.  News Director Observations & Suggestions

Alycin described activities of the News & Public Affairs Committee:

Annual review of all shows, both syndicated and in house — 31 total

Review Show Proposals which include the Proposal Form and sample audio

Regarding the News Summit: a great deal of information gathered from the many meetings, resulting in a 40 page document.

Five Areas examined:  Schedule — Mission — Facilities — Training — Governance

Alycin spends most of her time working on the Daily Local News.  To adequately assist the evening shows, she would have to be at the station for more than 8 hours a day.   Looking at each show, how many hours per week are required?  How many should be available?

More than 60 hours a week would be needed to keep these shows going successfully.  A strong conclusion was that the current situation is not sustainable.  At the same time, no one wanted to consider cutting any shows.

Four conclusions:

1. News VS Public Affairs – these are very different models requiring different training and skill sets

2. Need more listener input and staff feedback for the shows

3. Training in needed in equipment use and in broadcasting style

4. There needs to be a second eye on the show and its production

If you look at the organizational structure of the News Department, each line goes to Alycin, every producer of every show.  Again, the process of the News Summit reveals an unsustainable situation.  While highly dedicated, staff are primed for burnout.  These summaries were presented to the Board along with a wish list.  There is currently no more money to hire more staff.  It is very difficult to find a solution as Alycin shared that on many occasions she would come to work thinking she’s found the answer.  But alas, nothing workable has yet been found to address the problem.  Alycin suggested that one way to try — what can be done by 2015?

Suggestion: Move the second airing of Democracy Now to 6pm and move the 6pm-7pm shows to noon.

Split the duties of these two areas: News & Public Affairs

3.  Visitor Comment

4.  Committee Discussion

5.  Visitor Comment

(notes below include visitor and committee comments)

Discussion revolved around the problem faced by show producers and volunteers if the shows were on at noon.  Clarence Boone stated that leaving work at mid-day for the time needed (more than an hour) would be difficult, as would lining up guests at mid-day.  Araceli stated it would be OK for her to be at WFHB for HOLA Bloomington at noon, but hard for volunteers.  Others also had questions about the listenership being able to listen at noon.  Many people are working, while at 6pm they are free to listen.  Could shows be pre-recorded and aired at noon?  The discussion also included how people listen.  More people are using podcasts options and listen when they want.  Some were not so sure that podcasts were a first choice and the time slot made a big difference.

The comment was made that clearly there are obstacles in making any changes but there are huge obstacles to the situation staying the same.

Could some shows change time slots?  Hola Bloomington and Bring it On are Monday and Friday, could they stay at 6pm?  Discussion of having schedule changes confuse people.

Discussion about a call-in show, Alycin noted that she has been charged by the Board to create a call-in show.  This was one very strong preference in the Strategic Planning survey.  Some discussion about how a call-in show would work.  Now with tweets and texting, more options than just the phone.  Discussion of when people listen, how we know who listens and that we need to know who is listening and when.  Perhaps a short survey is needed right away.  What feedback can we get?   Listeners of Democracy Now at noon are quite devoted and would be upset by this change.  How can we make changes not be too painful for anyone?

Jim Manion noted that he attended a conference session titled: “How to Make Schedule Changes without Being Killed.”  It is typically difficult, but we should embrace change and accept the challenge and help the WFHB community do the same.  He also noted that in the community radio world, 11am to 1pm is typically slotted for news and information.

At the conclusion of the meeting, the committees decided to conduct both a listener survey and a survey of the volunteers associated with the 6 -7 PM shows to assess availability. The listener survey became public November 24 and will remain available by Internet and phone until December 17. The data will be reviewed as the next step in the process at the December 18 meeting of the News and Public Affairs Committee.

6.  Adjourn

Board of Directors Meeting Minutes – October 27, 2014

WFHB BOARD OF DIRECTORS

BOARD AGENDA FOR OCTOBER 27th, 2014

Hooker Conference Room, #245, City Hall

201 N. Morton St., Bloomington, IN

 

Present:  Sheryl Mitchell, Darin Bagley, Joe Estivill, Markus Lowe, Louis Malone, Maria McKinley, Cleveland Dietz, Rich Reardin, Richard Fish, Kelly Wherley (recorder).

 

  1. CALL TO ORDER / ATTENDANCE OF BOARD MEMBERS
  2. REVIEW / APPROVAL OF MINUTES
  3. GENERAL MANAGER’S REPORT
    1. Following up on the fall fund drive, Cleveland iterated the need to ask a larger variety of people for fund drive.  Joe Estivill asked for clarification of the CPB classification and it is for this year which is why we’re getting the audit done in 2014.  Joe E. asked that Cleveland encourage volunteers to participate in the audit and all the other opportunities for engagement.  The new Volunteer Coordinator is Adriane Pontecorvo.  The audit will be good for at least a year and can depend on the information grant awarding organizations solicit from the station, e.g., “when was the last time your institution performed an audit?”  Rich Reardin suggested the need to coordinate with current underwriters during fund drive and also including their urls in the newsletter we distribute to help publicize their business.  Markus Lowe stressed the need for follow-up with the volunteers and fund drive feedback and the “softer” elements of fund drive.  We are always looking for ways to create excitement and enthusiasm around fund drive and constant work towards that—thanking donors and the like—is always a good thing.  Apparently there were quite a few direct-mailers that didn’t get delivered as well, which was an error we’d hope to avoid in the future.   Kelly Wherley suggested all programmers on air during fund drive pitch regardless of the time they’re on the air and Louis Malone stressed the community mobilizing that can occur during fund drive.  Rich Reardin reiterates the need for WFHB to go beyond the airwaves and really boost the online presence and the coordination of the station along with other community organizations (like Bloomingfoods) since the nature of our radio listenership is too small to generate data.  Maria McKinley suggested publicizing the various and specific ways fund drive money will be dedicated and also some of the success stories that were made possible by the generous donations from our listeners—it’s nice for folks to have tangible evidence of how their contribution helps.  Joe Estivill discussed the merit of placing an ad in the Herald Times, Maria McKinley suggested placing an ad in the IU Alumni magazine.  Cleveland Dietz said any money placed towards advertising should ideally have a lot of crossover with WFHB listeners.  We discussed the need for communication with the volunteer base as well as various forms of incentivizing volunteers to raise the most money they can.  Markus Lowe suggested crowd-sourcing the theme for future fund drives.
  4. DEVELOPMENT DIRECTOR REPORT
    1. Dorothy sent a quick report and Louis Malone commented that the youth education (50K) grant due date of February 1st makes more sense for the station.  Markus Lowe suggested Dorothy Granger send out updates to spot-online as well.  Rich Reardin requested updates from the Development Director so that the board is informed of major spending, get pertinent information, and can contribute their own expertise if applicable.
  5. COMMITTEE REPORTS
    1. Executive Committee

i.      Executive committee did approve the change in the budget for the Stampfli audit.  We had budgeted for 3K, and it turned out to be 5K.

  1. Finance Committee

i.      Finance Committee discussed the audit.  They’re going to take a look at the strategic plan and try and list remaining items in terms of priorities.  The Pastor Fund:  Pam Davidson mentioned that a bank could run batches for credit card transactions free of cost for non-profits and Dorothy asked a particular bank but they didn’t do that, so we’ll have to look elsewhere if we’d like to do this.  Our barrier to credit card donations is pretty high with the ACH information we solicit, so we’re exploring other options for an easier online experience and a larger portion of the revenue we’re generating.  We’re marking the calendar for the Sophia Travis grant next year.  We need to look at sponsorship and underwriting opportunities ASAP as we have shortfalls in these areas in terms of budgeting and actuals.

  1. Policy Committee

i.      We’ll address this in new business.

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

i.      Work has been done on the job descriptions but updates to the operations manual are still in the works.

  1. CATS / News Department

i.      The library is trying to merge the two MOUs and Cleveland is trying to get clarification on certain points.  It’s moving, but slowly.

  1. Equipment Audit

i.      Serve IT has not responded yet to our application.

  1. News Summit Report

i.      Alycin is waiting for reports from a few producers, but it looks like it’s mostly done.  We discussed the News Department mission statement and the replacement thereof.  Rich Reardin discussed the e-mail correspondence he had with Helen Harrell.  The board discussed the podcasting issue with BloomingOUT again.

  1. Activate Personnel Nominating Committee to produce Policy on nominations and hiring  / General Manager Evaluation

i.      Maria McKinley would like to both be ON the committee and be the person people go to talk about being on the committee.  Louis Malone sent some bullet points to the policy committee with regards to hiring and nomination policies.  Louis suggests that Cleveland’s involvement in the committee center around hiring and not the nomination process.  The personnel committee agreed on the time and place of their next meeting.

  1. NEW BUSINESS
    1. Board/Visioning Retreat

i.      We discussed who would we invite and we’re going to shoot for the weekend of December 6th as the best time to hold the retreat.

  1. Audit approval

i.      Addressed in the Executive and Finance Committee reports.

  1. Policy Document Approvals

i.      Policy Committee looked at the governance documents and bylaws.  They re-did the organizational chart.  Special thanks to Richard Fish for formatting and working with the job descriptions and making them uniform.  The board discussed the organizational chart and the job descriptions and, with the corrections and clarifications that came up during discussion, approved all but a few which will be taken up in the next meeting.  Current job descriptions can be found _____________.  We also discussed the grievance policy but tabled formal discussion until the next meeting.  And member can appeal the decisions of the board by submitting a request to the board.

  1. ADJOURNMENT
    1. Sheryl Mitchell motions to adjourn at 10:50pm and Louis seconds.  Meeting adjourned.

News and Public Affairs Committee Minutes – October 23, 2014

Members Present:  Alycin Bektesh, Rich Reardin, Sarah Ryterband, Cynthia Roberts-Hall, Maria McKinley

Members Absent:  Kelly Miller

Chair Sarah calls the meeting to Order at 7:12 pm.

Committee Comments:

Visiting Cuban Artists are in town looking for one more mural to paint for around $1000.  The City does not have any more B-Line space for artists.  Contact Cynthia for more information.

Director’s Report:  Alycin

For our live Election Night coverage, we will simulcast with CATS.  We are going to broadcast from the CATS studio this year.  Although not ideal, it does offer a production studio that will give us the best sound however there is no cell phone service in the studio but we’ll be internet-chatting and have a posted sentry outside to let people in the door which leads directly to the studio.  The County Clerk’s office (Linda Robbins) will be emailing updates to the news media.  Half of our interviews are already booked for election night.  Spots at 15 and 45 on the hour will hopefully be pre-recorded which we can play and there will need to be someone here in the WFHB studio to run things. Rich  R says we could use some inexpensive walkie talkies and Cynthia suggested we contact Lotus festival folks to use their professional grade units to communicate with each other, especially the sentry.

“Back in the day” based on what Joe Estivill has told Cleveland Dietz, there was a programming summit after the fall fund drive where  department heads and news committee and music programming members would meet.  After discussion we have agreed to meet on November 19th at 6 pm for this programming summit.  Cynthia will send out a notice about the change in the NPAC meeting for November.  The NPAC committee will meet on Nov 13th to formulate a plan before this meeting so we will not be reviewing programming but discussing our strategy for the meeting on the 19th.

We need 2 members for our NPAC committee, at least a listener or two listeners.  One listener contacted Alycin about negative feedback concerning the H-T news brief in the mornings and she was invited to attend the meeting tonight to consider joining NPAC.  Another volunteer was also approached by Alycin but is non-committal.  Alycin states  we have the best committee.  And we are all responsible for recruitment.

bloomingOut has put together a great crew that has stepped up to produce the show.  Alycin met Jeff and Jeff who have just moved here from Portland and were involved in local gay radio program there.  There will be many changes to the program including a campus report from LGBT IU students.  The show will be live beginning November 6th.

Rich brings up two issues that he will discuss at the next Board meeting on October 27th:  Helen and Carol’s exit from bloomingOut and the grant for $19,000 for the digital board

CATS week review:

This program is a summary of what has happened and discussed in the various government committees and council meetings from the week.  It is written by our Asst News Director, Joe Crawford, and is produced as a video on the CATS website with the video soundbites pertaining to the stories.  We do not as yet have this linked to our station’s website as CATS wants to draw people to their website   We write it based on CATS’ guidelines but we cannot report it as in the context of a news story.  We could begin to editorialize if we perhaps did a 30 minute story in the format of CATS but then added a 30 minute interview show.  The committee votes to give it a “Green light” and commends Joe for his tireless effort in listening to all those weekly meetings.

Books Unbound:

An open discussion of this program reveals several areas for improvement:

1.  Put up the number of segments online to identify where you are in the book, i.e. this is Segment 4 out of Segment 7.

  1.  The production is not consistent and not as good in certain segments as it relates to the sound. The show could have better editing due to the audible p-pop sounds.
  2. There is some preference to highlight local banned books but those may not be in the public domain which would add a cost although in some cases that would be minimal.
  3. We felt some disconnect with the storyline due to the week in between broadcasts. Rich suggests we put the entire book online and only read portions on air, directing listeners to the website for continuous audio opportunities.
  4. A book should be read like a book and not like radio theater.  Some of us thought the readers went too fast while others thought it was too slow.   We voted to give the show a yellow light and we want to talk to the new producers soon, then review again in 6 months.

Having completed the agenda, we adjourn at 8:50 pm.

Respectfully submitted,

Maria McKinley

Finance Committee Meeting Minutes – October 22, 2014

Attending: Mark Lowe, Jean Hollinger, Pam Davidson, Sarah Borden, Cleveland Dietz

call to order: 6:06pm

1. Audit vs transmitter – Audit wins – $5,000. CPB is $70,000+ income

2. strategic items from strategic plan – Cleveland will share list, and look for in kind donations within [todo]

3. Lotus CDs – more money from BCT placement than Lotus Festival store placement $54 and $30

4. Honda Foundation grant – backup for Raymond Foundation, still will pursue – due Nov 1, pick a strategic spend and run [todo]

5. Angel donors – 1 is in second is coming end of month

6. Fund drive – $8000 short

7. MCCF – pass thru fund. Cleveland to look into it [todo]

8. fund drive numbers – discussed strategies to correct

- lapsed donors, year end drive, credit/debit sustaining donations

9. Sofia Travis grant – calendar mark it for august / sept – county council subcom [todo]

10. Looked at current numbers. Noteworthy:

- 92.3% of pledges collected thus far

- short $4500 in underwriting sales this month

- short $3000 in underwriting day sponsors for fund drive

- need to look at sponsor/underwriting opportunities asap

Adjourn 7:10pm

Executive Committee Meeting Minutes – October 13, 2014

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

  1. Agenda was set.  We discussed the details of what needs to happen for the Personnel Committee.  Additionally, we discussed logistics for the retreat.  We discussed some of the different options that we have for having an audit done for the station—the price tag for which is likely to be a bit more than what we had budgeted for.

Board of Directors Meeting Minutes – September 22, 2014

WFHB BOARD OF DIRECTORS

BOARD AGENDA FOR SEPTEMBER 22nd, 2014

Hooker Conference Room, #245, City Hall

201 N. Morton St., Bloomington, IN

Last month’s minutes—include link to them here.

Present:  Cleveland Dietz, Dorothy Granger, Rich Reardin, William Morris, Joe Estivill, Alycin Bektesh, Sheryl Mitchell, Pamela Davidson, Markus Lowe, Kelly Wherley (recorder), Louis Malone, Darin Bagley, Joe Crawford.

  1. CALL TO ORDER / ATTENDANCE OF BOARD MEMBERS
    1. Called to order at 7:05.
  2. MEET THE DEVELOPMENT DIRECTOR/REPORT
    1. Dorothy Granger discussed various ideas and priorities that have been discussed with her since coming aboard which were enumerated in her handout.  We discussed the importance of underwriting and programs to inform businesses and outlying communities of WFHB and the possibility of getting Dorothy an office—but she’s quite happy where she is for now.  We are all very excited for Dorothy to help the station and we welcome her whole-heartedly.
  3. NEWS SUMMIT REPORT
    1. Alycin says that the 48 page report is almost ready.  She had a small packet for folks to read which outlined attendee data, Big Ideas attendance and participation, volunteer training tracks, and governance model.  Also discussed was department structure and the organizational chart was distributed along with the established training tracks—some of which have solidified recurring dates and others need to be established.  The distinction between news and public affairs was discussed throughout the summit and Alycin thinks that having two separate departments might be the route to take.  Activate and Volunteer Connection have been merged into one segment, and the Daily Local News and its format/focus were also discussed.  It’s clear that not just the staff but also volunteer producers are over-extended in terms of their involvement.  Alycin’s conclusion/recommendation would be to split the News and Public Affairs Departments and make a producer position a part of the staff. Joe Crawford added that the opportunity for feedback on the news shows was a real benefit of having the summit.  Sheryl asked about the departure of Helen Harrell and Carol Fischer and the status of BloomingOUT and Alycin says KBOO out of Portland, OR is a potential partner in that. There are a lot of philosophical questions surrounding the shows, their production and what shows receive priority.  Markus Lowe asked about the process for decision making as it pertains to all of the questions facing the News Department and there are no easy answers.
  4. REVIEW / APPROVAL OF MINUTES
    1. Some changes were made—Pamela Davidson helped Kelly Wherley couch things with more posterity in mind, purchase guidelines were included as they were read, and last names were included (Joe Crawford vs. Estivill, etc.).  Pamela Davidson moves to approve and Sheryl Mitchell seconds.  Minutes pass.
  5. GENERAL MANAGER’S REPORT
    1. We discussed Lotus Live CDs and stocking them at the Lotus store and we noted the need to have plenty of CDs on hand for the Sunday concert as well as all the others because the pickings were pretty slim by Sunday.  Pre-drive notices have been sent out and checks have begun to come in.  The News Room got approved at the August 26th meeting.  Cleveland is going to put off pursuing outdoor speakers because of the cost involved—Markus suggested submitting a written proposal regardless of cost or priority.  CPB notified that WFHB has been reclassified from a class-b station to a class-d station.  Cleveland is not entirely sure of the ramifications of this reclassification but it brings their donation to us from 72K to 57,580 plus incentives.  Also, in 2016, in order to retain the CPB money, we’d need to be a station that makes 300K without that support.  Cleveland will talk to Debra and send updates to the board.
    2. Cleveland submitted the full application to the ServeIT folks to get the list of things we wanted done with them and he’s confident the spring semester will find progress on these.
    3. The move of Jim Hightower did not produce much of a reaction from the listening audience.
    4. We ended up with about 40 tickets left over from Lotus Fest.  Lotus was not willing to buy them back.  There are things we can do for next year—which might include reappropriating some of the costs of fund drive to other initiatives, like sponsoring a stage or bringing in some big-name artists to the Acoustic Roots Festival.  Markus suggests re-evaluating what we did this year to account for the lack of sales rather than scrap the incentive altogether.   We also need to make sure our communication/relationship with Lotus is strong—Lotus has a brand new director and change has been afoot everywhere.
    5. Sexual Harassment situation:  Joe Estivill wants to make sure that we have proper documentation for the situation and have followed proper protocols.  Cleveland notes the need for a grievance policy and a separate sexual harassment policy because the aggrieved didn’t know the proper channels to report the incidents.
    6. BloomingOUT iTunes situation:  The BloomingOUT folks have left the station over an iTunes podcast dispute.  Cleveland reports that the account has been fixed and Joe Estivill stresses the need to inform them that this is the case.  Markus reports that he wasn’t informed of the problem prior to August 1st of 2014.
  6. COMMITTEE REPORTS
    1. Executive Committee

i.      Guidelines and classifications from CPB are coming shortly and we’re going to need to pay for an audit of the station.

ii.      We’re looking into whether or not the Development Director should be on the Finance Committee.

  1. Finance Committee

i.      Mostly looking at clarifying small discrepancies in budgeting numbers.  Cleveland is happy that we’re on budget for the year.

ii.      We curious about the details for the CPB audit.

iii.      They were working on ways to turn the extra Lotus tickets into

iv.      The Fundraising goal is 45K plus an aggressive underwriting focus of 18 potential buyers.

v.      The Finance Committee was handed a list of names to call to encourage them to donate and to “tell ten!”  Please make the calls by Friday, September 26th, 2014.

vi.      Cleveland requests that if anyone finds out that an active Participating Member is no longer participating, please tell Cleveland.

  1. Policy Committee

i.      Policy Committee has been working on revising the governance document.  Markus distributed drafts for review and the next meeting will be in three weeks and edits/comments to Cleveland Dietz for consideration/inclusion.  Items will include revised organizational structure and job descriptions.  Markus is hoping to be able to vote on the changes at the October 27th Board Meeting.  Please have comments submitted by Friday, October, 10th.  They’re also drafting a revised grievance policy.

  1. OLD BUSINESS
    1. Board of Directors Operations Manual

i.      No updates yet.

  1. CATS / News Department

i.      MOU:  Cleveland has asked Michael White about the $1200 annual rental fee and whether in-kind donations of underwriting would cover that fee or if it included some other service and has not yet received an answer.  Michael White had indicated that once Sarah retired the nature of the in-kind contributions may revert to only use of space, but Cleveland doubts this would turn out to be true.  Clarifications are forthcoming.  We have discussed the possibility of having a board member sitting in on those discussions.  With the completion of the news room addition we may not be in need of space from the MCPL but it never hurts to explore these options.

  1. Equipment Audit

i.      Cleveland has finished the application and we’re waiting for the IT folks to make a move.

  1. Marketing Committee Proposal

i.      William reports:  He hasn’t been able to give it the time that he would’ve liked.  He would like to reach out to a number of constituents, and focus quite a bit on the youth and impoverished areas, but after his conversation with Dorothy (who indicated incorporating William’s ideas into her gameplan) he thinks these kinds of initiatives should probably live in an already existing committee.  Markus suggest the finance committee could take on some of these priorities as well.

  1. NEW BUSINESS
    1. Fund Drive

i.      There are catching shifts available and pitching training is required for on-air personalities.

ii.      Things that are changing:  There are not going to be show goals—every show has a goal in the context of the whole day goal, but not every show has a goal.

  1. Visioning Meeting

i.      Joe Estivill would like to plan a Saturday or Sunday in October or early November so that folks can come together and help envision what WFHB can become in the future.  Distinctions between vision/planning/mission were had.  Dates were discussed and nothing was set in stone—late October through early December were all potential.  William Morris asked about taking out an ad for the NAACP convention program which is taking place in Bloomington this year:  according to William, ad space was $60 for a half-page ad and Cleveland indicated that we could afford this.

  1. Joe Estivill’s administrative note:  If committee meeting dates are going to change, please ensure these changes are reflected in the online meeting calendar.
  2. Activate Personnel Nominating Committee to produce Policy on nominations and hiring  / General Manager Evaluation

i.      Open Session Meeting:

  1. Organizational Chart:  Pamela Davidson asks if the organizational chart is a draft (yes) and she suggests using dotted lines for lines from the directors to the committees over which the directors have no actual authority.  Additionally, Pamela floated the Sophia Travis fund as a potential funder for some of the radio station’s initiatives.  Cleveland is working with Dorothy on these types of things and Pamela reminds us of the importance of, in addition to raising funds for the station, raising funds for particular causes (which benefit the station as well) are also important.

ii.      Cleveland states that the Personnel committee could use another member (and to have potential members for the board ready early for election in June) and also to solicit Rich Reardin’s feedback as his experience as an applicant for the Development Director position would be valuable to this committee.

Finance Committee Minutes – September 17, 2014

Attending: Cleveland Dietz, Jean Hollinger, Joe Estivill, Mark Lowe

Call to order 6:10pm

Old Business

  1. Audit vs transmitter question

    1. Audit is critical now. CPB funding requires Audit, so Audit is required this year

    2. Need to clarify dates for Audit requirement (and length of years)

    3. Need to clarify the re-classification

    4. Station will need to raise $300k per year to get back to full CPB funding. $208k current budget so would need additional ~$98k to reach Level B

    5. Bring to board – What is bare minimum for CPB, and what is required minimum for grants? [Cleveland]

  2. Development director

    1. Joe – does development director need to be on Finance Committee?

    2. Mark – let Dorothy know where numbers are and ask if she wants to be on the Committee

  3. Lotus Fund Drive recap

    1. Received $9k, but up $1k (estimate)

    2. Cleveland to make call to Lotus tomorrow and get with Jim on how we can get rest of tickets off our hands.

  4. Development Director update

    1. Dorothy Granger hired and working. Meeting and greeting everyone.

    2. Lotus CDs at Spring Hill and BCT Box Office ($6/$4 split, $.90 to make)

    3. Weekly 1-1 meetings for a development plan.

    4. Participating in conversation with Youth Services Bureau grant

    5. Raymond Foundation grant too

    6. Honda Foundation grant

  5. Audit vs Translator from board (see #1 previous)

New business / Strategic

  1. Credit card: Mark – look for better CC with better rates and incentives

Review monthly statements

  1. Analyze current finance

    1. Good chance of meeting budget for Membership Inc and Underwriting

    2. Follies brought in $550

    3. More than 55 people so seems the tickets were sold at less value (?)

    4. Development director money has not appeared yet

    5. Expense issues

      1. Advertising = Joe Lamantia work from last year

      2. Internet services = verizon account not yet closed

      3. Dues & Subscriptions = old bill from last year PRX

      4. Accounting = budgeted for audit

      5. Engineering = power supplies

      6. Building = HVAC

      7. Computer supplies = Grant money from BCCF for equipment for BC Hour

      8. Office = Printer expense and toner

  2. Highlights for board

    1. Cleveland – Close to actual budget on a very ambitious budget

    2. Mark – Concerns on angel donors bringing in money

    3. All – Concerns on audit – need details, etc. to make an informed decision

    4. Mark/Joe – Flip Lotus tickets into a positive – give to vols, donors, partners, etc.

Adjourn 7:10pm

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.

Board of Directors Meeting Minutes – August 25, 2014

WFHB BOARD OF DIRECTORS

BOARD AGENDA FOR AUGUST 25th, 2014

Hooker Conference Room, #245, City Hall

201 N. Morton St., Bloomington, IN

Present:  Joe Estivill, Pamela Davidson, Louis Malone, Cleveland Dietz, Maria McKinley, Rich Reardin, Markus Lowe, Sheryl Mitchell, Kelly Wherley (recorder), Richard Fish, Carolyn VandeWiele, and Darin Bagley.

  1. CALL TO ORDER / ATTENDANCE OF BOARD MEMBERS
    1. Meeting called to order at 7:04pm.
  2. REVIEW / APPROVAL OF MINUTES
    1. Sheryl moves to approve and Maria seconds.  Approved.
  3. PRESIDENT’S REPORT
    1. No report from the Prez.
  4. TREASURER’S REPORT
    1. Markus reports that the Finance Committee met last Wednesday.  Finance Committee will meet third Wednesday of every month.  The minutes from their meeting will be distributed and will be the best indicator of how they (the committee) are performing, their members, and their priorities.  The Board should take a look at these minutes and see if they have any questions.  Pam comments:  Matchstick is over.  They were using some money that dried up and our donor base may still be in it.  A good question is what the board would be expected to look at from a month-to-month basis.  Pam asked whether or not anything is awry on the statements and Cleveland re-iterated that there’s a quickbook’s error that is making an amount-due mistake that they’re trying to work out with Stampfli.
  5. GENERAL MANAGER’S REPORT REVIEW
    1. Cleveland reports that he and Markus are having breakfast with the Ivy Tech chancellor and Paul to talk about space.  Pamela talked about Paul’s obstinancy (especially concerning vending at events) and Cleveland says that the relationship has changed dramatically for the better since the change in management—for the better!  Outdoor space is going to be on the agenda as well as the outdoor speakers.  Joe asked about the cost for commercial surge protectors and it sounds like they’re about $600/a piece (Jeffrey Morris’ estimate without having looked into it) and we wouldn’t need to buy more than two.
    2. Development Director: Dorothy Granger has been offered the Development Director position and she’s going to start full-time on September 8th.  Scott Hutchinson got a superior job offer and took it.  Dorothy won’t be here for Fall Fund Drive, though, due to a prior travel commitment.
  6. COMMITTEE REPORTS
    1. A note from Joe:  We’re looking to have committee meeting minutes sent out prior to the Board meeting.
    2. Executive Committee

i.      Met for the first time this month and produced the agenda.  They also talked about the Ivy Tech breakfast and the News Summit presentation to the board.

  1. Finance Committee

i.      Contained in Treasurer’s Report.

  1. Policy Committee

i.      Had initial meeting two weeks ago.  Markus, Cleveland, Brother William, Rich Fish, and Hondo attended.  Minutes have been posted to the website.  By-Laws are a tougher conversation.  Proposed changes, if any, will be sent out in April during the Nominating Committee announcements to give everyone a chance to look them over prior to the Annual Meeting.

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

i.      Markus is going to knock this one out.  Cleveland sent it out as a starting point—it’s very old and redundant and Markus will send out a cleaner copy.

  1. CATS / News Department

i.      The next step in this potentiality is to figure out what they would actually want from us in order to make this happen.  Apparently we can get dedicated phone lines so that’s good.  Markus recommends going big in terms of our ask and then shrink it if need be.  Having a shared server at the library is also a bit of an obstacle but getting to Pongo shouldn’t be a problem if you go through smtt:

  1. Status of Development Director

i.      See above (V. b.)

  1. Equipment Audit

i.      Sounds like a team of students are going to do some work for us (running cable, for example) and having the audit will be nice to have in terms of future budgeting and the insurance agencies will be happy to see an equipment list.

  1. Guideline for making local purchases

i.      Read aloud by Louis Malone:  Passes unanimously

  1. Marketing Committee Proposal

i.      William Morris not present

  1. Ivy Tech Green Space – Speakers

i.      They’ll ask Chancellor Vaughn about this tomorrow at the breakfast.

  1. NEW BUSINESS
    1. Cleveland Dietz application to Leadership Bloomington-Monroe County

i.      Cleveland is going to withdraw the request until next year.  He’s not sure that, fiscally, it’s the move to make at this point.  The sudden expenses incurred this year make an expenditure like this a little tough.

  1. News Summit Report  (Louis Malone)

i.      The full report is not yet out.  A quick synopsis shows that around 75 individuals attended at least one session.  Some topics were more interesting than others.  One notable cancelation is the Porch Swing.  This was inevitable as it doesn’t have a producer.  Also, Activate and the Volunteer Network are being combined into one.  The mission statement is under construction—there are three different drafts of the mission statements that will be sent to NPAC when they’re finalized.  Sustainability of the News Director position is also being discussed.  Programming finds focus on the Daily Local News and other potential new shows.  Training and recruitment are also central focal points.  There is a flow chart that demonstrates the various skills that are necessary to become, say, a producer.  Finally, facilities has also been a focus and there’s a list of about ten important purchases/acquisitions which will be necessary for the News Department to function better.  Louis says the attendance waned a bit in the last week but overall it was well attended and lots of passionate discussions were had.  Rich added that he attended a programming session and said that there’s often a desire for volunteers to produce a show but there’s no room for them.  He suggests that using the internet for podcasting and the like would be a great way for folks who want to produce a show but don’t have a slot available to them.  Pamela spoke about the advantages of podcasting.  Markus remarked that he was impressed with the training work that had been done and also that perhaps Alycin might want to wait on the News Department governance documents until we see what shakes out of the Policy Committee meetings and decisions.  Louis re-stated the focus on podcasting too—it’s a great audition space for folks.

  1. Development Director

i.      Cleveland and Joe had a conversation about the nature of CATS and if the DD could rock 10K for the station, we could drop Joe from doing this and he could be free to work on more station-centered business.  Pamela talked about WTIU getting a significant portion of their revenue from production.

  1. Quarterly Meeting

i.      Happening on Saturday, September 6th at 12:15pm.  Cleveland is shooting for the MCHC and Joe has offered the Player’s Pub if that doesn’t work out.

  1. Fund Drive

i.      Cleveland would love to have all of the board members in at some point before the fund drive to record a testimonial.  He’s also trying to get long-time underwriters in to record testimonials.  We’ll have to schedule times so Cleveland is going to e-mail everyone individually.  Joe asked about having board members calling volunteers to remind them about fund drive and to thank them for their service and to ask them to “tell ten.”  Rich Reardin suggests incorporating something similar to the ice bucket challenge as it’s been a really popular and effective fund raiser.  Sending an e-mail out to the volunteership asking for ideas is a good idea.  General discussions concerning ideas or events that could possibly go viral and help raise awareness were had.

  1. Markus moves to adjourn, Sheryl seconds.  Adjourned at 8:25pm.
  2. UPCOMING MEETINGS
    1. September 22nd, 2014
    2. October 27th, 2014
    3. November 24th, 2014
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