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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

Help Brown County Hour Raise Money for a New Studio

The Brown County Hour has moved its operations into the new Brown County Historical Society building and is happy to have more space to record in, but needs to build a studio space to provide the quality recording that Brown County–and the rest of south central Indiana–deserves. You can help them pay for it by coming out to enjoy some fine Brown County musicians and participating in a silent auction.

November 1

7 – 10 PM at the Brown County Inn’s Town Hall

$10 entry

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

Donate to WFHB and Receive Lotus Festival Tickets

 

Click here. Thank you so much!

 

 

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

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
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