CIVL Radio Board Minutes
/* Prepared by Darren Ollinger 2010/08/22 */
/* LEGAL: Errors & Omissions Expected E&OE */
CIVL Board Meeting July 26, 2010
Meeting Attended By
———————————————————————–
Aitken, Greg Treasurer
Ellis, Dustin Station Manager
Franklin, Paul Faculty Director
Gill, Peter President / Chair
Ollinger, Darren Secretary
Singh, Swinder Director
AGENDA
———————————————————————–
1) Agenda
2) Minutes
3) Hiring Committee Conclusions
4) Station Manager’s Report
…
?) Adjourn Monday August 9,2010
———————————————————————–
1. Adopt Agenda
Motion to adopt the agenda
Mover: Swinder All in favour. Motion approved
2. Approval of Minutes
Motion to accept Minutes from Board meeting July 19th,2010 as amended
Mover: Swinder All in favour. Motion approved
3.0 Hiring Committee
In the process of hiring the new Station Manager, a criminal records check for liability purposes is being performed but has not been delivered. The new Station Manager has agreed to the terms set forth by the Station, and has indicated his expectations as far a salary is concerned, would be in the $27,000.00 to $33,000.00 range, which is precisely what the Station had proposed which indicates that he has researched the position and has some employment negotiations experience.
Aaron, the new Station Manager is expected to arrive in the community between the 3rd and the 9th of August, and should be able to attend the next Board meeting in August.
3.1 Training and Transition Priorities
The Interim Station Manager’s plan to familiarize the new Station Manager with the Station’s operations and policy includes a list of projects that include:
- Working with the Capital Acquisitions Committee, and since the incumbent has experience with studio equipment, he will be called on to use his knowledge to develop a plan, and make recommendations for investments in studio equipment that the station will require.
- The development of technical manuals for equipment usage to standardize operations.
- Working with Lynda and the Accountant / Bookkeeper in the familiarization and training of Payroll and Accounts, regular business operations, and budgets.
The Interim Station Manager noted that he would like to have the temporary Tower and 100W Transmitter transition in place before the new Station Manager arrives to alleviate and simplify the transition into management.
Also, consideration has been given with respect to the printing of business cards for the new Station Manager. It was noted that he shall receive a design template, and that relevant information should be gathered from him with respect to contact information.
4.0 Station Manager’s Report
4.1 Tower Business
Alan Stokes from the UFV indicated that the temporary 10 ft. tripod mast to be installed on the roof of building B should be mounted by bolting into concrete, where as a weighted, and subsequently less stable installation, was considered as an alternative.
The temporary tower for the 100W ‘soft launch’ is scheduled for erection before September 6th to meet the CRTC requirements.
The 500W ‘hard launch’ at Ross rd. in conjunction with BC Hydro and the Ministry of Transport (MOT) is scheduled for this fall, perhaps as late as early winter.
Since the last discussion on the cost of bringing the station on-line up and running, it has been noted that all of the equipment has been supplied at no charge, and the one cost that has been incurred is the Internet-Receiver or Sending-Unit, which is transferable from the temporary to the permanent tower.
It was noted that since the Sending-Unit is of a streaming nature, that multiple signals can be used to feed multiple antennae, and in the future, both Abbotsford and Chilliwack can be serviced by it.
The estimated station downtime to occur between the transfer of the Sending-Unit from the temporary tower to the permanent tower is between a couple of days to possibly a week.
Closing tower business, it was noted that expenditures for equipment in the studio may come from the budget (surplus) and equipment for the tower, from the loan, as the indicated by the Interim Station Manager.
4.0 Accounts
4.2.1 Canadian National Marketing
The Station Manager’s stern efforts to contact the CNM representative Barry Engle have been handled through the rep’s secretary, whom indicated he would reply. Subsequently, the company’s contact particulars have been filed in the Accounts folder in Advertising, in the Station Manager’s desk, and now the account will be pursued with a less aggressive approach.
4.2.2 Staples
Staples has approached the station and indicated that they were interested in a 2 week campaign involving a 5 city Campus and Community radio station promotional event, and asked if the station would be participating, upon receipt of an ad-rate package for an in-house commercial production. The Interim Station Manager has replied that, after tendering an ad-rate package and the advert policy, it would be difficult that advertising their sales would occur with an updated rate card.
4.2.3 Advertising Rates
In anticipation of September’s on-air status, the existing rate of $4.00/30s (for internet) would be increased to $8.00/30s for a coverage by the 100W transmitter, and $12.00/30s for the 500W transmitter, as proposed such that the rates are realistic and competitive within the market. The finalized rates may be confirmed at the next Board meeting.
4.2.2.1 Staples Account Reconsidered
After considering the re-structuring of the ad-rates as a function of coverage (function of transmitter power), the Station Manager indicated that some research will be conducted, and given approval by the Chair to convey the $8.00/30s rate, the Staples account may be actualized by September.
4.3 Work Study Proposals
In the pursuit of requesting grants for 3 stimulus positions, those being:
- Musical Librarian
- Spoken Word Coordinator
- Volunteer Coordinator
the Programming Committee will find, in addition to satisfying the new CRTC mandateand requirements, that the mandate and guidelines of the Work Study Program will be supportive. (Documents attached and tabled)
4.4 Student Centre
In negotiations between the Station Manager, representing the input from the Board, with the consultants and architets, the issues raised were as follows:
~ The consultants have committed to a 2000 square foot studio.
~ Considerations to what would be the best possible storage design for the library
(cabinets or shelving). There will be a separate room 20′x20′ for this
~ Some debate among the Board whether to recommend to carpet the concrete
floor in the lobby or not (functional?)
4.5 CRTC Document Summary
The CRTC Document ‘CRTC-2010-499 Summary’ has guidelines as to how CIVL has to change. Of particular interest to the Board, is the interpretation of legal definitions pertaining to Canadian and non-Canadian as applied to Appendix II of the Broadcast Regulatory Policy (CRTC 2010-499) regarding ownership and control. (Summary & Excerpts from Document attached & tabled)
4.8 Motion: To allow the Interim Station Manager to set hours in accordance with the payroll budget including his own hours to a maximum of 25 hours per week until the new training period of the new Station Manager begins.
Mover: Paul All in favour. Motion approved
4.9 Committees
~ Next Programming Committee meeting is Thursday July 29th at 16:30hr
~ Next Policy Committee meeting is Tuesday July 27th, at 17:00hr
~ Next Capital Acquisition Committee meeting postponed until new Station
Manager is able to participate with the Board to have the budget
established and approved by the Board of Directors
~ Next Promotions Committee meeting is TBA with the plan that through
the Student Union Society, Casey’s will be used to stage a launch initiative
which is within the Promotion Director’s budget
After Action Reports will be filed for:
+ Harrison Festival of the Arts / Travis
+ Jam in Jubilee (currently in process on Thursdays)
+ Mission Folk Festival
18:45 In-Camera
18:59 Out of In-Camera
5.0 Programming Committee
Motion: To set a one year term for the chair of the Programming Committee
Mover: Paul All in favour. Motion approved
6.0 Motion: To adjourn until August 9th at 17:15hr
Mover: Swinder All in favour. Motion approved