18August2018

Displaying items by tag: board meeting minutes
Please note that this plain text version of the minutes does not show the formatting of the original document, such as strike-through, bold, or italicized. For the complete document please download the attached pdf, which you can find at the bottom of this page.
 
Minutes
Redwood Community Radio Board of Directors
March 19, 2:00 pm
Heart of the Redwoods Community Hospice, Garberville CA
 
Roll call
 
BOARD-APPOINTED: Christine Doyka, Mark Marchese
MEMBER REPS: Secretary Rob Bier, Sarah Starck
PROGRAMMER REPS: President Jimmy Durchslag, Vice President Zac  Gonzales, Eden Goldberg
 
STATION MANAGER:  Cynthia Click
 
ABSENT: Treasurer Sarah Scudder, Maria Savage
 
GUESTS: none
 
Approval of February minutes 
Bier moved approval.   Doyka seconded.  Passed unanimously.
Approval of agenda
Durchslag moved approval, with the addition of a closed session (personnel) at the end of the meeting.  Starck seconded.  Passed unanimously.
Management report
Click reported that the Public File has been uploaded to the FCC, although some forms are missing because the FCC has not made them available.  There has been some difficulty with the FCC's EEO audit, but the station is in no danger as Click is working it out.  Two news aides have been taken on:  Tanya Horlick and Robert Butler.
Old business
Board elections:  Scudder is the only candidate for the member representative seat, Durchslag the only one for programmer rep.  It was agreed to air a notice soliciting applicants for the Board-appointed seat.  It was also agreed to move consideration of the Board-appointed member to closed session at the next meeting.
Programmers agreement:  No action.  Should not appear on future agendas.
Employee handbook:  Click reported finding a less expensive alternative to the program she described last month.
Committee reports
Programmer representatives:  Gonzales will notify programmers of status of choosing programmer rep.  A programmers' meeting will be held shortly following the pledge drive.
Pledge Drive:  Click announced that two, new laptops have been purchased for the drive.  There was some discussion of challenges with the Silent Drive.
 
Committee meeting schedule
Unless otherwise noted, all meeting take place at KMUD, 1144 Redway Drive, Redway CA.  Persons planning on attending a meeting should confirm beforehand that no changes from this schedule have taken place.
Board of Directors Monday, April 9, 2:00 pm, Hospice
Packet items due March 30
Pledge Drive Thursday, March 29, 1:00 pm
Executive Wednesday, March 28, 12:00 pm, Calico's upstairs
Finance Tuesday, March 27, 1:00 pm
Development Tuesday, March 27, 3:00 pm
 
 
Please note that this plain text version of the minutes does not show the formatting of the original document, such as strike-through, bold, or italicized. For the complete document please download the attached pdf, which you can find at the bottom of this page.
 
Minutes
 
Redwood Community Radio Board of Directors
February 12, 2018, 2:00 pm
 Heart of the Redwoods Community Hospice, 464 Maple Lane, Garberville CA
 
Roll call
BOARD-APPOINTED: Treasurer Sarah Scudder, Mark Marchese, Christine Doyka
MEMBER REPS: Maria Savage, Secretary Rob Bier, Sarah Starck
PROGRAMMER REPS:  President Jimmy Durchslag, Vice President Zac Gonzales, Eden Goldberg
 
STATION MANAGER:  Cynthia Click
 
GUESTS:  behr, Katie McGuire, Michael McKaskle
 
Approval of December and January minutes
Bier moved adoption of both sets of minutes.  Doyka seconded.  Passed unanimously.
Approval of agenda
Doyka moved adoption.  Savage seconded.  Passed unanimously.
Open time 
behr recommended that the station conduct a practice FCC inspection.  McGuire reported that 11 persons attended the CAB recent meeting and that notes for the Board would be forthcoming.
Consent calendar
Changes to Policy Manual 2.4 Board Committees (Please see attachment.)
Bier moved adoption.  Marchese seconded.  Passed unanimously.
Finance committee report
No budget-to-actual report was provided.  This led to an extended discussion of this chronic problem, ending with no resolution.
 
Old business
Elections
Scudder said she had changed her mind about running for the member representative seat.  That left no member rep candidates and one programmer, Durchslag.  
New business
Sexual harassment policy and training
Training is planned for staff and others on Thursday, Feb. 15.  Model policy has been edited by Bier for consistency with RCR.  He said he would distribute a copy to all Board members for their comments prior to the planned training.
Programmers agreement
Still pending
Employee handbook
Click distributed a table of contents from a model employee handbook.  After a brief discussion, consensus was to proceed with developing the document.
Ecstatic dance Earth Day event
Board expressed its support for this event proposed by Goldberg.
Committee reports
Development - Savage
See report.
Pledge Drive - Durchslag
See report.
 
Committee meeting schedule
Unless otherwise noted, all meetings take place at KMUD, 1144 Redway Drive, Redway CA.  Persons planning on attending a meeting should confirm beforehand that no changes from this schedule have taken place.
Board of Directors Monday, March 12, 2:00 pm, Hospice of the
Redwoods
[Board reports due Friday, March 2, COB]
Pledge Drive February 14, 3:00 pm
Policy February 20, 11:00 am, Calico's upstairs
Executive February 20, 12:00 pm, Calico's upstairs
Finance February 27, 1:00 pm
Development February 27, 3:00 pm
I.
Closed session - Personnel
The Board voted to restore Jama Chaplin to the status of volunteer in good standing.  The vote was six yeas, two nays, one abstention.
…………………………………………….
ATTACHMENT TO AGENDA, CONSENT CALENDAR
Deleted language is lined-out.  New language is underlined.
 
2.4 BOARD COMMITTEES
2.4.1 Standing Committees
The Board presently has four five standing committees: Development, Finance, Policy, and Mediation and Pledge Drive. Standing committees include at least one Board member who is the Board-appointed chair. The chairperson of each committee will submit a list of committee members to the Board for approval. Members may be added as recommended by the committee chairperson and are subject to Board approval. Membership of the Board committees will be reviewed annually in the month following the seating of new Board members.
 
Committees draw up their own goals, rules, and definitions to implement the Board's broad plan. Committees report to the Board, which accepts, rejects or modifies their recommendations.  Standing committees can have subcommittees at their discretion. Special committees have a limited project or timeframe. Committee expenditures shall be budgeted and approved ahead of time by the Board. Management's committees, such as the Program Selection and Review Council, are advisory to and defined by management.
 
2.4.2 Pledge Drive Coordinating Committee
The spring and fall on-air pledge drives shall be organized by a coordinating committee of paid and unpaid staff and volunteers. This committee will be a subcommittee of work closely with the Development Committee.
 
The committee will be empowered to provide direction as to themes; create the Silent Drive letter, and organize the many volunteers it takes to staff the pledge drive for the agreed-upon length of the campaign. The committee will determine the length of the drive and when to end the drive.
 
The committee will conduct trainings for volunteers and staff in the skills needed to pitch, produce and coordinate the daily work of the drive.
 
 [The following section is all new.]
 
2.4.3 Development Committee  
 
The Development Committee shall consist of five or more people: one Board-appointed chairperson, at least one other Board member, the Station Manager, the Development Coordinator and at least one other person.
 
Responsibilities of this committee are to develop fundraising activities for RCR. This includes events, tabling campaigns, marketing strategies, merchandising and inventory, promotions, advertising campaigns, and all fundraising in general. This committee will follow the general guidelines for events as outlined in the Fundraising Manual. The committee will draw up proposals to be submitted to and approved by the Board of Directors. Progress on all projects will be reported monthly to the Board, including a final report once the project is completed. At the beginning of the year this committee will draw up a calendar to follow for the year.
 
The Development Committee shall work within the annual budget guidelines approved by the Board of Directors. The Development Committee needs to work in parallel with the Finance Committee to increase consistent cash flow while also working within the current financial restrictions dictated by the Finance Committee.
 
Open time shall be available to all guests. Guests can be part of brainstorming process if the Committee members request it. Proposals may be submitted to the Committee in writing or by email for consideration. Recommendations will be clearly outlined and proposed to the Board if deemed relevant by the Committee.
 
If a vote is taken at a meeting, only the members of the Committee will be counted to make final decisions. Guests may be included in a straw poll, and this count will be included in the report to the Board, but not part of a decision making vote.
 
On the occasion that timely decisions need to be made, only the Committee members will participate in a vote to decide how to proceed. This will be clearly reported to the Board with explanation regarding the need for the quick decision.
 
This Committee will take a large role in recruiting, organizing and training volunteers. Volunteer networks shall be created and documented for future reference. Key volunteers will be delegated to and entrusted with coordinating and recruiting other volunteers for particular events or task management. Dependable volunteers will be trusted to work drives, booths, events, tables, etc. Developing solid relationships with dedicated volunteers will be a goal of this committee.
 
 
Please note that this plain text version of the minutes does not show the formatting of the original document, such as strike-through, bold, or italicized. For the complete document please download the attached pdf, which you can find at the bottom of this page.
 
Vision Statement: Redwood Community Radio envisions a community of listeners who, guided by the example of RCR programming, work together to create better, more just and sustainable world systems to ensure that all humans and other living species on earth move toward a higher quality of life and are able to survive challenges in the time ahead.
 
Mission: Redwood Community Radio will encourage a communication center of open airways (KMUD) for all voices to inform, educate, entertain and inspire the listening community through quality programming.
 
Minutes
Redwood Community Radio Board of Directors
January 8, 2018, 2:00 pm
Heart of the Redwoods Community Hospice, Garberville CA
 
I. Call to order
 
II. Roll call
 
BOARD-APPOINTED: Treasurer Sarah Scudder, Christine Doyka
MEMBER REPS: Sarah Starck
PROGRAMMER REPS: President Jimmy Durchslag, Vice President Zac  Gonzales, Eden Goldberg
 
STATION MANAGER:  Cynthia Click
 
ABSENT: Maria Savage, Secretary Rob Bier, Mark Marchese
 
III. Approval of December minutes
Scudder moved to table, there being no draft minutes to consider.  Goldberg seconded.  Passed unanimously.
IV. Approval of agenda
Durchslag moved approval with the addition of CAB appointments under New Business.  Doyka seconded.  Passed unanimously.
V. Open time (No speakers.)
VI. Management report
VII. Finance committee report
 
VIII. Old business
A. Upcoming financial workshop 
Date set as Jan. 11 at 10:00 am, at the station.
General Guidelines for Events (Please see attachment.)
General guidelines for events were drafted by Starck for the fundraising binder.  Starck moved approval.  Goldberg seconded.  Passed unanimously.
B. Annual Membership/Volunteer Appreciation Party planning 
The annual meeting was set for 2:00-4:00 pm, Jan. 21 at the Mateel.  
C. Human Resources Committee proposal
Starck moved creation of a management support team.  Scudder seconded.  Passed unanimously.
IX. New business
A. Policy Proposals (Please see attachment.): Board Committees; Development Committee
 
1. 2.4.1 Standing Committees, 2.4.2  Pledge Drive Committee.  Starck moved adoption.  Goldberg seconded.  Passed unanimously.
2. 2.4.4 Development Committee.  Doyka moved adoption, with minor edits.  Starck seconded.  Passed unanimously.
 
B. Change to Programmers' Agreement
Extended discussion, particularly from the programmer representatives.  Scudder to send discussion notes to Board for creation of an email to be sent to the program directors.
C. CCUSH Credit Card Change
Starck moved removal of Jeanette Todd's name as a signer on the card and the addition of Cynthia Click's.  Goldberg seconded.  Passed unanimously.
D. CAB Appointments
Starck moved appointment of Bonnie Blackberry, Betty Miller and Katie McGuire as Citizens Advisory Board members.  Durchslag seconded.  Passed unanimously.  Corresponding Secretary Doyka will inform CAB Chair Sienna Klein.
 
X. Committee reports
 
XI. Committee meeting schedule
Unless otherwise noted, all meeting take place at KMUD, 1144 Redway Drive, Redway CA.  Persons planning on attending a meeting should confirm beforehand that no changes from this schedule have taken place.
Board talk show January 10, 7:00 pm, Durchslag and Goldberg
Pledge Drive January 11, 1:00 pm
Board & staff meeting January 16, 10:00 am
Finance January 16, 1:00 pm
Development January 16, 3:00 pm
Executive January 24, noon, Calico's upstairs
Policy January 24, 11:00 am, Calico's upstairs
Board of Directors February 12, 2:00 pm, Community Hospice
 
XII. Closed session: Personnel issues; Review of volunteer standing 
………………………………………………….
Attachments
Item VIII.B. General Guidelines for Events
 
General Guideline for Events shall be as follows:
 
A reasonable amount of time prior to the event, a proposal shall be submitted by the Development Advisory Committee to the Board and Management for approval of the event including all details.
The Budget has to be approved by Board of Directors and Management and must fit into the overall budget for the current year approved by the Board.  After that budget is approved only the money that has been allocated for said event may be spent, unless management approves additional expenditures.
 
The Proposal Needs to Include the Following:
-Staff hours utilized
-Minimum number of volunteers needed
-Volunteer hours needed
-Proposed Budget with potential income target
-Including all other itemized costs
-permits
-insurance
-venue
-food
-bar
-entertainment
-tech
-security
-clean up
-promotion
-etc.
 
Once approved, a timeline of deadlines for applications re: liquor license, road closures, etc. shall be created and submitted to management and the Development Committee.
 
All contracts created must be co-signed by the station manager and kept in an event specific file with all related documents.
-entertainment
-security
-venue
-contracted clean-up
-etc.
 
Networking for volunteers recruitment will begin as soon as possible.
Promotion, marketing, posters, etc. need to be created asap.
 
Keep a list of everything money is spent on: when/where/why/how much/by whom. Have any and all large expenditures pre-approved by management.  Any sponsorships have to be listed with amounts, dates, payment method. It should be noted when they are deposited and by whom.
 
Keep track of all inventory taken to each event, Count everything before and after, Have two people sign off in and out.  This includes merchandise, as well as, food, coffee, drinks, alcohol, etc.
 
Keep track of time spent by staff and volunteers.  Make a schedule of shifts and notes of who shows up and works well and who doesn't.  Each coordinator is responsible for making sure this happens at their booth (drink/bar, kitchen, merchandise table, etc.).  The overall responsibility is held by the main coordinator(s) of the event.
 
Every department/booth/table at an event needs to keep a clear accounting of income per shift using the form provided. Again, each coordinator is responsible for making sure this happens at their booth (drink/bar, kitchen, merch, table, etc.).  The overall responsibility is held by the main coordinator(s) of the event.  Follow the Cash Handling Procedures as outlined in the following paragraph.  
 
Be sure to count the cash you start with and to have two people sign off on it. When shifts change, write down how much cash came in during the shift. Have two people sign off on the count, as well as on how much is left in the cash box for the next shift.  Have each new person sign off on new amount at beginning of their shift, repeat. If there is a person acting as a cash pickup rover, each cash box needs to be logged onto a form signed off on by two people (i.e., who picked it up and who 'released' it) It should note which booth it came from, as well as counted by two people and initialed.  Use the official forms provided by RCR.
 
If tickets/wristbands are sold, a count needs to be done of each one, where it was sold (i.e., in advance or at the door) and exactly how many were given away and to whom.  
 
A clear accounting should be known before the event ever begins.  Keep all receipts together with the list of expenses.  Receipts need to have the signature of the person who paid the charge before being turned in to the bookkeeper. Unapproved expenses will not be reimbursed.
Any and all cash that is paid out at the end of an event needs to be signed off on by the person receiving the money, as well as two KMUD representatives.  
 
Within a week after the event a clear profit/loss needs to be submitted to management, the Development Committee and filed with all of these forms/documents in the event file for future reference.
 
Item IX. A. Proposed Policy Changes
(Additional language is underlined.  Deleted language is lined out.)
2.4 BOARD COMMITTEES 
2.4.1 Standing Committees 
The Board presently has four five standing committees:  Development, Finance, Policy, and Mediation and Pledge Drive.  Standing committees include at least one Board member who is the Board-appointed chair.  The chairperson of each committee will submit a list of committee members to the Board for approval.  Members may be added as recommended by the committee chairperson, and are subjected to Board approval.  Membership of the Board committees will be reviewed annually in the month following the seating on new Board members.
Committees draw up their own goals, rules, and definitions to implement the Board's broad plan. Committees report to the Board, which accepts, rejects or modifies their recommendations. Standing committees can have subcommittees at their discretion. Special committees have a limited project or timeframe.  Committee expenditures shall be budgeted and approved ahead of time by the Board. Management's committees, such as the Program Selection and Review Council, are advisory to and defined by management. 
2.4.9 Pledge Drive Coordinating Committee
 
The spring and fall on-air pledge drives shall be organized by a coordinating committee of paid and unpaid staff and volunteers.  This committee will be a sub-committee of work closely with the Development Committee.
The committee will be empowered to provide direction as to themes, create the Silent Drive letter, and organize the many volunteers it takes to staff the pledge drive for the agreed-upon length of the campaign.  The committee will determine the length of the drive, and when to end the drive.
The committee will conduct trainings for volunteers and staff in the skills needed to pitch, produce and coordinate the daily work of the drive. 
2.4.10 Development Committee   [All new]
The Development Committee shall consist of five or more people:  one Board appointed chairperson, at least one other Board member, the Station Manager, the Development Coordinator, and at least one other person.  
Responsibilities of this Committee are to develop fundraising activities for RCR.  This includes events, tabling campaigns, marketing strategies, merchandising and inventory, promotions, advertising campaigns, and all fundraising in general.  This committee will follow the general guidelines for events as outlined in the Fundraising Manual.  The committee will draw up proposals to be submitted to and approved by the Board of Directors.   Progress on all projects will be reported monthly to the Board including a final report once the project is completed.  At the beginning of the year this committee will draw up a calendar to follow for the year.
The Development Committee shall work within the annual budget guidelines approved by the Board of Directors.  The Development Committee needs to work in parallel with the Finance Committee to increase consistent cash flow while also working within the current financial restrictions dictated by the Finance Committee.  
Open time shall be available to all guests.  Guests can be part of brainstorming process if the Committee members request it.  Proposals may be submitted to the Committee in writing or by email for consideration.  Recommendations will be clearly outlined and proposed to the Board if deemed relevant by the Committee. 
If a vote is taken at a meeting, only the members of the committee will be counted to make final decisions.  Guests may be included in a straw poll, and this count will be included in the report to the Board, but not part of a decision making vote.   
On the occasion that timely decisions need to be made, only the Committee members will participate in a vote to decide how to proceed.  This will be clearly reported to the Board with explanation regarding the need for the quick decision.
This Committee will take a large role in recruiting, organizing, and training volunteers.  Volunteer networks shall be created and documented for future reference.  Key volunteers will be delegated to and entrusted with coordinating and recruiting other volunteers for particular events or task management.  Dependable volunteers will be trusted to work drives, booths, events, tables, etc.  Developing solid relationships with dedicated volunteers will be a goal of this committee.
 
Please note that this plain text version of the minutes does not show the formatting of the original document, such as strike-through, bold, or italicized. For the complete document please download the attached pdf, which you can find at the bottom of this page.
 
Minutes
Redwood Community Radio Board of Directors
December 11, 2017, 3:30 pm
Heart of the Redwoods Community Hospice, Garberville CA
 
Roll call
 
BOARD-APPOINTED: Treasurer Sarah Scudder, Christine Doyka
MEMBER REPS: Maria Savage, Secretary Rob Bier, Sarah Starck
PROGRAMMER REPS: President Jimmy Durchslag, Eden Goldberg
 
STATION MANAGER:  Cynthia Click
 
ABSENT:  Mark Marchese, Vice President Zac  Gonzales
 
GUESTS: Johanna, Denise, behr
 
Approval of November minutes
Doyka moved adoption.  Bier seconded.  Passed unanimously.
Approval of agenda
Bier moved adoption.  Durchslag seconded.  Passed unanimously.
Open Time
Johanna proposed holding a no-cost membership meeting at the station
Management report
There was extended discussion of staff changes.  This included Simon Frech's retirement plans, Ruby Guillette's resignation as membership coordinator, and hiring of a news assistant.  
Old business
A. Approval of 2018 budget
Discussion of staff costs was the principal matter of interest.  Finance Committee members explained how the proposed salary figures were developed.  Durchslag moved approval of the 2018 budget.  Bier seconded.  Passed unanimously.
B. Reschedule financial workshop
Item was deferred until discussion of committee meeting dates.
Finance committee report
Starck discussed the Corporation for Public Broadcasting grant, its expected timing and uses.  behr was given permission to make her Open Time remarks, as requested.  She raised the matter of the expended $50,000 reserve, staff costs, fundraising events.  Starck urged a plan for better utilizing volunteers.  Durchslag pointed out that the most-organized volunteer events are the pledge drives, and that the station has not had its needs met on that score.  behr alleged that former station manager Jeanette Todd drove volunteers away, a matter which she said should be addressed.
New business
A. Elections
Bier volunteered to chair election committee.  Gonzales volunteered to be the programmers' representative.
B. Annual Membership/Volunteer Appreciation Party planning
Durchslag said the studio was too small to host the event.  Click said there was value in the meeting in addition to its being required, and that it only cost RCR $300 last year.
C. Human Resources Committee proposal
Bier and Click agreed to develop language to describe the committee, emphasizing its advisory nature.
Committee reports
Member representatives
Starck said she had received a handout from Betty Miller and that she would email copies to the Board.  There was discussion of participating in the Emerald Cup.  Click and others brought up the unfortunate history of past involvement.
Development
A policy for guiding planning and execution of special events was discussed.  Starck volunteered to draft a policy for the Development Committee's guidance.
Committee meeting schedule
Unless otherwise noted, all meeting take place at KMUD, 1144 Redway Drive, Redway CA.  Persons planning on attending a meeting should confirm beforehand that no changes from this schedule have taken place.
Development December 28, 3:00 pm
Finance December 28, 1:00 pm
Policy January 3, 11:00 am, Calico's upstairs
Executive January 3, 12:00 pm, Calico's upstairs
Board of Directors January 8, 2:00 pm, Hospice of the 
Redwoods
Board talk show January 10, 7:00 pm
Financial workshop January 11, 10:00 am
Pledge Drive January 11, 1:00 pm
Closed session - Personnel
 

Please note that this plain text version of the minutes does not show the formatting of the original document, such as strike-through, bold, or italicized. For the complete document please download the attached pdf, which you can find at the bottom of this page.

Minutes
SPECIAL MEETING
Redwood Community Radio Board of Directors
July 6, 2017, 5:30 pm
Healy Senior Center, Redway CA
 
Roll Call
 
BOARD-APPOINTED: Treasurer Sarah Scudder, Corresponding Secretary Christine Doyka
MEMBER REPS: Maria Savage, Secretary Rob Bier, Sarah Starck
PROGRAMMER REPS: President Jimmy Durchslag, Vice President Zack “Doopi” Gonzales, Eden Love
 
STATION MANAGER: Cynthia Click
 
ABSENT: Mark Marchese
 
GUEST: Kelly Lincoln
 
 
Approval of Agenda
 
Starck moved to adopt.  Doyka seconded.  Passed unanimously.
 
 
New Business
 
Annual audit
 
Click detailed problems with the novelty inventory that resulted in some not being accounted for properly.  The dollar amount was not enough to be of concern for the Corporation for Public Broadcasting; procedures are being corrected.  Discussion continued regarding several items that did not appear to match RCR’s own accounting.  Durchslag pointed out that the question before the Board was whether to accept the audit as is; apparent conflicts in accounting methods could be addressed at the next Finance Committee meeting.  
 
Bier moved acceptance of the audit.  Scudder seconded.  Passed with seven yea votes, Starck abstaining.
 
The meeting was adjourned.
 

Please note that this plain text version of the minutes does not show the formatting of the original document, such as strike-through, bold, or italicized. For the complete document please download the attached pdf, which you can find at the bottom of this page.

Minutes
Redwood Community Radio Board of Directors
July 11, 2017, 4:00 pm
KMUD Studios, Redway CA
 
Roll Call
 
BOARD-APPOINTED: Treasurer Sarah Scudder, Corresponding Secretary Christine Doyka
MEMBER REPS: Maria Savage, Secretary Rob Bier, Sarah Starck
PROGRAMMER REPS: President Jimmy Durchslag, Vice President Zack “Doopi” Gonzales, Eden Love
 
STATION MANAGER: Cynthia Click
 
ABSENT: Mark Marchese
 
GUESTS:  behr, Dan Glaser, Kelly Lincoln, Michael McKaskle
 
Approval of June and July 6 Minutes
 
McKaskle asked that his statement about programmers and volunteer time be clarified to state that he believes that for every hour of time spent on the air, programmers should provide an hour of volunteer time.  
Bier moved approval of the June minutes, with McKaskle’s change.  Durchslag seconded.  Passed with seven yeas, one abstention.
Doyka moved approval of the July 6, special meeting minutes.  Durchslag seconded.  Passed unanimously.
 
Approval of Agenda
 
Scudder moved approval.  Savage seconded.  Passed unanimously.
 
Open Time 
 
Concerning the by-laws changes on the agenda, behr asked that they be tabled.  She said that the Board had failed to provide the exact wording of proposed changes twice, which would be in keeping with RCR policy and practice.
 
Consent Calendar
 
Remove two prohibited classes from definition of community member on Mediation Committee (second reading)
 
Scudder moved to table.  Doyka seconded.  Passed with five yea votes, one nay, one abstention.
 
By-laws changes regarding timing of Board elections (second reading)
 
Durchslag moved to table.  Bier seconded.  Passed with seven yeas, one abstention.
 
Management Report
 
Durchslag said he would pursue the matter of accessing and possibly giving up RCR’s safe deposit box at the Southern Humboldt Community Credit Union.  Authorized users currently are a former Board member and a former station manager.
Click reported that ads have been placed for a traffic manager; Brittany Hutcherson is resigning and leaving the area.
 
Finance Committee Report
 
The mid-year budget review will begin by email, then be taken up in the Finance Committee.
The problem of underwriting receivables was discussed.  Some underwriters are thousands of dollars in arrears due to a failure to bill them.  This was caused by RCR’s old database system, which has now been replaced for underwriting purposes.  Click said two of those debts are lost, and one is being worked out.  
Starck asked for a cash-flow statement, in addition to the documents already produced on a regular basis.  She also wants sustaining members split out of the total contributions.  She volunteered to assist Click with the novelty inventory being initiated.  Starck suggested a re-examination of paper mailings, with an eye to using email instead.  For example, pledge payment reminders could be emailed, creating some cost savings.  Sustainers might be excluded from silent drive mailings, which might also be shifted, at least in part, to email.  
 
Old Business
 
Transmission equipment: Cahto Peak and Shelter Cove
 
New Business
 
Changes to 5.5.2, Vacation Policy
Bier moved referral to Click for check into compliance with state law.  Savage seconded.  Passed unanimously.
 
Changes to Compliance Calendar
The document was reviewed, but did not require Board approval.
 
Programmer-candidates for public office
Doyka moved adoption with the final sentence removed.  Love seconded.  Passed unanimously.
 
Committee Reports
 
Programmer Representatives
Durchslag promised to circulate notes on the July 9 programmers meeting.  A discussion ensued regarding special events and their general cost.
 
Development
Savage recapped the input received from Becky Mier, development director at KBOO, Portland.
 
Mediation
Doyka said the committee wanted to provide the Board with a brief demonstration of the mediation process.  It was agreed that 15 minutes would be set aside at a future meeting for this.
 
Committee Meeting Schedule  
 
Unless otherwise noted, all meetings take place at KMUD, 1144 Redway Drive, Redway CA.  Persons planning on attending a meeting should confirm beforehand that no changes have taken place in this schedule.
 
Board of Directors August 8, 4:00 pm, Healy Senior Center
Development July 20, 11:00 am
Executive July 26, 12:30 pm, Calico’s upstairs
Policy July 26, 11:00 am, Calico’s upstairs
Finance July 20, 1:30 pm
Board Talk Show July 12, 7:00 pm
 
Closed Session – personnel
 
Doyka moved elimination of the volunteer coordinator position.  Starck seconded.  Passed with six yea votes, one nay, one abstention.
 

Please note that this plain text version of the minutes does not show the formatting of the original document, such as strike-through, bold, or italicized. For the complete document please download the attached pdf, which you can find at the bottom of this page.

Minutes
Redwood Community Radio Board of Directors
October 10, 2017, 4:00 pm
Healy Senior Center, Redway CA
 
 
Roll call
 
BOARD-APPOINTED: Treasurer Sarah Scudder, Christine Doyka, Mark Marchese
MEMBER REPS: Maria Savage, Secretary Rob Bier, Sarah Starck
PROGRAMMER REPS: President Jimmy Durchslag, Vice President Zac Gonzales, Eden Goldberg
 
ABSENT: Station Manager Cynthia Click
 
Approval of August and September minutes
Bier moved approval of the August minutes.  Doyka seconded.  Passed with seven yea votes, one abstention.  Marchese moved approval of the September minutes.  Bier seconded.  Passed with seven yea  votes, one abstention.
Approval of agenda
Doyka moved approval.  Savage seconded.  Passed unanimously.
Open time 
Michael McKaskle asked that the July minutes be changed to more accurately reflect his remarks made in June.  In discussion, it was agreed that the Secretary could make a three-word correction without requiring formal reapproval by the Board.
Consent Calendar
A. Change Policy Manual Section 5.5.2, Vacation to eliminate annual payouts for unused vacation time and to set standards for accrual. (Please see attachment.)
B. Change Bylaws, Article 3 regarding notification of Members in case of special meetings. (Please see attachment.)
Marchese moved approval.  Gonzales seconded.  Approved unanimously.
Old business
A. Programmers Guide
Bier, Goldberg and Starck volunteered to produce a low-cost programmers guide with advertising.
New business
A. Change Bylaws, Article III, to remove specification of June as time for annual members meeting.
Durchslag moved adoption.  Doyka seconded.  Passed unanimously.
B. Dedicate one day of pledge drive income to the Mateel Community Center.
Marchese opposed the idea of giving an unknown amount of money to the Mateel, saying the Board’s first responsibility was to RCR.  Durchslag said there were other possibilities for showing support for the Mateel.  Scudder moved sending the idea to the Pledge Drive Committee for fleshing out and Board approval by phone.  There were four yea and five nay votes.  The motion failed.  Starck said only cash or credit donations should be given to the Mateel, no pledges.  A concern was raised that FCC or CPB regulations may prohibit such fundraising.  Durchslag moved that 1) all contributions to the Mateel on its day of the drive must be paid-in-full on that day, and 2) the Pledge Drive Committee should develop a detailed plan and proceed.  Bier seconded.  Passed unanimously.
Finance committee report
Scudder said the meeting was devoted primarily to talking with RCR’s external auditor about the most recent audit and other questions.  She said that went very well.  Starck’s proposed changes to bookkeeping procedures will be reviewed by Finance.  Scudder promised a 2018 budget for the November meeting.
Committee reports
Programmer representatives
Durchslag said he was continuing to try organizing a programmers’ meeting, preferably before the pledge drive.
Development – Savage
Report is attached to agenda.
Pledge Drive – Durchslag
He noted that persons making pledges are typically sent only one reminder notice, suggesting various ways of handling that.
Management Evaluation
Durchslag shared en evaluation form for staff members.  He said Click had not yet turned in her self-evaluation and that he expected it soon after her pending return from vacation.
Committee meeting schedule
Unless otherwise noted, all meeting take place at KMUD, 1144 Redway Drive, Redway CA.  Persons planning on attending a meeting should confirm beforehand that no changes from this schedule have taken place.
A. Board of Directors November 7, 3:30 pm, Healy Senior Center
B. Development October 26, 3:00 pm
C. Executive October 17, noon, Calico’s upstairs
D. Policy October 17, 11:00 am, Calico’s upstairs
E. Finance October 26, 1:00 pm
F. Pledge Drive 3rd Tuesday, 1:00 pm
G. Board talk show October 11, Bier and Goldberg
 
………………………………
ATTACHMENT TO MINUTES, CONSENT CALENDAR
Deleted language is lined-out.  New language is underlined.
ITEM A, POLICY CHANGE
5.5.2 VACATION
Vacation time accrues for employees (minimum 24 hours per week) from the first day of employment and can be used after the completion of 30 days of employment.  Vacation time must be accrued before it can be used.  The accrual factor is based upon a 40-hour work week.  This would be: five eight days for the first year, 10 days the second year, 15 days after five years and 20 days per year thereafter. Employees who work less than 40 hours will accrue vacation at the appropriate percentage of this rate.  There will be a limit of one year of unused vacation time earnings for the year that the vacation day is based upon. Unused vacation days will be paid out each December.  Vacation accrual will not be carried over, so that every year begins with a clean slate.  Unused vacation days may be carried over to subsequent years, with the proviso that no more days than 1.75 times the employee’s current annual accrual rate may be accrued. Vacation days may only be converted to a cash payout upon separation. RCR strongly encourages each paid employee to use vacation time each year.  The intent is 1) that each employee actually gets an annual rest, and 2) that prolonged absences not negatively impact RCR.  Exempt employees will accrue vacation hours based on actual hours worked.
 
[This policy change will take effect on January 1, 2018.]
ITEM B, BYLAWS CHANGE
Article III. Meetings
…………….
 
Section 4. Special meetings of the Board may be called by the President or three of the Directors. Special meetings of the Board shall be held upon four days’ notice by first-class mail or 48 hours’ notice delivered personally, by email or by telephone. Telephone shall be the first method used to attempt to contact Directors. The articles or bylaws may not dispense with notice of a special meeting.
 
ATTACHMENT TO MINUTES, NEW BUSINESS
Deleted language is lined-out.  New language is underlined.
ITEM A, BYLAWS CHANGE
Article III. Meetings
 
Section 1. There shall be an annual meeting of the Members preceding the regular June Board meeting for the purpose of nominating their representatives to the Board of Directors and for conducting other business pertinent to RCR.
Section 2. The Board of Directors may call other meetings of the membership, as needed.
Section 3. The Board of Directors shall meet at regular monthly meetings and as necessary. There shall be a quorum of five Directors to conduct business. The date and time of the upcoming meeting shall be set at the previous meeting.
Section 4. Special meetings of the Board may be called by the President or three of the Directors. Special meetings of the Board shall be held upon four days’ notice by first-class mail or 48 hours’ notice delivered personally or by telephone. Telephone shall be the first method used to attempt to contact Directors. The articles or bylaws may not dispense with notice of a special meeting.
 

Please note that this plain text version of the minutes does not show the formatting of the original document, such as strike-through, bold, or italicized. For the complete document please download the attached pdf, which you can find at the bottom of this page.

Minutes
Redwood Community Radio Board of Directors
November 7, 2017, 3:30 pm
KMUD Studios, Redway CA

Roll call

BOARD-APPOINTED: Christine Doyka, Mark Marchese
MEMBER REPS: Maria Savage, Secretary Rob Bier, Sarah Starck
PROGRAMMER REPS: President Jimmy Durchslag

STATION MANAGER: Cynthia Click

ABSENT: Treasurer Sarah Scudder, Vice President Zac Gonzales, Eden Goldberg

GUESTS: behr, Michael McKaskle, Kelley Lincoln

Approval of October minutes
Marchese moved approval. Savage seconded. Passed unanimously.
Approval of agenda
Starck moved addition to New Business of an item on changes to bookkeeping procedures (contained in the Finance Committee report). Doyka seconded. Passed unanimously. Durchslag moved addition to New Business of a community meeting discussion. Savage seconded. Passed unanimously. Durchslag moved approval of the agenda, as amended. Starck seconded. Passed unanimously.
Consent Calendar
Change Bylaws, Article III, to remove specification of June as time for annual members meeting. (Please see attachment.)
Doyka moved approval. Marchese seconded. Passed unanimously.
Management report
There was an extended discussion of the ongoing Pledge Drive. Click expressed concern, saying she saw low energy and a shortage of volunteers. Durchslag said he had not seen that, that the energy seemed good. Savage also said the energy level seemed good. Click said that in the future, reports from the programming, development and membership departments would be incorporated in her management report and no longer provided separately.
Finance committee report
The report detailed changes made from the 2017 budget in creating the 2018 draft budget. It also contained seven proposals concerning bookkeeping and related financial matters. Not all were deemed as requiring Board approval. Bier moved approval of a change in RCR’s accounting to a modified cash basis. Starck seconded. Passed unanimously. Durchslag moved that all bad debt more than a year old be written off. Starck seconded. Passed unanimously. Starck moved that RCR re-hire its audit accountant, Stacey Edgmon. Doyka seconded. Passed unanimously. Starck moved closure of three checking accounts held at the Southern Humboldt Community Credit Union: “Building Expansion,” #15290; “Full Power Upgrade,” #15268; “New Reserve Fund,” carried on RCR books as 1-1051, with all funds to be re-deposited in RCR’s main account. Doyka seconded. Passed unanimously.
New business
Draft 2018 budget
Bier moved preliminary approval. Marchese seconded. Passed unanimously.
[At this point Kelly Lincoln was permitted to deliver remarks à la “Open Time.” She congratulated the Board on getting old debt out of the budget; raised questions of how trade is treated in the budget; suggested that monthly contributors’ credit cards be used only for one year, then renewed; said she was concerned with how the reserve had been handled in 2016,]
Set workshop on reading financials
This informal review of elementary accounting practices was set for Nov. 21 at 2:00 pm.
Changes to bookkeeping procedures
(Please see “Finance committee report.”)
Community meeting
Meeting was set for Nov. 30, 6:30-8:30 pm, possibly at the Redwood Playhouse. Click will circulate draft agenda to Board.

Committee reports
Programmer representatives
Durchslag reported that some 30 persons showed up for the programmers’ meeting. There was much discussion of the news and station finances. He called it, “a really good meeting.” (See notes in Board packet.)
Management Evaluation
Input has been received from staff members, as well as Click’s self-evaluation. Follow-up meeting will occur soon.
Elections – Durchslag
Bier volunteered to chair the Elections Committee
Committee meeting schedule
Pledge Drive November 15, 1:00 pm
Policy November 28, 11:00 am, Calico’s upstairs
Executive November 28, 12:00 pm, Calico’s upstairs
Finance November 28, 1:00 pm
Development November 28, 3:00 pm
Board of Directors December 11, 3:30 pm, Hospice of the
Redwoods
NOTE: Dec. 11 is a Monday.
…………………………….

ATTACHMENT TO AGENDA, CONSENT CALENDAR
Deleted language is lined-out. New language is underlined.
ITEM A, BYLAWS CHANGE
Article III. Meetings

Section 1. There shall be an annual meeting of the Members preceding the regular June Board meeting for the purpose of nominating their representatives to the Board of Directors and for conducting other business pertinent to RCR.
Section 2. The Board of Directors may call other meetings of the membership, as needed.
Section 3. The Board of Directors shall meet at regular monthly meetings and as necessary. There shall be a quorum of five Directors to conduct business. The date and time of the upcoming meeting shall be set at the previous meeting.
Section 4. Special meetings of the Board may be called by the President or three of the Directors. Special meetings of the Board shall be held upon four days’ notice by first-class mail or 48 hours’ notice delivered personally or by telephone. Telephone shall be the first method used to attempt to contact Directors. The articles or bylaws may not dispense with notice of a special meeting.

 

Please note that this plain text version of the minutes does not show the formatting of the original document, such as strike-through, bold, or italicized. For the complete document please download the attached pdf, which you can find at the bottom of this page.

Minutes
Redwood Community Radio Board of Directors
September 5, 2017, 4:00 pm
Healy Senior Center, Redway CA
 
 
Roll call
 
BOARD-APPOINTED: Treasurer Sarah Scudder, Mark Marchese, 
Christine Doyka,
MEMBER REPS: Maria Savage, Secretary Rob Bier, Sarah Starck
PROGRAMMER REPS: President Jimmy Durchslag, Vice President Zack “Doopi” Gonzales
 
STATION MANAGER:  Cynthia Click
 
ABSENT: Eden Goldberg
 
GUESTS:  Chanin, behr. Michael McKaskle
 
Approval of August minutes
The “Financial committee report” item contained three erroneous sentences.  Inclusion of the policy manual and bylaws language changes was requested.  Bier moved deferral of minutes.  Scudder seconded.  Passed unanimously.
Approval of agenda
Scudder moved addition of a closed session.  Bier seconded.  Passed unanimously.  Durchslag moved approval of agenda.  Gonzales seconded.  Passed unanimously.
Open time 
McKaskle asked that the August minutes be changed to show that he had recommended  that the item on programmers who become political candidates be changed, substituting “declared” for “filed.”
Consent Calendar (Please see attachments.)
A. Delete contradictory sentence from Section 1.2, Family Membership. 
B. Modify Section 2.5.4.1, Mediation Committee Guidelines and Responsibilities to remove of two prohibited classed from definition of community member for purposes of seat on the Committee.  
C. Modify Section 5.4.6, Termination of Employment to eliminate sentence absolving Station Manager or Board from being required to follow RCR guidelines for termination. 
D. Change By-Laws to remove date-specific language from election requirements in Article V. 
Doyka moved adoption of the Consent Calendar.  Savage seconded.  Passed with seven yea votes, one abstention.
Management report
Click reported that one of two FCC change-of-ownership forms has been completed.  The EOE report is pending.  Pickup of trash along both KMUD-sponsored stretches of US101 is scheduled for September 16.  A trip for two to Grenada has been chosen as the Silent Drive grand prize.
Finance committee report
Scudder explained that she had not fully understood the differences between accrual and cash accounting.  Most RCR spreadsheets have historically been done on an accrual basis, although cash basis accounting can give a better picture of the station’s day-to-day financial status.  More use of cash basis will be made in the future.  Scudder reported that RCR is paid-up on all bills.  Humboldt County has returned $7,000 deposited in connection with a legal matter.  
Approximately $20,000 in underwriting debts must be written off as uncollectable.  Some underwriters were not billed for several months due to an undetected database failure.  Some have refused to pay amounts not billed originally.  Click said that going forward, all underwriters are being required to sign a contract and to pay at least a portion of the amount owed before any announcements can be aired.  The problematic database is about to be replaced.
A discussion of upcoming fundraising events led to agreement that all must be self-funded.  RCR’s cash flow is too tight to permit upfront funding of events.
Starck shared some of her analysis of budgets, including all costs for planned events. She noted the lack of accounting for paid staff time and for volunteer time, items which she said belong in any special event budget.  She proposed creation of a budgetary line item for fundraising events.  Starck suggested that funds for staff time might better be spent elsewhere
Old business (Please see attachments.)
A. Change Policy Manual Section 5.5.2, Vacation to eliminate annual payouts for unused vacation time and to set standards for accrual. 
Starck moved deletion of “full time” from the proposed policy.  Marchese seconded.  Passed with seven yea votes, one abstention.  Scudder then moved approval as amended.  Durchslag seconded.  Passed with six yea votes, one nay vote, one abstention.
B. Possible change in Bylaws, Article 3 regarding notification of Members in case of special meetings. (Please see attachment.)
Scudder moved adoption of the proposed change.  Durchslag seconded.  Passed with six yea votes, one nay vote, one abstention.
New business
A. Change “airways” to “airwaves” in Mission Statement.
After a brief discussion, Durchslag noted a lack of interest in the matter and suggested leaving it.  Members voiced assent.
B. Appoint Management Evaluation Committee.
Durchslag, Doyka and Savage agreed to be on the committee for the station manager’s six-month review.  Durchslag will seek a community member.  Click said she would have her self-evaluation completed for the committee before leaving on vacation later in the month.
Committee reports
Programmer representatives
A meeting will be held prior to the fall pledge drive.
Development
The Arcata Halloween Boogie was set for Sept. 28, a date with no competing events.  Eden Goldberg agreed to be coordinator.  Discussion ranged over the shortcomings of last year’s Boogie and ways to correct them.  Development Director Jeanette Todd emphasized the value this event has in building remunerative business and community relationships.  She urged the Committee to keep RCR’s presence in the north county healthy and on track.  Discussion turned to planned giving, with Todd saying that a planned giving policy is needed before such an effort can proceed.  This would be for the protection both of the station and of prospective donors.  The matter was referred to the Policy Committee.  The idea of a community forum received considerable discussion.  Click is looking for a date following the fall pledge drive.  Improvement of KMUD’s online presence was also discussed.
Committee meeting schedule
Unless otherwise noted, all meeting take place at KMUD, 1144 Redway Drive, Redway CA.  Persons planning on attending a meeting should confirm beforehand that no changes have taken place in this schedule
 
Board of Directors October 10, 4:00 pm, Healy Senior Center
Development/Pledge Drive September 26, 3:00 pm
Executive September 19, 12:00 pm, Calico’s upstairs
Policy September 19, 11:00 am, Calico’s upstairs
Finance September 26, noon
Board Talk Show October 11, 7:00 pm
Board & Staff retreat September 10 & 11, Trinidad
 
ATTACHMENTS TO MINUTES:
 CONSENT CALENDAR, POLICY AND BYLAW CHANGES
 
Deleted language is lined out.  New language is underlined.
CONSENT CALENDAR, ITEM A
1.2 FAMILY MEMBERSHIP 
03/01 
For all subscriptions including and above the family membership category, subscribers will be asked if this is a family membership. Family memberships entitle two people (both names shall be on record) to vote for the membership seat. All family subscribers shall receive two ballots for all elections in which this class of membership has the right to participate.
 
CONSENT CALENDAR, ITEM B
2.5.4.1 MEDIATION COMMITTEE GUIDELINES AND RESPONSIBILITIES
……………..
MEMBERSHIP OF COMMITTEE
The committee is to be composed of five members.  KMUD programmers and volunteers will elect two of these seats. The Board of Directors selects and appoints the remaining three seats made up of one Board member, one community member, and one person of any category at the Board’s discretion. To be considered a “Community Member” a person must not be a KMUD Board member, or programmer or active KMUD volunteer.. The committee may request that a specific sixth member (of any category) be appointed by the Board. 
CONSENT CALENDAR, ITEM C
5.4.6 TERMINATION OF EMPLOYMENT
……………..
 
In any given instance, the appropriate supervising body (RCR Board of Directors or the station manager), at either body’s sole discretion, may elect to not follow the above guidelines for the termination of employment.
 
CONSENT CALENDAR, ITEM D
BYLAWS OF REDWOOD COMMUNITY RADIO
 
Revised October 15, 2015
 
………………
Article V. Nominations for Election to the Board of Directors
 
Section 1. Board candidates shall be nominated by Members from their respective constituencies. Any Member may nominate him- or herself for election.
Section 2. The nomination period for the Programmers’ candidates shall be from May 1 the first day of the month before the Annual Meeting until the close of the last business day (Monday through Friday) in May the month following the Annual Meeting. Ballots shall be mailed to all eligible Programmers by the close of the fifth business day end of the third week in June the month following the end of nominations. Marked ballots must be returned postmarked or by hand by by June 30 the end of that month. Ballots shall be counted by the close of the tenth business day in July the month following the close of voting.
Section 3. The nomination period for the Members’ seat shall be from June 1 until the annual membership meeting in June the first day of the month in which the Annual Meeting is held until the end of the following month. Ballots shall be mailed to all eligible Members by the close of the fifth business day end of the third week in July the month following the close of nominations. Marked ballots must be returned postmarked or by hand by July 31 the end of that month. Ballots shall be counted by the end of the tenth business day in August the month following the close of voting.
Section 4. Ballots for elected Board positions shall be returned by mail to a neutral independent referee to be designated by the Board. The Referee and an Elections Committee to be appointed by the Board shall supervise the counting of the ballots and certify the tally as correct.
Section 5. New Directors shall be seated at the beginning of the regular August  meeting in the month following the close of elections. All expiring Board terms shall be considered to end at the start of the August  after new Members are seated at that Board meeting.
Section 6. The Board shall appoint an Elections Committee, made up of three Directors, who will oversee the election process and will certify the elections at the conclusion of the ballot counting.
 
ATTACHMENT TO MINUTES, OLD BUSINESS
Deleted language is lined-out.  New language is underlined.
ITEM A, POLICY CHANGE
5.5.2 VACATION
Vacation time accrues for employees (minimum 24 hours per week) from the first day of employment and can be used after the completion of 30 days of employment.  Vacation time must be accrued before it can be used.  The accrual factor is based upon a 40-hour work week.  This would be: five eight days for the first year, 10 days the second year, 15 days after five years and 20 days per year thereafter. Employees who work less than 40 hours will accrue vacation at the appropriate percentage of this rate.  There will be a limit of one year of unused vacation time earnings for the year that the vacation day is based upon. Unused vacation days will be paid out each December.  Vacation accrual will not be carried over, so that every year begins with a clean slate.  Unused vacation days may be carried over to subsequent years, with the proviso that no more days than 1.75 times the employee’s current annual accrual rate may be accrued. Vacation days may only be converted to a cash payout upon separation. RCR strongly encourages each paid employee to use vacation time each year.  The intent is 1) that each employee actually gets an annual rest, and 2) that prolonged absences not negatively impact RCR.  Exempt employees will accrue vacation hours based on actual hours worked.
 
[This policy change will take effect on January 1, 2018.]
 
 ITEM B, BYLAWS CHANGE
REDWOOD COMMUNITY RADIO BYLAWS
Article 3.Meetings
…………….
 
Section 4. Special meetings of the Board may be called by the President or three of the Directors. Special meetings of the Board shall be held upon four days’ notice by first-class mail or 48 hours’ notice delivered personally, by email or by telephone. Telephone shall be the first method used to attempt to contact Directors. The articles or bylaws may not dispense with notice of a special meeting.
 
Please note that this plain text version of the minutes does not show the formatting of the original document, such as strike-through, bold, or italicized. For the complete document please download the attached pdf, which you can find at the bottom of this page.
 
Minutes
Redwood Community Radio Board of Directors
August 8, 2017, 3:30 pm
KMUD Studios, Redway CA
 
 
Roll call
 
BOARD-APPOINTED: Treasurer Sarah Scudder, Christine Doyka
MEMBER REPS: Maria Savage, Secretary Rob Bier, Sarah Starck
PROGRAMMER REPS: President Jimmy Durchslag, Eden Goldberg
 
STATION MANAGER:  Cynthia Click
 
ABSENT: Mark Marchese, Vice President Zack “Doopi” Gonzales
 
GUESTS: BR Graham, behr, Michael McKaskle
 
Approval of July minutes
Bier moved approval.  Doyka seconded.  Passed unanimously.
Approval of agenda
Doyka moved approval.  Bier seconded.  Passed unanimously.
Open time
McKaskle asked that the policy change barring programmers from working on-air if they have filed for political office (see Consent Calendar) be changed to substitute “declared” for “filed.”
Consent Calendar
Goldberg moved approval (see attachment) with correction of deleting final sentence, as intended in initial action.  Savage seconded.  Passed unanimously.
Management report
Click reported she is trying to have approximately $5,000 of electrical work completed before the rainy season.  This includes security lighting for the front of the building and repair at the rear of damage where electrical cables enter.  
Durschlag moved holding a closed session at the end of the meeting.  Scudder seconded.  Passed unanimously.
Finance committee report
Starck reported that her review of records showed that while more persons pledge during the fall drive than other times, a smaller percentage of them fulfill those pledges. There was discussion of fundraising events.  Starck said she opposes holding two events in October.  Goldberg favored retaining or even increasing events held in northern Humboldt County.  Savage said that times are changing and everything should be up for reconsideration.  Bier agreed with Starck, asked that there be better accounting of volunteer time spent on events.  Click said she wanted to retain the Oct. 14 date now open at the Mateel Community Center.  Scudder said the Halloween Boogie at the Mateel was important; she suggested the Arcada Halloween party use volunteers from there.  A straw poll on the Arcata event showed two in favor, three opposed and two undecided.  There was agreement to continue the discussion in the Development Committee.
New business
A. Policy and Bylaws changes (see attachments)
1. Delete contradictory sentence from Section 1.2, Family Membership.
Savage moved adoption.  Goldberg seconded.  Passed unanimously.
2. Modify Section 5.5.2, Vacation to eliminate annual payouts for unused vacation time and to set standards for accrual. 
Scudder said the working of the accrual cap was unclear to her.  Durchslag suggested removing the examples.  Bier moved referral back to the Policy Committee.  Scudder seconded.  Passed with five yea votes, one abstention.
3. Modify Section 2.5.4.1, Mediation Committee Guidelines and Responsibilities to remove a prohibited class from the definition of community member for purposes of seat on the Committee.  
Scudder moved approval.  Doyka seconded.  Passed unanimously.
4. Modify Section 5.4.6, Termination of Employment to eliminate sentence absolving Station Manager or Board from being required to follow RCR guidelines for termination. 
Bier moved adoption.  Starck seconded.  Passed unanimously.
5. Change Bylaws to remove date-specific language from election requirements.
Discussion noted that only five days were allowed to mail out ballots following the close of nominations.  Doyka moved adoption with insertion of language so that nominations would close three weeks following the month of the Annual Meeting.  Goldberg seconded.  Passed unanimously.
Committee reports
Pledge Drive (7/27/17)
The committee voted to end the ongoing pledge drive Tuesday, Aug. 1, as planned, unless the total is close to $50,000, in which case it will continue until that goal is met.  During Reggae on the River broadcasts, promos will stress KMUD’s role as a community radio station dependent upon listener support.  Concern was shared over lack of producers, phone answerers and food; slips in communications.  Membership Coordinator Ruby Guilette reported that the online pledge forms were working much better than at their introduction in the previous pledge drive.
Development (7/20/17)
Discussion topics included coffee booths at the Roll on the Mattole and Reggae on the River (ROR), the ongoing pledge drive, and special events.  Members felt that the pledge-drive energy is not very high.  One member said that the live broadcast of ROR “historically has not helped the drive,” adding, “Many people don’t appreciate the live broadcast and would prefer our regular programming during that weekend.”  It was pointed out that this is only the second year the station has had a summer drive, and it is reasonable to hope that it will do better over time.  Concerns from the last programmers’ meeting were reported regarding the time and energy spent staging station events.  There is worry among some about the cost/benefit ratio.  Smaller events were suggested, both low-cost and free.  The benefits of staging events away from KMUD’s immediate vicinity were raised by one member, who said that such occasions “build relationships” that can later translate into underwriting support.
 
Committee meeting schedule
Board of Directors Sept. 5, 3:30 pm, Healy Senior Center
Development Aug. 15, 3:00 pm
Executive Aug. 24, 12:00 pm, Calico’s upstairs
Policy Aug. 24, 11:00 am, Calico’s upstairs
Finance Aug. 15, 1:00 pm
Board talk show Oct. 11
Board & staff meeting Sept. 10-11, Trinidad
Closed session
Discussion revolved around staff responsibilities for special events, pledge drives and underwriting.
…………………….
ATTACHMENT TO MINUTES: 
CONSENT CALENDAR
 
Addition to Programmer’s Agreement, Item 7.F
I understand that as a programmer for a 501[c][3] organization, I cannot, while on-air, endorse (or encourage people to vote for or against) a political candidate or initiative.  If I myself file for election to public office, I must refrain from programming until I am no longer a candidate. 
 
ATTACHMENTS TO MINUTES:
 NEW BUSINESS, POLICY AND BYLAWS CHANGES
 
Deleted language is lined out.  New language is underlined.
ITEM A.1
1.2 FAMILY MEMBERSHIP 
03/01 
For all subscriptions including and above the family membership category, subscribers will be asked if this is a family membership. Family memberships entitle two people (both names shall be on record) to vote for the membership seat. All categories, excepting Business subscriptions, qualify for the family membership, if desired by the Member. All family subscribers shall receive two ballots for all elections in which this class of membership has the right to participate.
 
ITEM A.2
5.5.2 VACATION
 
Vacation time accrues for full time employees (minimum 32 hours per week) from the first day of employment and can be used after the completion of 30 days of employment.  Vacation time must be accrued before it can be used.  The accrual factor is based upon the number of hours worked. For example, for a 40-hour work week this would be: five eight days for the first year, 10 days the second year, 15 days after five years and 20 days per year thereafter. Employees who work less than 40 hours will accrue vacation at the appropriate percentage of this rate.  There will be a limit of one year of unused vacation time earnings for the year that the vacation day is based upon. Unused vacation days will be paid out each December.  Vacation accrual will not be carried over, so that every year begins with a clean slate.  Unused vacation days may be carried over to subsequent years, with the proviso that no more days than 1.75 times the annual accrual rate may be carried over. For example, Sunshine Inc. provides all full-time employees with 10 days of paid vacation each year. Sunshine’s vacation policy has a cap of 1.75 times the annual accrual rate, or 17.5 days (1.75 × 10 days). An employee’s accrued vacation will roll over year to year, but once he or she reaches 17.5 days, no more vacation will accrue until the vacation bank falls below that amount.  Vacation days may only be converted to a cash payout upon separation. RCR strongly encourages each paid employee to use vacation time each year.  The intent is 1) that each employee actually gets an annual rest, and 2) that prolonged absences not negatively impact RCR.  Exempt employees will accrue vacation hours based on actual hours worked. Notification: Employees will communicate with the station manager before approval of vacation plans. The station manager is required to notify the Board of his/her vacation plans before approval.  Four weeks notice is recommended.  Exceptions may be made in unusual circumstances.
 
ITEM A.3
2.5.4.1 MEDIATION COMMITTEE GUIDELINES AND RESPONSIBILITIES
……………..
MEMBERSHIP OF COMMITTEE
The committee is to be composed of five members.  KMUD programmers and volunteers will elect two of these seats. The Board of Directors selects and appoints the remaining three seats made up of one Board member, one community member, and one person of any category at the Board’s discretion. To be considered a “Community Member” a person must not be a KMUD Board member, or programmer or active KMUD volunteer.. The committee may request that a specific sixth member (of any category) be appointed by the Board. 
 
ITEM A.4
5.4.6 TERMINATION OF EMPLOYMENT
……………..
In any given instance, the appropriate supervising body (RCR Board of Directors or the station manager), at either body’s sole discretion, may elect to not follow the above guidelines for the termination of employment.
 
ITEM A.5
BYLAWS OF REDWOOD COMMUNITY RADIO
 
Revised October 15, 2015
………………
Article V. Nominations for Election to the Board of Directors
 
Section 1. Board candidates shall be nominated by Members from their respective constituencies. Any Member may nominate him- or herself for election.
Section 2. The nomination period for the Programmers’ candidates shall be from May 1 the first day of the month before the Annual Meeting until the close of the last business day (Monday through Friday) in May the month following the Annual Meeting. Ballots shall be mailed to all eligible Programmers by the close of the fifth business day end of the third week in June the month following the end of nominations. Marked ballots must be returned postmarked or by hand by by June 30 the end of that month. Ballots shall be counted by the close of the tenth business day in July the month following the close of voting.
Section 3. The nomination period for the Members’ seat shall be from June 1 until the annual membership meeting in June the first day of the month in which the Annual Meeting is held until the end of the following month. Ballots shall be mailed to all eligible Members by the close of the fifth business day end of the third week in July the month following the close of nominations. Marked ballots must be returned postmarked or by hand by July 31 the end of that month. Ballots shall be counted by the end of the tenth business day in August the month following the close of voting.
Section 4. Ballots for elected Board positions shall be returned by mail to a neutral independent referee to be designated by the Board. The Referee and an Elections Committee to be appointed by the Board shall supervise the counting of the ballots and certify the tally as correct.
Section 5. New Directors shall be seated at the beginning of the regular August  meeting in the month following the close of elections. All expiring Board terms shall be considered to end at the start of the August  after new Members are seated at that Board meeting.
Section 6. The Board shall appoint an Elections Committee, made up of three Directors, who will oversee the election process and will certify the elections at the conclusion of the ballot counting.
 

Please note that this plain text version of the minutes does not show the formatting of the original document, such as strike-through, bold, or italicized. For the complete document please download the attached pdf, which you can find at the bottom of this page.

Minutes
Redwood Community Radio Board of Directors
July 11, 2017, 4:00 pm
KMUD Studios, Redway CA
 
Roll Call
 
BOARD-APPOINTED: Treasurer Sarah Scudder, Corresponding Secretary Christine Doyka
MEMBER REPS: Maria Savage, Secretary Rob Bier, Sarah Starck
PROGRAMMER REPS: President Jimmy Durchslag, Vice President Zack “Doopi” Gonzales, Eden Love
 
STATION MANAGER: Cynthia Click
 
ABSENT: Mark Marchese
 
GUESTS:  behr, Dan Glaser, Kelly Lincoln, Michael McKaskle
 
Approval of June and July 6 Minutes
 
McKaskle asked that his statement about programmers and volunteer time be clarified to state that he believes that for every hour of time spent on the air, programmers should provide an hour of volunteer time.  
Bier moved approval of the June minutes, with McKaskle’s change.  Durchslag seconded.  Passed with seven yeas, one abstention.
Doyka moved approval of the July 6, special meeting minutes.  Durchslag seconded.  Passed unanimously.
 
Approval of Agenda
 
Scudder moved approval.  Savage seconded.  Passed unanimously.
 
Open Time 
 
Concerning the by-laws changes on the agenda, behr asked that they be tabled.  She said that the Board had failed to provide the exact wording of proposed changes twice, which would be in keeping with RCR policy and practice.
 
Consent Calendar
 
Remove two prohibited classes from definition of community member on Mediation Committee (second reading)
 
Scudder moved to table.  Doyka seconded.  Passed with five yea votes, one nay, one abstention.
 
By-laws changes regarding timing of Board elections (second reading)
 
Durchslag moved to table.  Bier seconded.  Passed with seven yeas, one abstention.
 
Management Report
 
Durchslag said he would pursue the matter of accessing and possibly giving up RCR’s safe deposit box at the Southern Humboldt Community Credit Union.  Authorized users currently are a former Board member and a former station manager.
Click reported that ads have been placed for a traffic manager; Brittany Hutcherson is resigning and leaving the area.
 
Finance Committee Report
 
The mid-year budget review will begin by email, then be taken up in the Finance Committee.
The problem of underwriting receivables was discussed.  Some underwriters are thousands of dollars in arrears due to a failure to bill them.  This was caused by RCR’s old database system, which has now been replaced for underwriting purposes.  Click said two of those debts are lost, and one is being worked out.  
Starck asked for a cash-flow statement, in addition to the documents already produced on a regular basis.  She also wants sustaining members split out of the total contributions.  She volunteered to assist Click with the novelty inventory being initiated.  Starck suggested a re-examination of paper mailings, with an eye to using email instead.  For example, pledge payment reminders could be emailed, creating some cost savings.  Sustainers might be excluded from silent drive mailings, which might also be shifted, at least in part, to email.  
 
Old Business
 
Transmission equipment: Cahto Peak and Shelter Cove
 
New Business
 
Changes to 5.5.2, Vacation Policy
Bier moved referral to Click for check into compliance with state law.  Savage seconded.  Passed unanimously.
 
Changes to Compliance Calendar
The document was reviewed, but did not require Board approval.
 
Programmer-candidates for public office
Doyka moved adoption with the final sentence removed.  Love seconded.  Passed unanimously.
 
Committee Reports
 
Programmer Representatives
Durchslag promised to circulate notes on the July 9 programmers meeting.  A discussion ensued regarding special events and their general cost.
 
Development
Savage recapped the input received from Becky Mier, development director at KBOO, Portland.
 
Mediation
Doyka said the committee wanted to provide the Board with a brief demonstration of the mediation process.  It was agreed that 15 minutes would be set aside at a future meeting for this.
 
Committee Meeting Schedule  
 
Unless otherwise noted, all meetings take place at KMUD, 1144 Redway Drive, Redway CA.  Persons planning on attending a meeting should confirm beforehand that no changes have taken place in this schedule.
 
Board of Directors August 8, 4:00 pm, Healy Senior Center
Development July 20, 11:00 am
Executive July 26, 12:30 pm, Calico’s upstairs
Policy July 26, 11:00 am, Calico’s upstairs
Finance July 20, 1:30 pm
Board Talk Show July 12, 7:00 pm
 
Closed Session – personnel
 
Doyka moved elimination of the volunteer coordinator position.  Starck seconded.  Passed with six yea votes, one nay, one abstention.
 
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Our Mission and Vision

Vision Statement: Redwood Community Radio envisions a community of listeners who, guided by example of RCR programming, work together to create better, more just and sustainable world systems to ensure that all human and other living species on earth move toward higher quality of life and are able to survive the challenges in the times ahead.

Mission Statement: Redwood Community Radio will encourage a communication center of open airways (KMUD) for all voices to inform, educate, entertain and inspire the listening community through quality programming.

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Redwood Community Radio, Inc. • PO Box 135 - 1144 Redway Dr. • Redway, CA 95560 • Office (707) 923-2513 • News (707) 923-2605 • Studio (707) 923-3911