WBCR-LP 97.7FM, Great Barrington Community Radio

Minutes from the special meeting May 23, 2006

Board Members Present

Phil Tierney, Ben Shalles, Nick Ring, Asa Hardcastle (minutes), Paul Rapp (moderator)

Board Members In Venice

Chris Pizzichemi

Members Present

Rob Jenen, Kathryn Jenen, Abby Childs, Ann Condon, John Breasted, Chad Klapes, Martha Luitje

review of minutes

- TASK: asa to write up list from last meeting, send to the board for approval, then post minutes

treasurers report

- approved

cost estimates on possible space

- Rob estimates that Materials 1/4 to 1/3 of construction costs

- Motion to ask for a breakdown of costs from Chris, seconded, unanimous (Need a breakdown of costs (materials, labor, etc…))

- TASK: Ben will go through the cost breakdown and attempt to determine an actual cost breakdown based on volunteers (roughing electrical & demo & construction), for the next meeting

- We will find out about Berkshire Life Grant Application mid-July ($15,000)

- Ben moved that we give Marguerite the authorization to begin negotiations, unanimous ( include the full estimate of labor etc )

- TASK:  Ben will contact Marg the auth to begin neg with landlord and include our concerns about a long lease

- Assuming that we get the info, Next board meeting, June 21st, we intend to decide whether or not we will relocate - member input desired.

board vacancy

- vacancy on the board has not been filled.  Should and can we leave those vacancies open until the annual meeting?

- bylaws say that we ғshall appoint

- Rob Jenen reminded us that in the past we decided to bring on a board member after AnnԒs resignation feeling that the missing voice was extremely important.  suggested that we appoint interim board members.  noted that we have 3 members missing.

- John Breasted expressed that there be a discussion about the specific policy/governance issue of whether this organization wants to have a majority or close to a majority of programmers on its board. 

- Nick motioned that we vote to fill at least one of the 3 board vacancies at the June 21st board meeting, approved unanimously

- Asa feels that orientation/training is important for new members.

- John Breasted announced his desire to fill a vacant seat on the board.

- TASK: Nick to investigate board retreats, training & workshops. 

nominations committee

- current members: Nick, Asa, Ann Condon

- primary function identify candidates,  insure that candidates meet the criteria,  and to present a group of nominees for the board.  The board is to take an active role in recruiting

Member	2005
Nick	1
Asa	2
Chris	2
Ben	(X)3
Catherine	(X)3
Esther	1
Mickey	(X)3
Paul	(X)2
Phil	(X)1

Member	2006
Nick	X
Asa	1
Chris	1
Ben	2
Paul	1
Phil	X
	X
	X
	X

(Terms available: 2, 2, 3, 3, 3)

- requirement of attending 2 board meetings before being eligible for the board

- John Breasted brought forth the question of, can we waive this requirement?

- Paul expressed that while we are not legally required to this requirement as per Massachusetts State law, we should certainly do everything we can to follow the bylaws

- Nick motioned that the nominations committee meet before the next board meeting (June 21st) and that the board put out a call to invite members to join the nominations committee, unanimous

- TASK: Nick will put out this call.

publicity and marketing committee

-  Asa made a call for the committee, 11 members responded that they are interested

-  TASK: Asa will call the first meeting of the committee before June 21st - if possible

-  Ben believes in clear directives and clear budget - absence of one or the other has lead to disaster

-  Ben will attend so that the committee makes contacts with our treasurer

-  Asa suggested a hands off approach - not micromanage the committee

-  Operating Budget is currently $200

-  Motion that we allocate $300/month and request that they come back to us with an ongoing monthly budget request, unanimous

fundraising committee

-  The fundraising committee has decided to recommend that BCRA solicit money from businesses to support the performers fees for fundraising concerts, and to offer in return oral acknowledgment of that sponsorship at the concerts.  The committee forwarded this recommendation to the Board because it touched on the question of guidelines for our underwriting policy.  We have no explicit, detailed written underwriting policy, and the definition of that policy would seem to be a Board responsibility.
—also, the DeansҒ proposal and the three modifications of it that the fundraising committee considered, should be noted explicitly in the Board minutes.  They were:
1)Solicit business sponsorships with mention at the show, notation on the flyers, and mention on the air.
2)    Solicit business sponsors with mention at the show and notation on the flyers and publicity materials.
3)  Solicit business sponsors with only oral mention of the business at the show.
4)    Dont do any of it.

-  motion: no on air underwriting, approved unanimously

-  motion: allow printed materials under the following guidelines: (motion tabled for further clarification June 21st meeting)

- - - Business is mentioned by name with no slogans

- - - Business is mentioned as a sponsor, not as a co-presenter

-  John Breasted brought up Governance/Policy -  Underwriting policy does not exist in any clearly written policy

-  John Breasted asked that the board be very careful about the influence of sponsors when considering allowing printed materials to contain advertisements

review of May general meeting

-  Concerned about the way the agenda was set for the last general meeting and the lack of clarity about the purpose and the lack of notice about the agenda.

-  Abby suggested having an agenda solidified a specific number of days before the meeting as a requirement

-  Nick wants to clarify the organizational structure of the committee

-  John Breasted expressed that the meeting was confusing and was disappointed that there was no definition of the crisis - expects an explanation at some point.

-  Motion that the committee must appoint or select a chairperson at their next meeting and notify the board of that persons identity, unanimous

-  Motion that the board request a clarification on the process leading up to the May general meeting and a presentation of that clarification to the board (June 21st if possible), 4 yea 1 abstention - Phil Tierney

-  Chad suggested that the board look at the assignment to the D&I committee of running the General Meeting

listserv policy

- motion to table, unanimous

minutes approved

→ Posted by wasa on 05/23/2006 at 08:30 PM. Filed under "minutes".