Board Meeting Minutes 5.2.07

May 4th, 2007 Posted by Bill Baue

VALLEY FREE RADIO | WXOJ-LP 103.3 FM
MEETING OF THE BOARD OF DIRECTORS
NORTHAMPTON, MA
WEDNESDAY, MAY 2, 2007

Attendance: Bob Gutowski, Anthony Shannon (BM), Michelle LeBlanc (BM), Bob Gardner, Noemi Valentin, Matt Dineen (BM), Tony Udell (BM), Jane Braaten (BM), Dana Prescott, Frances Crowe, Ed Russell, Mary Wheelan (BM), Chris Tinson (BM)
(BM=Board Members)

1. Welcome

2. Questions / Announcements from the floor:
Announcements: Allied Media Conference in Detroit convening June 21-24, 2007; Grassroots Radio Conference in Lowell, MA also convening June 21-24, 2007.

3. Updates on legal affairs â€“ Jane B. reported that we are in a waiting stage but a settlement is still being considered; unsure of lawyers outreach to other party; potential trial later this year, but nothing confirmed; VFR informed to prepare docs for trial at this point. Bob Gardner spoke with J. Morneau this week and Morneau confirmed that the other party has denied any request for settlement.

Note added 5.6.07 by Bill Baue per Chris Tinson: The discovery process is continuing toward a possible trial this Fall. Our most recent effort to settle with the Plaintiff, like earlier attempts, has been refused.

4. Board Orientation, Assignment of Officers, etc.
Jane handed out a brief write-up identifying the roles of the board officers as part of orientation process for new members.
Officer: Co-Chair: Matt Dineen
Officer: Secretary: Chris Tinson
We clarified the process of posting the agenda and minutes. Bill Baue should receive any relevant posting materials. Bill Weye receives all web-related requests not related to agendas and minutes
Officer: Treasurer: Jane Braaten
Board Role: making financial decisions for the organization, advisory capacity, among other duties as specified in governing documents.

5. VFR â€“ Atty. Liaison
4 members originally assigned to serve as liaison between board and attorney: Libby, Adam, Noemi, Jane; Libby and Adam have gone. Jane is willing to continue, but wants to see if duties can be relieved. (Postponed to end of meeting for exec. Session)
Tony Shannon expressed interest in serving as a liaison. Jane B. will mentor Tonyâ€™s service on liaison sub-committee.

6. Mic Tax (Paying for the Stolen Mic)
Not all members have responded to Bob Gardnerâ€™s request for mic replacement payment of $5 from each program. So far he has received payments amounting to $360 with half the membership (including programmers) paid; Â½ programmers have paid (37 out of 75).
Decision: Draft a letter from the Board requesting that all members submit their fee to recover the stolen mic. Chris Tinson to draft a letter for Board input.

7. Security
Michelle suggested the possibility of webcamming to deter theft. Discussion.
Decision: construct an equipment checklist for studio managers (implement immediately); changing key codes monthly (pass to GM); Ed and Eric suggested as members to construct a checklist for studio manager equipment checks during their shifts.

8. Insurance
Bob Gardner raised questions for discussion about insurance against lawsuits; equipment insurance for the transmitter $198/year covers transmitter equip (approx. $17K worth of equipment); legal liability insurance: such as officers insurance against lawsuits, was too expensive the last time we checked. (Further discussion tabled to a later unspecified date.)

9. Continue Volunteer Coordination
Jane is working with Eric Nash and Lundy Bancroft on list of jobs that can be done by volunteers at the station. We discussed publicity, outreach, etc.
Decision: Continue to discuss; Jane and Michelle will begin brainstorming ideas to coordinate publicity

10. Webstreaming
Bob Gardner expressed a concern regarding webstream accessibility. Consensus reached on need to move to a more functional streaming system. Other low-power FMs have one-click access, why not VFR?
Decision: eliminate two non-working links; keep/re-title â€œthe linkâ€ instead

11. MEF-VFR relationship
Chris Tinson raised issue of MEF-VFR separation. MEF looking to separate before next fiscal year (beginning June-July 2007). License is the binding document between parties. License binds MEF to VFR. What does the separation look like? Structural, financial, etc.?; educational or government organizations can hold Low Power FM licenses. Discussed possibility of transferring license to VFR sole ownership. Board agreed to allow Tony Udell, Anthony Ratcliff and Chris Tinson to continue to discuss the process of MEF-VFR separation with MEF officers.

12. GM agenda and Facilitators: 5/16/2007
Security (Key Codes); process to be decided; Studio Mgr. checklist
Mic Assessment (or tax)
Facilitators: Michelle and Jane

Meeting adjourned at 9:32pm
Minutes submitted by Chris Tinson, Board Secretary