2008 Meeting Minutes

Meeting of the KBOO Board of Directors, 2009/01/05

 

MEETING OF THE KBOO BOARD OF DIRECTORS—final approved as amended 1/26

Monday January 5, 2009

 
Present: 
Becky Chiao 
Anthony Petchel

Louis Sowa

Erin Brand

Judy Fiestal

Eric Robinson

Genevieve Mathews

Mark Allyn

Scott Forrester

Ivonne Rivero  

Absent:

Joe Azevedo

Judy facilitated

Anthony brought food

Public/Staff:  
Arthur Davis

Andrew Geller

Ruth Kovach  

Meeting Called to Order at 6:05  

Introductions/Check-in—Happy New Year, Judy shared some Cuban pesos, we talked about how we fared in last month’s snow.  

Ruth K. made a comment that she thinks we should do whatever we can to contact with prisoners. Judy said that Michael told us that the signal wouldn’t reach into the prison. John M. disagreed.  

Capital Campaign update: Eric said he hasn’t done anything. The auxiliary budget expects that we’ll raise $50K. Is sort of handing it off to Eric and Anthony. Andrew said that he is focusing on the winter drive that is coming up later this month. But he has lots of ideas and plans for the capital campaign and plans to put some materials together, possibly using someone who is a graphic designer. Arthur said that we did raise money for a new transmitter in a prior campaign. We need someone to commit to taking a leadership role. We hired a membership assistant with the idea that it would free up the membership assistant to do more development-grant writing. A capital campaign might merge into a major donor campaign.  

Scott asked about the auxiliary budget. Eric said it is mostly one-time funding—maybe ½ equipment and ½ training and advertising expenses. Scott said that he would like to help with the Capital Campaign and that he is hoping to raise money as part of the Pendleton thing that will be discussed later in the meeting.  

Andrew said that he thinks it is a bad move to try to launch a capital campaign and major donor campaign at the same time and we are facing a recession. Anthony said that there are staff capacity and staffing/salary issues.  

Arthur agrees that we can’t do both (capital and major donor campaigns) but we have to start somewhere. Eric said that he is happy to start working. Becky said she’d remembered that Joe and Genevieve were interested in working on this too.  

Board fundraising—challenge to get new members. Andrew saw 3 people say that they joined because of contact with Arthur. Anthony said that we all need to commit to bringing in one new member per board meeting. Louis said what about giving out free memberships for one year? Andrew said that it will be harder to fundraise if we are giving out free memberships. Andrew’s been thinking about providing some incentive for new donors. But he isn’t sure how it would work with the bylaws to provide a longer membership period for new members.  

Becky said that she got one person to up their membership via the WW Give Guide and has tried to encourage other people to listen to KBOO, if they don’t already.  

Ivonne said that she recalls that people need to be members to participate in KBOO. Becky said no, you can be a member by paying or by volunteering.  

Mark said that some people he approached are already members. Some said that they had a bad opinion of KBOO because of past board/staff relations.  

Arthur gave us a pep talk about how to ask people to donate money. He said: people like to be asked, make it personal—say we need your help to go a good thing, put your leadership and credibility on the line, ask for a specific amount—either $5 a month or a $40 one time, use silence, options, genuine appreciation—follow up, people like to be asked.  

Becky said that she wouldn’t be pleased if we put too much emphasis on individual fundraising for board members. Another suggestion would be to make sure board members participate in the membership drive and work on individual events.  

Station Goals—Genevieve, Scott, Joe and Anthony worked on new Goals and Objectives. She is going to go to the staff and hopes that we’ll have something to vote on next month. Judy said that this is a lot to work on. She would like to get our guidelines set quickly without having this worked on for too long.  

Becky said she would like to see a bullet point under strategic planning that would set out an objective of having the mission and values to be implemented by the different departments through a consistent message.  

Judy suggested that the committee work on simplifying things so that it would be something that can be worked on in the next year.  

Scott worked on the document, agreed with some things and not with others. He is concerned about more underwriting and organizational change. The first bullet point says develop a mission and vision statement—he thinks that we have one and that to change it we need all of the members to agree.  

We had a discussion about the mission statement vs. program charter.  

Break for food—thanks to Anthony  

Board Staff Retreat –Sat or Sun Feb. 21 or 22. Carri Mun will facilitate. There is a work group—Arthur, Judy, Erin, Ani and Toni that can meet again to plan ahead of time.  

We need an alternative meeting place for the January 26 meeting. Judy said we can use Havurah Shalom for $19. Anthony’s office is also available for free. We just need a list of who is coming to let people in after 6 pm. It is a little more convenient location than Havurah. People who come after 6 pm will have to be let in by the security guard—Anthony will give the guard his cell phone and they can call up.  

Scott wants to ensure that members have access to board meetings and the retreat. He would rather see us err on the side of openness and transparency.  

Judy said that there is a reason for retreats. Anthony agreed that it wouldn’t be appropriate to have members there. Becky said she agrees with Scott that if someone shows up, we shouldn’t turn them away, but that we shouldn’t publicize it as an open meeting. Erin said if you are in couple’s counseling you don’t invite everyone and the purpose is for board and staff not members. Louis said that he wouldn’t encourage members to come, but wouldn’t put them out. Ivonne said that although we should have an open door policy, there are times to have a closed door to keep energy and focus. Eric says don’t promote it, if someone comes let them in, but don’t let them participate. Judy says keep it closed. Mark says the mathematic probably of someone coming to not participate on a sunny weekend is unlikely he wouldn’t throw someone out. Genevieve would keep it closed. Arthur said it is important to have a board staff retreat and the practice is that they aren’t open. He thinks that it is worst to let someone in who has heard about it, but not have it publicized because then being able to come depends on being told about it.  

Motion—Erin moved that the board staff retreat in Feb. 2009 be limited to board, staff and the facilitator. Someone seconded it. 6 in favor 3 opposed and 1 abstention.  MOTION PASSED 
 

Volunteer Board Appreciation Party this Saturday at Liberty Hall—board members are invited and can bring family/friends.  

Frequency update—Becky said her memory of what Mike Brown said was that a cheap radio wouldn’t pick up the signal, but that people might be able to pick it up with a good antenna. Scott called people in Pendleton. He eventually got a lot of support from individuals and organizations. He’s identified some 4-5 leaders who are willing to work on this to raise money to reimburse KBOO for the money we’ve put into this already. An elected official has identified an abandoned transmitter in the area. There is a petition people have signed. The community is willing to do a lot. So Scott doesn’t think there is a big downside. Ivonne would like the board to consider approving this because of the ownership, we are alternative media. She has seen a community organize at the PCUN low-power station KPCN. This would be a transmitter that can play local programming, not just a transmitter.  

Judy said that we need the Pendleton to step up quickly with the money. Arthur said some people may be disappointed because the signal won’t reach very far. John said that the coverage will depend on what happens with the other applicants as potential licensees. Arthur is worried about financial and engineering capacity—since the translators aren’t functional yet.  

Becky said she is concerned about the engineering capacity, not so much the financial capacity. She is impressed by Scott’s work and doesn’t see a huge downside to investing the additional $5K. Anthony is concerned about finances. Erin doesn’t want to spend more money on this project. Louis is neutral. Eric sent an email summarizing thought already, doesn’t support the additional expense based on the current budget deficit. There is only one up front application expense being talked about here and there would be additional expenses. He thinks we would need an additional staff person to take on this project properly.  

Mark asked if we do nothing, the application is still there, correct? Scott says we have little chance of getting the frequency because the competition is local. Mark is concerned about the money because of the budget deficit.  

Genevieve agrees with Anthony is for quality vs. quantity. She thinks we will only get a small number of members in Pendleton. She appreciates what Scott is doing.  

Judy said that if people in Pendleton can come up with the money she would support going forward.  

Corvallis got the money for their translator.  

The estimate is $5500 to buy out the competition.  

Motion by Scott F—KBOO Board supports getting FCC license in Pendleton if they raise $5500 before the FCC makes a decision. Scott will include information about the engineering reports for all people interested and will make sure that people in Pendleton realize that this is just an initial amount of money that needs to be raised and that they will have to take the lead on creating the new station. The total costs could be about $50K.  

Mark seconded. All in favor except Eric who voted against the motion.  MOTION PASSED 

Arthur suggested talking to Mike to get an explanation in layman’s terms what the coverage issues are.  

Judy moved to approve the minutes from November. Someone seconded.  

7 people were in favor of approving the minutes. Ivonne and Scott abstained. Eric was out of the room.   MOTION PASSED 

Commitment Review—Genevieve, Scott, Andrew, Eric will work on the capital campaign. Board fundraising—we’ll let people share their experiences at the next meeting and encourage people to sign up for pledge drive shifts. Goals document will come back to the board at the next meeting. Hopefully, we’ll have a date for the retreat next week. Erin will start drafting an agenda. Scott will be working on the Pendleton and is inviting two people to go out there with him in his wife’s Prius. Judy will ask Jamilah to do a cart about the meeting location change it is at 5th and Taylor.  

Next month’s meeting: we’ll have Marc give a presentation on web issues, Judy would like a projector, either Louis will bring one or Anthony will get one from his workplace. We should have a report on the Meyer grant, a finance report and there is a motion from the finance committee on staffing.  

Public Meeting Adjourned at 8:32 pm.

Meeting of the KBOO Board of Directors, 2008/11/24

 

MEETING OF THE KBOO BOARD OF DIRECTORS

Monday November 24, 2008

 
Present: 
Becky Chiao 
Anthony Petchel

Joe Azevedo

Erin Brand

Judy Fiestal

Eric Robinson

Jamilah Bourdon

Genevieve Mathews

Mark Allyn

Ivonne Rivero 

Scott Forrester--late 

Judy facilitated 

Erin brought food 

Meeting Called to Order at 6:09 or so--we started with a check in.

Public/Staff:  

Arthur Davis

Chris Merrick

Andrew Geller

Louis Sowa 

Judy passed around a letter of appreciation for the Board to sign for a member who brought in a grant for KBOO. 

Public Comments:

Louis announced that Thursday there will be a special on the radio for Genocide Cover-Up Day. 

Membership Department Report—Andrew Geller 

Good News—we exceeded the revised revenue goal last year.  $590,218.  There was a slight increase in listenership in the spring and have a high rate of membership to listeners.  We achieved the fall drive goal with an additional follow-mailing.  We’re in the WWGive! Guide, Andrew encouraged us to send emails to friends about it. 

Not So Good News—membership is still down, we are down to the fall 2001 number of members.  We had the least number of new members in this past fall drive—only 25%.  Andrew is pessimistic about revenue for the next year.  Direct mail has decreasing response. 

Arbitron Info--People are listening longer and we have some younger listenership. 

Unsolicited Donations and EFT renewals are higher than expected.  But people do cancel their EFTs.  Anthony asked if we do “exit interviews”.  Andrew said no, but his impression is that it is generally economics, not dissatisfaction with KBOO. 

Judy asked about what fundraising activities beyond the traditional activities are planned.  Andrew said that the main thing is the major donor campaign.  Eric said that he is interested in helping.  Arthur said that Sun is working on something too.  Anthony asked what year-end activity is planned.  Andrew said that he has been focusing on the Give!Guide but there might be another mailing.  Post cards and emails have gone out without much of a response.  NFCB’s report gave suggestions that Andrew is studying. 

Arthur asked about Board participation.  The Board at KBOO hasn’t taken on a fundraising role, but there is a suggestion that Board members commit to raising some measurable amount--# of new members or amount of money or something.  If everyone on the board committed to something simple, there could be an impact.  People talked about the Give!Guide and why memberships are being routed through there for the rest of the year.  Arthur tried to get a commitment from Board members to get new members. 

Anthony said he thinks we should each get 5 new members by the end of the year and then commit to a dollar amount for 2009.  Eric said that he could do 3-5 and that the Board should get in the habit of getting people to join.  Joe said that he can do it.  Arthur asked how will we track it?  Andrew said that he can track it through the data base.   Anthony said that he will coordinate for the board.  Andrew said encourage people to donate/join online but there are paper forms at the front desk too.  Arthur said getting a check in hand or having the person sign up right away is best. 

We are getting a new logo soon.  So we’re waiting for materials.   

We can follow up at the next meeting on this. 

Board Appointment—Becky said that there was one response to the general call for applications but the person didn’t submit an application.  She recommended that we appoint Louis to the vacancy for a period of 2 years.  We went into a closed session to discuss it at 6:50 pm.  We reopened to a public meeting at 7:00 pm. 

Louis said that fundraising is his biggest concern, he doesn’t think it is something he’s strong on but he agrees that it is something the board should work on.  He will probably also need help with getting food.  Other than that he feels impressed with the people on the board.  Judy asked about how he feels about the 2 year commitment.  Louis said that when he commits to something he likes to stick with it. 

Judy said that she appreciated Louis’s presence on the board last year and was impressed that he was at the meeting last month and that she appreciates his commitment. 

Judy moved that we appoint Louis Sowa to the position vacated by Jay Thiemeyer.  Jamilah seconded it.  All members present voted in favor of the motion. 

Board Goals and Values—We looked at the Goals and values approved by the last board dated 2007-2008. Judy asked for comments. 

Ivonne said that the values don’t talk about the values that underlie the concerns about the financial situation. 

Arthur said that the way they were developed we to answer the question what are the values that we want to hold on to in a time of change.  Things like a balanced budget are in the goals.  We had staff, board and community meeting input. 

Becky said that she had wanted a value of Vitality which would encompass what Ivonne is talking about and that she felt that some of the descriptions of creativity and diversity overlap. 

Genevieve said that she would like to keep Creativity and doesn’t feel the need to add anything about financial stuff. 

Scott said that the goals flow from the values but  that he doesn’t necessarily agree with the goals from before.  For example he thinks KBOO should voice unpopular information which will not lead to more listeners and members. 

Mark said we should continue to look at the margins of what needs to be voiced, but we also should hold on to listeners we have.  We should address why listenership is going down. 

Ivonne said it seems that if we improve the programming we will get more listeners, but it doesn’t seem that easy.  There are a lot of factors—changes in technology and changes in Portland. 

Louis said that we need to decide who we are and what our real goal is.  People who are members are listening more.  We need to think awhile and come up with a strategy. 

Eric said maybe we can agree on the goal of improving  programming to increase listeners while being true to the core values. 

Arthur pointed out that even if we reach our goal of getting back to our historical high of 70,000 listeners we will be the smallest non-commercial radio station in Portland. 

Anthony said that our bylaws state the goal.  He said that we might want separate out improving programming from increasing listenership and membership. 

Erin would like to endorse the core values tonight.  We need to have members because we are a membership organization. 

Erin moved that we approve the Core Values as approved in 2007.  Scott seconded it.   The vote in favor was unanimous. 

Judy suggested that there be a working group to look at the goals.   

Anthony said he would suggest we have this be a work in progress.   

Jamilah pointed out that we didn’t have a particular action item on the board new member recruitment issue.  Erin said we could have it be informal now while we assess the board goals and objectives.  Erin also pointed out this would tie in with the idea of having a year-long calendar for board tasks.  Judy explained that the idea she got from Tacs is more of annual things that every board has to do and that the executive committee could do this but that we should have a separate workgroup to work on the goals.  Genevieve, Anthony, Scott and Joe volunteered to work on this.  The issue of staff buy in was raised.  Board members could present at a staff meeting is every Tuesday. 

Ivonne suggested we add tighter community relations, building inroads into the communities.  How can we do that with a ½ time outreach person?  What advertising can we do?  Judy said that we have to be careful about how much we get involved in directing particular departments.  The workgroup could focus on what the Board wants to do.  Erin agreed that the workgroup focus on Board objectives.  Becky said that she heard that changing the goals will entail a lot of work with staff, but that the workgroup should work on creating Board objectives for how the Board will implement the goals. 

Scott said he’d like a lot of the workgroup work to be done via email.  The workgroup will try to have something at the next board meeting in three week. 

Review and Consider Changes to KBOO Bylaws—The Governance Committee submitted a package of typos to be corrected.  Judy moves that we approve the bylaws typo changes submitted by the Governance Committee except that the titles of officers and the word Board be capitalized in accordance  with the Oregon Non-Profit Corporation Handbook.  Anthony seconded it.  Ivonne abstained.  Everyone else voted in favor of the motion. 

Frequency update—Becky said that Mike didn’t do much before today, he didn’t have any good prospects for someone to purchase the frequency if we got a building permit.  He thinks the FCC won’t rule on the MX issue until January.   

Scott asked whether Mike prepared a written report.  We said no.  He asked John to explain some of the background on the issue.  John recapped the Oremus buyout issue and how we could rebroadcast the KBOO signal with some sort of waiver. 

Anthony said is expansion one of our goals?  The logistics of Pendleton are limited, it is low power.  With current budget deficits we can’t justify the expenses. 

Ivonne said if the frequency is viable and we have a chance to reach isolated communities there are people who live there with fewer rights than people in the cities.  Any step we take against religiously dominated radio would be good.  We could start small and then grow.  She has people she knows involved in legal and environmental projects there but was sick last month. 

Eric said he thinks we’ve been spinning our wheels on this for longer than we should have, it is not a good investment, is far away and wouldn’t reach a lot of people.  Ideologically it could make sense, but we should either kill it or table it for now. 

Jamilah said that reading Arthur’s outline on Pendleton issues the goal of improving listenership and reaching out to people who aren’t reached stands out to her and she thinks investing in Pendleton would be a good thing.   

Mark would like to agree to being careful. This is a stiff financial challenge to get this going.  There are alternatives like the internet to reach the listeners. 

Becky said that she doesn’t think that we could effectively organize the community in Pendleton and that we have a lot of undone work to organize people here. 

Joe said that we could better use the money to increase outreach in Portland and improve programming. 

Genevieve said that it upsets her that we can’t say yes to this project based on the time and effort already invested.  But she compared it to a family and allocating resources between two children or eight children.  The amount of money seems high. 

Louis said he has mixed feelings.  He says that under the current circumstances we don’t want to spend any money right now.  We will find out in January. 

Judy said that she agrees with Genevieve Becky and Joe that this seems to be beyond our capacity.  She is fine with holding on to see if any one would want to buy it if we got it. 

Scott asked do we need to raise $25K to build right away?  He said the program charter says provide programming to diverse communities and underserved groups.  There are  students there, democrats there.  He would like to make sure we aren’t too quick to drop the ball.  He is willing to make some calls. 

Judy said we can give Scott the OK to contact community groups and refer them to Arthur.    Ivonne wants to too.   

This issue is getting deferred to the next meeting. 

Mark Allyn was excused.   

Manager’s Report—Future Board Action—possible expenditures— 

Website--  Roger L. is working 10 hours a week but there is a backlog of work.  Do we want to pay for more developer time to get us where we want to be with the website?  Roger will make a list of what needs to be done with a cost per feature.  Marc may also have someone who could do the work for less. 

Back-up power—three levels  1) keep air room powered for 1 hour 2) a mini-studio that can operate for a couple of hours 3) back-up generator to keep us up for a couple of days.  A group of staff are looking at those options, costs. 

Transfer more of the cash reserve into the endowment?  Where is the best place to put the money?  The endowment is in the Oregon Community Foundation which is in the stock market. 

Board Staff retreat—meeting on decision making process improvement.  The idea has expanded from meeting facilitation to decision making process.  Arthur thinks it could be very positive to build relationships and to get clarity on who makes decisions and how.  Pay a facilitator.  How do we feel about the idea of discussing the decision making process?  Erin said it would be beneficial to move past some bad staff/board history. 

Cash management--we moved money into institutions that are Oregon based. 

Capacity-building grant—Arthur met with marketing people who can understand KBOO.  They came up with the idea of the quilt and making a message around that.  We are applying for a grant to get money to do the marketing project and there would be board involvement. 

Judy said that the issue of the retreat will be on next month’s agenda.  Ivonne said when we talk about decision making she hopes we talk about more than conflict resolution, but also address how to be more focused, to make better use of our time.  She also thinks that we all need to know who the listeners are, the marketing information has to be shared with everyone.  Judy suggested that people email Arthur with retreat suggestions.   

Station Management and Staffing ResolutionEric moved that we approve the resolution  Jamilah seconded the motion—The Board of Directors request that the Personnel Committee research options for KBOO staffing and management to report to the Board by February 2009 Board meeting.  This is an exploratory investigation and should be based on research from other like stations and organizations including information such as organizational charts, budgetary information, on-air format, type of community, and the advantages/disadvantages for the organization.  The goal is to begin exploration of a more effective use of KBOO’s human resources to achieve the station’s goals and overcome staff overload.  Options will be presented for the Board’s deliberation on possible next steps. 

Becky pointed out that there are only 2 meetings of the Personnel Committee before the Feb. Board meeting.  Judy said that the committee can meet more often if necessary.  Scott said that the committee as a whole needs to work together, he wouldn’t like a sub-group.   The motion passed unanimously.  

Web Board Liaison—the web committee/work group didn’t really work.  Judy said having a board liaison to work with Marc would be good.  The Board appointed Judy to be the Web Liaison. 

Check-in with Board Representatives on committee involvement.  Jamilah is on programming committee, there are no obstacles to her participation.  Ivonne is also on the committee, there is going to be a meeting of committee members only to discuss the daytime schedule.  Louise has been attending the engineering and technical committees.  The engineering provided the room with new chairs.  Eric has been active on finance committee, it is going well, there was record attendance of 8 people there last time. Erin met with Chris about the CRC they are going to fill the volunteer slots.  Anthony thinks the finance committee is doing good proactive work.  Joe went to the Outreach/Development Committee meeting where they talked about the Square Dance event.  He is working on a Summer Solstice event.  Becky said that the Personnel Committee is proposing merging with Governance and that we were working on a plan of what the committee was going to work on—with the board resolution we now have something to work on.  Genevieve is on development, working on the square dance there have been emails about the capital campaign.  Scott said the Governance Committee canceled it’s meeting and now it is going away he would like Board support for getting the committee minutes.  Becky pointed out that the way the various committees operate with respect to leadership and process is different and that is something we should consider if we talk about the decision making process at a retreat. 

Consent agenda-  Judy asked if there were items that people wanted to pull off of consent.   

Scott wanted to pull the minutes off the consent agenda and he wanted to discuss the governance committee merger.  He asked who is on Governance, we said Grace Hague, Zale Chadwick and Ani Haines and him.  He asked what tasks are the GC working on.  Becky said the election handbook.    He asked who are the staff and board members on the CRC.  Erin and Chris M. have been already been appointed to those positions.  

The items on consent were: 

  1. Approve changes to job descriptions for Finance, Underwriting and Youth Advocate.
 
  1. Resolution to post draft and approved minutes of board meetings and committees—“The Board of Directors encourages all committees to post minutes form their meetings on a dedicated page on the KBOO website and on the bulletin board at the station, with a copy to the Station Manager for filing.”
 
  1. The Governance Committee is folded into the Personnel Committee.
 
  1. Appoint Alea Adigweme, Grace Hague and Jesus Estrada to the Conflict Resolution Committee for a one-year term, retroactive to Oct. 2008 through September 2009.
 

Judy moved approval of the consent agenda minus the minutes.  Scott seconded it.  Unanimous approval.   

Scott expressed that he objected to what is in the minutes from the last meeting about him.  Specifically he thinks they are untrue and argumentative.   

Becky said that the reason we posted the draft minutes and included so much detail was because of Scott’s insistence on more openness and focus on minutes.  Judy agreed that the discussion could have been in closed session. 

Judy moved to amend the draft minutes to strike the last paragraph and approve them as final.  Becky seconded it.   

Genevieve asked if that would resolve the issue for Scott. Scott said that would be great.  Becky confirmed the draft minutes will come off the web and replaced with a final approved version.  Eric said that he wants to get along and that we don’t want a battle, we all have the best interests of the station at heart. 

Six voted in favor (BC, SF, JF, ER, IR, JB)   Five abstained (LS, JA, GM, EB, AP). 

Public Meeting Adjourned at 9:41 pm.

Meeting of the KBOO Board of Directors, 2008/10/21

 

MEETING OF THE KBOO BOARD OF DIRECTORS
Tuesday October 21, 2008

Present:
Becky Chiao
Anthony Petchel
Joe Azevedo
Erin Brand
Judy Fiestal
Eric Robinson
Jamilah Bourdon
Genevieve Mathews
 
Ivonne Rivero, late
 
Judy facilitated 
Judy brought food
 
Meeting Called to Order at 6:16--we started with a check in.
 
Absent: Jay Thiemeyer, Scott Forrester, Mark Allyn
 
Public/Staff:
Arthur Davis
John Mackey
Cheri Blackfeather
Louis Sowa
Yvette Maranowski
Bryan Stevens
Aleigha Cantuell
Tom Wendt
Conch
Chris Merrick
 
Public Comments:
 
Yvette said that she was here because she had a past and current experience where people who should be role models have a pattern of ignoring people which impedes progress. She says KBOO has a problem with people being ignored, maybe we should have a policy that says you can’t ignore people if they have a valid question.
 
Aleigha said that she came today because Erin Yanke helped with a school project and she came say that KBOO was very helpful.
 
John received a communication that he read regarding his 2006 employee evaluation which informed him that the Board upheld the decision of the CRC. He also feels ignored because he never got a communication from the CRC and feels that there were mistakes in the evaluation. He wants to grieve his 2007 evaluation.
 
Cheri wanted to welcome the new Board. She said that she appreciates having it in the minutes reflected whether people who aren’t here have told the Board president about why they aren’t coming.
 
Judy said Ivonne is usually late because of a Tuesday work conflict, Scott said he couldn’t come but we don’t know why, we know why Jay isn’t here, but haven’t heard from Mark A.
 
Agenda Review—no additional items
 
Bylaws Typos—Judy asked if everyone can read them on their computer or whether someone needs a hard copy. Is it OK if we all review it for the November meeting? If people have questions Zale might be a good person to address questions to. Erin said maybe we can compile all Board questions and then send them together to the Governance. Judy suggested just copying everyone on any emails with questions.
 
Program Changes Update—Chris Merrick—KBOO is losing membership in January 2008 the Board set the goal of increasing listenership. There was a plan to make programming changes in stages—starting first with the evening schedule then moving to days. There was a process of community meetings, convening a committee, surveying listeners and non-listener. The changes started in April. We’re a bit behind schedule but 6 pm-midnight Monday-Friday changes will go into effect in November 3. Saturday will stay the same. Sunday might be looked at in the future. Arbitrons tell us a bit about listenership, so do membership drives a bit—how many people call in. The goal was to create blocks in the evenings, like the afternoons. He explained blocks vertical each day vs. strips horizontal similarities across days. We’re also going to broadcast a nightly syndicated show by Davey D.
 
The evenings is a smaller part of the schedule. The daytime has more listeners—7 am-6 pm. They are now moving to the am schedule—drive time gets the most listeners. We are going to be a little behind the original schedule due to working within a committee structure and working around the membership drives. (We’re going to have another in January to raise money we didn’t make in the Fall drive—a shorter drive). The changes are planned for March 1 with final changes in June or July.
 
Chris reference the NFCB review we had last year. The program committee will look at the recommendations. Some of the suggestions were pretty radical. We’ve got about 50% of listeners who like music 50% who like public affairs. Staff will come back with a progress report to the Board next week.
 
Judy asked whether we know what the response has been to moving Democracy Now! to 7 am. Chris said it might take a couple of pledge drives to know. We are working on advertising for Democracy Now! and Davey D to let potential listeners know about the programs.
 
Anthony asked whether we are doing ongoing surveying. Arthur responded that doing more market research is part of the capacity building grant, if it gets funded.
 
Chris said many people said people who like public affairs said they want more news-based content, which takes more volunteers to produce. Improving programming also takes more resources.
 
Joe asked whether we have IRs to promote Democracy Now! Chris said it is sometimes difficult to get people to volunteer to produce those types of spots. There have been a couple of people who have done spots and it is part of the pm new script.
 
Judy asked whether the station is writing letters to people who lost their shows. Chris said generically we will send letters of appreciation. There are a few people who are upset. There have been about 9 people removed who have had shows for 15-20 years. Not all of the responses have been negative/angry, even if they are sad. Chris recommended that it is painful for people. We are welcoming people to continue to volunteer with the station.
 
Arthur said that one of the first exercises we did in starting into the program changes was to set out the core KBOO values we wanted to hold on to in the process of change—we didn’t just look at what would bring in the most listeners. 
 
Joe pointed out that there were two different schedules sent out with different Friday night shows. Youth will still be on Friday nights the last week of the month.
 
State of the Station—Arthur Davis created a State of the Station report—something he does annually. Accomplishments: 1. Real change on the radio 2. We believe in treating people well. 3. We do a lot with a little. 4. We are a model for other community groups and media organizations.
 
Key trends to watch—Listenership down, funding going down, costs going up.
 
Strategic goals from last year—Improve Financial Stability, Improve Programming, Engage in Strategic Planning, Develop an effective decision-making process. Arthur submits that these should be our same goals now.
 
Questions:
 
Programming: The current mission of serving needs that are unmet is negative rather than positive. Can we shape a more positive mission—to reach across communities? What is our product, who are our listeners, our target listeners?
 
Financial: How do we balance the budget? How can the board get involved in fundraising?
 
Staffing: How can staff work more effectively, efficiently, what are the right staffing levels, staff mgt work? Staff wants to look at the whole staffing issue.
 
Decision making—how can we be inclusive but more effective?
 
Next steps—program changes complete this round, pending capacity building and quality improvement grant. Follow up on Budget, Staffing, Decision Making and Communications.
 
General Managers Report—moving Hood River translator is still ongoing. The Dalles relies on that. Fundraising, Sun is going to take over more volunteer supervision to free up Andrew for more fundraising. Grant for money for recording kits. Capacity Building Grant—we’re really looking at market analysis, mission development before doing targeted fundraising.
 
Anthony asked whether we’ve done calls for planned giving. Arthur said we’ve done that in the past. Eric mentioned that there is a Major Donor and Capital Campaign workgroup that met with Andrew and he talked to the Oregon Community Foundation about bequests.
 
Manager Evaluation: This is a Board responsibility. Judy described how we did it last year—by forming a group to work on it. Becky said she put up a survey last time on the bulletin board, asked people to return them to Chris M. Judy recalled that there were staff and volunteers who were interviewed about the Station Manager performance. Arthur said as of August 1, he will have been the manager for 2 years. We would look at the expectations for all employees and the job description. Becky said that she will get survey documents posted if Arthur emails them to her. We will ask for responses back by Monday the 10th. Erin will work with Becky to compile the responses which will be presented to the Board at the November meeting. We also asked Arthur to do a self-evaluations
 
Board Positions:      
 
Eric moved to elect Judy as President, Becky as Vice-President, Eric as Treasurer and Erin as at large exec. Genevieve seconded the motion. Everyone voted in favor of the motion.
 
On the contested position, we asked Jamilah to leave the room and we did a vote by hands. Seven people voted in favor of electing Jamilah as Secretary. Zero voted in favor of electing Scott as secretary.
 
President: Judy
VP: Becky (will continue to take meeting notes)                     
Secretary: Jamilah (will post documents on the web)
Treasurer: Eric                                    
At Large Exec: Erin
 
Committees:
 
We talked about the overlap of Nominating/Personnel/Governance Committees. Judy suggested putting all three together. Erin said that Governance and nominating overlap well. Becky suggested that the nominating committee be all of the Board members who are elected to 3 year terms and not meet monthly but be ready to work to replace Board Vacancies and work on elections. 
 
John asked for an additional Board member on the Engineer Committee. Arthur suggested that maybe Louis Sowa a former board member would continue on the Engineering Committee. Louis said yes. Ivonne said that there are Engineering/Tech issues, some are the translator-type engineering/license things and some are web/computer things. John said that the tech stuff has to do with computers but not web. There are Tech meetings separate from Engineering committee meetings, that is working well. Arthur said that he would be willing to go back to staff to ask about whether it makes sense to reactivate a web group/committee.
 
Committee Assignments
 
Finance: Eric and Anthony
 
Development: Joe and Genevieve
 
Program: Ivonne, Jamilah
 
Governance: Scott
 
Nominating: Genevieve, Erin, Joe and Becky
 
Personnel: Becky
 
Engineering: Mark Allyn (Louis volunteer liaison)
 
Conflict Resolution: Erin
 
Judy moved that we accept this slate and approve Chris Merrick as the Conflict resolution committee staff rep. Genevieve seconded. 8 people voted in favor. Joe abstained.
 
Frequency update:  John brought in Mike Brown of Brown Broadcast Services Inc. to talk about the new frequency application—a Pendleton station at Carney Butte. Mike has been working on lots of new applications. Of the 5 applications KBOO made, we have a chance of getting one. The potential frequency could reach 20,000 people, potentially 50,000 if we got into Umatilla/Hermiston which will depend on who gets the signals to the north. It is a low frequency 230W and won’t reach every radio at 1000W we could get more coverage. We are currently in an “MX” situation where we’re in an overlapping cluster with people who applied to the north. A station agreed to settle with us for their out of pocket expenses of $3,500 plus legal fees. If we do that and file a minor change application ($1000)/add a null which will have additional costs, we will be a singleton and will be granted permission to create a station. Mike estimates the total will be about $5000 to get to the point where we could build a station. We would have 3 years before we have to have the station built.
 
Anthony asked what is the potential listenership membership gain? Is there a reason for going into that area? John said that two years ago a frequencies work group studied where to apply when it was announced that there were new frequency applications being offered and the group recommended 5 applications. This is the only one of the 5 we have a chance of getting, but we would need to do the things described by Mike. The correctional institution, a community college and the Indian Reservation. Ivonne said that there is a large isolated Hispanic population there too.
 
John said if we are the singleton based on a voluntary settlement, we can sell the frequency with no waiting period. Mike said that there are PTFP grants that we can apply for in December. Judy asked is it just transmitting our signal from 90.7? Mike said we are asking for a full station waiver, and we could operate as a translator but a full-power station can’t be bumped where as translator permits can be.
 
Judy asked why other people didn’t apply for this. Mike said most of the interest was in the Tri-Cities this frequency isn’t a high power signal.
 
Early cost estimates--The monthly site costs would be $500/$600 per month including rent, electricity, phone. ($5000/year) To build the station would be $25K Antenna--$1,500. Transmitter $5,000. Install Feedline $3,500 ComRex $9000 Remote $2000 EAS $4000
 
Arthur said that he admires Mike and his work, but he recommends against this because it doesn’t fit within our strategic goals. Expanding geographically is not one of our goals. He’s worried about capacity. There are already criticisms that we aren’t serving the Corvallis, Hood River, Dalles areas where we have translators and we have a lot of technology requests for new equipment. Andrew estimated that we could get 2% of the population as listeners because that is what we currently have with a rough estimate of $4000 per year in membership income. At staff there was one yes some nos and some not voting.
 
Confederated tribes have their own low power fm station.
 
Chris said that we committed to applying for the frequencies and spent $16,000. Now we are close to getting one. He asked if we can wait until the next board meeting to look into a plan to develop this to determine whether it is economically feasible.
 
Becky said that she agrees with Chris that it would help to have someone look into the feasibility of this find out if there is a way to integrate a station there into our strategic plan and that we’ve already made an investment in getting a new frequency that we might not want to abandon at this stage.
 
Ivonne said that we might be able to use contacts and develop groups to work with and use the resource of community radio in this area.
 
Eric said that each application was $4000, so that is the sunk costs for Pendleton not $16,000. He would be opposed to building a station for $25,000K He doesn’t see that we have the capacity to staff a station there. The only thing that would make sense is just getting the permit and then trying to sell it to someone. He thinks even that is a long shot.
 
Mike said that he would be willing to be on a workgroup to help us locate potential buyers. Anthony asked what would the estimated sale price. Mike said it is hard to sell. He thinks we could get our costs back—engineering and atty cost.
 
Genevieve would like more time, she’d probably vote against it tonight. She is concerned about the coverage and capacity and wants to focus on the people who are already listeners.
 
Mike said that there is an expanding group of religious stations who frequently swap stations—that might be an option. Is there a place we’d like better coverage.
 
Erin would vote no, since there are other things KBOO could do better with the money.
 
Judy said it is so far away. We don’t seem to have much of a connection to that. She’d be happy to consider a new proposal at the next meeting. 
 
Louis said that he recommends that we could wait for more information, understanding that there is a risk of losing it if we wait but that we could ask for more information.
 
Mike said he would be willing to look into whether there are any community groups who are potential buyers. Arthur asked if the signal will get into the prison. Mike said that with a good radio it should, but not with a cheap radio.
 
Anthony moved that we put this off until the November meeting. Jamilah seconded it. Eric said that he would like a report prior to the November meeting. Anthony accepted this addition to the motion. Becky and Ivonne will work with Mike. 8 people voted in favor, Eric voted no.
 
Finance Report—FY deficit was 28K which was good since the budgeted deficit was $200K. There was more income and less expenditure. There is a plan for a Capital Campaign to raise money for improved equipment and new equipment. We have to figure out how to track that—a meter on the website? He asked if other board members wanted to work on that. It isn’t clear whether the major donor group will be separate from the capital campaign or not. We have $200K in an endowment in the Oregon Community Foundation. The endowment has disbursements which are like interest on an account. Eric met with our OCF representative. We can take the disbursements which would be about $7000/8000. We would count it as interest income (which may go down in other areas). The endowment amount wouldn’t go down, we would just be taking half of the growth. Taking the disbursal now would decrease the deficit and we could end the acceptance of the disbursal in the future.
 
Becky pointed out that we’ve been budgeting additional contributions to the endowment, but we haven’t actually put money in. Arthur said it is common to put one time money is while also taking disbursements. Erin asked when we get a bequest does it automatically go to the endowment? The answer is no. Erin said why have the endowment if we don’t use it.  Eric said that we can’t get the principle without the permission of OCF. They would look to whether or not there was an emergency or not.
 
Erin moves to approve the proposal to take the disbursal from the endowment. Judy seconded. 7 people voted in favor. Becky opposed Ivonne abstained.
 
Meeting time. Because of schedule conflicts we are setting the new board meeting time to the fourth Monday except December it will be the 15th. Next month’s meeting is November 24th 6pm. We need to publicize that. Genevieve will change the signs around the station. Jamilah will make a cart announcing who is new on the board and the date change.
 
Judy moved to approve the minutes—Anthony seconded. Jamilah has one correction. Minutes Approved by 8 with Eric abstaining
 
Final Public Comments—none.
 
Public Meeting Adjourned at 9:16 pm
 
Public Meeting Reconvened at 11:49
 
Devon LaCroix joined.
 
Judy said that she and Erin are going to draft a letter to Scott Forester on behalf of the Board in response to the false accusations he has made about another board member and other behaviors that have been harmful to the Foundation. The letter will ask for an apology to Anthony Petchel, ask Scott to attend an orientation meeting about expectations for Board members, and set out communication expectations.

Last Year's Elections- 2008

Our Annual Membership Meeting took place on Sunday September 28, 2008 at Liberty Hall. We had a lively meeting of members and volunteers with great discussion on the goings on at our station. Ice cream sundaes were enjoyed and of course the results of the election were announced.

Congratulations to new Board Members: Backy Chiao, Joe Azavedo, Genevieve Matthews,   Erin Brand, Eric Robinson, Anthony Petchel and Scott Forrester. They will be joining Jamilah Bourdon, Ivonne Rivera, Mark Allyn, Jay Theimeyer, and Judy Arielle Fiestal to form the 12 member KBOO Board of Directors. In addition both bylaws were passed by the membership.

Here is the breakdown on the election:
Total Ballots Cast-          591

Board Candidates Elected to 3 Year Term
Backy Chiao                      486
Joe Azavedo                      435
Genevieve Matthews          411
Erin Brand                         388

Board Candidates Elected to 1 Year Term
Eric Robinson                      356
Anthony Petchel                  344
Scott Forrester                    310

Other Votes
Jeff Cook                             211
Jenny Weinstein                   324   (withdrew candidacy)

Bylaws  (Need 2/3 Vote Yes to Pass)
Bylaw 1  Allow interim board appointments to serve complete term.       

Passed              Yes- 484
                        No- 85

Bylaw 2  Clarify timing of board elections, mailings and special meetings.      

Passed               Yes- 543
                         No- 26