CSIRP BoD Meeting 29 January 2003 MINUTES of the CANADIAN SOCIETY FOR INDEPENDENT RADIO PRODUCTION BOARD OF DIRECTORS MEETING held by telephone and convened from 640 Reid Street, Peterborough, Ontario on 29 January 2003, at the hour of 8:00 p.m. Eastern Standard Time. P R E S E N T : Dominique Soutif, Douglas Samuel, Heather Majaury, Janna Graham, and John Muir R E G R E T S: Steve Wadhams, and Barry Rueger Notice of this meeting having been made to all Directors, and a majority of the Board being present in person or by telephone, the meeting was declared duly constituted and called to order at 8:10 p.m., with John Muir acting as Chair, and Janna Graham acting as Secretary. 1) Approval of Agenda An agenda, as circulated, was agreed upon. 2) Minutes of 24 October, 2002 UPON A MOTION duly made, seconded and carried, the minutes of the previous Board meeting, October 24, 2002, were approved. 3) Business Arising a) Review of Governance Committee Motion of October 24, 2002 UPON A MOTION duly made, seconded and carried, be it resolved that John Muir be removed from the Governance Committee, in keeping with the original intention of the committee. It was noted that the Governance Committee is responsible to the Board, and that John Muir, as President, will act as a consultant for this committee. b) Radio Dissonance II Letter of Agreement It was noted that a letter of agreement for Radiant Dissonance II has been drafted and accepted by both parties. c) Contacts Directors contact information was shared and confirmed. d) Signing Officers It was noted that signing officers are currently Hal Doran and Doug Samuel. Dominique Soutif and John Muir will also have signing authority. It was further noted that a combination of any two of the President, the Treasurer, Hal Doran and Dominique Soutif may sign for CSIRP at the bank.[*] 4) Conflict of Interest Policy Committee- (See attached report) Deferred. 5) Communications Committee Report (See Attached) a) Chris Brookes recommends forwarding the names of at least six CSIRP members interested in attending the IFC in Toronto in May, 2003. Janna Graham will coordinate this with Chris Brookes. b) Wavelength - Barry Rueger wants to step down as editor. It was noted that Barry has been a wonderful editor, and the Board is very much appreciative of the great amount of work Barry has put into the magazine. It was further noted that Wavelength is CSIRP's primary promotional tool and that the Board wishes to continue publishing the magazine. Janna Graham, Doug Samuel and Hal will form an editorial finding committee and submit a proposal to the Board outlining the number of issues to be published this year, advertising possibilities, and total costs, including a potential honorarium for an Editor. Doug will verify that advertisers are paid up and will report back at next meeting of the Board. - Publicity and Brochures - Deferred - Secure Server Situation - Hal Doran has offered to take on administration of three CSIRP listservs. - As there is an open seat on the AIR listserv, Dominique Soutif will take the last seat, joining Barry Rueger and Hal Doran. UPON A MOTION duly made, seconded and carried the Communications Committee report was approved. 6) Awards & Nominating Committee Heather and Dominique will have a report for next Board meeting scheduled for 12 March 2003. 7) Membership (See Attached) It was noted that 97 members are listed on the listserv, but only 20 seem to be in good standing. It was further noted that Hal and Doug will properly review the membership list, Hal is to mail out renewal reminders both through email and snail mail. 8) Advocacy, Education and Lobbying Committee Deferred 9) Contract Template Committee RD2 letter of agreement completed. It was noted that that the coordinator of this and future projects shall ensure that proper recognition be made of CSIRP in all contracts and promotional materials. 10) Grants Committee (See Attached) a) Heritage Canada Sustainability - Barry submitted in October, Hal submitted revised version in December; Hal and Dominique are to meet David Poole of Canada Council about this in February. b) Canada Council Assistance to Arts / Media Arts - Discussion followed about whether CSIRP would qualify, as it may be seen as "double dipping". Hal and Dominique will investigate. c) Other possible grants - May 1, 2003 is the deadline for next Full Moon grant. 11) Projects Committee a) Mandate and Membership - Deferred b) FMOK 2003 - (See Attached) Victoria Fenner does not wish to be the coordinator, but is interested in participating as a sessional artist. c) Voicing Tantramar Update - (See Attached) Discussion followed regarding the objectives of Full Moon. It was noted that another long-term objective of the project is to expand the camp into other parts of Canada. It was also noted that criteria should be developed to ensure the sustainability of a project in the case of moving locations and hiring new coordinators. The aims of the event according the last application were read aloud. They are; To provide a space where artists can live, work and create audio art 24 hours a day with energy focused on the work itself, without the distractions of daily society. To enable emerging campus/community radio based audio artists, especially young artists, to develop their work by working with established audio artists. To provide technology and studio space which artists can use to gather sounds and develop compositions on site. To develop new distribution methods and audience building strategies for audio art, including an on-line website where the general public can learn about audio art and hear the works developed at Full Moon and elsewhere. The Board also recognized a statement of interest to hold a future Full Moon in Peterborough, Ontario, as submitted by Miriam Stucky (see Attached). Discussion followed regarding arrangements for this summer's Full Moon event. At this time Janna Graham left the meeting. UPON A MOTION duly made, seconded and carried, Full Moon 2003 will be held at Au Grand Bois, and Janna Graham will be appointed as coordinator of the project with the view of presenting Full Moon 2004 in Sackville, New Brunswick. Be it further resolved that Janna Graham will be appointed to submit an application for Full Moon 2004 to the Canada Council, in keeping with the practice of past years. At the time Janna Graham rejoined the meeting. 12. Project Manager's Report (See Attached) Upon a motion duly made, seconded and carried, the Project Manager's Report was accepted. 13) Treasurer's Report - Doug Samuel (See Attached) The Board will receive the financial report, but will not approve the statement. Upon a motion duly made, seconded and carried, the Board will appoint a bookkeeper, Grace Sohmer, to bring our accounting up to date for nest Board meeting, scheduled for 12 march 2003. The Treasuer reported that it is his intention to step down as Treasurer at the end of the fiscal year (March 31 2003) with the recomendation that a new treasurer must be in place by that time and that the new Treasurer would set up the books with the new Bookkeeper as soon as possible, so that when the books open April 1, they are clean and properly set up. In addition he reported that he will see through the audit of the current fiscal year unless the new Treasurer volunteers to do so. It was noted that John Muir made a donation towards hiring the bookkeeper. 15) Head Office Manager's Report - Hal Doran (See Attached) At this time Hal Doran joined the meeting and provided clarification on his report and an upcoming meeting with Canada Council. 16 ) Governance - JK Muir (See Attached) 17) President's Report. - JK Muir (See Attached) UPON A MOTION duly made, seconded and carried, Hal Doran is appointed by the Board as Vice-President Finance and Administration. It was that this appointment both compliments and supersedes his previous appointment as Head Office Manager. 18) Other Business a) It was noted that Board members will be reimbursed for telephone calls for Board meetings, but they may be asked to make a small donation towards CSIRP at the end of the year. b) UPON A MOTION duly made, seconded and carried, the Board accepts Barry Rueger's resignation from the Board with regret, and recognizes and appreciates his profound contributions to CSIRP. c) Restructuring General Manager position - deferred 19) Next Meeting 12 March, 2003 at 7:00pm EST The meeting was adjourned at 10:10pm EST. _________________________ _________________________ John K Muir, President Janna Graham, Secretary [end]