AGENDA for CSIRP Board of Director's Meeting Wednesday, 29 January 2003 8p.m. EST Chair: John K. Muir Chair E-mail: jkmuir@trentu.ca 01. Approval of Agenda & Chairs Opening Remarks On-going items and rationale for this meeting Additions and items to be deferred. 02. Approval of Previous Minutes (24 October 2002) 03. Business Arising - from previous minutes not covered in other reports a. Review of Governance motion 24Oct02 - Heather Majaury b. RDII letter of agreement c. Contacts d. Signing Officers Reports of the Officers & Committee Chairs (share information) 04. Conflict of Interest Policy Committee - Janna Graham & Heather Majaury (see attached) 05. Communications a. Communications Committee Report and Proposed Agenda for Committee Work - Chris Brookes (see attached) b. Wavelength - Barry Rueger (see attached) i. Next Issue: content / when? ii. Role of Editor iii. Passed advertisers payments - Victoria Fenner (see attached) iv. Prospective advertisers - Heather Majaury c. Publicity and Brochures - membership, projects, etc. d. Radiosite i. Radiosite.ca - Victoria Fenner (see attached) ii. AudioSoup Content - Victoria Fenner/ JK Muir (see attached) iii. Full Moon Content - Victoria Fenner (see attached) iv. Radio Dissonance II Content - Victoria Fenner (see attached) v. Secure Server Situation - Barry Rueger vi. Plan for Member bios and contact info - Doug Samuel vii. Web info on the roles of Board members - Heather Majaury viii. 3 CSIRP Listservs; (see attached) ix. AIR listserv participation exchange with CSIRP three spots available. - Barry Rueger, Hal Doran, one other left 06. Awards & Nominating Committee - Dominique Soutif & Heather Majaury a. Graham Spry Award - (Doug Ward funding) - criteria 07. Membership - JK Muir a. Current Number of Members (see attached) b. Renewal Campaign (see attached) c. New members from Trillium Workshops (see attached) d. Membership ListServ (see above) 08. Advocacy, Education and Lobbying Committee - Heather Majaury 09. Contract Template Committee - Doug Samuel a. Review of original contract template b. Review of Trent Radio letter of agreement as template c. Review of RDII letter of agreement as template d. Other suggestions - Hal Doran (see attached) 10. Grants Committee - Barry Rueger & Hal Doran (see attached) a. Heritage Canada Sustainability Grant b. Canada Council - Assistance to Arts Organisations c. Canada Council - Assistance to Media Arts Productions Projects d. Other possible grant applications 11. Projects Committee a. Mandate and Membership of the Committee b. FMOK 2003 - plans to date (see attached) c. Voicing Tantramar - update - Janna Graham (see attached) 12. Project Manager's Report a. Project Manager Trillium Year 2 - Victoria Fenner i. Audio Soup 1 & 2 (see attached) ii. Electronic Words iii. Documentary Production b. Project Manager Radio Dissonance II - Victoria Fenner i. CD production update ii. Plans for distribution and publicity 13. Treasurer's Report - Doug Samuel (see attached) a. Financial Statement for the period 01Apr02-31Dec02 including i Balance Sheet - including chequeing and investment accounts ii Statement of Revenues and Expenses iii Details of Accounts Payable and Accounts Receivable b. Hiring Bookkeeper 14. Financial Procedures Committee - Doug Samuel Revised Financial Procedures Document (circulated) 15. Head Office Manager's Report - Hal Doran a. Canadian Conference of the Arts - CSIRP membership approved b. Director's Liability Insurance c. Digest of Motions by CSIRP BoD with Commentary d. CSIRP "To Do" List e. Any other administrative issues of note 16. Governance - JK Muir a. Review Committee status (see attached) b. Other issues including BoD Listserv use (see attached) 17. President's Report a. Governance Committee Status (see above) b. Appointment of Head Office Manager c. Appointment of VP Finance and Administration d. Corporate Record Keeping i. Corporate Register (see attached) ii. Minutes - Janna Graham e. Proposed Budget (circulated Nov 2002) f. Other Catch All Items or from above 18. Any Other Business a. Long Distance Costs for BoD - Dominique Soutif b. Barry Rueger resignation from the Board (see attached) c. Restructuring the General Manager position - Heather Majaury 19. Next BoD meeting proposed for 12 March 2003 at 8pm 20. Adjournment [end] *** Meeting Package for CSIRP Board Meeting - 29 Jan 2003 for CSIRP BoD Meeting 29Jan03 Item 04 Conflict of Interest Report for CSIRP BoD Meeting 29Jan03 Item 04 Janna Graham Upon the request of the Board, Heather Majaury and I compiled information in an attempt to put together a conflict of interest policy for the organization. It was distributed to the Board listserv on November 14th. Since then, we received comments from Barry Rueger and Hal Doran. The original information included a general preamble intended to outline why organizations may wish to adopt such a policy. That has been cut from the following version, as it was only meant as a point of information. - Hal wanted clarification on Point D. in the Procedures section of the draft policy, which states: "For purposes of this paragraph, a member of the Board of Directors of CSIRP has a Conflict of Interest when he or she stands for election as an officer or for re-election as a member of the Board of Directors." It was agreed that this wording, intended to mean that one should not be able to vote on any election that directly concerns themselves, is confusing. - Barry mentioned that the first part of the policy (everything before 'Procedures' ) is good, but had some concerns about the rest of the policy. The Board should discuss if it's necessary to have a policy which outlines particular situations and procedures, or if the first, more general section is sufficient. - Phrasing should also be changed to from "having a conflict of interest" to having a "possible conflict of interest". Essentially, the preamble Heather and I prepared outlined that a possible conflict of interest relates broadly to every aspect of the organization's governance, and not only financial accountability. Submitted by J. Graham for CSIRP BoD, January 24, 2003 Draft Policy: This conflict of interest policy is designed to help directors, officers and employees of the Canadian Society for Independent Radio Production identify situations that present potential conflicts of interest and to provide CSIRP with a procedure which, if observed, will allow a transaction to be treated as valid and binding even though a director, officer or employee has or may have a conflict of interest with respect to the transaction. I. Whereas a conflict of interest is defined as an actual or perceived interest by a staff member or Board of Director in an action that results in or has the appearance of resulting in, personal, organizational or professional gain. Whereas it is expected that individuals, accepting responsibility to serve for Canadian Society for Independent Radio Producers; a) as members on the corporate Board of Directors b) as partners who are contracted to work with the Society c) as employees of the Society Will exercise objectivity by making disclosing their connections with groups or individuals doing business with the organization. Whereas it is generally accepted that no one is free from personal bias, each individual Board member, employee or partner must adequately and objectively assess personal bias that may potentially cause a conflict of interest, thereby putting either the organization or themselves in a vulnerable situation. II. Procedures. A. Prior to board or committee action on a Contract or Transaction involving a Conflict of Interest, a director or committee member having a Conflict of Interest and who is in attendance at the meeting shall disclose all facts material to the Conflict of Interest. Such disclosure shall be reflected in the minutes of the meeting. B. A director or committee member who plans not to attend a meeting at which he or she has reason to believe that the board or committee will act on a matter in which the person has a Conflict of Interest shall disclose to the chair of the meeting all facts material to the Conflict of Interest. The chair shall report the disclosure at the meeting and the disclosure shall be reflected in the minutes of the meeting. C. A person who has a Conflict of Interest shall not participate in or be permitted to hear the board's or committee's discussion of the matter except to disclose material facts and to respond to questions. Such person shall not attempt to exert his or her personal influence with respect to the matter, either at or outside the meeting. D. A person who has a Conflict of Interest with respect to a Contract or Transaction that will be voted on at a meeting shall not be counted in determining the presence of a quorum for purposes of the vote. The person having a conflict of interest may not vote on the Contract or Transaction and shall not be present in the meeting room when the vote is taken, unless the vote is by secret ballot. Such person's ineligibility to vote shall be reflected in the minutes of the meeting. For purposes of this paragraph, a member of the Board of Directors of CSIRP has a Conflict of Interest when he or she stands for election as an officer or for re-election as a member of the Board of Directors. E. Responsible Persons who are not members of the Board of Directors of CSIRP or who have a Conflict of Interest with respect to a Contract or Transaction that is not the subject of Board or committee action, shall disclose to the Chair or the Chair's designee any Conflict of Interest that such Responsible Person has with respect to a Contract or Transaction. Such disclosure shall be made as soon as the Conflict of Interest is known to the Responsible Person. The Responsible Person shall refrain from any action that may affect CSIRP participation in such Contract or Transaction. *** for CSIRP BoD Meeting 29Jan03 Item 05 From: Battery Radio Date: Wed, 15 Jan 2003 23:26:16 +0400 To: Janna Graham Subject: Re: Notice of CSIRP BOD Meeting for 29 January, 2003 8pmEST Hi Janna. Happy New Year. (Until junior Bush makes the holy war, anyway). Sorry I'll be on the road Jan29th so not phone-able. I'd like to be able to say that we've actually talked and done something re the communications committee. but we've failed. One thing I'd like to communicate though is that some indie producers should be interested in going to the International Radio Features Conference in May in Toronto. If so, we need to push for a number of seats to be made available for Canadian indies. I'd suggest pushing for maybe half a dozen. Otherwise CBC staffers are likely to scarf up all Canuck seats. I'd be happy to help coordinate this if no one else is. Best, Chris - for CSIRP BoD Meeting 29Jan03 Item 05 a i Wavelength Next Issue - Barry Rueger I suggested in October, and confirmed in November and December, that I am unable to contribute the time to edit Wavelength. I have spent no more time on it since then. The files can be sent to whoever takes over this responsibility. - for CSIRP BoD Meeting 29Jan03 Item 05 a iii Passed advertisers payments - Victoria Fenner Invoices were issued to Chris Brookes and Janet Alder in May of last year and as far as we know were paid. No other paid advertising is outstanding. Most of the advertising revenue in the past for Wavelength was from CSIRP projects -- Trillium, Radiant Dissonance and Full Moon. We also inserted flyers on a sporadic basis from Earth Chronicle Productions and Third Coast Festival. An ad by Bagatelle Communications was also put in the newsletter as "contra" for editing services provided at no charge to CSIRP by Barry. - for CSIRP BoD Meeting 29Jan03 Item 05 d i Radiosite.ca - Victoria Fenner I am still adding content to www.radiosite.ca in conjunction with the Trillium project (training resources section). The redesign last year was also funded by Trillium, so I was the overseer of the re-design. To the best of my knowledge, nobody is handling on-going updates, except for updates in connection with Trillium and Full Moon. ii. Trillium Content - Victoria Fenner Approximately 12 new webpages are to be posted later this spring. Workshop pages are updated as needed. also AudioSoup Content - John K Muir The entire AudioSoup event is contracted out to Trent Radio which has prepared and maintains AudioSoup websites. Radiosite.ca publishes a poster and a link to the Trent Radio site/ for AudioSoup @ Trent Radio Feb 16th & 17th 2002 http://www.trentu.ca/trentradio/audiosoup/as_tr020216_17/ for AudioSoup @ CFRU Nov 09th & 10th 2002 http://www.trentu.ca/trentradio/audiosoup/as_guelph021109_10/ for AudioSoup @ Trent Radio Feb 15th & 16th 2003 http://www.trentu.ca/trentradio/audiosoup/as_tr030215_16/ iii. Full Moon Content - Victoria Fenner A Full Moon IV page will go up this week. Information for Full Moon 5 has not been added because there is no coordinator yet for FMOK 5. This should be part of her/his job, since all logistics will be up to him/her. iv. Radio Dissonance II Content - Victoria Fenner The page is up. viii. 3 CSIRP Listservs - JK Muir There are three; Board, Member, & Full Moon. Barry Rueger is passing on management. Recommend that be done by Hal Doran through office. *** for CSIRP BoD Meeting 29Jan03 Item 07 Membership - JK Muir a. Current Members - JK Muir Based on the database I have dated 16 June 02. According to that there are 97 members listed with only 20 in good standing after 31 Jan 03. While others will have joined or renewed since 16 June 02 current Board Members may need to renew directly. Janna Graham 15-Aug-02, Heather Majaury 01-May-03, John Muir 01-Sep-02, Doug Samuel 26-Jun-02, Steve Wadhams 01-Jul-01 b. Renewal Campaign - JK Muir I am advised by Hal Doran that a reminder to renew is about to be send out by email. c. New members from Trillium Workshops - Victoria Fenner Only Full Moon registrations have included memberships. Trillium workshop registrations do not include CSIRP memberships. *** for CSIRP BoD Meeting 29Jan03 Item 09 d. Other suggestions - Hal Doran Our contracts for CSIRP projects should make clear than any and all promotion and publicity done by the co-ordinator for a project should: 1) always mention CSIRP and any funding organizations and suggest a standard way of doing that. For example, "This is a project of the Canadian Society for Independent Radio Production (CSIRP) and is funded by the Canada Council." 2) always mention that any payments referred to in anyway whatsoever should be made to CSIRP via the CSIRP office. For example, "...available for $45.00 each. Send money order or cheque payable to CSIRP c/o 242 Westhaven Crescent, Ottawa, Ontario, K1Z 7G3." Otherwise, as in the promotion blurb [for RDII sent in to the AIR magazine, and printed in the most recent edition]. Nowhere does it mention CSIRP. There is not only a lost promo opportunity for CSIRP, but also the potential for confusion about authorship as well as for possible financial mismanagement. *** for CSIRP BoD Meeting 29Jan03 Item 10 Grants Committee a. Heritage Canada Sustainability Grant. The revised grant was submitted to CanHer in October 2002. I have had no further contact with them since then - Barry Rueger A revised update application submitted in December 2002 by Hal Doran. Update Canada Council Applications b. Canada Council - Assistance to Arts Organisations Dominique Soutif and Hal Doran will meet with David Poole of the Canada Council and a member of the jury for this project on Mon. 17 Feb 2003 c. Canada Council - Assistance to Media Arts Productions Projects Barry Rueger says, "No new applications have been submitted." Hal Doran says, "Still looking at how we might qualify under this section." Subject: Canada Council Media Arts Dissemination Project Grants Date: Wed, 30 Oct 2002 14:13:24 -0500 From: Hal Doran Organization: Hal Doran Associates To: john K Muir Hi John, I've read the criteria for this grant (see below) and I don't think we qualify. One criterion specifically states that "projects revolving around a single media arts production are not eligible." To date, all we have is single media arts production, Radiant Dissonance number one. I don't think us saying that we will be issuing volume two of Radiant Dissonance in the next few months, already paid for the Canada Council, including distribution costs, would be seen as a whole new separate media arts production. Also the grants are limited to supporting "independent productions", which "are those over which the artist maintains final creative and editorial control." The Radiant Dissonance artists' sign final creative and editorial control over to CSIRP which then edits and packages their individual works as the project co-ordinator sees fit. Anyway, read over the criteria when you have a chance. Let me know if you can see some reason for applying which I have missed. Thanks! Hal From the Canada Council Web site (http://www.canadacouncil.ca/grants/mediaarts/mash06-e.asp) "Media Arts Dissemination Project Grants This program assists non-profit Canadian arts organizations and collectives to undertake innovative, time-limited projects. The projects must disseminate independent Canadian media artworks to the public, with a view to developing increasingly knowledgeable and committed audiences and/or expanding Canadian and international markets for this work. The Canada Council for the Arts defines the media arts as works in film, video, audio and new media. Independent productions are those over which the artist maintains final creative and editorial control. Project Eligibility Eligible projects must disseminate or, in the case of publications, highlight a group or a body of Canadian, independent media artworks. Projects revolving around a single media arts production are not eligible. d. Other possible grant applications - Barry Rueger The deadline to apply for Full Moon 6 is May 1st. If CSIRP wishes to host Full Moon again next year, the task of writing the grant application needs to be delegated. *** for CSIRP BoD Meeting 29Jan03 Item 11 Projects Committee b. FMOK 2003 - plans to date Victoria Fenner No work has been done to date other than very preliminary discussions with Au Grand Bois. I have informed John Muir that I do not want to produce FMOK 5, but would like to be invited to take part as a sessional artist. - Regarding Full Moon 2003 // Janna Graham for CSIRP BoD Meeting 29Jan03 For the past year and a half, Victoria Fenner and I have spoken at length about the possibility of holding Full Moon 2003 in the Maritimes. We both agreed that it would be in the best interests of CSIRP to expand into other regions of Canada. Others involved in the organization seemed to also support this vision. In the spring of 2002, an application was submitted by CSIRP and CHMA Radio to both Canada Council and New Brunswick Arts Board in hopes of making this a reality. Canada Council came through with $20,000 in support, but New Brunswick Arts Board failed to come through with the modest $7, 000 requested. During Full Moon 2002 and at the ensuing Board Retreat held in Lac Bernard, PQ, it was generally agreed that Au Grand Bois location had been successful. The infrastructure already in place at the camp made running the project practically hassle free. A motion was passed by the 2001-02 Board to hold Full Moon 2003 at Au Grand Bois. A complimentary project, focussing more on documentary and narrative, could be held in New Brunswick. So, I submitted another application to New Brunswick Arts Council for Voicing Tintamare project, which was again turned down. Although the NB Arts Board had been vocally supportive of CHMA and CSIRP's application, it seemed that Symphony & Theatre New Brunswick were much safer than what we were proposing! Needless to say, I was disappointed with the lack of financial support for CSIRP projects here in New Brunswick. When John Muir became CSIRP president, he encouraged me to make a proposal to the Board, on behalf of CHMA, to host Full Moon in the Maritimes for this coming summer. I believe that the Sackville region would be an ideal spot to hold the project. At this point, however, I don't feel confident enough to take on the added responsibility of administering and hosting the project for 2003. Without insight into the actual logistics of running such an event, I am unsure that I could balance my role in managing CHMA Radio with the added responsibility of hosting the Full Moon camp. I know that CSIRP Board would support the endeavour, but let's face it - New Brunswick is far away from the rest of you in Ontario. Without a confirmed sight to hold the project in Sackville, at this late date -- my instinct is that I'd be getting in over my head. If the Board is interested, I could play a role in administering this year's camp in the hopes of gathering enough experience to bring Full Moon to the Maritimes in 2004. I do feel, however, that the Board and the members need to decide exactly what the objectives of Full Moon are. On one hand, it seems important that the event be held in close proximity to a community with a radio station. On the other, there seems to be valid concern that the camp serves the needs of artists seeking retreat to work on their projects. Respectfully Submitted, Janna Graham, January 24, 2003 - The Canadian Society for Independent Radio Production 242 Westhaven Crescent, Ottawa, Ontario K1Z 7G3 Miriam Stucky #2, 231 Hunter St. W. Peterborough, ON K9H 2L1 January 26, 2003 Re: Full Moon Audio Art Camp Full Moon Over the Kawarthas (FMOK) I am writing to suggest Peterborough & surrounding area as a viable and exciting site for the Full Moon Audio Art Camp in either 2003 or 2004. This area boasts an active community of audio artists as well as the technical and administrative know-how to host an audio art camp in the style to which participants have become accustomed. Excellent facilities exist here for both working and staying; both rural and/or in-town accommodations are available. I have spoken with John Muir from Trent Radio, and he has offered both technical support and extended support for the 'conference' as a whole care of Trent Radio. [correct?] If CSIRP did decide to host an upcoming FMOK here, I would be prepared to act as an organizer and make the arrangements necessary for a stellar 6th year of FMOK. If you have any questions, please be in touch, Miriam Stucky *** for CSIRP BoD Meeting 29Jan03 Item 12 a. Project Manager Trillium Year 2 - Victoria Fenner Trillium continues on time and on budget. "Audio Soup" happened in Guelph with help form CFRU and Trent Radio and was very successful. "Audio Soup 2" will happen in February in Peterborough and will certainly be well attended. "Electronic Words" will take place in May at CHRW in London Ontario. Guests will be Penn Kemp and Laurence Stevenson. Site details will be confirmed by month end. The final workshop in the series will take place immediately following the International Features Conference and will draw on the expertise available there. It will be in partnership with New Adventures in Sound Art (NASA). Details of this partnership are summarized in an agreement sent to John Muir by New Adventures in Sound Art two weeks ago[see below]. Darren Copeland of NASA requests that it be reviewed and an agreement be signed before any further plans are made. Details: This workshop will take place immediately after the International Features Conference. It is timed this way because it is an ideal opportunity to involve international participants who only very rarely present their works in North America. There will also be sessions on Canadian radio and audio art, which provides good exposure to our European counterparts on the radio art work which is being done in this country on radio. Radiant Dissonance will also be promoted heavily at the workshop. Two days of sessions will take place at either University of Toronto or Ryerson. Evenings will feature performances arranged by NASA. Projected attendance will be larger than other workshops, and most registrations will be closer to market value than is usually the case. There will though be a number of subsidized spaces designated for community radio people, to conform to the Trillium objectives, which is to provide training for artists and community radio workers. b. Project Manager Report Radio Dissonance II - Victoria Fenner i. CD production Update CDs are in production and will be delivered in early February. Economies in other areas and sales income allowed the run to be increased from 300 copies to 500. Careful packaging design allowed us to keep postage costs near $3 a unit instead of $8. We will also see $700 income from sales to the University of Windsor. ii. Plans for distribution and publicity Canadian publicity is via the Internet and email. Response thus far has been good. Distribution is by Canada Post. Copies will also be distributed to funders, select CBC personnel, some media outlets, and to some participants in the International Features Conference. It will also be heavily promoted at the post-features conference outlined above. Three hundred of the 500 copies have already been allocated, and we will continue to seek out further distribution opportunities. Radiant Dissonance is also being used as part of the course curriculum in the department of Communications at the University of Windsor. Garth Rennie, the instructor, is planning to use Radiant Dissonance on the course for the next two years, and is requiring that all of his students buy their own copy. Deep Wireless Production Agreement (from Project_Agreement_CSIRP.doc) Project Agreement between New Adventures in Sound Art (NASA) and Canadian Society for Independent Radio Production (CSIRP) concerning their co- production of the Conference component of Deep Wireless. Deep Wireless will take place in Toronto in May 2003 and will include performances, radio broadcasts and a two-day conference. This agreement is only concerned with the conference component and not other aspects of the festival. The conference component will occur between 10:00 AM and 5:00 PM on May 24 and 25, 2003 at a Conference location to be determined in the downtown core of Toronto. It is timed as such to attract participation from attendees of the International Features Conference (IFC) concluding on May 22, 2003 at the Canadian Broadcasting Centre. The conference will include artist talks and panel sessions involving the international radio guests from the IFC and Canadian artists and radio producers selected by Charles Street Video, CBC "Out Front" and New Adventures in Sound Art for the Deep Wireless residency. As well, a keynote address by a distinguished Canadian artist or academic or broadcaster on the topic of "Defining the Canadian Ear" will be included. This topic will also weave its way through the other presentations. The Conference will be publicized as early as February or March to the international radio community at large. It is desired that upwards to 100 people could potentially attend the weekend event. A fee for attending the entire weekend is still to be determined. Canadian Society for Independent Radio Producers is responsible for: Appointing a reliable and experienced individual to run the Conference, including the coordination of venue, presenters, participants, food, technical needs, and insurance. Allocating funding to adequately run the Conference in a professional manner. Publicizing the Conference to the national and international radio community. Managing Conference Registration and payments, and determining appropriate fee rates. Providing artist fees for Resident and IFC artists for participation in Conference component of Deep Wireless. Funds raised from the Conference component directly will be the property of CSIRP. Participation in Deep Wireless does not entitle CSIRP to any share of other incomes raised by the festival. Providing New Adventures in Sound Art with copies of artist contracts where NASA's contribution was used for payment. Provide letters of support as required by NASA to secure funds or other resources. Provide space in Conference advertising for mention or promotion of Deep Wireless. New Adventures in Sound Art is responsible for: Providing CSIRP with $1,500 for Conference artist fees provided that NASA's funding from the Canada Council Media Arts Section is approved without any significant reductions to the amount requested. Results should be known in March 2003. Providing artist fees for Resident and IFC artists for participation in performance component of Deep Wireless. Contributing ideas and feedback to the Conference planning process. Publicizing the Conference through local media channels only. Overseeing all production issues that concern Deep Wireless as a festival, in particular its performances and local media promotion. Provide letters of support as required by CSIRP to secure funds or other resources. Provide space in program advertising for CSIRP. This agreement, together with the attached Residency Terms, shall govern the relationship in its entirety between New Adventures in Sound Art and the Canadian Society for Independent Radio Producers (CSIRP) during the Conference component of Deep Wireless, unless a mutually agreed-upon amendment in writing is attached to this agreement. Signed on this ____ day of ________________, 2003: _____________________________ for New Adventures in Sound Art (NASA) _____________________________ for Canadian Society for Independent Radio Producers (CSIRP) *** for CSIRP BoD Meeting 29Jan03 Item 13 Treasurer's Report - Doug Samuel a. Financial Statement for the period 01Apr02-31Dec02 including i Balance Sheet - including chequeing and investment accounts ii Statement of Revenues and Expenses iii Details of Accounts Payable and Accounts Receivable Bank of Montreal: 4,799.90 ING balance: 52,662.77 Income Statement January 28, 2003 Type Revenue Expenses Revenue 60.00 Grants 37,500.00 Membership 115.00 Memberships 350.00 Other 180.00 Registration 1,700.00 Student Membership 50.00 Unknown 45.00 Sum Revenue 40,000.00 Expenses 35.00 1,505.25 Ad Placement 200.00 200.00 Artists' fees 5,000.00 Bank Charges 42.00 Cash Advance (750.00) Contract Co-ordinator's Fees 13,214.56 Copying 37.67 Currency Conversion 1,210.60 Currency Error 375.07 Deposit 100.00 Equipment Purchases 137.97 Equipment Rentals 2,515.00 Expenses 2,837.75 Facilities Rental 15,554.00 Financial 2,675.00 Finantial 655.38 Food 165.96 Grants 38,000.00 Insurance 540.00 Interest 8.05 Jury Fee 767.50 Layout and Design 1,000.00 Mail Preparation 60.00 Media Duplication 6,370.56 Membership 175.00 Memberships 70.00 Miscellaneous 30.00 Organizational Members 100.00 Other 29,052.67 180.00 Per Diem 100.00 Personal Use (164.07) Postage 572.25 Presenter's fees 5,575.00 Presentor's fees 500.00 Product Sale Promotion 1,287.67 Registration 4,428.58 753.10 Software Purchase 310.21 Stationary 7.46 Stationery 167.10 Technical Production 500.00 Tel/Fax 200.00 Transfer 13,340.00 49,188.74 Travel 4,334.64 Unknown 86.38 35 Venue 169.55 Sum Expenses 86,706.28 116,750.32 Grand Total Revenue 126,706.28 Expenses 116,750.32 86,706.28 116,750.32 b. Hiring Bookkeeper - JK Muir It is recommended that a Bookkeeper, accountable to the Board, be hired at once, who will be charged preparing and maintaining financial records according to generally accepted accounting principles. This will include journal entries, bank reconciliations and preparing monthly financial statements. A donation of $250 was made to CSIRP to engage a bookkeeper, upon the approval of the Board, so there would be no delay in ascertaining if there were funds available for this work. *** for CSIRP BoD Meeting Item 15 Head Office Manager's Report - Hal Doran c. Digest of Motions by CSIRP BoD with Commentary Subject: Motions passed by CSIRP Board Date: Tue, 26 Nov 2002 08:27:38 -0500 From: Hal Doran FYI. here's a rough list of motions passed by the CSIRP over the past year or so. Saturday June 19, 2001 An Organizational membership will cost $100 yearly. This will allow three individuals to attend workshops at a discounted rate, and three to join the CSIRP member list serv. Organizational members will receive ten newsletters. Current Organizational members will be grandfathered for one year. 8. Project Development Process - how and under what circumstances are grants applied for under our name. How much of a cut do we require? a. Any proposed application should go to the General Manager for review, and then to the Board for final approval. b. Each application submitted to the GM will include a Letter of Understanding which defines the relationship between CSIRP and the Producer. THE FOLLOWING PROBABLY NEEDS TO BE REVIEWED AS PART OF THE NEVER-ENDING PROCESS TO DEVELOP A "STANDARD CONTRACT TEMPLATE". SO FAR,WE HAVEN'T ADDRESSED 4, 5 OR 8 IN THE CONTRACT DRAFTS. UPON REFLECTION, I WASN'T SURE WHAT 7 OR 9 REALLY MEANT, AND THE CLIMATE BECAME SUCH THAT IT WAS NOT VERY CONDUSIVE TO ASK FOR FURTHER GUIDANCE FROM THE BOARD. We will develop a standard agreement which outlines: i. Benefits (primarily financial) to CSIRP ii. Guidelines on the use of the CSIRP name iii. The obligations and responsibilities of each party iv. Disposition of any capital items purchased by the project v. Insurance requirements vi. Reporting requirements vii. The Producer owns the completed work and related "names" etc, but CSIRP reserves the right to use project developed material in a promotional manner viii. An archive copy of any CSIRP projects may be requested by CSIRP. ix. All cheques from funders are to "CSIRP". The disposition of funds will be managed in a way that makes us comfortable. c) Contracts - The spirit of it is good, but nit picky comments can be e-mailed to Hal within two weeks. 9. Equipment purchase and rental policy and three year strategy for same a. The decision to purchase or lease equipment lies with the Project Director. All capital items must be liquidated at the end of the project, either by sale, or by transferring them to another CSIRP project. A. ABOVE IS OBVIOUSLY NOW SUPERCEDED BY OUR FINANCIAL GUIDELINES AND SHOULD BE REVIEWED IN LIGHT OF THEM. 4) Treasurer's Report and Financial Statement - Procedures - no cheques without invoices or receipts; tighter management of cheque writing, improved record keeping. (May 6 2002) 10) Charitable status. If in fact it will cost less than $2000, we should go ahead ASAP. A lawyer shall be contacted assuming costs are less than $3000 Hal/Heather/Unan. (Mar 4 2002) f) Fee changes for non-Canadians - all are now payable in US dollars. NCRA - Be it moved that CSIRP trade memberships with National Campus Radio Association. Moved by Barry, Seconded by Hal. PASSED. d. CSIRP "To Do" List Subject: CSIRP To Do List Date: Tue, 26 Nov 2002 08:51:16 -0500 From: Hal Doran "To Do" list based on recent minutes: By Person Barry Draft Conflict of Interest Policy (re-assigned to Heather and Janna) Proposal from Magma (our ISP) regarding on-line commerce (payment for membership and workshops) Dominique Awards Committee - develop criteria (with Heather) Nomination Committee - form, with Board guidance and approval, as per By-law 3.03 Doug Develop plan for space on Web site for member bio and contact info (with Heather) Proposals re: Board member liability insurance (with Hal) Hal Proposals re: Board member liability insurance (with Doug) Membership Card and latest membership renewal mailing Heather Develop plan for space on Web site for member bio and contact info (with Doug) Form Committee to focus on Advocacy, Education and Lobbying Develop Wavelength Advertising Sales Plan and work on advertising sales Create brochure and Web info on the roles of Board members Awards Committee - develop criteria for yearly award (with Dominique) Conflict of Interest - develop policy (with Janna and...?) Janna Conflict of Interest - develop policy (with Heather and...?) John Membership Committee - bring forward concept to next meeting Victoria Info about invoice for ad in Wavelength by Earth Chronicle Productions Plan for further Web site development -------------- By Item Saturday June 19, 2001 b. We will add a website section for member bios and contact info. Members will be given he option of opting out of either of these. c. Heather and Douglas will sort out the details for this. e. Heather will take the job of selling advertising. Victoria will forward a rate sheet to her. E. Newsletter advertising - (Heather) - Heather has done some research, and is ready to start approaching likely prospects. She will make some calls before leaving for her new job. (Nov 5, 2001) a. We will announce a contest in the next Wavelength for a CSIRP logo. The prize will be $100 plus a one year membership. Deadline will be two months after publication. c. Our fiscal year is April 1 to March 31 d. Victoria and Douglas will have developed 2002 and 2003 budgets by the end of August. G. Budget - 2002 an 2003 budgets are still to be developed. The Board will develop a visioning exercise involving membership. Barry will take this on and keep it moving. (Nov 5 2001) 5) New Membership Brochure - Victoria emailed Hal. It is unsure whether this is needed. On hold til new year (Nov 5 2001) c. The Board will Develop a Lobbying Committee. Heather will co-ordinate this effort, and it will focus on Advocacy, Education, and Lobbying. 13. Awards: Chris and Barry will begin work on developing a Canadian Award for radio production. Nov 5 2001 A. Membership Development - (Hal) Hal is not here to report but we believe that we are moving ahead. Still a priority. Each Board member will sign three members by Fiscal Year End. 4.01 Voting Board Members who stand to make financial gain. A lengthy discussion ensued. Barry will refine and distribute language for distribution (Mar 4 2002) 8) Website Development - We need to set priorities for next year - secure server - we can do now, but need to set up e-commerce. Barry will email Magma. (Mar 4 2002) d) On-line Commerce - Barry will call Magma within two weeks to sort out. (July 10 2002) Wavelength - nothing has been invoiced. Debate on who should do invoicing. Barry will email existing accounts. Hence forth the person selling the ad is in charge of invoicing, with a copy to the Treasurer. (May 6 2002) e) Invoices for Wavelength - Seems to be working. Victoria will check on Dave. (July 10 2002) 5) Liability insurance for board members - estimated cost $800 to $1300 per year, but we won't know until we complete the application Doug has. Seems now that the risks are minimal, but Hal will further research. (May 6 2002) 5) Liability insurance for board members - Doug and Hal are following up to get a quote. (July 10 2002) 9) Website Development - this work by Victoria was delayed during the move back to Canada. Victoria will follow up over the next two months. (July 10 2002) 10) Pamphlet and Website Info - A progress report will arrive from Heather in the next week or two (July 10, 2002) Heather and Dominique volunteer to coordinate a committee to come up with award criteria (Sept 10, 2002) *** for CSIRP BoD Meeting 29Jan03 Item 16 Governance - JK Muir a. Review Committee status I have not yet met with Audrey Churgin and Doug Ward or convened the Governance Review Committee as I find myself struggling to deal with organisational issues already provided for in CSIRP's governing documents and minutes. My target is to obtain a working structure so as to obtain useful financial statements and protocols for organisational controls before convening this committee. b. Other issues including BoD Listserv use - JK Muir As your Chair I asked that the Board listserv be on this agenda. In my opinion, I find listservs work for groups who cannot meet regularly, and for groups who need to share information, opinions or recruit. That could be the Executive (all the officers) as well as committee chairs of a corporation. I find listservs distract groups who need to be present together in some way to deliberate and make decisions. A Board of Directors is a perfect example of the kind of group a listserv does not serve. A Board, which can only exist at a duly constituted Board Meeting, and cannot (must not) use a listserv to conduct the affairs of their organisation as though they were having a Board Meeting. There's no guarantee of presence, quorum, properly moved and seconded motions or ordered debate and voting. Beyond CSIRP I have never heard of a Board listserv. To use a listserv in any way that tries to substitute for a duly constituted Board Meeting is harmful at least and most probably illegal. *** for CSIRP BoD Meeting 29Jan03 Item 17 President's Report - JK Muir b. Appointment of Head Office Manager Under the authority delegated to me as President, Hal Doran was appointed Head Office Manager on 29Oct02 A transcript of the email letter of appointment follows; Subject: Appointment of Head Office Manager Date: Tue, 29 Oct 2002 23:27:19 -0500 From: John K Muir To: Hal Doran 640 Reid Street Peterborough, Ontario CANADA K9H 4H4 29 October 2002 Hal Doran 242 Westhaven Crescent Ottawa, Ontario K1Z 7G3 Re: Canadian Society for Independent Radio Production (CSIRP); Appointment of Head Office Manager Dear Mr. Doran, Further to the CSIRP Board Meeting held on 24Oct02, during the course of which it was noted to that; "Hal Doran has agreed to help and support the President and the work of the Society from his base in Ottawa.", and further to our various subsequent telephone conversations and email correspondence, in which you generously confirmed the above, and notwithstanding that you have to make a living, and can only devote some hours of work in this volunteer service of help and support, and whereas, according to article 1.02 of by-laws of the Society, the head office of the Society shall be in the City of Ottawa, in the County of Carleton, in the Province of Ontario, and whereas, the head office is, at present, at the municipal address known as 242 Westhaven Crescent, Ottawa, Ontario K1Z 7G3, which is a convenient place for you to offer you help and support, and, whereas, you, Hal Doran, are a certified and authorised by the Board to sign cheques and instruments, and make deposits on behalf of the organisation, and, whereas, you are trustworthy, honourable, and a founder of the Society, and despite any typographical errors or laspes of spelling or grammar contained in this letter, by this letter, I, as President of the Society, hereby appoint you on this 29th day of October, 2003, to the position of Head Office Manager. It is understood that this is a volunteer position and that you may resign from the position at any time without prejudice upon giving notice of your resignation to the President. This appointment shall be reported as part of the President's report at the next Meeting of the Board. Over the next few days I shall inform the Secretary and the Treasurer of this appointment. Sincerely and with gratitude on behalf of CSIRP [signed] John K Muir, President - CSIRP Herewith the duties of the Head Office Manager appointed on 29 October 2002: The Head Office Manager reports to the President, and shall render help and support to the Society under the authority of the President and shall, under this authority, conduct functions in all matters generally associated with the head office of CSIRP. Not limiting the generality of the foregoing, this may include, a) keeping the books, records, articles of incorporation, by-laws, special resolutions, director's registry, notes of obligation, contracts, copies of grant applications, the minute book and the seal of the Society in a safe and private place. b) rendering up these various items, with reasonable notice, and as needed by the Officers of the Society, or others from time to time duly authorised by the Society, to fulfil their functions in their positions of trust. c) receiving postal or other correspondence on behalf of the Society, its Board, officers or others who may from time to time be employed or appointed by the Society. d) preparing and co-signing cheques or other instruments of payment on behalf of and under the direct instruction of the President. e to conveniently sign for the name of the President under the direct instruction of the President. f) making receipted bank deposits on behalf of CSIRP and reporting these deposits to the applicable parties. d) maintaining the registry of Members of the Society, not in conflict with the authority of the Secretary. g) other such help and support which is practical, convenient and prudent and from time to time required. The expectation is that the work associated with this position will require a few hours per week. more or less. c. Appointment of VP Finance and Administration It is recommended that Hal Doran be appointed Vice-president Finance and Administration, with the same duties as provided for in the appointment of Head Office manager, with the addition that a Vice-president is accountable to the Board and may act when the President cannot. d. i Corporate Record Keeping A Corporate Register kit and Seal were donated and sent to the CSIRP Head Office, to aid in organising the official records of the corporation. It should be noted that these items come under the control of the Secretary. e. Proposed Budget (circulated Nov 2002) http://www.trentu.ca/trentradio/csirp/gdocs/bod_mins/030129_csirp_ye2003_budget_nov02.xls *** for CSIRP BoD Meeting 29Jan03 Item 18. Any Other Business b. Barry Rueger resignation from the Board (see attached) Subject: Announcement Date: Mon, 20 Jan 2003 15:53:00 -0500 From: Barry Rueger Organization: community-media.com To: Douglas Samuel , Janna Graham , John K Muir , heathermajaury@cjam.ca, CKMS-FM , dsoutif@rogers.com, Steve_Wadhams@cbc.ca CC: csirp@topica.com, fenner@community-media.com To all in CSIRP - The work of juggling numerous projects is such that I have decided to step down from the Board of Directors of CSIRP. As Victoria has done, I will of course continue to support both the community radio and artistic communities in every way possible, and you're all encouraged to continue to look to both of us for help and advice. At any time our current projects are always listed at http://www.community-media.com. In parting, I'd like to share something that I found while searching some old files last weekend. I believe that this is the oldest known CSIRP document, dating from October of 1997. It was emailed at that time by Victoria. I hope it brings a smile to your faces. Barry = October 14, 1997 Hi everybody - Victoria here, with an idea that a bunch of us are kicking around. So far it's just at the idea stage, which is where it's been for the past couple of years. What we're talking about is forming a new community radio organization. "We" so far is five of us -- Barry, me, John Muir, Andy Posthumus and Dave Kattenburg. I'd like to open up the circle some more and see who else shares our vision and is willing to steer this new ship if we decide to go ahead and build. What we've been talking about so far is an organization which complements the work of the NCRA, not replaces it. The NCRA, as I see it, is an organization of organizations concerned primarily with furthering the work of our stations as organizations. Anyone who has ever been to a conference knows that there is more attention paid to things like transmitters, SOCAN and other things specifically related to staying on the air. It is not an organization which concentrates much on the development of individual programs or programmers. This is not a criticism. No one organization can be expected to be all things to all people. We are kicking around the idea of forming a national organization made up of individuals, rather than organizations. Individuals who produce programs. An organization which can concentrate on the needs of individual programmers and individual programs. Sponsor conferences about programming. Produce a newsletter and website about how to do a better program. Apply for grants on behalf of our members which will result in programs that can be used on stations across the country. Establish a program exchange system which has the proper support to actually happen. In our wildest of dreams, maybe even get the funding together for a national news service specifically for our type of radio. It's a big dream, but one that I could commit to if others were to do likewise. If you're interested, here's what you can do. Email me and let me know you want to be put on our discussion list. We've already done some email hashing out of our mandate which I can send you to get you up to speed. We're still at the beginning of this process so you haven't missed much. No decisions have been made about mandate, name etc. Once we see who's interested, we can put together a steering committee to work this out. Let me know if you're interested in being on the steering committee. I have done some research on incorporation -- it'll take some work but it's not expensive. Whaddya think? Are you interested in hearing more? *** [end]