CSIRP BoD Meeting April 03, 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 03 April, 03, At the hour of 7:00 p.m,, EST. P R E S E N T: Doug Samuel, Heather Majaury, Dominique Soutif, Janna Graham, and John K Muir. R E G R E T S: Steve Wadhams 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 8:10pm, with John Muir acting as Chair, and Janna Graham acting as Secretary. 1.) Approval of Agenda. An agenda, as circulated, was agreed upon. It was noted that Hal Doran has just return from Japan, and will not be reporting at this evening's meeting. 2). Minutes of 29 January , 2003 UPON A MOTION duly made, seconded and carried, the minutes of the previous Board meeting, held on 29 January 2003, were approved. 3). Business Arising: a) John Muir and Dominique Soutif now have signing authority at the bank. b) Directors who wish to be reimbursed for long-distance charges should mail reimbursement requests to the Head Office. 4) CSIRP List of Important Dates: 31Mar03 CSIRP Yearend 11Apr03 Community Radio Conference set for London Ontario 01May03 Deadline for Application to CC re: FMOK 2004 07May03 Deadline for OTF: Creative Radio Initiative Progress Report. 24May03 "Transmissions sans FrontiSres" (TSF) - Toronto 16Jul03 Nominating Committee Report mailed to Membership 10-16Aug03 Full Moon Audio Art Camp, Ladysmith, PQ 17Aug03 CSIRP AGM, Ottawa, On 5) Communications a) Communications Committee International Features Conference - Janna Graham reported that three members expressed interest in attending IFC conference. Forms and information have been forwarded to those members. b) Wavelength newsletter Janna Graham reported that she is putting together a 4-page Wavelength for the end of May. She will report back on this at next meeting. Douglas Samuel will report back with costs for publishing based on past issues, and work out a budget with Hal and Janna. Douglas will also ensure past advertisers have paid any accounts owing. c) Publicity & Brochures - membership , projects, etc. Deferred. d) Radiosite i. Radiosite.ca - Doug will contact Magma about changing passwords ii. Full Moon Content (see Full Moon Coordinator's Report) iii. Secure Server Situation - Doug Samuel will contact Magma iv. Plan for Member and Contact info - Deferred v. Web info on the roles of Board Members - Heather Majaury to prepare report for website and newsletter on becoming and being a Director for the newsletter. 16 June 03 is deadline for Nominating Committee report to be in the post to the Membership 6). Awards & Nominating Committee - Dominique Soutif & Heather Majaury a) Doug Ward Award (report to be attached) The committee will talk with Doug Ward and discuss the guidelines for award. b) Nominating Committee Dominique Soutif is the chair of the nominating committee . John Muir will send out the Nominating Committee policy, approved by the Membership at the last AGM It was noted that nominations for 2003-04 Board of Directors must be mailed to the membership 16 June 2003. 7). Membership - John Muir No report // deferred. 8). Advocacy, Education and Lobbying This position is open . Deferred until a future date 9). Project Coordinator's Report & Budget Full Moon 2003 (see Attached Report & Budget) Janna Graham presented the report, and discussion followed. It was noted that in February she had travelled to Hamilton, Ontario to meet with Victoria Fenner and Barry Rueger to seek their help in planning this year's event. It was noted that trip was very useful, and further noted that she had contracted Barry Rueger to prepare the Full Moon website, and to design and print an event brochure and to distribute the brochure the Ontario community radio stations for an amount not to exceed $500.00. Mr. Rueger will be invoicing CSIRP directly for his work. Ms Graham requested reimbursement of travel costs and expressed reservations regarding her ability to serve on the Board while acting as Project Manager for FMOK 2003. Following some requests for clarification, Janna Graham absented herself from the meeting. UPON A MOTION duly made, seconded and carried the Board authorizes Ms. Graham be reimbursed $300.00 towards her travel costs in February 2003 to plan FMOK 2003. UPON A MOTION duly made, seconded and carried the CSIRP Board of Directors recognises that Janna Graham is in an apparent conflict of interest while she holds the dual roles of Board Member and Project Manager for FMOK 2003. The Board of Directors accepts full responsibility and it is understood that Ms. Graham will not participate in discussion leading to and including decisions regarding negotiations between herself as Project Manager and the Board. UPON A MOTION duly made, seconded and carried, the project coordinator's report was approved. At this time, Ms. Graham rejoined the Board meeting 10. Project Manager's Report (Victoria Fenner), correspondence & some responses (see attached) a. "Response Needed" cover letter & attachments 26Mar03 i. Report to the CSIRP Board From: Victoria Fenner, dated 23 Mar 03 Project Director, Creative Radio Initiative Project Director, Radiant Dissonance Volume Two Project Director, Full Moon Audio Art Camp 2002 And Barry Rueger ii. Proposed Letter of Agreement re: Third Year Trillium Project From: Victoria Fenner b. Response to "Response Needed" 26Mar03 From John K Muir, CSIRP President c. Response to above item 27Mar03 06:10 From Victoria Fenner d. "Electronic Words" 27Mar03 09:20 From Barry Rueger e. "Resignation" 27Mar03 09:21 From Victoria Fenner f. Response to "Electronic Words" 27 Mar 03 12:47 From John K Muir UPON A MOTION duly made, seconded and carried, the Board received all information as outlined above as Item 10. 11. Matters Arising from Item 10. a) Balance of OTF Creative Radio Initiative Year 2 activity i. Proposed Contract with NAISA re: 'Transmission Sans Frontieres' (see attached) UPON A MOTION duly made, seconded and carried, the contract between NAISA and CSIRP was approved. ii. Community Radio Advisory Board Conference 11April Waterloo, On This meeting is for those involved in Ontario based community radio stations to discuss Trillium workshop possibilities for upcoming year. There was concern about the potential lack of participants for this meeting. No details of prior arrangements have been received. UPON A MOTION duly made, seconded and carried, John Muir will convene the Community Radio Advisory Board Conference in Waterloo on 11 April 03. iii. OTF Creative Radio Initiative Progress Report. OTF Creative Radio Initiative Year 2 activity The Year 1 OTF report dated is 07 May, 02. It is anticipated that a progress report for Year 2 is also due early May, 2003. Barry Rueger & Victoria Fenner have inquired where they are to send Trillium files; It was noted that everything should always be sent to the Head Office - not to Doug's home address, even as a convenience. It was further noted that John Muir is to go and pick up files from Barry Rueger's and Victoria Fenner's office in Hamilton, Ontario. 12. Treasurer's Report - Doug Samuel (See Attached) Discussion took place regarding missing receipts. Following on the recommendation of our auditor Roger Ousley, John Muir and Douglas Samuel met with Sally Clare on Tue, 18 Mar 03 with a view to her acting as the CSIRP bookkeeper. UPON A MOTION duly made, seconded and carried, the Board appoints Sally Clare as the CSIRP bookkeeper. It was noted that Ms. Clare will participate in transferring the current system into a recognised accounting system, and handle routine tasks, including tracking expenses, completing bank reconciliations, generating financial reports etc. She will also prepared for the audit. She currently has our financial papers and the transfer is in progress now. John Muir has prepared a chart of accounts and is coding our current year's financial transactions for Sally. 13. Correspondence Received a. Correspondence from Steve Wadhams (see attached) 02 Apr 2003 b. Correspondence from Barry Rueger "Final Invoices" 31 Mar 2003 (see attached) c. Correspondence from Barry Rueger "Letter to the Board of CSIRP" 03 Apr 03 (see attached) d. Reply from CSIRP President to Barry Rueger re Item 13c The Board received the correspondence outlined as Item 13. Item 13c was read aloud for the benefit of one Director. 14. President's Report - John K Muir (See attached) John Muir presented the President's report. Discussion followed. UPON A MOTION duly made seconded and carried the Board; a) confirms its officers as appointed, and their actions as presented. b) without prejudice, acquiesces to the wishes of Victoria Fenner to; 1) quit her contract of services, 2) quit her membership in the organisation c) without prejudice, authorises an investigation to fairly determine CSIRP's liabilities in regards to its contractors and to pay out any monies owed, or commence claims of restitution as soon as a report of this determination has been made. d) confirms the authority of the President to direct and effect any and all negotiations with CSIRP contractors, including its founding directors, between Board Meetings, and the requirement that the President be accountable to the Board at duly constituted Board meetings. e) confirms that any and all staff, employees, or contractors are accountable for their performance through the President or another officer appointed for the task to the Board. f) confirms the authority of the President and other officers to mitigate any problems however caused, including the resignation of contractors. 15. Any other Business John Muir will negotiate a contract for Full Moon 2003 contract ASAP. 16. Next Meeting : Thursday, 15 May 2003 7:00pm, Eastern Daylight Time. There being no further business, the meeting was adjourned at 10:30 EST. _________________________ _______________________ John K. Muir, President Janna Graham, Secretary & Chair {end}