AGENDA for CSIRP Board of Director's Meeting Thursday, 12 June 2003 7 p.m. EST - last update 12Jun03 17:15 - Chair: John K. Muir 01. Approval of Agenda & Chairs Opening Remarks On-going items and rationale for this meeting 02. Approval of Previous Minutes (22 May 2003) 03. Business Arising - from previous minutes not covered in other reports none Reports of the Officers & Committee Chairs (share information) 04. Communications a. Wavelength Current Issue Progress Report (H Doran) b. Internet Entities - Summary of ownership needed. (H Doran) 05. Membership - Hal Doran 06. Nominating Committee Report - Dominique Soutif http://www.radiosite.ca/nomination.html 07. FMOK 2003 Project Manager's brief update on progress for Full Moon 2003. (J Graham see attached) 08. OTF CRI Year 02 & 03 (JK Muir see attached) Relating to Ontario Trillium Foundation funding of the CSIRP sponsored "Creative Radio Initiative" project. 09. Resignations a. Letter from Steve Wadhams (see attached) b. Resignation of Douglas Samuel as Treasurer. c. Proposed new method of financial administration. (see attached) 10. Vice-president's Report (H Doran) Confirmation that Notice of AGM has been sent. 11. President's Report (JK Muir) Report as to amount owed under contractual obligations. 12. Any Other Business 13. Setting the next BoD meeting proposed for 09 Aug 03 CSIRP BoD (Pre-AGM) Meeting 10 am ArtsCourt Ottawa. Note AGM follows BoD Meeting at 11am ArtsCourt Ottawa 10 Aug 03 CSIRP BoD Retreat Lac Bernard PQ 17-23 Aug 03 Full Moon (Sackville NB) 99. Adjournment [end] *** MEETING PACKAGE & REPORTS FOR CSIRP BOARD MEETING - 12 June 2003 for CSIRP BoD Meeting 22May03 Item 07 From Janna Graham Tue, 10 June 2003 Full Moon Project Coordinators Report for CSIRP BoD Meeting, Thursday, June 12, 2003 I'm really trying to encourage greater Atlantic Canadian involvement. Through emails and the website, the camp has attracted much attention from Americans and Upper Canadians, but at this point - very few Atlantic Canadians have actually registered. Brochures and emails have been mailed to all the Atlantic based community radio stations, media art centres and artist-run- centres.. -- The project organizing team has been finalized, and I'm happy to report we've got an exceptional Sackville based team that will work well with our artists-in-residence. A letter of agreement has been drafted and signed by Bertholet Charron, the owner of the site and facilities in Rockport. Still hammering out insurance details with Edna, the owner of Wilbur's Cove Tea Room in Rockport. Have confirmed with Marsha Lemos to handle all catering. James Connop (with Bertholet Charron) will handle site management. Lorne Altman and John Muir have agreed to handle all things technical. -- The first Full Moon conference call was held during the first week of June. It was an opportunity to get both artists thinking about the week's program schedule. John Muir and Lorne Altman, gear guys, joined the call to sort out potential tech requirements. We will have another call in July to finalize the schedule. -- Maps have been recently drafted with floor plan and site layout and will be made available for artists and technicians. -- Am trying to figure out how to accommodate local interest in the Camp. For instance, many people around Sackville are hoping to take part in the camp not as fully registered participants, but as afternoon observers. Perhaps an afternoon open-house (with limited seats) inviting locals to participate in workshops would work? Feedback on this is welcome. -- Have discovered that insurance for the camp already exists through a package deal Barry Rueger secured for other CSIRP projects some time ago. I really need to know what exactly this covers us for. Hal, do you have the details on this? Thanks and Regrets for not delivering this "in-person" on the conference call, Janna Graham ***** for CSIRP BoD Meeting 12Jun03 Item 08 from JK Muir, Wed, 11 Jun 03 I contacted Doug Gore the CSIRP project officer at OTF (1.800.263.2887 x251 / 416.963.7951 / dgore@trilliumfoundation.org) today and discussed next year's plans and this year's reporting requirements. The deadline for reporting Year 2 was 01 May 03, and it was noted that an extended deadline for reporting Year 1 had been approved last year. Changed the contact name for this grant to John Muir and changed the mailing address to CSIRP Head Office (242 Westhaven Crescent Ottawa, Ontario K1Z 7G3) Mr Gore will be sending me via email copies of the grant application, the letter of agreement between CSIRP and OTF, and the reporting forms. We agreed that an unofficial summary report will be submitted during the first week of July and the full report by 31 July 2003. *** for CSIRP BoD Meeting 12Jun03 Item 09a Letter from Steve Wadhams Subject: membership Date: Fri, 23 May 2003 10:10:58 -0400 From: "Steve Wadhams" To: Hello John Since I'm still getting CSIRP emails and since I didn't get a confirmation from you that you received my email of some weeks ago notifying you that I am resigning from the CSIRP board maybe some wires got crossed. It that's the case then please take this second email as registering my resignation from the board. Also - if it hasn't already been done - would you please take my name off any CSIRP literature and the website. Thanks a lot. Yours Steve Wadhams *** for CSIRP BoD Meeting 12Jun03 Item 09c Proposed new method of financial administration / jkm. 1) All financial data will be sent to CSIRP Head Office On a monthly basis: 2) VP Admin and A.N. Other signing officer will prepare and send CSIRP payment cheques based upon received invoices. 3) Invoices will be marked PAID, and show the cheque number, the amount paid, and be coded according to CSIRP chart of accounts. 4) Cheques and payments payable to CSIRP will be listed on a sheet according to project and coded according to CSIRP chart of accounts. 5) VP Admin will send paid invoices, cheques for deposit, and bank statements to Bookkeeper. 6) Bookkeeper has deposit only bank card and will deposit cheques in CSIRP bank of Montreal account. 7) Bookkeeper will enter financial information into the accounting system and reconcile bank statements, and send finished statements and g/l to VP Admin and Prez for presentation to the BoD. **** for CSIRP BoD Meeting 12Jun03 Item 11. President's Report Our bookkeeper, Sally Clare reports that the amount owed to Victoria Fenner aka Bagatelle Communications and Management regarding contractual obligations with CSIRP is $6,246.15 It was noted that the spreadsheet provided by the Treasurer in preparation for this determination was very close to the amount calculated. Ms. Clare has been instructed to certify this amount in a letter to be sent to CSIRP head office. Upon the agreement of the Board, our lawyer will be informed of this amount and asked to proceed with negotiations for settlement with the utmost dispatch. [end]