the next meeting of the KOTO Board of Directors will be Tuesday, December 4 at 5:15pm in the Telluride Room of the Wilkinson Library.

SMEF Board of Directors Meeting Wilkinson Public Library, Telluride Room, Telluride, CO

November 13th, 2018

DRAFT

 MEETING MINUTES

 

Present: Mark Izard (MI), Jim Berkowitz (JB), Jennie Thomas (JT), Norman Squire (NS), Mark Dollard (MD), Lucas Price (LP), Kathleen Erie (KE)

Staff: Heidi S, Cara P, Geoff H, BK1

Public: Adam Mosier

MI called the meeting to order at 5:23 PM.

 

I. Public Comment

A.   Adam stressed the importance of conducting the meeting in a respectful and organized fashion. He dislikes people talking at same time or over one another. He prefers one person talks and all others are listening.

II. Old business/New business

A.   Approval of October meeting minutes

a.  JB asked for his budgeting comments to be clarified and updated. MD made changes and read aloud to Board and MI read along.

b.  NS made motion to approve the updated Minutes, seconded by JT. Passed unanimously.

B.   SMEF election timetable

a.  Three seats for 2-year terms each are available – current seats of LP, KE, JT.  JT and KE running.  LP is not.  Two new candidates have joined the fray – Ted Faris, Jennifer Ogilvie. Four candidates for three seats.

b.  Ballots have been printed and are about ready for envelope stuffing. 700 total. We will announce that we need help from DJs and other volunteers to get the ballots in the mail. Cara read the Bylaws and let us know that our target date to get the ballots out is November 15th.

c.  KE brought the printed ballots. KE reviewed the process we will follow for stuffing and mailing the enveloped ballots. Several Board members agreed to work on the ballots on Wednesday and start the process of getting them out this week.

C.   Silver Tongue Party

a.  No date set yet, Geoff will communicate with venue host and keep everyone up to date, will let us know food and drink plan as well.

b.  MI wanted the aim to be on having this party be a big celebration of the DJs and driving better participation.

D.   2019 KOTO action plan

a.  MI led a discussion on goals for 2019, starting with a repeat of the conversation that we updated the October meeting minutes with – namely, increasing the revenue goals by an additional $150,000.

1.   JB thought a good first step to achieve that would be to greatly increase Event Sponsorships. Make those Requests/Asks more consistently. MD suggested recording a sponsorship promo with Jeff Badger (Siam) to highlight the benefits he realizes through his sponsorship relationship with KOTO.

2.   JB stated that Merchandise revenues could be increased. More robust on-line sales.

3.   Cara felt outreach efforts in neighboring communities (e.g. Norwood) could attract new dues-paying members.

4.   JB stated that the Town has grown a lot with more people and more money but he laments that we are not engaging these people more directly to bring them into the family.

5.   JT felt Board members should network more frequently at other non-profit events. Geoff suggested sending Cara.

6.   Conduct another KOTO Day to engage local businesses. KOTO GO was the larger strategic effort that this was a part of. Technological challenges ensued so this effort was abandoned while we scrambled to correct the “technical disaster”. We should revisit this and see how we can reconstitute it. LP shared that the requirement of KOTO GO businesses to update the site daily became cumbersome and the motivation to do it ebbs.

7.   Cara suggested launching a concerted effort to locate and land new grant monies. Focus on educational and youth and news/information focused grants.

8.   Comments were relayed from other community radio stations that we are crazy not to allow underwriting/advertising and commercial on-air sponsorships.

9.   Trustee outreach. MI would like all Board members to brainstorm and approach at least one candidate as a new Trustee. Today, a three-year commitment of $5,000/year earns Trustee status. Will brainstorm benefits of Trustee’ships at a later date.

10. Always be looking for Doo Dah opportunities where we could partner with someone to assume the downside risk and we get booze and merchandise money.

11. Get the news reports on-line with the name Telluride all over it to attract new traffic to our site and grow new members.

12. Continue to run targeted pop-up ads on social media sites during festival and live broadcast events.

13. Vehicle donation outreach.

14. Planned giving.

15. Make an Ask to TelSki to more consistently donate to KOTO since we serve such a valuable service to them.

 

III. Financials

A.   Ski Swap

a.  Preliminary results appear to show financial results in line with the budget. Will know more before next meeting.

b.  Raffle funds were high enough to cover ski pass costs but the totals were not very profitable. NS felt there should be more outreach in person to the DJs to sell raffle tickets. We will have better success engaging them and raise more money.

B.   Mortgage Refinance Update

a.  MI chatted with Todd Baize, Alpine Bank. Things moving slowly. No more paperwork submissions required at tis point. Waiting on them for documents to sign, hopefully prior to Thanksgiving. MI and KE will sign the refinance paperwork when ready.

C.   2019 Budget

a.  Updates to revenue forecasts informed by the “action plan brainstorm” earlier in this meeting will be made with BK2. The Ride number can be increased based on feedback. Finance Committee will reconvene to update these numbers.

b.  Need to add once per month cleaning costs to the 2019 budget. Will be added and vendors brainstormed.

c.  Geoff concerned about adding more revenue monies because he sees things heading for a slowdown and he sees risk in increasing the fundraising numbers.

 

IV. Staff Reports

A.   All Staff members submitted their reports to the full Board prior to the meeting.  Board had opportunity to ask some clarifying questions but otherwise accepted the reports as submitted. Board thanked them for their efforts.

B.   Seeking part-time news reporter. Advertising and outreach in progress and first interviews being set up. Amy P, Cara and BK1 will conduct interviews. It is a 24-hour per week job.

C.   Norwood Studio coming on-line December 1. Cara relayed update – grant was submitted via Just For Kids and was awarded in the amount of $16,000. The school has an existing soundproof studio. Cara will donate her time to the school at the beginning (while being paid by the station) to train the students on the processes to allow them to be self-sufficient. We may want to donate our IT guy for one day to go out and connect the Studio to the KOTO station, but for now, no direct connection or ability to toss it back to the station.  All KOTO and station content will be pre-recorded and played out there. Great opportunity to build outreach to Norwood, and more specifically, the Norwood youth.

D.   Heidi has assumed all web update work, including the community calendar.

 

V.  Executive Session – 2019 Budget, Staff Compensation

A.   MI took us into Executive Session at 7:33 PM.

B.   Mi took us out of Executive Session at 8:00 PM.

VI. Next Meeting / Adjourn

A.   Next meeting is December 4th

B.   MI adjourned meeting at 8:00 PM.

 Prepared and submitted by Mark Dollard, Secretary

 

the next meeting of the KOTO Board of Directors will be Tuesday, November 13 at 5:15pm in the Telluride Room of the Wilkinson Library.

 SMEF Board of Directors Meeting Wilkinson Public Library, Telluride Room, Telluride, CO

October 16, 2018

MEETING MINUTES

Present: Jim Berkowitz (JB), Lucas Price (LP), Norman Squire (NS), Mark Dollard (MD), Mark Izard (MI), Kathleen Erie (KE)

Absent: Jennie Thomas

Staff: Ben Kerr, Heidi Sarazen, Ben Kalman

Public: Adam Mosier, Ted Ferris, Denise Clark, Brian Wolohan, Mike Hardy

NS called the meeting to order at 5:30

PM MI and KE arrived at 5:35 PM. MI departed at 7:40 PM.

I. Public Comment

A. Adam Mosier – asked if other radio stations have capital reserve plans that we could borrow from, MD shared that we are modeling new reserve studies for a building and equipment needs based on HOA style plans. No one has reached out to other radio stations but agreed that this would be a good idea. These reserve studies and capital expenditure plans are being developed over the next two quarters (approximately). JB stated that we don’t have the monies for these needs and we have been in a year-afteryear situation when we just get by.

B. Ted Ferris – professional recruiter with marketing background that wanted to share some fundraising ideas he has been knocking around: (1) solicit donations from owners of empty AirBnB units for the station’s use, (2) organize more kid and kid-friendly events to attract kids who are not hearing the station, (3) silent auction conducted at the station.

C. Mike Hardy – just stated that he is enjoying the programming.

II. Old business/New business

A. Approve September Minutes

a. MI made comment that emotions should be checked at the door. It is a place of business. MI updated the Board that he intends to step down as President and he will miss the next meeting. MI will provide MD with a written statement that will go into the record. MI offered to continue on as President until the end of the year if the Board wished. He turned it over to NS to run the rest of tonight’s meeting.

b. LP made motion to approve the September meeting minutes as presented. JB seconded. Short discussion on action items: KE sent Alpine Bank needed financial records for refinance. LP checked in with Bluegrass and we expect to get a check closer to the end of the year. Closed discussion – passed unanimously.

B. Energy efficiency rebate progress – MD updated Board that the we have committed 80% of the funds, work continues, we should have reimbursement before end of the year.

C. Denise Clark Consulting Proposal – JB sent out Draft consulting contract prior to meeting and asked all Board members to review and have questions ready for Denise.

a. MI asked about relevant experience at other radio stations. Denise shared the half dozen public stations she has worked with. JB and MD shared references from specific radio stations – stellar feedback from both.

b. MI asked about the best timing to start the consulting work, whether it should be started in November or in January. Denise can get started in November without requiring too much time of the staff at the outset. Denise believes the earlier start would be best and would serve the radio station best. MD agreed with this assessment that a November start would be best.

D. Ski Swap Game Plan

a. Heidi is working closely with Brittney to start the rollout for volunteer requests.

b. Swap will occur on November 11th . Lots of volunteers have expressed interest already.

c. JB asked if Heidi and Brittney have a list of volunteers from last year. Heidi unsure but was confident Brittney was on top of it and she has been sending inquiries directly to her.

d. BK1 confirmed that Geoff is working on a new raffle to occur during the Swap.

III. Financials

A. Current financials/2019 Budget work-session

a. No radical change from 2018 budget with the only noticeable change being the contemplated contract with Denise.

b. JB expressed concerns that we are just kicking the can down the road if we simply inform the 2019 budget with 2018 numbers. JB used the lack of an ED as an example of an expense that he feels needs to be in the plan. NS expressed that he is still not convinced that we need an ED. JB wants the emphasis to be on pushing the revenue needs up $150,000 to make sure we put a stake in the ground and clearly state our realistic needs. We can whittle away later if the revenues do not materialize but he feels it is important to set this as a goal from the start. This is a more philosophical view of a budgeting approach for our organization. KE disagrees with this approach and wants revenues goals to be tied to realistic expectations.

c. MI asked if perhaps Denise Clark might be interested in staying on as a part-time ED after the consulting period ends. d. KE would like to get through the consulting period, coupled with another year of strong cash flows, and make the decision on the funding for the ED based on the consulting report and our cash position. MD and LP supported this position and plan.

d. Discussion ensued on questions the Finance Committee had for staff on several income categories. The result was another good scrub of the 2019 plan that BK2 incorporated. Finance Committee should meet again prior to next Board meeting with plans to vote on the 2019 Budget at next Board Meeting.

B. Plans for reserve funds/Raffle funds

a. MD still needs to develop plan for Reserve Study

b. KE said we have raffle monies to spend in 2018. BK1 and Cara will provide input on current needs.

C. Mortgage re-finance update

a. KE dropped off requested financial paperwork with Alpine Bank. Ball is in their court now.

D. US Bank account update

a. MI will move those monies out of old USBank account and combine it with some Trustee donations that are anticipated over the next month.

IV. Committee/Staff Reports

A. Programming - CAB, listener survey, etc.

a. BK1 put both bylaws and CAB mission statement on the station web site.

b. BK1 read notes from last CAB meeting. Included, once again like always, was a request to bring BBC back. Costs are thought to be high…reason it was let go several years ago…but BK1 will update Board on current cost to carry it. CAB needs more members and participation. MI stressed that younger participation would be a very good thing and would provide CAB with more diverse opinions that we are missing today. Broad board agreement on this point.

c. Geoff suggested that participation at CAB should count toward volunteer hours for membership.

B. Staff Reports

a. Each of the staff members submitted reports prior to the meeting.

b. Heidi is spending many hours on the unpaid pledges that total approximately $46,000. Half is current, half goes back as far as 2015. Total is in our Accounts Receivables today.

c. The console/board in the production room might be kaput. BK1 bringing in engineer for final diagnosis. If we need to replace we can use raffle money.

V. Executive Session – NS took us into Exec Session at 7:38 PM

A. Geoff’s contract

B. Denise Clark contract

NS took us out of Exec Session at 7:57 PM LP made a motion to sign the most recent contract with Denise Clark for a start date of November 1. KE seconded. Passed unanimously by the five Board Members present.

VI. Next Meeting Date Confirmed/Adjourn

a. November 13th is date of next meeting

b. NS adjourned the meeting at 8:00 PM

Prepared and submitted by Mark Dollard, Secretary

the next meeting of the KOTO board of directors will be Tuesday October 16 at 5:15pm in the Telluride room of the Wilkinson library.

SMEF Board of Directors Meeting Wilkinson Public Library, Telluride Room, Telluride, CO

September 18th

MEETING MINUTES

Present: Mark Izard (MI), Jim Berkowitz (JB), Norman Squire (NS), Mark Dollard (MD), Jennie Thomas (JT), Kathleen Erie (KE), Lucas Price (LP)

Public: Doug Tooley

Staff: Ben Kerr, Geoff Hansen

MI called the meeting to order at 5:22 PM.

I. Public Comment

a. Doug Tooley – Expressed appreciation that his personal commentaries were run recently. He stated that he would continue to do them. Just present to listen in.

II. Old Business / New Business

a. Approve August Meeting Minutes

i. MI expressed that he does support including staff reports in the official minutes, provided we make it clear to them beforehand.

ii. KE does not support it. She likes that the staff can be more straightforward and open with the Board and not let their official publication cause them to be less forthcoming. LP supports this idea.

iii. JB would like to see the reports be more about what they PLAN TO DO, as opposed to WHAT THEY HAVE DONE. Perhaps we should make this a required section in every staff report. For example, we only learn after the Fall Street Dance that we did not get any sponsors and that we likely broke even. Always best to get budgets and plans in advance of events.

iv. Consensus among Board to not include Board reports.

v. JT made motion to approve the August Minutes once MD removes the two staff reports that were included in them. NS seconded. Passed unanimously. MD will redistribute edited Minutes and send to Ben Kerr for publication on the web site.

b. Trustee Discussion

i. In the past, the individual Board Member or KOTO “patron” who had attracted the Trustee in the first place was the person to stay in touch with them to ensure that SMEF collects the donations over the multi-year commitment. This process is inefficient and a good reason why past multi-year Trustees fell by the wayside.

ii. JB would like to see us formalize what benefits and expectations a “Trustee” designation provides to a donor. JB suggested doing research to determine what other non-profit organizations do with regards to Boards of Trustees.

c. San Miguel County Green Grant Progress

i. MD updated Board on thermal blinds and “low hanging fruit” energy efficiency measures being done inside the purple house. The county will reimburse the station when we submit paid invoices done for work listed on Kim Wheel’s energy report. MD will include air system filters on list for grant.

d. SMEF Election Schedule

i. JT, KE and LP terms are up. Three seats for 2-year terms.

ii. KE will email the Board the timeline on ballot mail-outs, ads in newspaper, announcements on Community Calendar and KOTO.org, etc.

iii. October meeting will occur October 16th and we will have ballot discussion on agenda

iv. November meeting will occur November 13th and we will likely stuff ballots during the meeting.

v. Annual meeting will occur on December 4th.

III. Financials

a. Finance Committee will sit with BK2 within next two weeks to begin formulating the initial 2019 Budget which will be sent to the full Board prior to the October meeting.

b. Ride Festival discussion ensued. MI reported that he has followed-up with Todd Creel since last board meeting regarding the 2019 Ride, and is optimistic about moving forward. MI and Kathleen to schedule a meeting with Todd soon to discuss a future financial commitment for 2019 budgeting purposes.

c. GH questioned if a check from Planet Bluegrass had been received for KOTO’s portion of beer booth tips, and noted that last year’s payment was received in August. It has not shown up in the current financials yet, so BK1&2 will investigate whether or not the payment has been received, and take appropriate action if needed.

d. Plans for Reserve Funds and Raffle Funds – KE reminded everyone that we are required to keep the Raffle money in a separate account (Which we do.), and it can only come out of that account when we actually make an expenditure on new equipment. The US Bank account can be closed and the monies can be transferred to our Alpine Bank operating account, possibly in a sub-account so we can earmark it for equipment. MI to follow-up with USBank.

e. MD still needs to coordinate with a Reserve Study firm to get a quote for a new study to be performed at the purple house. Payment for the Study will hopefully be financed through a donor.

f. We also need a full Reserve Study done for our radio broadcast equipment. Ben Kerr believes the engineers in Durango should be able to assist with this report. MD and he will contact them and price it out. Important to confirm they have produced a report in the past and have expertise in building Reserve & Equipment Replacement Plans. Ben Kerr has an equipment replacement list that will serve as a good starting point.

g. Generator – JB reminded Board that we had made a decision about six months ago to replace the inefficient, manually-operated generator, and create a standard operating procedure that we could post in the DJ Booth so anyone on site could perform in the event of a power outage. Still has not been done because, in the absence of any new power outages, its priority has slipped down the list. Board expressed wide consensus to spec out the best generator including one that would be self-starting, and be run on natural gas or battery-operated.

h. Mortgage Re-Finance - MI reported contacting Todd Baize at Alpine Bank. MI and KE will submit necessary financial documents, and go by bank to sign necessary application paperwork.

IV. Staff Reports

a. CPB grant now requires anti-harassment training to continue funding member stations. BK1 has necessary paperwork and instructions. He will institute training with staff. Deadline for training completion is October 1st.

b. CAB meeting occurred last week. There were discussions on the survey that we currently have in draft form but no new updates have been made or shared to date. Expectations are that the survey will be in a more advanced form by next CAB meeting. KE suggested including the new survey in the upcoming ballot so a note will be sent to CAB member to motivate the survey to be completed. MD will send last version of survey to Board for feedback. JT commented on copying Denise Clark as well and seeing if her services might include this task.

c. Summer Fundraising – Geoff reported that donors who pay by credit card are still getting invoices for the amount already gifted. Obviously something is being missed in our process. MI asked Geoff and Heidi to meet with BK2 this Friday to attempt to clean up this part of the process. Approximately $63,000 was pledged.

d. Opportunity in Norwood Schools – Update from Cara’s report: “Geoff and I are meeting with Ken Lawrence, the director of IT for Norwood, schools this Thursday about a potential studio out here. I know you all have a ton to cover tonight, so we can report back next month on how our meeting goes. But if it move forward, I've got an idea for a program that would engage students and community members out here. I'd love to pursue a grant for a broadcast journalism class and develop a curriculum for it. The class would be one day a week with high school students, and we would work on interviews with community members and report more stories on the West End. Since they went to a four-day week at Norwood schools, I'm guessing they are scrambling for programs to offer to kids on that fifth day. I think it would be a win-win and open a whole new donor base for us.”

i. JB expressed a desire to seek out grant sources in addition to the Telluride Foundation, like large organizations in Denver that might have an interest in funding this project. MI also reminded us that the school has opportunities for applying for such a grant. Geoff mentioned Just For Kids as a target for a request.

e. Live Broadcasts/Blues & Brews – Board expressed appreciation to the broadcast team for a stellar event – Cara, Heidi, Ben, Geoff, Jamie Catchpole, Claybrook Penn, Amy Peters, and MI. However, we did experience a glitch where the daily interview and festival schedule email updates did not go out for each of the three days to our members, and the people who signed up for it. Unfortunate, but we did obtain 133 new emails for our database. JB and Heidi will examine what went wrong and make sure it gets corrected.

f. Organizational / Business Consultant Update – The committee charged with this project met with Denise Clark and reviewed the station’s needs and how her skills could help us improve our processes and make us a much more efficient organization. Denise met with the staff as part of her initial investigation. MD and JT agreed that she was impressive and that she put together a very comprehensive proposal. LP proposed that the committee share Denise’s proposal. LP felt strongly that if we are going to pay her for this we have to be committed to her recommendations. LP has a lot of confidence in Denise and in her integrity. KE felt the section on VISION & TEAM BUILDING was not necessary and that we might be able to revisit the documents Tom McGlade prepared in 2016.. She also recommended that we obtain references, and schedule an executive session. MI informed everyone that he has already scheduled an ES for the October SMEF meeting, as requested by Cara. MI assumed, incorrectly, that Ms Clark would be in attendance at this meeting, and requested that she meet with the full board, with the four board members that are not on the committee, or at least with him. This is a good example of why the full Board needs a bit more time to review this proposal (that just arrived this morning). The proposal will be distributed to the full Board and everyone will have time to review, and submit additional questions and suggestions to JB. It is expected the Committee will get back with Denise to: (1) collect a resume and examples of her past work particularly any radio clients, and (2) see if we can whittle any aspects of it down to control costs, and tweak the timeframe if deemed necessary.

V. Adjourn

a. MI adjourned the meeting at 8:00 PM.

 SMEF Board of Directors Meeting Wilkinson Public Library, Telluride Room, Telluride, CO

August 21st, 2018

 

MEETING MINUTES

 

Present: Mark Izard (MI), Jim Berkowitz (JB), Norman Squire (NS), Mark Dollard (MD), Jennie Thomas (JT, on phone), Lucas Price (LP)

 

Absent: Kathleen Erie (KE)

 

Public: Doug Tooley, Bob Biener, Jerry Greene, Todd Creel

 

Staff: Geoff Hansen, Ben Kerr, Cara Pallone,

 

MI called the meeting to order at 5:20 PM.

 

I.             Public Comment

a.     Bob Biener – expressed frustration with the lack of follow through on Trustee commitment.  He reminded us that he was able to get a 5 year commitment from a friend but KOTO only received funds for the first year and then never contacted the Trustee again. Bob asked for a commitment from SMEF Board to follow through and bill these Trustees each year for a multi-year commitment. MI felt the Board could resume this Trustee effort and give the Staff proper direction to bill the Trustees. JB shared that we have been exposing some process shortcomings that have let things like this slip through the cracks over the years. Our focus on re-writing the processes that affect communications with regular donors, and particularly Trustees, should solve this issue.

b.     Doug Tooley – expressed concerns about one of his commentaries not getting run on-air and for being removed from the fill-in DJ list. MI stated that to his knowledge the commentaries has aired and that he would raise the issue in the next Staff meeting.

c.   Jerry Greene – asked the Board how many people had listened to other community radio stations recently. Jerry felt it would be a very good idea if we stay connected to these other stations to make sure we are staying current on trends and new ideas, as well as learning from our peers to make the station as good as it can be. JB shared that we have been more aggressive in our social media efforts and the very positive results we have realized – greatly increased listenership, new members, expand our reach to new places. Jerry was pleased to hear that “Digital Marketing” does not mean ads on the web site. Jerry thanked the Board for volunteering their time.

 

II.           Old business / New business

a.    Approve July meeting minutes – MI redistributed the July draft minutes to the full Board. JT made a motion to approve the minutes as presented. Seconded by NS. Passed unanimously.

b.   Summer On-Air Fun Drive Update – Geoff updated the Board that as of today we are at approximately $27,000. Geoff feels confident that we can hit the goal of $53,000 if the DJs step up. He shared that there were approximately 40 people at the Pep Rally. MI wants to keep reminding DJs to read the phone number 4-5 times per hour.

c.   Eco-Action / SM County Grant – MD updated Board that he has been in touch with Heather Knox from Eco-Action and we are on our way to spending the money over the next three months. MD will then submit spreadsheet and invoices to Eco-Action for reimbursement.

                                         i.    Budget Blinds – new blinds

                                        ii.    CO Glass & Shower – windows with any $ leftover

                                      iii.    Telluride Maintenance – move doors, seal doors and windows, replace heaters in baths, replace aerators in baths, cover thermostats, roof leak

                                      iv.    Delsart Electric – wiring up new heaters and vents in both baths

d.   KE shared with MI last week that we have some money that can be earmarked for new capital equipment (up to $13,000 is available). Ben Kerr has a wish list that the Staff needs to prioritize. Basically, every single piece of equipment we own needs to be replaced eventually, so the process is just prioritization. MI asked the Staff to discuss this and go through the prioritization process. Additionally, there are some building maintenance items that could be included in this too (eg Roof Leak, Generator). The next Staff Meeting is this Thursday and this topic will be the number one agenda item.

e.   MD to investigate the assembly of a Reserve Study exercise led by an engineer that calculates remaining life in our building components and other capital needs that is plugged into a spreadsheet so we can have a clear picture of how much money we should be saving each year to meet these future obligations.  There was broad consensus on the Board to earmark Raffle and Auction monies to this new Reserve Account.  Additionally, this new account can be primed with what we already have in the old US Bank account if it is not restricted. MI to confirm with US Bank.

 

III.         Financials

a.   Ben Kalman has started to include a new report for the YE Projection of our financial performance

b.   CPB on-line submission is done. CPB had three questions and KE has answered two of them already. She has plan for last answer. Tax return filed.

c.   Reserve Fund – see above (II.d)

d.   Mortgage Refinance – MI and KE will go see Todd Baize at Alpine Bank to sign necessary paperwork for refinance.

 

IV.         Committee / Staff Reports

a.   Technology – We are still running blind on exactly what our virus and malware protections are, no one understands what a former employee did or what protections we do have. Telluride Bytes will get this assignment. They are upgrading our Shared Drive so this fits right into that work. We have monies left in the budget for Engineering and Consulting that could be spent and these guys can also assist with the prioritization effort.

b.   Board Fundraising – MI would like to see the DJ board members not only raise the $350 minimum but do a bit more each fundraising period and encouraged all Board members to set a $1,000 goal each fund drive. JB wants us to budget money that would allow us to send a Board Member to the other non-profit events in Town (eg TASP, TAB, AhHaa) and seek out / recruit new donors / members.

c.   Business Processes – A committee made up of JT, MD and JB is focused on creating Standard Operating Procedures (SOPs) for all of the tasks/responsibilities that the Staff conducts, particularly in the areas of fundraising and member management. Mandy Miller met with the committee and provided some good feedback on what we should be doing to get this started. She also made it clear that the SOP formulation expert is not going to be her…not the right match for what she does…but she was able to share some names of other worthy candidates. We have engaged Denise Clark to assist us with this effort. She will meet with the committee on 8/30 to review  her proposal and determine if we like what she wants to do. Denise will then visit with the Staff and get down in the day-to-day trenches so she can understand exactly what people are doing to provide her best recommendations. At that time she will provide us with a proposal that would include costs and recommendations. The committee will present this proposal at the next SMEF Board meeting.

d.     Ben Kerr - Allison Farnham from the library received a grant to digitize reel-to-reel tapes. This will allow us to send off digitize 40+ of them!  

Heidi and I trained 9 new DJs in July.  2 of them already have regular shows.

The garden received some TLC from several community service workers, one of whom was able to score some donated plants.

Last week Crop Circles (Mike Hardy) installed a sprinkler system on a timer to keep it watered daily. He also installed a crack-free window behind the DJ chair. 

The BIT van is getting closer to being ready. New muffler arriving later this week.  

Adam from Telluride Bytes is installing a new share drive to replace the older system which has presented some issues of late and was over-engineered to begin with.  

Duck race deposit $8,040. 808 ducks sold. A new record. 

                   Processing about 20 new CDs a week into the drawers.

         

V.          The Ride Re-cap

a.   Todd Creel stated that the broadcast and the interview schedule went so smoothly because Cara had done so much wok on the front end.

VI.         Executive Session

a.   MI took us into Executive Session at 7:38 PM – Telluride Productions Contract

b.   MI took us out of Executive Session at 7:59 PM

 

VII.       Next Meeting – Tuesday September 18th

 

VIII.     Meeting was adjourned by MI at 8:00 PM

 

 Smef board of directors meeting -wilkinson library telluride, co  july 17, 2018 5:15pm 

Minutes:

SMEF Board of Directors Meeting

Wilkinson Public Library, Telluride Room, Telluride, CO

July 17, 2018

 

Present: Jim Berkowitz (JB), Jennie Thomas (JT), Lucas Price (LP), Mark Dollard (MD), Mark Izard (MI), Norman Squier (NS)

Absent: Kathleen Erie (KE)

 

Public: Cara Pallone (CP), Ben Kerr (BK1), Bobbie Smith (BS), Mike Hardy (MH)

 

MI called meeting to order at 5:28 PM.

 

I.             Public Comment

a.   BS brought up that she heard about the special Silver Tongue Party for people who raised their minimum. Wondering why she was not invited, because she had raised above her minimum, she went to the station to check the records. She realized some of her donations were not accounted and the research appears to point to “lost donation pages”. Same thing happened to Deb Gesmundo but she had copied all of her sheets so we could capture the donations. BS’s donations that were not entered are lost. As an aside, she mentioned that Jerry Greene also stated that he raised his minimum but was not invited to the party either. BS had to ask…really? Jerry not invited? She believes the Silver Tongue’s should be open and inclusive to all. BS also pointed out that Sherri Harvey donated plenty of volunteer hours to qualify but she was not invited. The station has been unable to develop an effective process to ensure all volunteer hours are accounted for. JB weighed in and stated that all of this exists because we have no standard procedures. Staff does not have any processes written down to keep an accounting of our donors/members/volunteers/raffle-sales. JB wrote up procedures very quickly for this data entry and tracking. BK1 stated that he had been doing most of the entry and that he will take responsibility for any lost pages or missed donations.

b.   BS stated that because there is not a steady supply of new music in the drawers her husband and fellow DJ, Chris Smith, no longer volunteer DJs for KOTO.  Missing the new music. JB also voiced this concern. BK1 and MD stated that they still find plenty of new music in those drawers.

c.   MH just said “good job everybody”. He later weighed in saying that he notices as a new DJ that some DJs do more than others as it relates to fundraising. He thought if DJs weren’t pulling their weight they should perhaps lose their show and allow a newer DJ who will have a shot at their show slot.

 

II.           Old business/New business

a.   Approve June Meeting Minutes – before approval MI read from the minutes the section that dealt with the exclusive Silver Tongue party and fundraising. Additional discussion with BS and public ensued. MI made motion to approve the June Meeting Minutes as presented. LP seconded. Passed unanimously.

b.   Old Business-Conflict of Interest Forms – JB turned his in so MD now has a signed form from every Board Member. Scanning and retaining copies.  Will share with BK1.

c.   Old Business-Mortgage Refinance – MD went by and talked with Todd Baize at Alpine Bank. Todd said the Treasurer and President need to come by to fill out the paperwork to begin the refinance process.  No reason to delay…should go in to see him at Alpine Bank soon.

d.   New Business-Electric Generator – BK1 to call Socko and see if we can get the one he is supposed to have. This is a needed critical piece of equipment.

e.   New Business–News Dept - When Katie takes leave near end of August Amy Peters will step in to cover. Amy not getting hired as a new employee…just a freelancer…but she will essentially cover the same schedule as Katie. Fall work schedule is already getting laid out by Cara and coverage during vacations should not be an issue. Benta Berkland (KCNU) who did the Capitol Connection that the news team picked up was hired on by CPR and we will possibly no longer be getting those dispatches.  Bummer.

f.     New Business-Jazz Fest – Staff does not have the time or resources to do another broadcast but that might fit well with the Festival’s plans. Jake from SBG Productions reached out to see if we might want to do some select interviews or other interactions with the artists. JB and MI will take the lead and keep us engaged with this great festival and the production team.

g.   New Business-Bluegrass – Cara thanked the Board for the stipend/payout to the staff and the broadcast technical team leader.

h.   New Business-Building Improvements – MI asked the station’s strong volunteer, MH, to work with BK1 on developing a plan for improvements around the purple house, particularly upstairs. MD has a list that was developed by Kim wheels that he will share with MH and BK1. Some of the work she suggested will fit into this work plan well.  We will also seek as many new windows as we can buy for the SM County Green Grant.

 

III.         Financials

a.   CPB Deadline Extension was granted. They gave us to August 14th but we set an internal deadline of August 1st.  KE has been busy with elections and then The Ride Fest so it is expected she will meet this deadline easily.

b.   Consolidate bank accounts. Old account at US Bank was leftover from when we used to do business there. MI will go by and close the account so we can combine the funds into our operating account at Alpine.

 

IV.         Committee / Staff Reports

a.   IT/Digital Marketing – JB compiled some impressive numbers into a report that details the amount of traffic we were able to drive to the web site and our FaceBook page. Attaching this report here as the Committee report:

b.   Events-Duck Race – Sales start on July 25th. Race is August 3rd.

c.   Events–Ride Recap – MI reiterated how impressed he was with the whole staff/team and their performance during the Fest. We lost the Internet connection toward end of Fest on Sunday that we could not figure out but otherwise the broadcast went great. Board agreed to send Jamie Catchpole a $200 payout for his hard work.

 

V.          Executive Session

a.   MI took us in at 6:57 PM. MI brought us out at 7:57 PM.

 

VI.         Next Meeting – Scheduled for August 21st. There was talk that we might want to move it up so it occurs prior to the start of Summer Fundraising. Will revisit via email.

 

VII.       Adjourn – Next Meeting is August 21st – MI adjourned at 8:00 PM,

 

SMEF Board of Directors Meeting Wilkinson Library, Meeting Room 5, Telluride, CO May 22, 2018

MINUTES

Present: Jennie Thomas (JT, by phone), Mark Izard (MI), Kathleen Erie (KE), Norman Squier (NS), Jim Berkowitz (JB), Lucas Price (LP), Mark Dollard (MD)

Absent: None

MI called the meeting to order at 5:22 PM

  1. Public comment

    1. None present

  1. Executive session – Ride festival contract

    1. Delayed until Ride rep arrives

  1. Old business

    1. MD made motion to approve meeting minutes from April as presented and waive reading. LP seconded. No discussion. Passed unanimously.

    2. Van donated by Baked in Telluride. BK1 asked if it made sense to retain the van for use by the station. Last month the Board gave BK1 direction to price out wrapping the van and all other carrying costs (insurance, maint.). Wrap cost came in at $2,000 – which everyone agrees is too much.  Broad concern expressed about taking on these overall costs. More support among Board for fixing it up slightly and selling it to realize positive cash benefit from the gift.

    3. Geoff has reserved Village Table for June 7 Silver Tongue.

    4. Romancing the Radio – written by Mavis Bennett in 1990 celebrating KOTO at 15 years old. MI noted how much things are still THE SAME.

    5. Tree fell on Cara and MI’s cars from the neighbor’s lot. As a result, we are going to take down the gate on this neighbor’s side of the studio. The tree was very old and rotted on the inside. BK1 asking neighbor (and documenting it in writing) to test their other large, menacing tree to see how its core looks and if it too might be at risk of falling over.

    6. San Miguel County Green Grant still alive. MD moving on from Coolings and calling Snipps. Telluride Maintenance preparing estimate for window and door work.

  1. Financials – Audit update/CPB deadline

    1. KE reported that we are $3,000 ahead on our P&L and $15,000 ahead on the Balance Sheet, when compared to last year. Both good points.

    2. KE reported that the 5.625% mortgage we have on the purple house is coming due in March 2019. MD will visit with Alpine Bank to get conversation started about a refinance.

    3. CPB Deadline with our extension is now July 31. KE will get it done in June. Auditors are being non-responsive. There was broad support on the Board for KE to work with BK2 on communicating to the auditors that we are very much on a time crunch with our CPB deadline. KE will do this. BK2 is learning things very well and KE is encouraged.

    4. NPR debt is paid off and we are current in that payable account. Great news that greatly improves our Balance Sheet.

  1. New Business

    1. Broad consensus on Board that a part-time Executive Director position be included in the 2019 budget. A good person in this position would hold twice monthly staff meetings, work with each staff member to set and define annual/quarterly goals and review these during monthly (or twice monthly) one-on-one meetings, help staff develop Standard Operating Procedures and continually improve them. Build structure, set strategic goals and timelines to achieve them. Timing to start looking for such a person in earnest would be 3Q/4Q of this year.

  1. Executive Session with The Ride – MI took us into exec session at 6:25 PM. MI took us out of exec session at 7:00 PM

  1. Staff and board committee reports

    1. Emergency Broadcasting Committee– Cara and JT visited with Susan Lily, PIO from the San Miguel County Sheriff’s Office, after which Cara prepared a document that all DJs will need to sign off on if they want to stay on the air.  This document will cover the DJs responsibilities in the area of getting emergency announcements on the air. BK1 is exploring cost of new electric start generator – which is a big need to ensure we can be on air quickly during a blackout – and BK1 is also approaching the Town about keeping this generator in the same spot on their land where we have the big dish. This important committee will have full report at June meeting. BK1 has a lead on a $650 generator from Socko and he will update soon. It would replace the old generator that you have to start like an old lawnmower…Geoff affirmed, and the Board agreed, that at this point the lawnmower should still live on the dance floor only.

    2. Scholarship Committee – JT provided  update on the SMEF Scholarship. June 4th at 6 PM is the date of the awards ceremony at the school and JT will do the presentation – we get 2 minutes to discuss the award, etc. and there was broad Board consensus that JT would be the terrific representative for the Board to do this.  MI will write a letter from the Board that will accompany the check.

    3. Geoff, Cara and Heidi arrived at 7:15 PM. Each submitted their own staff reports to the Board that were reviewed prior to the meeting.

  1. Website/IT update

    1. MD attaching the minutes from the last Technology Committee meeting to this record. JB and MD will meet prior to June meeting to begin process of formally gathering input from the staff for the new site and interviewing web site developers who might do the work. Also, will unearth social media campaign used two years ago at Bluegrass for re-use/updating for this June’s Bluegrass Festival.

    2. JB expressed his desire to keep the idea formulation and plan implementation at the committee level. First steps will be to meet with staff to gather their needs, things they currently like and dislike, etc.

    3. Cara reached out to many public radio stations and the majority of the people that replied said they have their sites on Core Publisher.

    4. Heidi should definitely be on IT Committee. Her responsibilities include maintenance of the web site and doing updates so it makes sense. She has skills in this area and the Board is recognizing that she can fulfill the amount of internal IT responsibilities the station needs.

    5. Cara and Heidi running Bluegrass broadcast together. Team is put together.

    6. Bluegrass Social Media – Heidi will take lead on this after meeting with IT Committee. More social media advertising will be put in place. See IT Committee meeting minutes.

  1. Adjourn – MI adjourned the meeting at 7:58 PM.

Minutes taken and submitted by Mark Dollard.

 

SMEF Board of Directors Meeting  Wilkinson Library, Meeting Room 5, Telluride, CO

May 22, 2018  MINUTES (draft)

Present: Jennie Thomas (JT, by phone), Mark Izard (MI), Kathleen Erie (KE), Norman Squier (NS), Jim Berkowitz (JB), Lucas Price (LP), Mark Dollard (MD)

Absent: None

MI called the meeting to order at 5:22 PM

I.            Public comment

a.  None present

II.          Executive session – Ride festival contract

a.  Delayed until Ride rep arrives

III.        Old business

a.  MD made motion to approve meeting minutes from April as presented and waive reading. LP seconded. No discussion. Passed unanimously.

b.  Van donated by Baked in Telluride. BK1 asked if it made sense to retain the van for use by the station. Last month the Board gave BK1 direction to price out wrapping the van and all other carrying costs (insurance, maint.). Wrap cost came in at $2,000 – which everyone agrees is too much.  Broad concern expressed about taking on these overall costs.  More support among Board for fixing it up slightly and selling it to realize positive cash benefit from the gift.

c.   Geoff has reserved Village Table for June 7 Silver Tongue.

d.  Romancing the Radio – written by Mavis Bennett in 1990 celebrating KOTO at 15 years old. MI noted how much things are still THE SAME.

e.  Tree fell on Cara and MI’s cars from the neighbor’s lot. As a result, we are going to take down the gate on this neighbor’s side of the studio. The tree was very old and rotted on the inside. BK1 asking neighbor (and documenting it in writing) to test their other large, menacing tree to see how its core looks and if it too might be at risk of falling over.

f.    San Miguel County Green Grant still alive. MD moving on from Coolings and calling Snipps. Telluride Maintenance preparing estimate for window and door work.

IV.        Financials – Audit update/CPB deadline

a.  KE reported that we are $3,000 ahead on our P&L and $15,000 ahead on the Balance Sheet, when compared to last year. Both good points.

b.  KE reported that the 5.625% mortgage we have on the purple house is coming due in March 2019. MD will visit with Alpine Bank to get conversation started about a refinance.

c.   CPB Deadline with our extension is now July 31. KE will get it done in June. Auditors are being non-responsive. There was broad support on the Board for KE to work with BK2 on communicating to the auditors that we are very much on a time crunch with our CPB deadline. KE will do this. BK2 is learning things very well and KE is encouraged.

d.  NPR debt is paid off and we are current in that payable account. Great news that greatly improves our Balance Sheet.

V.          New Business

a.  Broad consensus on Board that a part-time Executive Director position be included in the 2019 budget. A good person in this position would hold twice monthly staff meetings, work with each staff member to set and define annual/quarterly goals and review these during monthly (or twice monthly) one-on-one meetings, help staff develop Standard Operating Procedures and continually improve them. Build structure, set strategic goals and timelines to achieve them. Timing to start looking for such a person in earnest would be 3Q/4Q of this year.

 

VI.        Executive Session with The Ride – MI took us into exec session at 6:25 PM. MI took us out of exec session at 7:00 PM

 

VII.      Staff and board committee reports

a.  Emergency Broadcasting Committee– Cara and JT visited with Susan Lily, PIO from the San Miguel County Sheriff’s Office, after which Cara prepared a document that all DJs will need to sign off on if they want to stay on the air.  This document will cover the DJs responsibilities in the area of getting emergency announcements on the air. BK1 is exploring cost of new electric start generator – which is a big need to ensure we can be on air quickly during a blackout – and BK1 is also approaching the Town about keeping this generator in the same spot on their land where we have the big dish. This important committee will have full report at June meeting. BK1 has a lead on a $650 generator from Socko and he will update soon. It would replace the old generator that you have to start like an old lawnmower…Geoff affirmed, and the Board agreed, that at this point the lawnmower should still live on the dance floor only.

b.  Scholarship Committee – JT provided  update on the SMEF Scholarship. June 4th at 6 PM is the date of the awards ceremony at the school and JT will do the presentation – we get 2 minutes to discuss the award, etc. and there was broad Board consensus that JT would be the terrific representative for the Board to do this.  MI will write a letter from the Board that will accompany the check.

c.   Geoff, Cara and Heidi arrived at 7:15 PM. Each submitted their own staff reports to the Board that were reviewed prior to the meeting.

 

VIII.    Website/IT update

a.  MD attaching the minutes from the last Technology Committee meeting to this record. JB and MD will meet prior to June meeting to begin process of formally gathering input from the staff for the new site and interviewing web site developers who might do the work. Also, will unearth social media campaign used two years ago at Bluegrass for re-use/updating for this June’s Bluegrass Festival.

b.  JB expressed his desire to keep the idea formulation and plan implementation at the committee level. First steps will be to meet with staff to gather their needs, things they currently like and dislike, etc.

c.   Cara reached out to many public radio stations and the majority of the people that replied said they have their sites on Core Publisher.

d.  Heidi should definitely be on IT Committee. Her responsibilities include maintenance of the web site and doing updates so it makes sense. She has skills in this area and the Board is recognizing that she can fulfill the amount of internal IT responsibilities the station needs.

e.  Cara and Heidi running Bluegrass broadcast together. Team is put together.

f.    Bluegrass Social Media – Heidi will take lead on this after meeting with IT Committee. More social media advertising will be put in place. See IT Committee meeting minutes.

IX.        Adjourn – MI adjourned the meeting at 7:58 PM.

Minutes taken and submitted by Mark Dollard.

 

 

SMEF Board of Directors Meeting  Wilkinson Public Library

April 23, 2018

MEETING MINUTES

Meeting called to order 5:20pm

Board Members Present:

Mark Izard - President

Norman Squire - Vice President

Kathleen Erie - Treasurer

Lucas Price- acting secretary

Jennie Thomas

Jim Berkowitz

 

Board Members Absent:

Mark Dollard - Secretary

 

Public Comment

Wendy DJ Second Star on the Right feels badly about DJ requirements.

JB explained that we need help with fundraising and volunteering at station as well as at events. Jennie noted that people like Wendy are not the problem, that some DJs do not even pay attention to these concerns at all and that her comments were appreciated. More conversation ensued re this. Board suggested that we maintain a 'punch list' of items that need to be taken care of so that there is always something to do.

Old Business

March SMEF BOD meeting minutes passed unanimously.

Ethics policy to be reviewed then sent out to each board member to sign.

Eco-Actions work on KOTO studios is progressing.

We received first and only scholarship application from Soleil Gaylord.

CPB Audit Update - Pete Blair and Associates (deemed not as responsive as we'd like them to be) working on making deadline of May 31st, but might require an extension as it is a lengthy and difficult process.

KE shared that the YTD P and L looks good and that the balance sheet also is in good shape (cash up 30k and current liabilities down 30k). We are "totally current" with NPR.

Raffle tickets/Equipment - MI noted that at bottom of raffle tickets, it stated that the proceeds of raffle will fund equipment purchases. KE to cut check directly to equipment supplier.  Conversation ensued re the need for a new mixing board ($300) and possibly a translator upgrade for 89.3 ($6k). Geoff in his report stated that we need a generator for power outages and discussion ensued re various options. A better generator at the very least and possibly one that automatically turns on when power goes out. These automatic generators require a significant amount of physical space and require an electrician to hook up.

DJs need to be trained on how to power on generator as well as how to respond to incoming calls from local authorities and to fulfill our mission in re to informing the public during times of crisis. A protocol to be developed and Djs will be "recertified" on this issue. JT and Kara to form committee to attend to this.

Next board meeting in May scheduled for May 22nd due to several board members not being able to attend.

Hiring update etc.. - New hire Wendy is part time and not currently able to deal with IT issues. We need (for CPB rules) to have either 2 part time or one full time and we need a tech savvy staff member. We also need a fully functional (not square space which was supposed to only be temporary) website.  Thus, after much conversation, LP made motion that " JB work with BK1 to identify exactly what we need in a website, put out a request for proposal (RFP) to 10-12 website developers that would include a contract for a 3 -5 year maintenance plan. The request would identify KOTO as a worthy recipient of reduced cost. JT seconded and it passed unanimously. We also agreed that BK1 is to hire a part time staff member to deal with technical issues.

Staff Reports

Geoff not present, but comments on generator were brought up.

Ben commented on some equipment issues when asked. Did bring up that Jerry Green donated a used BIT van that is worth around 2k, needs a new wheel, starts right up and that is only 2 wheel drive and could be used as a very visible remote mobile studio. Not sure if we need it and if affordable. BK1 looking into costs of insurance etc..

Kara would like Ajax Cleaners (offering off-season deal of $150) to do a deep clean downstairs.

Staff discussed Ride Festival beer sales contract and legality of current proposal put forth by Ride Festival. KE and MI to meet with Todd and Robin soon.

NS brought to our attention that comments were made to him re the Street Dance and the lack of water, food and proper judges as well as line of sight. Will bring to Geoff's attention.

 

Minutes taken by Lucas Price.