KLTV
 Board Meeting Minutes
December 17th, 2007

President Mark called the meeting to order at 5:30 pm sharp.

Gary Hill called roll: Post.1- George Ford, Post. 2 – Mike Kayser, Post. 3 – Brian Magnuson, Post. 5 - Mark McCrady, Post.7 – Don MacDonald, Post. 8 – Hal Phillips, Post. 9 – James Johnston. The following Board Members were absent Arleen Hubble and Joe Daggy.  (Note: Joe did arrive at 6:30 pm)

Members Included: Ben Purvis, Dee Ebbert, Allen Rudberg, Doug Parr, Adora Greenwood, and Bruce Norris.

Staff Present: Barry Verrill, Linda Manning, Gary Hill, Steve Harvey, Marilyn Freeks.

A motion to approve the Monthly Meeting Minutes for November 19th, 2007 was made by Brian and seconded by Hal. There was no discussion or corrections. The motion passed.     

Brian Magnuson provided the Treasurer’s Report; Brian mentioned the year end is going to go really well. KLTV has received all the money for third quarter with the exception of 1% owed to us by the City Of Longview. Right at the first of the year we are going to approach the county and ask them to get us off the month to month and sign to a long term commitment. We should ask for the same percentage that the county has been willing to pay. There is a huge potential there for growth. There was a discussion also about the Kelso cameras. And we have interest going forward.

Brian Magnuson relinquished the floor, asking Linda to provide the Engineering/Equipment Report. She was pleased to acknowledge the pan tilt zoom control that had been sent out for repair is back. 

The Volunteer Coordinator, Marilyn started out the Staff Meeting Reports by mentioning that we are at the end of the season.

We have covered Kelso and Longview for Kelso Christmas events. She added that the volunteers did a great job. They were very dedicated. Everything had gone beautifully.

Marilyn also added that she made the santa costume for the program which turned out fantastic. The first of the year she will be sending out program contracts for Program Producers and Program Contacts to sign. Marilyn included that it will be quiet for the next week and a half as far as productions are concerned.

The Operation Manager, Linda explained that Marilyn and she have Training Orientations on every first Saturday of every month. This information will be included on the web site.

We are putting together a new patch panel at LCC  Basketball Gym, because cables are being damaged nearly every game before we can get setup and operating. Linda also added that she had gotten a call Monday morning from a security guard at LCC. He informed her the patch bases were vandalized and all connectors had been neatly cut. So it is necessary to build a heavy duty patch base that we can pad lock.

December 17, 2007 Minutes – Page 2   Staff Reports Continued

Barry emphasized during his Executive Director’s Report that Linda and Brian have handled most of the equipment issues surrounding the government installations.

We are experiencing some building issues as a result of a recent storm. The building has developed several severe leaks. Joan Bressler from Lite Weights brought to our attention water dripping heavily from her windows. We believe the window sills upstairs are allowing water to get behind the siding and flow through her walls, ceiling and windows. 

We have an estimate of $1200 to repair all window sills upstairs. That quote came from our newest tenant who is a contractor.

Another issue that we’ve called an estimate on is to repair the ceiling in Lite Weights. Evidently as vehicles drive up and down the ramp – dust is vibrated through the ramp and into the shower stalls at Lite Weights. Again, the new tenants upstairs are going to fix it for half the cost of other contractors around town.

A third problem being addressed is a broken glass pane at Lite Weights. We haven’t gotten a quote yet for that. Barry reiterated the immediate need to invest dollars into the building to maintain the integrity of the structure. He believes grants are available from the state for the building’s exterior. We are fully rented now and need to keep our building in better shape then we have.

The membership letter is complete and Gary and his office crew have it ready to send out.

Monday and Tuesday night of last week we had so many callers for Santa at the North Pole that the telephone system couldn’t handle the volume. Brian explained it was bad timing because his crew was at the North Pole working on the DNS. Santa was really disappointed. Tuesday morning Gary had 28 phone calls many of which waited on hold for 20 minutes.

Barry explained that his press release to the Daily News was never published so he and Gary made a flyer and got permission to distribute to Longview Elementary Schools on Monday morning.

Marilyn said Barry and Gary did a beautiful job of  getting the word out to call Santa.

 Linda and Barry met with LCC to discuss us hosting video courses. Barry said it was a good idea and they plan on meeting again just after the New Year.

Barry and Mark spoke before the meeting about insurance and inventory. Evidently the insurance agent  was surprised that we have more equipment than they were aware and it puts our total insurance cost over $9,000 dollars. Barry said he is communicating with Alliant Driver to see if we can get a far better deal. This is a company that Alliance for Community Media (ACM) endorses because this company understands the needs of Access Centers. We’re hoping acquire a complete package for $7000. The bid process is still underway.

In 2009 the Alliance’s National Convention will be in Portland, Oregon and Barry was asked if he would consider serving on the Planning Committee.  

Mark asked for the Board to approve Barry’s involvement which may mean some time away from the office, but one of the things that ACM will help us do is track legislation for public access stations. There are distinct advantages to get Barry involved in this.
December 17, 2007 Minutes – Page 3    Staff Reports Continued

Barry wanted to let everyone know Staff Meetings are now conducted every Friday afternoon. If there are any special needs, concerns or requirements please get a hold of me by 1:00 pm on Fridays so that I might take it to the staff.

Unfinished business  President Mark said we were issued a draft of the Employee Manuel Barry had been working on, and we took it to workshop last month. The approval of the proposal is only one of four steps we asked Barry to prepare.

A motion to approve the new employee handbook was made by Mike and seconded by George Ford. Discussion surrounded the need to have the Policies & Procedures and the Employee Handbook succinct and cohesive. The idea that these documents will need to be modified periodically to reach that desired relationship was also discussed. An understanding that the Board has to start somewhere in order to reach that goal with all documentation was established. The vote was called and the motion passed.

New Business included this year’s Christmas bonus to employees. It was suggested that because KLTV had an exemplary year financially and that staff had been exceptionally busy and productive, a motion was made to offer full-time employees a $400 bonus and Part-time employees to receive a $200 bonus. 
Motion was made and seconded.

A motion to amendment the amounts from $400 to $600 for full time and from $200 to $300 for Part Time staff was made by Mike and seconded by Brian Magnuson. The amended motion was passed as was the original motion.

The Board Planning Retreat scheduled for February 2nd will once again be held at the Inn at Lucky Mudd in Skawokawa. There will not be a facilitator this year. Barry will give a summary report on KLTV’s capital and recommendations to establish a plan for the year of 2008.  Discussions will include Policy and Procedure updates.  Discussions will begin at 9a.m. and will end at approximately 4 p.m.   

Discussion about diversifying the running stream took place. The Board was asked to take a look at other stations’ diversification of their running streams to possibly use some of those ideas and incorporate them here at KLTV.  

Renovation of the outside of the building was also mentioned. Contacting contractors about windows and siding was suggested in order to get a rough budgetary number.

Barry presented a baseline operating budget for the Board to look over for further discussion at the next meeting and hopefully the Board will approved at that time. It was a basic condensed budget that will be revised for the next Board Meeting’s Agenda.

Generating additional revenue may be needed for improvements.

Good of the Order prompted comments from Allan Rudberg who complimented Gary Hill on stepping up when some things had gone astray at Impact’s Christmas Show. Gary stood in a greeter and facilitated rotating his vast number of guests. Allan also mentioned that Chanel 2 was here for the Diversity Parade. However, their equipment had malfunctioned and Bruce Norris was able to provide them footage for their program. They sent their thanks.

December 17, 2007 Minutes – Page 4 

Doug Parr asked for clarity on the amount spent for city and county upgrades. He was thinking if the upgrades exceeded costs budgeted that we should approach the governments and ask for further re-numeration. President Mark and Barry each explained that KLTV receives periodic Equipment Grants and therefore they already have contributed to those expenses.

Doug has an affiliation with the Southwest Washington Agency on Aging and feels the Agency has representation problems, specifically in Cathlamet. The Indian Counsel is inquiring on possibilities of appointing a member of that counsel to our advisory committee. There was brief discussion that KLTV could somehow become involved and therefore leverage some financial support. This was deemed a good idea and Barry was instructed to gather more data for further discussion at the retreat.

Mike Kayser commented about the video production on the appointment the new 18th District Representative at Cowlitz County Commissioners Chambers. Clark County’s Government Channel who had over a $100,000 worth of equipment left with a very low quality production because in part that they were unable to connect to the county’s audio system. Joe and Linda offered them a DVD copy of the proceedings but they refused the offer.

The meeting was adjourned at 6:45 pm and the next month’s meeting was set for 5:30 p.m., Monday, January 21st, 2008 at the KLTV studio.   

Minutes Approved __________________ By KLTV Board __________________________________.
                                                Date                                                                               Secretary’s Signature