KLTV
Board Meeting Minutes
October 19, 2009

Call to Order: 5:30 pm

Roll Call: Board Members present includes: George Ford, President - Post. 1.  Mike Kayser, Post. 2,
Brian Magnuson, Treasurer, Post. 3. George noted that Position 4 - Joe Daggy has officially resigned from the Board due to health issues. Keath Huff - Post. 5, Rick Still - Post. 6, Rev. Don MacDonald - Post. 7,   Hal Phillips – Vice President, Post. 8,  James Johnston, Post.  9.

As earlier noted Post. 4 are vacant, and according to the By-Laws the President has the authority to appoint someone to fill the remaining term. George hopes that by the next meeting an interim person will be chosen. He encouraged anyone interested in applying to see him immediately after tonight’s meeting.

Mike Kayser also wanted the Board to be aware he will be out of town during November’s meeting.

Members Present: Lorna Moon, LeRoy Gerdland, Ben Purvis, Cindy and Pat Bryant, Bob Metke, Judy Jones, Jane Still, Wendy Kosloski, Arlene Hubble, Jack Radique, Staff: Barry Verrill, Joe Creppell, Frank G. Huckstep, Gary Hill, and Craig Clark.

Changes to the Agenda: None

Approval of Minutes:  Meeting minutes should be in front of you. Hope you have had an opportunity to read those. Are there any additions or subtractions? Mike Kayser moved to approve the minutes of October 19th 2009 as presented. Rev. Don MacDonald seconded the motion to approve the minutes. There was no  discussion, and the motion to accept the minutes passed.

Treasurer’s Report: Brian Magnuson said there were several things dealing with the budget that needs to be addressed. There was some confusion generated when the Board attempted to transfer or re-align funds from one line item to another. Then more confusion was created when Gary & Barry attempted to re-align a couple other line items funds without understanding Board intent. We’re going to be looking at the big picture as presented on the big handout. That’s the one that’s on the 11”x 17” paper. I will try and step you through it.

You’ll notice at the top there in yellow says proposed changes. Those three columns are new columns and we spent quite a bit of time pouring over these and trying to make sure that we tracked each and every time we amended this budget and how it’s been affected through the year. At the very far left is the approved budget – the very numbers we approved back in December 08. And you’ll notice that $536,800 at the bottom, that’s the total expenses. But if you go over and look at the Actual, or in other words the third column which is what Quick Books says we spent as of 10-16-09. You’ll see that it was actually $519,300. Somehow we lost $22,000 when Chace & Spurgeon reworked Gary’s Quick Books the new Line Items that took the place of  Lines 1530, 1537 Building Improvements never found a home. It really messed us up so I looked at all the existing line items we currently have, and I thought, where could this possibly fit?  I  put it down under 5310, Studios Repairs and Maintenance. You’ll see that line item is $14,000, then if you look to the far right, it should have been $36,000, the one in red.

Page 2  -  Treasurer’s Report continued

Three different times this year, we made motions and approved changing the budget by taking money out of one fund and putting it into another. Look at the far right you’re going to see where Keath Huff, at the August Board meeting said he wanted to take $4000 out of line item 5170 and put it into line item 5100. But the problem was the other two folks that asked for these things to happen, like for instance Hal Phillips asked to put $3000 into 5000, and Mike Kayser asked that we put $1500 in 7210 Rental Expense. Since our audio tape messed up, Gary couldn’t clearly understand where he should have taken the amounts from.

There’s a large amount in that category so I simply took $4500 out of there, which brought it down from $36,000 to $31,500. See the right hand column says a negative number 1.5 for Mike Kayser and a negative 3000 Hal Phillips. Both were done at the July Meeting. If you guys can remember where you said to take it out of, then I’ll go back and amend it one more time to make it accurate. But if you just want to leave it this way it’s done – corrected - and we can just go on from here. So that’s my first comment. Is any body confused yet ?  

The next item that happened this month was our insurance which is paid in one check and covers all four  policies. Our Auto Insurance under 5120, Liability Insurance 5130, Studio Insurance 5140, and we have Directors Liability Insurance 5145. The problem is that we knew approximately how much money we were going to spend this year on insurance, but we did not know was how much to appropriate to each line. It wasn’t until the insurance company gave us the breakdown that things became clear. For instance, look at 5145 D&L Insurance (Director and Liability). We had approved $500 for that but it really costs us $1220. If you follow over in the changes category, the one in red, I’m saying we should make that $1300. And the nice thing about this changes category is once we amend this, this category will be a very good baseline to start our budget for 2010 because we are going to have data to support exactly how much money it costs us for all these different some things that historically have not been reported very accurately. If you look at the reds, all those numbers in red under changes are ones that I’m proposing, or recommending changes in tonight.

From the top down the bank and its estimate fees were $400 and we’re at $502 currently. I’m recommending that we change that to $600. Under Membership Activities, Barry help me out here, wasn’t that food we provided to Volunteers during NWWAC ?  Barry confirmed that we provided food to Volunteers for NWWAC, Go 4th, The Cowlitz County Fair, the Babe Ruth World Series and finally the Highlander Festival. Remember that was the line item we originally placed as our Annual Dinner, but we ended up spending extra on.  

The next one is down $1800 Continuing Education. We sent our entire staff to the Alliance for Community Media’s National Conference held in Portland back in July.  So I increased this one by $1800.

Then line 5040 Equipment Lease was reduced because we bought a photo copier and we no longer pay  $292 a month lease payment.

Now we get into the insurance ones. We budgeted Auto Insurance $800 but it was really $827, so I rounded up to $830. On the Studio Equipment Insurance we had budgeted $3500, it was actually $1600, so I took funds away from that one. Then the Director and Liability had to add to. We went from $500 to $1300.

I put a little margin into each of these so when we add the four up – it’s happens to be the same number that we originally budgeted for the total insurance package.

Page 3  -  Treasurer’s Report continued

We should end the year under $536,000. So you’ll see the changes category adds up exactly to what the actual or Quick Book 10-16-09 column. But we’ve only spent $379,000 so far and my guess is we’re going to finish at least $75,000 down from that.

The only question I have other than asking for this recommendation is if either Mike or Hal can remember what line items they originally asked funds to be removed from. I’m more than happy to re-adjust it so as to accurately reflect what their wishes were. However, this is the way we shall continue to present the budget for it is clear and concise. We’ll also try to remember to take more accurate notes since our audio recorder has acted up a couple times recently.

Mike and Hal stated they would refer to their notes. Hopefully the note taker will take minutes that more accurately reflect the motions. If there is specific information about it we’ll make sure we get it down so we don’t leave it up to the audio recorder. Barry commented that we are recording a back up tonight.

George Ford asked if there were any questions of Brian. Mike Kayser said he’s ready to make a motion to accept Brian’s recommendations. Hal seconded the motion. George pointed out that even with seven recommendations for adjustments the bottom line remains the same as the $536,000 originally approved budget amount. Any final discussion?  Mike simply thanked Brian & Barry for their time and effort to clear this mess up. The question was called – the motion carried.

Barry was taking notes, but wanted clarity on what was just voted on. George clarified that they amended the original motions with today’s motion that accepts all seven corrections. The vote was again called for the amended motion. All ayes and no opposed. Again the motion carried.

Board Reports

Brian began with a Facilities Committee Report.  He commented that we were ready to spend upwards of $2200 for a CAD Drawing and we were so fortunate to acquire one for a fraction that. The $300 was well spent and she did a nice job, but we still need her to identify the posts and main beams in the studio, and identify where all the bearing points are so that when we sit down and take this building apart and put it back together someday, we’ll know what we have to leave and what can go away.

It’s a good thing we tackled the budget project first because now we know where we’re going to get the $300 from. Plus all of a sudden Facilities knows we have $22,000 to work with.

There was a question from a member but George asked that questions be postpone till the end of the agenda. He went on to say this is an exciting time for KLTV. Every board member has agreed to chair a specific committee responsible for encouraging growth and movement. We’re really focused on a board that works, a board that’s got some things to do, projects to work on, things that will help KLTV as a whole, to help KLTV move faster, be stronger and be better in a much quicker pace. I was going to provide a Power Point Presentation on Carousal but maybe a snippet or two tonight will peak your interest.

Jim and I discussed Joe Daggy’s board resignation earlier tonight and in order for us to make an appointment at perhaps next months meeting we need to know if any of you would be interested in accepting the position. If so please see me later tonight or call me.

Page 4  Board Reports – continued

Jim Johnston: Technology Committee   Barry  and I met several times in the last month or two concerning technology issues. I haven’t had a chance to talk to anybody, but if you’re interested in being on the committee, please see me or Barry after the meeting.

We addressed about eight items that would bring ideas and promote involvement into KLTV. The first one is called the Carousal, an electronic bulletin board item, to replace our existing reader board.

Carousal has options to have multiple areas on the screen where we can have different items showing up at any given time. This could also be very productive for our schools, for our emergency management, or anything that media can send out to our users. This particular one provides features accessible by users with proper pass codes and they may make updates anytime as needed. Emergency Management may keep residents informed on flooding issues or the like. They too could immediately put information on the board from a remote location. When schools have closures they could provide updates at 5 o’clock in the morning, or any other time when staff is not present. Right now I feel that is our number one priority.

Other consideration would be a second Tri-caster for mobile productions. A new van, with updated and possibly dedicated equipment for the van was discussed. We must continue on with the web streaming. Then it’s imperative to revamp the Training program. All staff should be cross trained so they can back up each other. When we get Woodland to join our system we’ll need equipment to care for that government agency. A satellite location to store equipment available for check out by Woodland residents would also be in order. The last major concern is basically updating software, specifically editing software.

Hal Phillips: Strategy Committee, since our last monthly report, we’ve had two other meetings. We had one with staff, and a couple weeks later we had a general membership meeting, and there has been a lot of great input from both those meetings, a lot of suggestions of things we should do all of which is being compiled into a report. Several other meetings are still planned. I’m hoping soon to get set up to have meetings with educational folks, and with some of the government folks as well.

George wanted to mention that Hal’s work on the Strategy Committee is really long term stuff, perhaps up to three years from now. The major goal is trying to predict the future of public access television, and seeing where things go.

Rick Still: Membership Committee, I’ve spoken to quit a lot of the members and we have met twice now. We’re still getting the feedback from them, and still working on contact information. One of the biggest problems we have is just getting communication out there. To let more members know or get the feel of what’s happening out there. I had Barry send a broadcast email out inviting people to come. Some of the biggest things that I’m seeing is the importance of working in the schools, getting in the schools, the college, and being able to bring in more people from them. That’s what we have to report.

STAFF REPORTS:   Barry started his report with our coverage of the Kalama Catholic Church’s 100th Anniversary Celebration. The Arch Bishop from the Seattle Arch Diocese was to be the revered guest. The church isn’t much bigger than our studio and only seats 96 people so we sent an audio / video feed to the high school auditorium immediately next door to accommodate the overflow crowd. The two little ol ladies that arranged our involvement were ecstatic by our coverage.    

Page 5 Staff Report - continued

Santa’s coming to town and will be at the studio for 3 days this year taking calls from children. They’ll tell Santa if they’ve been good or bad and what they want for Christmas. This has been rather popular that the first year we shut the phone system down.

I’ve canceled Halloween – well sort of anyway. Last year we were able to provide Live coverage of the Street of Screams at the Expo Center. Well this year it will be at the 3 Rivers Mall and we don’t have a feed connection there.

Communication with Kirc Roland is on going about LCC Basketball.

We have a new renter upstairs now. Other than a few noises things are going great. The tenant’s name is  Rick Huckabee and his business is called Advantage Screen Printing. He makes t-shirts, signs, banners, or anything you want to spend money on. We did comment to adding a 220 volt line for one of his machines and then revamping the restroom. However, the Fire Marshall requires that we establish a second Man Door – Fire Exit just at the bottom of the ramp emptying into our garage.

We talked with Emergency Management about partnering with the County and Longview by installing a couple cameras to monitor the critical areas during flood stage threats.  

Jim spoke about updating Final Cut Pro editing software. We discovered that 2 ½ years ago the packages were purchased with an educational discount which does not entitle us to free upgrades. We should expect to pay $1100 per year for future upgrades.

I ordered a couple JVC cameras for the studio recently and anticipate purchasing three JVC cameras to start replacing the Sony 2100s. These will require some Final Cut Pro upgrades. Jim & I have a field trip planned to Portland Media Access to see how they dealt with the modification. Evidently they bought 21 of those little JVC cameras.

Barry realized he had one more item that requires board approval. A contract that provides re-numeration for Joe Creppell’s efforts with Kelso High School’s Video Class while Melissa Boudreau is on maternity leave. Her leave is undetermined at this time which makes the contract sizeable enough to require Board Approval as per KLTV Bylaws. Brian made the motion to approve the contract with Kelso High School. Hal Phillips seconded the motion. There was no discussion, and the motion carried.

George asked all present to take turns identifying themselves, give a little personal background, and state why they became involved with KLTV….George was very impressed with the variety of backgrounds and talents we have to draw from and to help guide KLTV’s future.

George explained the Board would be conducting a workshop shortly, and there will be no business conducted henceforth, so for all practical applications the meeting is adjourned at 6:40 pm.

The next meeting is November 16th, 2009 at 5:30 at the KLTV Studio.

Minutes approved ___/___/___  By KLTV Board  ________________________________
                                                                                     Secretary’s Signature