KLTV
BOARD MEETING MINUTES
September 15, 2008

President Mark McCrady called the meeting to order at 5:30 pm. He then asked Secretary Arleen Hubble to call roll.

Board Members Present: Post 1 – George Ford, Post 2 - Mike Kayser, Post 3 - Brian Magnuson, Post 4 – absent, Post 5 – Mark McCrady, Post 6 - Arleen Hubble, Post 7- Don MacDonald, Post 8 - Hal Phillips, Post 9 – James Johnston.

Position 4 Joe Daggy was absent.

Members present: LeRoy Gerdlund, Allan Rudberg, Ben Purvis, Bruce Norris and Bob Metke. Staff includes: Barry Verrill, Linda Manning, Gary Hill, and Joe Creppell. Guest present was Judy Jones from the City of Longview.

Mark asked if there were any changes or additions to the agenda. None were noted.

Mark said if he would entertain a motion to approve the minutes. The motion to accept the minutes of August 18th 2008 was made by Mike Kayser and Seconded by Don McDonald. There were no corrections or discussion. The motion passed.

Brian Magnuson presented the Treasurer’s Report and the financial position as provided by Chase and Spurgeon.  Gary also provided a Profit & Loss statement of our 2008 Budget vs. Actual as of August 30, 2008. It was noted that a couple line items had been adjusted to reflect the Building Loan and the remodel project.

Mark introduced Barry to discuss the building update. Barry said the painting inside the lobby; his office, Gary’s office and Marilyn’s office are complete. The painting of Lite Weights is 90% complete. Nip Tuck has been contacted to complete dry walling the surrounding 3 sides of the windows there. There is a crack in a window at Lite Weights yet to be fixed as well. Barry added the last outside detail is skim coating and painting of the back wall. Jim Phan gave us an extremely reasonable quote to do it, will start next Sunday, September 28th. The wood for the studio lobby’s sill are being made upstairs at Swanson Woodworking. Barry felt the logo and awning are overly expensive and he will be looking into alternatives. He doesn’t know where we will get it. Mark commented we have time to find a supplier. Mark asked for any comments or questions to Barry. None were expressed.

Mark asked Linda Manning for her Operations Report. She said staff and volunteers most recently completed the KLOG Cruise and Unique Tin Car Show in which Linda stated we are receiving orders for.

She mentioned that we judged the WAVE awards the first weekend of September. This is an annual event where we judge programs of other Access Users and Facilities from the Southwest Region.  As Linda understands it - they judge submissions for the Best of the Northwest. We see it as a training opportunity for volunteers and local producers. They enjoyed the experience of Judging and they didn’t mind the BBQ we put on for them either. Many want to volunteer for next years awards.

This last weekend we completed the Highlander Festival in Kelso. This brings to a close all of the summer productions. While high school sports start us into fall programming. In fact this weekend we’ll have some students out recording local football games.

Barry started his Director’s Report about the two six-hour days of Facil training for staff which was intense but went well. The IT manager, John, from TCTV in Olympia shared his knowledge with the program. Most of the staff can take payments and make out receipts. Our producers, members, and volunteers have been loaded into a database. Nearly the entire inventory has been incorporated; however we do need to break some gear into systems or Kits, which makes reservations and checkout easier. We are near completion and running Facil.

Maureen from MGS consulting met with most of the staff last month. Her report will be back with us on the 26th. She will interview in two stages. First with staff 11 am to 1 pm, and with the board from 2 pm to 6 pm. Barry said he sent an email to everyone involved.

Barry commented Rawhide Electric has come in and finished the electrical over at Joan’s Lite Weights.

Barry brought up Judy Jone’s suggestion about the proper use of the credit card receipts. Aloma and Gary checked in with the credit card company and we are using it correctly. We can save the receipts in a locked box in a locked file cabinet in Gary’s office for 90 days.

Second quarter payments are trickling in. Comcast’s check was $5,853 more than budgeted. Barry sited probable cause to the slow economy where more folks are staying home.

Melissa Boudreaux is teaching the Video Communications class at Kelso High School. Barry stated we are offering 4 hours a week for Joe’s help with these 24 young students and hopefully future KLTV producers. Together Melissa and Barry applied for a $5,000 grant from N.E.A. on Tuesday to re-coop the cost of Joe’s hours.

Barry spent $270 on cabinets at a nearby garage sale for Gary’s office and equipment storage.

Brian questioned the bank statement showing we have $207,000 in Cowlitz checking account #1. Mark instructed Barry to research CD rates at Bank of America, Columbia Bank, Red Canoe, Key Bank, and Cowlitz Bank. Mark stated the $100,000 CD at Riverview has matured and when we move it we will have $102,000 remaining at Riverview Bank. We are going to have to diversify the checking account to one more bank, Mark said. Brian asked Gary to forecast the high/low fluxuation in a twelve month period. Gary responded by saying the highest has been about $224,000 and the low has been about $127,000. Mark suggested we could get a money market account that could cover our expenses freely. Key Bank offers 5% in a 23-month CD and is the best deal. It dropped dramatically to 3.6% at U.S. Bank, 3.2% at Columbia Bank.

We inquired about use of parking spaces at Columbia Bank across the street. Gary jokingly suggested opening an account there so as customers we could park there daily. The board is to decide how much goes in a CD and how much goes into a money market account. Bruce asked if anyone has investigated CR which is simply an investment in numerous banks in a centralized location and the liability would not be in one institution. Mark wants to see Facil running completely by January 1, 2009 so we can receive a complete and clean audit in 2010 of 2009’s financials. He especially wants our Equipment Inventory practices to be corrected so that we could achieve a spotless audit report.

Mark encouraged everybody to participate in Maureen’s presentation. A board member challenged Mark to have Barry write his own report card. It would be a summation of the last 12 months and a forecast of the future. Mark & Judy have talked of a long range plan but Mark stated we aren’t ready for that. Mark has offered to discuss it with Bob Gregory. Judy mentioned in the meeting that Bob wants to see a long range plan.

Brian asked if we have placed asset tags on all the equipment. Barry stated that 90 – 95% of the equipment is tagged. Mark asked about the 3 studio cameras that Barry emailed him about ? The cost is $18,600 for 7 year old cameras with everything except tripods. Barry wants feedback from the board before he moves on it. If we are going to do a political and a morning show we are going to need to put them in the studio fulltime. The cameras were from a community college in New Jersey so they won’t have been overused.

Policy & Procedures: Mark thanked the Board, mostly Hal updating the Policy & Procedure manual. Mark believed the board is fairly comfortable with the draft form. Mark requested a motion to adopt the Policy and Procedures. Mike Kayser made a motion to adopt it and Arleen Hubble seconded the motion. Mark asked the board if they had any questions, concerns or comments. Hal asked if there were any corrections since he discussed it with Mark a few days earlier. Barry stated there were several typo errors pointed out to him. Don stated on page 53, section I, reserve funds, there was a typo of (dissection) and it should be direction. Leroy found a typo on the top of page 35 (directors) and it should be director. Leroy is questioning the $25 cost of dubbing if he brings in his own disk and wants a 2nd copy. Leroy is questioning the flexibility in turnaround time of equipment. The executive director can adjust timeframes when needed, Barry said. Allen suggested a discretionary decision statement be added into the manual.

Good of the Order   Allen voiced his views as for past agendas which had not been dealt with, specifically the streaming issue. Mark voiced his anguish and said we streamed the NWAACC tournament. Linda noted NWAACC wouldn’t let us copy electronic programming so we couldn’t re-stream. Mark explained we have been dealing with building remodeling and we will get to the streaming issue in due time.

Mark thanked everyone for attending and said we are adjourned.  

The meeting was ADJOURNED AT 6:25 PM  

Minutes Approved   ____/____/____ by KLTV Board ________________________________
                                          Date                                                       Secretary’s Signature