 I'd like to call to order the community television of Santa Cruz County Board of Directors meeting for April 24th 2014 I'd like to do a roll call I'm here Nathan Benjamin not here James Fisher not here Tess Fitzgerald not here Joe Hall Is here Total rank Dory Steinman here Lou Twasso here Adam Wade here Tom man. Hi here. Thank you The bottom of the list made it So now is the time for oral communications any person may address the board about an item not on today's Agendas must be within the jurisdiction of the board and you are limited to three minutes I see we have Phil here. So would you like to address this Phil? Please do Thank you so much for all the work you guys really really hard work. You guys are doing to bring the station around I know that there's countless hours that you guys put together together and I'm just saying I'm very grateful for the work you're doing here for so that we can express ourselves artistically I look at video as a Electric canvas Also, and I look at that look at video as just another art form just as valid as a Stradivarius or just as valued as a 25 years of music school, you know, so this is this it means a lot to me you guys here and then you're doing it I'm just saying thank you. I Have been a member of the station for about eight years and I Just recently tried to rent two cameras to try pots to microphones and The quote that I came up with was 472 dollars Compared to about $80 the same equipment. I guess okay, so Keith asked me how long ago was that you know, Keith I have to admit it was six years ago It's still but still it was it wasn't that expensive just six months ago It wasn't it wasn't 472 dollars. It would never come up 472 dollars Four kids just barely hanging on So I Plead you guys to think about this price is I'm gonna go out and buy a camera actually probably instead of Instead of excuse me online Okay, I buy camera But I don't want you that you know You know what I want to do is at least cameras are gonna be sitting on the shelves here come Wednesday when I do jazz day International jazzy on the beach, which is it which is done by Insepo, which is Started by the UN United Nations. This is something that the CTV should be involved in and I want to be there I'm gonna do it, you know, but if I can't get equipment from you guys for a reasonable price reasonable fashion plus my quote has been taken so long On on the 7th I asked for a quote on the 10th Still I got the 7472 dollar quote just recently but now they said okay, we're gonna do it, you know commercial It's not commercial. This one is they're not paying me anything to do this So it's not it's not a commercial shoot. So supposedly the price will come down. We'll see we haven't gotten the baby yet I'm still waiting. So here I am going forward to Wednesday a week from yesterday and Jazz day on the beach huge promotion International promotion. It's going to be also shown in in Europe It's gonna be broadcast to over 500 million people in Europe. Okay, so this is gonna be a great event and it's gonna have CTV on you know, and We can we can you know If I want to hear it here also, of course But I just I just feel like it's keeping the tools on the shelf Where there's no use to anybody and it's not helping CTV to have those tools here without me using them That's my that's my bottom line. Thanks So that's that's your time. So I asked you to wrap it up. Oh, it's right Thank you guys again for all you do and I can't express it You know man, I'm sorry if I came off a little harsh, but man 472 bucks compared to 84. I mean, that's over 400 percent. Okay, I'll do you also because Okay We really that's it's a letter order to you that I think actually we we can't we can't really Just just it's not the right time to we can we can address that later Okay, great. Are there any late additions to the agenda Because there are I do want to change the consent agenda. Are there any late additions to the agenda? Okay, everything that's on the consent agenda. We need to move to a regular agenda Finance committee did not have a quorum. So We could leave we could leave approved minutes on the consent agenda The finance committee two items need to be brought to the full board and the governance committee has asked that this rules and procedures Be brought to the full board So I'm going to move five six and seven to the regular agenda. I'll keep their numbers and I'll just keep for Consent agenda If that's acceptable with rest the board and I'll ask for Approval a motion to approve the consent agenda, which is just the minutes. So Tom moves. No second back Okay Any discussion Okay, all those in favor Anonymous Okay, so then the item five now is on the regular agenda is Approved recommendation of the finance committee Item now is to accept the March 31st financials as proposed by executive director So can I just make a really clarifying comment for folks so we When we had our bookkeeper take a look at it The CPA who normally comes hadn't come because of tax season So we actually have the bookkeeper reconciled today So we are up to date as of March 31st So the finance supplement that I gave you this evening has been corrected So I just wanted you to know that because there were a number of things that changed in the last month in March They were very critical for you to be able to look at For example, the fifty thousand the forty eight thousand dollars that we took out as a loan from the community credit union That hadn't been entered because we didn't receive it until March And so it had to be reconciled for March and now it's in there Additionally the funding that we get from the county hadn't arrived until April 4th So that will not that'll be a month slightly delayed as well, but I don't think I think it's all good news And having it reconciled. I just want to make sure you have the numbers tonight does the board need some time to Look at the agenda as gentem Oh, I see it under business. Oh, that just needs to be that's just a typo business equipment loan There is a typo. Thank you busy knees Yeah, we'll get that. That would be my only comment to fix that little short and just so you know that it's it's not an actual loan I mean it is but it's secured against our 12 month certificate. That's at the credit union So it it was less liability for them to give us that loan and we've already put it in the county's budget for a capital budget for 2015 so we will receive those funds back from the county and pay ourselves back as of July After July first, okay, so that will be taken off as a liability great If there's no further discussion do we have a motion for number five, I'd like to make a motion that we approve at the Financials per the executive director with the one little typo corrected Second discussion All those in favor posed The next item is the CTV financial policies, which was also part of your packet This is as it came out in that committee discussion. Oh, that wasn't me This is an addendum to the current policies that we have They need to still be merged in with the current policies to make sure that there's nothing redundant But the main point purpose was that our auditor asked us to come up with a checklist that the treasurer and the ED initial at the end of each month that's part of the packet and The other things were just general Financial policies that are normal for nonprofits It did come up that there was an eye a concern from a board member that It specifically says all mail will be opened by the ED or the board chair and The ED and the board chair feel that that is a reasonable and normal policy I'm happy to entertain any discussion if someone disagrees, but Seems like that's a normal policy All business mail that comes in Yeah, if it becomes onerous we can always make amendments to it later You know, I think that the main concern is that employees should not expect to receive personal mail at the organization's Business address, so that's really what it was addressing that any mail that comes in for any employee past present Future that the executive director of the board chair have to be able to Open any mail that looks like it's for CTV and any mail that is received here is assumed to be business mail We don't want ways getting mail here. Got it. Okay. Well, that's for instance There's a piece of mail that comes here every year with my name on it And it's the parking actually every quarter. It's the parking fees from the city of Santa Cruz how I got my name on it I don't know right, but I certainly want Kathy to open that And we don't want to wait for a month if you go to town or when have you to have to check on that mail And also there's things that are in passing And I'm sure there's mail that comes to Mary and Mike and there is And so I think that's pretty well now that that seems like it's a really sensible solution to that I don't have a problem with that since we're discussing it. Does that formalize the I guess policy that we have that's somewhere that should have read to know to know that or should we somehow Memorializing that in some fashion because it seems like if that's happening Except for you know in these instances where somebody you know sent you something because it's tied into what you do But should we do that or is it pretty standard procedure just to kind of talk about it and not leave it alone Or should we get a letter out to that individual say if you were getting mail sent to CTV Personal mail that needs to cease this is Well, the board hires executive director and executive director deals with employees And I'm sure Kathy has dealt with this there has been a conversation with that employee in the manager So it's already been taken care of Just just to remind her we don't talk to employees directly about these things Okay, is there any other discussion on the financial policies? Or I think what Tom was recommending. Yes, so I'll make a motion to approve the CTV Financial policies that you have in your packet Has an addendum to the existing financial policy Any further discussion And then the last item is the CTV rules and procedures Now we've been it's been in your board packet for the last two or three board meetings It came to the governor's committee yesterday the governor's committee met and had a quorum and felt that We're pretty much Rung out these rules and policies there were two items two issues that came up and It was recommended for approval to the full board Dependent on These two items being resolved Number one is Kathy had mentioned to us that it's under legal review at the moment Which which issue is this governance? We do have to get our attorney to prove them before they can be finalized But that doesn't prohibit the board from approving them as a draft So the the board was going to approve it contingent on legal approval Mm-hmm, and the second one was there was a concern from one of the committee members that the section about Users Equipment and all had a lot of redundancy in it and that maybe we take one last look at it before finally For a file play to see if there's anything that could be removed But it wasn't a strong feeling it was just a suggestion that maybe it would be More likely to be read if it didn't Because that's something a staff could take on with yes, the board In fact, that was the grammar and feeling is that we'd like that a staff to take I'll let you know what section that is So that's the committee was recommended that the board approve it contingent on those two things staff reviewing it Okay, it seems like that would be a lot of eyes on it. So that seems very reasonable Yes already Thank You Tom To Nick Brant who is on that committee. Yes that number so I Would entertain a motion. I can't make a motion. I'm happy to move approval of the CTV rules and procedures as recommended by the governance committee with the two Recommendations additional recommendations from the committee that you the chair voiced And now All right Hello everyone So We had our relaunch. Thank you so much for those of you who attended and Those of you who gave us wonderful chocolates for that event. They were big hits. They said CTV on them We had a wonderful event it was really It was just great Fred Healy spoke as sort of the keynote for us and his I thought his presentation was just so right on target for Really the importance of public access Even in a post-youtube world and how important it is for government transparency and for democracy and how There isn't still the kind of local content because of the conglomerations of the media industries and How we really provide For a real need in our community. So he said it much more articulately than that And we will have the video up so people can go and watch the whole grand opening. We did videotape the entire event Okay, so if you missed it, we'll have that up. I was just talking to staff today to make sure we had all our donors Reflected in the credits for that event I will say just as a huge Kudos to all of the staff this last I would say six weeks almost all of us were working on every Saturday So we we really went Above and beyond to make this event successful As you probably saw when you walked in the front door, we have two new brands for our community channels And we'll be launching a design contest for the third the third channel It's cruise TV on channel 26 and you got gov on Channel 25 so it'll be our government channel cruise TV will be our local channel for Educational and sort of more curated content and then channel 27 will continue to be a free speech People's channel So we will be doing a redesign for that I've also handed out to you, and I don't know maybe somebody who's in front of a camera could hold them up for the viewers Because I don't think I'm in front of a camera Am I There we go, so there's the sponsorship Of sheet that we made for this event and you can see the that how to become a CDV sponsor. Thank you so much Then we have the CDV user So there's there's really two in the in the new model that we launched on April 15th There's really two different types of users We no longer really have members the way that we have in the past we have users So we have a commercial user which Tom could you hold up the ctv pro? So ctv pro is really for a commercial user of Who needs video productions done for their business or for their nonprofit or perhaps for their school district? We come in we do a professional level shoot. We're paid for that Our director of content and production Jeremy Whalen's been doing an excellent job with these productions And I think this product sheet that we've created for this Really sort of shows you that the level of quality that we're now putting into all of our paid professional production work The ctv users is really for people who have been involved with community TV regularly They do have to become certified to use any of the any of the tools So the pro folks just come in they hire us we provide a staff person an engineer in the studio That's all built into the pricing so you can see the rates are much higher for a professional level crew And equipment for a ctv user You can actually get certified in this equipment and then be able to go and check it out And so the fees are much lower For for this kind of use of ctv's resources And then we're hoping of course to get new sponsors of war. Thank you so much for showing of those documents We also were able to really kind of formally thank staff and the interns and the board and Lynn Miller who helped us to get to where we're at. I want to also again thank Keith I didn't embarrass him in front of everyone that night, but I planned to and then I got really busy Keith and Matilda in particular and then also Tom who's been really involved in our former chairs Well Karen in the transition over the last year. I want to thank you guys for really Being here almost every day sometimes so it took it took a village to really go through this transition I was just this morning looking through a document that I had sent to our attorney last April so really a year ago April 18th just about a year ago And it had four things that we were going to do in the next 12 to 18 months Just just four things and I looked at that list and I thought oh my goodness We've done like 20 more things than that so what we were able to and we were able to accomplish that in less than 12 months So I really want to say thank you to this entire team for the board for having the faith in me And in my team to be able to do this work There are many times I didn't know if it was possible and I want to thank all of you for Be very encouraging very trusting and really allowing us to do what we do best as staff Which is manage operations of community media centers It's been great for for our entire team also to learn what's possible and what we can do We really pushed our own boundaries about what we what we thought was possible, and I think we'll be looking For folks out there in the world who who really are trying to figure out how to do what we've been able to accomplish this year So thank you very much for that support You can kind of look through all of the things that went into both the relaunch event I do want to point out that We weren't able to have a personnel committee meeting prior to this meeting But we do have a personnel handbook that we want to have the personnel committee Review and that it'll come to you in the main meeting But we have spent quite a bit of time on that we actually it's a it's a great Example of a joint collaborative project by both C map and CTV We both needed a employee handbook a new one And so we actually compiled our resources and we're able to hire somebody wears a loan We really wouldn't have had enough money So that's one I think very good example of our collaboration And that will be completed and available for your hopeful approval And we would like to have that approval of the committee even before we go to the county Which will be on May 13th. We'll be going to the county. We'll be presenting our 2014 capital budget operating budget and our Activity plan for the year and most of that's already been outlined in the business plan that we submitted It was a 72 page business plan that we submitted to the county back in November 1st of last year But we'll be revising it based on some of the changes that have happened even in the last couple of months and Submitting it to the county this next week and then we'll be presenting all of that on May 13th I do also want to mention that we made a final decision a couple weeks ago to hire Lindsey Bishop Who will be our new station director? Lindsey is the second in charge at the access Monterey Peninsula Community media center has been in community media as the number two person there for nine years Working closely with the executive director. I think she's going to be a great addition to our team It was a unanimous decision by our hiring committee, which was comprised of Matilda Keith and Tom So thank you the three of you for all of your help that was a lot of work and Nick was also involved in that decision When did you say the main meeting would be? I? Did not say I did not say just that we will be talking about that We will hope because I'm your personnel committee and we have to meet before we do and that's probably something we can do after the meeting to figure out those dates And Lindsey will start on Monday, so we'll be training her During that time. I think the only other things We have done a number of training programs in Watsonville I just wanted to bring to your attention, especially I know for Adam who works a lot with the PVUSD community We did a collaboration with the Watsonville Film Festival where we did a workshop for three days Unfortunately had pretty low turnout, but we were able to then reach out to Dale poor and did a program Tricaster training which he has been really excited about and really grateful for because he had a Tricaster and wasn't really sure how to use it And so we were able to really bring both him and his students up to speed on that and we were able to help him troubleshoot It when it wasn't working so it's been a really good Collaboration and it's also helped us to fulfill some of the requirements of the grant that we received from the Irvine Foundation Which will need to be reporting the deadline is June 1st for that Um, the only other thing that I probably should mention. Oh, there is I did pass out the C CMAP CTV contract The time frame for renewed work One thing that Keith and I because we've been so busy with all of the actual work that we're doing We haven't talked about whether CTV would like to and that's that's the correct one that you have in front of you It just says April May and June so as you may or may not Remember we signed a one-year contract with CTV that started June actually July 1st of last year for one year and so it will end on June 30th this year While we have put $50,000 in contract work, which is is about a third of what we provided for you this year That will only give you 1.6 days a week of both myself and or next time And we know that you're going to need Nick in July and August in particular because he'll be Rebuilding on your behalf rebuilding or submitting a bid to the county to rebuild their facilities So we've already been working with the county for that. So Presume that probably Keith and I will begin working on that But I wanted to just give you an opportunity to ask any questions or provide any feedback or or give any information To us that would be helpful in drafting the contract for next year As I mentioned, it is a more limited contract. We really feel like I think from the beginning My goal was to help you have the foundation to be sustainable on your own And not really need us to manage your operations And I think we've we are really close to achieving that Once we get the new station director in place that will really go a long way towards meeting that goal and then You know the technology is all in place. I think we've really built the foundation for a CTV to be sustainable for the long run So if you have any questions about the contract timeframe, this is just the next three months what we anticipate doing to complete our contract with you for 2013-2014 fiscal year You have you have put a heck of a lot of time and energy into CTV and we are deeply grateful Thank you for all your work. We really want to recognize that. Thank you very much. I really appreciate that That's what I just echo what you said about the last six weeks The event was a terrific event. I think it really was a great launch Fred Keely was terrific his comments were great and the staff just did so much work to make that event happen. It was a Really good event Thank you very much and thanks for your help on being my personal pressing and blur that evening That was very helpful. I was a little into me and and Tom was was very helpful in keeping me on track. So thank you, Tom Other questions for Kathy Okay The next is or a report from me and I just was going to mention that we had the personal Manual to approve I had down here So we can move on to 10 most anyone has any questions Requests for specific items to appear on the next meeting agenda What about a picnic don't we usually do a summer picnic or it's been in the fall all these last two years Oh, okay, it's been in early October the last maybe work on a date for that because people's schedules get so busy So I don't think it would hurt to have something planned. I think last year we scheduled in June We planted in June for Okay, we're going to do okay in September. Yeah, it was a three and a half four months Especially when people come back from school towards school with families Okay, any announcements I I want to thank you Keith and and all the other board members and staff and really everybody because The amount of work that has gone into this trip transition is tremendous And I don't think any one person, you know can take credit for it But you know it all came together because of the team that came together to get it done I'm just I'm really proud of everybody for all the work that they did Thank you I'd like to point out that there's still a lot of pull go back to the old bottle And I think as a board we could really help Kathy by supporting her and letting people know when you hear a complaint that Things cost more things are harder to do things aren't like they used to be right in our budget It's unfortunate. It goes back to Divca and federal law And what we have to do is a board is support the new model support Kathy and Nick and all the rest of the staff Because we don't have a choice and we were told that so we have to follow through You might do you want to go grab him? Yeah, I did want to mention Yeah, I think that's really great that you mentioned that And it is difficult for staff because we are still getting quite a few complaints and it's hard when We need to make the work happen Just to get things moving into place and be set up so that that foundation can be established that it can be Difficult when we're getting a lot of complaints. I think those complaints have really diminished I think people have been getting more and more comfortable with the way things are now Which is very different than they were six to seven months ago Has there been a blip up in terms of complaints since the relaunch and people sort of reconnecting Yeah, I would say we've gotten two or three comments just I think people it sort of hit home The fact that we were going to have to charge for things now I don't I think that there's probably also some confusion. I've heard a little bit of confusion about what the costs actually are You know when you're renting equipment for an entire day and it's you know two field kits It's going to be more expensive than renting a camera for one hour to shoot an event or two hours So, you know, of course, we should be involved in every production that we could possibly be involved in but we don't We used to be funded to do that and now we are not So we hope that the community will be able to get certified on the equipment be able to use their volunteer time to purchase Equipment and that really we've just sort of formalized a system that in the past has been less structured For people to volunteer and be able to use the resources at a community television Yeah, I think as long as we explain that to people I'm hoping that they'll understand that we just We don't have a choice. It does seem that we have been explaining that for over a year and a half now And yeah, so sometimes we have to keep explaining that and also I mean I think change is hard I think it is reasonable for people to be having a challenge dealing with you know the change I think one of the things we tried to do during the sort of vibrancy program is do a non-volunt communication class about You know how to as volunteers how do you manage those expectations of the community because we do hear people from nonprofits say well You used to come cover that for free Yeah, we did used to come cover that for free and I'm glad we were able to provide service for your nonprofit for 18 years Providing service every year to cover that event for free for you But we simply do not like many nonprofits have the funding anymore So I think the volunteers are also going to have to deal with that too when they go out to the community when Board members go out to the community. It's not just staff I think all of us that are involved with this community that is community television need to be able to really articulate What's changed here, but how wonderful that we've been able to protect this this valuable asset that we have I just had a little technical thing that I want to make sure you guys know about Announcement wise I'm going to be out of the country in May So unlike my usual days off where I email you back and forth I will not be emailing you for a two for two whole week I'm going on a real vacation. I would you do you want to give the dates so everybody knows you're not maybe not My roommates will be there every day. So I'm not you're gonna be gone for two weeks. I will be I personally will be out of the country Yes, so I just want to let you know I'll be back on the back in the office on the 1st of June out after After sometime really okay, but I will be here for the presentation to the county Oh, okay. Yeah, and all board members are invited to come to the county 13 I think not just invited but urged I think it's it's it sends a good message to the daytime Well Keith knows I'll be at the international science and engineering We don't need you to actually In fact probably just let the executive director and the board chair speak on behalf of your organization But I think to have numbers there they can applaud. I mean, I think that's a great thing to have Supervisors meeting starts at 9 that our agenda item will be somewhere between 945. Oh, it's in the morning. Correct Okay, well, I don't have to go to the spot I can so I will try and let you know But I will not know the agenda item number probably until a few days before that mean Okay, if it's just like as a pass should be out on Friday probably Friday before Tuesday Should be but I have had times where it was Monday. So anyway, why I have an eight o'clock. Oh The 30th. We'll send an email 13 May 13th. All right because I had the 30th with the question mark for is that the board meeting perhaps for Us is that our board of directors meeting Keith our next board of directors meeting To be the week before that probably second Of May Not be there for that. Oh, okay. That's good. It's on the board calendar and I will check it And then the personnel committee you will only talk to you after the meeting actually There's a full personnel committee, which I will be talking to okay. There's five members Okay, oh, okay So any other announcements? Okay, I will accept the motion for adjournment So moved second. Okay. All those in favor Thank you everyone