Board Meeting Notes 3/29/16

— Tess/Ethan H. will put up a sign in the air studio reminding DJs to sign in their guests

— R.O.: two weeks suspension, with official warnings on multiple fronts.

— Ben G. will get the Record Fair in Aural Wes’s weekend update

— pay for FB ads? over newspaper ones? Yes.

— Ethan Hill will help folks out in the studio 7 pm Wednesday, with live equipment

— Staff meeting reminder emails tonight and Saturday? Ethan H.

— Short Terms:

 

— Staff Meeting – agenda – Call for MD candidates – election Sunday – need to letters of intent, more to come…

— Absentee policy – Program D responsible for alerting the Personnel D who sends a warning EVERY TIME A SHOW IS MISSED. This alone should be a deterrent. After first warning – we come down on folks. To be discussed further and amended in code of conduct for our may staff meeting.

— M.H. : looking for Support of petition? not from board, at least.

Long terms:

— WESU App: Abby will update us on WesHack meeting next week.

— WSHU / NPR – plan to replace an hour of morning Edition, for fall 2016? to be discussed further

— Future of the Board – how to improve the student experience and make it more effective? Paid? positions. How much would that cost? How many hours is reasonable? Could we pay all and rely on work study for those who are eligible? Begin this conversation.

— Summer Board? To be continued.

— Bring back Community Liaison position? To be continued and of course decided on soon-ish before elections.

 

Board Notes 3/22/16

— We need more volunteers for the record fair: invite friends on facebook and send out another email to staff/trainees. Ethan H., Ariana, and Hannah will be leading the first round of the flyering brigade this weekend.

— Pledge drive will be on air for the last two weeks of April. To be discussed more next meeting

— Daily logs will be moved to the board room so that board members can check for no-shows during their board hours.

— To be discussed further: reinstate a community volunteer rep on the board?

— R.O. personnel situation: Tess and Ethan will send R.O. update email, to be discussed further next meeting.

— Code of conduct edits: part way approved, to be finished next meeting.

— Ben G. will write press release for record fair.

— Ethan O. is keeping training schedule as it is but adjusting the requirement slightly to account for Easter Sunday.

Board Notes 2/23/16

— Print Program: Hannah and Ethan H. will have this to Ben M. by Friday morning.

— CCP event: Tess and Ethan H. will set up WESU display at 5:30 pm. Group huddle at 6pm (other board members who can come). 

— BM sent a follow up email to dinner invitees today. 

— Display? Tess and Ethan H. will continue work on this and have it ready for Friday. Tess will email Leith about exhibition materials.

— Rec fair: coming along, 18 out of 22 tables already sold. Need to make sure we do some big time promoting to get a better turnout of patrons this time: Flyer, online posts to rec fair sites/pages, on air promo, etc. Need FB evet ASAP too. [Ariana will do, with Ben G.’s help]

— Training: First week went well, onto the second.

— CMJ subscription lapsed – subscription has been restored as of 4:30pm today.  Set up automatic billing for future as well. 

— WESU APP: Miriam brought this in to show us — looks great. Abby will explore further steps and we’ll regroup on this next week.

— Spring break programming? – Hannah will send out email and put up papers for sign up within the next week or so.

 — Upgrades:  The mixing board is in and powered up with sound!!  Should be fully connected before weekend. Once the board is fully installed, we can begin broadcasting from A again. Will see what the Abatement setup looks like before determining what studio to broadcast out of this weekend. We will likely wait for the carpet project to complete before we finish studio A upgrades.

RE: Carpet: Still need to get the tech room and studio C cleared out. Will do that tomorrow. The abatement people gave us an extra day. They will come prep on Thursday. And begin on Monday. 

— Lara will migrate PSAs and promos to studio B in the meantime. 

Board Meeting Notes 2/16/16

— Welcome (and thank you!) Abby for accepting post as TD  – need to add her to board list  & remove Simon. 

Follow ups: 

— Station history online update?: Ben G. updated the site as per Leif’s article and will contact Leif about his longer presentation notes.

— Program guide? It has been sent to the printer.

— Daily FB or Instagram posts? What happened to these? We must!!

— Record Fair:  Need to get the event listed in all of the Record fair websites and FB pages ASAP (Ben G.) Ariana?

— WESU app? Zazie will ask Miriam to come in and show us the app at next board meeting so that we can assess and decide how to proceed.

— Studio reservation system: Waiting on delivery of cable for monitor. Should be here tomorrow.  

— Can architects of this new g-cal system work on developing a set of instructions that detail how it works (for staff)? i.e.: how to make a reservation… Users can use their own gmail accounts if the calendar is shared with them, right? Otherwise, people need to use the WESU gmail account (which should remain logged in)? Ben G. and Abby are on this.

— CCP ribbon cutting Event on 2/26 – more details to come: Will have a table and easel… Can we mount and display Staff Photo/shirts/and program guides? (Tess and Ethan are making this) So far, we will have a display at event, some folks (only Ethan) will be at dinner, The alumni that the naming ceremony is associated with will be coming by the station on Friday for a quick tour and would love to meet some students involved… anyone available for 11-11:30 ish? Zazie, Abby, Ethan…?

— New music for automation – Erin will come in on Wednesday and upload/transfer.

— Music money: great purchasing at Red Scroll. So far we’ve spent $500 at red scroll, will need $300 for CMJ, already spent $200 or so on Dylan and other misc… Roughly $1,000 left — Sub MDs? Metal, folk, jazz… or 

— Upgrades/carpet Ben M is working on mapping out move for Carpet and upgrades… Asbestos 

— Abatement will happen first carpet will be immediately behind. Areas/Rooms that need to be cleared first are:  Hallway, studio C, Tech Room, and jazz/blues library. 

— Can we get the Argus to loan us some space? Is there still an unused office there, which we might be able to use temporarily? Hannah R. will ask. 

— Need to clear out/free up filing cabinets in board room to start putting CDs in…  will have work study get on this.

— Tess will find the board contact doc and re-send.

Board Meeting Notes 2/9/16

— Follow up: schedule reservation system to be worked on this week by Ethan, Ben. G.

— Mission statement is online.

— Need an update for website – Spring Program announcement? Ben G.?

— Display for ccp 2/26 poster board style: Tess and Ethan will make this.

— Program guide: update – Ethan and Hannah are almost done! To be sent to the printers by the end of the week.

— Carpet: Ben M meets with physical plant today – carpet start date is 2/22 – need to see if this makes sense to do at the same time Charles is working on studio upgrades. How to meet needs of producers? Tell them to work around us? (just a thought)

— Tech Dir. – Simon is out on medical leave. We will appoint someone in the interim. Ethan H. will email.

— Ben M ordered toner for board room pc.

— Stream Rewind calendar: Hannah please get Get BM a list of shows that need fixing per Simon’s email. To be fixed soon.

— New music purchasing happening during the board meeting — Erin and Nick are there now.

— Training: each board member should sign up for one thursday or sunday session — Ethan O. will send out a spreadsheet. Training will begin next week.

— Ariana will make a record fair flyer for the next board meeting and get to work on recruiting help (as well as a shadow/point person) for the event.

— Hannah R. and Ben M. will figure out the venmo situation and what sort of credit card info is needed/possible.

Staff Meeting Notes 2/7/16

Ethan – Welcome to February staff meeting – hope students enjoyed a great break. 

Thanks to everyone who stuck around for holding down the fort.

Thanks to Hannah for getting the Program together. 

Welcome back Ben M! 

Few word from Ben M – Good to be back, thanks for the personal notes of concern and support. And for taking such good care of the station in my absence. Lost lots of time planned for upgrades and pledge drive due to injury but have been making up for lost time. Will report more later.

Ethan – Introduce Professor Kauanui and Radio activism and Media: Ask her to introduce and speak about Class and what they need from WESU staff for assistance.

Program – Hannah:  Program guide ETA…   

Music Directors – Starting to purchase music – Sub MDs and staff should make suggestions and requests for music the station is lacking.

Events- Ariana – Record Fair will be on Sunday April 10th.  We’ll be recruiting volunteers to help leading up to and during the event. Anyone want to design a flyer for service hours?  

 — Public Affairs: Zazie will be creating an online form for public file stuff, shared on google docs.

— Personnel: Reminder of only three staff meetings this spring. Training this semester will be Thursdays and Sundays again — tell folks interested to get in touch with Ethan O. for further details.

Winter Pledge update – Ben M  

Success! While it was a challenge – we made our goal – We hit $20K in one drive without any special incentives (matching gifts etc). It was hard on listeners and staff but we did it!

— To sweeten the deal, we unexpectedly received 2 large donations from alumni – Steve Gross who donated $8,810 during our 75th came through with another $6k donation and another Alumni donated $2,000 on New Year’s Eve. This put us $8K ahead of the game granted we our new delay cost $3K and we have a couple thousand dollars in legal fees this year, too.  If we can do as well in our spring drive, we will have some additional money to put into upgrades and equipment replacement.

— Processing: hoped to report all premiums have been sent out by last Friday.  Storm on got in the way.  Everything is poised to go out with the exception of a couple items that are out of stock. (Hoods and LG long sleeve). 

— Observations / moving forward Bottom line, it takes us 2 months to hit the $20 K mark. But 2 months is too long for constant heavy pitching on air.  We will continue to refine or approach. Starting with program guide mailing, followed by direct mail pitch, social media and email campaigns, and some light ton air reminders. Will try to use the full on-air portion to complete the drive in late April. 

Open to discussion as we continue to hone our pledge drive model.

Studio upgrades – Ben M 

Studio A

New delay – Still figuring out the new features. Dump doesn’t automatically get rid of all 8 seconds. Hold it down to completely drain.  Also has sneeze, and panic functions. 

New Monitor – is touch screen that will function once we get a newer version of windows setup. 
New Headphones
   – do not coil them up, just hand from the rack. Be nice to them, they are MUCH better and more expensive than the ones we used for the last 10 years.

Studio B 
new production PC
 – At long last the studio B PC died – replaced the tower with a mini pc and put a nice new big monitor in there.

Other upgrade updates:
Studio reservation system is near ready to go
. We should be unrolling this in the next week or so. 

We are also getting ready to install the new mixing board in studio A (work scheduled to start Feb 22). This will require us to shut down studio A and broadcast out of studio B until the work is complete.  Max time 2 weeks hopefully much less. Once the board is in studio, it is likely there will be some downtime for studio B as we work to upgrade that studio.

When upgrades are complete, studio A will have a new mixing board and Studio B will be better suited for performances and group conversations. 

Other goals include: 

– new phone coupler system

– more interconnectivity between studios

– more counter space

-improved ergonomics 

– better sound insulation

– moving ricks desk to Board Room, Putting all automation gear in one vertical rack. 

– new countertops

-Windows in studio doors

-New networking hardware

-new computers and cd players.

-microsoft products and a newer version of adobe audition (will keep old, too)

WHAT Else do folks want/need to improve functionality and ergonomics?

— remote broadcasting rig?

— video?

— listening station with a cd player?

— sound effects board?

New Carpet: To further complicate all of this, we are getting new carpet in the near future. We are still mapping out the plan but it will require many hands on deck as we shift the contents of rooms around one at a time. To further complicate…. There’s some asbestos under the carpet in a couple of the rooms. There is no threat or health concern at the moment and great caution will be taken during abatement to ensure everyone’s health and safety. Rooms in need of abatement will be sealed and off limits during the process.  

We will likely use this as an opportunity to start storing some of our CD collections in filing cabinets.  We will also make a move to start storing 7” records in filing cabinets as well. Filing cabinets will help us make better use of our limited space and better protect media. Hopefully It will also be easier to browse/organize. 

More details on when we need hands on deck as and how exactly this comes together as plans develop. Meeting with Carpet crew, Tuesday.

Studio shuffle. How can we help people work around this challenge? 

Next Meeting is April 3rd – No March meeting due to WES spring break

Board Meeting Notes 2/2/16

Follow ups

-Program guide – hannah and ethan will have it done asap.

– Asking SBC for fund $2,700 for delay – Tess and Ethan will arrange this in the next week.

-RedScroll / amazon purchasing – solicit staff requests (via email and meeting before trip?)

Studio Update: Studio B production PC died and has successfully been replaced. PC still needs tweaking… ie: it has been networked and can record through theboard. Needs Chrome and firefox and some other programs.

More on Upgrades – studio B will be out of commission during upgrade. Starting Feb 21st.  What do we need to do to meet people’s needs? Can we fix up studio C?

Prof Kauanui Radio activism and Media production – regarding class at meeting – arriving at 1:45 – to meet and greet before meeting.

CCP naming ceremony at Albritton 2/26– board will all be invited to attend. A few will be invited to a dinner with the trustees. Hope as many of us as possible will participate in open house at Allbritton, to represent WESU as an integral part of the CCP (and WES student experience) and interact with Trustees. We will also need to develop a display that represents the work we do — Tess and Ethan will make this.

Press release for new season!   Ben G and Hannah are working on this.

Event updates?  

– Record fair – need to change date or red scroll (and likely others) can’t attend due to record store day (the day before). Tentative new date is April 10th. (one week earlier) . No home games or other CT shows that date. Ben M has reached out to EMS to switch Beckham reservation. 

Other agenda items for staff meeting: 

Pledge update, hope to report all premiums have been sent out. 

Studio B new production PC 

Studio A and carpet downtime. How can we help people work around this challenge? 

Studio A upgrades: ask staff for input – Studio A will remain air studio with upgradedboard and phone system. Studio B will remain a production room and performance space.  We are working on making better inter-studio links for recording, making performance and group conversation equipment permanent and accessible. Better sound insulation.  

Board Meeting Notes 1/26/16

— Ben M – Thanks to everyone for the good vibes during unexpected temp disability.

— Update mission statement and history online – For Ben G.: let’s use Leith Johnson’s Wes Magazine article (he’s a-ok with that).

— Update disclaimer on board in studio so it is current (to-do during workday next Friday the 5th)

— Spring pledge dates – Sometime in April (TBD/to be discussed more).

— Spring record fair date – tentatively Sunday 4/17 (no home games on campus)

— Winter Pledge drive update: we surpassed our goal by just over $3K. Then our profanity delay died and we spent that money to get a new one. If we want to remain ahead of the game , for spring drive, we should consider asking the SBC to cover that expense. Our previous delay unit lasted over 10 years! That’s only $300/year!  (Tess and Ethan H. will get on this).

— Way behind in processing – Due to Ben M’s unexpected time off, he’s way behind. This is his main priority and he hopes to get receipts and premiums out before the end of next week. Will be depending on Work-study for help.  

— Upgrade updates: New Carpet – no specific dates yet but the carpet should arrive within 2 weeks. Work will likely begin before the end of February. It’s going to be a real challenge to shuffle everything around to meet the needs of the contractors. We will need many hands on deck (staff service hours)!  Plus there’s the additional challenge of being locked out of rooms for asbestos abatement. Met with Charles Henry (station engineer) on Monday and started to map out our plan. New mixer work starting Feb 22. All shows will need to work out of studio B until the work in the air studio is complete. Charles says 2 weeks (max) to get the new mixer and phone system together. It’s likely that he will be done much quicker.  (Computer and program work will be done during our work-day next Friday the 5th — Ethan H. and Tess will do some research in regards to Lynda and other teaching options, regarding new editing programs).

— Room scheduling system – this still needs doing!  Need to set up google calendar or other program to help manage studio reservations so we can move on from dry erase board (will be done work-day Friday 5th). Ben G. will show us the calendar he made at our next board meeting.

— WESU app: Simon will show us the current interface/tool at our next board meeting, for evaluation and moving forwards.

— Program – Looking great. Thanks to Hannah for getting it together and for staying on top of Spinitron schedule. Any lingering open air time that needs filling? Program design by Mat Puzzo? When to expect?

— Stream rewind calendar –  Like spinitron should have already been update. Simon, where are you? – Simon says he will be done by the end of the week.

— Tess, Ethan, and Zazie will meet and review the code of conduct, revising it with changes we agreed on last semester as well as re-centering/adding to the language in regards to our station ethics. We will have a report for the board next week, with plans of having final changes for our staff meeting in April. This will be an ongoing process this semester.

We will be having a Work-Day as a board (as many as can make it, definitely Ethan H. and Tess will be there) next Friday February 5th from 8 am through early afternoon, to work on station upgrades that need work.

— Mail loss? Ben M. will investigate, but there might not be much to do about it.

— Ending note: end of year is fast approaching – good time to think about how you to ensure you can reach the goals you set for yourself.

Board Meeting Notes 12/15/15

— Ethan O.: Make sure to add new staff to email list and staff list as they wrap it up

— t-shirt sales? we made $85! Closing in on the drive. Less than @2k to go. Ben M is keeping tally going.

— Ben M update: Surgery went fine. Now dealing with pain management and being stationary.

— Hannah has posted the slots for Winter break programming and will send out the spring application within the next week or so.

— Get mail downstairs. Slide any flat mail under my office door (donations etc) Rick is reporting to me on incoming mail donations.

— Tess will set up a google doc/shared document for us to begin reviewing the code of conduct / get a head start.

Staff Meeting Notes 12/6/15

Ben M regrets: temporarily disabled with cast and crutches for 6-8 weeks. Hasn’t yet quite figured out how this will affect work other than it will be a challenge to get back and forth. Anticipating lots of work from home.

— Reminder – no January Meeting. Next meeting will be Feb 3, Super bowl Sunday. That meeting will be at 2pm in PAC 001

— Parking:  In the last few months parking has become an issue. Some days the lot is full with no spots for staff who work in the building. Ben M met with Public Safety and building managers. We will get 4  WESU parking spots in the near future. We will also come up with a WESU sticker to identify vehicles that can park in the spots… not sure exactly how quick this will happen. Ben M implored them to be quick as it is a real problem for some staff.

— Grant: unfortunately, we were not awarded the $75K grant that Ben M applied for. The money went to hospitals and other very real needs in the state. Upside: we have the language ad work estimates ready for the next opportunity and we can move forward on studio upgrades with less to coordinate. Speaking of Studio upgrades:  We will get ball rolling; hope to get much done over winter break.

 — Pledge update: Making progress but still need over $7,000 and it’s slowing down. We need to find a way to get all staff on board. Not fair to depend on the ones who “get it” and make the effort. We have WESU holiday cards that folks can send out to help inspire another round of giving in addition to / instead of packets.  We sent out 500 cards to the same people we sent pledge forms to. We have more available and will mail them for you if you provide us with an address. Or, we can provide the card and envelope for you to mail out…

— Program: update/reminder of coverage policy/ies

— Winter Break Programming: Hanna will send post the slots on the board shortly.

— Spring Program application process:  applications will be sent out mid-december.

— WESU – T – Shirt tabling (will you need help?)  T-shirts are available to staff for $10 and will be sold at usdan for $20 to campus community next Thursday and Friday, from 11 am – 1 pm.

— Music Directors: Have money to spend. If you have requests, let them know.

— Public affairs disclaimer policy/mission statement: updates were approved (minor).

— Production: With pledge drive continuing..  we’ll need to Migrate into holiday pledge drive announcements. Would be great to get some new ones..

— Reminder – no January Meeting. Next meeting will be Feb 3, Super bowl Sunday. That meeting will be at 2pm in PAC 001

— a few things that the board was asked to look into, going into next semester: 1. how to block callers on the studio telephone (re: harrassment, etc.), 2. if there is a way to stream over a telephone line so that those outside of the broadcast range and without access to internet/computers can listen in