Board Notes 2/5/15

Tentative Board Hours Schedule:
Monday: Ben G., Laura, Tess (?)
Tuesday: Zach, Ethan H. (?)
Wednesday: Abby, Ethan O.
Thursday: Danielle, Becca
Friday: David, Mizael
Program: EO is in touch with late-night shows about transitioning into automated programming.
-Program guide is about to be printed!
Events: Record Fair 3/28/15, DW hasn’t heard from LB
Tech: MR will work on installing new security system.
Personnel: update staff list, figuring out who exactly finished training
-aiming to start DJ training at the end of February.
-low meeting attendance and service hour fulfillment
-send out an email before the next staff meeting: guidelines for completing service hours and meeting attendance.
-checkpoint: 2 service hours by March 6. Start telling people that now. Ben G. will email everyone about this.
MDs (Zach): getting the blog off the ground in both print and podcast format.
-core committee of music people
-better organize the music at the station
-delegate music organization during board hours
-we have money to buy music!
-making sure that people are playing 5 new releases per hour: service hour opportunity for checking Spinitron? ZE will see how EH did this last year.
Podcasting platform: where/how to post things? Soundcloud is one possibility. also look into
-collaborating with other groups on campus: ANR, film department movie reviewing group, RedFeather
-ongoing schedule of production: some want a more consistent schedule (esp. CVs), maybe have a more spread out schedule for students.
-will they remain online forever or just for two weeks?
-who will review the material?
-adhering to FCC guidelines
-groups of 5-6 people for certain kinds of shows
The new people will hereby be known as Production Staff!
Public affairs: we have the opportunity to upload shows to the Pacifica network.
-Sprouts: weekly grassroots show. We could have a contest to determine which Public Affairs show to submit.
-streaming CFA shows: Ben M. will give Laura the contacts of people at the CFA.
-LW and EO will talk about which shows to submit.
Automation: any way we can mix up what plays/add more stuff to the automation playlist?
-talk to Rick about how it works
-start producing more evergreen shows for automation, pull up old shows that could be cool to rebroadcast.
Jive at Five: make it more institutionalized/streamlined. Possibly LW can edit it each week. This could be integrated into the Public Affairs Director job.
Hartford Advocate Readers’ Poll: image campaign
Collaborating more with the CFA: regular CFA show broadcasting performances?
College Media Association Conference: seems interesting/valuable, people will check their schedules
Other things: put up a sign in Studio A about how many station IDs, PSAs, and promos are required per hour. (LW)

Staff Meeting 2/1/15

**Thanks to BG for taking notes at this meeting!**
Ben M:
– Please sign the attendance sheet
– Hope everyone had a great break, thanks to volunteers for ensuring that we have enough live programming – welcome back and Happy New Year!
– Welcome to new staff members! There are 4 of them, woot! (Leana, Al, Eric, and Emmett)
– We exceeded our pledge drive goal. Got an incredible donation at the tail-end of 2014 from an alumni (our engineer in the ‘70s), $8810 donation to WESU there – We made about $30,000 for our pledge drive, best pledge drive yet
– Putting together a report for our next pledge drive that will start in April to help us be more successful down the road
– We can probably get our new mixing board now
– Danielle is at a film class so she is absent today
– Don’t come to the station if your safety is at risk! But if you are in the area and can do your show, please do your best to come in. If you can’t, follow the standard protocol for missing a show
– Importance of having an evergreen show – prerecord some shows that don’t have anything time-specific in them
– Spring season officially starts tomorrow!
– The program schedule is finished. Any questions, ask
– Program guide is done and going to the printer soon. Thanks to Radio Obscura folks!
– Weather is bad tomorrow. If anyone will need coverage then, please talk to Ethan after the meeting
– Reminder about how to find coverage: first, send an email to Ben M or Ethan, check with the DJ before or after you, ask other members of the staff, then finally you can ask an all-staff email, if someone responds to you, send out another all-staff email saying that you found someone, then let Ethan or Ben M know about that; you do get penalized for missing a show
– Evergreen shows, talk to her! It’s a good way to get service hours too
– You can piece together an old show and take together any time specific parts of the recording
– Trying to start a podcasting or radio magazine or creative radio storytelling group. She’s sending an email out to the staff, trying to find interest in that or what exactly they want to do with podcasts. Interest meeting for that!
– Guide in the Studio C computer for how to use Audition and everything; on the google group
– Also reserve time in the studios!
– Public Affairs DJs can email her the day before about what the show is about, it will be posted to the facebook group to give public affairs shows more of a voice and presence
– Quick note: only one live student public affair show this semester, so please do more!
– Record fair on March 28th
– Hartford Advocate Readers Poll is open! Vote online! Email was sent out a few days ago
Ben G:
– Get service hours in early; there is really something for everyone, big list on Ben M’s door
– Training is starting up in about 3 or 4 weeks, email people who are interested in that
– Sign the attendance sheet
More talk on evergreen programming:
– It can be a compilation of your programming – the station has thousands hours of recorded programming that you can use and editing
– A great way to get better at Adobe Audition
Questions? Announcements?
– Copies of PSAs? We do not have an active binder in the studio but we can dig those up. Talk to Abby about doing that.
– Sandbox is on the Hartford Readers Poll as well!
Music Director Election:
– EH is the only one running
– DW will say a few words: EH did a great job as Music Director last year
– VT is making a show with EH called “DW’s Favorite Songs”
– He was elected unanimously
Next meeting on Sunday, March 1st at 6pm!
Record shortest meeting!

Board Notes 1/28/15

Not the full board, but at least we sort of pulled it together!
In attendance: Danielle, Becca, Abby, Mizael, David, Laura, Ethan, Zach

Goals for the Semester:
-podcast by AR and other Wesleyan alumni – possibly post on website. Starting a series of podcast reviews would be cool too.
-new staff members out of production training: help out with PSAs
-WesWell “guides” – record as PSAs?
-phone coupler video tutorial: get footage from Kiley & Allis to finish it up.

-crews of volunteers – make people accountable to specific people on the board
-set up a timeline of events so people can choose what to volunteer for.
-have this apply mostly (or only) to students. CVs have more of their own schedules
-service hour checkpoints: set up exact date
-test run this semester: reach out to everyone to get people to sign up with board members for their service hours.

Danielle is the only student with a live public affairs show – encourage people to produce evergreen PA shows (work esp. with people who did production training)
-more collaboration: public affairs interest meetings
-remind newer DJs that they can have earlier time slots with PA shows (incentivizing public affairs)

-turning music director blog into a podcast

New staff members from last semester’s production training:
-sign a contract
-attend meetings
-4 service hours
-door code & access to equipment

-production schedule
-interest meeting: AS will announce at staff meeting
-require samples of what people want to do

-Record Fair: March 28
-Julie Burstein: April 8 – currently figuring out room setup for that, Ethan will follow up.
-other ideas:
-student TED talks: groups of people working on similar subjects
-host event featuring WESU DJs: post-Spring Break, mid-April?

Board Hours:
-not going to set up yet since not everyone is here. Some preferred days:
-DP/BS: Thursdays
-AS: Tuesday or Thursday
-EO: Tuesday, Wednesday, or Thursday

Pledge drive update:
Just after Jan 1, BM received an email from an alum who donated $8,810 to WESU for our upgrade! That donation brings our total to roughly $30K for the winter pledge drive, officially our most successful fundraising effort yet (by far)!
Now… how to spend upgrade money? BM will work up the figure of how much we have (will just be a projection since we still have to make it through a spring drive).

Initial thoughts on how to spend “extra” money: finish computer upgrades, new mixing board, upgrade studio furniture/layout. new input devices, new phone coupler for studio A, perhaps one that interfaces directly with mixing board to improve call ins… and finally try to make studio be more conducive for live performances and groups of talking guests…. Unfortunately, we won’t really be able to begin making these purchases until after the spring pledge drive. At that point we should know how much extra money we have.

All that said, we still have several upgrades (already funded by SBC) that are waiting in the wings: including upgrading the security system, updating several computers, and replacing the dry erase reservation board with a new digital display and system. Simon Korn has done some research on an appropriate program/system.

Hartford Advocate Readers Poll is now open – we should promote WESU. Last year we came in 2nd, previous year #1! make promo(s), fb posts, web post – TESS

Program: set to start on Monday (good job Ethan!). Program guide in hands of Sandbox. This board will hereby be known as the one that got the Program Guide printed before the end of the semester.

Web posts needed for: new (spring) program and Hartford Advocate readers poll

Sunday board agenda: Readers poll, pledge update/debrief, spring program, election (will need ballots), more to come. Other board announcements?
-Laura: will post people’s show details on FB if they send them in.

Things to think about: Training outline dates (target), spring pledge drive (April-ish)

Staff Meeting 12/7/14

Open Meeting (DP)
Welcome to our final meeting of the semester/fall season!
Google Group (BS) Due to continued problems without staff list serve, we are going to migrate to a google group. This will be more reliable and keep an archive of all of our emails that you can check to see if you missed any.  Be on the lookout for an email request to join this group in the coming week.  (email address for the group for now:
Program (EO)
– Fall program end date and transition to winter programming signups
     -sign-up sheet will be up at the station. first-come, first-serve basis.
     -respond to Ethan’s email if you want to have a weekly show in the winter.
– Spring programming:
     -form will be sent out soon for applying, fill out by January 1.
     -spring program to start in February.
Service hours (BG)
– Students should have their hours done by the time they leave for break.
– Community volunteers should have them completed by the end of 2014
Public Relations (TA)
-December zine is almost out! Thanks to the art mafia (esp. Joe and Pete for doing the layout) and everyone who submitted.
Public Affairs (LW)
-email LW with the content of your public affairs shows at least 24 hours in advance, so she can share them.
-will start doing this more in the spring
Production (AS)
-thanks to everyone who recorded promos this season!
-will be sending down a batch of promos to WSHU.
-Guide to Studio B, C, Audition, & a Happy Life: available for everyone
-Kiley and Allis are working on a video for how to use the phone coupler.
-75th video on YouTube and our website. 
75th anniversary (Ben M)
Thanks to the Board and staff who helped with special events and programming
While we didn’t have the resources we need to pull many off, we accomplished a lot and I really appreciate all who contributed, especially the following:
– BS for all his work on 75 years of as well as the rest of the DJs who contributed.
– LJ for assistance with the archives and for creating such a wonderful display at Olin library,
– DB for making sure the state and city didn’t let this landmark anniversary go by without notice and for using his Television show to help us spread the word.
– DW for organizing and producing our events. (and thanks for all the volunteers who pitched in, Sandbox for helping with decorations, and Lord Lewis for an awesome opening set.)
– IM – our work-study student, who helped in many ways behind the scenes.’
– Also VT and NM for their great design work on programs and logos, etc.
– AS for producing the short film of WESU history.
HE and MJ for their enthusiasm and encouragement and their willingness to lend a hand, no matter what the task, to help me stay on track. Thanks also to DP and BS the many other board and staff members who lent a hand in the success of our 75th anniversary program in one way or another.
The film!! If you haven’t seen it yet…. You should.  Let’s show it at the end of the meeting.  It’s also online, on our website.
Pledge Drive: current tally = still got $15K left to go.
$20k collective goal.
– if met, will help us stay on track for annual operations budget and get us a new mixing board to compliment some other upgrades coming our way. More on that later.
-$4K matching grant from the University provost, will go towards a new mixing board. good step towards raising our profile within the University.
-Maria: don’t be afraid to ask people for money! People want to be asked.

– If you listen to any of the public radio or TV drives – they fixate on goals for a reason.  We are not as sophisticated but the more we remind the audience of how they are helping us, with a concrete goal, the more likely they are to help.

– Tell the audience we are trying to replace our 20 year old mixing board and that will cost roughly $10K on its own!!

Packets are for you guys to reach out to new donors off air – this is easiest way to reach your goal.

Make a short list of potential donors, people who really like you and appreciate your radio show.  Perhaps family and friends or perhaps guests from your past shows.

Personal Goals –
-Will send out an email with list of everyone who donate from last drive – take a look at how much money you brought in last season.
-Reasonable to shoot for anywhere between 100 and 1000 dollars. Will you lose your show if you don’t make your goal? No, of course not.
-Will that result from playing a few promos on air during your show? No, you have to work at it off air.
-Share your goal and with the people you pitch to and explain why it’s important that you make your goal: keep the station operating and replace our 20 plus year old mixing console that operates 24 hrs per day.
On air promotions: I said 6 per hour – shouldn’t be that big of a deal for most show, but just do your best. This helps ensure all our listeners know about the drive.  Some great ones in there including the local and recently reunited rock group “The Bus” doing their own version of Cream’s “Sunshine of your love.”  KS also wrote a song, which we will get in the studio as well as the brand new promos produced by this year’s Board.
Also worth noting:
– New this year! Kid shirts – small Children’s/toddler size (new classic size)
-Matching gifts? Many corporations like, Cigna, Philips, Pfizer, match their employees’ giving.
     -go to Wesconnect to search for whether your company matches donations. There is a central database for this.

Upgrades: As mentioned earlier – there are several upgrades in the works:

     -Wireless audio: As of last week, WSHU engineers completed a big project and we are now receiving NPR/WSHU audio wirelessly from a satellite in Milford that sends it to our tower here in Middletown which also sends it wirelessly to our studios – thanks to WSHU engineers.
     -New security system, new scheduling system, 4 new PCs, new studio monitors,and real Comcast cable internet coming soon – should drastically improve our online access.
     -Backup power update: While we didn’t have the resources to make this happen this year, we have succeeded in raising awareness of the issue with the University and Local emergency management dept, who both are trying to help us out with this. We are now working with the university at the highest level in operations and with the grants dept. to seek out funding for this large project.
     -replacing whiteboard with a LED screen, attached to a Google calendar.
-Where are the pledge promos? – in a folder called “Pledge Drive Promos” on the air studio desktop.
-Pop-up window soliciting donations? – we’ll see if we can implement this.

Board Notes 12/2/14

All staff meeting email reminder and agenda needed
All staff email issues – move to Google group?
-needs to be not open to the public
-setting so anyone on the list can send an email to the group.
-MR will set up group
-in the meantime: send any composed all-staff emails to Ben so he can send them out through MailChimp.
Pledge Drive – mailing is out, email blasts to com to different groups
-Microsoft Access: could potentially interface with QAC connection (analysis of donor/listener data)
-Abby will work on designing database over the winter.
FB event: Tess will make tonight. Everyone invite friends!
press release
new Promos
Winter break: Ethan will send out an all-staff email highlighting clearly available slots
-will post sign-up sheet on the wall ASAP
End of fall programming: people not required to do shows after Friday, but are encouraged to do so.
-will discuss spring season applications on Thursday
Organizing desktop on studio PCs: new policy – don’t save your own files to desktop, people can have their own folder within My Documents where they can save stuff
fix small detail on WESU history video – AS/DP will work on it.
Training: finishing up this week
-those who have completed training can produce online content next semester.
-work on creating online podcast platform
service hour sheets: remind people that they’re on Ben’s door.
-board hour duty to refill box of service hour sheets
-bring stack to Sunday’s staff meeting
-one sheet for each person for the entire semester?

Board Notes 11/19/14

Freakers Ball: ticket sales are subpar so far. everyone on the board should commit to selling at least 5 tickets directly tonight
-final push tomorrow (Thursday) at lunch
-strategic comp tickets for people who will definitely bring other people/get others to buy tickets
-logistics of final project: directing people to come in during mostly board hours, so that board members will be available if trainees have basic audio editing questions.
-getting in touch with RedFeather: not responsive. Offered to give the board a tour of the studio, but no word on the training front.
If people drop the ball at the last minute on a service hour commitment, they have to make up that service hour and get ONE additional service hour tacked on.
Production: Kiley & Allison (hosts of The Production Report) are interested in making an instructional video on how to use Studio B/pre-produce a show. They use Studio B a lot and are into film. Coming in Friday to start planning it out.
Pledge Drive: once packets are completely ready to go (today/Friday? is Ben’s letter done?), we will send out those pledge goal emails.
-Remind people to bring packets home for Thanksgiving!
-We’re finally up-to-date with incoming music!
-People will come into board hours to help with adds/organization.
-EM wants to help out with the music blog.
-StreamRewind troubles: alternating week schedule messed up, some CVs’ shows don’t have StreamRewind pages. Will work on this tomorrow during board hours & send out an all-staff email telling people without StreamRewind pages to make an account (once the listserv is fully functional again).
Other things:
TV show this Friday: Danielle, Laura, & Ethan will be attending.
last meeting: Tuesday 12/2 at 5PM

Board Notes 11/12/14

Freakers Ball: the board will cover the rest of the volunteer slots.
-Facebook event: invite everyone at once as soon as it’s publicized.
-decorating! (Tess/Art Mafia)
-winner of the dance-off will blow out the candles of a WESU birthday cake
-we can raise up to $1500 on this show!
-coat check (BG will ask Second Stage about getting a coat rack)
-electronic list of people who have bought tickets (on a Google doc) – David will send out
-Lord Lewis opening
Training: going well! about 25 people signed up to host interns.
-trainees are eager to do service hours, etc.
Thanksgiving coverage: not going to punish people if they can’t find coverage for Thanksgiving, but they should make sure to be in communication with EO if they can’t find anyone.
Show evaluations: should be done by the end of the semester. Sign up for 3 shows on the Google doc ASAP.
Video: formally roll it out for the pledge drive
Organizing promo/PSA folders: not enough time to get around to it – delegate for service hours
-ZE will send out an all-staff email about the blog today or tomorrow
-LW will send out the Public Affairs show evaluation form tonight.
-code of journalistic standards for public affairs shows
-Pacifica audio port: looking into uploading programs to it.
-show hosts who have an interview coming up should interview Laura; she can post the info on Facebook.
-revamping the Jive at Five: script to go through Public Affairs director on Monday
pledge packets will be done and ready to send by Monday.

Board Notes 11/5/14

Training: Sundays at 3, Wednesdays at 8
-next time: public affairs
-at least 10 shows offered to host interns so far.
Program: EO will send out an email during board hours tomorrow, and a follow-up with all the open slots.
-Reggae block missed shows – one because of a funeral, the other was away (Donovan). EO will send these DJs an email reminding them of the protocol for missing shows.
Attendance at meetings: we have to be more strict about this. Students especially who have missed too many meetings will have a lower priority on the programming schedule in the spring.
-If you don’t go to the December and haven’t been to any other meetings, you’re not getting a show.
-If you have missed one or two you have lower priority.
-Beginning of next semester: reminder email that attendance will be taken more seriously.
Show evaluation forms: checklist of things that are in the manual, sticking to description, free-form mission.
-splitting up the listening: new shows this semester, older shows next semester.
-35 new shows this semester
-EO will email everyone a list of new shows, board members will sign up to listen to 3 each.
Events: Freakers’ Ball will go until midnight! Woooo!
-opening WESU DJs 9-10, Tubin 10-12
-tshirts are a no-go
-posters will be designed, waiting on figuring out who the DJs will be.
-board/staff members should go through event host training.
-$5 ticket? yes
-manning the doors as a service hour
-invite everyone you know!
Pledge Drive: Abby will make a promo, we will send out the pledge goal Google form ASAP.
Brooklyn concert: waiting on BM’s contacts

Board Notes 10/22/14

HM missed show: extra service hours aimed at pledge drive

Food donations? – it’s been a bad year for many of the resturants but we’ll keep searching.

Record Fair: fliers, volunteers

First training will be Nov. 2: twice a week, one weekday night & one Sunday afternoon; need someone to host Sunday afternoon training.
-We have about 60 people willing to participate in training
-TA helping with sunday and LW with weekdays with MR

BG: – community member from Hartford wants to have a show about working mothers but wants to start next semetser, half hour slot
LW – people from the Center for Prison educaction have been recording interviews @ 9. They need to be let in at 9?
-Next meeting we plan to divide and conquer staff list to figure out goals

Board Notes 10/15/14


Record Fair:  Need to get event listed on Wesleyan Blog, Wesleying (when appropriate), Middletown Eye, and any other community listings (SA has already added us to the Arts2go blog.)
-We need to follow up on organizing the vinyl for bringing to the record fair.
-Waiting to hear about Food truck.
-Needs more fliers (send to staff).

Dull Tools showcase: all ready to go for next Wednesday. Let DW know if you want to help set up.

Dance party: November 20, will have to end at 11PM. will probably start at 9 with 8:30 doors.
-will need to creatively market this to get people rallied for a relatively early show.
-silkscreening t-shirts! (the Sandbox guys are super down)

-about 60 people showed up to the info session.
-Anarchy on Air & ANR don’t want to go through the producers’ training program because of its introductory level.
-board consensus: will work out a plan with them individually to make sure they’re on the same page with WESU policies and using the equipment.
-should we require more of this semester’s trainees? service hours/internships?
-4 service hours
-optional internships (an internship could count for a service hour)
-required to make an automated show
-making a promo could count for a service hour
-timeline: 3 or 4 workshops across November, making an automated show by the end of November. (this will be in place of the practical)

-committees & blog: RS has to check in with ZE.
-the MDs can interview the artists who are visiting for the Dull Tools showcase.

-Press releases: Danielle will send Tess all the contacts for sending out the press release for the record fair (which is done)
-This week for record fair; next week, commemoration event with mayor, followed by pledge drive announcement.
-Art Mafia had first meeting. WESU Zine: Sandbox guys want to do layout, call for art submissions will go out.
-including the zine in our pledge drive mailing would tie in great with our final 75th anniversary stretch.
-fixing the Facebook: is happening in the leadup to the pledge drive.

-board challenge: collectively raise $1000

Brooklyn event: BM is sending out ticklers. (“Is that an obscure Brooklyn band?” -TA)

Fall break, are we set for this?  EO is coordinating.


-Abby: video is going well. More people need to send in photos! music suggestions from MDs?
-Becca is making official invitations to send. (Mayor, MR, Rob RR, RW and Kathy, JJ, trustees?)
-Student leaders or faculty that appreciate WESU or should know more (Izzy, JG, President of WSA, other key people)
-Schedule of events:
-5:30: picture
-6: food and schmooze
-7: meeting with fundraising stuff

Food updates: waiting on manager/owner responses from Mondo, Emporium, Nora, Haveli, Typhoon. Have confirmation from Red & Black, Iliano’s, & Taino. BM is in touch with Bon App.


– We will be asking people to tell us their own goals and will follow up with them.
  • divide and conquer: come up with email template to send people
  • puts the ball in their court
  • encourage people to make realistic goalsAlumni: need to reach out to alumni (sooner rather than later) asking for images of program guides, bumper stickers, and t shirts that we can incorporate into our online galleries of WESU history.

-IM is working on getting our programs /images up online in galleries as we speak. Once done with that he can also work on a page linking WESU/ Argus articles.

-TIMELINE of pledge drive:

11/2 (staff meeting / commemorative event)
Fundraising phase 1: Get program guide and pledge packets out in the mail to past donors
-During this phase, staff members are expected to develop, state, and pursue their off air donation goal.
-Goals will be collected by board members and recorded in a spreadsheet.
Staff members should aim to reach their goal by the next staff meeting/before we move into “Phase 2.”
-During Phase 1, we will also start to subtly talk about our fundraising goals on air and play “anytime” pledge pitches. (We should be playing plenty of 75th anniversary promos during this period as well)

Dec 1: transition into our on Phase 2: on-air pledge drive
-During this phase, staff member will be expected to make pledge announcements at least 4 times per hour. These can be live pledge pitches from our handbook (improvising is ok) or prerecorded pledge pitches.
-Ideally, this phase is completed within 2 weeks but it will extend to the end of the calendar year if need be.

Dec 7 (Staff meeting and pledge check-in)
-With Phase 1 behind us and folks having most staff having met their stated goals, we should be approaching our collective goal.
-Perhaps, at this point, we can acknowledge our staff members who have reached their goals, by presenting them with the incentives we promised.

Staff member issues:
-BI & RK want to prerecord their comedy show (1/3/5 Wednesdays, 1:30-2:30 AM). Board decision: they don’t have enough of a reason not to do it live and should be able to make it work as-is. It’s not super late, they’re on campus, and they have a live DJ after them. (DW: “Someday everything will be prerecorded.” EO: “We’ll all be robots eventually.”)
-RS no-show: will do extra service hours in the form of helping AS collect music for the 75th anniversary video.