KLTV
BOARD MEETING MINUTES
September 21st, 2009

President George Ford called the meeting to order at 5:31 pm. In lieu of Secretary Joe Daggy who is out of town, George called the Roll. Board Members Present:  Position 1 – George Ford, Post. 2 – Mike Kayser,  Post 3 – Brian Magnuson, Post 5 – Keath Huff,  Position 6 – Rick Still, Post 7- Don MacDonald, Post 8 - Hal Phillips. Barry also brought to the Boards attention that Jim Johnston is also out of town - therefore his absence is excused as well.

President George asked, “is there any changes to the Agenda?” Brian Magnuson asked that his Facilities Committee be added to the list of Committee Reports.

The minutes of last meeting are in front of – hopefully you’ve had an opportunity to review them. Mike Kayser made a motion to approve the minutes as written. Keath Huff seconded the Motion. There was no discussion. The motion to approve the minutes of August 17th  , 2009 passed.

 President’s Comments  George praised the Board for their acceptance and of their immediate efforts attached to chairing the various committee assignments. He explained the concept was to remove a burden to the work load of Barry as Executive Director and the staff as a whole. He felt that a working board would also allow KLTV to move ahead at a faster pace. He is certain that we will see a number of rapid changes occur to KLTV during the next six months. Expected changes will occur to all of our channels across the board. With help from the Board and the Membership we can make KLTV improve for all. You’ll see the reason for my excitement once we get into the Committee Reports part of the agenda. With that said, let’s start off with the Treasurer’s Report.

Brian Magnuson began his Treasurer’s Report by saying there’s not really a lot to be said. All agencies have made their 2nd Quarter Franchise contributions. Several were significantly higher than projected. We’ve already brought in 91 % of this year’s revenues. Meanwhile the Expenses are lower than would be expected for this time of the year. One can easily read the percentage spent figures in the column to the extreme right side of the page. Bare in mind we are nearly ¾ of the way through the year. I think it would be safe to say we’ll end the year in really good shape. There are a couple items we’ll have to keep a closer watchful eye on.

Hal Philips had questions about several line items. Beginning with 5140 – last month we contemplated adding a little to the balance because it was so close. This one was just barely under but this month it shows over – How come ? Barry explained that food, snacks, ice, water and pop provided the crew during the Babe Ruth World series were finally factored in. No other line item could be used for these type of expenses. Barry also explained the income level of tape dubs certainly offsets any additional expenses. Hal commented he isn’t worried about the overall budget – just a couple line items. Brian suggested that Gary build a spreadsheet that has all the month’s Actual Expenses displayed for review. We wouldn’t need it all the time, but certainly would be helpful today. After lengthy discussion why Line 5170 was not reduced by $4000.00 as Keath had placed in a motion last meeting, it was discovered that the $3600 Barry spend on Fred Meyer Gift Cards for both major sporting events would have left us short in 5170 as well. So through a collective of smaller adjustments Barry was able to cover the major concerns with the budget. Barry agreed to provide a detailed report at next meeting how that was accomplished. Brian asserted that by reflecting on this budget we’ll have a better handle on next year’s budget. Hal questioned Line 5180 – Production supplies, with 80 % spent at the 75 % through the year mark. Barry answered that Gary bought a vast number of Tape and Disk supplies recently that should take us closer to the end of the year. Barry also stipulated that we did make and sell a vast number of Ball Game DVD’s recently.
Minutes of  September 21st, 2009   Page Two

Upon concluding his Treasurers Report Brian was asked to continue with a Facilities Report under the banner of Committee Reports.  Last month you asked me to come back with another proposal for a CAD drawing of our building, both floors, Up & Down. This one from Chapin Enterprises is far more reasonable at $300. Brian said he was pleased that we asked for another bid. Barry explained that one of our member – producers Gary Chapin, a local Pastor, who also sits on Hal Philips’ Long Term Strategic Planning Committee, volunteered his wife Shauna to do the CAD drawings for us. It was suggested that we give her another opportunity to re bid the project or at the very least offer a tax donation receipt for the difference. Brian reiterated the necessity for these drawings in order to better evaluate any proposed changes to our layout or structure.

Rental Update the potential tenant, Rick Huckabee who last month expressed his willingness to sign a one year or more lease for the upstairs with the understanding the space is zoned and permitted for a Commercial and Light Manufacturing business. The City of Longview’s Planning Department did indeed verify he / we would be qualified for such an arrangement. The Fire Marshal’s Inspection requires an additional Man Door as a Fire Escape Exit. The door should be established from the ramp into our connecting garage or storage area at the North end of the building. Barry explained some beautifying of the rest room will also be necessary. Mike Kayser made the motion to direct Barry to proceed with the year lease to Advantage Screen Printing and Vinyl Graphics. The motion was seconded by Hal Philips. The motion passed unanimously.  

Hal Philips was asked to report findings from his Strategies Committee. The committee comprised of George, Barry, myself and Gary Chapin met for the first about a month ago. We have met 3 times so far and will be meeting Friday October 2nd with the staff to get their input. Later a meeting with the membership will be called to gain additional insights. The plan also calls for meetings with some education folks and some government folks to really draw the details out and will focus on how to best proceed over a three year period.

The Membership Committee under Rick Still was next to report. Rick said they had just met last Thursday for their first gathering. But the idea they came up with was to improve KLTV’s imagine so that we may be able to promote more membership, sell more sponsorships, or acquire more benefactors. The next meeting is scheduled for Thursday Oct 15th will address how to go about making contact with the public, to better inform them as to what KLTV is, and how they could benefit from what KLTV provides.

Mike Kayser addressed the WATOA Conference that he, Barry and Joe Daggy had attended last month. Mike felt that they achieved huge in-roads with politicians on both sides of the state on things that pertain to communications, utilities, and cable franchises. 

Brian Magnuson had addressed a couple of items as a part of the Facilities Committee, but wanted to discuss signage. He brought an example of a resin based acrylic material that is currently used for outside signs and has proven to be strong and durable.

George relayed that Jim Johnston, though not here this evening, is very excited about his participation in the New Camera Committee. He really wants to be sure to get the right equipment here for KLTV.

Linda started her Operation’s Managers Report by saying Summer is officially over, and all the Summer Productions are now complete. The Highlander Festival which was just last weekend rounded out the Summer Season. It was an excellent training opportunity and we have a mass amount of programs that volunteers will need to add graphics to complete. High School Football coverage will kick off the Fall Season.
  Minutes of  September 21st, 2009   Page Three   Operation Manager’s Report Cont’d

The equipment has taken its toll prior to the NWAACC tournament will now need to go in for repairs on a rotating basis. Nearly every camera had a toe tag describing the issue with it.

Overall the Babe Ruth experience was positive. We’ve received comments that our productions where near ESPN quality. We made a little less than $5000 in DVD sales. On the expense side with $400 for food, $1600 for our Director Kris, and the crews’ Fred Meyer Gift Cards at $2250 – we covered our costs. Linda said she was disappointed in how much we didn’t make. She recalls $12,000 in DVD sales at the previous event. She highlighted 3 factors on why this event was not as successful. We could not accept Credit Cards at the location nor at our web site. “It would be nice to come into the 21st Century.”  Decisive – timely commitment to the project would help get corporate backing. There was a distinct lack of communications with the Babe Ruth Association that could have been avoided had we sent a representative to the local committee meetings. The Babe Ruth Association believed they were going to provide DVD sales for $14.95 each or the fact there would be unlimited streaming potential for a $14.95 fee.

Credit goes to the Volunteers who contributed 850 hours to this production alone.

Barry started his Executive Director’s Report by saying after a rather lengthy discussion he would not need to mention the Babe Ruth event, nor the WATOA Conference that Mike talked about. Barry did highlight a number of productions staff had been involved with before and since the Babe Ruth Tournament. A week prior Joe videotaped a Sports Hall of Fame program featuring numerous athletes from this and the surrounding area. Bill Ammons had organized the event and requested us to be there. Brian Baird’s Town Hall addressed Health Care Reform. Local Matters, Co-hosted by Rick Winsman and himself provided a venue for Terry McLaughlin the County Auditor. The newly appointed Kelso Councilman Rick Van Rock was on a show one evening and came back the next day just to become a KLTV member.

Barry was pleased to announce the Photocopy machine was recently delivered and no-one is more pleased than himself.

Cindy Wardlow of Kelso High School has requested that Joe be assigned to cover Teacher Melissa Boudreau’s 6 week maternity leave. We’re waiting just waiting for signed contract to be approved.

Hal & I had lunch with Judy Jones to discuss Emergency Management procedures should we experience another flood this year, or a snow storm or should a particular mountain blow up again. They formulated a strategy to acquire cameras for use in the Emergency Management Headquarters. The Emergency Responders could have direct communication with Cowlitz County Residents over Comcast Cable. We’ll become an official news source through actual Emergency Management and Public Relations people. The information shared will already have been checked and validated for accuracy. Longview City becomes involved by providing the necessary bandwidth over their pre-existing Fiber Optics Network. People who do not subscribe to Comcast should be able to access the information was discussed. The streaming capability of Ch 29 took on more meaning under that scenario. Barry was directed to continue researching this plan.

Under Membership Comments  Marilyn wondered why the Board had not mentioned the change of hours, “after all this is quite dramatic ?”  “With the doors not being opened till 12 o’clock, that means that people can’t check equipment in or out in the morning. Some people won’t be able to do their productions.    

Barry explained that it was not an item the Board needed to discuss because it’s an operational decision and that was not the Board’s role. He however did share with the Board of his intentions to make the changes a  week ago. He didn’t mention it during his report because you already knew about it.  
Minutes of  September 21st, 2009   Page Four   Membership Comments Continued

George explained that the Board was about to go into a Workshop to discuss Committee business. But no business requiring voting would take place during or after the Board Workshop, so for all practical matters the meeting is adjourned at 6:45 pm.

The next KLTV Board Meeting will be October 19th, 2009, at 5:30 pm, here at the KLTV Studio.
 

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