ECAT Channel 5 Board Meeting - 9 January 2008

ECAT Channel 5 Board Meeting
January 9, 2008 6:00 pm
All board members present
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1. Ecat’s CORI check Policy
A new policy was put in place in which all prospective volunteers for ECAT will have a CORI check run on them before they assist at the station. If things come up on the CORI check, the board will decide how to proceed with using the volunteer from then on. Glyffy will get a list of offenses to look over at the next meeting, so the policy can be filled out to include what levels of offenses are permitted for volunteers, and at which levels we draw the cut off line.

2. Tax Prep. / Pay roll
We need to hire someone to do payroll and tax preparation for the new non profit entity. Nancy will look into local options, and companies that local businesses and agencies use in town. She will get back to Greg about this.

3. Town Hall
There is five or six hundred square feet available next to Flywheel’s upcoming space in Town Hall. It’s a possibility that ECAT and Flywheel could share the bigger performance space both for musical performances and studio shoots. There is also some room in the basement for storage. In the next year or two the upper level of the Town Hall will be finished renovation, and we could also use the stage for shoots, and shoot town events that take place there. The advantages (high visibility, close to Iloop, immediate connection with arts community in town, less maintenance and effort when we are renting) were weighed with the disadvantages (probably will not be enough space, long term investment goal of buying a building would not be met).
It was decided that Greg will set up a time to have the board and Flywheel people meet at the Town Hall to look at space and discuss. This needs to happen soon because Flywheel will begin their renovations in roughly a month.
Grants may be easy to get because of the community / arts / historical building angles.

4.The grant from the Cultural Council was not received for filming the Arts in the Park concert series

5.A new high school student employee has been hired to assist filming meetings and updating the community calendar, among other tasks 6-8 hours per week.

6.Agreement with City
Station’s agreement with City was gone over for final draft. A stipulation about the duration of the contract was discussed; Rebecca will look into the precedent of other local station’s terms within their city / station agreements.
City has found a part of the contract that allows for a percentage of the Operating Budget to go to the city for PEG access and “related services”.
Greg will look into the annual vs semi annual language in the payment section of the City agreement. The contract will be going back to the City after the changes the Board makes, for the last draft and signing.

7.Insurance research
Greg has looked into insurance packages for station, including BOD errors and omissions, cable casters errors and omissions, liability for equipment, liability for grounds, etc. BOD would like Greg to get a breakdown for us for all different options and packages available for the next meeting. Bob suggested getting replacement value costs for all equipment. BOD suggested looking into other local station’s policies to see what other similar organizations do.

Glyffy will call the new board member and see if he would like to come after the next meeting.

Brian ; It may be a good idea to have you email the Inventory list to the members of the Board, just in case anything happens to the station.



Next meeting will be January 23rd, 6:00 – 7:00 pm. Executive Session to discuss employee contracts will be 7:00 – 8:00 pm.

Next Meeting:
Rules and Procedures
The van
Equipment Purchases
Updates on insurance research, City Agreement, Town Hall optionlocal Tax Prep / Accountant options.

For Executive Session:
-job descriptions – Greg and Brian (I believe we already have Brian’s)
-contract updates to use as a starting ground for discussion - (I believe we already have Brian’s)
-do research into health / 401k / worker’s comp standards – Glyffy offered to look into numbers for new insurance costs under new law, and insurance partnership info.