MINUTES
ACTV Board of
Directors Meeting
Thursday, July
12th, 2007
Call to Order:
7:33 p.m.
Board Members present: Isaac BenEzra (presiding),
Paulette Brooks, Josna Rege, Anna Carter, Alan Root
Board Members absent: Jean Haggerty, Vladimir
Morales, Lacey Johnston
Others Present: Julia Shively, Maureen
Interlande, James MacAllister, Harry Brooks, Mary Jane Laus, Ed Wilfert, Dennis
Steiner, Jill Turner, Libby Hubbard, Irene Starr, John Strickland
Request to Videotape this meeting
- July 12th, 2007:
President BenEzra opened the meeting by informing those present that ACTV had
received a request from James MacAllister requesting permission to videotape
the ACTV Board meeting of July 12th, 2007, and also future meetings held by the
Board.
MOTION
A motion
was made by Isaac BenEzra and seconded by Anna Carter
to
allow videotaping of this meeting with the understanding that the tape be
turned over to the Board after the meeting.
The motion passed unanimously.
Videotaping of Future Board
Meetings for Cablecast:
The
Board members openly discussed their views and concerns in regard to
videotaping future ACTV Board Meetings. Several Board members were in favor of
having the meetings videotaped. They
felt that it was a “very positive idea” and that it would be good
to "show off" the Board. Videotaping could also benefit the process
of taking meeting minutes. Alan Root suggested moving the meeting to the Main
Studio for better viewing. Mr. Root also suggested instituting a more
formalized public comment period and regular features such as 'Guest of the
Month." Board members did express concern that videotaping could change
the nature as well as the format of the meetings. Also, special equipment would
need to be set up for each meeting.
Questions were raised as to the logistics and the best format for these
meetings. Should they be set up similar
to Amherst Select Board Meetings? With the absence of an Executive Director and
many items to address over the next several months, Board members felt that
more time would be needed before making a final recommendation as to how to
implement the process of videotaping future Board meetings. It was suggested that a goal needs to be set
and a committee formed to arrive at a process by this fall, and agreed that President
BenEzra will bring together a group of interested people to plan the
videotaping of future Board meetings.
MOTION
Mr.
BenEzra motioned for a Board vote
to
proceed with videotaping future Board Meetings starting in August 2007, with
the understanding that the Board reserve the right as to how they wish to
implement the process.
The motion passed 4-0, with one
abstention.
2007/2008 Budget Review:
Julia
Shively, Bookkeeper, along with Josna Rege, Clerk, circulated draft copies of
the 2007/2008 Budget for review. Isaac
BenEzra invited comments and feedback. Ms.
Rege noted that the finance committee had met on July 2nd to review
the previous draft of this budget, and that the current draft represented
changes that had been made after that meeting.
Ms. Shively gave a brief overview of the budget and the process used to
produce the information given to the Board, noting that this is a "deficit
budget," but
also that there is a surplus from last year. Julia also provided information on
the line items listed. Board members
raised some questions in regard to the Comcast payments and also if there was
anything listed in the budget to anticipate new equipment or repairs. Ms.
Shively explained how the various accounts are set up and paid. She also explained the new process for
Capital expenditures to the Board. One
concern was that the budget would need to be voted on and if voted on at this
meeting, it would take effect retroactively as of July 1st, 2007. In the absence of an Executive Director, the
salary listed for this position could change within the ongoing Search
Committee process. Julia noted that
those salary figures listed in the budget for an Executive Director (if
changed) would then need to be revised.
MOTION
A motion
was made by Alan Root and seconded by Josna Rege
to
accept the Draft Budget as presented.
The motion passed unanimously.
MOTION
A motion
was made by Anna Carter, Treasurer, and seconded by Alan Root
to
approve April and May's Financial Reports.
The motion passed unanimously.
At this time
Ms. Shively suggested closing 3 existing bank accounts and consolidating them
in a 17 month CD. Ms. Shively explained
the process of the operating budget to the Board and noted that ACTV now has a
10-year contract with the town. Mr.
BenEzra commented that "this is an excellent contract and he is very
pleased with the support of the town/partnership."
MOTION
A motion
was made by Ms. Carter and seconded by Mr. Root to approve moving the funds in
ACTV’s abovementioned Florence Capital Savings account, Florence Capital
Checking account, and Bank of Western Mass Capital Checking into a 17-month CD,
as explained by Ms. Shively.
The motion passed unanimously.
The
Board discussed the process of drawing upon ACTV’s capital funds to make
purchases through the Town of Amherst, and their concerns with recordkeeping
and the tracking of invoices. Ms. Rege
suggested implementing a process of a "parallel record" with that of
the Town’s for accurate tracking of all invoices. Mr. BenEzra also explained the "freeze"
on major capital expenditures that is in place until
the position of Executive Director is filled and noted that any replacement
needs at this time should be brought to the Board as soon as possible. Questions were raised in regard to warranty
information. (Sean Kinlin can provide
information on warranties). Ms. Brooks
suggested it might be wise to meet with the Town Finance Committee or their
representative to discuss these issues.
The Board authorized Ms. Shively to meet with John Musante.
Executive Director Search
Committee Report:
Paulette Brooks gave a brief overview of the status of the Search Committee to
date noting that the committee has been meeting regularly since April and that
minutes are kept for each meeting. The committee is working in consultation
with Nancy Richards, Executive Director for Plymouth Access TV, for her
expertise and recommendations on next steps, etc. Paulette informed the Board that a
conference call was placed to Nancy Richards at the last meeting of the Search
Committee on July 10th, 2007. Ms.
Richards offered valuable information to the committee suggesting revising the
current job description for the Executive Director/ACTV and she also strongly
encouraged increasing the salary being offered for this position ($50,000./yr. or more). Training would also be provided by Ms.
Richards (if needed). The Search
Committee also talked about their advertising process to date and Ms. Richards
felt more local advertising might be necessary and suggested looking at
possible candidates within local colleges and universities. Increasing the
salary for this position could result in reaching a larger arena of interesting
candidates with valuable experience in the area of administration along with
technical skills.
Mr.
BenEzra noted that it was important to let applicants know about the new
ten-year contract. He also noted that ACTV should be upgrading all staff
salaries in the future, and that ACTV should consider forming a fundraising
committee this purpose.
MOTION
A motion
was made by Anna Carter and seconded by Paulette Brooks to approve upgrading
the salary for the Executive Director/ACTV to $50,000.00/yr. (fifty thousand
dollars).
The motion passed
unanimously.
It was
noted that the ED Search Committee had
the option of returning to the Board in the case of an excellent candidate
requesting a higher salary.
MOTION
A motion
was made by Anna Carter to approve $1,000.00 (one thousand dollars) for an
advertising budget for the Search Committee.
Alan Root seconded the motion.
The motion passed unanimously.
Approval of Minutes - May/June
2007:
MOTION
A motion
was made by Alan Root and seconded by Paulette Brooks to approve the meeting
minutes of May and June 2007.
The motion passed unanimously.
Annual Report Preparation: Josna Rege reported on the
status of the Annual Report noting that it will need to be completed within the
next ninety (90) days. Josna noted the
timeline set in place and the Annual Report process. The Board discussed the need for additional
part-time help (at this time) with the process of preparing the Annual Report.
President's Report (including
staff report):
Mr.
BenEzra reported on his July 11th meeting with the staff accompanied
by Ms. Rege.
--The
live feed on the Amherst Common is now in place and it has been routed to Town
Hall. We asked that Sean Kinlin talk to the Town’s IT Director Kris Pacunas
about remotely switching the signal to ACTV so that we can more easily cover
community events on the weekends and holidays, when the Town Hall is closed.
This was ACTV’s original request and understanding.
--Program
Manager James O’Connor reported that he needed to replace a DVD burner. During
this period without an Executive Director, the Board members felt the staff
need a cap or dollar limit on expenditures that they can make without board
approval.
MOTION
A motion
was made by Mr. Root and seconded by Ms. Carter for
a
cap of $250.00 (two hundred and fifty dollars) on staff expenditures.
The motion passed unanimously.
(Note: the Board first discussed a cap of $500.00
(five hundred dollars) but then noted that a cap of $250.00 (two hundred and
fifty dollars) was already in place. It
was decided to confirm that any expenditure over $250.00 (two hundred and fifty
dollars) needs to be presented to the Board for approval. Emergency
expenditures in excess of that amount can be brought to the President and
decided by the Executive Committee).
Public Comment: James MacAllister asked, on
behalf of Bruce Arbour, why ACTV coverage of the Fourth of July parade had been
cancelled and stated information he had learned from staff members about this
matter. Ms. Rege responded noting that she had received an e-mail message from
Bruce Arbour on 7/12/07 about this matter and that she had forwarded the e-mail
to all members of the Board for their information. Mr. BenEzra also responded,
noting the information stated by James MacAllister was "not true."
Mr. Root noted that it was best for the person directly concerned about an
issue to be present at a meeting to raise the issue, and also that it was
usually preferable to take the question under advisement and look into the
matter further. In other public comment, Mary Jane Laus reiterated her interest
in serving on the Finance Committee.
Adjournment: The meeting adjourned at 9:20
pm.
Respectfully
submitted,
Maureen
Interlande
Board-appointed
note-taker
Josna
Rege
Clerk, ACTV Board of Directors