Prior to the meeting, please add items for discussion here:
Review Agenda [Ben]
Quarterly Board Meetings [Amanda]
Board Recruitment [Amanda]
Performance evaluation recap [Will]
Evaluation process and format [All]
General BFF.fm has been doing! [Will]
Scribe: Ben Ward
Amanda Guest, General Manager
Ben Ward, Secretary, Technical Director
Will Craven, President of the Board
18:09 - COVID-19
Studio is closed
No impact as yet on donations or dues. We’re on track with where we were last year.
18:12 - Quarterly Board Meetings & Committees
Noted in the feedback cycle that we need more people involved to help us scale.
We’re falling behind on the strategic initiative to establish committees:
Important as it creates a pipeline for future board members
Important as it gets more people involved.
If we shift the board schedule to quarterly meetings, but we’d expect the committees to meet monthly and send notes around to the board, and review committee goals/objectives at the board meetings.
We should put a board member on each committee to kick start the process, reducing board meetings makes time.
With each committee, review goals for the committee chair and Amanda.
Board votes to establish quarterly schedule in Q2.
Board members to be allocated to committees to chair:
Ben: Tech (already serving)
Amanda: Board Oversight
New job descriptions for each board member have been drafted. Will review and vote to ratify at the next meeting.
Proposes to adjust the structure to reflect the reality of our roles: Amanda would assume the new title of “President”, Will would become “Chairperson” to split the conflicting aspects of the old President role.
18:42 - Board Recruitment
Amanda worked with Josef to create a board matrix, mapping members, roles, and skills.
Recruitment job description put together.
Shortlist created of possible candidates, approaches pending.
Goal to get 2-3 new people on the board by end of 2020
Will and Tom’s terms expire this year. There are no limits on the number of terms.
All board members to take an action item to consider people they might nominate to the board.
Amanda reviewed the current shortlist and outreach status for each.
19:14 - Performance Evaluation Recap
Will & Amanda met last week to deliver her annual report. Positive review.
We have an open question on Amanda’s raise and how it fits with annual budgeting.
19:32 - Performance review process
Noted that this process felt cold/alienating, could have included more personal/less formal contact.
Board were concerned at trying to find representative input and prioritised separating this process from personal friendships
But, communications with Amanda were confusing, tonally cold.
The process took too long to execute — especially after kick-off, such that progress was unclear.
“Possibly the process was overly thorough.”
Parts of the requests for self-feedback lacked clarity, and weren’t clarified during the process.
Disappointing level of engagement from those asked to provide feedback.
Goals of the process weren’t clearly enough laid out to start, nor clarified during the process.
Need to consider how organizational goals and personal goals are captured for measurement.
We lacked objective goals for this first review as none had previously been established.
What will we do next time:
Have a kick-off conversation with Amanda to review the process.
Amanda should have 2020 goals set by the end of April, which will then correspond to the review.
Next review will correspond to setting the 2021 budget in Q4 2020 — so likely planning the process at the end of Q3.
Salary-review wise: We need to be all educated in the budgeting process to ensure alignment over the method of calculating salary.
We’ll consider alternative approaches for getting community feedback.
20:23 - Spring Fundraiser
Going ahead as planned, despite COVID-19: Fundraising will kick off on April 15th, run through May/June. Split the target into two stages, with a second round in August.
Any Other Business
Calling out how great the community has been under the pandemic situations. Keeping broadcasting, financial support to other DJs, and so on.
Review board job descriptions in advance of next month.
Consider people to nominate to the board — suggestions due June 1st; email Amanda as you go.
Have meetings with each committee lead to set goals.
Set your own goals for review next month.
Meet with Paul & Vicky about Google AdWords project
Share previous minutes with the board for ratification.
Fixing shared access to the board drive.
Check out KBOO’s minutes for comparison to ours.
Meet with Amanda about tech committee goals.
Meet with Amanda about Fundraising committee goals.
Watch for real estate opportunities.
Meet with Amanda about Market & PR committee goals.