# March 2020 ## AGENDA Prior to the meeting, please add items for discussion here: 1. Review Agenda \[Ben] 2. COVID-19 3. Quarterly Board Meetings \[Amanda] 4. Committees \[Amanda] 5. Board Recruitment \[Amanda] 6. Performance evaluation recap \[Will] 7. Evaluation process and format \[All] 8. General BFF.fm has been doing! \[Will] ## MINUTES Scribe: **Ben Ward** Present: * Amanda Guest, General Manager * Ben Ward, Secretary, Technical Director * Will Craven, President of the Board * Tom Tierney ### 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. * Next steps: * 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) * Will: Marketing * Tom: Fundraising * 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. ## **ACTION ITEMS** * All * 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. * Amanda * 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 * Ben * 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. * Tom * Meet with Amanda about Fundraising committee goals. * Watch for real estate opportunities. * Will * Meet with Amanda about Market & PR committee goals. 20:45 — Meeting adjourned. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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