Re: Meeting minutes from Beeter's Bakery and OCF BOD Meeting

[jim goettler]

let's see if it works this way!.

as expected, folks who are coming forward to help are falling into the usual categories based on their comfort levels and experience...which is absolutely excellent!

I am seeing two over arching areas - they being station ops, and community/coalition development  - both of which must be overseen by us - currently acting as organizers of this thing.

Absolutely invite Steven - as it is his experience - along with Michael and others who are going to keep this puppy humming along - as once all the community meetings are over and the chairs put away - we are going to be responsible for some very sophisticated electronic equipment that has to be maintained or this whole movie collapses.

I suggest keeping it to these two areas for now - and only add more as they become necessary.

Securing board approval of the fiscal agent doc is the first order of biz - which I put in the community area - - along with the development of the strategic partnerships of which Charlie is the master  -  shortly followed by the actual application which comes under station ops - -  - then back to community as we begin to brainstorm programming and fundraising..then back to ops as we consider buying/scrounging gear...and on and on.

We do need to get cracking on having the draft fiscal agreement approved/revised by Russell - so our board has got a final doc for consideration rather than my freely plagiarized version!

His time is billable - so we need to see how to fold his time on that into other fair biz and not incur any fees.

I can ask Charlie or someone else can - but it must be done prior to we asking for an action item from our board. Me must have an approved legal doc for them to approve or reject.

I caution against making this too complicated - let the committees evolve out of need - rather than create them and wait around for members.

re any feedback that we are going to get - I suggest addressing that in the very same way - but in reverse..

Those on the ops side - allow them to create responses - and those on the community side - same deal - run their ideas through the whole group - and we then respond as a group.

I have yet to see the usual suspects on the discuss list throw any mud - this may be so outside the usual that there simply isn't an east target!

FFN will be running the edited letter in another week or so - stay tuned!

jim

On 01/08/2013 11:46 AM, Michael JamesLong wrote:

Hi LPFM Group:

I tried sending this through Google groups and I think it bounced, so here it is addressed to each member of the Task  Force

Greetings LPFM group.

Forgive the unadorned minutes.

We are on track so far.... Tonight monday I read the announcement that you should have just received in an Email that went out to the Elders listserve.

Robin definitely wants to join the group and gave me her demographics. She said she would forward a copy of my announcement to Norma who manages the OCF FaceBook page - so that is about as public as it gets. It should also be mentioned in the Fair Family News.

The majority of those present at the Saturday meeting liked the logo with the Earth and tower and peach logo at the top.

Our timeline is: Announcement January ..... BOD member or 2 hopefully will come forth as sponsors to work on BOD motion to be presented as NEW Business in February. Discussion ensues.... March BOD meeting will hopefully be a vote and acceptance.

There was a discussion of possible names for the project and/or State Nonprofit Corporation name ... this was lengthy. The name should not be ambiguous. It should state the parent organization and reflect its function. So OCF-LPFM, and Free Radio OCF, was out. We are speaking to the world not just Fair Family who are in the know...

For this reason and others it was decided to call the project "Oregon Country Fair Radio"

We have access to the Domain Name: "We The Peach".. that can published and used with content we desire.

Meeting adjourned.

Carry over for our next meeting which HAS NOT been scheduled.

Communicate about feedback once project is public .... from now on...

Brainstorm on entities that may Donate..

Decide on best way to interface with outside world ... for example: Charlie seems to be functioning as the lead dog on Community interfacing...

I volunteered to look into Non-profit state application.

Jennifer is open to suggestions on what info needed and design and layout of any proposed web presence.

What is needed, divide into subgroups?? (Engineering, Construction, Law, Administration, etc.) Now that we have a baseline group, there is varied experience in different areas .... WE NEED TO TALK ABOUT IT!

Continuing Networking and Dialog. 

****************************

Postscript: After tonights BOD meeting I was approached by Fair Member Steven Bouton who has 30 years FM experience including LPFM, engineering, government application experience etc..... who is willing to donate time and energy to the project and group and would like to be "on the list" and serve where needed. My vote is to include and put him in touch with Michael Miller and Jim Goettler. 

All for now, 

Mike JamesLong

OCF-LPFM Task Force

m...@efn.org

[Paxton Hoag]

Two other people we need on our side and need to be contacted.

Hilary, who helped set up the financial end of Peach Power which was quite difficult and actually took several months to get agreement. Anna was particularly difficult to deal with, although. 

If Hilary doesn't agree with the paperwork we are not going to get anywhere. that is one of the reason I suggested the radio project be totally independent of the fair.

The other is Jack who is the gateway to Russell. All of the BOD members have to go through Jack because of the costs of Russell's time. If we need to talk with Russell it would probably be through President Jack.

Peaches,

Paxton

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[jim goettler]

hey paxton - and all..

the fiscal agent agreement is specifically designed to address this concern - it completely separates the radio project from the fair -  - it IS independent other than to use the fed non profit status as the umbrella, and to use the name of the fair in developing the strategic partnerships or for fundraising  - something I am uncomfortable doing without bod support.

the fair will actually receive money from the radio project - the admin fee - plus the huge in-kind contribution of community good will and outreach.

any money requested of the fair (and of course we may from time to time seek it)  will be through the usual process as used for any other community group to be decided on the project's  merits - with neither approval or denial a foregone outcome.

there is no 'financial end' for anyone to set up or manage or in all honesty - to interfere with or micro manage -  - it is solely a legal agreement between an oregon state non profit (which can/will be set up in a day) and the country fair.

of course, with that complete separation on a financial/operation level, so too will that separation carry over to programming.

I envision a collaboration among equals rather than the current paternal relationship that I see with many fair projects.

Would you be the one to talk with jack and put the fiscal agreement in his pile o stuff for Russell - or should someone else on this committee?

[Paxton Hoag]

Still need Hilary to review it. I will not be back till January 16th. I could talk with Jack then...or you could. She has a lot of concerns about the use use of the name "Oregon Country Fair" in any project.

I am going to be in Eugene for meetings the next three weekends after I get back. I could probably talk with Jack then.

first weekend is Path Planning (2 subcommittees plus the regular meeting)

Second weekend is the Vision Action Committee Retreat, where I should talk about what is going on with the Radio project.

We have a BOD budget meeting Monday following, January 28th, but it is specific for the budget.

I may not need to be down for the first weekend in Feb but will be down for the BOD meeting on Monday and am holding that weekend open for meetings if need be.

Peaches,

Pax

[j...@riseup.net]

I would hope everyone with a valid interest reviews it and contributes in
any positive way they feel appropriate.

I am also concerned that the name of our event is only used with the
consent and support of our elected board.

The fiscal agent doc was revised to meet the concerns expressed by you and
by Charlie - easy fixes that were of little consequence but did satisfy
those valid concerns - making the project as un-connected to the fair as
possible while still within the fair's legal structure.

It is something done all the time - no wheels are being re-invented here.

Likewise, if/when other concerns are raised, even re a document stripping
the fair of any financial or operational responsibility, I have little
doubt that necessary adjustments can be made and a perfected document can
be presented to our board.


Of course, if objections are brought in a round robin manner simply to
object - that is another problem all together and one in which I have
little interest in answering.

Having been through too many permit negotiations with the civil
authorities over the years when anyone could and did find anything to
throw at me regardless of merit or substance, I would now urge the board
and staff to step in and resolve the problem using their best judgement.

jim

[j...@riseup.net]

I'll contact Jack to inquire about getting this thing reviewed by russell
- and Hilary....just because.

what is her official title?

[Paxton Hoag]

Hilary is Co-Treasurer and the real accountant of the group. 

Pax

[jim goettler]

cool..

we've chatted  a time or two - somewhere in the blur of fairs long past -

seems like as good a time as any to make a new friend.

jim

[Robert Jacobs]

Thank you Jim and Paxton, for putting the energy into this, what will
ultimately be a really good project for the Fair to be involved with.
That you are both going to talk to Jack is great. And I agree that
talking to Hilary is also essential. If it is not costing the Fair
money, and not 'be-smirching' the Fair name, she should have no
objection.
From talking to people that have done an 'Oregon not-for-profit
corporation,' what I get is that this 'radio organization' will need a
set of bylaws, as well as address and named head person. At the
meeting Mike J-L offered himself and his P.O. box (Jim is obvious head
of this group, but, is not an Oregon resident -- which the president
of an Oregon corporation should probably be.) Hilary is quite expert
at the rules of "not for profit" state status an federal "non-profit"
tax status and could probably be helpful.
I will be gone for the next month.
See you in Feb. or so,
thanks again,
Robert

[jim goettler]

I have many bylaws to choose from and adjust to fit-

anyone want them or should I just send em to this list or?

the only reason for contacting hilary or anyone below the board or gm
level is solely to clear issues out of the way and not have this stalled
by last minute objections or random nonsense

if people want this to happen - keeping in mind it is all on an
external/fcc timeframe - folks will have to play together.

if the board wants it to happen - we should be able to slice through the
blackberries pretty easily.

jim