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BOARD MEETING

January 18, 2007

PRESENT

Mark Wilson Marianna Bailey Nelda Holder Bob Bowles Sandra Bradbury Jerry YoungMary Ellen Brown

Pat Garlinghouse, Executive Director Robin Cape, City Council Liaison

ABSENT

Peter BreznyBeth Lazer Connie Bostic

Mark called the meeting to order at 6:08 p.m. Discussion ensued about theagenda format.

Public CommentThere was no public comment.

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replied that we are financed through funds that come from government.Much more discussion ensued.

Nelda said she asked about this issue at the last state-wide Press Associationlegal briefing. Their lawyers concurred with the City lawyer that we areconsidered public and fall under open meetings law because it is a publicmeeting. The meeting can be videoed and put on television.

Bob asked if we want to take control of the taping process and make sure itis broadcast or allow members to tape as they choose. It becomes a programif members do it. It was noted that nobody was taping tonight.

Mark recommended having a camera on during meetings. Bob wanted to tryit for the next six months. Pat said they would need to make staff and

equipment available. There was agreement to try to tape for next six monthsat our meetings for documentation purposes.

Executive Directors ReportPat said she had been looking at the organization in terms of operationalflow for the past weeks. There are some subtle things and some areglaringly obvious. She has been checking rules with all documents to makesure forms we use are consistent with our rules. So far they are not quite upto speed.

There are 120 staff hours available each week, but demand far exceeds thosehours. It is not smart to grow beyond ones ability to take care of the

business. Some things have been missed. Pat likened public access togathering cats. You cannot make exceptions if you do not have specificorder.

Pat said URTV has more people than can be handled productively. Thisneeds to be brought back under control, and all money transactions must bedone in person. This means no E-Mailing. We are paying a part-time

person to answer E-mails. This can be done better by using cash or check only in the building.

Orientation to the facility is general and should be simple and open to the public. It is not that way now. We should just let people show up. Whenthey become a producer orientation can be handled in the classes. Classes

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are not long enough now. These items can be charted. No more E-mails and pay for services in person.

Pat thought we could start doing group things easily. It is easy to putcategories on a form. The next day that information can be entered intoFacil. An enormous amount of time is spent now talking to people. Wehave many important things to do; i.e., revenue streams and partnerships.We need to treat the entire community equitably.

Pat has signed up for a conference in July, she is talking to local non-profits,has set up meetings, and needs to get Facil running operationally. Presentlywe cannot use reporting functions, and this is very powerful.

Robin asked Pat to explain about the conference. Pat said it is being put on

by the U.S. Department of Commerce Economic DevelopmentAdministration for non-profits and other organizations. Robin said she is onmany economic boards and offered to talk with Pat about that.

Pat noted that the Community Foundation is interested in URTV and there isa good possibility they will pay for the Facil equipment. We would have towait until June before using their funds. Marianna asked what it would take.Pat replied, not much at this point. We need good PCs. Pat thinks they cansalvage Princeton even though it is not ideal or compatible with Facil. Shewants to spend the least amount of money possible.

Bob said we have had Facil since the beginning and wondered why it wasnot compatible yet. Pat replied it would take time to get programming datacompatible.

Robin said when a person calls URTV, they get a message not a human.This message could direct them to the website. Pat replied that we are out of

phone lines. She gave an example that reservations for equipment use takean hour. There is only one extension for reservations. These people can be

registered in Facil in ten seconds. All information can be done efficiently.Pat agreed we could put much information on the answering machine, butwe have no money and no staff. We have to be realistic. Three staff peoplework 120 hours a week. Pat wants to get a couple of couches for the lobby.

Nelda said Peter sent her an E-mail about a $250 bill for Facil. Pat said thatis for tech support.

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guidelines. Pat said she will reword that section to make it cleaner for the producers to know what is or is not considered commercial. We can be alittle less restrictive in using commercial names; e.g., Cooking Soup withKathy, not Cooking at the West End Bakery. But Kathy can cook thereand say where she is. We cannot promote by saying, Come to the WestEnd Bakery and buy my soup. This opens us up a little more to be morefriendly with small businesses. Pat will have the rewording after our nextmeeting.

Nelda said the committee will go through the Policy & Procedures manualwith Pat. We are aiming to have this review done for Board action beforethe annual meeting and distribute it at that time. Meetings have beenscheduled to work on that process.

There is no change right now in the policy manual. The only question thecommittee needs agreement about is the member fee refund question. Mark called the question and the Board approved not refunding member fees. Bobnoted this applies only to membership and not to classes.

PersonnelMarianna recommended we reimburse Pat $1,000 for moving expenses.Mark called the question and the recommendation was approved.

Marianna said there is a Board retreat scheduled on February 10 from 9:00a.m. to 2:00 p.m. at Bobs place. She suggested designating a section of the

bulletin board in the hallway for Board information.

Bob said he had expected the newly appointed Board member (Hunter Goosmann) to be a member of URTV. Robin said the City and the Countycheck qualifications for Board appointments. Nelda hoped we could getcomfortable with the fact that the City and County will do different things.We need to make things smoother.

Nelda thought the City and County had not done the right thing by passingsome recent resolutions. Robin said she thought there had been contact withthe Board and she was surprised, too. She thought the Board was contacted.Marianna said Jeff Richardson sent her an E-mail saying it was on theagenda. Nelda did not understand why either the City or the County would

pass something that said the URTV Board had agreed to it when they have

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not discussed it with us. Robin said there had been a lot of dialogue in thecommunity about it. She said she would bring it up in the upcoming retreat.

Marianna said we are now classified as an outside agency and have to gothrough the budget process. Our management agreement says we willnegotiate with the City Manager to work up a budget. PEG money is what iscoming in. It will be different with the new legislation. Hopefully we will

be grandfathered in. We need to be able to have a voice about money.Robin suggested we talk to Jeff and get clarification. She said budget is stillconfusing to her. Robin encouraged a meeting with Gary Jackson, WandaGreene, Jeff Rebel and Judy Rhew.

NominatingMary Ellen said the County appointed Hunter Goosmann to fill Katinas

empty spot. We will have another opening when Marianna leaves. AsImmediate Past President, she will be on the Executive Committee.Mariannas vacancy will be filled by a membership member. We will postthe vacancy on the website. The rules will be the same as last year,sponsorship from ten members, etc. Elections will be held in June.

Bob said for a past president to be part of the Executive Committee, that person would have to be on the Board unless there is a by-laws change.

Robin felt we need an Advisory Committee. Mary Ellen said we should acton that before the next meeting. Robin suggested getting a lawyer. Bob saidwe have Frank Goldsmith, but the committee would need a lawyer to assistwith controversial issues and other policies and procedures.

Old Business

There was no old business.

New BusinessMary Ellen said Connie was ill, but she had called about the Diversity

Working Group. Connie is the only member of that group and she hascontacted the Director of the YMI Center. They are interested in sendingstudents to the Biltmore Archives to do research about how the YMIdeveloped. That could be videoed. This used to be the KIPP program.Connie also contacted Mr. Holton, the principal at Randolph Academy.They want to send a staff member and two kids over to develop a program.

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The meeting adjourned at 7:43 p.m.

Respectfully submitted,

Sandra BradburySecretary, URTV