Our Board Members

Business Arising from Previous Meetings

N897 eNewsletter

Lisa discussed the idea of developing an enewsletter for the radio station that would reach out

to listeners, expand the listener base and promote website events and programming. The

enewsletter could be launched through Constant Contact. Lisa would be willing to create and

manage the enewsletter but noted that the Secretary’s responsibilities don’t allow for much

additional time to construct this new communication tool for N897.

Collin Whitehouse indicated that a company called Digital River licenses software and services

at a reduced cost for non-profits and that N897 might be able to get this service cheaper

through Digital River. Collin also noted that the website has accumulated email addresses for

the year, with consent, and that might be a good starting point to develop a distribution list for

the enewsletter.

Board members discussed some of the advantages of having an enewsletter (marketing,

increasing listenership, publicizing station events, contests and programs, partnering with

community groups like minor hockey leagues and other cross-marketing opportunities, having

a QR code associated with the enewsletter, etc.).

New Business

Treasurer Update

Co-chairs Barry Walker and Rebecca Kelly provided an update on their efforts to recruit a new

Treasurer. One individual who is a promising lead is also involved in the federal election as an

electoral officer, and so they will revisit the opportunity with that individual following the election.

Trillium Recognition Event, April 18, 2025

Rebecca Kelly indicated that, as part of having an OTF grant, the recipient organization of the

grant must hold a recognition event.

To that end, Rebecca is organizing the Trillium Recognition Event which is taking place on

April 24, 2025. The plan includes inviting the mayors of Cobourg and Port Hope, as well as key

leaders in the area, to the event. Rebecca is working through the details and will share them

with the Board.

An OTF person is coming out to participate in the recognition event.

Larry Crook noted that the final report for the OTF grant is due April 30 th .

Station Refresh

Co-chair Rebecca Kelly indicated that in an attempt to move toward a more professional look,

the station office is undergoing a refresh through: painting; adding new furniture; booth refresh;

and space re-design. Rebecca will be putting out a communication to volunteers to ask for

carpeting, furniture, artwork, etc.

The refresh will be happening in stages, with the last thing to be refreshed being the booths.

Station Spring Fling

In an effort to create community among members and volunteers (and their spouses) a spring

fling would be an opportunity to socialize. The thinking is to rent a space in Cobourg and

perhaps make the spring fling a pot lunch. Rebecca Kelly sought input from Board members

about the activity and its timing.

The Board discussed whether to launch the bingo activity around that time. This led to

questions about how to schedule the Radiothon versus Radio Bingo. Bill Hunt noted that the

research done on Radio Bingo indicates a September launch for Radio Bingo is idea.

Board members discussed how to schedule Radiothon and Radio Bingo, with the note that

Kevin Stuart has asked to do the Radiothon after Northumberland Ribfest event, which is being

held in mid-August.

Radio Bingo Update

Bill Hunt reviewed his proposal regarding Radio Bingo with the Board. Bill addressed questions

from board members about online sales, card distribution, third-party partnerships, potential

sponsors, sales and marketing.

Bill Hunt provided a general review of licensing issues that needed to be considered when

running an activity like Radio Bingo.

Virtual Board of Directors Meetings and By-Law #1

Lisa Mastrobuono indicated that she would be canvassing the Board regarding converting

some Board meetings from in-person to online meetings, particularly during the winter months

when travel conditions could potentially be difficult for those outside the Port Hope/Cobourg area.

Proxy Voting and Changes to By-Law #1

Based on previous discussions by the Board and feedback from N897 members, Lisa

Mastrobuono will be drafting potential changes to By-law #1 regarding proxy voting. The

changes would be voted on by members at the next N897 Annual Meeting in January 2026.

The changes will be provided at a Board meeting for discussion.

Volunteers and Membership Fees

The Board engaged in discussions about requiring all volunteers to pay a $20.00 membership

fee. For its discussion, the Board considered the definitions and information regarding

membership and volunteer status in By-law #1 and the N897 Policies and Procedures. The

Board decided to maintain the distinction between volunteers and members, and to not require

volunteers to pay a $20 membership fee.

N897 Policies and Procedures (New Sections: board of directors applications; AGM notice

procedures; AGM proxy voting procedures; membership renewal process)

Lisa Mastrobuono discussed that the Board’s Policies and Procedures require the Board to

review and, if needed, amend its Policies and Procedures every two years. The last review of

the Policies and Procedures was conducted two years ago.

Lisa briefly reviewed the proposed changes to the Polices and Procedures and the proposed

new sections to the Policies and Procedures (board of directors applications; AGM notice

procedures; AGM proxy voting procedures; membership renewal process). Due to the large

amount of information in the revisions, Lisa indicated that she would follow up with the Board

online regarding the various changes to make the revision process more digestible for Board

members.

Adjournment

The Board meeting was adjourned at 8:14 pm.