Radio Board Meeting

Agenda City of Ocean Shores Radio Board Regular Meeting Join Zoom Meeting Online Click Here Join Zoom Meeting by Phone Phone Number: 1.253.215.8782 US Meeting ID: 942 5982 9950 Passcode: 919880 Remote Access Only Via Zoom Tuesday February 22, 2022 10:30 AM Page Call to Order Roll Call Approval of Meeting Agenda Approval of Minutes Oath of Office 1. Oath of Office • Thomas Gardner 2. Oath of Office • David Bunch Public Communication - 3 Minutes The Radio Board is accepting written public comments, to be submitted by email no later than 9:00 a.m. February 22, 2022 to the City Clerk at slogan@osgov.com Reports Page 1 of 15 Page 3. Chair's Report • Presented by: Radio Board Chair, Marty Hadfield 4. Station Report • Presented by: KOSW Station Manager(s), Butch Larsen and Trey Smith 5. Technology Report • Presented by: Radio Board Chair, Marty Hadfield 6. Council Liaison Report • Presented by: Councilmember, Frank Elduen 3 7. City Financial Report • Presented by: City Clerk, Sara D. Logan Old Business 5 - 15 8. KOSW Radio Volunteer Handbook • Presented by: Radio Board Chair, Marty Hadfield New Business Discussion Future Agenda Item(s) and Meeting Date March 22, 2022 at 10:30 a.m. Adjourn _________________________________________________________ Public Notice: • Persons requiring auxiliary aids or special arrangements in order to participate in meetings should call 360.940.7498 at least two business days prior to the scheduled meeting. Page 2 of 15  Financial Report for Month of January 2022 KOSW Board Meeting of February 22, 2022 Total Funds Available as of January 31, 2022 Revenue $66,723.68 Expenses -$14,579.54 Total Funds Available $52,144.14 Revenue Radio Station Bank Balance $4,094.68 Deposited into 001.040.000.347.90.00.01 Radio Station Fees $2,419.00 001.040.000.347.90.00.01 Radio Station Donations $1,210.00 001.060.000.367.69.01.00 2021-2022 City Budget $59,000.00 Allocation Total Revenue $66,723.68 Expenses Repairs & Maintenance (Prior) $434.21 001.110.000.511.60.48.01 Radio Station Ops (Prior) $6,293.01 001.110.000.511.60.49.02 Office & Operating Supplies $419.50 001.570.000.557.20.31.00 Small Tools & Equipment $2,981.17 001.570.000.557.20.35.00 Professional Services $3,240.00 001.570.000.557.20.41.00 Communications $273.31 001.570.000.557.20.42.00 Repairs & Maintenance $533.50 001.570.000.557.20.48.00 Dues/Subscriptions/Training $404.84 001.570.000.557.20.49.00 Total Expenses $14,579.54 7. City Financial Report Presented by: City Clerk, Sara D. Logan Page 3 of 15 Page 4 of 15  The Sound of the Shores Ocean Shores, WA Volunteer Handbook Revised: 2/15/2020 8. KOSW Radio Volunteer Handbook Presented by: Radio Board Chair, Marty ... Page 5 of 15  Welcome to KOSW-LP Ocean Shores‘ own - All-Volunteer Community Radio Station Whether you have previous exposure to the world of broadcasting, or are completely new to the concept, we hope that your experience as a volunteer member of the KOSW Radio Team will be rewarding. We are a nonpro?t station, licensed by the Federal Communications Commission as a low-power (100 watt) FM station with an assigned frequency of 91.3 MHz (megahertz). Our license is held by the city of Ocean Shores. Our mission is informing and entertaining the members of our community, Ocean Shores and the North Beach area. Most important is our role as the emergency communications lifeline for this area in the event of a large scale disaster or emergency. We also are the official local Emergency Alert System broadcaster, airing all emergency information as required by our licensing. Beyond emergency communication, our mission of informing our community means we broadcast local news, weather, events, etc. We especially want to inform the community of events and activities involving any of the numerous clubs and organizations in our area. Our DJs are expected to support the informational aspect of our mission by reading Public Service Announcements (PSAs) and by airing pre- recorded weather and other announcements. When we do live remote broadcasts, such as Ocean Shores Convention Center events, our DJs may be asked to do their shows from the remote location. KOSW’s mission is also to provide entertainment for our community and that is the typical content of most DJs’ shows. Doing a weekly on-air show means making a serious commitment of your time and energy to serve our community. But most KOSW DJs also ?nd that hosting their own shows can be a whole lot of fun! While there are some rules within which all DJs MUST adhere to, we want you to be as creative and imaginative as you like, and most of all HAVEFUN!Our listeners can tell; when we have fun on the air, they have fun and listen more! 8. KOSW Radio Volunteer Handbook Presented by: Radio Board Chair, Marty ... Page 6 of 15  KOSW STATION RULES A. LEGAL The KOSW Radio studio is located on City of Ocean Shores property. All ordinances and rules, etc. governing city property apply to our location. 1. No smoking within 25 feet of the building. Any smoking must be done OUTSIDEof the gate. 2. No alcohol or other intoxicants are allowed in the station or on City property. 3. No weapons (?rearms, knives, etc.) are allowed in the station or on City property. 4. The relevant policies and procedures adopted by the City of Ocean Shores apply to KOSW staff as well. This includes all aspects of common business practices regarding non-discrimination, harassment and equal opportunity. At no time is any volunteer to deny access of station facilities to other authorized personnel. 5. As a KOSW volunteer, you not only represent the radio station, you are also a representative of the city of Ocean Shores. All volunteers shall not, either while performing duties for the station, or in their private life, commit any act or do anything which might tend to bring about public disrepute, contempt, scandal, ridicule, or which might tend to re?ect unfavorably on the station, any of the station supporters, or the City of Ocean Shores. B. SAFETY& EMERGENCYPROCEDURES 1. Report unsafe conditions, injuries or equipment breakdowns immediately to station management. 2. In the case of injury, a First Aid kit is located in the bathroom in the top drawer of the sink vanity. Again, report any injuries to Station Management so the First Aid kit can be re-stocked and any cause(s) of injuries can be remedied. Call 9-1-1 in the event of injury which requires more attention. 3. In case of ?re, the ?re extinguisher is mounted on the wall directly opposite of the 8. KOSW Radio Volunteer Handbook Presented by: Radio Board Chair, Marty ... Page 7 of 15  entry door. Call 9-1-1 ?rst, before trying to extinguish any ?re, if at all possible. Should any ?re be possibly electrical, in nature, attempt to shut off the power at the circuit breaker panel (located on the north wall, near the west end) if it's safe to do so. 4. The Emergency Alert System (EAS located under the broadcast table in the equipment rack) will test itself at least on a weekly & monthly basis, at random days and times and will automatically cut into your broadcast. This system is automated all alerts, and tests will interrupt your show and will return to your program in progress when completed. Amber Alerts do not have to be announced, but may be, if you choose to do so. 5. In the event of other problems or if you have any questions, all emergency and management contact numbers along with information on how to solve issues you may encounter with the broadcast system. Please write these numbers down for your own personal reference when away from the station and need to call to have any of your questions answered. C. BASIC RULES 1. All volunteers are encouraged to attend at least one Radio Board Meeting in each, calendar year. You are invited and encouraged to attend as many additional Board meetings as you wish. Even if you are not a Board Member, your attendance can help keep you informed of new/revised station policies and procedures along with any ideas currently being considered. Your input as a 'guest' can help get your ideas on the agenda for discussion and possible implementation. 2. Use of station computers for personal use is forbidden, except for the non-broadcast computer on the DJ console. Its use is to be limited to station-related activities, such as communicating with your listeners and researching information about content being presented during your show. At no time is any content to be copied, downloaded and/ or installed to any of the station's computers. Please note: ALLbroadcast material that you provide MUST be checked for viruses, malware, etc. and be checked and or processed for proper tagging and volume-leveling by a management sta? member 8. KOSW Radio Volunteer Handbook Presented by: Radio Board Chair, Marty ... Page 8 of 15  before it can be cogied to the broadcast computer. Such material needs to be submitted early enough to allow ample time for processing 24 hours in advance of — when the content is to be used is requested. 3. While it is allowed to use, laptops and other portable devices for playing your music or other content for airing, keep in mind that use of any portable device is subject to approval by Station Management, as we do not wish to broadcast poor quality audio. 4. If you are unable to make it for your scheduled air time, you must give advance notice by directly contacting someone in Station Management. Leaving a message on the station's answering machine is not considered advance notice, as there may not be anybody available to retrieve messages before your air time. Please call station management on their cell/homephones or you may email station management and notify them of your absence. You may arrange for another KOSW DJ to cover your time. This also requires noti?cation of Station Management in advance. If you do not make arrangements for your air time to be covered, and notify Station Management, then we may ask another DJ to ?ll in for the day and time that you will miss. This also applies to instances when you may be ill. With such close quarters in our station, we cannot risk having our limited staff of volunteers becoming infected by persons who are sick Call in, stay — home and get well. 5. You MUST sign in upon arrival and sign out at the time of departure. This is a requirement of the FCCregulations. 6. Beverages are not to be placed on any electronic equipment and should otherwise be in close-able containers to avoid damage to electronic equipment in case of a spill. 7. Please clean up after yourself and take your trash with you. We often have guests and visitors, so it is up to each of us to maintain the station in presentable condition. We do not employ house keeping so it the responsibility of all radio personnel to help in keeping our station clean and presentable. 8. Your guests are welcome during your show, but please remember that bringing guests to the station is a privilege. Guests are not allowed to operate or make any changes to station equipment. All guests must abide by all the rules, and you are responsible for them and everything they say and do. Please exercise good judgment. 8. KOSW Radio Volunteer Handbook Presented by: Radio Board Chair, Marty ... Page 9 of 15  D. PROGRAMMING BROADCASTPOLICIES Preface: As the City of Ocean Shores owns our FCClicense and the station is dependent on support from our businesses and residents, our conduct and content re?ects upon our community. What we do, what we say and what we play has a direct impact on how we are viewed as an asset to the City and affects the amount of respect and support we receive from those who donate toward our efforts. 1. In compliance with broadcasting copyright laws, KOSW is licensed through ASCAP, BMI and SESAC to broadcast content listed in their repertories. These searchable listings are updated on a regular basis and available to anyone by visiting their respective websites. We are also licensed to stream our broadcasts via the internet. This license has additional regulations, over and above those for local air wave broadcasting, which are posted on the information bulletin board. As we continue to ensure the content in the station's music library meets the reguirements of these agencies, it is the responsibility of each DJ to insure that personally-provided content they broadcast adheres to all applicable copyright laws and licensing restrictions. For content NOT listed in theses repertories, the individual DJ must have written authorization from the owner co ri ht holder a co of which is to be rovided to station rior to airin the content. B airin ersonall rovided - content, the DJ assumes personal liability for any repercussions resulting from violations of this policy. 2. All DJs are allowed and encouraged to broadcast content of their choice with the following exceptions: A. No sexually explicit or obscene language content. You MUST review your content prior to airing. Material played over the air needs to follow all FCCrules except where City Regulations are required. In no way is there any form of the word F*ck ever to be played on the air. The City has okay-ed any material being played over a commercial AM/FM radio station. B. Expressing Views. If you are expressing a personal view on a subject, you need to announce that this is your personal view and not that of KOSW or the City of Ocean Shores. Any negativity expressed over the air about KOSW will not be tolerated, if you have a grievance the station has proper procedures to follow, see section E Grounds 8. KOSW Radio Volunteer Handbook Presented by: Radio Board Chair, Marty ... Page 10 of 15  for dismissal. C. Political Views. No partisan (showing support for either candidate or initiatives) political discussions. You may reasonably voice your opinion on political topics and topics of local or general interest and you may have guests who do the same. However, you MUST state that it is your own opinion (or the guest's opinion) and does not represent The City of Ocean Shores, KOSW, Station Management, or anyone else other than yourself (or the guest). You must also offer the opportunity for anyone with a differing opinion to come on your show and air their opinion in a reasonable manner. The City of Ocean Shores has certain regulations on this please contact management before you engage for approval. D. No religious programming. Reading of per-approved Public Service Announcements (PSAs) that inform the community of events at local churches or venues sponsored by local religious group is allowed. E. NO ADVERTISING.As the station is licensed as a non-commercial broadcaster, we are not allowed to directly advertise any business or person with messages that mention price (except for charitable donation events) or mention a ‘call-to-action‘ (‘Drop by‘, ‘Stop in‘, ‘Come see us‘, etc.). F. NO 'PAYOLA' or 'PLUGOLA'.Accepting money, gifts or other ’favors’ as trade for playing or promoting any artist or copyrighted works is forbidden. You can certainly play whichever artists you wish (subject to the guidelines in this handbook and any further guidelines that may come about from time to time); you simply cannot accept compensation for playing or promoting them on the air. Direct any inquiries for artist and/orworks promotion to Station Management. G. The use of Last Names. KOSW is restricted from using last names over the air Except: 1. When expressed permission is given by the listener 2. Entering a contest the last name may use for purpose of the speci?c contest. 3. Agreeing to be a guest on the radio the last name may be use during the show and promotions leading up to the show. 4. The Community Bulletin Board: each person must give permission for their own last 8. KOSW Radio Volunteer Handbook Presented by: Radio Board Chair, Marty ... Page 11 of 15  name example John Doe cannot call and ask us to say ”Happy Birthday to Jane Doe. — We can say ”Happy Birthday Jane from John Doe”, or ”Happy Birthday to Jane D from John (you can use John's last name if he desires). H. NO ‘RE-STREAMING’.Websites such as YouTube, Vimeo, Soundcloud, Spotify, etc., have content posted speci?cally for the pub|ic’s PERSONAL viewing and/or listening experience, but not for BROADCASTINGtheir content over the airwaves and internet. I. Each volunteer is required in helping to maintaining our station cleanliness and appearance by helping out with housekeeping, and or landscape maintenance (garbage, vacuuming, dusting, restroom, weeding, mowing, etc.). J. Each volunteer is required to participate in at least two major fund raising activities a yea r. K. Each volunteer is required to participate in at least two remotes a year either at the event or tending the station. E. GROUNDS FOR DISMISSAL 1. Failure to follow the above rules. 2. Repeated failure to make your scheduled show start time without having given reasonable advance notice. 3. Removal of anything from the studio without speci?c permission from Station Management. This includes any 'borrowing' of station CD5. 4. Showing up at the station to do your show while under the in?uence of alcohol or other controlled substances to the extent that you are intoxicated or cannot conduct yourself or your show properly. 5. Consumption of any intoxicants in the radio station or while on City property. 6. Repeated refusal to treat other DJs, KOSW personnel and guests with courtesy and respect. The Station Manager is authorized to suspend or terminate volunteers for violations of Federal, State, and City laws and ordinances, station rules, programming / 8. KOSW Radio Volunteer Handbook Presented by: Radio Board Chair, Marty ... Page 12 of 15  broadcast polices and other actions which could prove to cause any liability for the station and/orCity of Ocean Shores. The length of suspension and any requirements allowing for reinstatement is at the discretion of the Station Manager. Volunteers who are placed on suspension or have been dismissed and wish to appeal any such action may do so by submitting their grievance, in writing, at least twenty-four hours in advance of, and appearing before the Radio Board at, the next regularly scheduled meeting. Grievances: If a volunteer has a grievance about another volunteer or management, ?rst ?ll out a grievance form and turn it into the Station Manager. The Station Manager will set an appointment with the volunteer to attempt to resolve the grievance. If the Station manager fails to solve the grievance to the satisfaction of the volunteer, the Station Manager will ?le the grievance with the KOSW Board of Directors to add to the next regular meetings agenda. Grievance forms are available upon request from station management. F. E UIPMENT OPERATION 1. During your training, you'll be given instruction on how to operatethe various components and software programs used in all aspects of broadcasting from KOSW. Basically, the audio source options are: A. Computer-based library of MP3 audio tracks, used in conjunction with broadcasting/ automation software programs. We currently use ”Zara 3" a free version of ”ZaraRadio" is available as a download (for Windows Operating Systems only). You are encouraged to download and install the program on your personal PC to help familiarize yourself with the various functions of the program. B. Auxiliary 1/8" (3.5mm) stereo input jack for portable devices. If adapters are necessary to enable your particular device for this input, you may need to supply your own. C. The audio SOURCES listed above, along with individual microphone inputs, supply input to the mixer. The mixed audio is sent to the local airwaves and back to the computer as the output to our direct internet streaming channels. A detailed diagram, 8. KOSW Radio Volunteer Handbook Presented by: Radio Board Chair, Marty ... Page 13 of 15  with fader and level monitoring information is posted on the board directly behind the DJ console. Content played from sources other than the station's computer library will likely require manual entry of the track information in order to be in compliance with internet streaming regulations. Minimally, this will include the track's title, name of the artist, Album's title, and the record label name. KOSW often broadcasts from remote locations, covering and promoting various civic and community functions, including Convention Center events, parades, and high school sports activities. These remotes broadcasts help to promote our station, community and City while giving our listeners and visitors the opportunity to put a face to the voice. All volunteers are encouraged to participate in these remotes and learn how to set up and perform them yourself it's a Fun way of getting more listeners to — learn about our station and our personalities! The quality and consistency of our broadcasts (and the satisfaction of our listeners) depends solely on our DJ's being attentive and their ability to properly operate the equipment. While it may seem a bit daunting at ?rst, with some helpful guidance and practice, you'll ?nd it actually to be very simple and very rewarding. If, at any time, you have questions about the operation of the equipment and/or programs, please don't hesitate to ask. The same applies should you have any suggestions on how our broadcasts can be improved. Please speak up. We are in the communications ‘business’ and we depend on honest, open communication with each other to be better informed and to get better at what we do Scheduling Guest: When Scheduling guests for your show,1010 ?rst you need to: 1. Allguest shall be approved by radio management before ?nalizing the date and time. 2. Approved guest shall be either a public official, or represent an organization / association. 3. Need to make sure that the guest has a topic of discussion. 4. Exceptions to this are if you want to have a friend or relative to sit in during your show, if your guest is to participate in your show please follow steps 1 and 3. 8. KOSW Radio Volunteer Handbook Presented by: Radio Board Chair, Marty ... Page 14 of 15  Welcome to KOSW-LP 91.3FM! I HAVEREADAND UNDERSTANDTHE RULESOF THE KOSW RADIO VOLUNTEERHANDBOOK Signature: 8. KOSW Radio Volunteer Handbook Presented by: Radio Board Chair, Marty ... Page 15 of 15