Radio Board Regular Meeting

Agenda-AMENDED City of Ocean Shores Radio Board Regular Meeting ***AMENDED*** Remote Access Only Via Zoom Join Zoom Meeting Online Click Zoom Link Here Join Zoom Meeting by Phone Phone Number: 1.253.215.8782 US Meeting ID: 898 3595 9831 Passcode: 382521 Listen To Recorded Meetings Ocean Shores Elks Lodge, Tuesday Community Room September 22, 2020 199 Ocean Shores Blvd. 10:30 AM Ocean Shores, Washington Page Call to Order Roll Call Approval of Meeting Agenda Approval of Minutes 3-4 1. Regular Radio Board Meeting Minutes February 25, 2020-Updated Public Communication - 3 Minutes To be submitted by email no later than 9:00 AM September 18, 2020 to the City Clerk slogan@osgov.com. Reports 2. Chair's Report • Presented by: Board Chair, Marty Hadfield. 5-7 3. Designee Treasures Report • Presented by: Interim Designee Treasurer, Trey Smith. Page 1 of 14 Page 4. Station Report • Presented by: KOSW Station Manger's, Trey Smith and Carl Larson. 5. Technology Report • Presented by: Board Chair, Marty Hadfield. Old Board Business 6. Election of Radio Board Treasurer. New Board Business 9 - 14 7. 2021-2022 Radio Board Budget Presentation to Ocean Shores City Council. • Presented by: Board Chair, Marty Hadfield. Future Meeting Date TBD. October 27, 202 10:30 A.M. Future Agenda Items Discussion Executive Session Adjourn Page 2 of 14  Radio Board Meeting Minutes Elks Lodge February 25, 2020 Call to order / Roll Call Meeting Called to order at 10:30 AM by Marty Hadfield. Board members present: Marty Hadfield, Frank Elduen, Rosanne Santoro. • Approval of Minutes: Frank Elduen made a motion to approve the minutes from January 28 2020 after some minor date corrections, 2nd by Rosanne Santoro, motion carried . • Approval of the February 25, 2020 Agenda: Marty made corrections to secretarial errors on the agenda. Move to approve Frank Elduen, 2nd Rosanne Santoro, carried. • Chair’s report: Marty Hadfield. Chair note that the station sounds good almost all the way to Moclips. There was discussion on ways to improve reception. • Treasures Report: January 2020 Main Checking: $4448.93 VISA: -$426.98 PayPal: $125.00 Petty Cash: $378.07 Treasurers report February 2020 Main Checking: $5021.83 VISA: -$73723.33 PayPal: $147.00 Petty Cash: $509.35 • Station Managers Report: Butch Larson Trey Smith: Trey Smith: Nothing to report. Butch Larson: KOSW has a new 600-watt PA system to use for events. Profanity pause system has been ordered. Ordering a doorbell with flashing strobe light so DJs can keep door locked and see the light when someone is at the door. Looking for volunteers for Flag Day Parade. KOSW will be emceeing Razor Clam Festival. KOSW will be providing music for June 13 Disco BD party for 50th BD of city. New door for broadcast studio for better sound deadening. Wants to ask city for more money to broadcast council meeting etc. Wants to add cost of addition to new budget request. (the city does own the building) • Technology report: Trey: Computers seem to be behaving better. Still need to stop automatic updates on Windows 10. Marty: Testing audio logger to prove what was said on air. Testing a silence monitor to alert station principles of dead air. • Public comment: Andy Gruse: Noted that the meeting agenda was not posted on the city website in a timely manner. Also not posted physically in a timely manner. I will own that I got the draft of the Agenda on Saturday due to an email hiccup so couldn’t get it posted anywhere until Monday. Gina Rawlings: appreciates the sign in the window at the Elks telling of the meeting. Thinks the posted notices should be at least 5 days in advance of the meeting. Also want to know if we had a quorum with only 3 members in attendance. 1. Regular Radio Board Meeting Minutes February 25, 2020- Updated Page 3 of 14  • Ongoing business: No meeting as of yet on Charter Bylaws committee. Would like one more member if possible. Jacqui Austin volunteered for the committee. • Studio equipment needs: A new sound board would be nice. A new transmitter would also be nice. New tech would make life easier. • Tabled business: Treasures position. • New business: Frank Elduen made a motion to vote to retain Tray and Butch as comanagers of KOSW, 2nd Roseanne Santoro. Carried. Public records request discussed, responded to and over. • Meeting adjourned at 12:00 PM Respectfully submitted by Mike Preston KOSW Radio Board Secretary. 1. Regular Radio Board Meeting Minutes February 25, 2020- Updated Page 4 of 14  09/19/20 #1 Income and Expenses This Year (Customized) 02/01/20 through 08/31/20 All currencies converted to US Dollar Account Feb Mar Apr May Jun Jul Aug Total Income City Broadcast Fees 200.00 0.00 0.00 400.00 0.00 600.00 300.00 1,500.00 City Reimbursement for Budgeted Items 343.19 0.00 0.00 118.82 0.00 0.00 0.00 462.01 Food & Beverage Fund 7.00 5.00 0.00 3.00 0.00 13.00 0.00 28.00 General Donations 0.00 0.00 0.00 0.00 0.00 0.00 75.00 75.00 Sales -4.05 0.00 0.00 0.00 0.00 0.00 0.00 -4.05 Hat Sales 22.00 0.00 0.00 0.00 0.00 0.00 0.00 22.00 Total 17.95 0.00 0.00 0.00 0.00 0.00 0.00 17.95 Underwriting 675.00 91.30 0.00 0.00 200.00 0.00 0.00 966.30 Total Income 1,243.14 96.30 0.00 521.82 200.00 613.00 375.00 3,049.26 Expense Bank Fees 3.00 3.00 6.15 3.00 3.00 3.00 3.00 24.15 Annual Fee 0.00 0.00 0.00 30.00 0.00 0.00 0.00 30.00 Total 3.00 3.00 6.15 33.00 3.00 3.00 3.00 54.15 Broadcast Equipment 0.00 17.98 0.00 0.00 0.00 0.00 0.00 17.98 Computer-Related 10.10 0.00 0.00 0.00 0.00 0.00 0.00 10.10 Printing Supplies 0.00 0.00 0.00 0.00 67.99 0.00 0.00 67.99 Total 10.10 0.00 0.00 0.00 67.99 0.00 0.00 78.09 Donations Made 0.00 2.21 0.00 0.65 0.20 0.00 0.00 3.06 Facilities Maintenance 200.18 551.36 0.00 52.97 19.98 0.00 0.00 824.49 Cleaning 80.00 60.00 40.00 40.00 80.00 80.00 80.00 460.00 Total 280.18 611.36 40.00 92.97 99.98 80.00 80.00 1,284.49 Finance Charge 0.00 0.00 0.00 4.78 6.09 8.01 0.00 18.88 Food & Beverage 46.24 69.95 13.96 71.23 21.46 32.17 13.96 268.97 Utensils 0.00 1.45 0.00 0.00 0.00 0.00 0.00 1.45 Total 46.24 71.40 13.96 71.23 21.46 32.17 13.96 270.42 Fundraising Expenses 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Merchandise 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 T-Shirts 30.00 0.00 0.00 0.00 0.00 0.00 0.00 30.00 Total 30.00 0.00 0.00 0.00 0.00 0.00 0.00 30.00 Housekeeping Supplies 12.83 12.19 12.16 4.87 5.45 4.37 0.00 51.87 Miscellaneous 620.50 40.99 0.00 0.00 0.00 0.00 0.00 661.49 Music 48.32 10.55 9.99 0.00 0.00 5.16 0.00 74.02 Office Supplies 8.00 5.49 4.99 2.99 15.99 0.00 0.00 37.46 Public Relations 0.00 368.00 0.00 0.00 0.00 0.00 0.00 368.00 Roaming Wifi 0.00 60.00 0.00 60.00 0.00 0.00 0.00 120.00 3. Designee Treasures Report Presented by: Interim Designee Treasurer , ... Page 5 of 14  09/19/20 #2 Sales Tax 21.65 93.99 1.56 4.35 9.94 0.67 0.00 132.16 Smartphone Plan 44.55 44.55 44.59 44.59 44.59 44.59 44.55 312.01 Subscriptions 8.95 23.11 32.07 23.12 23.12 23.12 23.12 156.61 Travel 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Sports Travel 25.00 0.00 0.00 0.00 0.00 0.00 0.00 25.00 Total 25.00 0.00 0.00 0.00 0.00 0.00 0.00 25.00 Web-Related 9.14 0.00 0.00 0.00 0.00 0.00 0.00 9.14 Streaming Fees 119.98 119.98 59.99 59.99 59.99 59.99 59.99 539.91 Website 0.00 587.88 0.00 0.00 0.00 0.00 0.00 587.88 Total 129.12 707.86 59.99 59.99 59.99 59.99 59.99 1,136.93 Total Expense 1,288.44 2,072.68 225.46 402.54 357.80 261.08 224.62 4,832.62 Grand Total -45.30 -1,976.38 -225.46 119.28 -157.80 351.92 150.38 -1,783.36 3. Designee Treasures Report Presented by: Interim Designee Treasurer , ... Page 6 of 14  Financial Report for Months of Feb - Aug 2020 KOSW Board Meeting of 9/22/2020 Acct Beginning Ending BoP Checking $5021.83 $2997.35 VISA -$723.33 -$218.52 PayPal $147.00 $147.00 Petty Cash $509.35 $58.55 Income $32587.25 Reimbursements $462.01 Expense $4832.62 Transfers $1000.00 Current Unofficial Account Balances as of 9/19/2020 BOP Checking $2997.35 VISA ($392.01) PayPal $147.00 Petty Cash $25.05 3. Designee Treasures Report Presented by: Interim Designee Treasurer , ... Page 7 of 14 Page 8 of 14  KOSW-LP RADIO BOARD 2021/2022 BUDGET REQUEST CATEGORY 2021/2022 Two Years of Operating Expenses (no increase over previous $15,000 years) Two Years of funding for OSCC meeting coverage (reduced by $5,000 $5,000 from previous years). Onetime expense to improve OSCC program link to studio $2,000 Onetime expense for Computer/Laptop replacements $3,500 Onetime expense for On-Air Studio Console $6,000 Onetime expense for 120 sqft Outdoor Dry Storage Shed $5,000 TOTAL FUNDING REQUEST FOR 2021/2022 $36,500 Foreword The citizens and local businesses of Ocean Shores have expressed their appreciation for the availability of KOSW-LP on 91.3 MHz and on the KOSW internet streaming services. Their enthusiastic responses to on-air programming, including the coverage of political interviews during the recent local election cycle, has been demonstrated by their individual financial contributions in support of the station. With well over 5,500 followers of the KOSW News Team Facebook presence, it is easy to determine that businesses, tourists, and residents rely on the KOSW-LP programming for local and updates on COVID-19, local official City updates provided by Mayor Dingler and by various OS City and Board representatives. In addition to these important services, KOSW-LP provides entertainment, information, education, and urgent emergency communications affecting life-safety conditions in our community. 1 7. 2021-2022 Radio Board Budget Presentation to Ocean Shores City Counci... Page 9 of 14  Descriptions of 2021/2022 Budget Request Items Two Years of Operating Expenses Includes music licensing fees such as Sound Cloud, related software licenses, and miscellaneous station operating expenses, including COVID-19 cleaning supplies. No increase over previous years. $15,000 Two Years of Funding for Broadcasting/Recording OSCC Meetings Includes on-air and streaming carriage of City Council meetings and preparation of archive recordings for public access. The requested funding is based on receiving the $2,000 program link improvement funding - see below. If the program link funding fails, the line item would return to $10,000. $5,000 Onetime Expense - Improved Program Link for Broadcasting OSCC Meetings Includes equipment to directly interface between the Convention Center public address system and the KOSW studio via internet. This will improve the reliability of the OSCC broadcasts and eliminate the need for station volunteer staff involvement on-site during the OSCC meetings. $2,000 Onetime Expense - Computer/Laptop Replacements To replace old equipment currently used for on-air programming, streaming and remote access to the KOSW automated system. This will ensure reliability and allow installation of software upgrades and newly released programs. This request will also add equipment to provide Radio Display Broadcast Service (RBDS/RDS) textual information to radio receivers that have the RBDS/RDS capabilities. In addition to the routine Artist/Title scrolling information to enhance a listener’s experience, this system may be used to display emergency information and other special instructions to the public. $3,500 Onetime Expense - On-Air Studio Console Replacement As we have learned during the COVID-19 virus pandemic, having adequate remotely controllable sources to select has been a challenge. Replacement of the current console will improve this situation. It will also provide the ability to carry national Weather Service/NOAA weather forecasts and tsunami/earthquake alerts directly over-the-air to the citizens of Ocean Shores while providing safety for our board operators. will add necessary capabilities to supply prompt dissemination of urgent emergency instructions and information, whether received directly from the OSFD, OSPD, the Mayor or other Public Official, via telephone or by way of the 2-way radio systems used by our Emergency Services departments. $6,000 Onetime Expense – Storage Shed To meet radio station storage space needs in the near term, a small shed or building space within the Public Works Shops area has been requested. If it has been determined whether that adequate existing space is not available, a “tuff shed-style” outdoor dry storage unit is requested and is estimated to cost about $5,000 2 7. 2021-2022 Radio Board Budget Presentation to Ocean Shores City Counci... Page 10 of 14  Recommendations for Future Services and Facilities Development Radio Tower Installed more than 37 years ago, the existing tower structure supports the antennas serving OS Police, OS Fire, OS Water Department Supervisory Control and Data Acquisition (SCADA) radio system antenna, the KOSW-LP antenna and an emergency communications UHF Amateur Radio antenna. This tower is in seriously poor structural condition due to excessive corrosion and infrequent maintenance. From a fiscal perspective, the recent structural analysis (NorthWest Tower Engineering, Harvey Carlisle, PE & Steven Diamond, PE - October 8, 2019) revealed the existing tower is beyond reasonable repair costs and will need replacement soon. The funding of a replacement has been discussed with Nick Bird and the resources may be dependent on Grays Harbor County EMS Dispatch underwriting. Nick indicated that he may include a proposal package for the tower replacement under the Public Works budget, which would take this line item away from a future Radio Board budget proposal. An initial cost estimate for replacing the existing tower, without addition of GH County radio equipment, is about $100,000 Knowing the existing tower is potentially subject to failure (catastrophic collapse), the OS Radio Board recommends investigating development of a nearby alternative transmitting antenna location to permit the continuation of Police, Fire and Water Dept communications, along with KOSW-LP emergency broadcasts, in the event of loss of functionality from the present tower mounted antenna(s). A low-cost possibility could simply be the erection of a reasonably tall wooden utility pole with antennas and transmission lines, to be located within the City Public Works compound. In the future, an alternative may be antennas attached to the roof of the proposed tsunami rescue tower, also proposed to be at, or near, the Public Works compound. Promotional Visibility of KOSW-LP by the City of Ocean Shores Through listener feedback, it has become apparent the relationship between OS residents and KOSW-LP has blossomed, therefore the Radio Board feels additional signage should be installed at appropriate locations to reinforce the entertainment, informational, educational and emergency information services provided by KOSW. The Radio Board seeks OSCC and City Administration guidance on available locations and signage opportunities to expand beyond the current sign along the west side of Hwy 115, north of the road bend at Damon Road. The requested signage is not to replace the tsunami evacuation route signs, which also mention tuning to 91.3 MHz for local emergency information. No estimated cost has been projected – perhaps the OSCC and provide guidance in pursuing this endeavor. 3 7. 2021-2022 Radio Board Budget Presentation to Ocean Shores City Counci... Page 11 of 14  Studio Addition Needs - Construction or Replacement This request for additional studio space has been needed even prior to the current COVID-19 safe workplace spacing restrictions. KOSW’s tiny 800 ft2 broadcast building presents serious operational limitations. An addition of approximately 270 ft2 will allow sufficient space for at least two staff members to be present during common office hours. In an emergency, adequate space would be available to safely interview city officials, conduct recovery planning and other emergency-related activities. Estimated cost for additional footprint is about $111/sqft = $30,000 As an alternative, if an unused or underused City-owned building with adequate space becomes available, ideally with a location to provide better access for the citizens, KOSW would relocate the studio facility. A location with increased space, better visibility and access may be a practical and more cost-effective alternative to adding to the existing studio footprint. In any scenario, the KOSW transmitting antenna site would remain at the present location within the City Works yard. 4 7. 2021-2022 Radio Board Budget Presentation to Ocean Shores City Counci... Page 12 of 14  5 7. 2021-2022 Radio Board Budget Presentation to Ocean Shores City Counci... Page 13 of 14  6 7. 2021-2022 Radio Board Budget Presentation to Ocean Shores City Counci... Page 14 of 14