Radio Board Regular Meeting

Agenda-AMENDED City of Ocean Shores Radio Board Regular Meeting ***AMENDED*** Join Zoom Meeting Online Click Zoom Link Here Join Zoom Meeting by Phone Phone Number: 1.253.215.8782 US Meeting ID: 884 0482 1973 Passcode: 428338 Listen To Recorded Meetings Remote Access Only Via Zoom Ocean Shores Elks Lodge, Tuesday Community Room November 24, 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 1. Approval of minutes for the Regular City of Ocean Shores Radio Board Meeting on October 27, 2020. AMENDED Public Communication - 3 Minutes Written public comment to be sent via email to the City Clerk at slogan@osgov.com no later than 9:00 AM Tuesday November 24, 2020. Reports 2. Chair's Report • Presented by: Board Chair, Marty Hadfield. 3. Station Report Page 1 of 29 Page • Presented by: KOSW Station Manager, Trey Smith and Carl Larson 4. Technology Report • Presented by: Board Chair, Marty Hadfield. Old Business 5. Radio Board Treasurer • Presented by: Board Chair, Marty Hadfield. New Business 5 - 27 6. Radio Board Bylaws Review • Presented by: Radio Board Member, Jacqui Austin and City Clerk, Sara D. Logan. • Public Comment 29 7. Designee Treasures Report • Presented by: Designee Treasurer, Trey Smith. 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 29  Radio Board Meeting Minutes ZOOM October 27, 2020 Call to order / Roll Call Meeting Called to order at 10:30 AM by Marty Hadfield. Board members present: Marty Hadfield, , Rosanne Santoro, Jacqui Austin, Mike Preston • Approval of Minutes: A motion was made by Mike to approve the minutes from 9/22/2020 minutes . motion carried. • Approval of the October 27, 2020 Agenda: Jacqui made a motion to table the election of a radio board treasured. Seconded by Mike Preston. Motion and agenda. Motion carried A motion was made to delay the treasures report until Trey was available. Motion carried. A motion was made to approve the agenda as amended by Roseanne second by Mike, motion carried. • Public comment: No public comment. • Chair’s report: Marty Hadfield. There is free COVID-19 19 testing available. If Roseanne feels safe to resume her fund-raising efforts, she should rekindle those relationships. The library reading program proposed by Kietha is on hold because of COVID-19. A friend of Marty’s has donated a refurbished broadcast console to KOSW thereby removing $4000.00 from our budget request. A question came up about fund raising. Suggest adding line item for donations in the City’s KOSW budget. • Treasures Report: October 2020: BOP Checking $2789.35 / VISA ($382.82) / PayPal $147.00 / Petty Cash $58.69 Cost savings by not using jet pack and shut off cell phone. Get rid of Amazon Prime • Station Managers Report: Butch Larson Trey Smith: Trey Smith: Lot of positive comments on shows. Sound exchange report completed. Stream audience is up by 100%. Butch Larson: Studio now has plexi glas shield. Production area closed off from rest of building for staff safety. Second phone line installed for calling interview and questions. Introduced new shows to board. • Technology report: IP Bridge for transmitter is up and running. This replaces the cable link. Marty donated the equipment to do this. Thank you, Marty. • Old business: • Tabled business: Treasurer • New business: Some how I lost the last 20 minutes of my recording of the meeting. If memory serves, we will cover that discussion at the November meeting. It concerned the by-laws. • Meeting adjourned at 12:00 PM Respectfully submitted by Mike Preston KOSW Radio Board Secretary. 1. Approval of minutes for the Regular City of Ocean Shores Radio Board ... Page 3 of 29 Page 4 of 29  AMENDEDOCEAN SHORES RADIO BOARD BYLAWS Authorized by Ocean Shores City Council on the 8th day of October 2018. INTRODUc1'lON The task of the Ocean Shores Radio Board (hereafter referred to as the “Radio Board” or "the Board”) is to provide assistance in operating KOSW-LPFM the radio station licensed to the City of Ocean Shores, providing public service information, entertainment and educational opportunities to Ocean Shores’ citizens and visitors. ARTICLE I - RESPONSIBILITY The Board shall carry out responsibilities designated by ordinance and other duties assigned by the City Council. The members of the Radio Board accept the responsibility of the office and declare their intention via approved application, to execute the duties under federal, state and municipal laws and regulations to the best of their ability. ARTICLE II DUTIES — A. the Radio Board shall submit to the City each year, on or before Sept 1. a statement of current ?nancial condition to include an estimated budget for the following calendar year. This report may include recommendations for service and facility development as well as requests for inclusion in the City of Ocean Shores budget. B. The Board shall appoint (a) Station Manager(s), who shall report to the Board, and be responsible for the day-to—dayoperations of the Radio Station. Such appointments shall be approved with a majority vote of the Board. Appointees will serve a renewable one year term, commencing January 1 of each year. The Board will consider all candidates who may be nominated by others or self-nominated. Current station manager positions are: Station Manager/Programming and Station Manager, Operations. C. The Station Manager(s) job performance willbe reviewed at approximately 90 days from appointment and thereafter as deemed necessary by the Board. D. If the Station Manager(s) position is vacated, either voluntarily or by Board majority, prior to the end of the term the Board willappoint interim management to serve until the regularly scheduled selection. E. The Station Manager(s) is a non-voting, ex of?cio member of the Board. A Board member appointed as interim Station Manager may continue their Board position until the Station Manager selection. 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 5 of 29  F. The Radio Board shall set and approve all station policy for implementation by the Station Manager(s). ARTICLE III ORGANIZATIONOF THE RADIO BOARD — A. The Radio Board shall consist of five members. B. Of?cers of the Board shall be Chairperson, Secretary and Treasurer. C. Officers shall be elected by a majority of the Board members at the regular meeting in June of each year, or as soon thereafter as feasible. A quorum must be present to elect Board Officers. D. If an officer position is vacated prior to the end of the term, the Board shall elect an interim officer to serve until the regularly scheduled election. E. In the absence of the Chairperson, the Secretary shall conduct meetings. F. If the Secretary or Treasurer is absent a pro tem shall be elected informally by the members present for that meeting. G. The Chairperson shall preside at all Board meetings and have the powers generally assigned such office in conducting meetings. H. It shall be the Chairperson's duty to see that the transaction of Board business be in accord with these bylaws. I. The Board, by simple majority vote of those present may create special committees and assign one and no more than two members to such committees. J. If a Board member has more than three total unapproved absences from regularly scheduled meetings in a calendar year, the Board Chairperson shall inform the Mayor, or designee, for replacement of said Board position. K. No person shall hold the office of member of the Radio Board unless that person is a resident of the City of Ocean Shores. If a member of the Radio Board ceases to be a resident of the city, the seat must be vacated. L. A quorum is a simple majority of the Radio Board. ARTICLE IV. - MEETINGS A. The Radio Board shall determine a regular meeting time (time, place and frequency) as necessary for its meetings. 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 6 of 29  B. All meetings of the Board shall be open to the public. C. Executive sessions of the Radio Board may be held only with prior City Council approval and in accord with the requirements imposed by RCW 42.30.110 and 42.30.140. D. To conduct official Radio Board business, a quorum must be present. If no quorum exists, no officialaction can be taken. E. All meetings of the Radio Board shall be governed by these bylaws. Where the bylaws do not state othenivise, the parliamentary rules and procedures contained in the current edition of Robert's Rules of Order shall apply. F. To the extent it does not violate public notice requirements; the printed agenda of a regular meeting may be modi?ed.supplemented and revised at the beginning of a meeting by the affirmative vote of the majority of Board Members present. G. The Radio Board may devote a portion of a meeting to an informal study session during which no comments from the public will be permitted, unless the Chairperson or a majority, on a case by case basis, decides othenivise. H. The Radio Board shall hear no new agenda items beyond 3 hours from the start of the meeting unless a majority of the Board members present should decide otherwise. I. The Radio Board Secretary or designee willbe responsible for the written recording of all Radio Board meetings. All minutes will be fonrvarded to the Ocean Shores City Clerk and be made part of the permanent record. J. The Radio Board Treasurer or designee will be responsible for written recording of all ?nancial transactions approved by the Board, as well as funds received, consistent with city ?nancial auditing and accountability standards required by statute. AR11CLE V. CONFLICT OF INTEREST ANDAPPEARANCE OF FAIRNESS Any member of the Radio Board who in his or her opinion has an interest in any matter before the Board that would prejudice his or her actions shall so publicly indicate and shall step down and refrain from any manner of participation andlor voting with respect to the matter in question so as to avoid any possible con?ict of interest or violation of the appearance of fairness. ARTICLE VI. AGENDA A. The preparation of the agenda will be the duty of the Board Secretary and he or she willcoordinate the preparation with the Chairperson. 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 7 of 29  B. The agenda may be divided into sections and continue until subsequent meetings when it is apparent one meeting will not be suf?cient to complete scheduled business. C. Copies of the Agenda will be available to all Board members via email at least 4 days prior to a regular meeting date. D. The Agenda willindicate whether the Board intends to take fonnal action on a particular matter. E. The Board may conduct special planning sessions and public hearings and shall give public notice, as required. F. The Board may continue a public hearing to a future date only for the purpose of accepting new written or oral testimony solely from anyone who had signed up to speak on the original hearing date but did not have the opportunity to testify. A continued public hearing does not require a new public notice. G. The Agenda shall be confinned at the beginning of each meeting. ARTICLE VII. STUDY SESSIONS A. Some of the Board's work will be conducted at informal study sessions. The Board shall consider information and recommendations from staff and ex officio members, but shall not take comments from the public during study sessions unless the Chairperson or a majority, on a case by case basis decides otherwise. B. No action shall be considered by the Board at the study sessions. C. Members of the public attending study sessions may speak only if acknowledged beforehand by the Chairperson. ARTICLE VIII. ‘PUBLIC COMMENT A. Public Hearings may be held in addition to regular meetings. Public Hearings and notices shall be held and issued in conformance with the City of Ocean Shores Municipal Code and applible statutes of the State of Washington. B. Each speaker during a Public Hearing is limited to three minutes speaking time. If a speaker is representing an organization, that speaker may be granted up to ?ve (5) minutes speaking time, at the Board's sole option. C. Anyone wishing to speak at a Public Hearing should be signed in on the sheet provided at the entrance to the hearing. D. lf audience dialogue or an individual speaker or speakers become disruptive, 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 8 of 29  the Chairperson may recess the meeting or request that the meeting be adjourned. E. To communicate with the Board on a matter not scheduled for public hearing, the public may write a letter andlor speak during the portion of each regular meeting entitled ‘Public Comments‘. ARTICLE IX. AMENDING BYLAWS A. The Radio Board may amend these bylaws at any regularly scheduled meeting. B. The Ocean Shores City Council must approve all amendments. PASSED ANDADOPTED this 8th day of October, 2018. 3 ~ ‘jg stal ingler, yor Tom Ferguson, airperson ATTEST: a,._ Angela Folkers, Fina Directorlcity Clerk 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 9 of 29 Page 10 of 29  AMENDED OCEAN SHORES RADIO BOARD BYLAWS Formatted: Font: (Default) Times New Roman, 14 pt Formatted: Font: (Default) Times New Roman, 12 pt Authorized by Ocean Shores City Council on the 8th day of October 2018. INTRODUCTION Formatted: Font: (Default) Times New Roman, 14 pt Formatted: Font: (Default) Times New Roman, 12 pt The task of the Ocean Shores Radio Board {hereafter referred to as the "Radio Board" or ''the Board·) is to provide assistance in operating KOSW-LPFM the radio station licensed to the City of Ocean Shores, providing public service information, entertainment and educational opportunities to Ocean Shores' citizens and visitors. ARTICLE 1- RESPONSIBILITY Formatted: Font: (Default) Times New Roman, 14 pt Formatted: Centered, Indent: Left: 0", Space Before: 0 The Board shall carry out responsibilities designated by ordinance and other duties pt assigned by the City Council. The members of the Radio Board accept the responsibility of the Formatted: Font: (Default) Times New Roman, 12 pt office and declare their intention via approved application, to execute the duties under federal, state and municipal laws and regulations to the best of their ability. ARTICLE II - DUTIES Formatted: Font: (Default) Times New Roman, 14 pt, Underline A. the Radio Board shall submit to the City each year, on or before Sept 1, a Formatted: Centered, Indent: Left: 0", Space Before: 0 statement of current financial condition to include an estimated budget for the following pt calendar year. This report may include recommendations for service and facility Formatted: Font: 14 pt, Bold, Underline, (Intl) Times development as well as requests for inclusion in the City of Ocean Shores budget. New Roman A. The Radio Board shall submit to the City each year, on or before August 1. A statement of current Formatted: Font: (Default) Times New Roman, 14 pt, financial condition to include an estimated budget for the following calendar year. This report Underline may include recommendations for service and facility development as well as requests for Formatted: Font: (Default) Times New Roman, 12 pt inclusion in the City of Ocean Shores biennium budget. Formatted: Centered B. The Board shall appoint (a) Station Manager{s), who shall report to the Board, and be Formatted: Character scale: 100% responsible for the day-to-day operations of the Radio Station. Such appointments shall be Formatted: Font: (Default) Times New Roman approved with a majority vote of the Board. Appointees will serve a renewable one-year term, Formatted: Font: (Default) Times New Roman commencing January 1 of each year. The Board will consider all candidates who may be Formatted: Left, Indent: Left: 0.37", Right: 0.39" nominated by others or self-nominated. Current station manager positions are: Station Manager/Programming and Station Manager, Operations. Formatted: Font: (Default) Times New Roman, Not Italic C. The Station Manager(s) job performance will be reviewed at approximately 90 Formatted: Font: (Default) Times New Roman days from appointment and thereafter as deemed necessary by the Board. Formatted: Font: (Default) Times New Roman, 12 pt Formatted: Numbered + Level: 1 + Numbering Style: D. If the Station Manager(s) position is vacated, either voluntarily or by Board majority, A, B, C, … + Start at: 1 + Alignment: Left + Aligned at: prior to the end of the term the Board will appoint interim management to serve until the 0.32" + Indent at: 0.49" regularly scheduled selection. E. The Station Manager(s) is a non-voting, ex officio member of the Board. A Board member appointed as interim Station Manager may continue their Board position until the Station Manager selection. F. The Radio Board shall set and approve all station policy for implementation by the Station Manager(s). 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 11 of 29  ARTICLE 111- ORGANIZATION OF THE RADIO BOARD Formatted: Font: (Default) Times New Roman, 14 pt Formatted: Centered, Indent: Left: 0", Space Before: 0 A. The Radio Board shall consist of five members serving a three-year term.. pt Formatted: Font: (Default) Times New Roman, 12 pt B. Officers of the Board shall be Chairperson, Secretary and Treasurer. Officers will serve a Formatted: Normal, Indent: Left: 0.79", No bullets or two-year term. numbering Formatted: Normal, Indent: Left: 0.78", No bullets or C. Officers shall be elected by a majority of the Board members at the regular meeting numbering in June of each year. or as soon thereafter as feasible. A quorum must be present to elect Board Officers. Formatted: Normal, Indent: Left: 0.78", No bullets or numbering D. If an officer position is vacated prior to the end of the termnn. the Board shall elect Formatted: Normal, Indent: Left: 0.79", No bullets or an interim officer to serve until the regularly scheduled election. numbering E. In the absence of the Chairperson. the Secretary shall conduct meetings. If the Formatted: Normal, Indent: Left: 0.78", Right: 0.42", Secretary or Treasurer is absent a Pro Tem shall be elected informally by the members Line spacing: Multiple 1.01 li, No bullets or present for that meeting. numbering, Tab stops: 0.97", Left + Not at 0.99" F. If the Secretary or Treasurer is absent a pro tem shall be elected informally by the Formatted: Normal, Indent: Left: 0.78", No bullets or members present for that meeting. numbering G. The Chairperson shall preside at all Board meetings and have the powers generally Formatted: Normal, Indent: Left: 0.79", No bullets or assigned such office in conducting meetings. numbering H. It shall be the Chairperson's duty to see that the transaction of Board business be Formatted: Normal, Indent: Left: 0.79", No bullets or in accord with these bylaws. numbering I. The Board, by simple majority vote of those present may create special Formatted: Indent: Left: 0.79", Space Before: 0.1 pt, committees and assign one and no more than two voting Board Mmembers. to such No bullets or numbering committees. Formatted: Font: (Default) Times New Roman, 12 pt Formatted: Font: (Default) Times New Roman, 12 pt J. If a Board member has more than three total unapproved absences from regularly Formatted: Font: (Default) Times New Roman, 12 pt scheduled meetings in a calendar year, the Board Chairperson shall inform the Mayor, or designee, for replacement of said Board position. to have a formalized letter sent by the Formatted: List Paragraph, Indent: Left: 0.79", Right: City on behalf of the Radio Board to the absentee member. At which time the 0.82", Line spacing: Multiple 1.02 li, Tab stops: 0.94", Left announcement of the vacant position will be made at the following City Council Meeting. Formatted: Normal, Indent: Left: 0.79", No bullets or K. No person shall hold the office of member of the Radio Board unless that person is numbering a resident of the City of Ocean Shores. If a member of the Radio Board ceases to be a Formatted: Font: 12 pt, (Intl) Times New Roman resident of the city, the seat must be vacated. Formatted: Font: (Default) Times New Roman, 12 pt Formatted: Normal, Indent: Left: 0.79", No bullets or L. A quorum is a simple majority of the voting members of Radiothe Radio Board. numbering Formatted: Normal, Indent: Left: 0.8", No bullets or ARTICLE IV. - MEETINGS numbering Formatted: Font: (Default) Times New Roman, 12 pt A. The Radio Board shall determine a regular meeting time (time, place and Formatted: Font: 12 pt, (Intl) Times New Roman frequency) as necessary for its meetings. Formatted: Font: (Default) Times New Roman, 12 pt B. All meetings of the Board shall be open to the public. Formatted: Font: (Default) Times New Roman, 14 pt Formatted: Centered, Indent: Left: 0" C. Executive sessions of the Radio Board may be held only with prior City Council Formatted: Font: (Default) Times New Roman, 12 pt 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 12 of 29  approval and in accord with the requirements imposed by RCW 42.30.110 and 42.30.140. D. To conduct official Radio Board business, a quorum must be present. If no quorum exists, no official action can be taken. E. All meetings of the Radio Board shall be governed by these bylaws. Where the bylaws do not state otherwise, the parliamentary rules and procedures contained in the current edition of Robert's Rules of Order shall apply. F. To the extent it does not violate public notice requirements; the printed agenda of a regular meeting may be modified, supplemented and revised at the beginning of a meeting by the affirmative vote of the majority of Board Members present G. The Radio Board may devote a portion of a meeting to an informal study session during which no comments from the public will be permitted, unless the Chairperson or a majority, on a case by case basis, decides otherwise. H. The Radio Board shall hear no new agenda items beyond 3 hours from the start of the meeting unless a majority of the Board members present should decide otherwise. I. The Radio Board Secretary or designee will be responsible for the written recording of all Radio Board meetings. All minutes will be forwarded to the Ocean Shores City Clerk and be made part of the permanent record. J. The Radio Board Treasurer or designee will be responsible for written recording of all financial Formatted: Indent: Hanging: 0.2", Right: 0", Line transactions approved by the Board, as well as funds received, consistent with city financial auditing spacing: single, Tab stops: Not at 0.98" and accountability standards required by statute. J. The Radio Board Treasurer or designee will be responsible for directing vendors or donators to send Formatted: Font: (Default) Times New Roman payments to the City of Ocean Shores with a notation describing purpose of payment. The City will be responsible for the funds received as consistent with City financial auditing and accountability standards required by statute. Formatted: Font: 12 pt, (Intl) Times New Roman Formatted: Font: (Default) Times New Roman, 12 pt ARTICLE V. CONFLICT OF INTEREST AND APPEARANCE OF FAIRNESS Formatted: Font: (Default) Times New Roman, 14 pt Formatted: Centered, Indent: Left: 0" Any member of the Radio Board who in his or her opinion has an interest in any matter before the Board that would prejudice his or her actions shall so publicly indicate and shall step Formatted: Font: (Default) Times New Roman, 12 pt down and refrain from any manner of participation and/or voting with respect to the matter in question so as to avoid any possible conflict of interest or violation of the appearance of fairness. In order to assure their independence and impartiality on behalf of the public good, voting Radio Board Formatted: Font: (Default) Times New Roman, Not Members shall not use their official positions to influence government decisions in which they have a financial Italic interest or where they have an organizational responsibility or a personal relationship that would present a Formatted: Justified conflict of interest under applicable State law. In accordance with the law, Councilmembers shall file written disclosures of their economic interest through the filing of a Public Disclosure Commission Form F-1, “Personal Financial Affairs Statement” and if they have a conflict of interest regarding a particular decision, refrain from participating in that decision unless otherwise permitted by law. Voting Radio Board Members shall be advised, as part of the application process, that they will be required to file the applicable statement within ten (10) days of appointment. Formatted: Font: (Default) Times New Roman, 12 pt Formatted: Font: (Default) Times New Roman, 14 pt ARTICLE VI. AGENDA Formatted: Centered, Indent: Left: 0" Formatted: Font: (Default) Times New Roman, 12 pt 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 13 of 29  A. The preparation of the agenda will be the duty of the Board Secretary and he or she will coordinate the preparation with the Chairperson. B. The agenda may be divided into sections and continue until subsequent meetings when it is apparent one meeting will not be sufficient to complete scheduled business. C. Copies of the Agenda will be available to all Board members via email at least 4 days prior to a regular meeting date. Formatted: Character scale: 100% Formatted: Font: (Default) Times New Roman, 12 pt C. Rough draft copy of agenda will be provided to city clerk and his/her designee 7 days prior to date of Formatted: Indent: Left: 0.38", First line: 0.4", Right: meeting. Agenda will be formatted to specification by said city clerk and his/her designee and posted at 0", Line spacing: single, No bullets or numbering, Tab the following location no less than 24 hours prior to meeting. stops: Not at 1" • City of Ocean Shores-File Pro Formatted: Numbered + Level: 1 + Numbering Style: • City of Ocean Shores Post Office A, B, C, … + Start at: 1 + Alignment: Left + Aligned at: • City of Ocean Shores Library 0.18" + Indent at: 0.39" • City of Ocean Shores City Hall • City of Ocean Shores Police Department Email receipt of agenda will be provided to Board Members with along with a link to current agenda. Formatted: Default, Right: 0", Line spacing: single, No bullets or numbering, Tab stops: Not at 1" D. The Agenda will indicate whether the Board intends to take formal action on a Formatted: Font: (Default) +Body (Calibri), 12 pt particular mattermatter. Formatted: Font: (Default) Times New Roman, 12 pt Formatted: Font: (Default) Times New Roman, 12 pt E. The Board may conduct special planning sessions and public hearings and shall give public notice. as required. F. The Board may continue a public hearing to a future date only for the purpose of accepting new written or oral testimony solely from anyone who had signed up to speak on the original hearing date but did not have the opportunity to testify. A continued public hearing does not require a new public notice. G. The Agenda shall be confapproved inned at the beginning of each meeting. Formatted: Font: (Default) Times New Roman, 12 pt Formatted: Font: (Default) Times New Roman, 12 pt, G. Character scale: 100% Formatted: Font: (Default) Times New Roman, 12 pt ARTICLE VII. STUDY SESSIONS Formatted: Indent: Left: 0.38", First line: 0.4", No bullets or numbering, Tab stops: Not at 1.01" A. Some of the Board's work will be conducted at informal study sessions. The Board Formatted: Indent: Left: 1.01", No bullets or shall consider information and recommendations from staff and ex officio members, numbering butmembers but shall not take comments from the public during study sessions unless the Formatted: Font: (Default) Times New Roman, 14 pt Chairperson or a majority. on a case by case basis decides otherwise. Formatted: Centered, Indent: Left: 0", Space Before: 0 pt B. No action shall be considered by the Board at the study sessions. Formatted: Font: (Default) Times New Roman, 12 pt C. Members of the public attending study sessions may speak only if acknowledged beforehand by the Chairperson. ARTICLE VII.I. PUBLIC COMMENT Formatted: Font: (Default) Times New Roman, 14 pt, Underline Formatted: Centered, Indent: Left: 0" A. Public Hearings may be held in addition to regular meetings. Public Hearings and Formatted: Font: (Default) Times New Roman, 12 pt 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 14 of 29  notices shall be held and issued in conformance with the City of Ocean Shores Municipal Code and applicable statutes of the State of Washington. B. Each speaker during a Public Hearing is limited to three minutes speaking time. If a speaker is representing an organization, that speaker may be granted up to five (5) minutes speaking time. at the Board's sole option. C. Anyone wishing to speak at a Public Hearing should be signed in on the sheet provided at the entrance to the hearing. D. If audience dialogue or an individual speaker or speakers become disruptive, Formatted: Normal, Indent: Left: 0.78", Tab stops: 1", Left Formatted: List Paragraph, Indent: Left: 0.78", Hanging: 0.22", Numbered + Level: 1 + Numbering Style: A, B, C, … + Start at: 1 + Alignment: Left + Aligned at: 0.18" + Indent at: 0.38", Tab stops: 1", Formatted: Normal D. thedisruptive, the Chairperson may recess the meeting or request that the meeting be Formatted: Normal, Tab stops: 1", Left adjourned. Formatted: Normal, Space Before: 0 pt, Tab stops: 1", Left E. To communicate with the Board on a matter not scheduled for public hearing, the Formatted: List Paragraph, Indent: Left: 0.78", public may write a letter and/or speak during the portion of each regular meeting entitled Hanging: 0.22", Space Before: 0 pt, Numbered + 'Public Comments'. Level: 1 + Numbering Style: A, B, C, … + Start at: 1 + Alignment: Left + Aligned at: 0.18" + Indent at: 0.38", Tab stops: 1", Left ARTICLE IX. AMENDING BYLAWS Formatted: Font: (Default) Times New Roman, 14 pt A. The Radio Board may amend these bylaws at any regularly scheduled meeting. Formatted: Centered, Indent: Left: 0" Formatted: Font: (Default) Times New Roman, 12 pt B. The Ocean Shores City Council must approve all amendments. PASSED AND ADOPTED this 8th day of October, 2018. 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 15 of 29 Page 16 of 29  OCEAN SHORES RADIO BOARD BYLAWS INTRODUCTION The task of the Ocean Shores Radio Board {hereafter referred to as the "Radio Board" or ''the Board·) is to provide assistance in operating KOSW-LPFM the radio station licensed to the City of Ocean Shores, providing public service information, entertainment and educational opportunities to Ocean Shores' citizens and visitors. ARTICLE 1- RESPONSIBILITY The Board shall carry out responsibilities designated by ordinance and other duties assigned by the City Council. The members of the Radio Board accept the responsibility of the office and declare their intention via approved application, to execute the duties under federal, state and municipal laws and regulations to the best of their ability. ARTICLE II - DUTIES A. The Radio Board shall submit to the City each year, on or before August 1. A statement of current financial condition to include an estimated budget for the following calendar year. This report may include recommendations for service and facility development as well as requests for inclusion in the City of Ocean Shores biennium budget. B. The Board shall appoint (a) Station Manager{s), who shall report to the Board, and be responsible for the day-to-day operations of the Radio Station. Such appointments shall be approved with a majority vote of the Board. Appointees will serve a renewable one-year term, commencing January 1 of each year. The Board will consider all candidates who may be nominated by others or self- nominated. Current station manager positions are: Station Manager/Programming and Station Manager, Operations. C. The Station Manager(s) job performance will be reviewed at approximately 90 days from appointment and thereafter as deemed necessary by the Board. D. If the Station Manager(s) position is vacated, either voluntarily or by Board majority, prior to the end of the term the Board will appoint interim management to serve until the regularly scheduled selection. E. The Station Manager(s) is a non-voting, ex officio member of the Board. A Board member appointed as interim Station Manager may continue their Board position until the Station Manager selection. F. The Radio Board shall set and approve all station policy for implementation by the Station Manager(s). ARTICLE 111- ORGANIZATION OF THE RADIO BOARD A. The Radio Board shall consist of five seven members serving a three-year term. Page 1 of 5 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 17 of 29  B. Officers of the Board shall be Chairperson, Secretary and Treasurer. Officers will serve a twothree- year term. C. Officers shall be elected by the majority of the Board members at the regular meeting in June of each year. or as soon thereafter as feasible. A quorum must be present to elect Board Officers. D. If an officer position is vacated prior to the end of the term. the Board shall elect an interim officer to serve until the regularly scheduled election. E. In the absence of the Chairperson. the Secretary shall conduct meetings. If the Secretary or Treasurer is absent a Pro Tem shall be elected informally by the members present for that meeting. F. The Chairperson shall preside at all Board meetings and have the powers generally assigned such office in conducting meetings. G. It shall be the Chairperson's duty to see that the transaction of Board business be in accord with these bylaws. H. The Board, by simple majority vote of those present may create special Ad Hoc committees and assign one and no more than two voting Board Members. I. If a Board member has more than three total unapproved absences from regularly scheduled meetings in a calendar year, the Board Chairperson shall inform the Mayor, or designee to have a formalized letter sent by the City on behalf of the Radio Board to the absentee member. At which time the announcement of the vacant position will be made at the following City Council Meeting.work with City Officials to determine further action. J. A quorum is a simple majority of the voting members of the Radio Board. ARTICLE IV. - MEETINGS A. The Radio Board shall determine a regular meeting time (time, place and frequency) as necessary for its meetings. B. All meetings of the Board shall be open to the public. C. Executive sessions of the Radio Board may be held only with prior City Council approval and in accord with the requirements imposed by RCW 42.30.110 and 42.30.140. D. To conduct official Radio Board business, a quorum must be present. If no quorum exists, no official action can be taken. E. All meetings of the Radio Board shall be governed by these bylaws. Where the bylaws do not state otherwise, the parliamentary rules and procedures contained in the current edition of Robert's Rules of Order shall apply. Page 2 of 5 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 18 of 29  F. To the extent it does not violate public notice requirements; the printed agenda of a regular meeting may be modified, supplemented and revised at the beginning of a meeting by the affirmative vote of the majority of Board Members present G. The Radio Board may devote a portion of a meeting to an informal study session during which no comments from the public will be permitted, unless the Chairperson or a majority, on a case by case basis, decides otherwise. H. The Radio Board shall hear no new agenda items beyond 3 hours from the start of the meeting unless a majority of the Board members present should decide otherwise. I. The Radio Board Secretary or designee will be responsible for the written recording of all Radio Board meetings. All minutes will be forwarded to the Ocean Shores City Clerk and be made part of the permanent record. J. The Radio Board Treasurer or designee will be responsible for directing vendors or donators to send payments to the City of Ocean Shores with a notation describing purpose of payment. The City will be responsible for the funds received as consistent with City financial auditing and accountability standards required by statute. ARTICLE V. CONFLICT OF INTEREST AND APPEARANCE OF FAIRNESS In order to assure their independence and impartiality on behalf of the public good, voting Radio Board Members shall not use their official positions to influence government decisions in which they have a financial interest or where they have an organizational responsibility or a personal relationship that would present a conflict of interest under applicable State law. In accordance with the law, Councilmembers shall file written disclosures of their economic interest through the filing of a Public Disclosure Commission Form F-1, “Personal Financial Affairs Statement” and if they have a conflict of interest regarding a particular decision, refrain from participating in that decision unless otherwise permitted by law. Voting Radio Board Members shall be advised, as part of the application process, that they will be required to file the applicable statement within ten (10) days of appointment. ARTICLE VI. AGENDA A. The preparation of the agenda will be the duty of the Board Secretary and he or she will coordinate the preparation with the Chairperson. B. The agenda may be divided into sections and continue until subsequent meetings when it is apparent one meeting will not be sufficient to complete scheduled business. C. Rough draft copy of agenda will be provided to city clerk and his/her designee 7 days prior to date of meeting. Agenda will be formatted to specification by said city clerk and his/her designee and posted at the following location no less than 24 hours prior to meeting. • City of Ocean Shores-File Pro • City of Ocean Shores Post Office Page 3 of 5 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 19 of 29  • City of Ocean Shores Library • City of Ocean Shores City Hall • City of Ocean Shores Police Department D. Email receipt of agenda will be provided to Board Members with along with a link to current agenda. E. The Agenda will indicate whether the Board intends to take formal action on a matter. F. The Board may conduct special planning sessions and public hearings and shall give public notice. as required. G. The Board may continue a public hearing to a future date only for the purpose of accepting new written or oral testimony solely from anyone who had signed up to speak on the original hearing date but did not have the opportunity to testify. A continued public hearing does not require a new public notice. H. The Agenda shall be approved at the beginning of each meeting. ARTICLE VII. STUDY SESSIONS A. Some of the Board's work will be conducted at informal study sessions. The Board shall consider information and recommendations from staff and ex officio members but shall not take comments from the public during study sessions unless the Chairperson or a majority. on a case by case basis decides otherwise. B. No action shall be considered by the Board at the study sessions. C. Members of the public attending study sessions may speak only if acknowledged beforehand by the Chairperson. ARTICLE VII.I. PUBLIC COMMENT A. Public Hearings may be held in addition to regular meetings. Public Hearings and notices shall be held and issued in conformance with the City of Ocean Shores Municipal Code and applicable statutes of the State of Washington. B. Each speaker during a Public Hearing is limited to three minutes speaking time. If a speaker is representing an organization, that speaker may be granted up to five (5) minutes speaking time. at the Board's sole option. C. Anyone wishing to speak at a Public Hearing should be signed in on the sheet provided at the entrance to the hearing. D. If audience dialogue or an individual speaker or speakers become disruptive, the Chairperson may recess the meeting or request that the meeting be adjourned. E. To communicate with the Board on a matter not scheduled for public hearing, the public may write a letter and/or speak during the portion of each regular meeting entitled 'Public Comments'. Page 4 of 5 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 20 of 29  ARTICLE IX. AMENDING BYLAWS A. The Radio Board may amend these bylaws at any regularly scheduled meeting. B. The Ocean Shores City Council must approve all amendments. THIS AMENDMENT IS HEREIN APPROVED by the City Council of the City of Ocean Shores, Washington, at a regular open public meeting on this ____ day of ________ 2020. SIGNED: ATTEST: Crystal L. Dingler, Mayor Sara D. Logan, City Clerk Page 5 of 5 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 21 of 29 Page 22 of 29  OCEAN SHORES RADIO BOARD BYLAWS INTRODUCTION The task of the Ocean Shores Radio Board {hereafter referred to as the "Radio Board" or ''the Board·) is to provide assistance in operating KOSW-LPFM the radio station licensed to the City of Ocean Shores, providing public service information, entertainment and educational opportunities to Ocean Shores' citizens and visitors. ARTICLE 1- RESPONSIBILITY The Board shall carry out responsibilities designated by ordinance and other duties assigned by the City Council. The members of the Radio Board accept the responsibility of the office and declare their intention via approved application, to execute the duties under federal, state and municipal laws and regulations to the best of their ability. ARTICLE II - DUTIES A. The Radio Board shall submit to the City each year, on or before August 1. A statement of current financial condition to include an estimated budget for the following calendar year. This report may include recommendations for service and facility development as well as requests for inclusion in the City of Ocean Shores biennium budget. B. The Board shall appoint (a) Station Manager{s), who shall report to the Board, and be responsible for the day-to-day operations of the Radio Station. Such appointments shall be approved with a majority vote of the Board. Appointees will serve a renewable one-year term, commencing January 1 of each year. The Board will consider all candidates who may be nominated by others or self- nominated. Current station manager positions are: Station Manager/Programming and Station Manager, Operations. C. The Station Manager(s) job performance will be reviewed at approximately 90 days from appointment and thereafter as deemed necessary by the Board. D. If the Station Manager(s) position is vacated, either voluntarily or by Board majority, prior to the end of the term the Board will appoint interim management to serve until the regularly scheduled selection. E. The Station Manager(s) is a non-voting, ex officio member of the Board. A Board member appointed as interim Station Manager may continue their Board position until the Station Manager selection. F. The Radio Board shall set and approve all station policy for implementation by the Station Manager(s). ARTICLE 111- ORGANIZATION OF THE RADIO BOARD A. The Radio Board shall consist of seven members serving a three-year term. Page 1 of 5 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 23 of 29  B. Officers of the Board shall be Chairperson, Secretary and Treasurer. Officers will serve a three-year term. C. Officers shall be elected by the majority of the Board members at the regular meeting in June of each year. or as soon thereafter as feasible. A quorum must be present to elect Board Officers. D. If an officer position is vacated prior to the end of the term. the Board shall elect an interim officer to serve until the regularly scheduled election. E. In the absence of the Chairperson. the Secretary shall conduct meetings. If the Secretary or Treasurer is absent a Pro Tem shall be elected informally by the members present for that meeting. F. The Chairperson shall preside at all Board meetings and have the powers generally assigned such office in conducting meetings. G. It shall be the Chairperson's duty to see that the transaction of Board business be in accord with these bylaws. H. The Board, by simple majority vote of those present may create Ad Hoc committees and assign one and no more than two voting Board Members. I. If a Board member has more than three total unapproved absences from regularly scheduled meetings in a calendar year, the Board Chairperson shall work with City Officials to determine further action. J. A quorum is a simple majority of the voting members of the Radio Board. ARTICLE IV. - MEETINGS A. The Radio Board shall determine a regular meeting time (time, place and frequency) as necessary for its meetings. B. All meetings of the Board shall be open to the public. C. Executive sessions of the Radio Board may be held only with prior City Council approval and in accord with the requirements imposed by RCW 42.30.110 and 42.30.140. D. To conduct official Radio Board business, a quorum must be present. If no quorum exists, no official action can be taken. E. All meetings of the Radio Board shall be governed by these bylaws. Where the bylaws do not state otherwise, the parliamentary rules and procedures contained in the current edition of Robert's Rules of Order shall apply. Page 2 of 5 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 24 of 29  F. To the extent it does not violate public notice requirements; the printed agenda of a regular meeting may be modified, supplemented and revised at the beginning of a meeting by the affirmative vote of the majority of Board Members present G. The Radio Board may devote a portion of a meeting to an informal study session during which no comments from the public will be permitted, unless the Chairperson or a majority, on a case by case basis, decides otherwise. H. The Radio Board shall hear no new agenda items beyond 3 hours from the start of the meeting unless a majority of the Board members present should decide otherwise. I. The Radio Board Secretary or designee will be responsible for the written recording of all Radio Board meetings. All minutes will be forwarded to the Ocean Shores City Clerk and be made part of the permanent record. J. The Radio Board Treasurer or designee will be responsible for directing vendors or donators to send payments to the City of Ocean Shores with a notation describing purpose of payment. The City will be responsible for the funds received as consistent with City financial auditing and accountability standards required by statute. ARTICLE V. CONFLICT OF INTEREST AND APPEARANCE OF FAIRNESS In order to assure their independence and impartiality on behalf of the public good, voting Radio Board Members shall not use their official positions to influence government decisions in which they have a financial interest or where they have an organizational responsibility or a personal relationship that would present a conflict of interest under applicable State law. In accordance with the law, Councilmembers shall file written disclosures of their economic interest through the filing of a Public Disclosure Commission Form F-1, “Personal Financial Affairs Statement” and if they have a conflict of interest regarding a particular decision, refrain from participating in that decision unless otherwise permitted by law. Voting Radio Board Members shall be advised, as part of the application process, that they will be required to file the applicable statement within ten (10) days of appointment. ARTICLE VI. AGENDA A. The preparation of the agenda will be the duty of the Board Secretary and he or she will coordinate the preparation with the Chairperson. B. The agenda may be divided into sections and continue until subsequent meetings when it is apparent one meeting will not be sufficient to complete scheduled business. C. Rough draft copy of agenda will be provided to city clerk and his/her designee 7 days prior to date of meeting. Agenda will be formatted to specification by said city clerk and his/her designee and posted at the following location no less than 24 hours prior to meeting. • City of Ocean Shores-File Pro • City of Ocean Shores Post Office Page 3 of 5 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 25 of 29  • City of Ocean Shores Library • City of Ocean Shores City Hall • City of Ocean Shores Police Department D. Email receipt of agenda will be provided to Board Members with along with a link to current agenda. E. The Agenda will indicate whether the Board intends to take formal action on a matter. F. The Board may conduct special planning sessions and public hearings and shall give public notice. as required. G. The Board may continue a public hearing to a future date only for the purpose of accepting new written or oral testimony solely from anyone who had signed up to speak on the original hearing date but did not have the opportunity to testify. A continued public hearing does not require a new public notice. H. The Agenda shall be approved at the beginning of each meeting. ARTICLE VII. STUDY SESSIONS A. Some of the Board's work will be conducted at informal study sessions. The Board shall consider information and recommendations from staff and ex officio members but shall not take comments from the public during study sessions unless the Chairperson or a majority. on a case by case basis decides otherwise. B. No action shall be considered by the Board at the study sessions. C. Members of the public attending study sessions may speak only if acknowledged beforehand by the Chairperson. ARTICLE VII.I. PUBLIC COMMENT A. Public Hearings may be held in addition to regular meetings. Public Hearings and notices shall be held and issued in conformance with the City of Ocean Shores Municipal Code and applicable statutes of the State of Washington. B. Each speaker during a Public Hearing is limited to three minutes speaking time. If a speaker is representing an organization, that speaker may be granted up to five (5) minutes speaking time. at the Board's sole option. C. Anyone wishing to speak at a Public Hearing should be signed in on the sheet provided at the entrance to the hearing. D. If audience dialogue or an individual speaker or speakers become disruptive, the Chairperson may recess the meeting or request that the meeting be adjourned. E. To communicate with the Board on a matter not scheduled for public hearing, the public may write a Page 4 of 5 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 26 of 29  letter and/or speak during the portion of each regular meeting entitled 'Public Comments'. ARTICLE IX. AMENDING BYLAWS A. The Radio Board may amend these bylaws at any regularly scheduled meeting. B. The Ocean Shores City Council must approve all amendments. THIS AMENDMENT IS HEREIN APPROVED by the City Council of the City of Ocean Shores, Washington, at a regular open public meeting on this ____ day of ________ 2020. SIGNED: ATTEST: Crystal L. Dingler, Mayor Sara D. Logan, City Clerk Page 5 of 5 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 27 of 29 Page 28 of 29  Financial Report for Months of October 2020 KOSW Board Meeting of 11/24/2020 Acct Beginning Ending BoP Checking $2644.35 $3186.35 VISA -$564.61 -$396.99 PayPal $147.00 $147.00 Petty Cash $280.05 $1.69 Income $845.00 Reimbursements $0.00 Expense $413.74 Transfers $0.00 Current Unofficial Account Balances as of 11/19/2020 BOP Checking $3653.35 VISA ($501.53) PayPal $147.00 Petty Cash $164.95 7. Designee Treasures Report Presented by: Designee Treasurer, Trey Smit... Page 29 of 29