Radio Board Regular Meeting

Agenda City of Ocean Shores Radio Board Regular Meeting Join Zoom Meeting Online Click Zoom Link Here Join Zoom Meeting by Phone Phone Number: 1.253.215.8782 US Meeting ID: 882 9210 7518 Passcode: 466414 Listen To Recorded Meetings Remote Access Only Via Zoom Ocean Shores Elks Lodge, Tuesday Community Room January 26, 2021 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. Approval of minutes for the Regular City of Ocean Shores Radio Board Meeting on November 24, 2020. Public Communication - 3 Minutes The Radio Board is accepting written Public Comments, to be submitted by email no later than 9:00 AM January 26, 2021 to the City Clerk, Sara Logan Reports 2. Chair's Report • Presented by: Board Chair, Marty Hadfield. Page 1 of 19 Page 5-7 3. Designee Treasures Report • Presented by: Designee Treasurer, Trey Smith. 4. Station Report • Presented by: KOSW Station Manager, Trey Smith and Carl Larson 5. Technology Report • Presented by: Board Chair, Marty Hadfield. Old Business 9 - 19 6. Radio Board Bylaws Review • Presented by: Radio Board Member, Jacqui Austin and City Clerk, Sara D. Logan. • Public Comment New Business 7. Station Manager Nominee Appointment • Presented by: Radio Board Chair, Marty Hadfield Future Agenda Items Discussion 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 19  Radio Board Meeting Minutes ZOOM November 24, 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, Darrel Prowse • Approval of Minutes: Jacqui suggests amendment to the minutes to read Line item on Cities KOSW Budget. A motion was made by Jacqui to approve the minutes from 11/24/2020 minutes second by Rosanna . motion carried. • Approval of the October 27, 2020 Agenda: Jacqui made a motion for an amendment to the agenda to allow public comment before a vote on the by-laws. Second by Marty. Carried. Marty moved to delay the treasures report Jacqui second carries. Marty amended to add Butch as station manager seconded by Jacqui, carried. Marty moved to amend the agenda Public Notice at the end of the agenda to eliminate the 2nd and 3rd bullet points second by Jacqui, Carried. Mike made a motion to approve the agenda as amended Jacqui seconds, carried. • Public comment: Don Williams voices approval of down loaded files. • Chair’s report: Marty Hadfield. Marty felt the presentation about the tower to the city council was well received. • Treasures Report: November 2020: BOP checking : $3653.35 VISA -$501.53 PayPal 147.00 Petty cash $164.95 • Station Managers Report: Butch Larson Trey Smith: Butch Larson: Covid protocols are being followed to keep volunteer safe. Butch is waiting for the budget so we can build a storage shed and free up space in the production area for social distancing. Christmas music starting in December. • Technology report: The auxiliary computer has been hooked up to access Zoom and other internet features. • Old business: Jacqui made a motion the defer action on the treasure position, seconded by Mike. Carried. • Tabled business: • New business: By-laws review presented by Jacqui and Sara. Well presented. This is a first draft of the revisions. There was some discussion and small changes mostly about verbiage. For further info please go to the city website and listen to the presentation and discussion. Suggestions for changes were noted by Jacqui and Sara and will be presented to the board at the next meeting. Public comments Don Williams wondered who will be posting the meeting notices. Don had comments on station finances that will require some research. Suggested KOSW become a city department. Concerns addressed by Sara. • Mike made a motion to adjourn seconded by Jacqui carried 1. Approval of minutes for the Regular City of Ocean Shores Radio Board ... Page 3 of 19  • Meeting adjourned at 12:05 PM Respectfully submitted by Mike Preston KOSW Radio Board Secretary. 1. Approval of minutes for the Regular City of Ocean Shores Radio Board ... Page 4 of 19  01/21/21 #1 Income and Expenses This Year (Customized) 01/01/20 through 12/31/20 All currencies converted to US Dollar Account Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total Income City Broadcast Fees 0.00 200.00 0.00 0.00 400.00 0.00 600.00 300.00 0.00 400.00 200.00 300.00 2,400.00 City Reimbursement for Budgeted Items 0.00 343.19 0.00 0.00 118.82 0.00 0.00 0.00 0.00 0.00 0.00 0.00 462.01 Food & Beverage Fund 8.00 7.00 5.00 0.00 3.00 0.00 13.00 0.00 11.00 0.00 0.00 9.00 56.00 General Donations 0.00 0.00 0.00 0.00 0.00 0.00 0.00 75.00 0.00 0.00 0.00 125.00 200.00 Sales 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Hat Sales 0.00 22.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 22.00 Total 0.00 22.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 22.00 Underwriting 1,385.00 675.00 91.30 0.00 0.00 200.00 0.00 0.00 0.00 445.00 759.60 470.00 4,025.90 Sports Underwriting 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 90.00 0.00 90.00 Total 1,385.00 675.00 91.30 0.00 0.00 200.00 0.00 0.00 0.00 445.00 849.60 470.00 4,115.90 Total Income 1,393.00 1,247.19 96.30 0.00 521.82 200.00 613.00 375.00 11.00 845.00 1,049.60 904.00 7,255.91 Expense Bank Fees 3.00 3.00 3.00 6.15 3.00 3.00 3.00 3.00 3.00 3.00 3.00 0.00 36.15 Annual Fee 0.00 0.00 0.00 0.00 30.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 30.00 Total 3.00 3.00 3.00 6.15 33.00 3.00 3.00 3.00 3.00 3.00 3.00 0.00 66.15 Broadcast Equipment 314.85 0.00 17.98 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 332.83 Computer-Related 0.00 10.10 0.00 0.00 0.00 0.00 0.00 0.00 0.00 83.55 0.00 97.98 191.63 Printing Supplies 67.99 0.00 0.00 0.00 0.00 67.99 0.00 0.00 0.00 0.00 0.00 67.99 203.97 Total 67.99 10.10 0.00 0.00 0.00 67.99 0.00 0.00 0.00 83.55 0.00 165.97 395.60 Credit Card Fees 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 4.48 11.53 16.01 Donations Made 0.00 0.00 2.21 0.00 0.65 0.20 0.00 0.00 0.00 2.20 0.46 0.18 5.90 Events 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Event Food & Beverage 13.05 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 13.05 Total 13.05 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 13.05 Facilities Maintenance 0.00 200.18 551.36 0.00 52.97 19.98 0.00 0.00 128.99 78.70 5.99 0.00 1,038.17 Cleaning 80.00 80.00 60.00 40.00 40.00 80.00 80.00 80.00 60.00 80.00 60.00 40.00 780.00 Total 80.00 280.18 611.36 40.00 92.97 99.98 80.00 80.00 188.99 158.70 65.99 40.00 1,818.17 Finance Charge 0.00 0.00 0.00 0.00 4.78 6.09 8.01 2.29 2.78 4.72 0.00 0.00 28.67 Food & Beverage 68.80 46.24 69.95 13.96 71.23 21.46 32.17 13.96 4.50 16.99 31.23 4.50 394.99 Utensils 0.00 0.00 1.45 0.00 0.00 0.00 0.00 0.00 0.00 3.00 0.00 0.00 4.45 Total 68.80 46.24 71.40 13.96 71.23 21.46 32.17 13.96 4.50 19.99 31.23 4.50 399.44 Fundraising Expenses 0.00 0.00 0.00 0.00 0.00 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 0.00 0.00 0.00 0.00 0.00 T-Shirts 0.00 30.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 30.00 Total 0.00 30.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 30.00 Housekeeping Supplies 7.27 12.83 12.19 12.16 4.87 5.45 4.37 0.00 0.00 4.75 4.37 30.95 99.21 Miscellaneous 0.00 620.50 40.99 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 661.49 Music 43.51 48.32 10.55 9.99 0.00 0.00 5.16 2.82 9.81 0.00 0.00 0.00 130.16 Office Supplies 0.00 8.00 5.49 4.99 2.99 15.99 0.00 0.00 0.00 0.00 0.00 13.98 51.44 Public Relations 0.00 0.00 368.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 368.00 Reimbursements 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 75.00 0.00 0.00 0.00 75.00 Roaming Wifi 60.00 0.00 60.00 0.00 60.00 0.00 0.00 0.00 60.00 0.00 0.00 0.00 240.00 Sales Tax 38.35 25.70 93.99 1.56 4.35 9.94 0.67 0.00 11.74 9.17 0.95 19.16 215.58 Smartphone Plan 44.55 44.55 44.55 44.59 44.59 44.59 44.59 44.55 44.55 44.59 0.00 0.00 445.70 Subscriptions 8.95 8.95 23.11 32.07 23.12 23.12 23.12 23.12 23.12 23.12 23.12 23.12 258.04 Travel 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 3. Designee Treasures Report Presented by: Designee Treasurer, Trey Smit... Page 5 of 19  01/21/21 #2 Travel 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Sports Travel 0.00 25.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 25.00 Total 0.00 25.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 25.00 US Post Office 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 PO Box Fee 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 92.00 92.00 Total 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 92.00 92.00 Web-Related 144.00 9.14 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 153.14 Streaming Fees 119.98 119.98 119.98 59.99 59.99 59.99 59.99 59.99 59.99 59.99 59.99 59.99 899.85 Website 50.87 0.00 587.88 0.00 0.00 0.00 0.00 0.00 0.00 0.00 17.16 0.00 655.91 Total 314.85 129.12 707.86 59.99 59.99 59.99 59.99 59.99 59.99 59.99 77.15 59.99 1,708.90 Total Expense 1,065.17 1,292.49 2,072.68 225.46 402.54 357.80 261.08 229.73 483.48 413.78 210.75 461.38 7,476.34 Grand Total 327.83 -45.30 -1,976.38 -225.46 119.28 -157.80 351.92 145.27 -472.48 431.22 838.85 442.62 -220.43 3. Designee Treasures Report Presented by: Designee Treasurer, Trey Smit... Page 6 of 19  Financial Report for Months of November 2020 KOSW Board Meeting of Acct Beginning Ending BoP Checking $3186.35 $3681.65 VISA -$396.99 -$151.78 PayPal $147.00 $147.00 Petty Cash $1.69 $99.99 Income $1049.60 Reimbursements $0.00 Expense $210.75 Transfers $200.00 Current Unofficial Account Balances as of 12/25/2020 BOP Checking $3935.26 VISA ($76.35) PayPal $147.00 Petty Cash $161.63 3. Designee Treasures Report Presented by: Designee Treasurer, Trey Smit... Page 7 of 19 Page 8 of 19  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). G. The Radio will review the Board Bylaws each year on July 1. Page 1 of 5 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 9 of 19  ARTICLE 111- ORGANIZATION OF THE RADIO BOARD A. The Radio Board shall consist of five voting members serving a three-year term and two ex officio members serving a term of one-year. B. Officers of the Board shall be Chairperson and Secretary. 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 Page 2 of 5 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 10 of 19  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 Station Manager 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. The City Clerk or their designee will present a monthly financial report to the Board. ARTICLE V. CONFLICT OF INTEREST AND APPEARANCE 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 and/or voting with respect to the matter in question to avoid any possible conflict 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 that person 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. A rough draft copy of agenda will be provided to city clerk or their designee 7 days prior to date of meeting. The agenda will be formatted to specification by said city clerk or their 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 • City of Ocean Shores Library Page 3 of 5 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 11 of 19  • City of Ocean Shores City Hall • City of Ocean Shores Police Department D. Email transmission of the agenda will be provided to Board Members 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 comment and shall give public notice as required. G. The Board may continue a special planning session to a future date only for the purpose of accepting new written or public comment solely from anyone who had signed up to speak on the original hearing date but did not have the opportunity to submit public comment. A continued special planning session 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 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 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 three (3) minutes speaking time. at the Board's sole option. C. Anyone wishing to speak at a Public Hearing should indicate their interest in speaking at the beginning of the Public 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 12 of 19  letter and/or speak during the portion of each regular meeting entitled 'Public Comment'. ARTICLE IX. AMENDING BYLAWS A. The Radio Board may amend these bylaws at any regularly scheduled meeting. The Board may vote on specific changes. B. The Ocean Shores City Council must present with changes and 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 13 of 19 Page 14 of 19  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). Formatted: Character scale: 100% Formatted: Font: (Default) Times New Roman, 12 pt F.G. The Radio will review the Board Bylaws each year on July 1. Formatted: Indent: Left: 0.38", First line: 0.4", No bullets or numbering ARTICLE 111- ORGANIZATION OF THE RADIO BOARD Page 1 of 5 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 15 of 19  A. The Radio Board shall consist of five voting seven members serving a three-year term and two ex officio members serving a term of one-year. B. Officers of the Board shall be Chairperson, Secretary and Treasurer and Secretary. 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 Page 2 of 5 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 16 of 19  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 TreasurerStation Manager 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. The City Clerk or their designee will present a monthly financial report to the Board. ARTICLE V. CONFLICT OF INTEREST AND APPEARANCE OF FAIRNESS Any member of the Radio Board who in his or her opinion has an interest in any Formatted: Font: (Default) Times New Roman 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 and/or voting with respect to the matter in question 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 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 that person will coordinate the preparation with the Chairperson. Page 3 of 5 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 17 of 19  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. A rRough draft copy of agenda will be provided to city clerk and his/heror their designee 7 days prior to Formatted: Font: (Default) Times New Roman, 12 pt date of meeting. The aAgenda will be formatted to specification by said city clerk and his/heror their Formatted: Font: (Default) Times New Roman, 12 pt designee and posted at the following location no less than 24 hours prior to meeting. Formatted: Font: (Default) Times New Roman, 12 pt • City of Ocean Shores-File Pro • City of Ocean Shores Post Office Formatted: Font: (Default) Times New Roman, 12 pt • City of Ocean Shores Library Formatted: Font: (Default) Times New Roman • City of Ocean Shores City Hall • City of Ocean Shores Police Department D. Email receipt transmission of the agenda will be provided to Board Members with along with a link to Formatted: Font: (Default) Times New Roman current agenda. Formatted: Font: (Default) Times New Roman 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 hearingspublic comment and shall give public notice . as required. G. The Board may continue a public hearingspecial planning tosession to a future date only for the purpose of accepting new written or oral testimonypublic comment solely from anyone who had signed up to speak on the original hearing date but did not have the opportunity to testifysubmit public comment. A continued public hearingspecial planning doessession 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. onmajority 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 Page 4 of 5 6. Radio Board Bylaws Review Presented by: Radio Board Member, Jacqui Au... Page 18 of 19  representing an organization, that speaker may be granted up to five three (35) 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.indicate their interest in speaking at the beginning of the Public 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'. ARTICLE IX. AMENDING BYLAWS A. The Radio Board may amend these bylaws at any regularly scheduled meeting. The Board may vote on specific changes. B. The Ocean Shores City Council must presented with changes and 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 19 of 19