POLICY COMPENDIUM

Last Updated March 2016 PREAMBLE

Policies provide the backbone for any organization. They make up the framework through which just and equitable decisions can be made, operational guidance provided and healthy growth achieved. The material in this compendium was gathered together from the 1990 Policy Manual compiled by Peter Royce and a 1998 update to this document put together by Karen Sawatsky. More recent policy material has been taken from the station’s Policy Binder, from Staff Reports and from the minutes of the Board and its Committees since 1998. Wherever possible, the date and source of policies have been cited. The compendium contains an appendix of draft policies that have not yet been approved by the station’s Board of Directors. Another appendix lists policies that are not currently in force and need to be amended or deleted. The Sponsorships policy on page 29 is a year overdue for review by the Board. The programmer policies on pages 17-28 are currently being reviewed by the Programming Committee; amendments to these should to be submitted to the Board in March, 2006. Thanks to Allan Jensen, Mary Woo Sims and Robin McNabb for their critical input toward the final draft of this compendium. As ever, this document is a record of policies that have been implemented and reworked throughout 30 years of Co-op Radio’s history, but it is also subject to change, development and improvement as the station moves forward.

Kristiana Clemens November 15, 2005

INTRODUCTION TO THE 1990 VERSION:

There have been many attempts to compile all Co-op Radio’s policy decisions made over the years, so that we can all share a similar set of operating guidelines for our day to day activities at the station. At various times during the past fifteen years, documents have been produced which offer guidelines, structure and a sense of station goals. I have left in many of the older decisions to give a sense of the evolution of current policies. Government of the station has taken a number of forms. In the early days there was the “Workers’ Council.” This body had representatives from various programs and areas of activity. The Council was replaced by a “Workers’ Forum,” more like a general assembly of people involved in the station. During these years the Board of Directors existed for legal purposes, but was not active in running the station. This changed in late 1980, when the Board “took a more active role” in the station’s affairs. The Board of Directors has since remained responsible for planning and policy, in consultation with paid workers at the station. …So, this is to let you know what’s gone on before, and is now. You get to create the station to be reflected in the next policy compilation

Peter Royce November 15, 1990

1. ADMINISTRATIVE STRUCTURES

1.1 BOARD STRUCTURE AND ROLE The structure and composition of the Board of Directors is detailed in the station’s rules and by-laws. Board responsibilities are as follows: ° Produce and update job descriptions for staff ° Ensure new staff members are evaluated according to policy and collective agreement ° Deal with contract negotiations and union business ° Oversee and supervise the functioning of Committees ° Steward the financial well-being of the station ° Update, develop and create policies necessary to fulfilling Co-op Radio’s mandate. ° Hold regularly scheduled monthly meetings. ° Keep and maintain a public record of minutes of all Board meetings

1.1.1 The Staff shall keep, update and make available to all programmers the Policy Compendium. Board of Directors: Oct. 9, 2012

1.1.2 The Board of Directors should have an active role in long-term planning and policy making at the station. The Board is responsible for formulating long-term plans to ensure the financial security of the station and to ensure its growth and well-being. The Board is responsible for establishing priorities at the station and for drawing up budgets that reflect those priorities. The Board of Directors is responsible for making major policy decisions and for providing general direction to staff members. Workers’ Forum, Nov.10, 1980

1. ADMINISTRATIVE STRUCTURES

1.2 STAFF STRUCTURE AND ROLES The staff’s Collective Agreement, negotiated between CAW and the Board, governs policies related to paid workers at Co-op Radio. All paid workers at the station shall sign on to the Collective Agreement unless alternate arrangements are made between the Board, the staff and the union.

Staff at Co-op Radio is currently comprised of a Financial Administrator, Membership and Outreach Co-ordinator, Program Co-ordinator and Technician. Staff responsibilities are as follows: ° Manage day-to-day operations at the station ° Implement plans and decisions of the Board and its Committees ° Submit monthly written reports to keep the Board informed of matters affecting operations in their areas of responsibility Staff members have additional responsibilities outlined in each staff member’s Job Description.

1.2.1 The Program Co-ordinator is responsible for informing programmers about station policies. Workers’ Forum: July 8, 1980

1.2.2 One staff representative should attend each Board meeting to keep Board members informed of station operations and to bring forward matters requiring the attention of the Board. The staff representative will have a voice, but no vote at Board meetings. Board of Directors: Oct. 9, 2012

1.2.3 Each staff member should spend at least 10 percent of his or her paid work time on activities directly related to fundraising for the station. Board of Directors: Jun.17, 2003

1. ADMINISTRATIVE STRUCTURES

1.3 COMMITTEE STRUCTURES AND ROLES The Rules of the Association state: “55. The directors may delegate any of their powers to committees consisting of such member or members as they think fit. All committee meetings shall be open to the membership of the Association. The directors may create such committees of the memberships as they think fit.”

Committees are an important way for the membership, at large, to participate in governance and decision-making at the station. This function builds the capacity of the membership and ensures that decisions consider a greater diversity of options.

When a committee is struck by the Board, it shall consist of, where possible, at least one board member and one staff member. Other members can be drawn from among the station’s volunteer members. If and when the station’s committees fail to convene, the Board shall see that necessary decisions are made and actions taken.

Standing committees exist to make decisions regarding consistent areas of the station. Current standing committees include Finance, Programming and Human Resources. In the past, the station has had standing committees in the following areas: Membership and Outreach, Technical, Training, Fundraising, Volunteers.

Ad hoc committees exist to make decisions regarding short-term projects or issues that have an end date. The following ad hoc committees have been formed as needed: Hiring, Probation, Security, Move, Public Affairs, Health and Safety, Special Events.

All committees must report their activities to the Board. This can be done via a staff or board member who sits on the committee.

Working groups are formed by staff as a means of realizing on-going or short-term tasks. A working group may be called a committee but does not hold decision-making authority and need not report its activities to the Board. Working groups include: Music Department, Production, Cleaning. Board of Directors: Oct. 9, 2012

2. ADMINISTRATIVE OPERATIONS

2.1 BOARD OF DIRECTORS

2.1.1 DECISION-MAKING Most decisions of the Board will be made at regularly scheduled monthly meetings. The Board will not make major decisions via email or phone unless: ° At least two Board members agree that the decision is sufficiently urgent to be made before the next regularly scheduled meeting ° All Board members (excluding those who are out of town) are contacted about the decision by email or phone ° The decision gets unanimous approval Lack of response to an email or phone message does not count as a vote. A major decision is one that concerns an amount of money greater than $1000 or is in any way irrevocable. Board of Directors: Nov. 6, 2002

2.1.2 BOARD CORRESPONDENCE The President of the Board will be assigned the role of Board Liaison and will be responsible for all correspondence received from members to the Board.

Correspondence for the Board can also be given to any staff member, who shall pass it along to the Board Liaison. Board of Directors: Oct. 9, 2012

2.1.3 USE OF LETTERHEAD Co-op Radio’s letterhead will only be used for correspondence that is authorized by Co-op Radio Staff or Board.

In order to ensure that Co-op Radio’s letterhead is not used for unauthorized matters, blank letterhead will never be given out, including to individual Board members. Authorized correspondence may be prepared on letterhead by Staff who will send out the document as a PDF. The electronic document should be kept on file at Co-op Radio. Board of Directors: Oct. 8, 2013

2.1.4 PARTICIPATION IN BOARD MEETINGS The Board invites all volunteer members to raise matters of concern to it, its Committees and staff members. The Board does not recognize “official spokespeople” when they operate to the exclusion of others’ rights to communicate with the Board, its Committees, staff members and vice versa. Board of Directors: Jan. 6, 1987

2.1.5 Board meetings are open to all Co-op Radio members. Non-members may attend at the discretion of the Board. Board of Directors: Feb. 9, 1989

2.1.6 Presentations by guests at Board meetings may be limited to 10 minutes’ length at the discretion of the Board. Board of Directors: Jan. 21, 1999

2. ADMINISTRATIVE OPERATIONS

2.1.7 A member wishing to present to the Board may do so through the Board Liaison or a staff member. Application to speak at a meeting must be received in writing at least seven days prior to the meeting and must contain a general outline of the topic to be presented. Board of Directors: Oct. 9, 2013

2.1.8 GUESTS AT MEETINGS The Rules of Co-op Radio state that “all committee meetings shall be open to the membership of the Association” (s. 54). For the purposes of this policy, a “guest” refers to a member in good standing wishing to observe a Board or committee-of-the-Board meeting and who has not been specifically invited to that meeting.

Guests are welcome to meetings in good faith and with the understanding that members have a common goal of working towards the successful functioning of our co-operative. The only part of a Board or committee meeting that is public is the approved minutes. The Board holds the responsibility to determine what is published by the organization and to ensure that the Board and committees are able to do the work of governing the station.

As such, the following policies are in place to ensure that all governance meetings are respectful for the members of the meeting and that the role of guests is clear to everyone attending: • The discussion during meetings is confidential. Only the approved minutes of a given meeting may be made public. Guests must agree to respect the confidentiality of members and of all discussions arising within the meetings. For example, notes taken during meetings are for private use only and are not for the purposes of disseminating comments made during the meeting. • Guests are welcome to attend meetings as observers. They may not participate in the meeting. • Guests are welcome to present to the meeting only if invited to do so by the committee or Board or if their application to be added to the committee or Board’s agenda is accepted in advance of the meeting. In such cases, presentations by guests may be limited to 10 minutes. • The facilitator may ask a guest to leave at any point in the meeting if their behaviour is deemed disruptive to the functioning of the committee or Board’s work. Any committee or Board member may call for an in camera discussion to discuss the removal of a guest if they feel the guest’s behaviour is disruptive.

All guests wishing to sit in on a meeting will be required to agree to comply with the above policy. Board of Directors: May 10, 2011

2. ADMINISTRATIVE OPERATIONS

2.1.9 REGULATORY REQUIREMENTS As a co-operative organization licensed as a community radio broadcaster, there are several laws that specifically apply to Co-op Radio. These include, but are not limited to, the BC Co-op Act, the Broadcasting Act (including Radio Regulations), the Copyright Act, the Income Tax Act, the Privacy Act, the Canada Labour Code and the Collective Agreement with the CAW.

In order to ensure compliance with all relevant regulatory requirements and guidelines, station staff and Board will adhere to the following practices: • An annual calendar of regulatory deadlines will be compiled and kept up to date • This calendar will be reviewed at every staff collective meeting, every board meeting and may be included in any other committee meetings as deemed necessary. • The reviews will assign responsibility for meeting each deadline to an appropriate staff member, track progress on approaching deadlines, and record when each deadline has been met. If, at the Staff Collective or Board meeting immediately preceding a specific deadline, sufficient progress has not been made on the deadline to satisfy the Staff Collective or Board that the deadline will be met, then an additional staff person will be assigned or co-assigned to ensure the deadline is met. • Failure to meet a deadline will result in discipline of the responsible staff person pursuant to Co-op Radio’s policies, procedures and Collective Agreement. Board of Directors: May 10, 2011

2. ADMINISTRATIVE OPERATIONS

2.2 ‘IN-CAMERA ’ POLICY

2.2.1 Introduction The purpose of this policy is to provide the members of the Vancouver Cooperative Radio and its board of directors with guidelines and expectations concerning how it conducts and accounts for sensitive discussion in regular meetings. This policy limits the use of ‘in-camera’ sessions to discussions that concern confidential property, legal, and labour topics and sets expectations about how the board of directors records these discussions.

Terms ‘In-Camera’ –shall refer to a confidential discussion whose meeting order is procedurally defined by this policy, and whose audience is confined to only the board of directors, and those they seek council from.

Labour –for the purpose of this document shall refer to a scope of discussion specifically regarding human resources of the society and must specifically regard the hiring, performance evaluations, discipline, lay-off, or firing of employees, volunteers, and contractors of the society.

Property –for the purpose of this document shall refer to a scope of discussion specifically regarding the acquisition, purchase, or sale of property by the society.

Legal –for the purpose of this document shall refer to a scope of discussion specifically regarding legal liabilities, and any pending or enduring cases of the society. Board of Directors: Sept 2, 2014

2.2.2 Entering ‘In-Camera’ For a meeting to enter ‘in-camera,’ a director must make a resolution at a regular meeting of the board of directors.

Providing members are in agreement, a vote is not required.

The resolution to go ‘in-camera’ must declare the nature of business in the meeting minutes with at least one of the following characteristics and must conform to these topics:

Property, Legal or Labour

When a resolution to go ‘in-camera’ is presented, all other business shall be put on hold until regular order is restored.

The validity of an ‘in-camera’ session may be challenged in terms of the scope of the discussion only after entering into the ‘in-camera’ session. Board of Directors: Sept 2, 2014

2. ADMINISTRATIVE OPERATIONS

2.2.3 During ‘In-Camera’ Once a meeting has been designated with ‘in-camera’ status, all non-voting attendees may be asked to leave the room.

Motions should not be voted on during ‘in-camera’ sessions except under extraordinary circumstances, but may be written and debated ‘in-camera’ for the purpose of presenting once the regular meeting has been restored. Board of Directors: Sept 2, 2014

2.2.4 Exiting ‘In-Camera’ A resolution is required in order to exit an ‘in-camera’ session.

Provided there are no objections, a vote is not required.

Having exited an ‘in-camera’ session, discussion from the ‘in-camera’ session cannot be raised in debate in the regular meeting. Board of Directors: Sept 2, 2014

2.2.5 Confidentiality Attendees must keep the contents of ‘in-camera’ sessions confidential and may not discuss the information from these meetings outside of the meeting. Board of Directors: Sept 2, 2014

2. ADMINISTRATIVE OPERATIONS

2.3 STAFF HIRING

2.3.1 HIRING COMMITTEE MEMBERSHIP When a staff member who is a member of the bargaining unit must be replaced, for either a temporary leave or a permanent position, a 3-member Hiring Committee shall be struck. All Hiring Committees should be composed of one staff member, one board member, and one volunteer. In keeping with an anti-oppressive, affirmative action framework, committees should strive to have diverse membership, representing a variety of backgrounds.

The Board member will be chosen by the Board as a whole, the staff member will be chosen by the staff collective, the volunteer will be chosen by the Board member and the staff member. The volunteer may be a volunteer at large or may come from the committee that will work with the new staff member.

All committee members must familiarize themselves with the Vancouver Co-operative Radio Hiring Policy. Board of Directors: July 13, 2010

2.3.2 AFFIRMATIVE ACTION Vancouver Co-operative Radio is an affirmative action employer. This means that, in order to increase the range and diversity of perspectives, skills, and experiences presently existing within Vancouver Cooperative Radio, hiring preference shall be given to qualified applicants from groups who face systemic barriers to employment based on gender, class, sexual orientation, age, race, ethnicity, nationality, ability, etc.

To enact the Affirmative Action policy, hiring committees should reflect upon recent hirings and the current staff make-up of Vancouver Co-operative Radio when making decisions. Board of Directors: July 13, 2010

2.3.3 HIRING COMMITTEE RESPONSIBILITIES The Hiring Committee will be responsible for: - posting the position - reviewing resumes - producing a shortlist - interviewing candidates - checking references - making a final decision - informing the selected candidate - informing candidates who were not selected - organizing training for the new staff member Board of Directors: July 13, 2010

2.3.4 HIRING TIMELINE The Hiring Committee shall strive to have as speedy a process as possible. Long processes can reduce the pool of available candidates, especially low-income candidates, as they take other jobs. Job postings shall be posted for at least 10 working days. A decision should be made at least 2 weeks prior to the start date. Board of Directors: July 13, 2010

2. ADMINISTRATIVE OPERATIONS

2.3.5 POSTING Postings should include the following: - application deadline - application requirements, including e-mail address to submit applications (Depending on the position, candidates may be asked to submit additional information about their perspectives on working in a co-operative) - the start date of the job - the rate of pay - union information - job duties - postings should indicate that only those applicants selected for an interview will be contacted. - Vancouver Cooperative Radio 's affirmative action policy, along with the following: "Applicants who wish to be considered for affirmative action should discuss this in their covering letter. Applicants are encouraged to include relevant skills and experiences other than those outlined."

Candidates should be asked to supply references at the interview only.

Candidates will be asked to submit their application by e-mail. The e-mail address used may be a Co-op Radio mailing list (e.g. [email protected]) that has all Hiring Committee members listed as subscribers.

All jobs should be posted in a variety of locations including, but not limited to: - the station - the station’s website and mailing list(s) - the NCRA website and mailing list - the Alliance for Arts and Culture - local resource/community centres/offices catering to immigrants, women, people of colour, queers, low income people, people with disabilities, environmental groups, youth groups, social and environmental justice groups Board of Directors: July 13, 2010

2.3.6 SHORTLISTING CANDIDATES Hiring Committee members are encouraged to use a matrix to help assess which candidates to interview. The matrix includes a list of duties listed on the job posting and a 5-point rating system to determine whether the candidate’s skills are appropriate for those duties. The matrix facilitates the process of deciding whether or not to interview a candidate and allows Hiring Committee members to have concrete evidence for their decisions.

The Hiring Committee will decide, by consensus, how many candidates to shortlist for interviews, which candidates to interview and the timing of interviews.

An effort will be made to keep records of all shortlist and interview candidates along with Hiring Committee notes and evaluation matrices.

2. ADMINISTRATIVE OPERATIONS

2.3.6 SHORTLISTING CANDIDATES (CONT’D)

An internal candidate is a candidate who is a current volunteer at Co-op Radio. In order to acknowledge the special relationship that Co-op Radio has with volunteers who contribute their time to the station, all internal candidates who are not shortlisted will receive acknowledgement (by e-mail, phone or in person) of receipt of their application by a member of the Hiring Committee.

If there are no suitable candidates, the Hiring Committee will re-post the position and consult the Board of Directors and Staff, as necessary. Board of Directors: Nov. 4, 2014

2.3.7 CONFIDENTIALITY The hiring process shall remain confidential. This is especially important at Vancouver Co-operative Radio because committee members may well know some of the applicants. The only information to be given out to board members, applicants or anyone else outside of the Hiring Committee is: - the total number of applicants - the total number of interviews Board of Directors: July 13, 2010

2.3.8 INTERVIEWS Interviews will generally take place at the station. The Hiring Committee will contact candidates and schedule them for interviews.

Interviews should be approximately one hour long with at least a 15 minute break between subsequent interviews.

Prior to the interviews, the Hiring Committee will review the current list of questions for that position and update the questions and interview matrix, as necessary. All questions asked of applicants must, by law, be relevant to the position. Questions that do not pertain to the position (e.g. regarding age, race, sex, family status and disability, etc) are not legal. See Appendix ... for guidelines.

The Hiring Committee is encouraged to use the interview matrix to ensure that there is concrete evidence for the decisions being made. The questions should be developed based on objective criteria listed in the job description as well as general criteria based on the skills necessary to work within the particular environment of Co-op Radio.

Hiring Committee members generally take turns asking questions during interviews. The division of questions should be decided upon before the interview starts.

All interviews should include a brief overview of the interview process, a brief overview of the station’s history, structure and mandate. Each candidate must be asked the same questions. If a candidate seems to have answered a question already, the committee member asking the question must tell them that they will be skipping a question and give them the opportunity to add any information to their previous answer (e.g. “I think you’ve already answered this question….Is there anything you’d like to add before we move on to other questions?”) Board of Directors: July 13, 2010

2. ADMINISTRATIVE OPERATIONS

2.3.9 REFERENCES It is imperative in the selection process that a candidate’s references be contacted. The Hiring Committee may choose to contact the references for the selected candidate only or for all shortlisted candidates.

A member of the Hiring Committee will call references and ask them questions from an agreed-upon set of questions. As with interview questions, questions of references must pertain to the applicant’s ability to perform the job. Personal questions (e.g. regarding age, race, sex, family status and disability, etc) are not legal.

The Hiring Committee will consider responses from references when making a final decision on the selection of a candidate. Board of Directors: July 13, 2010

2.3.10 POWER OF DECISION The Hiring Committee is empowered by the Board to select the candidate. The Hiring Committee is responsible for informing the selected candidate and for offering employment to that candidate. The Hiring Committee will inform all other candidates that they were not selected only after the selected candidate accepts the position.

The Board representative on the Hiring Committee is responsible for informing the Board of Directors of the decision, as soon as the chosen candidate accepts the position. Board of Directors: July 13, 2010

2.3.11 TRAINING The Hiring Committee must ensure that a clear timeline is created for the transition and training of the Probationary Employee. The Hiring Committee will ensure that the Probationary Employee is aware of the start date of training and the start date of beginning their new duties. The outgoing employee is usually responsible for the majority of training.

The Hiring Committee will ensure that the staff have developed a clear training plan for the Probationary Employee including: - all expectations of the position as outlined in the job description - basic office procedures - basic structure, history and context of Co-op Radio, CRES and the specific position - staff rights and responsibilities as according to employment regulations, the Collective Agreement, etc. - reporting requirements (board reports, timesheets, etc.) - all Co-op Radio policies, Rules and Collective Agreement - specific job-related duties, timelines and expectations Board of Directors: July 13, 2010

2. ADMINISTRATIVE OPERATIONS

2.4 PROBATION POLICY

2.4.1 PROBATION COMMITTEE MEMBERSHIP When a new staff member (who is a member of the bargaining unit) is hired, a 2-member Probation Committee shall be struck. The Probation Committee should be composed of 2 board members who are selected by the Board as a whole. In keeping with an anti-oppressive, affirmative action framework, committees should strive to have diverse membership, representing a variety of backgrounds. Board of Directors: July 13, 2010

2.4.2 STAFF SUPPORT PERSON It is recognized that not all volunteer board members will have the skills necessary to lead a process as important as an employee’s probation. In order to support the work of the Probation Committee and to ensure that all deadlines are met, when a Probation Committee is struck, the staff collective shall select one staff person to help co-ordinate the administration of the probation process. This person will have no decision-making authority on the committee. The staff person who was on the Probationary Employee’s Hiring Committee or the Shop Steward are preferred candidates for this role.

The staff person supporting the Probation Committee shall be responsible for updating all forms to be used in the process (based on any changes to the job descriptions). In addition to this, the staff person will be responsible for conducting an orientation meeting with the Probation Committee in which: - both members of the committee are thoroughly oriented to the probation policy and process - a timeline is generated for the process - potential volunteers who may be asked to evaluate the Probationary Employee are identified and contact information is passed on - all updated surveys and forms are passed on to the committee Board of Directors: July 13, 2010

2.4.3 PROBATION COMMITTEE RESPONSIBILITIES The Probation Committee will be responsible for: - attending an orientation meeting with the Staff Support Person in order to familiarize themselves with Co-op Radio’s Probation Policy and the Collective Agreement and set a timeline for all evaluations that does not exceed the 4-month probationary process - conducting an initial review at 2-months after the employee’s start date - determining who will be surveyed regarding the employee’s performance - distributing surveys and compiling results - distributing a self-evaluation to the employee and compiling the results - meeting with the employee to give feedback and results - communicate the final decision to the employee and to the Board Board of Directors: July 13, 2010

2. ADMINISTRATIVE OPERATIONS

2.4.4 TWO-MONTH REVIEW After 2 months of employment at Co-op Radio, the employee should have received all the training required to perform their duties. It is recognized that the employee may not have enough experience in the position to perform a full evaluation of their performance at this time. The purpose of the 2- month training review is for the Probation Committee and the Probationary Employee to ascertain whether any further training is required to perform the duties of the position. It is also an opportunity for the Probationary Employee to receive constructive feedback from their co-workers.

The 2-month review consists of the following elements: - a training survey for the Probationary Employee - a very basic evaluation survey for all staff members - a meeting with the Probationary Employee and the Probation Committee - a meeting with the Probationary Employee, the Probation Committee and the Staff Collective

The Probation Committee will distribute a training survey to the Probationary Employee. The survey will include a list of all duties as described in the job description and will ask the employee if they require any further training in any of those areas.

The Probation Committee will also distribute a simple evaluation form to all staff members. Staff members may choose to give feedback to the Probationary Employee on their own or wait until the joint meeting with the Probation Committee.

The Probation Committee will meet with the employee to go over the surveys. Following that meeting, the Staff Collective will join the meeting. The group as a whole will have the opportunity to share constructive feedback with the Probationary Employee. If there are any areas where the employee has not yet received adequate training, the group will determine a clear action plan for addressing outstanding training needs that are within the station’s ability. The training plan will include deadlines so that all training is completed well before the 4-month probationary review. The Probationary Employee and the Probation Committee must sign off on this plan. Board of Directors: July 13, 2010

2.4.5 SELECTION OF EVALUATORS The Probation Committee, with the guidance of the Staff Support Person, will determine who will be consulted in the employee’s 4-month probationary review. All Staff Collective members should be included in the 4-month probationary review. In addition to staff, at least 2 volunteers who work with the employee should be consulted. These volunteers may be Board members, members of the Probationary Employee’s committee or administrative volunteers who work with the Probationary Employee.

Another important part of the probationary review is the employee’s own self-evaluation of their performance. Board of Directors: July 13, 2010

2. ADMINISTRATIVE OPERATIONS

2.4.6 FOUR-MONTH PROBATION REVIEW In order to conduct the probationary review, the Probation Committee will distribute and compile results from a Probation Review survey.

This survey will be updated by the Staff Support Person. Generally, the survey consists of a list of all the duties of the position as described in the job description and a list of general work skills that are necessary to work effectively in Co-op Radio’s work environment. These items will all be followed with a 5-point rating system to determine the employee’s ability to meet these various requirements.

The Probation Committee will distribute surveys to the selected evaluators and to the employee. A clear deadline and mechanism for submitting surveys will be communicated.

The Probation Committee will offer all evaluators the opportunity to discuss their survey responses in person or by phone. A member of the Probation Committee will compile the results of the surveys into one document. Board of Directors: July 13, 2010

2.4.7 CONFIDENTIALITY Unless indicated otherwise, specific feedback and comments given through the surveys will remain anonymous. Board of Directors: July 13, 2010

2.4.8 POWER OF DECISION After compiling results from the reviews, the Probation Committee will meet with the Staff Collective to gain input on their final decision.

After this consultation process, the Probation Committee may make one of 3 possible decisions: - accept the Probationary Employee as a permanent employee - terminate the Probationary Employee’s employment with the station - extend the Probationary Employee’s probation by up to 4 months

If there is any doubt in the Probationary Employee’s acceptability for the position, the Probation Committee should extend probation for any period of time up to 4 months. This decision will not affect the Probationary Employee’s ability to receive extended medical benefits.

The Probation Committee is empowered by the Board of Directors to make the final decision regarding the employee’s probationary status. The Probation Committee will inform the Board of its final decision.

If an employee’s probation is extended, the Probation Committee must: - clearly state which areas of the employee’s performance must be improved - clearly state the consequence (possible termination) if the employee’s performance is not improved - conduct another full probationary review before the end of the extended probationary period, at which point, the Probation Committee may only recommend the employee’s termination or permanent employment to the Board (i.e. probation cannot be extended further) Board of Directors: July 13, 2010

2. ADMINISTRATIVE OPERATIONS

2.4.9 MEETING WITH PROBATIONARY EMPLOYEE The Probation Committee will meet with the employee to inform them of the final decision and to review the results of the evaluations. The committee will review the compiled results of the surveys together and will make special note of the following: - areas where the employee displayed exceptional performance - areas where the employee displayed inadequate performance (i.e. a 1 or 2 on the 5-point scale) - areas where the employee’s self-evaluation was significantly different than the evaluation of others

If the Probationary Employee’s probation is extended, the Probation Committee and the employee will determine a clear action plan to address the areas requiring improvement. The action plan will include clear deadlines. The Probation Committee will clearly communicate the consequence (possible termination) if the employee’s performance is not improved adequately by the stated deadlines. Board of Directors: July 13, 2010

2. ADMINISTRATIVE OPERATIONS

2.5 STAFF REVIEWS

2.5.1 PURPOSE OF STAFF REVIEWS The purpose of the staff review process is: • To ensure that staff are adequately fulfilling the requirements of their job descriptions and prioritizing their work effectively • To ensure that job descriptions are accurate reflections of the work requirements and priorities of the organization • To ensure the co-op has the human resources necessary to be viable in the long term • To provide staff with constructive feedback that will encourage their professional development and identify areas where training is needed • To facilitate the process of goal-setting for work for the year • To recognize and appreciate the work and contributions of staff Board of Directors: Sept. 2, 2014

2.5.2 ROLE OF HUMAN RESOURCES COMMITTEE As the employers of the staff, it is the role of the Board of Directors to review individual staff’s ability to perform their job duties on a regular basis. The Board empowers the two Board Members who form the Employee Relations Sub-Committee of the Human Resources Committee to conduct staff reviews on their behalf.

The final outcome of the reviews shall be reported to the Board of Directors but all other parts of the process shall remain confidential.

Members of the Employee Relations Sub-Committee of the Human Resources Committee are required to maintain full confidentiality on all matters related to their work in this area, even after their time on the committee or at Co-op Radio is completed.

The Employee Relations Sub-Committee of the Human Resources Committee is responsible for ensuring that the following tasks are completed. Note that the Staff Support Person can assist the sub-committee with most of the tasks but, for confidentiality reasons, will not be privy to any of the evaluation results. • reviewing all Staff Review forms to ensure they are up to date and reflect the current job description, with the assistance of the Staff Support Person on the Human Resources Committee • determining who will be asked to review the employee’s performance. • distributing evaluations to the employee and to the evaluators • distributing surveys and compiling results • distributing a self-evaluation to the employee and compiling the results • meeting with the employee to give feedback and results • meeting with the employee to give the feedback, discuss discrepancies, make a training plan, identify goals for the next year. • reporting the outcome of the process to the Board

2. ADMINISTRATIVE OPERATIONS

2.5.2 ROLE OF HUMAN RESOURCES COMMITTEE (CONT’D)

• with the assistance of the staff support person, ensuring records of evaluations are kept on file at the station Board of Directors: Sept. 2, 2014

2.5.3 STAFF SUPPORT PERSON It is recognized that not all volunteer board members will have the skills necessary to lead a process as important as an employee’s yearly review. In order to support the work of the Human Resources Committee and to ensure that all deadlines are met, the staff collective shall select one staff person to support the Human Resources Committee. This person will help co-ordinate the administration of the review process. This person will have no decision-making authority on the committee.

The staff person supporting the Human Resources Committee shall be responsible for updating all forms to be used in the process (based on any changes to the job descriptions). In addition to this, the staff person will be responsible for conducting an orientation meeting with the Employee Relations Sub-Committee of the Human Resources Committee in which: - both members of the committee are thoroughly oriented to the staff review policy and process - a timeline is generated for the process - potential volunteers who may be asked to evaluate the Employee are identified and contact information is passed on - all updated surveys and forms are passed on to the committee Board of Directors: Nov. 4, 2014

2.5.4 SELECTION OF EVALUATORS The Employee Relations Sub-Committee, with the guidance of the Staff Support Person, will determine who will be consulted in the employee’s yearly review. All Staff Collective members should be included in the review. In addition to staff, at least 2 volunteers who work with the employee should be consulted. These volunteers may be Board members, members of the Employee’s committee or administrative volunteers who work with the Employee. In making this determination, the sub- committee may ask the employee being reviewed for their suggestions and may add their own suggestions. Members of the Employee Relations Sub-Committee will not complete evaluations themselves. Board of Directors: Sept. 2, 2014

2.5.5 CONFIDENTIALITY Unless indicated otherwise, specific feedback and comments given through the surveys will remain anonymous.

It is the duty of the members of the Employee Relations Sub-Committee to maintain full confidentiality both during and after their responsibilities to the station are complete. Board of Directors: Sept. 2, 2014

2. ADMINISTRATIVE OPERATIONS

2.5.6 MEETING WITH THE EMPLOYEE The Employee Relations Sub-Committee will meet with the employee to inform them of the results of the evaluations. The committee will review the compiled results of the surveys together and will make special note of the following: - areas where the employee displayed exceptional performance - areas where the employee displayed inadequate performance (i.e. a 1 or 2 on the 5-point scale) - areas where the employee’s self-evaluation was significantly different than the evaluation of others

The Employee Relations Committee will ensure that the following outcomes are clarified for the Employee and provided in writing: • training plan for the coming year • goals and priorities for the coming year • any areas that require specific attention or improvement

If this review process uncovers areas where the Employee is not meeting expectations, a disciplinary process shall be initiated. Board of Directors: Sept. 2, 2014

2.5.7 TIMING The Board will endeavor to conduct staff reviews on an annual basis. Recognizing the limited resources of the station, all employees shall receive reviews a minimum of once every 2 years. Board of Directors: Sept. 2, 2014

2. ADMINISTRATIVE OPERATIONS

2.6 TEMPORARY EMPLOYEES A temporary employee is an employee of the station who works for an hourly wage for a specific time period. Temporary employees are members of the union but are not part of the Staff Collective, which is the management collective of the station consisting of permanent employees. Temporary employees are paid a percentage in lieu of health benefits, sick time, statutory holidays and vacation time. As members of the union, they must pay union dues and, as such, receive all other benefits of membership in the union. Those not considered employees of the station include, but are not limited to: volunteers; volunteers paid an honorarium or stipend; interns who are working at the station but are paid by another organization; and contractors Board of Directors: Jan 14, 2015.

2.6.1 HIRING Hiring for temporary employees shall follow Co-op Radio’s Hiring Policy for permanent employees. This includes a 3-person hiring committee. Exceptions may be made in extraordinary circumstances. Exceptions must be approved by the Board of Directors. Board of Directors: Mar. 10, 2014

2.6.2 SUPERVISION Temporary employees are directly supervised by one member of the Staff Collective who is the Director of the department they are working in. Hours and activities must be reported to the supervisor on a semi-monthly basis, or as otherwise arranged.

As temporary employees have limited, project-related hours, they do not need to be involved in station management decisions. As such, they will not attend regular staff meetings unless there is a specific reason to do so. Board of Directors: July 10, 2012

2.6.3 CONDITIONS OF HIRE Upon hire, the temporary employee must sign a confidentiality agreement and a contract specifying the terms of employment (including the duration of the term, the details regarding probation and the hourly rate of pay) as a condition of employment. The supervisor is responsible for coordinating all training and administrative requirements for the employee. Board of Directors: Mar. 10, 2014

2.6.4 PROBATION There is a 3-month probationary period during which the employee will be evaluated for suitability for the position. As per the collective agreement, employees may be let go with less than just cause if they are found to be unsuitable for the position. The probation process will be performed by the Employee Relations Sub-Committee in conjunction with the employee's supervisor. The probation process should include a meeting at one month with the supervisor to address any outstanding training needs and to give and receive feedback on their performance to date. A final decision with regards to the continuation of the position must be made by the end of the 3 rd month of employment. Board of Directors: Mar. 10, 2014

2. ADMINISTRATIVE OPERATIONS

2.6.5 LIEU TIME Temporary employees are entitled to a maximum of 8 hours of lieu time carried over between pay periods (on the 15 th and month-end). Board of Directors: July 10, 2012

2.6.6 SECURITY ACCESS Temporary employees do not have full access to common files that may contain sensitive personnel information that is unrelated to their position. The supervisor is responsible for ensuring the employee has access to any files they may need for their work.

Temporary employees may have a key card to access the front doors and any rooms that are relevant to their position.

They will be given any passwords that are relevant to position. They will not be given access to the staff password file. The supervisor will change relevant passwords at the end of the employee’s term.

The employee will be provided with a relevant e-mail account in order to conduct station business and will have access to any e-mail lists that may be necessary for them to perform their duties and at the discretion of their supervisor. The supervisor shall retain the password to all their accounts and keep it in the confidential password file. Board of Directors: July 10, 2012

2. ADMINISTRATIVE OPERATIONS

2.7 STAFF HOURS

2.7.1 STAFF TIMESHEETS Employees are required to keep track of hours worked during each pay period. Timesheets must be kept on file at the station and will be reviewed by the Staff Collective every 3 months to ensure that all policies are being followed. Unresolved concerns at the Staff Collective will be brought to the Board of Directors. Board of Directors, Oct. 8, 2013

2.7.2 VACATIONS AND LIEU TIME Staff shall notify the Staff Collective when they intend to take vacation time and should provide a plan for how their duties will be covered during their absence. Approval of the Staff Collective is required for more than 3 consecutive weeks taken off. Board of Directors: Oct. 9, 2012

2.7.3 BACK PAY Staff members are responsible for notifying the Financial Administrator and the Board in writing of any errors in payroll within 30 days. Any disbursements of station funds to resolve an error in back pay for a period going back further than 30 days must have Board approval. Board of Directors: Mar. 10, 2003

2.7.4 SICK TIME Sick days may be taken for any day that an employee intended to work but was unable to due to illness. Given employees’ flexible work schedules, there may be instances when taking sick time may increase an employee's lieu time hours - for example, if an employee is sick and then works extra hours later in the week to catch up on tasks to be completed. In such a case, lieu time may not be accumulated above 25% of the weekly hours. i.e. If daily work hours are calculated based on a 4-day work week, then one day of lieu time may be accumulated during a week when a sick day is taken. The maximum sick time that can be claimed in a week is equal to the assigned weekly hours for that employee.

e.g. If an employee’s work week is based on a 4 days at 20 hours/week, they may not claim more than 20 hours of sick time in any given work week and may not accumulate more than 5 hours of lieu time in a week when sick time is taken. Board of Directors: Oct. 8, 2013

2. ADMINISTRATIVE OPERATIONS

2.8 FINANCIAL ADMINISTRATION

2.8.1 FINANCE COMMITTEE STRUCTURE AND ROLE The Finance Committee is comprised of the station’s Financial Administrator, at least one Board member, and a number of volunteer members. Finance Committee responsibilities are as follows: • Prepare and present a budget reflecting the station’s goals and objectives • Encourage the participation of Committees and volunteers in the budgeting process • Monitor financial statements and situation • Review non-budgeted expenses and changes to budget • Develop and implement strategies for financial stability • Review and propose financial policies • Monitor financial and legal aspects of sponsorships and grant applications

2.8.2 SIGNING AUTHORITY At least two staff members and two board members will be authorized signers. The Director of Financial Administration is not authorized to be a signer. All cheques must be signed by two different authorized signers. Cheques issued in amounts above $1000 require the signature of at least one board member who is an authorized signer. Board of Directors: Feb. 12, 2013

2.8.3 CONTRACTS No one shall enter the station into any contract on behalf of the station without prior approval of the Board.

A contract is defined as a written agreement that creates legal obligations between the parties and is intended to be enforceable by law. This includes contracts for employment, tenancy, and any service to be provided on an ongoing basis or for an extended period of time. It does not include simple contracts for the purchase and sale of individual items or one-time only services for which a single payment will be provided based on a single invoice. Board of Directors: Feb. 12, 2013

2.8.4 CONTRACTS FOR GOODS AND SERVICES Co-op Radio supports unions and will obtain services from union shops when services are not performed by the station’s volunteer labour.

2. ADMINISTRATIVE OPERATIONS

2.8.5 UNBUDGETED EXPENSES All new expenditures for amounts greater than $1000 require three quotes and approval by the Finance Committee. The Finance Committee can make exceptions to the three quote requirement, if required. A new expenditure is one that has not been previously incurred by the station within the past year.

No one shall incur any expenditure that has not been approved in the annual operating budget, except those reasonably required for the operation of the station and that meet the approval process set out below. Unbudgeted expenditures for amounts: a) less than $300 can be made by staff member who is the Director of the department. b) greater than $300 but less than $1000 require the approval of the Staff Collective. c) greater than $1000 but less than $5000 require the approval of the Finance Committee. d) greater than $5000 require the approval of the Board of Directors.

The Finance Committee must be promptly notified of the particulars of all unbudgeted expenditures of more than $300. Board of Directors: Feb. 12, 2013

2. ADMINISTRATIVE OPERATIONS

2.9 REPRESENTATION OF THE STATION

2.9.1 ENDORSEMENT OF CAUSES Co-op Radio shall provide an official letter of representation of support to any organization upon the request of that organization, in the following instances: ° The organization seeking support has a direct and continuing relationship with Co-op Radio, meaning that the quality and content of one or more programs broadcast on Co-op Radio is dependent upon the continued existence or well-being of that organization. Such a relationship is not considered to exist in instances where the association between the organization and Co-op Radio is exclusively of a membership or financial nature. ° The request is exclusively concerned with funding or other material considerations such as the right to tenancy, the use of public facilities, etc. ° The letter of representation of support states clearly the nature of the relationship which exists between the organization and Co-op Radio and indicates why the continued existence/well-being of the organization is sought by Co-op Radio All official letters of support will be written and signed only by an individual designated to do so by the Board and upon majority approval of the Board except in the instance where a letter is required before the next scheduled meeting of the Board. In this case, letters may be written by either the Program Co-ordinator or the Financial Administrator upon their personal discretion and subject to the conditions above.

In any instance where an organization seeks the official endorsement of Co-op Radio but does not meet the conditions above, the matter must be decided by the Board at a regularly scheduled meeting. Workers’ Forum: Oct. 14, 1980

2.9.2 Co-op Radio staff, Board members and volunteers should not cross trade union picket lines when representing the station. Board of Directors: Apr. 30, 1986

2.9.3 The station should consistently identify itself as “Co-op Radio” and only additionally, if so desired, as CFRO. Board of Directors: May. 25, 1987

2.9.4 Individual members and programmers wishing to correspond with official bodies that the station also corresponds with (e.g. CRTC, DoC, CEIC, EDB etc.) can do so as individuals. However, the name of their program or the name of the station should not be included in such correspondence without prior approval from the staff member who normally represents the station to that particular body. A copy of such letters that have been approved should be kept on file at the station. Board of Directors: Feb. 25, 1988

2. ADMINISTRATIVE OPERATIONS

2.10 MEMBERSHIP

2.10.1 MEMBER PRIVACY Member and donor information, including names, addresses, amounts and history is confidential and will not be shared with, loaned, or sold to groups, or otherwise disclosed to businesses or individuals not associated with the station’s activities. AGM: Nov. 1997

3. PROGRAMMING

3.1 PROGRAMMING OBJECTIVES

TYPES OF PROGRAMMING At present, Co-op Radio’s programming categories include: • Public affairs – local, national, international news, documentaries, commentaries, analysis • Music – live, local, thematic, international, non-commercial • Arts – reviews, interviews and events listings • Non-English – music, news and spoken word.

3.1.1 PROGRAMMING OBJECTIVES Our main objective is to provide programming that is a progressive alternative to other media sources. We give priority to programming that: • Is produced by groups, not individuals • Has local content and roots in the listening community • Includes a diversity of grassroots voices • Reflects emerging and underrepresented communities • Is educational and inspiring • Is produced live • Is not for profit • Promotes technical skill-sharing • Respects its audience

Specific objectives for each category of programming are included below.

3.1.2 PUBLIC AFFAIRS CFRO public affairs programming is aimed at specific interest groups as well as a general audience. We provide airtime to social movements such as labour, feminist, lgbtq, First Nations, immigrant/refugee, youth, environmental, social justice and peace activists who are generally denied access to conventional media. We will not broadcast a program that reflects the views of only one person. Although CFRO does not take a unitary editorial stance on any given issue, we are partisan to the extent that our programming endeavours to cover issues and events from the perspective of progressive movements struggling for social change and taking action around shared grievances. For example, international news and features highlight the perspectives of social movements in other countries, since conventional media often ignore the views and perceptions of such movements; local stories feature the experiences and views of marginalized communities in our area, who are not likely to be represented on mainstream radio or television news. In choosing public affairs programming, we give priority to programs that: • Have direct experience with and ties to the communities and issues they represent • Have a local focus and include people telling their own stories • Cover topics or communities that have been denied access in other media • Are not rooted in one ideology or dogma or in support of any government or religious authority • Explore many sides of an issue

3. PROGRAMMING

3.1.3 MUSIC CFRO’s music programming should provide access and exposure to: • Locally produced and performed music • Live guests, by phone or in the studio • Thematic or narrative presentations of background information and historical contexts of music, making unusual music accessible to the non-expert. • Styles and genres of music not generally available on commercial radio. • Groundbreaking and innovative new sounds.

Programs devoted to commercial releases in mainstream rock, pop or urban music will not be accepted.

3.1.4 ARTS CFRO’s arts programming should provide exposure to local and independent artists or performers who don’t receive much attention from other media. Our arts programming should also emphasize artistic work that has social significance or deals with contemporary social issues. We make an effort to encourage forms of art that are particularly adapted to radio as a medium, such as: radio drama, comedy, poetry, spoken word, storytelling and experimental sound.

3.1.5 NON-ENGLISH Non-English programming at Co-op Radio should constitute approximately 15% of the station’s total programming. A Non-English program is one that is mostly presented in a language other than English. Programs presented in two languages, one of which is English, are not considered non- English programs. Non-English programs are bound by the same policies as all other programs on Co- op Radio. The following are considerations for developing non-English programming: • Relative size of language groups in our listening area. • Relative rate of immigration. In particular we recognize the importance of granting airtime to programs providing a vital service to communities attempting to cope with life in a new country. • The degree to which a community is served by existing communication channels. Where there are community centres or media available to the community, it should be considered whether or not a proposed program will provide a significant alternative to them • Content addressing the contemporary experience and culture of immigrant and non- English speaking communities in BC • No program application based on pre-recorded material or bulletins produced by any government or religious authority is acceptable.

An English transcript of the Program Application audio demo must be submitted alongside all non- English programming applications. The Programming Committee must establish a listener evaluation group familiar with the language yet independent of the new program applicants to assess new non- English programming applications and demos.

3. PROGRAMMING

3.1.6 OTHER TYPES OF PROGRAMMING There is no intention to develop programming in the area of sports unless it is concerned with local sports or an alternative view of sports.

CFRO does not broadcast programs that are concerned with promoting or presenting a particular religion, or religious point of view.

Programs concerned specifically with academic instruction will be allowed if they are organized in accordance with the programming objectives outlined above.

In accordance with the station’s anti-oppression mandate, Co-op Radio supports programming initiatives by marginalized groups, particularly women, First Nations, LGBTQ and differently-abled.

3. 1.7 PROGRAMMING COMMITTEE STRUCTURE AND ROLE The Programming Committee is comprised of the station’s Program Co-ordinator, up to two Board members, two Public Affairs programmers, two Music programmers, one Arts programmer, one Non- English language programmer, one First Nations programmer and one member appointed by the Committee. The committee shall make every effort to ensure that all positions are full at all times. Programming Committee responsibilities are as follows: ° Review new program applications ° Ensure the development of new programs ° Create and maintain the long-term vision of the programming schedule ° Review and evaluate existing programs with respect to Programming Policy ° Refine and update Programming Policies

Each committee member shall serve for a 2-year term and can serve up to 4 consecutive terms. Programming Committee elections shall be held following the AGM each year. The Programming Committee shall have a committee orientation at the beginning of each year in January. The goal of the orientation is to ensure that all committee members are versed in the Programming Policies and the committee’s decision-making structure.

The committee may choose to appoint interim committee members if there is an opening at least 2 months before the AGM.

Members who are absent from 3 meetings in a row with no explanation will be removed from the committee.

Decision Making: Meetings of the Programming Committee must have at least 4 voting members present in order for decisions to be official.

All decisions will be made by consensus, meaning that 100% of voting members present can live with the decision. Voting members may stand aside in order to allow a decision to go through or may block a decision if they do not wish the decision to go through.

The staff representative is not a voting member. Board of Directors: Feb. 12, 2013

3. PROGRAMMING

3.2 SCHEDULE

3.2.1 PROGRAMMING SCHEDULE The Program Co-ordinator, according to goals determined by the Programming Committee, will implement decisions concerning the scheduling of programs. The long-term scheduling goal is to achieve “The Dream” (Appendix 3), a balance of the four types of programming mentioned above that offers listeners consistent, quality programming throughout the week. Changes to the programming schedule should attempt to accommodate this long-term goal.

3.2.2 OVERNIGHT RE-BROADCASTS As per Co-op Radio’s Programming Objectives, we give priority to programming that has local content and roots in the listening community and is produced live. Since all of our programming is produced by volunteers, it is challenging to provide local, live content during the late night and overnight timeslots. Priority for overnight timeslots will be given to local, live programming that has been approved and meets all of Co-op Radio’s criteria for regular, daytime programming. However, when those timeslots cannot be filled by live programs, re-broadcasts of our daytime programming will be used to fill the time. Given the lack of public affairs and spoken word programming during the late night and early morning timeslots, empty overnight timeslots will be filled with re-broadcasts of our public affairs and arts programming. This will allow different audiences to be exposed to this local, timely and relevant programming. It will also allow Co-op Radio to fill a gap in the current broadcast landscape, namely the lack of spoken word programming in the late night/early morning. When choosing programs to be re-broadcast overnight, priorities will be given to programming that is: • public affairs or arts (spoken word) • of high quality • easy to download for volunteers preparing the re-broadcast • providing a variety of voices and perspectives • meeting all Co-op Radio programming criteria • has limited weekly airtime Board of Directors: July 15, 2008

3.2.3 PRE-EMPTIONS (i) During Member Drives:

All regular programming is pre-empted for on-air fundraising programming during the Spring and Fall Member Drives. Programmers wishing to broadcast a special fundraising program during a Member Drive, or to be pre-empted during that time, must submit a request to the Program Co-ordinator at least 5 weeks in advance. Programmers shall be informed at least 3 weeks in advance if their show is going to be pre-empted during a Member Drive.

(ii) For Special Events:

Applications for a pre-emption outside of a Member Drive should be made in writing to the Program Co-ordinator at least 5 weeks in advance in order to give proper notice to the affected programs and in order to promote the special. The Program Co-ordinator is responsible for promptly informing programmers when a pre-emption request has been made for their regular timeslot.

3. PROGRAMMING

3.2.3 PRE-EMPTIONS (cont’d) (iii) For Breaking Events:

In situations of a more immediate nature, the Program Coordinator is responsible for making a decision to pre-empt regular programming for special programming. An example of such a situation would be programming based on public affairs issues or events which are unpredictable yet important and of immediate concern within the guidelines of our Programming Policy.

Decisions will be made bearing in mind the importance and immediacy of the proposed special programming versus the amount of notice available to the pre-empted programmers. If the regular programmers of a show being pre-empted disagree with a decision made by the Program Coordinator, they can appeal to the Programming Committee if time permits. If there is no time to do so, the decision made by the Program Co-ordinator will stand. Board of Directors: Oct. 11, 2011

3.2.4 TEMPORARY SHOWS In the event that there is an empty timeslot to be filled, the Program Co-ordinator may choose to fill that time with one of the following options depending on what programming and what format might work best for the available timeslot: • syndicated programming • re-broadcasts of existing programming • live programming produced by another show

When live programming produced by an existing show is chosen to fill in for an empty timeslot, an effort to ensure that there is no confusion about the use of a timeslot will be made by adhering to the following procedures: • a written agreement will be signed clarifying the length and terms of the fill-in • the terms of the agreement are that the fill-in will be for a maximum of 6 months and can be terminated at any time before then given a minimum of 2 weeks notice (draft contract attached) • after 6 months, if the empty timeslot has not been filled, either syndicated programming or re-broadcasts of existing programming will be aired during the empty timeslot

The Program Co-ordinator will report to the Programming Committee with updates on the use of any empty timeslots. Board of Directors: May 12, 2009

3. PROGRAMMING

3.3 PROGRAM DEVELOPMENT

3.3.1 PROGRAM APPLICATIONS Applicants and new program applications will be directed to the Program Co-ordinator. The Program Coordinator will provide applicants with assistance during the application process and will screen out program proposals that do not merit further consideration under CFRO’s programming objectives (applicants can appeal this decision to the Programming Committee). All other applications will be passed on to the Programming Committee for approval. Only complete program applications will be assessed by the Programming Committee.

A complete application for a new program includes: • 3 copies of the completed program application form (Appendix 4) • 3 copies of a 30-60 minute audio demo on CD

New program applications must meet the following guidelines: • The show fits in with the programming objectives of the station as mentioned above. • The show satisfies a programming need of the station, or offers unique programming not currently available on the air. • The audio demo is satisfactory as to format and content, technical presentation, and strength and experience of the programming group. • The applicants are organized as a collective, and all members of the collective are Co-op Radio members who will have taken a Programmer Policy Training, signed a Volunteer Commitment and Programmer Contract, and completed any necessary technical training before the show goes to air.

Completed program applications will be presented to the Programming Committee by the Program Coordinator. The Committee will assign at least two members to review the application. These members will report back at the next Committee meeting with a recommendation. This report back may be accompanied by selections from the demo. Under normal circumstances it will not be necessary for the entire Committee to listen to the entire demo. The program group whose application is being considered may be invited to attend the meeting to discuss and answer questions that the Committee might have, and to respond to any concerns raised by the report back.

The Committee may, by consensus decision, choose to: • Approve • Reject • Make suggestions and invite a revised application

An approved program application cannot go to air until an appropriate time slot is available. Applications, once approved but not yet on-air, will be placed on a waiting list.

If the Programming Committee rejects an application, the Program Co-ordinator will inform the applicant of the Committee’s decision with reasons. Once an application is rejected, the Programming Committee will not consider a new application from the applicant for 6 months from the date of rejection. Decisions of the Committee may be appealed to the station’s Board of Directors.

3. PROGRAMMING

3.3.1 PROGRAM APPLICATIONS (cont’d) New programs are offered a 3-month temporary contract. During this time, the show could be removed from the airwaves at any point if it is found to be unsuitable for Co-op Radio or if the terms of the contract are broken. At the end of the contract, the producers of the program must attend a Programming Committee meeting at which point the Programming Committee may choose to: • Accept the program on permanently • Extend the length of the temporary contract • End the contract Board of Directors: May 10, 2011

3.3.2 PROGRAM EVALUATION All members of the Programming Committee will listen to and evaluate one or two program applications, new programs or existing programs each month. All programs will eventually be evaluated, although the Programming Committee will focus on those programs that can benefit from immediate feedback or where there are long-standing concerns.

New and existing programs will be evaluated with the use of a standard evaluation form. Any listening member of Co-op Radio may be asked to help evaluate a program. Programmers will be informed that they are being evaluated, will be asked to complete a self-evaluation while the Committee’s evaluation is underway, and will be invited to attend the Programming Committee meeting at which the evaluations are reviewed. The Programming Committee can ask a program to record its own show for evaluation or can provide a copy of a recent program on CD using the digital logging system. The Program Coordinator will make blank media available for recording.

Committee member-, listener- and self-evaluations should all be completed within the same one- month period. At the end of this evaluation period, the Programming Committee will meet to discuss the evaluation. The Programming Committee can: • Deliver a letter with the Committee’s positive feedback to the programmers, encouraging them to keep up the good work. • Extend the monitoring period for another four weeks. • Impose or end probationary status. • Make suggestions for improvement to the show’s programmers. • Ask the programmers to submit a new program application, if their show does not meet its original mandate. • Submit a complaint about the program based on the results of the evaluation • A combination of these points. All completed evaluation forms and copies of letters drafted by the Committee will be left in the program’s file at the station.

Committee members should monitor all programs for libel, defamation and any contraventions of the Broadcast Act or other applicable legislation, and should file complaints if they hear material that contravenes the station’s programming objectives or obligations under the law.

3. PROGRAMMING

3.3.3 AFTER MIDNIGHT PROGRAMS Shows that air between the hours of midnight and 6am are not subject to the same CRTC requirements as all other shows. Specifically, the CRTC does not monitor Canadian Content for musical selections played after midnight and does not require program logs from those shows. Though the station is always required to abide by the Radio Regulations and the Broadcast Act, the CRTC is much more flexible about profanity complaints received regarding programming that is aired after midnight since they are aware that children are unlikely to be listening at this time. As a result, shows that are approved or currently airing after midnight may not necessarily be required to comply as strictly with CRTC regulations.

Additionally, as it is difficult for most people to come to the station after midnight, the station’s expectations around collective production of programs is relaxed slightly for shows airing after midnight.

For these reasons, when a show that is currently airing after midnight asks to be considered for a timeslot that is before midnight, the show must submit to the Programming Committee a complete Program Application form. The committee will then assess the show’s appropriateness for airing before midnight. In making this decision, the committee will put particular attention on: - whether the show meets its Canadian Content requirements - whether the content of the show is suitable for audiences at the requested timeslot - whether the show is produced by a collective Board of Directors: March 9, 2010

3. PROGRAMMING

3.4 COMPLAINTS PROCESS

3.4.1 Expectations of Programmers Feedback from listeners is an important part of community radio. Hearing from our listeners helps us to improve our skills, to be accountable to our audience and helps us clarify and broaden our perspectives on the content that we broadcast.

Programmers are expected to be open-minded about feedback from listeners and to communicate respectfully with listeners. Respectful communication involves actively listening to the feedback but does not require programmers to agree with the feedback. Programmers are required to reflect on their programming in a critical manner and to be open to constructive, reasonable recommendations that fit in with the mandate of their program and with Co-op Radio’s policies.

There is no expectation for programmers to endure disrespectful comments from anyone, including listeners. Behaviours that may be considered disrespectful include shouting and swearing but does not include having a different opinion from someone else.

All programmers have the right at any time to direct feedback and complaints to the Director of Programming Administration. Board of Directors: March 3, 2016

3.4.2 Informal Complaint Process Listeners are encouraged to submit feedback directly to programmers, if possible. However, all listeners are welcome to submit feedback to the Director of Programming Administration.

When making a complaint, listeners will be given the option to submit a formal or informal complaint. When an informal complaint is chosen, it is the responsibility of the Director of Programming Administration to: - Receive the feedback - Convey the feedback to the programmers producing the show in question - Follow up on concerns that seem to be of issue for the station (e.g. show off mandate, show not following policy, etc.), regardless of whether a listener has chosen to file a formal complaint or not

The Director of Programming Administration has the discretion to dismiss the concern, unless the listener decides to file a formal complaint. Board of Directors: March 3, 2016

3.4.3 Formal Complaint Process If the informal complaint process is not appropriate or successful, an individual may wish to file a formal complaint against the show. The formal complaint process is initiated by the completion of a formal complaint form.

Formal complaints will be received by the Director of Programming Administration and will be investigated by the Programming Committee.

3. PROGRAMMING

3.4.3 Formal Complaint Process (cont’d) The program under investigation will be informed that a formal complaint has been made against their show. They have the right to know the contents of the complaint but do not have the right to know who made the complaint.

Investigations by the Programming Committee can include: - Listening to the source material - Monitoring the show more generally - Getting input from the programmers

After their investigation, the Programming Committee is empowered to make a decision on the complaint. The Programming Committee has the discretion to make whatever decision they feel is most appropriate, which may include: - Issuing a formal warning against the show - Requiring the show or person found to be at fault to submit an oral or written apology, to make a commitment regarding their future behaviour, to attend training, or to take other action - Canceling the show - Dismissing the complaint

Both the listener and the show will be informed of the results of the investigation. Decisions regarding the show will be made in writing, will be kept in the show’s file at the station and will include: - The process that was taken in the investigation - The decision of the committee - Any other actions to be taken Board of Directors: March 3, 2016

3.4.5 Immediate Action In some cases, the complaint process may not be appropriate because it is too lengthy. If the show airing puts the station at risk by contravening Broadcast Regulations, Defamation law or other relevant laws, the Director of Programming Administration has the discretion to impose immediate suspension of the show. Such suspensions will be temporary until the matter is investigated fully as a Formal Complaint by the Programming Committee. Board of Directors: March 3, 2016

3.4.6 Documentation The Director of Programming Administration is responsible for ensuring that all formal and informal complaints and outcomes (that they are made aware of) be documented and kept on file at the station. Documentation of any correspondence or incidents are for the purpose of maintaining an easily accessible history of the show. All warnings shall be included in the show’s files however, the amount of documentation within a show’s file shall not influence the decision or whether or not to issue a warning. Board of Directors: March 3, 2016

3.4.7 Right to Appeal As with all decisions made at the committee level, a show has the right to appeal a decision made by the Programming Committee to the Board of Directors. Board of Directors: March 3, 2016

3. PROGRAMMING

3.4.8 THIRD LANGUAGE COMPLAINTS When complaints are received by the Programming Committee regarding an English-language program, the Programming Committee is able to review the actual program and make a decision based on the content aired. However, when a complaint is brought to the Programming Committee regarding a non-English language program, the committee is not able to review the actual content to make a decision due to the language barrier. In an attempt to empower the Programming Committee to have the information needed to make decisions on non-English Language programs, the following course of action will be taken when a complaint is received:

1 - The Program Co-ordinator will consult with the programmers to hear their version of what was aired. If the programmers agree that they did broadcast what the complainant alleged that they broadcast, then the Programming Committee can make their decision based on the complainant’s version of what was aired. 2 – If the complainant’s version of what was aired differs from the programmer’s version, the Program Co-ordinator will provide the complainant with a copy of the relevant show and the complainant will be responsible for providing a third-party translation and transcription of the content in question. This transcription will be brought to the Programming Committee for consideration. A copy of this translation and transcription will be forwarded to the programmers. 3 – In the event that there is concern regarding the accuracy of the third-party’s translation and transcription, the complainant will be asked to provide a legal translation and transcription of the relevant portions of the program. NOTE: a legal transcription is provided, at a cost, by service agencies such as MOSAIC. Board of Directors: April 10, 2007

3. PROGRAMMING

3.5 PROGRAMMING GUIDELINES

3.5.1 PROGRAMMING CONTENT

Programmers are expected to produce high quality engaging content that meets the following standards.

• Quality : hosts are prepared for their shows, programs have a regular format or “flow,” commentaries are clear and concise, regular guests on-air (if appropriate for the format of the show), music selections must be appropriate for the show and audience, technical operation should be good. • Content : programs should never broadcast material that is racist, sexist, homophobic, transphobic, ageist, ableist or anti-poor without refuting such statements or placing material in context. The program’s content must be consistent with the show’s mandate. Content should be diverse and original. The program must be relevant to and serve its intended audience. • Policy: programs must be in accordance with the programming policies, station policies and CRTC regulations. • Commercial-free: programs may not air promotions on behalf of or paid for by profit-driven establishments outside the context of the station’s Community Relations policy.

The Director of Programming Administration has the discretion to enforce this policy as deemed constructive and warranted and, where possible, will make efforts to educate programmers before considering enforcing this policy. Board of Directors: Feb. 12, 2013

3. PROGRAMMING

3.5.2 SPOKEN WORD PROGRAMMING Our programming facilitates the informed exchange of perspectives and ideas amongst members of our communities on issues that these communities deem to be important. Our goal is to provide listeners with a range of perspectives on any given topic. As such, programmers must provide more than one opinion on a given issue and must acknowledge the existence of other opinions beyond that. In doing so, programmers are not required to provide extensive or equal airtime to every point of view or present every facet of every argument, nor are they required to acknowledge or present opinions that are abusive, contrary to law or that undermine the dignity or human rights of marginalized communities. In all spoken word components of our programming, programmers must ensure that: • Factual material is clearly distinguished from commentary, analysis and opinion • No false or misleading information is presented • Reports on factors such as race, age, national or ethnic origin, colour, religion, socio-economic status, gender, sexual orientation, language, marital status, or physical or mental ability are only made when they are relevant, and to provide context • Any errors are quickly acknowledged and publicly corrected

Public affairs programming should be composed of interviews or other formats that allow for open dialogue with individuals with a background in the subject discussed. As hosts, programmers may express their personal opinions within the context of an editorial comment as long as the programmer ensures that: • Their opinion is clearly identified as such • The content fits within the mandate of the show • The content is focused on issues, not on personalities, judgments or traits • The comments of one person are limited appropriately

Hosts may present information that they’ve researched and hosts may engage in discussion between themselves, as long as care is taken to ensure that a variety of perspectives are presented on all matters.

The policy on defamation applies to all programming. The Director of Programming Administration has the discretion to enforce this policy as deemed constructive and warranted and, where possible, will make efforts to educate programmers before considering enforcing this policy. Board of Directors: Feb. 12, 2013

3. PROGRAMMING

3.5.3 PROGRAMMING DURING ELECTIONS & REFERENDA Election coverage applies only during an election period. An election period is defined in the Radio Regulations, 1986 and Television Broadcasting Regulations, 1987 as: (a) in the case of a federal or provincial election, or of a federal, provincial or municipal referendum, the period beginning on the date of the announcement of the election or referendum and ending on the date the election or referendum is held.

Where the election date is fixed rather than announced, as in BC provincial elections, the “election period” typically begins on the date when the writ is issued, which takes place approximately 4-5 weeks before the election date. The station will notify programmers of the duration of an election period.

CRTC policies state that the public has a right to be informed of the issues involved in an election or referendum so that it has sufficient knowledge to make an informed choice from among the various parties and candidates. Broadcasters are therefore obligated to provide equitable – fair and just – treatment of issues, candidates and parties. It should be noted that "equitable" does not necessarily mean "equal", but, generally, all candidates and parties are entitled to some coverage that will give them the opportunity to expose their ideas to the public. If programmers choose to give airtime to an election or referendum campaign, CRTC policies require them to give “equitable” time to all accredited political parties and rival candidates represented in the election or referendum. In general, programmers must ensure that they are informing their listeners of the positions of candidates and parties on the main issues in a reasonable manner.

Co-op Radio will not sell airtime or sponsorships to be used for political endorsement.

Election or referendum coverage must be oriented toward issues, not personalities or political parties. It must be balanced and provide equal opportunity.

Programmers should ensure that any elections coverage and issues discussed during their programs are directly relevant to the mandate of their program.

Candidates being invited on air should be informed in advance of the topics they will be discussing. Debate programs don’t have to include all parties or candidates, particularly if the topics to be discussed or debated are not covered in a candidate’s platform. According to CRTC policy, programmers will have satisfied the balance requirement of the Act if reasonable steps are taken to ensure that their audiences are informed on the main issues and of the positions of all candidates and registered parties on those issues through their public affairs programs generally. However, since programmers from one public affairs program cannot guarantee that adequate coverage of candidates, issues, and positions has occurred on other public affairs programs, programmers are strongly encouraged to invite all candidates to participate in debates and discussions on topics addressed by their platforms, or contact all candidates for information about their positions to share with listeners. Programmers will not be held responsible if a candidate declines to participate. In such cases, programmers should inform listeners of that fact, without any additional editorial comment.

Programmers are discouraged from endorsing a particular vote on air. Opinions of programmers and guests should be clearly identified as such, and must fit within the mandate of the program.

3. PROGRAMMING

3.5.3 PROGRAMMING DURING ELECTIONS & REFERENDA (cont’d)

It is illegal to broadcast a program, announcement, or comments of a partisan nature on the day of an election or referendum in the area we serve. It is also illegal to broadcast new election surveys (i.e. opinion polls) on the day of an election.

Candidates in an election may not host a radio program while his or her election campaign is underway. Board of Directors: Aug. 13, 2013

3.5.4 PROFANITY AND OBSCENITY

The Broadcast Act states that any obscene or profane language should not be broadcast. As such, all programmers must avoid airing profanity and obscenity as much as possible.

Content containing profanity or obscenity may be appropriate to air if it meets all of the following criteria: • there is enough artistic and/or educational merit to warrant airing it – i.e. the profanity or obscenity is not gratuitous • the content is particularly appropriate to a topic being covered on the show • the content has been listened to in its entirety before airing • a warning is aired directly before the content advising that the content may be offensive to some listeners, may not be appropriate for younger audiences and that listener discretion is advised (see sample warning below) • the host of the show describes, on air, why the content was chosen (despite or because of the profanity or obscenity) • the show's regular audiences are not likely to be offended by profanity or obscenity (e.g. not on a parenting show or a show airing just before or after a kid's show) • if a program would like to air profanity or obscenity that differs from their regular content, they should consult with the Director of Programming Administration to ensure that the above criteria are met

If profanity or obscenity is aired inadvertently or without the programmer's advanced knowledge (e.g. a caller starts swearing), the programmer must apologize to the listeners as soon as possible after the profanity or obscenity is aired in order to mitigate damage. To avoid inadvertent profanity or obscenity, if a guest or caller is likely to swear or use graphic language, they must be forewarned to avoid such language before going on air.

Programs that are more likely to air profanity or obscenity as part of their content will be scheduled after 9pm.

Failure to respect the policy will result in a warning for the show.

3. PROGRAMMING

Sample warning: The following content contains language that may not be appropriate for some audiences. We have chosen to air this song within the context of our show on the legacy of residential schools because it reflects the emotional damage that residential school has left on survivors and children of survivors. However, we note that listener discretion is advised. Board of Directors: Aug. 13, 2013

3.5.5. DEFAMATION

Background: Defamation is communication about a person that tends to hurt the person's reputation. Legally, defamation is considered a “strict liability tort”, which means that the intentions of the defamer are not relevant. The communication must be made to other people, not just to the person it's about. The statement must be false to be classified as defamation.

If someone feels they have been defamed on our airwaves, they may choose to take the matter before the courts. A judge may find the station at fault for broadcasting defamatory material. Both defense preparation and possible damages could result in severe losses for the station. The station's media liability insurance may cover some of these costs, but such an event would take extensive resources from the station, regardless of the outcome.

Expectations: The station does not allow defamatory statements to be aired. Statements that harm the reputation of an individual or organization may not be aired if they • are made maliciously • have no supporting evidence based in verifiable sources (i.e. no gossip or heresay) • have no connection to the content or mandate of the show • serve no useful purpose for the listeners to know about

If any broadcasted statement (i.e. by a guest, caller or a host) is found to be defamatory, the host must air an apology immediately. If an apology is not aired immediately, a retraction must be aired as soon as possible so as to reach the same listenership (e.g. at the beginning of the next show).

If the station airs defamatory statements published by other media sources without clarifying the source to the listener, the station could face a defamation suit. All sources should be clarified to the listener.

If the station receives a complaint about defamation, the programmer who aired the statement is expected to liaise immediately with the Director of Programming Administration so as to mitigate the damage. All efforts will be made to address the concerns of the complainant so as to avoid the possibility of going to court. All efforts to mitigate the damage to the person allegedly defamed shall be kept on record.

If a programmer does not address the defamation concern adequately, they will be indefinitely suspended from all programming duties at the station.

Failure to respect this policy could result in the cancellation of the show. Board of Directors: Mar. 10, 2014

3. PROGRAMMING

3.5.6 STATION IDs A Station ID consists of CFRO’s call letters, station name (including city), show name, and FM frequency - e.g. “You are listening to Vancouver Co-operative Radio, CFRO, 100.5FM. This is Luscious Lola’s Lounge Licks.” Station IDs must be aired at least 3 times every hour and 4 Station IDs per hour is recommended. One Station ID must be aired at the beginning of every show. One Station ID must be aired within 5 minutes of the beginning of every hour. One Station ID should be aired within 5 minutes of every half hour (i.e. the bottom of the hour). Board of Directors: October 11, 2011

3.5.7 AIRING INTERNAL POLITICS Co-op Radio's broadcast mandate does not include airing the internal politics of the station. To help ensure a high standard of programming at the station, programmers must not broadcast or create audio recordings of any discussion of internal politics without express permission from the Board or staff. The goal of this policy is to prevent the spread of speculation and misinformation about the station or individuals at the station and ensure high quality radio.

Internal politics includes discussion of any form of correspondence directed to programmers regarding the internal policies and procedures of the station; incidents, correspondence or verbal communication of a disciplinary nature; and the internal decision-making processes and meeting content of any of the station's committees, staff, or board of directors. Internal politics also includes extended discussion or criticism of actions of staff, volunteers or other programmers at the station, particularly if the individuals, processes or actions discussed on air have not been shared with staff in advance.

Internal politics excludes discussion of news and information about the station that is provided by staff to programmers and is clearly intended for the entire membership and general public. It also excludes open discussion and debate on issues of a general and public nature that arise within the station and are relevant to the wider community. Programmers who are uncertain of whether particular topics or information fall within the definition of internal politics must consult with the Programming Coordinator prior to broadcasting this content or risk being subject to the disciplinary measures set out below.

Programmers who violate this policy will receive a written warning. Additional violations will result in an immediate suspension of 3 months. Programmers who are already facing suspension as a result of disciplinary proceedings that are discussed on the air will face an additional 3 months' suspension. Repeated or egregious violations of this policy may result in program cancellation. Board of Directors: May 10, 2011

3.5.8 PUBLIC SERVICE ANNOUNCEMENTS CFRO is a public service information source. Events listings and public service announcements are important aspects of our programming. Such announcements can be forwarded to the attention of programmers by the staff; however it is ultimately at the discretion of individual programmers whether or not a public service announcement or event listing is aired.

Announcements from commercial or retail establishments or for personal individual gain are not public service announcements and will not be tolerated. Our station’s mandate is to provide information, not commercial advertising.

3. PROGRAMMING

3.5.9 ENFORCEMENT OF PROGRAMMING POLICIES

The Director of Programming Administration is responsible for enforcing programming policies. Unless otherwise indicated in the policies, the following procedure will be used to enforce policies.

In the event that a program is found to be in violation of any Programming Policy, the programmers will be given a written reminder of the policy and of their commitment to abiding by all of Co-op Radio’s policies.

In the event of a second violation of any Programming Policy, the program will receive a second written warning containing notice that the show will be cancelled if they violate one more policy.

In the event of a third violation of any Programming Policy, the program will be cancelled. The Program Co-ordinator has the discretion to consider an appeal to the cancellation. In the event that the Program Co-ordinator is moved to allow the show to continue airing, the programmers will be required to sign a 3-month contract with consideration for re-instatement as a permanent show to be made by the Program Co-ordinator upon successful completion of the contract.

If a fourth violation of any Programming Policy occurs following the completion of a contract, the show will be cancelled with no appeal to the Program Co-ordinator. Appeals can be made to the Programming Committee.

The Director of Programming Administration has discretion when determining if an incident is to be counted as a formal violation. The staff person has the power to give flexibility for individual exceptions and to take more strict action where deemed appropriate in order to protect the station. Where needed and timely to do so, the staff person may seek the support and input of the Programming Committee on these matters.

A program’s record of violations will be wiped clean after 3 years following the last violation or at the discretion of the Director of Programming Administration. For example, if a violation occurred in Jan. 2010, and another violation occurred in Feb. 2013, then the Feb. 2013 violation will be treated as a first violation. An example of when the Director of Programming Administration may choose to wipe a program’s record clean before the 3 year mark might be if there is a complete change of collective members.

All violations will be reported to the Programming Committee. Board of Directors: Dec. 11, 2012

3. PROGRAMMING

3.5.10 APPEALS A decision by the Program Coordinator or Programming Committee to reject a new program application or to suspend or cancel an existing program may be appealed to the Board of Directors. Notice of the appeal must be made in writing to the Board and to the Programming Committee. Upon receipt of a notice of appeal, the Programming Committee will respond within 21 days in writing with a detailed account of the reasons for its decision. This response will be provided to the Board and to the individual(s) making the appeal. Whenever possible, the appeal will be heard by the Board at its next regularly scheduled meeting, but in no case should this be more than 60 days after receipt of a notice of appeal. The Board will give at least 10 days notice of the time and place of the hearing. A representative of the program concerned and a member delegated by the Programming Committee will each have an opportunity to present their position at the appeal hearing. After hearing the appeal, the Board may: • Uphold the Programming Committee’s decision • Refer the matter back to the Programming Committee for further consideration • Substitute its own decision for that of the Committee

3. PROGRAMMING

3.6 TIMESLOTS

3.6.1 ABSENTEEISM Policy:

It is the sole responsibility of programmers to be on time for their program(s). Station staff and other programmers are not responsible for filling in for programmers who fail to show up for their shows.

If a show is late or fails to produce their show entirely, the Director of Programming Administration must be notified.

Procedures: It is not the responsibility of the previous show to stay on air in the absence of another show. However, all programmers are responsible for ensuring that there is audio being broadcast from the station when they leave. Those programmers may use any of the following to ensure that programming with appropriate content and length is aired in the place of the absent show and all programming must be logged in the digital logging system: - A repeat broadcast of the absent show (with the name and date of the original broadcast marked in the notes section of the log sheet) - A repeat broadcast of another show of the same length (or longer) (with the name and date of the original broadcast marked in the notes section of the log sheet) - A playlist with station IDs inserted 4 times every hour for the length of the absent show (with all songs and station IDs logged) - Live programming (with all songs and station IDs logged)

While not required, programmers are encouraged to stay for as long as possible to ensure that replacement programming is airing appropriately.

In the case of a planned absence, it is the responsibility of programmers to find a suitable replacement for their show(s). Such replacements include: - Preparing pre-produced programming to be aired and finding an operator to monitor and log it - Having the show before or after extend their programming for that day - Preparing a rebroadcast to be aired and finding an operator to monitor and log it

The Director of Programming Administration must be advised of all planned absences and fill-ins. With enough notice, the Director of Programming Administration may be able to assist in finding an operator to monitor programming.

All unplanned absences will be investigated and documented by the Director of Programming Administration who will keep documentation of the incident on the show’s file. In the case of unplanned absenteeism without cause, the Director of Programming Administration has the discretion to issue a formal warning. Board of Directors: March 3, 2016

3. PROGRAMMING

3.6.2 PROGRAM LENGTH To facilitate smooth transitions between programs and to allow for station identification and promotional PRAs, half-hour programs should run for 27 minutes, 1 hour programs for 57 minutes, 90 minute programs for 87 minutes etc., leaving 3 minutes at the end of each program for transitions to be made. Each show must end at least three minutes before the next show’s start time to facilitate transitions, unless otherwise agreed upon by both shows.

Going overtime means going past the scheduled time at which the program is to end, regardless of when the show began or whether there is a show to follow. If a program goes overtime on more than 3 occasions in one 12-month period, the program may be suspended. For a first offence, programmers making the complaint will be asked to speak with the offending programmers to resolve the issue directly. For a second offence, a note will be emailed to the offending programmers and placed in the program’s mailbox at the station by the Program Co-ordinator. For a third offence, the Program Co- ordinator will deliver another note and advise the Programming Committee. The fourth time, the Programming Committee will be required to take action. Depending on the seriousness, the program may be suspended for a period from one week to three months. On a fifth offense in one 12-month period, the Programming Committee will suspend the program for a minimum of three months.

3.6.3 PRE-RECORDED ANNOUNCEMENTS (PRAs) The time between programs is station time, during which programmers are required to play station, sponsor or co-sponsor PRAs. PRAs will be produced by volunteers or organizations working with CFRO and all PRAs must be approved by the Program Coordinator.

Programmer responsibilities are outlined in the Basic Broadcasting Manual and in the Programmer Contract distributed to each programmer at Programmer Policy Trainings. Some important or recent Programmer policies are detailed below.

4. PROGRAMMER RESPONSIBILITIES

4.1 TRAINING & MEMBERSHIP

4.1.1 Programmers are responsible for becoming a member of Co-op Radio and for attending a station orientation and Programmer Policy Training before taking on regular duties as a Programmer at the station. All programmers must complete a Volunteer Information form and sign a Programmer Contract to ensure that the station has their contact information and that they are aware of their responsibilities to the station.

4.1.2 Policy All programmers must be paid-up members of Co-op Radio in order to broadcast. Board of Directors: Mar.10, 2000

Procedure : The Director of Member Services will remind programmers two (2) times to renew or establish their Co-op Radio membership. These reminders can be by email, phone, or in person and will be documented. One of those reminders will inform the programmer that if they continue not to be a member of the station, their show will receive a formal warning and, if they have a fob to the station, it will be de-activated. Programmers who have not paid their membership within three (3) months of their first warning will be brought to the attention of the Director of Programming Administration who will send a formal warning to the show and de-activate any fobs. Staff: March 3, 2016

4.1.3 Each programmer is required to participate in the Co-operative by contributing 2 hours of volunteer work per month in addition to any on-air programming responsibilities. Board of Directors: Jan.10, 2002

4.1.4 OPERATORS All On-Air Operators must be trained and certified to operate out of the control room(s) they are using. Any broken or faulty equipment must be reported to the engineer directly or using the logs posted in each control room. No equipment may be moved or altered or re-patched without the permission of the Technician or Program Co-ordinator.

A program’s On Air Operator is responsible for the security of the entire station, studio and offices during the program’s timeslot each week. The On Air Operator must ensure that everyone at the station has signed the Security Log by the front door.

Certified On Air Operators may be eligible to receive a keycard to provide access to one or more of the Control Rooms or to the doors of the building. This card is not transferable, and cardholders are responsible for the actions of anyone they lend or give their cards to. Board of Directors: Jul.17, 2001

4. PROGRAMMER RESPONSIBILITIES

4.2 ADMINISTRATION

4.2.1 CO-ORDINATORS Shows with multiple or rotating hosts and producers are required to designate a responsible person to act as a Co-ordinator with whom the Programming Committee can liaise.

4.2.2 LOG SHEETS All program operators are required to fill out a log sheet in compliance with the station’s obligations to the CRTC. Co-op Radio maintains a commitment to 35% Canadian music programming and our log sheets must reflect this. Failure to complete a log sheet will result in a reminder notice from the Program Co-ordinator. If, within one week of receiving a reminder notice, a show does not submit a log for their program, the show may be suspended for 3 weeks. If, after being suspended, the show still fails to submit a log, the show may be cancelled. Board of Directors: Sep. 20, 2004

4.2.3 RIGHTS TO PROGRAMMING Producers of programming on Co-op Radio have the right to copy their programming for their own use or that of their guests and listeners. Listeners should be encouraged to make a special donation to the station in exchange for copies of programming. Programming produced using equipment or facilities at Co-op Radio cannot be sold to another broadcaster or entity without prior negotiation with the station’s Finance Committee.

5. EQUIPMENT AND FACILITIES

5.1 TECHNICAL

5.1.1 All program operators must be trained and certified to operate out of the control room(s) they are using. Any broken or faulty equipment must be reported to the Technician. No control room equipment may be moved, altered or re-patched without the permission of the Technician or Program Co-ordinator. Members should not exploit station facilities for personal use.

5.1.2 CONTROL ROOM A To increase the longevity of equipment in the broadcast Control Rooms and to ensure a high level of broadcast quality through the acquisition of standardized and appropriate technical skills, Co-op Radio has developed a system of certification for operating in the Control Rooms in order to broadcast. Only certified operators may operate while broadcasting live from either Control Room A or C. A certified operator is one who has completed Co-op Radio Programmer Policy Training, has taken both sessions of the Control Room training course, and has passed a certification test. If a non-certified programmer is found to be operating for a live broadcast from either Control Room, their show will be subject to a warning, in accordance the consequences laid out in the Programming Policies. Board of Directors: Oct. 9, 2012

5.1.3 NON-CERTIFIED OPERATORS PRACTICING ON-AIR In an attempt to encourage new operators to get more relevant, hands-on training, programmers who have completed the Control Room A training may operate for a live broadcast only if there is a certified operator in the room at all times. The certified operator must take full responsibility for the broadcast signal and for the safety of the equipment. The role of the certified operator is 1) to act as a mentor for the potential new operator, 2) to give guidance and feedback on good operating procedures and 3) to maintain the integrity of the broadcast signal. A potential new operator may operate for a live show under the guidance of a certified operator for a maximum of 6 months after the completion of the Control Room A training. People who have not received Control Room A training may not operate at all. Board of Directors: Oct. 9, 2012

5.1.4 CONTROL ROOM C In order to provide more programmers with access to recording facilities while ensuring that our equipment is treated with care, only programmers who have completed the Technical Training course may use Control Room C for practice or for recording. Board of Directors: Oct. 9, 2012

5. EQUIPMENT AND FACILITIES

5.1.5 STUDIO Programmers may use the studio space located between the control rooms for live guests, musical performers, or other live elements needed for their show. Access to the studio is made available through a key kept in Control Room C. Use of the studio is managed using a schedule posted on the studio door. Programmers can make special arrangements with staff for the use of the studio as a space for pre-recording or meeting.

5.1.6 PORTABLE EQUIPMENT CFRO has portable audio recording equipment that can be made available for the use of programmers. Only the Program Co-ordinator or Technician may lend out portable equipment belonging to the station, though any staff member can receive returned portable equipment.

Only Co-op Radio members may borrow portable equipment from the station. Borrowers may be asked to complete specialized training before being allowed to sign-out certain pieces of equipment (ie. Minidisk training for the Minidisk recorder, DAT training for the DAT recorder). Borrowers must complete a Portable Equipment Sign-Out form before equipment is loaned out. This form must list all of the items being borrowed and must also specify the date on which equipment will be returned. The form must be signed by the borrower and by the Program Co-ordinator or Technician before any portable equipment leaves the station.

Borrowers should arrange with staff for a specific time to return equipment to the station on or before the return date listed on the Sign-Out form. If equipment is returned after the date specified on the Sign-Out form, borrowers might have their borrowing privileges suspended or revoked, according to the following procedure: • First offence: verbal warning • Second offence: borrowing privileges suspended for 6 months • Third offence: borrowing privileges permanently revoked in a written letter kept on file

Upon the return of borrowed equipment, staff must complete a Portable Equipment Return form on the back of the Sign-out form. If equipment is damaged or lost while on loan, borrowers will be liable for costs associated with the repair and replacement of items, as determined by the Technician. Liability shall not exceed the costs incurred by the station in replacing or repairing borrowed equipment. Failure to repay the station for a requested amount of expenses incurred in repairing or replacing equipment that was damaged or lost while on loan will result in a borrower’s privileges being immediately and permanently revoked in a written letter that will be kept on file.

Co-op Radio reserves the right to request a copy of any broadcast-quality recordings made using the station’s portable equipment. Borrowers will not be responsible for the cost or labour involved in making such copies.

Decisions made by staff with regard to the implementation of this policy may be appealed to the Board. Board of Directors: Nov.5, 2005

5. EQUIPMENT AND FACILITIES

5.1.7 PUBLIC ACCESS COMPUTERS

Code of Conduct for the Public Access Computer Terminals at Co-op Radio: • All users must sign in and sign out of the front door security log. • All users must sign in and sign out of the computer sign in sheet. • Public Access Computers are available to the public when staff are at the station. • When no staff are at the station, only programmers doing Co-op Radio-related work may use the Public Access Computer Terminals. • In an effort to ensure that the computers are accessible to many users and to reduce the amount of wear and tear on them, computers can be used for TWO hours per day. Public Access Computer Terminals may be used for a maximum of 10 hours per week. • Printing is available to users upon request to any staff member at a cost of $0.25 per page. • Please respect the privacy of others by not viewing their screens. • No food or drink is permitted near the computers. • No copying of existing software is permitted. • No selling of any disks and/or software is permitted. • Co-op Radio does not condone classist, sexist, racist, homophobic, transphobic, ageist, ableist, or other discriminatory behaviour. Please refrain from searching for or viewing material that may be offensive to others. • It is prohibited to use this station for illegal, actionable or criminal purposes or to seek access into unauthorized areas. • Infringement of copyright is prohibited. We assume no responsibility for any direct or indirect damages arising from the use of its connection to Internet services. • A broad range of material is available over the Internet. We do not take responsibility for its accuracy, timeliness or appropriateness.

In the event where a person is reminded to abide by the Code of Conduct for the Public Access Computer Terminals at Co-op Radio, and the person refuses, or if this person consistently disregards this Code of Conduct (i.e., s/he has to be reminded more than twice), a report can be made to the Staff Collective. This report can be submitted by email or by paper. This correspondence should include when the incident occurred and include any witnesses' contact information as well as the reporter's own contact information. The first occurrence of this kind of breach of Code of Conduct will result in an immediate 1-month suspension from using the Public Access Computer Terminals (i.e., a sign will be posted). The second occurrence will result in a 6-month suspension from using the Public Access Computer Terminals (i.e., a sign will be posted). The third occurrence will result in an indefinite ban from using the Public Access Computer Terminals (i.e., a sign will be posted). Board of Directors: March 9, 2010

5. EQUIPMENT AND FACILITIES

5.1.8 LOGGING AND ADMINISTRATIVE COMPUTERS Code of Conduct for the Logging and Administrative Computers at Co-op Radio: • All users must be approved volunteers (Programmers in Good Standing or administrative volunteers) of Co-op Radio • This computer is reserved for volunteers doing administrative work for the station and programmers doing Co-op Radio-related work. • All users must sign in and sign out of the front door security log. • When no staff are at the station, only programmers doing Co-op Radio-related work may use the Public Access Computer Terminals. • The computers may be used at any time and for any length of time by volunteers doing Co-op Radio administrative work. If the computer is not being used for this purpose, the current user will be asked to make the computers available within 10 minutes for administrative purposes. • After administrative work, priority for computer usage will next be given to programmers working on the current, previous or upcoming show. • Only after administrative volunteers and programmers doing work for the current, previous or upcoming shows have been given priority, will the computers be available to other programmers. • No food or drink is permitted near the computers. • Co-op Radio does not condone classist, sexist, racist, homophobic, transphobic, ageist, ableist, or other discriminatory behaviour. Please refrain from searching for or viewing material that may be offensive to others. • It is prohibited to use this station for illegal, actionable or criminal purposes or to seek access into unauthorized areas. • Infringement of copyright is prohibited. We assume no responsibility for any direct or indirect damages arising from the use of its connection to Internet services.

In the event where a person is reminded to abide by the Code of Conduct for the Logging and Administrative Computer Terminals at Co-op Radio, and the person refuses, or if this person consistently disregards this Code of Conduct (i.e., s/he has to be reminded more than twice), a report can be made to the Staff Collective. This report can be submitted by email or by paper. This correspondence should include when the incident occurred and include any witnesses' contact information as well as the reporter's own contact information. The first occurrence of this kind of breach of Code of Conduct will result in an immediate 1-month suspension from using the Public Access Computer Terminals (i.e., a sign will be posted). The second occurrence will result in a 6-month suspension from using the Logging and Administrative Computer Terminals (i.e., a sign will be posted). The third occurrence will result in an indefinite ban from using the Logging and Administrative Computer Terminals (i.e., a sign will be posted). Board of Directors: March 9, 2010

5. EQUIPMENT AND FACILITIES

5.2 STATION

5.2.1 No pets (except for assistance animals) or heavy perfumes are allowed inside the station. Board of Directors: Jul.17, 2001

5.2.2 SECURITY LOG All programmers, staff and visitors to the station must sign the Security Log by the front door to the station. In the unlikely situation where a person is reminded to sign in and they refuse, or if they don’t sign in within a reasonable time (i.e. 10 minutes) after being reminded, that person may be asked to leave the station premises. If they refuse to leave, anyone at the station may contact staff at the Sunrise Hotel adjoining the station to help resolve the problem.

A person who refuses to sign the Security Log may also be reported to the Board by email or in writing. This correspondence should include any witness(es)’ contact information as well as the reporter’s contact information, so that the Board member dealing with the incident may acknowledge receipt of the report. The first occurrence of this kind of breach of station security will result in a one-month ban from the station’s premises. A second occurrence will result in a six-month ban from the station, and a third occurrence will result in an indefinite ban. Board of Directors: Apr. 11, 2002

5.2.3 MAIL Co-Op Radio has a mandate to build a community resource for present and future programmers. Mail received by the station is the property of the station. Mail sent to the station and addressed to programmers and shows will be directed to the respective programmers or shows and placed in their mailboxes.

CDs received at the station by mail or delivered in any fashion, should be directed to the Music Library. The Music Library will inform programmers and shows about incoming CDs.

CDs and other music or recorded materials obtained by Co-Op Radio programmers in their capacity as Programmers of Co-Op Radio, belong to the station and should remain with the station when a Programmer leaves or ceases his or her activities with the station. Board of Directors: Nov.15, 2004

5.2.4 THEFT In recognition of the valuable and vital resources of our station, Co-op Radio has a zero tolerance policy on theft. If something is taken from the station without permission and is not returned by the next business day, this is considered theft. Any form of theft from the station will result in an immediate and indefinite ban from the station. Board of Directors: Jul.14, 2003

5.2.5 RENOVATION AND DECORATION Staff must give prior approval to any projects involving the renovation or decoration of station property. Board of Directors: April 30, 1986

5. EQUIPMENT AND FACILITIES

5.3 RESPECTFUL ENVIRONMENT

5.3.1 Expectations of Behaviour Co-op Radio is committed to providing its staff, members and volunteers with an environment within the station that is inclusive, productive and respectful.

As an organization, we are rooted in volunteerism and diversity. We work to reduce barriers to ensure accessibility and full participation of all the communities we serve. We value the knowledge and skills that community members bring to the station. We value open and respectful dialogue and seek to build bridges of co-operation among the diverse communities we serve. We believe in fostering a healthy, sustainable environment within the organization. We challenge systems of oppression by promoting progressive social and economic change, and equal opportunities and outcomes for all.

Respectful communication and behaviour within the station is the norm and does not include:

• Unwelcome remarks, slurs, jokes, taunts, or suggestions about a person's body, clothing, race, colour, place of origin, religion, age, marital status, physical or mental disability, sex, sexual orientation, political belief, or criminal or summary conviction offence unrelated to employment • Participating in gossip or rumour mongering that undermines a person in the station, or to the public based on their relationship to the station • Unwelcome sexual remarks, invitations, or requests • Display of sexually explicit, racist, homophobic or derogatory material • Written or verbal abuse or threats • Practical jokes that embarrass or insult someone • Unwelcome physical contact, such as petting, touching, pinching, hitting • Patronizing or condescending behaviour • Humiliating an individual in front of their peers • Vandalism of personal property • Physical or sexual assault • Swearing, shouting or offensive language directed towards an individual

Behaviours that may be considered problematic and in violation to this policy include abusive, discriminatory or harassing behaviour that demeans, humiliates, or embarrasses a person, and that a reasonable person should have known would be unwelcome. It includes actions, comments, or displays. It may be a single incident or continue over time. Board of Directors: July 8, 2015

5.3.2 Informal Dispute Resolution Process If there is a dispute between parties within the station, all parties are encouraged to pursue an informal process as the first course of action, if at all possible.

All parties are encouraged to speak to each other directly. There are times when behaviors that are directed at a person or group of persons were not intended to offend but inadvertently did. In these situations, all parties are encouraged to give each other the benefit of the doubt. The offended person is encouraged to approach the person who offended them to clarify the incident and clearly explain why there was discomfort. All parties are encouraged to remain open-minded and to actively listen during such exchanges.

5. EQUIPMENT AND FACILITIES

5.3.2 Informal Dispute Resolution Process (cont’d) Should an individual require support in addressing the matter with the other party, they can speak to any staff member. The staff person who is the point person for a complaint can offer some of the following strategies: - Encourage the person to talk directly to the other person - Offer to speak to the other person on their behalf - Offer to speak to the other person to remind them of policies (if necessary) and expectations of communication - Offer ways to find a mediator for the dispute

Any individual in a dispute is encouraged to keep documentation of any conversation where someone suggests that they have been part of harassment. Documentation includes the date of the incident, what happened and the impact of that incident. Board of Directors: July 8, 2015

5.3.3 Formal Dispute Resolution Process If the informal dispute resolution process is not appropriate or successful, an individual may wish to file a formal complaint against another party. The Formal Dispute Resolution process is initiated by the completion of a formal complaint form. Formal complaints will be investigated by the Human Resources Committee.

Investigations can include in-person, telephone or written communication and should include: - An opportunity for the complainant to present their perspective (the complaint form submitted may be sufficient) - An opportunity for the accused to present their perspective - Consideration of any other individuals or information

If someone files a formal complaint, the accused is strongly encourage to participate in the investigation. Otherwise, a decision could be reached without their input. If the investigation shows that policy was violated, they will be expected to change their behavior and they may also be subject to disciplinary action.

After their investigation, the Human Resources Committee is empowered to make a decision on the investigation. The Human Resources Committee has the discretion to make whatever decision they feel is most appropriate, which may include: - Issuing a formal warning against an individual - Requiring the person found to be at fault to submit an oral or written apology, to make a commitment regarding their future behaviour, to attend training, or to take other action - Dismissing a complaint - Issuing a warning against a complaint made in bad faith - Banning from the station (temporary or permanent) - Recommending membership revocation to the Board

Decisions will be made in writing, will kept on confidential file at the station (i.e. only Board and staff can access it) and will include: - The process that was taken in the investigation - The decision of the committee - Any other actions to be taken

5. EQUIPMENT AND FACILITIES

5.3.3 Formal Dispute Resolution Process (cont’d) Both the complainant and accused will be informed of the results of the investigation. Other parties involved in the complaint (witnesses and others) will be advised that the investigation has been concluded - although they do not have the right to be informed of the results of the investigation nor of the actions, if any, to remedy the complaint. Board of Directors: July 8, 2015

5.3.4 Complaints Made in Bad Faith If a person, in good faith, files a complaint that is not supported by evidence gathered during a formal dispute investigation, that complaint will be dismissed, and no record of it will be put in the accused’s file. As long as the complaint was made in good faith, there will be no penalty to the person who complained.

In the event that the complaint was made in bad faith – in other words, the person making the complaint had absolutely no basis and deliberately and maliciously filed the complaint – that person will be subject to disciplinary measures up to and including dismissal or permanent banning from the station. Board of Directors: July 8, 2015

5.3.5 Banning In some cases, the complaint process may not be appropriate. Such cases include: • If the complaint process could risk the safety and well-being of anyone involved • If the station is at risk • If the offence is severe, malicious, or illegal

In cases where the complaint process is not appropriate, individual staff members and the staff collective have the discretion to impose immediate temporary bans from the station or dismissal from volunteer work where they see fit. Such bans will be temporary until the matter is investigated as a Formal Complaint by the Human Resources Committee. Board of Directors: July 8, 2015

5.3.6 Documentation Staff are responsible for ensuring that all formal and informal complaints and outcomes (that they are made aware of) be documented and kept on file at the station. Such files will remain confidential and only accessible to Board and Staff. Board of Directors: July 8, 2015

5.3.7 Right to Appeal As with all decisions made at the committee level, an individual has the right to appeal a decision made by the staff or Human Resources Committee to the Board of Directors.

If a conflict arises between an individual and the Board of Directors, either as a result of a decision made on an appeal or for other reasons, the Board and the individual have the right to invoke s. 208(1) of the BC Cooperatives Act. Board of Directors: July 8, 2015

5. EQUIPMENT AND FACILITIES

5.3.8 Legislation If a person’s actions are in contravention to the law (e.g. hate crime, discrimination, criminal behaviour (assaults, threats, etc.)), the issue should be dealt with by the appropriate legal authorities. If an issue is being addressed legally, a Formal Complaint should be filed and the Human Resources Committee will decide on a temporary and/or permanent remedy. Board of Directors: July 8, 2015

5.4 IN-STATION EVENTS Co-op Radio premises are to be used for activities related to Co-op Radio's broadcast and operations only (this includes fundraising and outreach events). A public event is considered to be any use of station space that: • is for the purpose of broadcasting or supporting station operations • impacts common areas within the station and • is open to and promoted to the public

Any requests to use the station for a public event must be approved by the Staff Collective. When considering such requests, Staff will consider: ● the cost of staff resources to supervise the event ● technical needs for the event ● the impact that the event will have on the safety and security of station contents and premises ● the impact that the event will have on programmers’ ability to broadcast ● the impact that the event will have on staff's ability to do their work ● how the event will benefit Co-op Radio or our broadcast

The Staff Collective will determine if a staff member is required to be present to supervise the event. After any event, station premises must always be left cleaner than they were before the event (that includes no leftover food, garbage or decorations Board of Directors: Mar. 10, 2014

6. SPONSORSHIPS & FUNDRAISING

6.1 SPONSORSHIPS

6.1.1 COMMUNITY PARTNERSHIPS As a community radio station, Co-op Radio has the mandate to support community groups working for progressive social change. Partnerships with community organizations help the station in the following ways: • Increase the visibility and presence of the station at music and cultural events that are in keeping with the general aims of the station and its programming. • Forge links with communities of interest. • Provide a public service to the community. • Raise the profile of the station within the community.

In the context of this policy, Community Partnership opportunities do not involve a monetary transaction for airtime.

Community Partners include unions, co-operatives, not-for-profit and non-governmental organizations. We will not accept Community Partnership opportunities from for-profit businesses or government bodies.

Community Partners accessing pre-produced airtime on Co-op Radio must be a member of the station.

Groups with limited resources, who cannot afford the organizational membership, may be eligible to have their membership fee waived if they meet the following qualifications: • They are non-profit • They have very limited resources (2 full-time paid staff or less) • They are working for progressive social change

Membership fee waivers can be made at the discretion of the Membership and Outreach Co-ordinator.

In exchange for the services Co-op Radio provides, the Community Partner will provide Co-op Radio with any combination of the following: • Free table space to promote the station at their event(s) • Free tickets to the event, if applicable • A logo on the event’s promotional material • A link to the Co-op Radio website on their group’s website • Placement of Co-op Radio’s logo or a notice promoting the station or its programming in the group’s newsletter or program. • Help to distribute Listeners’ Guides

Community Partners are eligible for airtime in the following ways: • Event: The 30-second information spot contains the organization’s name, contact info, purpose, location and a brief description of the event’s title, objectives, date and location. The information spot may or may not have a musical bed.

6. SPONSORSHIPS & FUNDRAISING

6.1.1 COMMUNITY PARTNERSHIPS (cont’d) • Organization: The 30-second information spot contains the organization’s name, contact info, mandate, services and location. • Campaign: The 30-second information spot contains the organization’s name, contact info, purpose, location and a brief description of the campaign’s title and objectives.

All information spots will be 30 seconds in length and will be made available for optional airplay by all programmers. The broadcast times of the spots will be logged on log sheets. For Community Partners promoting events, individual programs may or may not choose to promote the event during their live airtime, in addition to the pre-recorded information spot being aired.

The Community Partner must provide a script, and may be asked to provide a music bed and voice talent. Requests for airtime must be received at least 2 weeks before the intended date of broadcast. Board of Directors: July 21, 2009

6. SPONSORSHIPS & FUNDRAISING

6.2 FUNDRAISING

6.2.1 ETHICAL GIFT, DONATIONS, AND GRANTS ACCEPTANCE POLICY

Background: The purpose of the donations and grants policy is to enable the Board and staff collective of Co-op Radio make informed, clear, and consistent decisions regarding the acceptance or rejection of gifts and grants.

Policy: Co-op Radio will apply for and accept gifts, donations and grants from funding sources that will benefit the station and are consistent with its mission, vision, values, goals, and priorities.

1. Co-op Radio will not apply for or accept money from funding sources that stipulate as a condition of funding:

(a) Program content that is not in accordance with current programming policies at the station. (b) Unacceptable changes in the operation or organization of the station.

2. Co-op Radio will not apply for, or accept funding from, sources whose activities significantly affect the environment (air, land, water, flora, fauna, and contribute to greenhouse gas emissions); human rights; and governance wherever they operate.

3. Co-op Radio reserves the right to refuse money from funding sources that the station deems unacceptable on the basis of those sources’ activities, including illegal activities and conflict of interest.

4. Co-op Radio will not accept funding that entails compromising its integrity, liberty of action, and reputation.

5. Reporting and accounting requirements of funding sources must be acceptable to the Finance Committee of the Station.

6. Any contentious policy decisions will be sent to Fundraising Committee for review.

Board of Directors: March 3, 2016

6. SPONSORSHIPS & FUNDRAISING

6.2.2 FUNDRAISING BENEFITS Event proposals must be approved first by the staff collective. Notification should be given to the Board and the MOC (Membership and Outreach) committee. At least one member of the organizing group must be a programmer at Coop Radio. A rough estimate of income and expenses should be submitted to the Finance Committee before the event, and a summary at the end of the event.

All publicity for the event must be approved by the Membership Outreach Coordinator. Publicity must include both "Vancouver Cooperative (Coop) Radio" and "CFRO 102.7FM".

Groups organizing fundraising events must be prepared to do so without staff support.

Coop Radio will receive 80% of the revenue of the event, unless the programmer's show has not yet raised their yearly minimum for their show, in which case Coop Radio will receive 100% of the revenue.

Coop Radio assumes no liability for any losses for an event, unless the Board specifically states otherwise. Board of Directors, October 18, 2004; amended by the Board of Directors, June 2005

6. SPONSORSHIPS & FUNDRAISING

6.2.3 ON-AIR PITCHING AND SHOW’S FUNDRAISING REQUIREMENTS Vancouver Co-op Radio’s largest single (and therefore, most important) source of funding is our listening audience who give money in the form of purchased memberships, and in-kind and cash donations. A wide supportive membership base is critical to the radio station’s existence, and more importantly defines who we are and what keeps us independent and unique. Listeners and supportive members are a priority, and to facilitate as wide a support base as possible the radio station engages yearly in major membership and donation drives – fundraising drives. In addition to the primary fundraising drives, other smaller, targeted fundraising drives may take place throughout the year, but the bi-annual member drives are what keeps the station operating and autonomous.

As part of the contract signed with the radio station, all programs and members who work on those programs are responsible for taking a full role in bi-annual member drives through their programs by devoting time to what is referred to as “pitching”. Co-op Radio’s policy is that a minimum of ten minutes per programming hour must be devoted to “pitching” during fundraising drives. The station’s volunteers and staff have produced an excellent resource binder that is available to all programs that gives all kinds of ideas, suggestions, scenarios, etc. for helping programs pitch. In addition, there is fundraising training available to all programmers, and the station’s Director of Member Services is available to discuss, offer suggestions, and co-ordinate assistance from other volunteers during major fundraising drives, and regarding other fundraising strategies. Without exception, each program is assigned a minimum funding level every year according to the amount of time they have on-air. The current formula used to calculate this minimum is $1000 dollars per year per hour of air-time. Overnight shows between midnight and 6 a.m. and over two hours long are required to raise $2000 total per year.

Since a commitment to fundraising by all programs and volunteers at the station is so critical, programs will be regularly monitored during fundraising drives for their pitching commitment. In addition, twice a year, the Fundraising Committee will review program’s commitments to fundraising and their success at meeting the requirements. Programs that do not pitch during fundraising drives or have not improved their efforts at raising funds to meet their requirements to support and contribute to the station will be subject to the following: • If a program is found not to be meeting their pitching and fundraising commitments, the Director of Member Services will meet with the show’s programmers and members of the Fundraising Committee to discuss how the show can keep its commitments during future member drives. Programmers will be required to attend training to develop with ideas for attracting more members and improving their on-air pitching and other fundraising efforts. • If a program does not attend the mandatory training described in step 1 and/or continues to ignore their commitment to pitching and fundraising, it will be issued, at the discretion of the Director of Member Services, a warning letter. • If a program, after initial support from the Director of Member Services, is asked to attend training AND receives a warning letter from the Director of Member Services AND continues to ignore their responsibility to pitch during fundraising drives, the program will be cancelled in writing by the Board of Directors.

Board Of Directors: March 11, 2015; amended May 13, 2015