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.