STAFFING COMMITTEE POLICY GUIDE

Created by: Rose Dickson, Joe Downey, Dave O’Rama and Mike King

Dated: March 10, 2006

Preliminary note: This policy guide supercedes any previous policy pertaining to the Staffing Committee.

1. MANDATE

The Staffing Committee (the “S-Comm”) is a sub-committee of the Radio Malaspina Board of Directors (the “Board”). The S-Comm is responsible for the application process and evaluation of management applicants and for conducting mandatory scheduled management reviews. The S-Comm does not in and of itself have the authority to appoint applicants or take any action based on a management review: all S-Comm recommendations are to be presented to the Board and require Board approval for any appointment/action. The Board may approve or reject an S-Comm recommendation or may choose to do further research at its sole discretion. The S-Comm is also responsible for evaluating the management structure at CHLY and may recommend structural alterations to the Board for approval.

2. S-COMM MEMBERS

The S-Comm will consist of:

1. The Executive Director of CHLY who will serve as S-Comm Chair
2. Two members of the Board to be appointed by the Board
3. Up to two additional members to be appointed by the Board who may or may not be Board members at the Board’s discretion

Notes on Section 2:

1. Quorum for the S-Comm is three members
2. If CHLY does not have an Executive Director the maximum members on the

S-Comm will be four, with quorum remaining at three members

1. If CHLY does not have an Executive Director the S-Comm will decide by internal vote which member will serve as Chair

3. S-COMM TERM

1. The term of an S-Comm member is indefinite
2. S-Comm members may resign at any time by contacting the Board
3. S-Comm members may be removed at any time by majority vote of the Board at an official Board meeting

Note of Section 3:

Members of the S-Comm should be fully aware prior to joining that the S-Comm is controlled completely at the discretion of the Board and that any member may be removed at any time. There is no appeals process within Radio Malaspina for being removed from the S-Comm.

4. STAFFING APPOINTMENTS

The S-Comm is responsible for seeking applicants for vacant management positions and recommending one or more candidates to the Board for approval.
The S-Comm must post any position for at least one month is the following places prior to conducting interviews:

1. on-air at CHLY at least once per day during daytime hours
2. in the Mal-U Navigator
3. on the CHLY website
4. in the CHLY station on the appropriate board

All postings must include the following information:

1. deadline for application
2. job description
3. term of position if applicable
4. work hours per week
5. amount of honorarium or status as a volunteer position
6. only those who are to be interviewed will be contacted regarding an application

The S-Comm will interview applicants at its sole discretion and only those who are to be interviewed need be contacted by the S-Comm to acknowledge an application.

5. PROGRAMMING COMMITTEE (“P-COMM”) APPOINTMENTS

Per the P-Comm Policy Guide the S-Comm may select up to two people to sit on the P-Comm after the election of two programmer representatives, with confirmation of the S-Comm selections to be given by the Board. This policy of P-Comm appointments is to be re-evaluated when CHLY has a Program Director.

6. MANAGEMENT REVIEWS

The S-Comm is responsible for all mandatory scheduled reviews of all management positions excluding the Executive Director. The Executive Director is to be reviewed by a separate committee to be formed at the Board’s discretion consisting of Board or non-Board members who are not currently members of the S-Comm.

1. All management positions must be reviewed at three months, one year and then annually thereafter
2. A notice of review of any management position must be posted on the CHLY e-group and on the appropriate board at the station for at least one month prior to the scheduled review asking for review submissions

• Anonymous review submissions will not be considered in the review process; all submissions must be dated and signed in hard copy and given to a member of the S-Comm or left in a sealed envelope in the S-Comm mailbox at the station
• Authors of review submissions will only be known to S-Comm members except with the express approval of the author. Note: authors should be aware that the usefullness of a review submission may be greatly diminished if the author requests anonymity outside of the S-Comm members.
• Review submissions should cite specific examples
• Review submissions may or may not be considered at the sole discretion of the S-Comm
• All serious complaints that fall under the Human Rights classification (such as racism or sexism) may be submitted anonymously by following the CHLY Human Rights Policy.

COMPLAINTS POLICY GUIDE

Created by: Rose Dickson, Joe Downey and Mike King

Dated: March 23, 2006

Preliminary notes:

1. This policy guide supercedes any previous policy pertaining to complaints at CHLY.
2. The term “complainant” in this Policy Guide refers to the person or people submitting a complaint.
3. The term “reviewer” in the Policy Guide refers to the the person or entity receiving and resolving a complaint.

1. RECEIVING COMPLAINTS

1. All official complaints must be received by the appropriate reviewer within two weeks of date of the event or action being raised in the complaint.
2. All official complaints must be received by one of two methods: 1. Dated and signed hardcopy given directly to the appropriate reviewer or in a sealed envelope left in the reviewer’s mailbox in the CHLY station; or 2. Email to the appropriate reviewer including the complainant’s full name and telephone number.
3. Anonymous complaints, or complaints not submitted via the two methods listed above, or not meeting the terms of the two methods above, or not sent to the correct person or entity as listed below, will not be considered.
4. Complaints regarding any member of management, excluding the Executive Director, are to be submitted to the Executive Director.
5. Complaints regarding the Executive Director are to be submitted to any current member of the Radio Malaspina Board of Directors (the “Board”).
6. Complaints regarding on-air programming are to be submitted to the Program Director; if CHLY currently has no Program Director programming complaints are to be submitted to the Program Committee (the “P-Comm”).
7. Complaints regarding a fellow CHLY volunteer are to be submitted to the Minister of Internal Affairs.
8. Complaints received by phone are not valid unless the complaint is then received via, and meets the terms of, the above two methods (hardcopy or email).

Notes on Section 1:

1. Human Rights complaints may be submitted anonymously via the Radio Malaspina Human Rights Policy.
2. All complaints regarding a CHLY manager, whether pertaining to his/her role in management or to another role such as programmer, are to be submitted to the Executive Director.
3. All complaints regarding the Executive Director, whether pertaining to his/her role in management or to another role such as programmer, are to be submitted to the Board.

2. HANDLING OF COMPLAINTS

Complaints meeting the requirements of Section 1 will be handled as follows:

1. Receipt of a complaint will be acknowledged to the complainant within two weeks of the date of the complaint.
2. A complaint must be resolved within one month of its receipt and the complainant informed of its resolution.
3. If a complaint cannot be resolved within one month the complainant will be informed of the progress of its resolution and will subsequently be updated every two weeks until the complaint is resolved.

1. A complaint will be reviewed at the sole discretion reviewer.
2. In the event that a complaint is considered frivolous the complainant will be informed of this resolution.
3. All complaint resolutions will include the appropriate information on how to appeal the resolution or will specify that this information can be found in the Complaint Policy Guide.
4. Frequent complaints deemed to be frivolous may result in the complainant being disciplined.

3. APPEALING AN EXECUTIVE DIRECTOR RESOLUTION

1. All resolutions pertaining to a complaint as resolved by the Executive Director may be appealed to the Board.
2. Appeals must be received by the Board within two weeks of receipt of a resolution and must be received by, and meet the requirements of, one of the two methods listed in Section 1 for receiving complaints (hardcopy or email).
3. In order for an appeal to be heard by the Board the complainant must show that one of the following four terms is applicable:
   1. the decision goes against the mandate of Radio Malaspina
   2. the decision endangers the station financially
   3. the decision was an abuse of power
   4. a minimum of 20 active volunteers sign off on the appeal

4. APPEALING A MINISTER OF INTERNAL AFFAIRS RESOLUTION

1. All resolutions pertaining to a complaint as resolved by the Minister of Internal Affairs may be appealed to the Executive Director.
2. Appeals must be received by the Executive Director within two weeks of receipt of a resolution and must be received by, and meet the requirements of, one of the two methods listed in Section 1 for receiving complaints (hardcopy or email).
3. In order for an appeal to be heard the complainant must show that one of the following four terms is applicable:
   1. the decision goes against the mandate of Radio Malaspina
   2. the decision endangers the station financially
   3. the decision was an abuse of power
   4. a minimum of 20 active volunteers sign off on the appeal

Note on Section 4:

1. In the event that a Minister of Internal Affairs resolution is appealed to the Executive Director and the resulting decision is then appealed to the Board: the Minister of Internal Affairs is required to be absent from all Board discussion regarding the appeal.

5. APPEALING A PROGRAM DIRECTOR OR P-COMM RESOLUTION

All resolutions pertaining to a complaint as resolved by the P-Comm may be appealed via the P-Comm Policy Guide.

6. APPEALING A BOARD RESOLUTION

All resolutions pertaining to a complaint as resolved by the Board are final and may only be appealed by special resolution at a General Meeting of Radio Malaspina members.

PROGRAM COMMITTEE (“P-Comm”) POLICY GUIDE

Created by: Mike King, Executive Director, CHLY – With counsel from: Amber Hieb, Helen Godolphin and Dave O’Rama

Dated: May 5, 2005

** Approved by the Board of Directors on May 4, 2005.

1. P-COMM MEMBERS

The P-Comm will consist of:

• The Program Director of CHLY
• 2 programmers to be elected by the programmers
• 1 member of the community at large who is not a programmer
• 1 student from Malaspina University-College who is not a programmer
• 1 representative of the Board of Directors to be appointed by the B.O.D.
• Up to two people appointed by the CHLY Staffing Committee

Notes on Section 1:

• To be eligible the two programmers representatives must have been a CHLY programmer for at least six months and must be in good standing with CHLY.
• The Staffing Committee may select any person or any two people it deems appropriate, including programmers, with final approval to be given by the CHLY Board in the same manner as all other Staffing appointments.
• The Staffing Committee appointments will take place after the programmers have elected their two representatives.
• The Staffing Committee may opt to appoint no one.
• The policy of the Staffing Committee appointments is to be re-evaluated upon successful appointment of a new Program Director.
• It will be the responsibility of the P-Comm to seek its community and campus representatives. The P-Comm may ask for assistance from the Staffing Committee.
  

2. P-COMM MEMBER ROLES

The P-Comm will operate much the same as the CHLY Board.

2A. WITH NO PROGRAM DIRECTOR

In the case of not having a Program Director, the P-Comm will be structured as follows:

CHAIR

• Sets all meeting agendas and leads all meetings;
  Keeps track of all new show proposals and brings suitable proposals to the P-Comm;
• Receives all complaints and brings them to the P-Comm.

VICE CHAIR

• Communicates all P-Comm decisions to the appropriate party;
• Acts as Chair at meetings where the Chair is absent.
• Secretary Keeps minutes at meetings, digitalizes them and distributes them via email to all members of the P-Comm and the Executive Director within one week of each P-Comm meeting.
• Keeps hard copy versions of all P-Comm minutes.
  Notes on Section 2A:
• Any member of the P-Comm may choose to run for any of the three positions, with positions to be elected via an internal vote of the P-Comm.
• The communicating of P-Comm decisions by the Vice-Chair serves only to recite the decision of the P-Comm, not to give further detail or explanation.

(see Section 5 – “Clarifying a P-Comm Decision”).

• Decisions of the P-Comm that result in the loss of a program or expulsion from the station or any such “severe decision” is to be communicated by the Executive Director in absence of a Program Director.

2B. WITH A PROGRAM DIRECTOR

The P-Comm will be structured as follows if CHLY has a Program Director:

Program Director:

• The Program Director will serve all the duties of both the Chair and the Vice-Chair detailed in section 2A, including the handing out of “severe decisions.”

Vice-Chair:

• Acts as Chair at meetings where the Program Director is absent.

Secretary:

• Same responsibilities as detailed in Section 2A.
  Notes on Section 2B:
• The Vice-Chair and Secretary will elected by the same method detailed in Section 2A.
  

3. P-COMM FORMAT

• The P-Comm will meet at least every two weeks.
• If a regular night of the week cannot be established (for example: meet every second Monday), then each P-Comm meeting date must be set at the previous meeting, with a confirmation email to be sent to all members by email by the Chair.
• The agenda of each meeting shall be set by the Chair.
• P-Comm decisions will be made as follows: 1. a motion is tabled; 2. the motion is seconded; 3. the motion passes or fails based on a vote of the P-Comm members present; 4. the decision is sent in writing (paper or email) to the affected person or people by the Program Director (or Vice-Chair).
• A hard-copy record of all decisions sent is to be kept by the Program Director (or Vice-Chair).
• The Chair cannot table motions, second motions or vote on motions except in the case of a tie vote of present P-Comm members.
• A motion must gain more than 50% of the votes of the P-Comm members in attendance for it to pass.
• Quorum for P-Comm meetings will be at least 50% of the current P-Comm members and no less than 3 voting members (including the Chair as a voting member).
• Decisions ratified at P-Comm meetings are final and must result in the action dictated by the decision.
• Only decisions ratified at official P-Comm meetings can lead to official action of any sort by the P-Comm.

4. P-COMM DUTIES

The P-Comm will be responsible for the following:

• Accepting or denying all new shows proposals.
• Disciplining programmers as appropriate for all programming related actions
• Conducting three month show evaluations for all new shows and determining whether they deserve a permanent slot on CHLY.
• Conducting an evaluation of each show on CHLY at least once per year. Evaluations should include meeting with the reviewed programmer if the

P-Comm deems this to be appropriate.

• Looking at the overall programming at CHLY and making long term programming plans and goals.
• Seeking new programs/programmers as needed.

5. CLARIFYING A P-COMM DECISION

Upon receiving a P-Comm decision, the affected person or people may request to meet with the P-Comm for a more detailed explanation of the decision. This meeting is not designed to challenge the decision but solely to receive further explanation of the decision. Clarification of decisions should be limited to 15 minutes and is to be scheduled into meetings at the discretion of the Chair.

6. CHALLENGING A P-COMM DECISION

Ratified P-Comm decisions cannot be disputed with the P-Comm. As such the P-Comm is encouraged to view each matter as fully as possible in advance of ratifying a decision including meeting with person or people involved. Ratified P-Comm decisions can only be challenged by the person or people affected by the decision by sending a signed and dated letter to the Executive Director within 14 days of being notified of the P-Comm decision. The two parameters which are grounds for a challenge of a P-Comm decision are:

• abuse of power by the P-Comm
• conflict of interest within the P-Comm

The Executive Director will have final say on whether a request for an appeal meets one of these two criteria.

If the Executive Director feels the request for an appeal meets one of the two criteria he/she will select a minimum of two people to form a P-Comm Challenge Committee on a case by case basis. Other members of the Challenge Committee cannot be on the P-Comm, cannot be closely connected to any members affected by the decision, cannot be a current Board member, and if possible should have little or no knowledge of the situation prior to joining the Challenge Committee. The Challenge Committee will hear the challenge as it deems appropriate on a case by case basis. The decision of the Challenge Committee is final and cannot be challenged.

If the Executive Director does not feel the request for an appeal meets one of the two criteria the P-Comm decision will stand as final.

7. VOTING ABSTINENCE AND P-COMM SUB-COMMITTEES

Members of the P-Comm should be capable of looking beyond personal relationships when considering a decision, excluding intimate or family relationships. However, if a P-Comm member feels incapable of making an unbiased decision he/she may abstain from a motion and must then not be present for any and all discussion pertaining to the motion/decision. The P-Comm should keep in mind that if a member of the P-Comm does not abstain despite an obvious conflict of interest the decision may be challenged based on this member’s inclusion in the decision, possibly leading to an over-ruling of the P-Comm’s decision .

If quorum is not possible due to members abstaining the P-Comm may request that it be allowed to form a Sub-Committee to decide an issue. This request is to be made to the Executive Director and is at his/her sole discretion to approve or deny.

If the Executive Director approves forming a Sub-Committee the members of the Sub-Committee must be approved by the Executive Director on a case by case basis. Decisions of the P-Comm Sub-Committee will hold the same weight as a P-Comm decision.

If the Executive Director does not approve forming a Sub-Committee the Executive Director will decide how to resolve the issue on a case by case basis.

8. P-COMM TERM

The P-Comm will have a term of no less than one year and no more than two years.

Created by: Rose Dickson, Joe Downey, Ilan Goldenblatt and Mike King

Dated: May 22, 2006

Preliminary note: This policy guide supercedes any previous policy pertaining to the Volunteer Egroup and the Official Egroup.

VOLUNTEER EGROUP:

The purpose of the Volunteer Egroup is to provide a forum for active CHLY volunteers to discuss issues regarding the station and other topics of interest.

Posters should be respectful of others; criticisms not accompanied by proactive solutions, and personal attacks of any nature, are strongly discouraged.  Posters should keep in mind that they may be called upon to enact suggested solutions.  Frequent disregard of this policy will result in suspension or expulsion from the Volunteer Egroup. 

Only current active volunteers are eligible to join the Volunteer Egroup at their option and may leave the Volunteer Egroup at any time.

All posts to the Volunteer Egroup are exclusively internal to CHLY and may not be shared with others who are not eligible to be on the Volunteer Egroup, except with the express prior approval of the Executive Director.

OFFICIAL EGROUP:

The purpose of the Official Egroup is to provide management and the Board of Directors with a means of communicating official station business. The Official Egroup was created so that all active volunteers, some of whom may not want to join the Volunteer Egroup, would receive official announcements.

The Official Egroup is not open to posts from volunteers as its purpose is exclusively for official announcements. Volunteers wishing to discuss posts on the Official Egroup may do so on the Volunteer Egroup.

All current active volunteers are required to be on the Official Egroup for as long as they are volunteering at CHLY.

All posts to the Official Egroup are exclusively internal to CHLY and may not be shared with others who are not eligible to be on the Official Egroup, except with the express prior approval of the Executive Director.

Created by: Rose Dickson, Ilan Goldenblatt, Joe Downey and Mike King

Ratified by the Board: July 11, 2006

Preliminary notes:

1. This policy guide supercedes any previous policy pertaining to Sales, Sponsorship and Promotions at CHLY.
2. The term “client” in this Policy Guide refers to a business or entity which is advertising on CHLY.
3. The term “advertisement” in this Policy Guide refers to a paid on-air commercial for a client.
4. The term “sponsorship” in this Policy Guide refers to an event which CHLY is attaching its name to and is promoting on-air (such as being a media sponsor of a music festival).
5. The term “promotions” in this Policy Guide refers to an event which CHLY is not attaching its name to but is promoting on-air.
6. The term “lead” in this Policy Guide refers to obtaining basic contact information for potential clients.
7. In the event CHLY does not currently have a Sales Manager all requests regarding sales, sponsorship or promotions should be directed to the Executive Director.

SALES MISSION STATEMENT

The goal of CHLY as it pertains to sales is to offer affordable advertising opportunities to locally owned small businesses which play a role in fostering a healthy community.

KEY POINTS FOR ALL SALES, SPONSORSHIP AND PROMOTIONS 

Any CHLY member may be an advertising sales person. Prior to seeking any leads one must first obtain approval from the Sales Manager to be a sales representative, then one must inform the Sales Manager of each lead they wish to follow in order to ensure that someone else is not already working with the potential client, and to ensure that the potential client fits within the following guidelines.  This applies to all advertising sales, contra, sponsorships or promotions.

1. CHLY ON-AIR ADVERTISING POLICY

All of CHLY’s on-air advertisements:

1. Will be produced and written entirely by CHLY’s Production Department. Script input will be accepted from the client but will be subject to revision in order to meet station requirements.
2. Will not mention prices except for ticket prices of artistic events (eg. concerts, art galleries/shows, alternative media events, alternative movie events).
3. Programmers will be instructed to not refer to the client or advertisement except for events that are being sponsored or put on by CHLY.

Airing of advertisements:

1. No more than four minutes of advertisements per hour of programming per CRTC regulations.
2. An advertisement may be aired a maximum of 21 times in a single week, not including business sponsorship mentions or sponsorship of a specific program.

1. CHLY ON-AIR ADVERTISING POLICY (continued)

CHLY will not accept clients:

1. Who are a national or multinational corporation/business or franchise.

The following three exceptions may be made at the discretion of the Sales Manager in consultation with the Executive Director, on a case by case basis:

CHLY will not sponsor or promote:

• Any business, entity or event which would not be accepted under our Advertising Policy listed above.
• Any event, which includes, as part of its name, the promotion of a business which would not be accepted under our Advertising Policy listed above. CHLY’s Promotion of events will refrain from mentioning any sponsors of said event which would not be accepted under the advertising policy listed above.
• Any business, entity or event which is also being sponsored or promoted by any other major local radio station. Exception may be made for music festivals, music shows, or community events.
• Exceptions to the above three points may be made at the discretion of the Sales Manager in consultation with the Executive Director on a case by case basis.
• Events being sponsored, promoted or put on by CHLY are limited to producing ads no longer than 30 second, which will be inserted into the Traffic Logs pending space availability at the discretion of the Program Director (or Station Manager if CHLY does not currently have a Program Director) in consultation with the Sales Manager and/or the Executive Director. Allowable ad time may be extended to 45 seconds at the discretion of the Program Director in consultation with the Production Director and Sales Manager.