Clay County Communications, LTD

PO Box 954 * Clay, West Virginia 25043
WYAP@frontiernet.net



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2010
March
WYAP Meeting Minutes
From February 8, 2010

Present:  Pete, Andy, Tiffany, Kayla, Dave, Dana, Josh, Fred, & Elizabeth.
   Pete called the meeting to order at 5:30.  We discussed the minutes Andy moved to accept the minutes Fred 2nd all others agreed.
   A briefing was done on the financials we didn’t have our bank statement for a full financial report at this time.  We still also have 2 basketball sponsors who have not paid which are Delta and Mike Asbury.
   Membership drive needs to be started and will be started this weekend at the Valentines party which needs to be a success. Dana Perkins name needs added to the membership list. Pete made the motion for Tiffany to do membership letters for a mass mailing after the party is over and she has time to breathe. Dana 2nd. Fred agreed to cover the cost of postage.
   Station report was discussed we have computer problems Pete is on the case.  We are going to get the generator hooked up so when the lights are out we can still be on the air. Our Tax and SOS licenses are good until June 30, 2010. The $25. sec. of state fee was paid for 2011.  We now have an agreement with Clay Senior Center for Bingo and approved usage.
   We have a grant due by Mar. 4. for the news dept.  We applied for ACT grant for general operating expenses for $335.00 a month.  The budget digest needs done now!!  We are going to ask for new equipment such as head set, zircon, hand recorders, hard drive backup, and karaoke equipment.  Dave suggests a banner with our logo on it for the games and the need for a station mascot.
   Josh is to talk to Parks & Rec. about telephone lines for the baseball season and local programming for the sports program.  Kayla is to make a poster for the high school recruiting more high school broadcasters for another teen show.
   We discussed the need to change the by laws such as missing meetings etc.  Elizabeth is to work on the by laws and we shall read, discuss, tweak, and decide acceptance for the next meeting.  Andy moved to except Josh 2nd.
Meeting adjourned 6:57.
Minutes prepared by Tiff
 



February 

WYAP-LP
AGENDA
Feb 8 2010   5:15pm
At the station
Everyone Invited




Opening
Minutes
Financials
   Report
   ACT grant due March
   Budget Digest request
   Membership Campaign
Station Report
 End of Year Report to CAEZ, Town
 Generator hook up
Bingo Update
News Dept
Valentine Dance 

Feb 10 Meeting Minutes

from Jan. 18, 2010 meeting
   Present: Fred Sampson - Vice President; Andy Waddell - Vol. Station Manager; Tiffany Farmer – Secretary/Treasurer; Dave Derby, Elizabeth Sampson, Frank Tobia
   Fred called the meeting to order at 5:20 pm. Meeting minutes were discussed Dave motioned to accept the minutes, Andy seconds, no one opposing.
   The New Year’s Party was discussed we cleared approximately $218.00.
   Financials were reviewed and found in order Elizabeth motions to approve the financials, Tiffany seconds. 
  March 1st is the deadline for operation of News Dept. grant in the amount of $25,000.
  Station Report: We discussed the need to be on the air in cases of an emergency such as the past storm where the public wasn’t aware of where to go to a shelter or to get water.  The antenna needs to be put up at the station and equipment for emergency broadcast, etc. Frank made the motion to approve, Dave seconds motion passed. Our generator is 5,550 watts.
   News Department:  Motion made for a contract with Ms. White for the ACT News Grant for local news, conditions to be specified in the written contract.
   If the Senior Center is available on Feb. 13, 2010 we plan on a Valentine’s Dance.  Andy will check with them on the date.
  Bingo update: The building at two-run is available for use for bingo as soon as the license is updated.  Andy is to check on the updating of license ASAP.
  Board Elections were held  11 people were voted for and are board members, Pete, Fred, Dana, Liz, Dave, Andy, Tiffany, Dawn, Kayla, Frank, and Josh. New members to the Board of Directors are: Dawn Mullins, Kayla Farmer, & Josh Shamblin. 
   Elizabeth made the motion to retain the current officers which are as follows Peter Triplett - President, Fred Sampson – Vice President, & Tiffany Farmer – Secretary/Treasurer, Frank seconds the motion Dave closed nominations everyone agreed.
   Dave suggested we review and discuss the by laws next meeting Tiffany seconded.
   Meetings will be left at the 5:15 pm time.  Elizabeth moves to adjourn Tiffany second meeting closed.
Prepared by Tiffany Farmer
 


Station Report Feb 2010

   All the financials and puter from Room A have been moved to Room C for Tiffany’s use. Also: the counter tops from A were also installed in C for use as a workstation. Room C is now for storage.  Keeping that door closed may help reduce our heating bill expense since we’re only heating three rooms now.
  Since last meeting, a used ceiling fan ($20) was purchased as well as a nice plastic folding table ($40).  Jan Franetti donated an overhead projector to the station. Not sure what we’ll use it for, but we got one.
   No additional shows added since Jan 18th Bd meeting. Midnight Special shows are very nice and have been aired three times so far. One new Zydeco CD ripped and ready for air play.
    Cheryl White, head of our news department, will come in for the first time Tuesday the 9th for getting our heads together. First topic: DSL, and the Frontier merger. Hope to have the first installment ready in a week or so. If it comes out pretty good, will submit the effort to Pacifica and FSRN for possible airing.
   Basketball season schedule is all messed up due to weather related cancellations. Games are now coming back to back. Our volunteer sportscasters are doing a good job and provide good coverage.
   Friday afternoon Feb 5th, puter #2 went south. This is the unit all broadcasters use for downloads, finding web based info and emailing. Without it, we’re hurting big time.  Will try and get Pete to look at it ASAP.
   Other than the puter, all else is working fine.
  Report prepared by A Waddell
 
 
______
 

AGENDA
WYAP Bd Meeting
Jan  18 2010   5pm
At the Station
Everyone Welcome

Opening
Financials
 New Year’s Dance statement
 Grants March 1 deadline, operation of News Dept, $25,000
Station Report
 Moving Room A to Room C, Cost $50+-
 Setting up transmitter at station for emergency times
 Frozen pipes
News Dept
 Meeting Coverage
 Public Affairs and distribution to FSRN, Pacificia
Valentines Dance Feb 13
Summer Jam Producer
Bingo Update
Election of Board
Election of Officers
Anything else?
 
 

WYAP MEETING MINUTES

from December 7, 2009
Present: Fred Sampson -  Vice President; Andy Waddell  - Vol. Station Manager; Tiffany Farmer – Secretary/Treasurer Dave Derby; Dana Perkins

Fred called the meeting to order at 5:30 pm.
Andy moved to approve previous minutes which were not on the agenda Dave seconded.
Dave moved to approve the meeting minutes Tiffany seconded.

Financials:
Check 2103 had not cleared the bank and was sent back to us.  It was written out to the wrong company.  The check will be reissued to Pacifica for the same amount. The financial report was discussed including checks out since statement, all bills paid up to date except Southern States that arrived yesterday.  Dana moved to approve financial report and Dave seconded.

New Media Grant:
Discussion was held on the New Media Grant we need to apply for it Andy agreed to do so.  He thinks the due date for applying is March 1.

Tiffany is to send a letter to find out the statis of the application we sent in a while back for increase of power. (FCC application)

Andy is ordering a new headphone/mic combo for the station/ballgames.  We are in need on a new set. Cost around $270 for the new set.

Tiffany to send Josh and TG a Christmas card thanking them for all they do for the station in the sports season.

Dana made the motion to approve the station report Dave seconded.

Football sponsors are needed as of now we have
Tiff’s Tees, Delta, Napa, Nancy Updagrave Ins. We still need about 6 more sponsors.

Work party was held all is done except for putting up the Clayberry pole for new years and adding plastic to the windows.  Andy is going to see if Ron Walls can put up the pole for us.  Dave approved the report and Dana seconded.

Christmas party:
Andy is to reserve the senior bldg. today for the 19th for WYAP’s Christmas party.  Tiffany is organizing the party.  We have give a-ways and decorations already.  Tiffany will make up a nice basket for the station to raffle off. Fred is checking to see if they still have the round table cloths from last year.  Tiffany is going to make up an invite to pass around town and will hand deliver them to the businesses/folks in town.

Dana moved to adjourn and Fred seconded.
Prepared by T Tiffany
 
 

WYAP Financials
Jan. 11, 2010

Bank Statement 11-30-09 ~ 12-31-09

Auto Withdraws
$83.40 Web Hosting
$99.97 WWW.Newegg.com
$309.38 BSW

Checks
$4.13   NAPA
$26.50  Sweeper rental
$30.00  ATM  (to auction)
$11.02  AW reimbursement
$96.85  Frontier
$171.57  Elk Power
$35.90  Clay Water
$28.89  Family Dollar
$8.80   Stamps USPS
$70.00  Senior Center
$20.90  Clay Auto Parts
$30.00  Simpson Neal
$33.39  Family Dollar
$25.00             Ron Walls (repairs)
$1,073.01   Total Debits
$    0                Credits
$720.02 Closing Balance

No checks out since statement!!

ACTIVITY SINCE STATEMENT
$800.00           Deposit 1-8-2010
$1,520.00        New Balance as of 1-8-2010*
Bills paid on 1-8-2010
$199.18  Elk Power
$20.37  Southern States
$35.90  Clay Water
$96.05  Frontier
$297.00  BMI
$30.00             Tiff Reimbursement from party 
$678.50

$1,520.02
-
$678.50
$841.52     Balance to the best of my knowledge

We still owe $252.00 to ASCAP and $120.00 to SESAC.

WYAP
Financial Report page 2
Jan 11, 2010

Monies received from our New Year’s Eve Party

Blue Tickets   $68.50
Red Tickets $104.55
Cake Walks $10.72
Donations $95.00
  $278.77 Total (Best Party Ever)

Basket Ball Sponsor’s money received

$50.00  Kate’s Florist
$50.00  Salisbury Auto Salvage
$50.00  Michael Asbury
$50.00  Mountaineer Mini Storage
$50.00  Fred & Liz Sampson
$50.00  Jack Brown
$50.00  Tiff’s Tees

$80.00  AW Donation
$50.00             Fred & Liz Sampson (Membership)
$530.00
 

$270.00
+
$530.00 
$800.00  Deposit which was made on 1-8-2010

All change went in the change box.

Prepared by:  Tiffany Farmer (Secretary/Treasurer)
 
 


Jan 2010 Station Report

During the last 30 days or so….
   Volunteers remain steady, programming remains stable, two new shows, one environmental (Love this Planet) and one folk music (Midnight Special to be auditioned Jan 18th) have been added to our line up. Equipmentwide, nothing broke. We added one $300 set of headphones that are doing great. With that addition, we now have a spare set of headphones which could be used for a third sportscaster.
  Tiffany loaned WYAP around 50 CDs (New Country, Rock, &  some Christmas) which  have been ripped and added to the playlists. Leading up to Christmas, the Station Manager managed to delete nearly all our seasonal tunes. The producers of Trance on the Porch allowed us access to their resources plus some in my personal stash, we got thru the season OK. 
  Basketball season is under way. Our sponsor request netted 10  bringing in $500 when all have paid.
  Before the big snow, the last of the concrete was added to the base of the new tower. Last support strap was added the day the tower was raised. We are ready for a boom truck to switch the antenna to the new tower.  TD has agreed to do the transfer as soon as the weather cooperates.
  The water lines froze up twice before the big snow. RW was paid $X to wrap the pipes. He did a good job but still the pipes froze up each time the temps dropped below 25 degrees.
   YAP went off the air Dec 19th during the first minutes of the big snow fall and did not return on 101.7 for seven days. Power was restored to the station in four days but not to the transmitter shed. During a time when we could have been a benefit to the county, we weren’t. That is unacceptable.
  Since we have an extra transmitter and antenna, my strong suggestion is to immediately: 1 Wire up the generator to the station breaker box; 2 Set up the old transmitter at the station; 3 Erect the old antenna on the existing aluminum pole above the stage.  Cost would include some connectors and coax, maybe as much as $125 at the most. 
  If we do that, at least the town and some close by, in the valley, listeners would have a source for important information. The recommendation to the Board is to make this project priority one, above all else.
  Room A is very cold in the winter. Trying to do financials in that room is all but impossible. Suggestion: Trade out Room A with Room C. With all our junk in A and behind a closed door, we may look a  little more presentable.
  With money in place and very strong person to run it, the news department is ready to start up  in January. In addition to the coverage of public meetings, public affairs shows should also be produced and provided the world thru the Pacifica network download site, audioport.org.
  All in all, we ended 2009 in a very embarrassed fashion, off the air and unable to live up to our mission station.
Report prepared by A Waddell.

2009 Year End Report

   Non profit 101.7 FM experienced  growth and stability during the last 12 months. When you factor in the poor economy and the shape of the nation in general, remarkable growth comes to mind. Here’s what we’re talking about.
  In 09 a new, not a used hand me down, stereo transmitter was installed. Up until then, our mono signal offered much lower sound quality and usually out of just car radio speaker. We also coupled a stereo DSL receiver to the transmitter to insure a much more dependable sound source without the buffering and down time after a power outage.  Instead of going off the air for hours after a power  or DSL outage, WYAP is back on as soon as utilities come back to life.
   A used, but in good condition, telescoping tower was erected near the transmitter site. When the antenna is switched to this tower, maintenance and adjustments will be a lot easier. Additionally, the higher elevation (38 feet)  may increase our coverage area. 
  In addition to adding lots of new tunes, membership supported YAP radio added late night music based shows from independent providers like Trance on the Porch, All Mixed Up, and Kaleidoscope. Our news department added one hour offerings, Talk Nation, Midweek Politics, Initiative Radio and the most listened to progressive voice, The Thom Hartmann Show each weekday afternoon.
  With increased volunteer support, local content programming continued during the last 12 months. Local voices included a Thursday night on air discussion group, Wed afternoon high school broadcasters, late late night shows  for insomniac listeners, and lots of sports offerings. In  addition to Clay High Sports, in 2009, three Clay Middle School football games including the Championship game, and the Pee Wee League Super Bowl were aired locally on 101.7 FM and around the world on the internet.
  During the Summer months, the staff organized and produced 14 Saturday night Summer Jam music shows where great West Virginia musicians were heard on the radio. This year more diverse sounds included two rappers and that teeth gritting music provided by area youth.   In addition to music, Cornhole contests and cake walks added some healthy things to do each Saturday. On the down side, for the first time ever, one Summer Jam was canceled when a monsoon storms drenched the county in July.
  There was a time when Memorial, Independence and Labor Days came and went without celebration. That hasn’t been the case for the last five years. In 2009, two and three day Small Town America Celebrations continued during those holiday weekends. Parades, Karaoke, yard sales, twist contests and great music filled the holidays .
  Each Summer our goal is to grow the tourism based economy and provide one more reason for folks to visit County Clay. In 2009, we did just that!
  Budget cutbacks and lack of grant support prevented firework displays in 2009. Funding from the CAEZ , BDA, Town of Clay, Solid Waste Authority, and from private donations allowed for everything else.
  With Fall coming, community based WYAP contributed to the grand daddy of em all, The Apple Festival, by providing up to the minute event updates.
  After the Big Apple came football season on 101.7FM.  True the High School football season went without a single win, we were there providing coverage to the many unable to get to the field. For the first time, YAP broadcast and then rebroadcast Middle School games as well as the Pee Wee Championship win. The rebroadcasts allowed the players and coaches to hear their names and efforts on the air.
  The New Year’s Eve party at the Senior Center (Two Run) polished off a great year. We danced, munchied, told stories, made new friends, and raffled off lots of items followed by the dropping of the Clayberry Ball at midnight. New York City ain’t got nothing on Clay County West Virginia!
  The year was made possible by the generous support of the businesses, government grants, private grants, strong volunteer efforts, memberships, and you the listeners. For that we would like to thank you for allowing us to grow the community radio footprint. Thank you for 2009.
  2010 is starting off with two new offerings. Soon a new “news” department will  provide coverage and discussions from various government meetings as well as public affairs programming.  In the coming months, 101.7 FM will begin hosting Bingo games in an attempt grow our financial independence.
A Waddell