2020 Meeting Minutes

WSU Board of Student Media
Regular Meeting – Board Minutes
4:15 p.m. Wednesday, November 18, 2020

Board members in attendance: Angelica Relente, Henry Dien, Alicia Booth, Rachel Wong, Sarah Gorrell, Danielle Dennehy, Benjamin Shors, Karen Breese, Lorena O’English, Matt Haugen, Daisy Zavala and Richard Miller. Staff: K. Denise Boyd

The board meeting was held online.

1. Called to order at 4:15 p.m. by Lorena O’English, chair

2. Minutes from Oct. 28 approved as read

• Presentation by spring 2021 EIC candidate Emma Ledbetter

Emma’s goals include creating a new research section, enhancing the Evergreen’s reputation as a community watchdog, having more breaking news, and developing beats.

3. Emma elected unanimously.

4. Reports

Daily Evergreen editor-in-chief Angelica Relente

 Shout out to all the section editors!
 Excited for Emma to become EIC in the spring
 The last issue, Dec. 10, will be a special graduation edition
 Richard noted that the newsroom has been creating 30% more content than forecast, which is especially impressive given the pandemic and switch to weekly print.

Advertising manager Drew Kalahar
 The pandemic has made it hard to sell ads; businesses have no extra money.
 Sold some ads for virtual events

Yearbook editor Danielle Dennehy
 Made headway on coverage for the yearbook
 Plans include info on campus groups, ROTC pictures, community profiles, photos from Murrow projects.
 New photographer hired
 Henry working on cover
Creative manager Henry Dien
 No print ads to make so focusing on yearbook
 Cover design near completion

Fiscal specialist K. Denise Boyd
 Projected year-end based on October financials is $17,034.

7. Public Comments – Henry: Thanks to Angelica for her work as EIC.

8. Adjournment at 5:04 pm until Jan. 27, 2021

Minutes recorded by K. Denise Boyd, fiscal specialist

WSU Board of Student Media
Regular Meeting – Board Minutes
4:15 p.m. Wednesday, October 28, 2020
Online

Board members in attendance: Angelica Relente, Henry Dien, Alicia Booth, Rachel Wong, Sarah Gorrell, Danielle Dennehy, Benjamin Shors, Karen Breese, Lorena O’English, Matt Haugen, Daisy Zavala and Richard Miller. Staff: K. Denise Boyd

1. Called to order at 4:17 p.m. by Lorena O’English, chair

2. Minutes from Sept. 30 and Oct. 20 approved as read

3. Reports
Daily Evergreen editor-in-chief Angelica Relente

 Remote production was challenging but successful
 Recruiting new staff from communication classes
 Henry Dien is working on a recruitment graphic for social media
Advertising manager Drew Kalahar – report given by Richard Miller
 Working on selling ads but customers sparse
 Winter Session buying 30-day online banner ad and two print ads
 Working on first sponsored-content article
Yearbook editor Danielle Dennehy
 Working on ASWSU president and vice-president profiles
 Henry Dien creating graphics for student submission form
 Working on business profiles
 Theme: “Untold Stories”
 ROTC will be featured in yearbook
Creative manager Henry Dien
 Designing yearbook theme, will have a vintage look
 Busy working on ads
Question: What is the policy on using drones to get an aerial shot of campus? What are the guidelines for using the retro Butch image?
Answer from Matt Haugen: There are many regulations on using a drone, most of which are prohibitive for casual student use. (He then listed them in impressive detail.)
Discussion: Check with the university if we can use their aerial photo. Check with the trademarks department on using the retro Butch image.

Fiscal specialist K. Denise Boyd
 Forecast yearend as of September 30, 2020 is $24,770
 S&A Committee reduced our allocation for FY2021 by 2%
Question: Angelica – Will the incoming EIC face more decisions involving print production?
Answer: Richard – Given what we know now, we’ll probably continue as we are for the rest of the academic year.

4. New Business
Reminder: Our last meeting of the semester is Nov. 18, a week early due to Thanksgiving break. At that time, we’ll elect a new EIC.

5. Public Comments. None given

Adjournment at 4:42 pm until Oct. 28, 2020

Minutes recorded by K. Denise Boyd, fiscal specialist

WSU Board of Student Media
Special Meeting – Board Minutes
4 p.m. Oct. 20, 2020
Held online

Board members in attendance: Angelica Relente, Sarah Gorrell, Danielle Dennehy,
Josh Babcock, Andrew Kalahar, Lorena O’English, Matt Haugen and Richard Miller. Staff: K. Denise Boyd

Purpose of meeting: Recommendation for maintaining or partially returning 2020 Student Media Fee. If the former, then to review a draft memo previously sent to the board which outlines the reasons. If the latter, then to discuss and draft a new memo.

Called to order at 4:00 p.m. by Lorena O’English, chair
Haugen: Who has the power to change the student fee? It was approved by a student vote.
Miller: I don’t know, but we’ve been asked to deliver our recommendation. What happens next, and how that happens, isn’t clear.
Relente: We are all doing as much as we did last year and doing it amid a pandemic. We continue to provide all the services that this fee supports.
Motion to accept the memorandum with minor edits made by Miller and seconded by Relente.
Vote: Unanimously approved
Adjournment at 4:13 pm until Oct. 28, 2020

WSU Board of Student Media
Regular Meeting – Board Minutes
4:15 p.m. Wednesday, September 30, 2020
Held online

Board members in attendance: Angelica Relente, Henry Dien, Alicia Booth, Rachel Wong, Joel Aleman, Sarah Gorrell, Danielle Dennehy, Josh Babcock, Lorena O’English, Matt Haugen and Richard Miller. Staff: K. Denise Boyd

1. Called to order at 4:16 p.m. by Lorena O’English, chair
2. Minutes from July 22, 2020, approved as read
3. Presentation by acting yearbook editor Danielle Dennehy and vote on confirmation
• Coffee table book style for this year
• Fewer in-person events require new approach
• Story telling elements that capture unusual aspects of year
Vote: Unanimously approved
4. Comments from acting ad manager and vote on confirmation
• Kalahar absent. Miller notes Kalahar has been acting ad manager since the start of the semester when the student in that role didn’t return.
Vote: Unanimously approved
5. Reports

Daily Evergreen editor-in-chief Angelica Relente
• Did first remote production Oct. 17. Process had issues, but succeeded
Advertising manager Drew Kalahar
• None given
Yearbook editor Danielle Dennehy
• Laying out the yearbook with the help of a spreadsheet listing content on each page
• Asking students to submit pictures, content
• Seeking an additional photographer. Booth shares name of possible photo staffer
Creative manager Henry Dien
• Limited staff in line with fewer duties
• Helping design yearbook

Fiscal specialist K. Denise Boyd
• Forecast year-end as of August 2020 is $24,455
• Lower than expected drop in enrollment means more fee revenue than projected
• Lewiston Tribune inserts are continuing at full price
• Changes in ad staffing have reduced expenses

6. New Business

Miller:

• Awaiting information on future presentation to S&A Fee Committee and information on process for considering reducing student fee

• WSU moving many student groups to stipends. All Student Media student staff, except drivers, will be on stipends by Oct. 1

• Board membership. A continuation of discussion from spring 2020. Revise faculty-at-large board membership category to at-large, allowing us to add staff and/or community members. Presence of current and former journalists would help students.
o Vote: Unanimously approved

• Revise ASWSU representation from four to three, remove class requirement. This was suggested last spring by an ASWSU board member.
o Vote: Unanimously approved

• Streamline requirements to change bylaws. Current rules require publication of proposed changes, which delays board action. Rules also require presidential approval of board appointees, which gives president power over an independent student group.
o Vote: Unanimously approved

7. Public Comments. None given

8. Adjournment at 4:53 p.m. until Oct. 28, 2020

WSU Board of Student Media 

Special Meeting – Board Minutes

4 p.m. Wednesday, July 22, 2020

Board members in attendance: Lorena O’English, chair, Richard Miller, Angelica Relente, Matthew Haugen, Karen Breese, Henry Dien, Bethany Loomis, Daisy Zavala, Josh Babcock, Benjamin Shors. Other staff and students: K. Denise Boyd, Cheryl Aarnio, Jacqui Thomasson Oliver McKenna, Jayce Carral, Alana Lackner, and Rachel Wong.
The board meeting was held online.  Students who were not board members were invited to participate in the main discussions.
I. Called to order at 4:03 p.m. by Lorena O’English, chair
II. Minutes from June 25 approved, with a correction to Jacqui Thomasson’s misspelled name
III. Welcomed new board member Josh Babcock
IV. Discussion of budget options for fall 2020
Richard shared the updated FY2021 budget options with the board:
•    Not much change from previous meeting. Still looking at a massive budget deficit, mainly due to projected losses in advertising.
•    Advertising representative wages were reduced to reflect the reduction in revenue
•    Revenue from accounts receivables was received before the end of fiscal year
•    Increasing rumors of classes going online for fall 2020
Lorena
•    If there is to be no print, can we send an email to the staff, students with a link to the online Evergreen, maybe a newsletter?
Richard
•    We have discussed newsletters in the past, using a system such as MailChimp, then selling ads into the newsletter. Perhaps with less print, students will have more time to explore new ventures.
Lorena
•    Previously, board discussed printing once or twice a week in fall, but continue to publish online seven days a week.
Angelica
•    If we cut print this fall, we would like a letter of agreement that this is due to the COVID-19 pandemic and we plan on going back to five-day week printing.
Lorena
•    I think we should consider going twice a week for fall 2020, monitor changes at the university and adjust the budget accordingly.
Angelica
•    What about the days we don’t print; how will the students be paid?
Richard
•    We will assume that students are still producing the same amount of content, and will pay them about the same as if we were printing on our regular schedule.
Lorena
•    Propose twice a week printing for fall 2020.
•    Publication days would be on Thursdays and the other day would be decided by the students.
•    If university goes online, we’d print once a week, assuming there are students on campus.
•    If they shut down the campus completely, we’d go to online only.
Alana
•    The two-day a week for fall is only temporary and we plan to go back to five-day week printing when the budget allows.
Denise
•    The board will be updated on any university changes, and we can revisit the budget if need be.  
Richard
•    Additionally, board members can call emergency meetings. Check the bylaws for more information, and contact me if you’d like help setting one up.
Board unanimously votes to reduce the printing to twice a week for fall 2020, and drop to once a week if the university moves classes online.
V. Public Comments: None
VI. Adjournment until Sept. 30, 2020

WSU Board of Student Media
Special Meeting – Board Minutes
4 p.m. Thursday, June 25, 2020


Board members in attendance: Lorena O’English, chair, Richard Miller, Angelica Relente, Matthew Haugen, Karen Breese, Henry Dien, Bethany Loomis, Daisy Zavala. Other staff and students: K. Denise Boyd, Cheryl Aarnio, Jacqui Thomasson, Oliver McKenna, Jayce Carral and Alana Lackner.

The board meeting was held online. Students who were not board members were invited to participate in the main discussions.

1.    Called to order at 4:05 p.m. by Lorena O’English, chair
2.    Minutes from April 29 approved as read
3.    Discussion of budget options for fall 2020

Richard offered a brief financial history of the office and presented the budget projections for FY2021
•    Services & Activities Fees already reduced by 7.5%
•    Projected reduction of Student Media referendum fees by 10%-15%
•    Projected two-thirds drop in advertising sales
•    Local advertising also expected to fall due to hardships faced by area businesses

Richard suggested three main variables to discuss for FY2021:
•    How much of the reserves to spend? That decision gives us a goal for spending cuts. Richard said reserves are meant for times like these, but we also want to have money left for worse times ahead.
•    Next, board should talk about the two main options for spending cuts:
o    Cut student wages. Due to previous opposition, Richard isn’t including specific data on that option, but notes that drastic reductions would be needed
o    Reduce print frequency. Richard presented projections for the financial impact of printing anywhere between one and five days a week, and the resulting projected deficits, which would range from -$12,000 to -$100,000.  

Denise: I agree in not spending all the reserves, perhaps only a third. We need to anticipate the budget shortfall lasting for a few years. We also don’t want to cut student wages; they will be doing the same jobs, just not printing five days a week.

Richard: I also don’t want to spend all the reserves, but we need to spend some. I’d be comfortable with spending half. The budget is based on the rough assumption that students will be producing the same amount of content, no matter how many days a week we print.

Jacqui: The reserve funds are set aside for rainy days, and it seems that these are rainy days. Students already make less than they should. If pay is cut, they will have a hard time filling the reporter positions.

Jayce: Also opposed to cutting student pay. With loss of other campus jobs, this income is more crucial.

Matt: Will reducing print jeopardize our referendum money?
Denise: The language in the referendum doesn’t mandate specific days of print publication.

Richard: If we go to two days of print, we’d want to keep Thursdays for the Inland 360 inserts. Perhaps Tuesdays and Thursdays, so students wouldn’t have to work on Sundays?
Lorena: In favor of two days a week print, maybe Thursday and Monday, but those days should be up to the students.

Angelica: Can we seek more alumni donations?
Denise: We have a link on the website for donations to the Foundation, but have never had a huge response from it.

Daisy: Let’s wait until the updated numbers from the university come out on July 15 to make decisions on the budget.

Denise: Two day a week printing at this point would be my choice. The budget decision isn’t in concrete. We can revisit the budget at the end of the semester and make any needed changes.

4.    Board consensus

•    Student wage cuts remain off the table at this point
•    Tentative agreement around spending up to half the reserves
•    Table the print decisions until after July 15
•    Several board members supported printing twice a week. No one spoke for other options.
•    Revisit the budget toward the end of the fall semester as things continue to evolve and update budget for spring 2021
•    Next meeting on Wednesday, July 22.

5.     Adjournment at 5:03 p.m.

WSU Board of Student Media
Regular Meeting - Board Minutes
4:15 p.m. Wednesday, April 29, 2020


Board members in attendance: Lorena O'English, Richard Miller, Sydney Brown,
Henry Dien, Benjamin Shors, Karen Breese, Matthew Winchell, Matt Haugen, and
Rachel Wong Staff: K. Denise Boyd, Barbara Merchant, Daisy Zavala and Angelica
Relente

The board meeting was held online.

1.     Called to order at 4:15 p.m. by Lorena O'English, chair

2.     Minutes from March 25th approved as read

3.     Reports
Daily Evergreen editor-in-chief Sydney Brown

Final weekly e-edition was supposed to be a graduation edition, but
time constraints and response from seniors were delayed
    The editors, section editors and the copy editors did a great job in
April
    The reporting in April could have been better, due to a time crunch
and scheduling issues
      Advertising manager Clayton Fincher (absent, report given by Richard Miller)
    Clayton's attempts to sell flash ads for the website fell through
    Classifieds & the religious directory going online
    Website errors with a couple of the flash ads, Richard will check
with SNO to resolve the issue
    Summer discounts - 1/2 price ads for placing ads for 3 months

    Yearbook editor Nia Saunders (absent, report given by Richard Miller)
    The yearbook is nearly completed
   Richard will review the proof this week, it takes two weeks once
sent to production for the finished product
    We will be mailing out the yearbooks at no cost due COVID-19

    Creative manager Henry Dien
    Creating a new recruitment ad
    Creating a new Week of Welcome cover
    Matt Haugen suggested Henry reach out to
New Student Programs to make sure graphics for WOW are
consistent.


      Fiscal specialist K. Denise Boyd
   Denise shared the March Financial Summary online
    March projected yearend is a positive balance of 5,112
    Allocations/Revenue is currently 6.38% under budget
    Expenditures are currently 7.23% under budget
    Accounts receivable for month ending as of March 31, 2020 is
(16,927)
    Student Media Reserves & 17A fund: 94,500



6.     New Business
        Discussion of budget concerns
    Richard Miller mailed out a document giving the board a view of
options for FY2021.
    Projecting a large reduction in advertising sales
    Projecting a 10% reduction in student referendum fees
    S&A reduced our FY2021 request by 7.5% and they could cut more
depending on enrollment


Board comments:

    Matt Haugen - It seems that the majority of the expenses are
wages, maybe consider cutting student wages.
    Sydney Brown - Cutting the student wages would hurt the quality
of work and ability to recruit and train journalists. Better to cut
print than student wages

    Richard Miller - Let's distinguish between mission and tradition.  
The mission of the Daily Evergreen is to cover news, and the
tradition is to provide the news in print platform.

    Karen Breese - Consider searching for alternative financial support
for Student Media, COVID-19 resources, grants, and small business
resources.

    Angelica Relente - Before we make any big decisions, we should
look into other revenue sources

    Ben Shors - The student leadership needs to propose a path
forward to the board, get student buy-in.  Other newspapers to
survive have gone from advertising to a subscription model. The
Seattle Times has 2/3 of their revenue coming from subscriptions

The board decides to reconvene in June to discuss the budget.


7.     Public comments - none

8. Adjournment at 5:03 p.m.

WSU Board of Student Media
Regular Meeting – Board Minutes
4:15 p.m. Wednesday, February 26, 2020

Board members in attendance: Lorena O’English, Richard Miller, Sydney Brown, Clayton Fincher, Henry Dien, Andrew Kalahar, Rachel Wong, Benjamin Shors, Karen Breese, Lauren Westerfield, Matthew Winchell, Matt Haugen. Staff: K. Denise Boyd

1. Called to order at 4:15 p.m. by Lorena O’English, chair
2. Minutes from Jan. 29 approved as read
3. Reports

Daily Evergreen editor-in-chief Sydney Brown

 Workshops with reporters are being held
 Photojournalist training
 Proactive leadership (readouts with writers; 1:1 workshops)
 Special editions being planned (Science and Research, Spring Break, Mom’s Weekend)
 Hiring news reporters
 Production flow is working great - meeting deadlines
Advertising manager Clayton Fincher
 Sales goals close to break even
 Advertising Fund - $5,195 left to allocate
 Working on Week of Welcome

Yearbook editor Nia Saunders – given by Richard Miller
 Production on track
 Hired an assistant editor who will apply to be editor next year

Creative manager Henry Dien
 Working on special editions
 Redesigned the classifieds
 125th anniversary of the Daily Evergreen
 Working on social media banner ads
 Designing the Dorm Room Contest ads, rack cards

Fiscal specialist K. Denise Boyd
 Anticipated yearend as of Jan. 31 is ($19,085)
 Newsroom over budget by $13K
 We have enough in our equipment fund to balance the budget at the end of the year
 Purchasing 12 new computer towers (replacing the ones that have their warranties expired). Estimated cost $11k
 Server Replacement – May 2020 – estimated cost $40K.
 Yearbooks sold as of Jan. 31 – 607

6. New Business
 Approved drafting these changes to board bylaws:
o Change Faculty-at-Large positions to faculty or staff at large.
o Remove class requirement from ASWSU representatives.
o Reduce ASWSU representation to three.
o Replace one ASWSU member with up to two community members. Invitations must be approved by board.
o Develop language for removal of members

7. Public comments
None

8. Adjournment at 4:55 p.m. until March 25, 2020.

WSU Board of Student Media
Regular Meeting – Board Minutes
4:15 p.m. Wednesday, Jan. 29, 2020

Board members in attendance: Sydney Brown, Clayton Fincher, Henry Dien, Andrew Kalahar, James Cole, Matthew Winchell, Phaedra Harmon, Ryan Hiller, Karen Breese, Matt Haugen, Lorena O’English, and Richard Miller. Staff: Barbara Merchant.

1. Called to order at 4:17 p.m. by Lorena O’English, chair
2. Minutes from Nov. 20 were approved.
3. Henry Dien unanimously elected Creative manager.
3. Reports
Daily Evergreen editor-in-chief Sydney Brown

 Sports editor resigned but Katie Archer, sports copy editor, and Cody Schoeler, reporter, are doing the pages until they can hire a new sports editor. Other staff have also pitched in to help.
 Staff members are working on the Housing issue.
 To save money, Brown is considering several pay reductions.
Advertising manager Clayton Fincher
 $2,700 over sales goals
 A staff member had to step down because they were working two internships in addition to other obligations.
 Looking to hire a new ad representative
 Starting the buy three, get two free promotion
 Overall, ad sales are going well
Yearbook editor Nia Saunders (not present)
 Everything going well
 Aiming for April publication
 Time to look for next year’s yearbook editor
Creative manager Henry Dien
 Working on redesigning house ads

Fiscal specialist K. Denise Boyd (represented by Miller)
 Boyd is working half time and will be back next week.
 Newsroom is $11K over budget for the year
 Photography section is $3,700 under budget
 Chinook took in $10K less in sales than forecast
 Looking for ways to stabilize Student Media income
4. New Business
The board discussed adding more industry professionals to the board. It was proposed that industry professionals could offer more specific feedback, as well as create opportunities for networking and a future donor base. This discussion will be revisited at future meetings.
The board requested more detailed information on the newsroom budget, which will presented at the next meeting.
5. Public comments
None was offered.
6. Adjournment at 5:05 p.m. until February 26, 2020.