Board and Staff Meeting Notes

Board Meeting 4/23

• Going through music overflow
• MDs going through and labeling music
• Redscroll trip planned for Saturday 5/4
• Qobuz issue — seems to have been a bandwidth issue
  • And DJs seem to be getting good use out of it
• Winter concert equipment accounted for
• Wild Wild Live gear is here
• JCCP coordinator position — any board members interested?
  • Meeting with JCCP representative to discuss any concerns and interest in Allbritton collaboration
• Elections
  • Questions for candidates — incorporating submissions
• Check-in on candidate field — a couple contested positions
  • No one for production director — will send out email asking for candidates
• Thanks to Sam for email about end of spring season
• OSI wanting to discuss WESU’s relationship with them
  • Important to have some student representation at that meeting
  • Showing that this is a student-led group
  • Dealing with record fair aftermath
• Pledge drive
  • It would be very helpful to get more 85th anniversary promos together
  • T-shirts
• Garden fest — planning to participate
• R/C open house — can we have one Friday 5/24?

Board Meeting 4/16

• Wild Wild Live equipment ordering is in the work
• Successful record fair! Thank you to Ford!
  • Some issues with OSI around table moving — will update the events sheet going forward
• Planning for fall record fair — avoiding football games
  • Looking at the weekend of October 5th
• Gardenfest next weekend
  • Follow up about registration
  • Promo for that event is in the system
• New shirt designs sent in — will respond
• Election process reform — email suggestion
  • Having people submit questions for candidates ahead of time
  • Helping people get to know the candidates better
  • Getting questions from the staff for people to answer in letters of intent?
  • Moving forward we’ll get questions from the staff — for this election we might formulate questions that would reflect what the staff would want to know
  • Having current board members formulate questions
  • Allowing people to email in questions before the meeting, rather than doing Q&A during the meeting
  • Hopefully will make final board meeting more manageable
• VP will synthesize this and send it out to staff
• Thanks to Izzy for record fair PR
  • Now in pledge drive mode — need to do press release for that
  • Will reach out to list of stakeholders and donors with record fair and 85th anniversary updates and pledge drive ask
• Other new t-shirt designs — will decide on color
• Pacifica Radio article on our t-shirt designs
• Re-registering WESU group in Wesnest
• Pledge drive!
  • New promos
  • Remember that our ability to get pledges relies on our ability to connect with people
  • People have to really have the intent to raise money if they want to raise money
• Working through remainder of overflow records — will keep very limited amount and pass along/scrap the rest of it
• Concert on Thursday night open to the public — will make social media post about that
• Planning dates around election and final board meeting with new and old boards

Board Meeting 4/9

• It’s a beautiful day!
• Concert recap
  • Successful concert, with an engaged crowd and good merch sales
• Record Fair
  • Press release came out — thank you to Izzy
  • Volunteer sign ups and getting people for breakdown
  • Table sign up is going well, and should have booths from people who don’t do other fairs
  • Continuing to raise awareness on campus
  • Table inventory
  • DJing — ideally being ready to start at 10am
    • Response from DJs — a lot of interest in 12-1 slot
    • Constructing DJ list
  • Great new promo featuring excellent Jimmy Carter impression
  • Set up plan
  • Publicizing service hour opportunity for trainees
• PR
  • Again thanks for press release
  • Got into Middletown event directory
  • Can we get it into school event calendars?
  • Posts spotlighting venders?
  • Posts during the event
  • Use of Twitter? Probably not the most helpful
  • Record fair DJ spotlight posts
• Tech
  • Streamlining website and making data accessible on our website so people don’t have to go to third-party websites like spinetron
  • Getting rid of redundant pages like DJ websites, which can be integrated more easily
  • Embedding web player better
  • Timeline — hoping to unveil the new website in the fall
• Program
  • Email about end of spring schedule coming soon
• MDs
  • Qobuz concerns — not sure exactly what to do about report of Qobuz cutting out during a show
  • Maybe troubleshoot and wait to see if there are any more reports of Qobuz outages
  • Communicating DJs ability to download music
  • Potentially an issue on our network — maybe a way to prioritize the studio computer for network bandwidth
• Pledge drive!
  • Starts Monday 4/15
  • We’ll need another round of PR
  • Board making new promos
    • Maybe three different phases/levels of urgency
• Getting a table at upcoming event with College of the Environment on 4/27
• Spinitron certificate is out of date
• Election ideas — will discuss post-record fair

Staff Meeting 4/7

• Student concert featuring the band Winter was successful!
• Elections will be held at the next staff meeting, and there will be an ice cream social!
  • Voting will be held in-person, and we will work out an option for an online forum for people with legitimate reasons to not be in-person
• Program manager
  • Spring program will end for students on May 8th
  • Community members can continue their shows until the actual season cutoff — May 26th
  • We will send out a form to students about whether they will be here for senior week and want to continue broadcasting
  • Summer program start date is May 27th — will send sign-up for that out at the beginning of May
• Production
  • Need more 85th Anniversary pledge drive promos
  • Please play record fair promos!
  • CDs with record fair promos are in the studio
• PR
  • Sold merch at the concert and will sell more at record fair to promote the station and make money
  • Flyer for record fair is up on Instagram and Facebook event has been created
  • Press release to come very soon
  • 85th Anniversary post on website coming soon
  • T-shirt designs are coming
  • Show spotlights continuing — next one will be a community member
• Events
  • Record Fair 4/13 — need lots of help
  • Set up from 8-10am, volunteers throughout the day to work merch booth and such
  • Need volunteers with cars/vans
  • Call for Vinyl DJs to play during the fair
  • Email with this information coming — will contain a google form for sign ups
• Personnel
  • Welcome trainees!
  • Exam to be taken after this meeting
• MDs
  • Email requests for music purchases
  • Great way to get service hours (which every DJ needs 4 of every semester) is to help MDs organize CDs — they’ve made progress but need additional help — email them to help — they are in at their board hours and Monday 12-2
  • New release playlist will now contain link to the Qobuz playlist, which can be accessed via studio computer
    • Qobuz is a streaming platform that we have access to on the studio computer that allows you to stream high quality music
• Tech
  • Website redesign is under way — will email out a feedback form on the current website
• Ben M updates
  • Qobuz — encourage people to use
    • Thank you to MDs for working it into their systems
  • Photo shoot at next meeting
  • Wesleyan Allbritton center end of year celebration May 7, 5-6pm
    • They requested Matthew to DJ!
    • Would love to have WESU representation there — the board will hopefully be there
  • Film screening of Winfred Rembert biopic “Ashes to Ashes” in the Ring Family Theater on 4/13, the same day as the record fair, at 2 pm — encourage people to check this out
  • Khalilah Brown-Dean will lead the Allbritton Center — very exciting, especially given her experience in radio
  • Allbritton radio coordinator positions — two paid positions (8-10 hrs./week) will come this Fall to produce radio content for the Allbritton Center
• 85th Anniversary updates
  • We have t-shirts, totes, bumper stickers coming for the record fair with 85th anniversary designs
  • New 85th anniversary designs and Moondog Matinee design added to Bonfire website
  • Hoping to have alumni/community gathering during Wesleyan reunion and commencement to plan a creation of alumni committee
  • Hoping to participate in annual Car Cruise again
  • Fall concert and lectures in the work — reach out to Chaim or Ben M. With ideas
• Pledge drive
  • Goal is 30k by year-end since we came short the past couple times
  • Hoping that 85th anniversary, record fair, new t-shirts will help us raise more revenue
  • Last year we used rainy day funds to get to end of fiscal year — now we don’t have those funds
  • We depend on your listeners — important for DJs to figure out how to appeal to their listeners
  • Pledge drive will be officially kicked off on 4/15 — more details to come in the next week
  • Email to come with more details
• Please promote the record fair — hang up flyers and talk to your friends
• Board elections next meeting
  • Descriptions of each position
  • Program Director — designing program for each semester — big job but satisfying
  • Production Director — making PSAs and promos
  • Personnel director — main job is to train new DJs — great job if you’re interested in running training!
  • Tech director — managing technical things, spinitron and other accounts, updating website pages
  • President — oversees meetings, leadership position — requires past board experience
  • Vice president — making budget requests, taking notes at meeting — requires past board experience
  • Community affairs liaison — reaching out to the community, available exclusively to community volunteers
  • MDs — handle new music, organize CDs, chart music — great job if you like listening to music
  • Public Relations — handling social media, handling event publicity (flyers, press releases, etc.)
  • Events coordinator — coordinating events like record fair and concerts — good if you’re organized and good at sending emails — open only to students
  • Public Affairs — creating document for FCC to show our public affairs work — there’s room to develop the programming as well
• Question about when the prior board experience requirement for president/VP was instituted and whether it’s in the code of conduct — we will investigate
• Qobuz technical issue
• Question about radio show DJ emails — we do have emails for DJs to use to reach out to labels, but we want to talk to DJs before they do this
• Ben M will be out of office tomorrow

Board Meeting 4/2

• Policies around promoting student-only events on air
• Staff Meeting Plan
• Sending sign-up sheet for covering shows after finals
• Date for starting Summer schedule
• Production Director updates
  • Moving ahead with promos for upcoming events, especially pledge drive
• Record fair!
  • Distributing flyers
  • Transporting WESU stuff
  • Promoting on Facebook and other places online
• Music Directors
  • Qobuz account setup and importing playlists to Qobuz
• Personnel
  • Last week of training sessions, trainees will test after the staff meeting
• Using Instagram to promote events
• 85th Anniversary design contest winners
• Website redesign
  • Looking for visual inspiration
  • Trying to finish by end of academic year
  • Continuing the site in the future
• Donations system

Board Meeting 3/26

• GM Updates:
  • Ben M using up vacation days before April 1st
• End date for the spring season
  • Program tentatively ends Wednesday May 8th
  • Finals ends May 17th — encourage but don’t require people to do their shows through finals
  • Seniors are welcome to continue their shows through senior week
  • Bringing in alumni to do shows during senior week for 85th Anniversary
• Production director — continuing with 85th anniversary promos and transitioning to pledge promos
• Record fair
  • Room is almost full
  • Figuring out set-up plan and transportation
  • Recruiting people for setting up and working our booth
• Concert preparation
  • We have a poster
  • Will have a sign up for working the concerts and have a plan to make merch
• T-shirt design competition results
• Adding 85th anniversary reference to the website
• Sending out record fair information and making posts spotlighting vendors
• Music Directors
  • Setting up Qobuz account — should be accessible on all studio computers and figuring out downloads
  • Back to charting
  • Bringing back MD blog
  • Making announcement about people leaving record stacks behind
  • Incentivizing people doing service hours in-person/organizing CDs
• Personnel
  • Written exam scheduled for the next staff meeting
• Planning for next year’s board

Board Meeting 3/5

• Figuring out end of Fall schedule
• OSI concerns about record fair
• MDs
  • Digital downloads drive cleanup and proper use of storage space
  • Discussion of feedback from staff meeting
  • Communication to Djs about QoBuz
• Potential concert with CFA and other partnerships
• PR updates
  • Logo contest
  • Possible new section of website for show spotlights
• Redscroll trip after break
• Planning for t-shirts to sell
• Sub MDs adding to charts

Staff Meeting 3/3

• spring break programming
  • sam sending out form
  • Jim: what are the specific dates of spring break
• production and 85th anniversary
• record fair event on april 13th in beckham 
  • still working on details 
  • will make promos etc soon
• get service hours by hosting interns
• md
  • have been clearing out new releases
  • going through cds
  • taking a trip to redscroll soon
    • any requests?
  • get service hours by looking through cds
  • getting a new streaming service QoBuzz 
  • playlists are sent out each week
  • please reach out if you are a sub md
• fcc report done
• pr
  • dj spotlight started
  • 85th anniversary events, iron-on event
  • logo contest submission deadline march 8th so new merch soon
  • dj spotlights on the website as well?
  • blog feed on home page
• tech
  • please turn down speakers when leaving
  • any requests for features in website redesign
• Chaim
  • looking for people to join the 85th anniversary committee
• don’t go over time
  • next dj should be welcomed in a few minutes before
• BM
  • elevator access: need to clear out old electronics out of the elevator room, looking for volunteers
  • reach out if you need elevator access and you will likely get key card access
  • studio tech work
    • replacing batteries
    • new computers
    • new adobe audition in studio b and c
    • audacity still
    • replacing other equipment to deal with mess of wires
    • phones finally working
  • successful gospel event
  • qobuz
    • hifi alternative to spotify, apple, amazon etc
    • manager for north america is former wesu md
• Jacob
  • ethnography field work at wesu for anthropology class
  • interest in talking to community volunteers, informal interviews
  • jchatto@wesleyan.edu
• only two staff meetings left, think about spring pledge drive and elections

music

• pros and cons of streaming services
• qobuz will help with this problem
• questions?
  • Brie: will we be able to browse their catalogs? – they have search function and curated playlists etc
  • Jen: Tidal has hifi flat files
  • Wilder: Apple music is now available at lossless quality now
  • raising hand or just raising eyebrow?
  • Jack: Tidal can work together with DJ Pro so you can mix two tracks. need to make sure you know which version you are playing on streaming service
  • will it be on computer pot? likely
  • bill: sub md the folk md, lots of stuff getting in via cd, and emailed downloads, listserv folkies@wesufm.org also on the bulletin board?
  • max: electronic and experimental sub md, not a lot of stuff coming in, if anyone wants experimental/electronic music that we don’t already have reach out mlevin@wesleyan.edu
  • could use some loud rock sub mds

85th anniversary

• any organizations that want to make an event in coordination with wesu 85th?
• possibly with wesleyan cfa
• Chaim is 85th anniversary committee chair
• great if there are already events happening that wesu can tack name onto etc
• Jen: have you reached out to grant writers? — they won’t be much help, city of middletown grants too late
• we can offer ability to promote the event on air
• do we have any package that can guarantee a number of promotions before the event?
  • yes, underwriting, but no tight data
• we cannot promote any for profit event
• we have airtime not money to offer

student concert on campus

exciting concert in fall but can’t mention yet

book festival in october

record fair april 13th

Board Meeting 2/27

• Discussion of the merits of goat milk and unpasteurized milk
• Meeting schedule after break
• Staff meeting communication and reaching out to IMS for help with Zoom
• Confirmed for Beckham for April 13th!
• Training going well
• MD updates
  • Connecting and coordinating with sub-MDs
  • Getting community feedback at the March staff meeting and potentially adding a suggestion box to the studio
• Potential new music spending and budgeting
• Public relations — DJ spotlights and getting access to the website
• Tech — new website updates
  • Also MDs reviving MD blog and updating info on how to submit music to WESU
• Vacancy on Wednesday nights — filling in with a Pacifica show
• 85th Anniversary Committee — meeting with interested people at staff meeting
• Record Fair setup
• Old studio tech
• Sociology student interested in doing field work here — introducing him at meeting on Sunday
• Working to clean up wire “rat’s nest”
• Production — 85th Anniversary promos
• Winter concert venue

Board Meeting 2/20

• 85th Anniversary Committee and events
• Music Director updates 
  • Getting in touch with sub-MDs
  • Getting staff help to organize CDs/shelves
• Updating meeting minutes
• PR updates
• Getting 85th anniversary designs and material from staff
  • Making cassettes
• Adding to our history section online
• Public Affairs update — Cowboy Curtis
• Wild Wild Live purchases
• Gospel Night was great
  • Good to have WESU people there to support it
• Record Fair
  • Nailing down Beckham Hall
  • Ways to keep it fun and exciting in the event that it’s not at 45 Broad
• Coordinating with PSafe on elevator issue and record fair being at 45 Broad
• Winter concert is confirmed for April 6th — likely in ADP
  • Trying to secure access for community members
  • Student openers?
  • Merch for the concert
• Getting a QoBuz station account and encouraging DJs to use this and Apple over Spotify for higher fidelity
  • Digitizing non-streamable stuff that we have on our shelves

Board Meeting 2/13

• 85th anniversary team
• Prep for website reboot and 85th anniversary publicity on website
• T-shirt designs
• Gospel night Thursday night
• Wild wild live purchases
• Training — schedule made for the semester, board will sign up to sit in on training
• Public affairs — report is coming
• Record fair — securing backup locations
• Winter concert tentatively set — allowing community members to come
• Potential music industry panel in the fall
• PR director working on promoting shows — fill out form
• Getting people to do promos

Board Meeting 2/6

• Staff meeting recap and potential tech improvements
• Election turnout and returning to in-person voting
• Future MD discussions at staff meeting
• Phone problems
• Tech director:
  • In the process of redesigning website and reorganizing graphics google drive
• Ensuring future boards have email login information
• Program updates
• MDs: organizing music
• Alternatives to Spotify
• Record fair — making preparations
• Preparing for Spring training
• PR: DJ Instagram involvement 
• Board hours
• Genre organization of physical media

Staff Meeting 2/4

• Thanks to Sam for making the Spring program and to Clara for leading Fall training
• Elections!
  • Overview of rules
  • Music Director (2 positions)
    • Speeches from four candidates: Samia S., Clio G., McKenna B., Max L.
    • Q&A with candidates
    • People can still help out MDs if not elected
  • Production Director
    • Speeches from two candidates: Tess L., Liz P.
    • Q&A with candidates
  • Public Relations Director
    • Speech from candidate Izzy K., who is running unopposed
• Program Director update
  • The program has started!
  • Lots of new and returning shows this semester — please understand if shows were shortened or made biweekly, and if shows are late at night for new DJs
• Station updates — pledge drive completed (about $5,000 short), 85th Anniversary
• Visit from guest Clifton Watson, Director of the Jewett Center for Community Partnership

Board Meeting 1/30/24

• Preparing for 85th anniversary this year
• Ensuring google group is up to date
• JCCP Black History Month event — Gospel night
  • February 15th, 6-7:30pm at the Memorial Chapel at Wesleyan
  • Encouraged to RSVP
  • Will recognize WESU Gospel DJs
  • Commemorating Wilfred Rembert
• Showing segment of Winfred Rembert documentary at board meeting
• Thanks to Sam for making program
• Collaboration with the Jewett Center for Community Partnership
  • CSPL 120 — quarter credit class on civic engagement activity — anyone connected to civic engagement for at least an hour a week is eligible
    • Creating a stronger community for civically engaged students 
    • Helping students develop the skills they need to engage the public
    • Bolstering content knowledge across three focus areas: criminal justice reform, education, and sustainability and environmental justice
    • No set class schedule — instead fulfilling certain requirements: submitting an end of the year reflective essay, attending three public events, and attending three workshops
  • Events honoring Winfred Rembert
    • Wilfred Rembert day — February 9th — mostly in Hartford
    • February 15th event — see above
    • Film screening of Ashes to Ashes (documentary about Rembert): Saturday, April 13th — 2 pm at Ring Family performing Arts Hall
  • PSA encouraging people to leave their reflections about Black History Month at the station
• Board votes 11-0 to approve Spring schedule pending final adjustments
• Concert updates — aiming for the first week of April
• Ways to celebrate 85th Anniversary
• Staff meeting on Sunday

Board Meeting 12/11/23

• Board vacancy updates
• Training wrap-up
  • Practical exams
  • Community members administering practicals after the semester
• Music Director
  • Sorting new releases
  • Getting new releases on vinyl
  • Harder line new release policy
  • Using more hard copy music
  • Finding new MDs for next semester
• Events
  • Got Fayerweather for record fair
• GM updates
  • Pledge drive at 34%
  • Potential pitch to past donors
  • Updating studio white board
  • BM is feeling better!
• Program
  • Winter schedule
  • Plan for Spring applications

Board Meeting 12/4/23

• Pledge drive
• Tech updates
  • Working on new website
• Public affairs
  • FCC report
• Events
  • Spring record fair location update — Beckham hall is booked on that date
  • Working on concert for next semester
• Open positions

Staff Meeting 12/3/23

• Recap of this past week
  • Bought records at Redscroll
  • Anthony Fantano came by the station, getting publicity for WESU
• Ben Michael will be out of office for the next couple weeks
• Programming for Winter
  • Look out for an email in the coming days about Winter programming
  • Will have instructions about how to participate in the Winter season
  • Contact program director (program@wesufm.org) if you want to continue your show over the break, either in-person or pre-recorded
  • Spring show applications to come out soon, during Wesleyan’s break
• Don’t forget to include pledge drive pitches (4 per hour) including in pre-recorded shows — consider doing a hybrid model if you do pre-record to include some live pitches
• Events
  • Working on Spring record fair — hoping to have that April 13th or 14th
  • Still figuring out location — either Beckham Hall or hopefully the area around the station
  • JCCP events in February for Black History Month — stay tuned for emails with updates
    • Thanks to everyone who attended November JCCP events!
• Personnel
  • New DJs will be testing soon
  • Get your service hours done — you need to do two for the season
    • Email was sent out with ways to complete service hours
  • Working on updating staff directory
• Tech director
  • T-shirts are up, both for individual shows and for the winner of the station t-shirt design contest
  • They’re selling well!
  • Will be working on revamping website this Spring — email tech director if you have things you want to see with that
  • Note that purchase of these shirts are not tax deductible, although a tax-deductible donation can be added on top of that
• Music directors
  • Working on logging the new purchases from the redscroll trips — got 40 records
    • Will go again next semester
  • Both MDs are going abroad next semester — if you’re interested in replacing them, please reach out!
• Production
  • Production director is also going abroad! Reach out if you’re interested in the position
  • We made some new pledge promos as a board
• Public Relations director position is also vacant
• Board vacancies
  • PR director, 2 Music directors, Production director
  • We’ll appoint someone at the beginning of the Winter season
  • If you’re interested, email the board (wesu_board@googlegroups.com or reach out to Ben M or Ben G) with some info about you
• Pledge drive!
  • Make a personal goal
  • Remind people why this is something worth supporting
  • Remember that this is a community service
  • Make personal pitches to people outside of your shows
  • Donor list will hopefully be published tomorrow, and there will be a CD with recorded promos in the studio soon
  • Hoping to mail to past donors
  • Don’t forget to tell people how to donate — wesufm.org/pledge 
  • Reaching out to the business community would be great long term
  • Shout out to Mike, who’s been breaking up his donations to donate to several other shows he listens to and show his support

Board Meeting 11/27/23

• Replacements for people leaving for abroad
• Election at December staff meeting?
• New pledge drive promos + posts
  • Mentioning new t-shirts
• Programming for winter break and Spring semester
• Practical exams for trainees
• New shirts now up on Bonfire
• Spring record fair booking
• Redscroll Records trip
• Music Director blog

Board Meeting 11/13/23

• Beatles discussion
• Pre-recording for break
• Getting people back in the studio
• Program discussion
• JCCP events this week
  • Playing promos on air, offering service hour for attendance
• Concert committee
  • Corresponding with artist management, getting prices
  • Submitting a proposal before the end of the month
• Personnel
  • Making training videos on playing records
  • Working on updating staff directory
• Music Directors
  • People applying for sub-MD positions
  • Picking up new mail
  • Keeping track of digital new releases
• T-shirt design submissions and selection
• Pledge drive has begun

Staff Meeting 11/5/23

• Great to see so many people, including trainees
• Important to have people at the staff meetings to build community
• Great to have live radio — some public affairs shows need to be pre-recorded, but there are opportunities to do hybrid things, especially during the pledge drive
• Try to play hard-to-find stuff and new releases — that’s an important part of our mission and why people listen to us
• SBC budget — funding regular expenses along with Wild Wild Live! equipment and Adobe Audition
• Program
  • Thanksgiving break coming up, and show applications going to come out in December
  • Encouraging live shows and limiting new release exemption
• Events
  • WESU-supported Jewett Center for Community Partnerships (JCCP) events coming up: talks from Akua Naru on Tuesday 11/14 and Banning Eyre on Thursday 11/16 — both at the Ring Family Theater at 6pm
    • We’re encouraging people to go — we’ll offer a service hour for anyone who goes
• Personnel
  • Training finishing up — please host interns!
  • Work on completing service hours
• Music Directors
  • New release playlist updating regularly
  • Let MDs know if there’s music we don’t have that you want to see
  • Need help sorting through backlog of music we’ve been sent
  • Opportunities to be a sub-MD and help with a certain genre of music
  • Please play physical copies! They sound much better
    • Let us know if you want to better learn how to use record players
• Tech
  • T-shirt design contest — deadline is tomorrow
  • Looking for people to support putting designs together
• Excited about bringing record fair back
• Recent JCCP event giving CT middle and high school students a tour of the station
• Reminder that attendance at staff meetings is mandatory!
• Fall pledge drive:
  • Goal is $25,000
  • Raising funds through on-air pitches, in-person pitches, mailing, and social media
  • Asking people for support for the community service we provide
  • People want to support us, but they won’t if we don’t ask on-air and directly off-air
  • Think about what you can do to successfully participate in the pledge drive — make a personal goal and let your listeners know
  • Funding isn’t guaranteed — we didn’t meet our goal last year
  • Giveaways can be effective
  • You can even design your own shirt for your show

Board Meeting 11/5/23

• Emailing bands to find out costs for concert committee
• Planning/agenda for the staff meeting
  • Updating staff on funding, program, JCCP events, training, t-shirt contest, new music and using vinyl, and pledge drive!
• T-shirt design submissions
• Adding stronger staff meeting requirements
• Changing instagram profile pic
• New instagram post

Board Meeting 10/30/23

• Budget
  • We’ve gotten funding from the SBC – now need to spend it
  •  Music purchases and Wild Wild Live! equipment
• Events
  • Spring Record Fair – we’re thinking April 14, 2024 (Sunday)
  • Potential conflict with WesFest?
  • Try to hold it here at 45 Broad but book Beckham in case we need it
• Staff meeting this Sunday, 11/5
  • Stick with Tichler for now, but we can try to move to PAC when that opens back up
  • Conveying that it’s mandatory, and instituting a new policy on zoom attendance
  • Staff meeting enrichment activities – maybe something fun for December?
  • Potential documentary screening at February meeting
• JCCP/WESU events coming up that we should promote on air and encourage people to attend
  • November 14^th – 50 Years of Hip-Hop: Reflecting on the Role of Women in the Music and Culture with Akua
  • November 16^th – Afropop Worldwide, Music and Culture Across the African Diaspora with Banning Eyre
• Updated and reorganized production files
• Need new pledge promos!
  • We can also talk about show promos, although it’s fairly late at this point so we should focus on pledge stuff
• Fall Pledge Drive is coming – start 11/6 or 11/13
  • Likely 11/13 at this point, since we need new promos and graphics
  • Shirt design contest
  • Could use a classic image if needed?
• Training
  • Sessions are over, written exam will be after the 11/5 staff meeting
  • They’re going to be working on service hours now
• Music Directors
  • Got access to music reporting site to resume charting
  • Plan to clean out the “new releases” in the studio
  • Encouraging DJs to use physical music
• Program
  • Some issues with automation over break
  • Planning for Spring
• Public Relations
  • Pledge drive press release

Board Meeting 10/16/23

• Budget request tonight
• Events
  • Dates for Spring record fair in Spring
  • Selling records in Usdan
  • Staff meetings
    • Tech support for future meetings
    • Using new PAC for meetings when it reopens
    • Enrichment speakers
• Production
  • Started organizing promos
  • We need new promo material for shows and pledge drive
• Fall pledge drive coming up
  • Need promos!
  • New T-shirt design and facilitating DJs creating show-specific shirts
  • Need someone to help with this
  • Design contest!
• Training
  • Two sessions left
• Music directors
  • Still figuring out access to NACC radio chart
  • Making progress on organizing CDs but need help
• Program
  • Fall break email will happen tonight
• Public affairs
  • Use of website, Instagram, Facebook
• Board hours tasks

Board Meeting 10/9/23

• Potential funding from Allbritton
• Status of SBC funding
• Status of space below the station
• Spring record fair – date and location
• Music Director updates – making way through new physical releases
• More Instagram posts, which have been good!
  • Encourage more of this, clarify the best way to post
• Website– updated with current board information, more redesign progress planned for next semester
• Getting promos together for shows and for pledge drives
  • Pledge drive will start as early as possible in November
• For Spring pledge drive, hoping to line up funding to employ a third-party organization to set up a phone bank and website for donations
  • Not having a phone line alienates some potential donors
• New t-shirt website and potential new designs + retro designs
  • One old design being brought back per month in 2024 for 85^th anniversary?
• New DJ training – going well, would be good to have board participation
• Staff meeting attendance requirements

Staff Meeting 10/1/23

• Ben M mostly out of office this week
• Hoping to get as many shows as possible back in the studio
  • Planning to come up with an automation policy by the end of the school year – ideally a minimum percentage of live shows
• Archives are back to working – lost shows from when the archive was down (with the exception of one day where the audio recorded wrong) have been found, and can be retrieved on request
  • Also, best way to get good copy of your show is to record it yourself on Studio B, and we can help you learn how to do that
• MP3 recorder in the Air Studio is still working
• Spring Record Fair – zeroing in on a date for that
  • Not going to have a big record fair in the fall – probably small record fair event(s) instead – maybe something in the corridor outside of the studio building
  • Old bookstore underneath the studio is not an option, unfortunately
• Fall pledge drive – good to start thinking about before it starts next month – have a goal in mind
• We can now make t-shirts for individual shows – great way to connect with listeners!
  • Reach out to the board if interested
• Also could use a new WESU design for this fall — if anyone is interested in designing please email the board
  • And we can have more than one design if there are multiple submissions
• VP
  • Board and staff meeting notes are available on WESU website
  • SBC budget request process beginning – please let us know if you have WSA/SBC connections
• Personnel
  • Training began today and there’s another first session on Wednesday at 4:30
  • Training is Sundays and Wednesdays at 4:30
  • Working on updating staff directory – stay tuned
• Music directors
  • Will be working on clearing the shelves
  • Contact MDs about getting involved if you want to help review and sort backlog of physical music
  • Check out weekly new release emails – hoping to add these to MD blog
• Production – recovered old promo folder and now working on sorting through those
  • Contact production director if you want to go into the studio to work on promos/PSAs
• Reminder to sign out of any personal accounts you’re using on the studio computer
• Tech
  • Email about Spinitron + Stream Rewind login was sent out – contact tech director if you have questions
  • Beginning the process of revamping the WESU website
• Please make a promo for your show!
  • And promote the show after you – tell listeners the name of the show and what it’s about
• No food or drink in studio
• All guests in studio must be registered in advance – email the board
• Sign the logs
• Hearing about problems with phone – will look into

Board Meeting 10/1/23

• Old bookstore will not be available for our use 🙁
• Record fair – zeroing in on Spring dates and location
• Possible small record fair outside the station
• JCCP collaboration events
• Need new promos – promo folder has been recovered but is incomplete
• Pledge drive is coming – need new T-shirt designs + new promos!
• Staff meeting preparation

Board Meeting 09/25/23

• Rescheduling next board meeting to 5:15-5:45 October 1^st
  • In Tishler
• SBC Budget – potential trouble ahead
  • Plan for pitching necessary funding
• Interest meeting and training
  • Training this semester Sundays and Wednesdays at 4:30 in Allbritton Room 4
  • Training manual has changed
  • Make sure exam is up to date
  • Attendance and service hours
  • New DJs: Possible promo-making requirement and encouragement of making evergreen shows
  • Keeping people involved after completion of training
• Physical program guide – probably not this semester, but hopefully next semester
• Static issue with archives from Monday – those shows are lost but shouldn’t be an issue in the future
• Making sure to focus on different smaller artists with new music selection
• Public Affairs – using public affairs review in SBC process
• Tech director – website redesign

Board meeting 09/18/23

• Fill-ins for schedule gaps
• Plan to connect with JCCP
• Print program guide?
• Possible 85^th Anniversary Concert
• Broadcasting Wesleyan archive materials
• Stream Rewind is back!
• Getting university computers for the station studios
• T-shirt shop – bringing back old designs for 85^th anniversary
  • Alumni participation – t-shirt designs and old show recordings
• Community tour/workshop October 7^th
• WSA/SBC budget process
• Interviewing bands performing in Middletown in October
• Table at Pumpkin Fest in October
• Interest meeting for training this week
• Board email accounts

Board meeting 09/11/23

• Staff meeting recap
• Remaining programming issues
• Attending JCCP events
• Determined board hours
• Training starting soon!
• Potential upcoming events?
• Music director updates – looking for more input for new music
• Website updates? Potential redesign?
• 85^th Anniversary coming up
• Wild Wild Live planning and brainstorming bands to bring to Wesleyan

Staff meeting 09/10/23

• Board meetings are 5pm Mondays – board hours will be determined this week
• Ben Michael updates/reminders
  • All staff are welcome to return to WESU studios and campus
  • Hoping to have as many live shows back in the studio as possible
  • 3-4pm during the week is a good time to come in to relearn studio stuff if you’ve been away for a while. You can reach out to Ben Michael to schedule a time to do that then or at another time so you can be prepared for going back on the air
  • Be aware of who’s on before and after you and if there’s an automated show in either slot
  • Make sure to have a plan if you can’t make your show – reach out to DJs before and after you for coverage, contact program director, find coverage or pre-record show
  • Guests are allowed (2 per DJ) – contact board in advance
  • Call Public Safety if you’re the last DJ for the night
  • Stream Rewind – we’ve had a hardware problem with our archives over the last two weeks – should be back up and running this week – you can also record through Studio B
  • Events being planned
• Program Director Updates
  • Program was finalized last week – more weekly shows than usual this semester because of fewer new DJs
  • Contact Sam if you need to pre-record a show
  • Wild Wild Live is back – Fridays 5:30-6:30 – let us know if you have bands you like that are coming through CT
• Tech Director Updates
  • All new DJs will need to sign up for a Spinitron account – more information to follow in an email
• Personnel Director Updates
  • Contact Clara if you or others aren’t getting WESU emails
• Questions about phones – use of and training on new phone

Staff meeting 05/07/23

• Pledge drive is happening, make a pitch!
  • Don’t forget (even if pre recording show)
• Thanks to our graduating board members and the rest of our staff who are graduating
• After our election join us outside for a staff photo and ice cream
• Event on Tuesday, May 9th at the Allbritton center for the JCCP’s end of year celebration contact Ben if you are interested in attending.
• Elections
  • Everyone speaks who has sent in a letter of intent, write in candidates can declare at the end, and the ballot is open until 6pm tomorrow
• New board will convene at Allbritton

Board meeting 05/02/23

• Elections 
  • Positions still open? Tech, CV liaison, and PR – will be available for write-ins (only) 
  • Kate will work on an online ballot and will facilitate the process on Sunday
• BM will confirm time and location to Paul the Ice Cream Man. Same as last year (last year was 6:45ish at the corner outside of Exley)
• Pledge drive
  •  Ben M sent an all staff email out w 1^st pledge pitch. Will send that first pitch to donors soon! 
  • Special Board Pledge efforts?
• Social Media Campaigns
  • Ben M will get tally posts going soon and will do some FB advertising for pledge drive.
  • Board members and staff should be encouraged to use FB/Instagram as platforms to make pledge pitches.  
• JCCP year-end event
  • May 9^th is the  JCCP year-end event, JCCP is seeking 3 photos and a slide that reflect our year at WESU. Ideally, some concert pics, a staff meeting, and studio shots 
• Program
  • Need to work out dates for 1) end of spring semester, 2) beginning of summer, and 3) any transition time (if needed). Also need to come up with some basic info about summer applications. Ideally, we should share an application link and pertinent dates at the meeting this Sunday.
  • Senior week May 22-28th

Board meeting 04/18/23

• Elections
  • Looking for people who are going to be here for the full year. In that same message we should include other specifics about positions that require board experience and what’s left. 
• Ben is following up on pledge promos
  • Making a new folder for this spring season
  • Folder should also go on the google drive for pre-recorded shows
• Ready to go with pledge forms 
  • Ben figured out how to streamline old and new platforms. There is one site for donations only and flyfire is where you can donate and buy merch. Bonfire is separate.
• Want to use facebook to promote pledge drive more
  • Guidelines for DJs to utilize social media
• Mary’s update
  • Training is going well almost all of the DJs have taken and passed their tests
  • Ice cream for final board meeting
• By next staff meeting we need to contact Annie about summer program
• WESU has a twitter we should use
  • Need to get into the account– its registered with a WESU DJs personal email from a while ago
• Ben will reach out to the ice cream guy to book him for our last meeting
• We have two meetings left one on the 2nd and another on the 16th, on the 9th there is a JCCP event
• Need to bring together the two boards and the 16th seems like the time to do it or alternatively the 9th.

Board meeting 04/11/23

No meeting this week.

Board meeting 04/04/23

• Tech
  • Website needs a play button at the top. Click on menu that says listen now and drop down. Need to find a way to streamline that.
• PR
  • Staff and student discount on Bonfire merch. On the website you can pay and then tack onto that price. Needs to be clear this is an easier pledge gift interface than the other website where Ben was shipping them all at the end of the season.
  • 17th should be the target date to set up the shop.
  • Have the option to choose a gift and donate or just donate.
• Events
  • Clifton at the JCCP says there is still innovation fund money available. Has been used for guest lecturers but could also be used more creatively. They have some requirements to meet but for the most part are flexible. 
• Music
  • Need to tag new releases which could be a good opportunity for a service hour. 
• Community Liaison
  • Kate has a draft of the description for the position. Everyone weighed in and approved it at the meeting.
• Program mishap
  • Some shows got programmed in a different spot because of changes to the program early in the semester. This was caught over spring break.

Staff meeting 04/02/23

• Welcome to our penultimate meeting of this academic year! Thanks for joining us. We only have one more staff meeting after today.
• Special thanks to Tom Christopher for his talk at our meeting last month, sharing how he has been able to grow his gardening program, “Growing Greener”.
• Board updates (also note we will be having elections next staff meeting so at the end of each update you will hear a bit about the role). To start President needs to be someone who has served on the board and is responsible for conducting all meetings. Sends out communications for all things WESU.
• Training updates
  • Written exams will be after today’s meeting.
  • Position is open to both community members and students.
• Music Directors
  • Red Scroll field trip this morning.
  • One of the spots needs to be filled by a student.
• Events
  • Seeming less and less likely but we might still be able to make something pledge drive related happen! Stay tuned.
  • Events does have to be held by a student because of access to room booking portal.
• Public Relations
  • New merch store is about to launch soon.
  • This position is social media and all things press. Lots of design opportunities.
• Program
  • Thanks to everyone who helped to keep programming solid over break. With a few exceptions, folks made sure their time was covered.
  • Summer Program: Details TBA about wrapping up our spring program and how to participate in the summer program are forthcoming. Summer is a good time for new DJs to get some airtime and for those who will be around to perhaps even grab a little extra! Students who are around for the summer please consider grabbing a shift.
• Production
  • Need new spring pledge drive promos. Great opportunity to gain some production experience and earn a service hour!
  • If you have experience in digital audio workspaces this is a great role.
• Tech
  • Still troubleshooting TuneIn schedule
  • Responsible for Spinitron accounts and organizing all other things tech. 
• Public Affairs
  • In charge of producing the FCC public affairs report. At least 50% of WESU’s programming is public affairs.
• Vice President
  • Primary responsibilities are the budget and note taking for each board and staff meeting.
• Over to Ben M
  • In early June a group called the Golden Rule who sail for a nuclear free future are coming to visit Middletown Harbor Park. There is a meeting with Middletown Mayor w Veterans for peace organizer on Tuesday if anyone is interested in joining (email Ben).
• Pledge drive Fall/Winter
  • Pledge promos have gone out with a handful of exceptions (need some hoody sizes). Ben is now working back though the Spring 22 premiums and there are a few back ordered from even further back (FA21). Luckily, donors have been very patient. 
  • Moving forward, we are going to utilize a new online T-Shirt Store called Bonfire! Our PR Director Sarah has been working hard to get our new Bonfire shop ready. This company will ship the shirts directly to the donor, thus ensuring we don’t get backed up again! It’s going to take us another week or so to get it together but we should be up and running for the last month of school, which means mid-April.
  • Details on Spring Pledge Drive will be forthcoming – but the basics remain the same:
    • $25K goal – No matching gift lined up yet.
    • DJs will be required to include pledge pitches during live and pre recorded shows.
    • Off air pitching and on air “gimmicks” are great ways to increase your likelihood of raising money.
• Please help us produce new pledge promos. We have some great classic material but we REALLY need some new stuff! There will be a pledge binder in the studio to help you with basic info. Keep an eye out for pledge packets that you can put in the hands of potential donors.

** As mentioned we will be using a new T-shirt vendor this year which should expedite the shipping of our thank you gifts. There will be a discount code for Wesleyan students and WESU volunteers to purchase swag at a discount.

• Closing Remarks 
  • Remind folks that they should consider running for a board position.
  • Elections take place at our next meeting on May 7.
  • Candidates need to announce their candidacy via a letter of intent sent by staff email by Sunday 5/30 (1 week before last meeting). Only candidates who submit a letter of intent will be allowed to deliver a “stump speech” and respond to staff questions, just prior to the election. Write-in candidates will be allowed, but will not be able to make a speech. Contact any board member with questions!

Board meeting 03/28/23

• Attendance: All here
• Skipped past two meetings because of Spring Break
• Issue with a DJ missing their show repeatedly. Mary will follow up.
• Board for next year
  • Not a crazy amount graduating!
  • Community Liaison position is a role that needs to filled.
  • Have Debbie Colucci come in for one of the first staff meetings to give an overview of Title IX for organization and student groups.
• Staff meeting on Sunday
  • It will be hosted in the Exley location again.
  • Attendance is required.
• Further event thoughts
  • Buttonwood tree had a Wesleyan night. We could do something there.
  • Record fair maybe for the summer since organizing events at Wesleyan takes awhile and at this point with Spring Fling and other events it’s too late.
• Merch
  • Ready to go live with new merch store.
• Redscroll Trip

Board meeting 03/07/23

• Attendance: All here minus Sam
• Concert Merch
  • Made a profit from selling t-shirts. Might use that for ice cream or some end of year event.
• Staffing meeting went well!
  • Would like to see more attendance at meetings.
• Spring Break programming
  • Annie will send out email.
• Mary had a new DJ reach out to pre-record shows
  • Might need to get on top of it for new DJs.
  • Trainees will take their written tests at the next staff meeting.
• After Spring Break we have another staff meeting
• If a paired down record fair is going to happen we need to get a date.
• Tunein
  • Samia has submit a schedule and hasn’t heard anything
• Bonfire
  • Bonfire uses batches so they get sent out when a certain amount has been bought to reduce costs. Need to adjust prices.

Staff meeting 03/05/23

• Meeting Overview: Elections and guest speaker!
• Program Updates
  • Spring break is coming up and it is the DJs responsibility to find coverage if you will be away.
  • Another quick note sometimes WeTransfer doesn’t always work so in case Rick doesn’t send a confirmation email you should check in. Google Drive works too.
• Production Updates
  • Ben has stepped into that vacant position. Need more promos for Spring Semester.
  • If you are looking for your DJ folder it is in the “DJ Folder”
• Music Directors
  • Planning to go to Red Scroll. Email Sam and Clara if you have requests.
  • Some vinyl might need replacement.
• Events Updates
  • Jane has also stepped into the events position. The record fair is likely not going to happen in full force.
• PR Updates
  • Store is coming along. It is much more user friendly. Email Sarah if you want to promote your show on the instagram.
• Tech Updates
  • New wifi. Password will be sent to the listserv.
• Training Updates
  • Nearly done with the manual so it is almost time for internships. There are about 10 trainees. Sign up sheet to come. We are expecting 2 service hours this semester (promos, pledge drive, and internships count).
• Ben Updates
  • Pledge premiums, these will hopefully go out soon but the sizes are currently hidden.
  • Hoping to still secure the space below radio station at 45 Broad. We’ve been told no for the spring record fair.
  • At 6:30 tonight we are welcoming Thomas Christopher.
• Election
  • Ben and Jane were elected to their respective interim positions.

Board meeting 02/28/23

• No meeting because of snow

Board meeting 02/21/23

• Attendance: All here
• Email problems 
  • Systematic audit going through each email.
• Training
  • Since the meetings are happening at Wesleyan trainees will need to be vaccinated. How should we have people show proof.
• Spring Break Programming
  • Issue with DJs not being studio trained and in the program because of pre-recording semester. They didn’t get there show in on time one week because of this confusion. They have been contacted.
• Concert
  • Everything is set, Bloomsday mentioned their drummer is coming later. Invited them to dinner.
  • Advertising on social media. This weekend so spending today, tomorrow, etc. to get the word out.
  • Promos with the band. Ben might try to get them on his phone when they arrive.
• Record Fair
  • If the wheels aren’t turning by Spring Break we likely wont be able to have the fair, factoring the time it takes to meet with vendor.
• Want to invite Thomas Christopher in to talk about syndication
• Red scroll trip, planting the seed.
• Production
  • Ben G and Ben GM need to meet.
• Public Relations
  • Bonfire is in the works.
  • Argus staff member reached out to Sarah inviting other members to be interviewed.

Board meeting 02/14/23

• Attendance: All here 
• Concert details
  • Bloomsday is interested in having a student take concert photographs, Annie could be a good person?
  • We can sell merch and so can the artist (could use the iron ons for multiple products).
• Record Fair
  • Hard to commit unless the campus is open and that still remains unclear. Jane should get a few potential dates.
• Program Director
  • Missing show policy revisit. Issue with DJs not being studio trained and in the program because of pre-recording semester. They didn’t get there show in on time one week because of this confusion. They have been contacted.
• Training
  • Starting this Sunday, 3 ish community member and a professor and 2-3 students lined up.
• Issues with events email
  • Onboarding with Jane revealed this.
• Redscroll
  • Record run!

Board meeting 01/31/2023

• Attendance: All here minus Annie and Samia 
• Zoom meeting for the all staff meeting this Sunday instead of in person
• Appointing new board positions
  • Production and events are vacant, three people expressed interested after the december board meeting
  • Record fair should be organized by someone who has experience with the pre-covid fair
• Concert location
  • Have Emma loop us in on communication with Joanne from Student Involvement
  • Eclectic would host the concert but WestCo Cafe is the current location
  • Need to figure out equipment and Sound COOP 
• Kate and Mary are working on a graphic for the concert
• Issue of Spring Program having few openings
  • Some new trainees didn’t get shows, hoping there’s a way to involve them
  • All year program?
• Music directors trip to redscroll 
• Student opener for the concert
  • Ben said his band might be interested and Sarah also has a lead

Board meeting 11/15/2022

• Attendance: All here and welcome, Rick!
• Training update
  • Testing should be beginning soon! Need to incorporate policy re:promotions/prices etc. (Mary follow up w Ben M?)
• Pledge drive
  • 10% goal met, Ben’s apology letter sent about delayed t-shirts, pledge has been tally updated. 
  • Any collective pledge initiative from the Board? Thinking of doing a board promo.
• Concert/events update
  • Good news June McDoom is flexible. The concert committee meeting didn’t take place last Thursday. Timeline is better for the February concert, might get more money this time around. Emma got an email from the first church for a concert, sending it to Cyrus to promote. 
• SBC funding
  • Hannah is still negotiating with SBC. Need to inquire about space downstairs.
• Public file issue report progress
  • Theo is making progress had an intern help out in board hours today.
• Tune-in
  • Still can’t get to a person, Samia is working on it. 
• MDs
  • There’s a budget for MDs to purchase new music.
  • Also best album of the year poll! Need to figure out the best way to make nominations. 
• Program
  • Thanksgiving break – reminder to students that they are responsible for air time, whether in town or not. (finding coverage is acceptable). 
  • No show/late submissions for automation –  BM recommends the board start to pay attention to these and apply some discipline.
• Personnel
  • Service hours – what is our stance / approach towards bringing this requirement back. BM would love to see a system, where those who do not record service hours or meeting attendance, are warned before program application that they will be eligible to apply unless they address missing requirements (svc hrs and meeting attendance)
• PR
  • Has first version of the program guide needs to be tweaked, will go out with pledge drive material.
  • Press release for pledge drive, Sarah is on it.
• Thanksgiving break – meeting next week? 

Board meeting 11/08/22

• Attendance: Missing Ben
• Mary has completed training and most tests. SHORT MEETING– We took this hour to grade them.
• Other updates
  • Bloomsday wants $3,000 to perform. Emma brought up on campus venues which complicates things. Pitch them (June McDoom and Bloomsday) together. 
  • Program guide draft is pixelated, working to revise it.

Staff meeting 11/06/2022

• Kate welcomes all and opens the meeting
• Tech Update
  • Samia is working on fixing TUNEIN schedule 
  • New needles for turntables, new touchscreen monitor, and a new hum eliminator for online audio stream.
  • Quick note: Do not remove files from the computer desktops – at the same time – do not pollute the computers with your personal files. You are more than welcome to keep a folder within the DJ folder – directory but do not clutter the desktop. 
• Program
  • Reminders – automated shows need to be sent to Rick, a minimum 24 hrs. before showtime. He needs to receive weekend shows by 9am Friday or do not expect them to run. 
• BM Reminder
  • No excuses for missing the deadline, it’s like skipping a show. Ben is recommending the board start to treat these absences as such, as well as continued absences that happen as a result of a lack of understanding of the alternating schedule. 
• Public Relations
  • Program guide coming soon and will go out with pledge packets.
  • Working on a new t-shirt site called Bonfire. It would be great to incorporate individual show designs/campaigns. (more on that during pledge drive talk)
• Events
  • Working on campus and community concerts and a spring record fair.
• Personnel Update
  • Welcome trainees!!! Current DJ please consider hosting trainees on your show to help them learn the studio and complete their required internships. 
• Promos
  • Great to hear many new ones! Now we need some new Fall/Winter Pledge drive promos. Also need to organize our current stash to ready for pledge drive.
  • Cyrus has organized all current promos in the appropriate places: the google drive and studio computer. DJs  should check for their promos and let him know if they can’t find it. Cyrus also created new folders for current pledge drive promos. Staff should contact Cyrus if they’re interested in doing a pledge promo for a service hour @ producion@wesufm.org
• Music Directors
  • Reminder to play new releases! Check the new MD playlists and let MDs know if there is music you’d like to see in the studio that we are currently not getting. For service hours, we could potentially use some help organizing the CDs in studio A.
• VP Update
  • Over $27,000 approved for budget. Starting to engage 45 Broad
• Public Affairs
  • Theo is working on compiling list 
• Follow up on the sexual harassment policy.
  • THANKS TO THE STAFF MEMBER WHO BROUGHT THIS UP AT THE LAST MEETING. Wesleyan students, faculty, and staff are all required to commit to the university policy. During training, we are going to require all new staff to review and sign on to the policy. 
  • Long time DJs should all have signed on to this policy when it was implemented but have likely not seen any updates since. As such we will now be including a step in our program application process to ensure all current staff are up to date on the latest policy. We can spend time on training at a staff meeting if need be.
• Self promotions and calls to action
  • Just following up on Ben’s last email on this subject. A few important details about FCC policies got dropped from the code of conduct when it was consolidated about 10 years back. Unless talking about a legitimate non profit organization, or efforts to raise money for WESU, the FCC strictly forbids education stations from mentioning prices for specific products, services, and events. The FCC considers pricing information, including the word “free” to be an incentive to support said product, service, or organization. Using non commercial airwaves to promote a product or service is forbidden. That doesn’t mean that we cannot explore these subjects. DJs need to make sure they present findings in a factual informative way that enables listeners to decide what they think while avoiding hyperbole and calls to action. IF you want to incorporate your personal view, that’s fine too, just remind listeners that it’s your view and not the view of WESU. This all simply means that we should not be telling listeners what to do or think. This includes religious/spiritual calls to action around faith. Shows that deal with spirituality and faith should be sure to understand all of the rules around promotions.
• Pledge Drive – goal is 25K by NYE
  • Starting this week, we want folks to casually start working pledge promos into their shows.
  • For now, play them at least 4 times per show. We will increase frequency and our expectations. Check the binder in the air studio for pledge pitches and more.
  • Will add our pledge tally to the white board in the studio but the thermometer on our web page is the best place to find the most up to date tally info.
  • Off-air pitching to the people in your life who are familiar with your radio work is the best way to bring in donations in support of your show. Your friends and family are more likely to support your efforts!
  • Pledge packets. Sadly, we still haven’t sent premiums to our Spring donors. Our Screen printer finally went out of business and left us hanging. Came up with a new vendor and Ben is working to get out the order. We will also make pledge packets available for staff to take. These are great to put in the hands of family and friends over thanksgiving and winter break! During our December meeting, we will spend more time on the pledge drive. End date of the pledge drive is NYE. 
• Question about left hand turn table and jive at five
  • It should be fixed now and if someone wants to write scripts for the week
  • QR code for schedule online would be good in the print program guide  

Board meeting 11/01/22

• Attendance: All here
• SBC update
  • Everything is pretty much set. Hannah is working with SALD to get the money transfer.
• Studio updates
  • BM ordered new rec player styli (needles), some new RCA to hp cables, a new touch screen for the hall, and a new hum eliminator for online audio stream. Finishing up preparing order to get to printer for SP 22 premiums.
• Training
  • Going well. Thinking about giving the manual a refresh. 
• Promos
  • Hearing many new ones! We need some new Fall/Winter Pledge drive promos – also need to organize our current stash to ready for pledge drive.
• Public Affairs
  • End of October closes 3rd quarter. Need to think about quarterly report. Theo will chat with BM. 
• Tech
  • Progress learning stream rewind and Spinitron? Samia has been adding new users. Need to fix typo on website FCC Public “Inpection” File. Also fixing TUNEIN schedule. 
• Program
  • Park life issue? Heard from a caller who has been trying to listen to Park life in archive with no luck… (late submission last week seems to be the problem).
• Public Relations
  • Program guide? Can send with pledge packets if it happens soon! Sarah is going to get in touch with Annie. 
  • Bonfire is making progress, fingers crossed we can make this happen in time. Would be great to incorporate individual show designs/campaigns. Basically awaiting the blessing of University admins. 
• Events 
  • Staff meeting this Sunday @ 6pm.
  • 45 Broad- Should we organize an effort to gain access to book store space at 45 broad? Would make staff meetings and record fairs SO much easier. Been vacant for 5 plus years. Waste of resources.  
  • Contacted by two bands interested in coming to Wesleyan. November 12th, 2022 or later in February 2023. Leaning toward February to have more time. 
• Music Directors- thanks for all the ads and playlist action! 
• Staff meeting agenda
  • Sexual harassment training: We will send policy around for staff who may not be familiar. All are expected to review, understand, and agree to the policy and will need to sign off by next semester.
  • Pledge drive – goal is 25K by NYE
  • Pledge drive promos – need a good mix of new and old
  • Expect all to play them at least 4 times per show. We will increase frequency- off air pitching
  • Will send out sp22 receipts and premiums with pledge packets within next 3 weeks – could include program guide as well. 

Board meeting 10/18/22

• Fall break programming
  •  You are still responsible for your show during fall break, if that means finding coverage or submitting a prerecord.
• Bonfire Merch Progress
  • The new merch store will be affiliated with Wesleyan University, thus the checks will be going through Wesleyan and will have to be retrieved by BM through the Wesleyan finances department. Store will have to be set up under BM’s new account, and then everything should be good to go.
• Tech
  • Streaming now works when you are on school Wifi. Next week the TuneIn schedule will be updated. 
• Backed up T-Shirt Orders
  • TBD if this is going to be done through the middletown screen printer, but might also have to be done through Bonfire. 
• Music Directors
  • New Releases Playlist sent out, will be updated every monday.
• Production Director
  • In process of organizing Studio A desktop, syncing google drive promos to the computer. New promos will be uploaded soon, a few have already been submitted.
• Personnel
  • Training went well, get ready to sign up to host interns, and newly reintroduced service hours. Four service hours required. Mary is starting to get recognized on the streets.
• Concert
  • Possible Speedy Ortiz concert collab with Tiny Shed or concert series. Emma will be figuring out the location. 
• VP
  • For the 2022-2023 budget we were approved around $27,000.

Board meeting 10/11/22

• Attendance: Missing Theo and Emma
• Staff meeting follow up
  • Sexual Harassment Policy (add a session to staff meeting once per year w Debbie). Personnel related put out an email reminder.
  •  Wi-Fi / phone coupler issues: Turning it up increases feedback which might explain some issues 
• A listener reported a potential violation of the code of conduct
  • Someone made a personal call to action/self promotion. Board member proposed a one week suspension and it was seconded.
• PR Update
  • Sarah previewed an updated merch store on Bonfire– looks great. Samia is going to fine tune the images before they are uploaded to the merch store.
  • Problem is when the EIN entered it was Wesleyan not WESU, meaning that all the money would go to Wesleyan’s offices up the hill. Technical part is that they will send checks to Wesleyan but not sure how to designate WESU so it is less confusing. Have to indicate that it is WESU otherwise we won’t get the checks likely.
• MD update
  • Email soon! Playlist with favorites and all that music will be on the shelf in studio.
• VP update
  • Budget proposal update. It hasn’t been sent to the last stage of approval but should be finalized by Friday 10/14
• Production
  • Files have been moved by DJs and computer in Studio A needs to be cleared out.
• Events
  • Concert ideas in the works with Manic Presents maybe as simple as a ticket giveaway.
• Tech 
  • Looking into updating tune-in program schedule
  • Need a couple fixes on the website – FCC link misspelling and wesufm.org/listen should point to stream…
• Program
  • Automation reminders – Rick deadline 24-48 hrs
  • If your show is automated – please make sure you reach out to the adjacent show host and let them know! You are depending on them to start and stop your program. 
• Training 
  • There’s one community members interested in joining training. Mary is reaching out.  

 Board meeting 10/04/22

• Attendance: All here, Annie included!
• Emails
  • The saga continues, reach out to Samia if you still have issues getting in the emails.
• PR
  • Bonfire is in the works. Annie and Sarah need to collaborate on the Program Guide. Board hours are updated on website.
• MD
  • New release policy for board meeting. Purge old music. 
• VP
  • For budget when we pitch on annual basis it’ll be helpful to get to a point where we are asking for the previous years funding. WSA is the smallest portion of our funding. 
• Promos
  • Cyrus has three for new shows so far. Deadline is Oct. 21st. For board meeting he’ll make announcement
• Events Director
  • Sending email to Manic Presents people.
• Public Affairs
  • Question on the google form to identify Public Affairs shows. Theo is going through identifying them.
• Meeting notes 
  • In general any one who has an automated show should check in with the DJ in front of them. Reference document 
  • Isn’t life strange episode is playing over
• Training 
  • Transfer who trained with WMUA suggested air checks in training. Potential for service hours.

Board meeting 09/27/22

• Emails
  • We’ve been having issues with people not being able to receive emails at wesufm.org domain. The @wesufm.org account should forward to the gmail account but that doesn’t always happen. Board members should be able to check and send emails from the @wesu address from the gmail account. We need both accounts functional with specific settings for this to work.
  • Samia is the contact if board members are running into issues. 
• PR Update 
  • Big things happening on Bonfire. Like the ease of the layout. 
  • Want to encourage people to promote their shows. Mary and Clara made a post. General WESU poster plaster to get people to tune in. 
• MD Update
  • Clara was able to log back into the account to start charting. There are plans to make an announcement about new music. 
• Budget proposal
  • New items – Website reboot and new host ($1,200 plus 50/ month)
  • Increase for Charles hours
  • Concert fund might be good to add in budget. Reach out to the shed or get some local acts. Middletown venue is nearby, WESU variety shows, open to collaborate. Eclectic, ADP, Buttonwood Tree, etc.
  • Soccer Mommy coming to Middletown River Front Project, new music venue, sell t-shirts in parking lot for WESU??
• Production 
  • Cyrus is cleaning up old stash of production material online and in the studio. We need to get new show promos going asap. Board members should be leading by example, creating promos for their shows, and helping others to do the same. We also need new station IDs and station Promos.
• Staff meeting 10-2-22 actually 10-9-22 (Ben M will not be present)
  • Need to get emails out to staff list (google group) alert folks that our first meeting will break with tradition and happen on the 2^nd Sunday with location details and instructions.

Board meeting 09/20/22

• Attendance: All here 
• First week of program
  • So far no major issues, Program Director should monitor shows are running smoothly.
  • Physical program guide is still being finalized.
• New T-shirt Leads
  • Good drop ship company recommended by Pacifica peer affiliates – as well as new local screen printer, and a sock lead!
  • Need to screenprint a big batch of leftover orders from the pledge drive.
  • Bonfire – create a merch store and fundraise as a nonprofit.
• Board Meeting notes on the website
  • Found some missing notes from 2021-2022 but not all. We have through Nov. 2021.
  • WESUVP is now an admin on the website.
• Personnel Director update
  • First training meeting complete. There were about 20 people in attendance and the next one will be hosted at the station. We might see more people in person without the challenges of zoom. Over 100 people on club sign up list.
• All Staff Meetings
  • Thanks to Emma for getting the rooms booked – and for the invites going through WesNest we need to make sure all staff including CVs get the info and not just students. Will also need a remote option for folks who cannot make it in person.
• Service Hours Program 
  • Want to bring service hours back in an inventive way.
• Tech Director update 
  • Incentive DJs who are pre recording to come back on live. 
• Board Emails 
  • BM did a bunch of maintenance  and investigating yesterday… Need to go through each account step by step and make sure we have consistent settings etc.
• Need road map of automated shows vs live – DJs and Program staff – need to know!

Board meeting 09/13/22

• Attendance: All here 
• Updates to the program
  • Waiting for edits to come back before the program begins on Monday.
• Board hours
  • Reminder for all board members to set them and adjust if necessary.
  • Housekeeping! Checking emails and such on a daily basis avoids everything building up. Also posting content for social media sites during board hours.
• Staff meeting
  • Normally have them on the first Sunday of the month. Skipping the September meeting and going ahead with October.
• Training
  • Looking to host an interest meeting this Sunday either in person or on zoom. Training might start as early as next Thursday. Hosting sessions on Sundays and Thursdays each week in person at the station. Reach out to Mary if interested.
• Weekly board meetings
  • 4:45- 5:45pm on Tuesday from here on out.

Board meeting 09/06/22

• First meeting of the Semester! Attendance: All here minus Program Director (Annie) who has a recurring conflict.
• Setting Board Hours 
  • New and returning board members need to set up their 2hrs/week, tentatively Events (Emma) Mon. 10am-12pm, PR (Sarah) Mon. 5pm-7pm, MDs (Sam and Clara) Mon. 4:45pm-6:45pm, Prez (Kate) Tues. 3pm-5pm, Tech (Samia) Tues. 11am-1pm, Program (Annie) Thurs. 11am-1pm, Production (Cyrus) Thurs. 4:30pm-6:30pm, Personnel (Mary) Fri. 12pm-2pm, Vice (Hannah) Fri. also 12pm-2pm.
  • Reinstate checking voicemail and wesufm@gmail.com during board hours downtime.
• Fall programming begins Monday September 12th
  • Using the car image for 2022 program guide graphic.
• Student Activities Fair is 2pm-5pm Friday September 9th
  • Sign up sheet to come
• Record Fair Update
  • Thinking of going ahead with Spring fair instead of Fall to put together a really great comeback.
• Connecting with on campus groups like AuralWes
• Online WESU Merch store
  • CafePress is difficult to use, Sarah is looking into moving the platform to one with easier interface.
• WESU Legacy Doc
  • Board members should connect if they are new or have switched positions.
• Advertising shows on social media
  • Stories on instagram might be a better feature for weekly show updates.
  • Facebook automatically posts to instagram.
  • We have a Twitter that might be fun to start up.

Board meeting 11/30/21

Kate successfully defended the budget and got the full $9k

• Floating ideas of getting new computers with funding from the school

Pledge Drive

• Up to almost $4000
• Acknowledging that today is Giving Tuesday, but we don’t need to really push today because there are a lot of organizations competing for finite funds today and we know are donors are solid
• Mary cooking up an Instagram post about Giving Tuesday
• We have pledge forms printed out to hand out to people directly; BM putting together packets for DJs

Meeting on Sunday

• Need to talk about the upcoming Winter Break
• Encourage everyone to make shoes throughout break but if you have a problem, let us know and we’ll accommodate
• Ben Spencer going to send out some updates about programming during winter break
• Need someone to take a more active role at the station so they can see what’s happening with the program on a daily basis

Music Director Updates

• MDs got a drop for an artist we support via email

Sending that over to Production to put on the computer

• RECORD FAIR MAIL BIN… gonna create that for No Adds

Can also put them in boxes across from BM’s office

Personnel Updates

• Training’s all done, Ben has a “logistical problem” because there’s only 2 weeks left in the semester
• Need to administer the exam on the training, then have the trainees do their internships, then administer the practical exam
• Debate about whether we should administer the test online or in person because we don’t have an event space

Suggestion: administer the written tests before or after the board meeting on Sunday

• Altering internship rules: 2 internships before the break and then 2 internships after winter break upon their return

Telling the trainees now that we encourage them to start their internships as soon as possible

Social media initiative to publish our top albums that came out in 2021 with some blurbs

Sam going to meet some production director from SHU to give more WESU pledge promos

Appointing a new Program Director in the spring semester

Need to find a new Music Director

• Need to pitch this for Sunday…?
• Need to send out an email about filling the MD position

Spring Record Fair

• Thrown the idea around at the board meetings
• Big tent outside Usdan

Asking Gabby to see if we can pursue that as a venue

• Alternative to big tent would be to have a few really food, robust vendors and make it a campus thing
• JCCP wants to see us do a community-based event so we’re leaning toward a big tent

Tech Director

• DJs following Leith are all good, everything’s all settled there
• Website clean-ups
• Still working on updating Tune-In program information

Board Meeting 11/9/21

Ben Michael, GM

–       Talking about shirts

–       Establishing premiums for the tote and shirt prices for the website

–       Showing us the new tote bag design, altering the design of the brain so that the brain will be pink

• Going to make a choice online between the tote “as is” and one that is “slightly more developed… conceptually”

–       Discrepancies between how the colorways appear online and how they will appear in print

–       Deciding on colors for new microphone shirts

• Deciding between pale yellow, dark green, baby blue

• We settle on dark brown with a cream logo

–       This is our renewal year: we’re up for a license renewal that will last 10 or 11 years

• Buttoned up some stuff by November 27

–       Hits our budget again, paying a lawyer to work his way through research and submission of the forms… racking up some legal fees for the year

–       JCCP looking for some student leaders working with community engagement

–       Looking to start some sort of yearly report that we can give to the University each year detailing our community service

• Need to quantify our engagement because it could be advantageous with Wesleyan and the SBC in the future

–       New production trained staff

–       Meeting attendance on Sunday

• All in all 38 people including Board which was not so good

• Look at attendance sheet and see how many people are actually on staff

• Strategize how to get back to the attendance mandates & getting people to come back to service hours

• Next semester, how do we get those enrichment activities back into the meeting?

• In the Personnel realm but could be something delegated out, recruit people for service hours to do data entry

• Kate is going to include in her next email that these meetings are mandatory and that attendance is crucial

–       Theo going to figure out board hours with BM

Sam, Production Director

• Update on pledge drive PSAs: those that still work for this fall are being put in the Google Drive folder, Sam going to record some new ones at her Board Hours this week

• Ben Michael going to forward some script concepts to Sam

Leith, Tech Director

• Also chipping in on pledge drive PSA stuff

• Looking into DJs not showing up for their show

• Need to specifically follow up with that DJ

• Maybe we should make a combo-note about meeting attendance and attending your show

Kate, President

–       Update on WSA: the fight continues

–       Ben and Kate to submit an additional budget request in the next couple of weeks

–       Identifying next-up priority budget items to request from the SBC

• Legal fees for transition of ownership

• Technicians to do safety assessment

• Music purchasing

• Funding stream rewind

–     Next step is to present the budget and if they reject it, we appeal to the Community Advisory Board

• Kate keeping Community Advisory Board updated on drafting all our requests

–       We should lobby anyone from the WSA that we can

Gabby, Events Coordinator

–       Clifton from JCCP emailed her looking for upcoming programming in our schedule that aligns with interest in social justice and criminal justice reform

–       Our entire daytime program aligns with social justice interests but there are particular programs that are going to stand out

–       Gabby should look at program guide and identify daytime specialty programming that the JCCP is looking for

Ben G, Personnel Director

–       Training: we’ve done the first two sessions

–       1^st session: forgot to take attendance & 2^nd session: 27 people

• Probably looking at around 60 people

–       Mary and Gabby will come to Thursday training, Sam will go to Sunday training

10/19/2021 Board meeting

Attendance: Gabby, Ben S., Ben Michael not present

Meeting objective: learn the ways of WSA from former president Bryan Chong

Much discussion with Bryan about SBC grant of $15,000 for WESU and our potential response.

Ben M talks about finalizing the design options for the Pledge Drive
Mary: Mary is leaning towards “the brain” and the graphic microphone tee and we all agree

PERSONNEL UPDATES

Ben G
Has 6 scheduled meetings for training

Going to email everyone on the list tomorrow

Training dates
Thursday Nov 4, 11, 18 from 5-6:30 pm from Albritton 311
Last Thursday date Albritton 304

Sundays Nov 7, Nov 14, Nov 21 from 3-4:40 pm also in Albritton 311

Ben M: anyone who is comfortable can do studio evaluations from 3:30-4:45

Discussion about what constitutes the practical exams, how we should approach administering the exams

Leith: We need to send reminders telling DJs to show up for their show

PRODUCTION UPDATES

Leith helped Sam do her job.

New promos put onto the Studio A and B desktops

Sam is going to send out an email, hopefully tonight, asking people to make promos for their show

Floating scheduling studio usage for Studio B or C… what would the schedule look like? Waiting on the word from BM

HANNAH PERSONAL UPDATE

In terms of WESU spirit, shouldn’t we be transitioning from shows with promos and PSAs? Hannah was having some problems with this because the people before her are switching to automation a few minutes before her show starts

We should maybe be sending an email to everyone reminding them about transitioning from show to show

Let’s make it a note in the next staff meeting

Remind people about FUBAR

Automated promos kicking in two minutes before the person’s next show?

ELECTIONS

Need to happen before the next staff meeting

Protocol: supposed to happen two weeks before the staff meeting aka now

Couple things we need to decide: VP, Pres, Public Affairs Director open for election

Need to submit letters of intent and everything

Annie will run for VP position and is happy to take notes for the rest of the semester

Deadline for letter of intent is the week before the meeting

Mary is sending out an email informing everyone about elections

10/12/21 Board Meeting

WSA budget request – Finances: Ben M and Clifton W met with Bryan C to chat about sbc funding request. Discussion of possible WESU responses.

Program:

Have acquired permission for WESU racecar photo – waiting to hear back from B Spencer about program – is the new pic high enough res?

Production:

Still need a copy of schedule with automated shows highlighted. BM didn’t connect with BS about this, yet.

Prod Dir should now have proper access to google drive. Leith can assist with identifying current promos.

Need to pull together collection of old but relevant pledge promos for fall pledge drive.

Sam is set up with access to production email and google drive. Leith and Sam coordinate on getting all fall promos onto the desktop computer in Studio A.

Personnel / Training:

Are we getting close to testing half-trained staff who are wrapping up internships? Timeline for this? Have we followed up with new Fall trainees yet?
Follow up – Did we reach out to staff member about on air giveaways?

Ben G sent an email to half-trained DJs about logging internships. Two people have 3 of their internships done. Board can pitch in to help with the in-studio test.

Sent general email regarding on air giveaways.

Tech:

Leith can we add the thermometer back to website? Yes, done.

BM – installed new camera security system. Its set p for monitoring – next step is to get it online and set up the recorder.

Leith is working on making sure the program information is correct on tune-in.

PR:

T-shirt design for Fall / winter Drive: Mary has been reviewing old designs – Ben is working on digging up more. Want to get designs up before the holidays if possible. Looking for two designs for pledge drive.

Music Directors

Recruiting help with physical music.
Sparks release – Omnivore records – Chaim dropped off a bunch of new releases and re-releases.

Nice work getting update out to staff

Need to start working through physical copies of music being sent to WESU to get them in the studio – can we recruit help for this?

Pledge drive:

Once we narrow down our pledge gifts we can get our pledge forms and website updated. Figure out designs for drive.

10/5 Board Meeting

• Attendance: No Sam, Mary. 
• Staff meeting success. Probably need some signs. Need to figure out the ID situation. No attendance sheet. But, we should verify who was there. Ben should make an attendance sheet for next time. 
• Budget updates. Disappointed in SBC support. What is the best strategic response? Should we submit an appeal vs. an additional budget request? 
  • All other stakeholders are rallying and growing their support, while the SBC is shrinking their support. Invite them to the station to learn more about our work. Were these cuts applied across the board? Are we being specifically targeted? 
  • What to include in the email? Include as many numbers as possible. Stress the link in community partnerships. Name drop some alumni- emphasize our support in starting careers in radio. You support us less and less each year. We’re hoping that you reconsider and look closely at each line item and our needs, otherwise we will submit an additional response. 
  • Draft a response and send it to Ben M and board. 
• Notes- Leith will be willing to publish them, and we can rotate the responsibility at each meeting. 
• Program guide- no updates. Might be worth following up with him on it. 
• T-shirts. CafePress is in-between fundraising. For this pledge drive, we can focus on a t-shirt design contest. In the Fall, we can work with designs that we have and create the Psychedelicatessen shirt. We can also retire these designs to CafePress later. Don’t get caught up in the design contest right now- just use old images. 
• Ben wondering if Gabby can reserve Exley room for training. 
  • Half-trained DJs. Ben has sent an email and half-trained DJs are reaching out via email. Create a Google Form or something of the like for people to submit their internships. Ben going to develop a plan for training new DJs and administering practical exams. 
• Gabby wondering when she will start doing pledge-drive stuff. Ben M wants the board to take more ownership over pledge drive. Ben M has a stash of pre-lockdown stuff that he will send out as the first pledge drive effort. 
• Music directors- need a speaker phone! Will send an email update hopefully with the new music tonight. 
• Theo working on putting the public file together, talked to Ben M
• Last Monday, microphone cords were broken with no note in the logs. Keyboard down with no notes in the logs. Delay out of whack. Ben M will send out note requesting folks log these things in the studio. 
• Surveillance system arrived! Ben M will work on installing it this week. 

10/3 Staff Meeting

• Board attendance: all here!
• Ben M intro
  • first staff meeting outside of PAC001
  • Reminder that attendance is required at these meetings, we are keeping track
  • Acknowledge the passing of Psychedelic Rick
  • Go fund me for his family https://www.gofundme.com/f/psychedelic-rick 
  • Reported COVID case at WESU. You need to wear masks in the studio. Disposable medical masks are better to speak into the mic. Wear masks, clean up the studio after you use it. 
  • Transition in leadership on the board
    • Kate Harvey VP is stepping up as president 
    • Theo Dolan is public affairs director
    • Appointed in their positions and there will be an election at the November staff meeting
• Pledge Drive
  • Pledge drive goal to raise $25,000 by January
  • Drive will start in November
  • Kate submitted budget request to budget committee, defending the budget on Monday
  • Overall budget aims for $25,000 university contributes $60,000
• Events Director–Gabby
  • Meeting in Exley 058 for future staff meetings
  • Not having a fall record fair, too many complications with COVID and weather and space
  • Going to put all our energy into the spring record fair
  • Thinking of continuing the guest speakers
• Program Director–Ben S
  • An alum but staying on the board!
  • After the staff meeting concludes, going to send out an email with list of DJs who are making pre-recorded shows. Make sure that if you don’t see your name on the list or it’s inaccurate, let Ben S know
  • Better to start with PSAs and promos, play recorded not live content up to the end of your show
  • Make sure you get your pre-recorded shows in on time
  • program@wesufm.org
• Personnel Director–Ben G
  • Reminder about on air giveaways: they always need to be approved by the board
  • Getting through finishing the half-trained DJs. They are still in their internships and will take their practical exams
  • Preparing for basic training for new DJs
  • Still no outside guests allowed, but people within the Wesleyan testing bubble are welcome but still only one guest allowed in the studio
• Music Directors–Annie and Hannah
  • Sent out an email last week, check out the music they shared
  • There’s an existing google drive with new music adds
  • Any music questions? Reach out! wesumd@wesufm.org 
  • What is your preferred medium of getting recommendations? Does spotify work?
  • Part of the requirement, you have to play 5 new releases every show
• Public Relations Director–Mary
  • Email mahlstrom@wesleyan.edu
• Production Director–Sam
  • Making promos for shows. Come into the studio to work with Sam!
• Tech Director–Leith
  • Stream rewind and spinitron accounts. Check your spinitron playlists, if you want to check your playlists you have to make an account
  • Stream rewind is the system that records your show, archives of the station
  • Email Leith if you need help with accounts
  • If you need studio reservation space contact Ben M directly
  • Installing new camera security system
  • Checking out the microphones and some pots in Studio A tomorrow
  • In spinitron it’s helpful to look at your playlists and tag your new releases which is helpful to the music directors
• Questions
  • Folders for new promos and old promos, in the folder look for “older” and updating it ASAP
  • Chip made a directory pre-covid, still intact
  • The CD players. Player #2 is good, but #1 and #3 are inconsistent. New ones are in the budget.
  • Go through the board to make a promo for an event and it can get played more before the event. Go through the board, but it’s not mandated what people play on their shows.
  • Hand it to Rick and Ben M for keeping programming going all through the pandemic
  • Want to get feedback and advice on shows? send Ben M or any board members the link!

9/28 Meeting

• Attendance: Missing Ben S and Gabby
• Kate is stepping up as interim President until an election can happen 
• Someone stepping up as Vice President? Has to be someone on the board and a student. 
• Budget
  • Updated the spreadsheet from last year
  • Budget proposal is ready for this year
  • Next week Kate will be going in to defend the budget
• Public Affairs Director
  • Election in a month
  • Theo is filling in right now
  • Add him to the board list, Theo email Ben M
  • Works with the needs of Public Affairs, gather the information required for our public file. Every station needs to show they’re responding to public needs. Put it into a format and report it quarterly. 
• Staff Meetings
  • Gabby met with Shelissa, Exley 058 is currently booked for the Oct-Dec staff members
  • Make a map or accessibility guide for staff members to help find the room?
  • Make a zoom link for a hybrid meeting where some people can zoom in from home
  • Request IT help for the meeting and have a WESU person to meet with them
  • Send out an email tonight to let everyone know about the staff meeting sunday
  • Vaccine form that needs to be sent out? Anyone who’s already documented with us can go. Anyone who is not vaccinated cannot come. 
  • Need to come to at least 2 board meetings each season, remind people that we expect them to come each meeting 
• Program guide/print program, Ben S and Ben M are meeting tomorrow
• Record Fair is canceled
  • Gabby met with Shelissa who says to scrap it for now
  • Guests would all have to fill out a vaccine form, etc 
  • Focus on the Spring, no Fall record fair 
• Rogue on air giveaways… Cannot do giveaways that are not sanctioned by the board 
  • Need to follow up with specific longtime DJ, preferably Personnel Director give a firm warning
  • Ben G will email this person
  • Also DJs cannot “represent” WESU
• Guest Policy
  • One guest within the Wesleyan bubble is allowed, need to notify the board 24 hours in advance 
  • For internships, no more than 2 interns, preferably just one
• Training 
  • Still need the internships and practical exams for half trained DJs 
  • Have half trained and first years in-studio trained for the Spring semester
  • Need to be more communicative about what our plan is for the semester
  • Booking a space for training…
  • We have basic forms for trainings and internships
  • Internship signature forms should be given to the half-trained DJs 
  • The interns should be taking the initiative to become fully trained, scheduling their internships and practical exams
• Pledge Drive
  • Leith reset thermometer on the website!
  • Get started before the end of October
  • Stick with the fundraising numbers we’ve had the past couple of years ($25,000 per semester)
  • Get our staff ready for the drive
  • Make promos, psychedelic rick memorial t shirt or poster, press releases, update the website
• Could make a PSA for Rick’s show about the go fund me for his funeral, cannot be a promote
• Another t shirt would be good
  • Open up a contest 
  • Need a turn around date
  • Good designer that we know of, work with them

9/21 Meeting

• Attendance: Missing Sarah, Gabby, Ben Spencer
• Ben Spencer is working on print program, he will update us this week
• Training
  • Sarah sent out internship spreadsheet
  • Tomorrow Ben G will send out an email to the half trained DJs and an email to people who signed up at the club fair
  • We need more DJs to have interns
  • Get trainees into the studio to try out the booth, not during show times
  • Ben G, send another email to all staff saying “Host An Intern!”
  • Also we need to conduct practical exams!
• Record Fair
  • 3 weeks until the record fair, not as much time as we’ve previously needed to pull it off
  • Just one or two vendors outside of Usdan so we could get student foot traffic?
  • One vendor each week? 
  • Want to do the record fair well and make sure it’s worth the vendors time
  • Could invite Malcolm Trash American Style
  • Deconstructed record fair
  • Invite a couple of vendors to come until winter break
  • Back stock of old shirts and silk screen sources that we could sell 
  • Record fair t shirts 
  • Need to discuss with Gabby, if not at board meeting then some other time
  • Postpone until December? Have more time to plan. Holiday record fair?
  • Spend effort marketing it to campus 
• Merch 
  • How to balance with the pledge drive
  • Haven’t offered t shirts for pledge drive in a while
  • Release new merch for holidays/beginning of pledge drive
  • New merch at record fairs and live events? 
  • Show shirts for DJs talk about at staff meeting
    • **Psychedelicatessen tribute t shirt**
• WESU Hall of Fame
• Public Affairs person? Need to follow up with Theo Dolan–Kate and Ben G 
• Station access code, never sent out an email to students and staff who may not have the code yet
  • Ben G send out an email to staff list saying if you’re new and need the code reach out to me, forward to people who you think need access
  • Need to have a list of people who are coming and going
• Sam will set up time with Ben M to get Studio C up and running, Studio B is open
• Monday nights program problems
• Go through the program guide and compare it to the archives… 
• Send out an email that says, if you’re expecting a live DJ to follow you and they don’t come please inform the board
  • Talk to Ben Spencer
• Sarah wrote an update to send out in lieu of the meeting, hopefully she’ll send it out in the next couple of days
• Bringing in alumni during zoom meetings last year, how can we continue this?
• PSAs and Promos folder needs to be organized, accessible and up to date

9/14 Meeting

• Attendance: Missing Gabby, Annie, Sam will be late
• Studio training: produce video and rely on internships for training. Don’t want to stall the process while waiting for the video- get people to do those internships as quickly as possible, with or without the video.
  • Ben G will email half trained DJs. 
  • We will send out a spreadsheet of who will take interns. Make Google Doc for signing up and have people email DJs correctly. 
  • Opening guest policy to all students from Wesleyan as guests in the station? We likely have the latitude to allow this. Redefine not-allowed guests to non-Wesleyan bubble?
  • Ben M will send out an update- possibly in the staff meeting.
• Record Fair booked for Oct 17th in Beckham. Gabby needs to reach out to vendors. Sam should work on PSA for record fair. 
• Gabby requested Exley 58 for October 3, Nov 7, Dec 5 at 6 pm for upcoming staff meetings. Next week’s meeting will stay virtual. Have someone opening the door into Exley and guiding staff members down there. 
• Did the DJs that Ben S sent out get added to the listserv? Yes, Leith will do it during board hours. 
• Board hours begin this week: Mary and Kate need to change hours. Leith will publish them on the site soon. 
• Club fair: over 100 sign ups. Virtual club fair this Sat from 12-2. Sarah can give Zoom link to those who want to help. 
  • Ben G should start looking into booking a space for training. Ben M prefers in-person training, but online is a possibility based on booking. Booking space is now on WesNest: only Sarah and Gabby have the ability to book space.
• The board is all entitled to a WESU door key. Send Ben M an email with your WesId number to get a key to the station. 
• Staff meeting: Ben M thinks we could just send an email rather than require attendance. 
• Reach out to people who signed up for live shows but are untrained and explain to them their situation with needing to complete internships. Ben S knows who they are and will make a list. Ben S will send them a reminder explaining that they are pre recording for now. 
• Program guide: Ben S is working on it this week, using an archival image. 
• Theo Dolan is interested in filling the Public Affairs position. He can be appointed by the board as an interim. We can also host an election at the October meeting. 
• Board notes: need to be published publicly, Kate will email Leith to get access.

9/7 Meeting Notes

• Attendance: missing Sam, Ben M, Ben S, Gabby (in person!)
• Friday is Club Fair 2-5. Sarah will send Google Doc for sign ups. 
• Board hours
  • Typically 4-6 everyday, staggered so that somebody is here every day. Update these with names on the website. Here to get tasks done and help people looking for service hours.
• Staff meeting
  • Could try to reserve a tent. Could also just do this meeting virtually and then try to move the rest to in person. First Sunday of the month at 6- try to have Gabby book these out for the rest of the semester. Thinking about Exley, Shanklin, for next meetings.
• Record Fair
  • Beckham is reserved on October 17th.  Gabby wondering when to start reaching out to vendors- ASAP. 
• Production
  • Sam should work on creating PSAs for record fair for DJs to run
• Training
  • When do we want to start holding training sessions for the half trained DJs? We must all be trained first. We should all try to get trained this week before the season starts. Any highlighted shows in the program guide for summer are times when we would be able to come in and use the studio. Could Ben just film a video?
  • Do we want a completely new training this fall or do we just want to focus on retraining? About 30 half-trained staff. Send email to this group saying we are planning on training them in studio and gauging their interest before coming up with dates. Would also be helpful to have the video as a refresher for previously studio trained staff. Ben also wanting half-trainees to do internships. Could do new training in the second half of the semester. Leith suggests having the manual first might be a better way of getting committed and thoughtful DJs. Could create a sort of “traffic jam” in the studio. Internships are the bulk of the hands on learning. How does covid guest policy work with internships? 
  • Could compress the training into longer training sessions less frequently to get everyone into the studio phase more quickly. Could then start training in the first half of October so we can deal with all the half-trainees in September. 
  • Live vs. Prerecorded philosophy, especially with regard to missing shows. Fine to do virtual shows in transition period, then move to requiring live shows for the most part. Next semester, move back to live for everyone. 
  • Tentative plan: we all get trained next week. Have Ben M/Annie video training session. Next week we pick dates for half trained staff.
  • For club fair, collect all emails then send email saying “Thank you for interest! Training will start in a month etc.”
  • Internships:  could create a Calendly. Should ask for DJs to volunteer and standardize a number of interns they will allow. 
  • Mary working on program guide!

8/31 Meeting

• Attendance: Missing Annie
• Beginning of Fall season- 9/13? Starting not immediately after Labor Day weekend is the idea. All in agreement. 
• Training session for board, staff, and new DJs. Best to train board first. Looking to do it before the 13th- when is best for Leith? Could tie into the first board meeting. 
  • Tuesdays at 5 for board meetings? Sessions on this Sunday (4-5:30), this Thursday, and before the board meeting on Tuesday the 7th (4). 
• Staff meeting on September 12th. Can we book Tishler, or the old bookstore? Preference for in person. Can’t book Tishler yet. Could plan on doing the staff meeting outside Shelissa has no other options.  Gabby working with Shelissa to find our next best option.
•  Beckham is reserved for the record fair on the 17th. Outside guests must show proof of vaccination and be masked- do we do this through online registration, or could have folks bring vaccine card to the event. Ben M wonders if having it outside would be better for foot traffic. Sarah proposes better social media marketing to boost student turnout. 
• Interest in new DJ training. Telling folks to sign up at club fair, hoping to manage a training for new DJs, but not sure with retraining for the studio process for previously trained DJs. 
• Merch Store- want to add another archived design to the store coinciding with the new season. Sarah will show design options at the next meeting. Sarah will show Mary how to add the shirt to the site. 
• Guest speakers at staff meetings- is this something we want to continue? Ben M got feedback on events last year. 
• Ben M is happy to schedule time to chat with all board members about their positions.

8/2 Meeting

• Attendance: All here except Ben M. 
• Ben M updates
  •  Good success on merch store sales! Now have a contingency plan because of frugal budgeting. 
• Sarah updates
  •  Wild Wild Live on backburner due to covid guest policy. Could feature bands on campus locally, who could potentially be allowed in the studio.
  • In person studio training- first training board, then training new DJ’s. Fall training for new DJs, then have live shows for them in the spring. Debate on still allowing remote shows- have previously prioritized live shows, but still want to allow flexibility in programming. Looking for veterans to retrain the board in the studio (Leith, James Fusion are recommended by Ben M). Host board training asap so we can help train others as well. 
  • Setting dates for board meetings so we can reserve PAC- push back to right before the school year so we have a better sense of scheduling. First staff meeting on the second Sunday of the first month so that we have a week after move-in. Is PAC open? What is a potential alternative space? 
• Ben S updates
  • Deliberating calendar for fall program- send out apps this week, allow two weeks, and then have shows start the week of classes. Should we give people options for preferred methods of programming? Ben M suggests two separate applications for studio-trained and non-studio-trained staff members. 
• Gabby updates
  • Heard back from SALD- Beckham not available at all in the Fall. There also won’t be tents, but there won’t be any indoor event space available, so outside without tents are the only options. Usdan courtyard as potential outdoor location for record fair. Could vendors bring in their own tents? Will we still be able to provide tables? Outside could be great for bringing in campus more, potentially only bringing in a few vendors rather than all 30 as done previously. Could we rent our own tents for CT rentals? Looking at October 10th or 17th as ideal dates. Gabby also to ask about PAC availability for staff meetings, and then follow up about alternatives for a group of 60-100.

6/24 Meeting

• Attendance: No Ben S, Ben M, or Sam
• Check in on everyone’s email access.
• Ben M Updates
  • Met pledge drive goal! 
  • Need to figure out studio training for staff members who have been recording remotely. Potential to start with prerecorded shows, then transition to studio access. 
  • Google form to document vaccinations for community members. Fully vaccinated do not have to mask inside. Only one in the studio at a time, with exception of co hosts. No guests. Bring your own headphones. No lingering. Wipe down equipment. No drop in studio use. 
• Bringing back board hours
• Sarah updates
  • All registered on wesnest
  • $300 in sales on merch store- working on transition with Mary
  • Potential to drop more archived designs. Demand for stickers. Promoting a shop on the instagram. 
• Mary updates
  • Want a tote bag pic on the instagram! Make sure students know about the shop.
• Gabby updates
  • Emailed about booking for record fair. Said to reach out again after July 4. 
• Leith Updates
  • Regular board meeting- Tuesday at 5?
  • He will be maintaining the reservation calendar. He needs an email to add people to the GCal. Wants folks to send him emails to get onto the email. Are we only booking studio A or also B and C? 
• Public Affairs
  • Brainstorming someone who might be interested in filling the position. Make a pitch at the next staff meeting. 
• Next meeting
  • Beginning of August and right before school. Sarah will send out a When2Meet.

5/18 Meeting

• Attendance: All present.
• Pledge Drive
  • We will meet goal
• Merch store
  • 5 sales
  • How do we comp Olivia? Potential for a discount code. 
  • Debate over marketplace- some colors reserved, should it be exclusive to our station. 
  • Should we link people to the shop tab on the WESU website or to the cafepress link? Move shop link to earlier on the website?
  • Link updated to wesufm.org/shop
• Clifton update
  • Clifton back in action
• Station access
  • Update on July 1, Ben working on proposal to reopen. Access limited to one or two people most likely, no guests- new limitations. Potential for vaccine rules. Flow pattern: front door in, back door out. Alternating between A and B Studios for shows to minimize overlap. Some people pre recording, some staying automate hybrid. Could do a survey to evaluate preference?
• Fall Record Fair
  • Reach out to Shelissa at SALD to speak about reserving Fayerweather/Beckham, potentially for 10/10.
• Summer programming
  • Working out kinks. Ben sorting through applications. Applications were due the 15th, program should be set by 24th with a start date of the 31st (Memorial Day). Starting on that Monday, we will also switch to the new Midnight to Midnight daily calendar. Make sure to update staff on these expectations to avoid repeating shows. 
• Summer music direction
  • New batch of music at the station for MD’s to pick up. 
• Events for next year
  • Events this year went well, want to keep it going. Potential to talk to SALD or Career Center for funding honorariums.
  • Names to consider: Byron Haskins, Sarah Elmaleh, Noah Hutton (perhaps we could screen his new film (which happens to be backed by Werner Hertzog!)? 
• Dates for Summer meetings
  • Talk about once a month. Sarah will send some dates/when2meet.