C O M M U N I C A T I O N S C O M M I T T E E Agenda Thursday, December 13, 2018 Administration Conference Room, 1:00 p.m. 1. Call to Order/Pledge of Allegiance 2. Roll Call/Notice of Quorum 3. Chairs Announcements a. Introduction of Guests and Staff Linda Stone, GRF President Randy Ankeny, Executive Director Nataly Chigireva, Director of Communications and Technology Katya Lukina, Communications OPS Coordinator b. Rules of Order c. Chair s Report 4. Approval of Minutes a. Minutes of November 8, 2018 (pp. 1-5) 5. Staff Reports a. Director of Communications and Technology i. Budget Variance/Sales Report (pp. 6-7) ii. Website Statistics (pp. 8-9) iii. LW Live Statistics b. Executive Director 6. Shareholder/Member Comments Agenda Items Only (Limited to 3 minutes per person) 7. Correspondence a. Berkshire Hathaway, Bruce T. Mulhearn (pp. 10-11) 8. Unfinished Business a. 2019 LW Calendar. Update b. Revision of Policies c. LW Map
d. Switching from Constant Contact to MailChimp. Update e. Murals. Update 9. New Business a. LWSB Website 10. Policies 11. President s Comments 12. Shareholders/ Members Comments (Limited to 3 minutes per person) 13. Committee Members Comments 14. Next Meeting January 10, 2019, 1:00 p.m. Administration Conference Room B 15. Adjournment
COMMUNICATIONS COMMITTEE MINUTES November 8, 2018 The Communications Committee meeting was held on Thursday, November 8, 2018, and was called to order at 1:00 p.m. by Chair Pratt in the Administration Conference Room, followed by the Pledge of Allegiance. ROLL CALL Present: Mr. P. Pratt, Chair Ms. L. Findlay Mr. W. Gould, Vice-Chair Ms. I. Heinrichs Mr. P. Moore Ms. L. Stone, Ex-Officio Also Present: Ms. P. Snowden, GRF Representative, Mutual Two Mr. B. Lukoff, GRF Representative, Mutual Fourteen Mr. R. Ankeny, Executive Director Ms. N. Chigireva, Director of Communications & Technology Ms. K. Lukina, Communications OPS Coordinator Two Shareholders/Members The agenda actions of the committee will be limited only to the members of the committee and will only constitute such actions in accordance with stated committee policy and/or provide recommendations to the GRF Board of Directors at its regular Board meeting on the 4 th Tuesday of the month. GRF Board members who are not committee members will be allowed to comment when recognized by the Chair and only during the proscribed Foundation member comment period, not to exceed four minutes, as set forth in Policy 5610, Participation by Foundation Members. The minutes of today s Board meeting will be presented to the Board for approval following the approval of the committee meeting minutes in December of 2018. CHAIR S ANNOUNCEMENTS Chair Pratt greeted and welcomed everyone to the Communications Committee meeting and introduced Foundation members, guests and staff, including Executive Director, Randy Ankeny, Director of Communications & Technology, Nataly Chigireva, and Communications OPS Coordinator, Katya Lukina. Rules of Order Chair Pratt asked everyone to be courteous to one another. Following a brief discussion, Mr. Gould MOTIONED, seconded by Mr. Moore TO apply the Committee s discretionary funds toward quality monitors for the News Dept. 1
COMMUNICATION COMMITTEE MINUTES 11/08/18 Page 2 of 5 The motion was carried unanimously by Committee members present. Chair s Report Chair Pratt had no report to present at the time of the meeting. APPROVAL OF MINUTES The minutes of October 11, 2018 meeting were approved as submitted. POLICIES a. Review and adopt: i. Policy 2867-36, Political, Government, and Religious Advertising. The Committee defined LW Weekly as a newsletter and discussed its purpose, contents, and advertising space ratio. Following a discussion, it was the consensus of the Committee to have the Director of Communications and Technology re-draft Policy 2867-36, Political, Government, and Religious Advertising, present it for the Committee s review at its January meeting, and hold a special meeting with GRF Board members to review and approve the revised Policy. ii. iii. iv. Policy 2840.10-36, Religion Policy 2850-36, Advertising Commissions Policy 2860-36, Advertising Rates It was the consensus of the Committee to discuss Policy 2840.10-36, Religion, Policy 2850-36, Advertising Commissions, and Policy 2860-36, Advertising Rates, at its January meeting. b. Review: i. Policy 5050-34, Digital Billboards ii. Policy 5051-34, Website Management iii. Policy 2810-36, Community Submissions iv. Policy 2825-36, Special Columns v. Policy 2840.02-36, Deadlines vi. Policy 2840.04-36, News Stories vii. Policy 2840.06-36. Obituaries viii. Policy 2840.07-36, News Photos ix. Policy 2840.08-36, News Coverage x. Policy 2840.09-36, Collection Point It was the consensus of the Committee to discuss Policy 5050-34, Digital Billboards, Policy 5051-34, Website Management, Policy 2810-36, Community Submissions, Policy 2825-36, Special Columns, Policy 2840.02-36, Deadlines, Policy 2840.04-36, News Stories, Policy 2840.06-36, Obituaries, Policy 2840.07-36, News Photos, Policy 2840.08-36, News Coverage, Policy 2840.09-36, Collection Point, at its January meeting. 2
COMMUNICATION COMMITTEE MINUTES 11/08/18 Page 3 of 5 STAFF REPORTS Director of Communications & Technology Budget Variance/Sales Report The Director of Communications and Technology went over the variances in the Budget Variance and Comparison reports as presented. Website Statistics The Director of Communications and Technology spoke of website statistics, and the most visited webpages as presented. LW Live Statistics The Director of Communications and Technology spoke of LW Live statistics including increase in number of contacts and an average open rate, as presented. SHAREHOLDER/MEMBER COMMENTS There were no comments made by shareholders/members at the time of the meeting. CORRESPONDENCE Night walking safety, Ingrid Spisak The Executive Director stated that this issue has already been addressed in LW Weekly. Air quality reports, Nick Massetti The Committee discussed air quality reports as addressed in Mr. Massetti s correspondence. No action was taken on this matter. UNFINISHED BUSINESS LW Map. Update The Director of Communications and Technology stated that LW Map is in the process of being finalized. 2019 LW Calendar. Update The Director of Communications and Technology provided the Committee with an update on 2019 LW Calendar. 3
COMMUNICATION COMMITTEE MINUTES 11/08/18 Page 4 of 5 NEW BUSINESS Number of unsolicited submissions allowed in a 60-day period. Policy 2810-36, Community Submissions. Following a brief discussion, no action was taken on this matter at the time of the meeting. Replacing Constant Contact contract with MailChimp to save the cost and provide seamless future website integration. The Director of Communications and Technology spoke of transitioning the current e- mail marketing company, Constant Contact, to MailChimp, to save costs. Following a brief discussion, Mr. Gould MOTIONED, seconded by Mr. Moore TO replace Constant Contact with MailChimp, at a more effective rate. The motion was carried unanimously by Committee members present. LW Weekly printing savings Following a review of printing quotes comparison, as presented by the Director of Communications and Technology, it was the consensus of the Committee to transition from Advantage to Alpha Colo, and implement the new printing schedule no later than January 1, 2019. PRESIDENT S COMMENTS President Stone thanked the Director of Communications and Technology and her department s staff for their contributions to LW Weekly. SHAREHOLDER/MEMBER COMMENTS There were no comments made by shareholders/members. COMMITTEE MEMBERS COMMENTS Six Committee members spoke on the proceedings of the meeting. ADJOURNMENT Chair Pratt adjourned the meeting at 2:30 p.m. 4
COMMUNICATION COMMITTEE MINUTES 11/08/18 Page 5 of 5 Paul Pratt, Chair COMMUNICATIONS COMMITTEE KL 11-08-18 5
Budget Variance Report - September 2018 News - CC 36 GL Code Account Description Variance Explanation 6100000 36 Salaries & Wages - News 4,889 Favorable - Due to an employee long sickleave 6101000 36 Commissions - News 1,735 Favorable - Less commissions earned as Ad Sales are less than budgeted 6140000 36 Employment Taxes - News 2,521 Favorable - Changes in the State Tax Policy 6142000 36 Workers' Compensation 1,057 Favorable - Workers' Compenation price was negotiated in favor 6143000 36 Group Insurance - Medical - News 1,566 Favorable - Group insurance price was negotiated in favor 6144000 36 401(k) Match - News 1,694 Favorable - Actuals are less than budgeted 6145000 36 Group Insurance - Life - News 1,280 Favorable - Group insurance Life price was negotiated in favor 6410000 36 Office. Supplies - News 1,655 Favorable - No Office supplies purchased 6410020 36 Equipment Expense - News 1,200 Favorable - No equipment was purchased 6481000 36 Computer Maintenance & Software - News (2,151) Unfavorable - Unbudgeted Expenses for new system applied 6483515 36 Newspaper Printing - News 6,131 Favorable - Savings due to the newspaper circulation cut to 8,000 copies 6483520 36 Telephone Book Printing - News 1,231 Favorable - Printing pricing was negotiated 6483530 36 Amphitheater Spotlight Printing & Distr 4,398 Favorable - Printing & distribution prices were negotiated Unfavorable - unbudgeted new map redesign contractor fee's are 6483550 36 Map Printing - News (2,993) included in this year expense 6731000 36 Property & Liability Insurance - News 2,200 Favorable - Insurance pricing was negotiated 6951000 36 Committee Discretionaly Expense News 1,000 Favorable - Budget not used 5731000 36 Classified Advertising - News (7,417) Unfavorable - This month classified sales are slower than projected 5731500 36 Display Advertising - News (95,254) Unfavorable - Advertisiment reimburstments to clean up accounts left by previous employee, overbudgeted line item and declining interest in print advertising in general 5732100 36 Amphitheater Spotlight Ad Income - News (10,948) Unfavorable - Advertiser's interest is lower than it was projected 5732200 36 Bus Cling/Wrap Ad income 2,500 Favorable - Item is more popular among advertisers than anticipated 5732300 36 Newspaper Specialty Promos - News (1,500) Unfavorable - No interest from advertisers in special promos Page 1 of 2 6
5732600 36 Newspaper Front Footer Ad income 8,650 Favorable - Item is more popular among advertisers than anticipated Unfavorable - Rapidly declining interest in printed ads affected 5732500 36 Telephone Book Income - News (11,975) projected sales 5732600 36 Map Advertising Income - News 3,150 Favorable - Selling the new Map spaces Total Explained Variances (85,381) of (84,710) Page 2 of 2 7
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