Boston Free Radio. Policies and Procedures Manual

Transcription

1 Boston Free Radio Policies and Procedures Manual January 23, 2012 Somerville Community Access Television 90 Union Square Somerville, Massachusetts 1

2 Table of Contents About Boston Free Radio 3 Membership 3 Training 5 Equipment and Facilities 6 Scheduling 6 Insurance 6 Radio Programming 7 Responsibilities, Attendance, Required Announcements, Technical Requirements, Ownership, Promotion Funding and Program Types 8 Commercial Programs, Community Programs Harassment Policies 8 Indemnification and Responsibilities 9 2

3 About Boston Free Radio (BFR) Boston Free Radio is an independent, member-run radio station reaching out to the world through online streaming on the Internet. In keeping with the mission of its parent organization, Somerville Community Access Television, Boston Free Radio promotes freedom of speech and accepts programming of all types. Each radio producer takes sole, legal responsibility for the content of his or her program. Membership In order to maintain a professional atmosphere at Boston Free Radio, all members are required to follow the BFR rules and regulations. All DJs are required to review this contract and policies and procedures. Participation in Boston Free Radio is open to any Massachusetts resident, 18 years of age or above. Individuals must join SCATV as Contributing Members for $40/year ($20/year for those over 65 years) and BFR members for an additional $20/year. Individuals who live in Somerville may join SCATV as Equipment Members rather than Contributing Members in order to have access to video equipment and facilities at no additional cost. Equipment members enjoy benefits such as taking SCATV film production classes at reduced rates and checking out SCATV s camera equipment. Somerville residents interested in becoming Equipment Members MUST attend a free SCATV orientation. Equipment and Organizational members of SCATV may elect to add membership at Boston Free Radio for $20.00 per person per year in addition to their regular SCATV memberships. Boston Free Radio memberships for SCATV Equipment/Organizational members will expire at the time their Equipment/Organizational membership expires, and must be renewed at that time. Youth memberships are available (for $40/year) with written permission from a parent or guardian. Membership fees are not refundable. To become a Boston Free Radio Member, a person must fulfill the following: Attend a Radio Orientation and a training session Sign and submit a membership form agreeing to abide by SCATV and Boston Free Radio Policies and Regulations Pay the current membership fees Show an official photo identification (drivers license or passport) and provide address, phone number, and address. 3

4 Management Boston Free Radio Members cooperate to run the day-to-day operations of the station. The Members vote to choose a BFR management team comprised of a Program Director, Talent Director, Media Director, Web Director, and Promotions Director. Each director may appoint an assistant director, who must be approved by majority vote of the directors. These are unpaid positions with six-month terms and are overseen by a Station Manager who is also a SCATV staff person. The elections of director positions will occur online through the website Survey Monkey, available to all current BFR members. Board Meetings happen weekly, unless otherwise announced. Attendance to the board meetings is mandatory for BFR directors and optional for assistant directors. If a director cannot make a board meeting, advance notice of at least 24 hours must be given. A director/assistant director may resign by delivering his or her written resignation to the Station Manager or the Program Director, or by presenting his or her resignation in person at a Board meeting. Such resignation shall be effective upon its acceptance by the Board of Directors and the election or appointment of his or her successor. Any director who fails to attend three (3) consecutive regularly scheduled Board Meetings without notice to the Program Director or the Station Manager may be removed from the Board of Directors at a regular or special meeting of the Board of Directors. Any director may be suspended or removed by a vote of the majority of the voting directors then in office. Any director proposed to be removed shall be entitled to at least ten (10) days notice in writing by mail of the Board Meeting at which such removal is to be voted upon, and shall be entitled to appear before and be heard by the Board at such meeting prior to such vote for removal taking place. No director/assistant director shall be compensated for his or her services as a director/assistant director. BFR may reimburse any director/assistant director for necessary expenses incurred in the execution of his or her management duties and responsibilities. Description of BFR Primary Management Positions Program Director: The program director is responsible for determining the schedule of programming, the on-air policies of the station, and (along with other management) the enforcement of station policies. 4

5 To this end, the PD develops a studio manual to be used for training new talent and for general reference. The PD is also responsible for ensuring the station is maintained and that equipment is functioning properly. The PD works with the other directors to identify equipment, software, and resources needed for the station. Promotions Director: The Promotions Director is responsible for managing the development and execution of all station promotions, enhancing the station image and visibility within the community, that will attract listeners and clients. The Promotions Director works very closely with the General Manager and the Program Director to plot the marketing course for the station and develop overall station campaigns, themes and marketing approaches. This includes everything from how to brand the station, logo design, web presence, organizing and coordinating station events, on-air contests, and live broadcast events. Web Director: The Web Director's job is to continue to update and edit the Wordpress website. This includes training any BFR members interested in updating posts on the website, adding links for all the new shows to the program calendar, adding events, and other general maintenance. Occasionally it is helpful if the web director can work with the Promotions Director on promo print material (Flyers, banners, stickers, etc.) Talent Director: The Talent Director's job is to find and direct talent. At BFR that means working to find new members among the community at large and helping turn them into DJs or show hosts. To this end the talent director provides training, assistance with our equipment and software, and helps members in developing radio programs. The Talent Director also communicates with the members by periodic newsletters and otherwise as needed about events, board decisions, scheduling, and more. Media Director: The Media Director is directly responsible for maintaining the Boston Free Radio digital music library-- ensuring songs, beds, PSAs, as well as show/station IDs are all current, that all files match Live365 DMCA restrictions in terms of tagging, and that the RadioBOSS Music Library XML file is current and functioning for all shows. The Media Director must work directly with show hosts in ensuring the music they want to play for their show is accessible and organized and will not cause issues with Live365. Training BFR staff will offer radio training sessions that cover all the station procedures and the operation of equipment needed to produce a program on Boston Free Radio. To become certified to use 5

6 Boston Free Radio facilities and equipment, members attend a radio training session and then demonstrate competency by creating a trial program in the Radio Studio. Equipment & Facilities Facility Use and Access Policy Only certified Boston Free Radio Members may use the radio equipment and production facilities, although SCATV may use or rent the facilities and equipment for alternative uses at its discretion. Programs may be produced only during regular operating hours, unless express permission has been given by the Program Director. DJs wishing to produce a show outside of BFR s operating hours may do so at a rate of $15 per hour with prior arrangement with SCATV staff. No animals are allowed in the building except for seeing-eye dogs or, with prior staff approval, as part of a production. Eating and drinking are allowed only in designated areas, not in the Radio Studio. Smoking is prohibited in the building. Equipment Members are expected to clean up after themselves each time they use the equipment or facilities. Members are responsible for notifying the staff of any problems with equipment. Members must not attempt equipment repairs on their own and may not change any wiring, connections, accessories, or software configurations or settings. Equipment may not be removed from the Radio Studio, nor may other materials be taken from the building, including station-owned CD s, DAT s, turntables, CD players, tape decks, microphones, etc. without permission from SCATV staff. Some items may be loaned from Boston Free Radio under certain circumstances. Check with a staff person and fill out a Boston Free Radio property loan form, which must be signed by an authorized SCATV staff person. Anyone found removing anything from the station without following this procedure will immediately be suspended and prosecuted. Scheduling Members may reserve a Boston Free Radio program time slot on a first-come, first-served basis by filling out a Radio Program Proposal and submitting it to the Program Director. Members may produce their programs live in the Radio Studio or bring in a pre-produced program on an SD card, USB drive, or a portable hard drive. Pre-produced programs may also be submitted via the BFR Dropbox account at dropbox@bostonfreeradio.com. Boston Free Radio reserves the right to manipulate scheduling, including but not limited to: rescheduling shows with just cause (listenership, audience, contract infractions, etc.), and remove time slots. 6

7 Insurance SCATV has an insurance policy for equipment while members are using it. SCATV pays the premiums and the policy is in SCATV s name. Members are completely responsible for the Boston Free Radio equipment and facilities they use. This includes responsibility for the actions of assistants, guests, and others. In the event that equipment is stolen or damaged and the insurance company honors the claim, the member is responsible for the deductible payment charged by SCAT'Vs insurance company. In the event the insurance company does not honor a claim, the member must reimburse SCATV for the equipment s full replacement value. Radio Programming Responsibilities of Producers and DJ s Boston Free Radio s mission includes the promotion and protection of our constitutionally guaranteed freedom of speech. At the same time, BFR encourages radio producers to use good judgment and to respect both the access center, Boston Free Radio, and the community at large when they produce programs for the station. For the avoidance of doubt, Boston Free Radio and Somerville Community Access Television, Inc. have no responsibility for the content of the producer s show, and no obligation to review, edit, or monitor the content. Anyone requesting a radio program time slot: must be thoroughly familiar with the program s content and shall agree to take full responsibility for that content must take responsibility to obtain clearances and permissions as may be needed from any and all organizations, individuals, and groups to broadcast this material on the Internet channel. is solely and completely liable for any false, misleading or slanderous statements in the program and is fully responsible for the program content and compliance with all applicable laws, including, when relevant, election laws. Boston Free Radio has purchased the rights for its producers to all music performance copyrighted or licensed by SoundExchange, BMI, ASCAP, and SESAC. There is no additional cost for this service. Attendance Radio producers are required to produce their shows regularly and attend mandatory meetings. If you cannot make a meeting or come in to produce your show, you must or call the Program Director so that he/she will excuse you. Members must give 24-hour notice to cancel a reservation. If a member fails to cancel and does not show up to do their program, they will be given a written warning. After three warnings, their show and all member privileges will 7

8 be cancelled. You have the opportunity to reapply in 90 days but you lose all Boston Free Radio privileges when your show is cancelled. Producers must be actively involved in their show during their entire time slot. Don t end your show early. When your show is over and there is no one scheduled after, please start the Live365 server robojock. If the next scheduled DJ does not show up after your program, please shut down the studio and have Live365 run the scheduled playlist and contact the Program Director. Guests are welcome on your show, but program co-hosts must be certified BFR members. Required Announcements During your show you will be required to periodically play public service announcements, Boston Free Radio promotional announcements and station IDs. Failure to do so will result in temporary suspension and loss of your show. Additionally, you are responsible for everything netcast during your show, including non-recorded (live) phone conversations or guests in the booth. Also, we require that you play one (1) station ID per hour. If you do not play required promos, PSAs, and IDs you will be written up and will have to meet with the Program Director. Ownership Boston Free Radio producers own their programs and may keep copies of their shows. Boston Free Radio may keep a copy of any program and re-netcast it an unlimited number of times. Any producer can arrange limits on re-runs with the Program Director. With permission of the producer, SCATV may also use the program for promotional purposes related to Boston Free Radio or SCATV. Promotion Radio program promotion is the responsibility of the producer. Producers may write and send their own press releases to local newspapers, radio stations, blogs, etc. Producers may submit audio promotional materials (promos) to highlight their programs. Boston Free Radio plays promos between programs and during program breaks. Funding And Program Types Radio programs that contain paid advertising of any amount are considered commercial programs. Commercial programs are two-hour blocks leased at a rate of $25/hour, paid for in advance, with no refunds given. It is the producer s responsibility to inform the Studio Manager if he or she sells advertising. If a producer does not report paid advertising to the Studio Manager or does not pay for their program in advance, their show will be cancelled. If a program does not contain any paid advertising it is considered a community program and does not require payment to Boston Free Radio. 8

9 Harassment Policies Boston Free Radio follows Somerville Community Access Television, Inc. Harassment Policies. Somerville Community Access Television is committed to providing a work environment that is free of discrimination and unlawful harassment. Employees and members are protected from harassment on the basis of their race, color, religion, national origin, ancestry, sex, age, handicap (disability), participation in discrimination complaint-related activities, sexual orientation, gender identity, genetics, or active military or veteran status. Actions, words, jokes, or comments based upon an individual's gender or any legally protected characteristic will not be tolerated at Boston Free Radio. All employees and members of Boston Free Radio must understand that it is essential to maintain professional, friendly and cooperative working relationships at Boston Free Radio. Harassment is a form of misconduct that is demeaning to another person, undermines the integrity of the employment or membership relationship and is strictly prohibited. Prohibited behavior includes slurs or other derogatory comments, displaying objects, pictures, or cartoons, and demeaning gestures connected to one s membership in a protected group. Bullying or making threats against other BFR members or staff will also not be tolerated and will result in immediate expulsion. Anyone who feels they have been a victim of bullying or harassment by another BFR member should report it immediately to SCATV staff. Copies of SCATV s Harassment Policy are available upon request. Indemnification and Responsibility Users of Boston Free Radio shall indemnify Boston Free Radio, Somerville Community Access Television, Inc. and its employees against any and all liabilities arising out of such use or out of breach of these Policies and Procedures. Each Boston Free Radio member understands that he or she is responsible and agrees to hold harmless the current cable provider(s) in the City of Somerville, SCATV, BFR, its directors and employees (and their successors) from any liability, loss, claim, cost or damage of any nature whatsoever which may arise by reason of any claim that any material netcast or disseminated by that member infringes on or violates any rights of any person or organization. 9