2018 Meeting Minutes

Student Media Board
Minutes for November 28, 2018


I. Call to Order
Jennifer Murray, board chair, called the meeting to order at 4:14 p.m.
Other members present were: Ana Maria Alaniz Mendoza, Matthew Winchell, Dylan Greene, Christian Shaffer, Emily Mattson, Hannah Martian, Kayla Rott, Latisha Jensen, Veneice Guillory-Lacy, Rachel Wong, Karen Breese, Lorena O’English, Matt Haugen, Rebecca Goodrich, Benjamin Shors, and Richard Miller. Board members absent: Ella Spillane, Taylor Swanson. Staff members present: K. Denise Boyd

II. Approval of October 31, 2018, minutes
•    Approved as read

III. Reports

Dylan Greene, editor-in-chief:
•    It was a pleasure working as EIC
•    Only five more issues before the end of the semester
•    Graduation edition hits the stands next week
•    Apple Cup edition went well, collaborated with the University of Washington’s student newspaper

Emily Mattson, manager, advertising:
•    Emily’s last board meeting. She said holding this position enhanced her professional life after graduation
•    Hired an additional staff member
•    Sales are above goals
•    WSECU sponsored the Apple Cup edition
•    BECU sponsored Dad’s Weekend edition
•    Working on new sales options, including Cougpons.
 
Kaya Rott, manager, marketing:
•    Street teams are finished for the semester
•    Staff page completed; pictures of staff are on the website
•    Working on fundraising effort with Veneice. Creating an ad for the website
and considering ideas for videos.
 
Hannah Martian, editor, Chinook yearbook:
•    Received an estimate on printing from University Publishing
•    All prep work has been completed
•    Content still being created
•    Deadlines for production have been set

Latisha Jensen, editor, Visitor Guide:
•    Everything going well
•    Received an estimate on printing from University Publishing
•    Content still being received
•    Logo done
•    One-third of layout will be completed before the winter break

Ana Maria Alaniz Mendoza, manager, creative/graphics:
•    Working with advertising on creating new advertising products, such as Cougpons
•    Updating house ads


IV. Presentations by candidates for open positions
•    Luke Hudson gave his presentation for spring 2019 editor–in-chief
•    Clayton Fincher gave his presentation for spring 2019 advertising manager

The presentations ended at 4:34 p.m.
The board voted and unanimously elected:
Luke Hudson as editor-in-chief, spring 2019
Clayton Fincher as advertising manager, spring 2019

V. New Business – none

VI. Public Comments - none

VII. Adjournment

The meeting adjourned at 5:18 p.m.

Minutes taken by K. Denise Boyd, fiscal specialist

Student Media Board
Minutes for October 31, 2018


I. Call to Order
Jennifer Murray, board chair, called the meeting to order at 4:15 p.m.
Other members present were:
Ana Maria Alaniz Mendoza, Matthew Winchell, Dylan Greene, Christian Shaffer, Kayla Rott, Latisha Jensen, Emily Mattson, Hannah Martian, Lorena O’English, Richard Miller and Matt Haugen. Board members absent: Veneice Guillory-Lacy, Ella Spillane, Taylor Swanson, Rachel Wong, Benjamin Shors, Karen Breese and Rebecca Goodrich.  
Staff member: K. Denise Boyd

II. Introduction of new member: Lorena O’English

III. Approval of April 25 and Sept. 26, 2018, minutes
•    April 25 minutes approved as read
•    Sept. 26 minutes approved as read

IV. Reports

Dylan Greene, editor-in-chief:
•    Halloween edition was distributed today
•    Dad’s Weekend edition will be 12 pages and an eight-page sports weekend insert plus an Inland 360 insert
•    Starting to train potential replacement for editor-in-chief
•    Collaborating with the University of Washington student newspaper to get stories for the Apple Cup edition.


Emily Mattson, manager, advertising:
•    Sales are above goals
•    Staff training continues with improved communication with advertising reps
•    Sending out emails to the advertising staff, having them call “dibs” on new clients
•    Training Clayton Fincher to be the new advertising manager
•    Working on plan to use Lewiston Tribune sales staff to help sell ads in the Lewiston/Clarkston area.

Kayla Rott, manager, marketing
•    Street teams: Tabling on Friday and handing out sports editions at games
•    Continuing to work on staff page, getting close to being done
•    Working on a video campaign to encourage donations

Hannah Martian, editor, Chinook yearbook
•    Full staff is now hired – two more photographers; two writers and one designer
•    April 22 is estimated delivery date
•    There will be 156 pages, plus the cover. Yearbook won’t include Cougar Card photos.

Latisha Jensen, editor Visitor Guide
•    Hired a graphic designer
•    Holding weekly meetings
•    48 pages in this year’s edition
•    Feb. 22 is the anticipated publication date

Ana Maria Alaniz Mendoza, manager, creative/graphics
•    Hiring an additional staff person
•    Student Advertising Fund has seen increase in design requests


V. New Business – none

VI. Public Comments – none

VII. Adjournment

The meeting adjourned at 4:48 p.m.

Minutes taken by K. Denise Boyd, fiscal specialist

1. Call to order

Richard Miller, vice chair, called the meeting to order at 4:15 p.m. Other members present were:
Ana Maria Alaniz Mendoza, Matthew Winchell, Dylan Greene, Christian Shaffer, Kayla Rott, Latisha Jensen, Veneice Guillory-Lacy, Taylor Swanson, Rachel Wong, Benjamin Shors, Rebecca Goodrich, Jennifer Murray, and Matt Haugen. Board members absent: Emily Mattson, Hannah Martian, Ella Spillane, and Karen Breese. Staff members: K. Denise Boyd

2. Selection of chair, vice chair
•    Jennifer Murray elected chair
•    Richard Miller elected vice chair

3. Approval of April 25, 2018, minutes
•    Tabled – second page of minutes were missing. Denise will send the complete minutes to the board and we will vote to approve at the next board meeting.

4. Election of student leaders
Three student leaders were elected by the board:
•    Creative manager: Ana Maria Alaniz Mendoza
•    Marketing manager: Kayla Rott
•    Visitor Guide editor: Latisha Jensen

5. Reports
Editor-in-chief Dylan Greene:
•    Jason Gesser: News staff is working on a follow-up story
•    Public records requests made for future stories
•    Sex Edition publishes on 10/12/2018

Advertising manager Emily Mattson (out sick, report given by Richard Miller):
•    Sales have exceeded goals
•    Boot camp: Brian Shuffield and Fred Board were guest presenters
•    Holding weekly training meetings with staff and email summaries to ad reps weekly
•    Continuing to receive S&A fund requests from WSU RSOs. Approval committee streamlined to two students, one fiscal officer
•    Now running weekly inserts of Inland 360 and working on additional inserts from the Lewiston Morning Tribune



Marketing manager Kaya Rott
•    Working on updating the staff page
•    Chinook and newspaper tabling events on Fridays
•    Looking into promoting Student Media with T-shirt giveaways
•    Updating email signatures to standardized format
•    Street teams will hand out Game Day editions

Yearbook editor Hannah Martian (given by Richard Miller)
•    Yearbook laid out on whiteboard in Hannah’s office
•    The 2018-2019 yearbook will be in a magazine style format
•    Cougar Card photos will not be published in this edition of the yearbook

Visitor Guide editor Latisha Jensen
•    Set up a Facebook account to communicate with staff
•    Holding read-outs with staff
•    Collaborating with the Pullman Chamber

Creative manager Ana Maria Alaniz Mendoza
•    Hiring new staff
•    Creating animated signatures for emails
•    Training continues

6.  New business

•    Question from Ben Shors: Where are we with the newsletter?
Dylan Greene: We will look into it and include the newsroom, marketing and the graphics team.

•    Content adviser search continues.

•    Richard Miller: Daily press run reduced from 5,975 to 5,200 based on our recent pickup audit. We will complete another audit in the spring of 2019.

•    Ben Shors: Cable 8 would like to collaborate with Student Media to post Cable 8 content on the Daily Evergreen website. Dylan Greene said he would be willing to talk with Shors about the possibility of doing this.


7. Public Comment: None


8. Adjournment
5:05 p.m.

Minutes taken by K. Denise Boyd, fiscal specialist

I. Call to Order
Leigh Gaskin, board chair, called the meeting to order at 4:15 p.m.
Other members present were:
Carmen Jaramillo, Madison Jackson, Hannah Basler, Gabriella Ramos,
Parker Blekkenk, Matt Haugen, Richard Miller, Karen Breese, Jacob Wagoner
and Rachel Wong. Staff members: Jacob Jones and K. Denise Boyd

II. Approval of March 28, 2018, minutes.

III. Announcements – Richard Miller thanked those in attendance for serving on the board this last year.

IV. Reports

Madison Jackson, editor-in-chief:
•    Thanked the board for their support on the referendum this year
•    Working on the Athletics stories, university budgets and Title IX

Emily Mattson, manager, advertising:
•    Creative is going dark this summer, only 1 person working as an ad designer / graphics
•    Hiring new staff: working on hiring the new advertising reps for next year

Marketing – no report

Kai Amos, editor, Chinook yearbook:
•    The yearbook will be delivered next week

Gabriella Ramos, editor, Visitor Guide, and Outreach coordinator
•    Deadline for the magazine is Friday, April 27, 2018.

Creative – no report

Jacob Jones, content adviser:
•    Service & Activities  - ASWSU Elections – stories the students have covered
•    Gabriella was awarded the Presidents’ LEAD Award
•    Josh Babcock provided newsroom training
Jacob Jones is not renewing his contract for the upcoming year





V. New Business

We will be moving summer editions from Wednesdays to Thursdays in order to include the Lewiston Tribune’s Inland 360 insert


VI. Public Comment: none


VIII. Adjournment

The meeting adjourned at 4:37 p.m.

Minutes taken by K. Denise Boyd, fiscal specialist

Student Media Board
Minutes for March 28, 2018, election meeting


I. Call to Order
Leigh Gaskin, board chair, called the meeting to order at 4:15 p.m.
Other members present were:
Carmen Jaramillo, Madison Jackson, Hannah Basler, Ceridwen Walsh, Gabriella Ramos,
Parker Blekkenk, Benjamin Shors, Matt Haugen, Richard Miller, Kai Amos, Karen Breese
and Rachel Wong. Staff members: Jacob Jones and K. Denise Boyd

II. Approval of February 28, 2018, minutes.

III. Announcements – Congratulations to Gabriella Ramos for helping pass the referendum

IV. Reports

Madison Jackson, editor-in-chief:
•    Student Media referendum passed – Thanks Gabbie
•    Student Choice Awards edition coming up
•    E-newsletter in the works
•    Difficulty hiring a new web editor
•    Service and Activities hearing will be April 3.

Jacob Wagoner, manager, advertising:
•    Advertising sales have seen a slight increase in the last month – color ads increased
•    Lewiston Morning Tribune will be inserting the Inland 360 in the paper every Thursday, netting $250 a week
•    Memorandum of understanding with the Lewiston Morning Tribune to start selling to our off-campus clients
•    BECU is sponsoring Mom’s Weekend edition
•    Working on sales into commencement edition

Ceridwen Walsh, manager, marketing:
•    Two photo events booked
•    Tabling scheduled for recruiting

Kai Amos, editor, Chinook yearbook:
•    The yearbook will be ready on 4/20/2018
•    We will be tabling once the books are delivered
•    Starting to get calls from students asking where they can pick up their yearbooks

Gabriella Ramos, editor of Visitor Guide, and outreach coordinator
•    Referendum passed, now turning focus to the visitor magazine
•    Cut the visitor magazine by two-thirds, to about 36 pages
•    Working on the cover

Comment from Ben Shors, board member:
Volunteered to recruit writers for the visitor magazine, will touch base with Gabbie

Aloni Martin, manager, creative:
•    No report

Jacob Jones, content advisor:
•    Students involved in the Murrow Symposium this week


V. New Business

Vote on changing bylaw regarding student leaders. Bylaw says, “Applicants shall not hold an elective or appointive position in student government during their tenure as a manager for Student Media.”  Proposed change: “Applicants shall not hold an elective or appointive position in student government during their tenure as an editor for The Daily Evergreen.”
Richard Miller moved to approve the changes, seconded by Jacob Wagoner, passed unanimously.

B) Student leader elections. Presentations by candidates:

•    Chinook yearbook – Hannah Martian gave her presentation
•    Advertising –  Emily Mattson  gave her presentation
•    Editor-in-chief – Dylan Greene gave his presentation
•    Creative (No applicant)
•    Marketing (No applicant)
•    Visitor Guide (applicant is out of the country, presentation to be heard in fall)

The board approved these new leaders for 2018-2019 academic year:

•    Hannah Martian, yearbook editor
•    Emily Mattson, advertising manager
•    Dylan Greene, editor-in-chief

VI. Public Comment: none


VIII. Adjournment

The meeting adjourned at 5:27 p.m.

Minutes taken by K. Denise Boyd, fiscal specialist

Student Media Board
Minutes for February 28, 2018, regular meeting


I. Call to Order
Leigh Gaskin, board chair, called meeting to order at 4:17 p.m.
Other members present were:
Carmen Jaramillo; Madison Jackson; Hannah Basler; Ceridwen Walsh; Gabriella Ramos; Matthew Winchell; Parker Blekkenk; Benjamin Shors; Matt Haugen; Richard Miller
Staff members: Jacob Jones and K. Denise Boyd

II. Approval of Jan. 31, 2018, minutes.

III. Announcements – None


IV. Reports

Madison Jackson, editor-in-chief:
•    New photo editor hired – Oliver McKenna
•    Student Choice Awards edition – 3/5/2018
•    Continue to help with the Referendum Campaign

Jacob Wagoner, manager, advertising:
•    February ads are half priced – a few people have purchased more ads, but spent the same amount
•    Lewiston Morning Tribune – the 360 insert will be in the Evergreen every Thursday, which will bring in approximately $10,500 per year
•    Lewiston Morning Tribune will be selling off-campus ads for The Daily Evergreen
•    CRM in the works. This will help track advertising representatives ad sales

Kai Amos, editor, Chinook yearbook:
Miller gave her report.
•    Deadline for Cougar Card photos is approaching
•    The cover has been approved
•    On track to print by the end of April

Aloni Martin, manager, creative;
•    Staff is starting to upload the online ads to the website as part of their daily tasks
•    Webinar with SNO software – training to upload ads
•    2018 fall manager – looking for someone to fill this position

Ceridwen Walsh, manager, marketing:
•    The photo booth computer stopped working this week – battery died. Software moved to another laptop by ASIS
•    Tabling- Started tabling for the referendum two weeks ago
•    On the mall with fliers, posters around campus, rack cards
•    Visiting classrooms in the Murrow College this week


Gabriella Ramos, editor, Visitor Guide, and Outreach coordinator
•    Covering the ASWSU elections
•    Photos with both tickets
•    Informed both tickets about the referendum
•    Fliers posted at local business’
•    Visiting classrooms to speak about the referendum
•    Open House – Friday, March 2 at noon

Jacob Jones, content advisor:
•    Publications calendar for 2018-2019 in the works
•    Continued training on public records with the students
•    Publisher in Residence – Murrow College after spring break


Board Comment:
Benjamin Shors: Symposium speakers – let me know if you would like to set up workshops


V. New Business
Richard Miller: Can we change the bylaws to allow the Chinook Editor also be on the ASWSU board?  
Jacob Jones: The only conflict that I see is the ASWSU portion of the yearbook and how that is handled.
Check with the ASWSU bylaws
Richard Miller will draft language addressing how they bylaws will change and bring them to the next meeting of the board.

VI. Public Comment: none


VIII. Adjournment

The meeting adjourned at 4:22 pm.

Minutes taken by K. Denise Boyd, fiscal specialist

Student Media Board
Minutes for Jan. 31, 2018, regular meeting


I. Call to Order
Leigh Gaskin, board chair, called meeting to order at 4:17 pm.
Other members present were:
Aloni Martin, Gabriella Ramos, Hannah Basler, Jacob Wagoner, Parker Blekkenk, Rachel Wong, Erica Nicol, Jennifer Murray, Karen Breese, Matthew Winchell, Carmen Jaramillo, Ceridwen Walsh, Matt Haugen, Benjamin Shors, Madison Jackson, Lee Yoon-Joo and Richard Miller.
Staff members: Jacob Jones and K. Denise Boyd

II. Approval of Jan. 10, 2018, minutes.
The minutes were approved as read.

III. Announcements – None

IV. Motion from Richard Miller to move the new business before the reports, seconded by Jacob Wagoner, and approved by the board.

V. New Business
Continue board discussion on options for addressing budget deficit. (see agenda for options 1 – 3)

Ramos: We are going before the ASWSU Senate tonight at 5:30 to present the proposed referendum. The referendum is asking for a two semester $5 per student fee.

Miller: The referendum only includes the Fall/Spring semesters, summer fees will not apply.

Board Question: What is the campaign plan?

Ramos: Ceridwen and I will be:
•    Talking to student group leaders
•    Meeting with the ASWSU Senate
•    Presenting the referendum to the GPSA on Feb. 12
•    Planning tabling events twice per week
•    Handouts & stickers
•    Speaking to Murrow professors
•    Advertising on the screens at the CUB
•    Tabling on the mall
•    Meeting with Bradley Warren, ASWSU Election Board, regarding election guidelines
•    Referendum calendar created
•    Referendum will include the student fees for undergraduates and graduate students

Board question: Has there been any movement regarding the voluntary subscriptions for faculty and staff?

Miller: We are awaiting the creation of a newsletter, which will be part of the subscription. Also working with the WSU Foundation to establish a Gift Use Agreement, which will enable us to use any donations that our department receives.

Gaskin: What kind of advertising can we do for the referendum?

Ramos: Campaigning and house ads. We will work with ASWSU to make sure we don’t have any election violations. We need to account for any expenses related to the referendum (advertising, tabling, promotion items).

Miller: Moved to table option 3, Change to a tab format. Seconded by Wagoner, passed by the board.

Shors: Had to leave, appoints Alison Boggs, instructor, Murrow College as proxy.

Miller: Moved to enact option #2b “Take Fridays or Mondays off. No printing. No staffing unless breaking news,” (students will determine the day of the week), starting March 23.  Motion was seconded by Matt Haugen, passed 15-2.


VI. Reports

Madison Jackson, editor-in-chief:
•    Referendum will be presented at the ASWSU Senate meeting tonight at 5:30
•    Referendum will be presented to GPSA on Feb. 12.
•    Ethics reporting/training was covered the last few weeks due to the Hilinski coverage
•    Housing Guide included the Mint section, and the guide was sponsored
•    Transparency project: We continue to work on the online public records
•    Live streaming – increasing the live streaming the news department creates

Jacob Wagoner, manager, advertising:
•    New training system uses YouTube videos created by advertising professionals.
•    Setting up Linkedin profiles for the staff
•    Increasing web advertising
•    Having website issues posting ads, need to have someone on staff who can get the ads posted

Ceridwen Walsh, manager, marketing:
•    We hired four new staff members
•    Photo booth bookings have increased
•    Referendum campaign – will be working with Ramos on the campaign once it has been approved
•    Looking for a marketing manager for the Fall 2018 semester

Kai Amos, editor, Chinook yearbook:
Miller gave her report.
•    Yearbook is on schedule for publication
•    Great cover created

Gabriella Ramos, editor, Visitor Guide:
•    Working hard on the magazine
•    Only half of the content has been scheduled
•    Deadline for remaining content is Feb. 1.
•    Will use Daily Evergreen articles for the magazine if the remaining content isn’t received on time.

Aloni Martin, manager, creative:
•    Two staff members resigned
•    Smaller staff (three techs and manager)
•    Working on posting ads online
•    Need more training on how to posts ads on the website
•    Looking for a creative manager for the Fall 2018 semester.

Jacob Jones, content advisor:
•    Worked on the referendum structure with the students
•    Continuing the weekly trainings
•    Leaders meetings continuing
•    Public Records training



Board Comment:
Miller mentioned we are working on a new source of revenue, a Student Media calendar.


VII. Public comment – none

VIII. Adjournment

The meeting adjourned at 5:14 pm.

Minutes taken by K. Denise Boyd, fiscal specialist

Student Media Board
Minutes for Jan. 10, 2018, Emergency Meeting



I. Call to Order
Leigh Gaskin, board chair, called meeting to order at 4:15 pm.
Other members present were:
Aloni Martin, Gabriella Ramos, Hannah Basler, Kai Amos, Jacob Wagoner, Parker Blekkenk, Rachel Wong, Erica Nicol, Jennifer Murray, Karen Breese, Matthew Winchell, Carmen Jaramillo, Matt Haugen, Benjamin Shors, Ceridwen Walsh, Madison Jackson and Richard Miller.
Staff members: Jacob Jones and K. Denise Boyd

II. New Business

•    Board discussion of short-term options for addressing budget deficit.

Boyd distributed copies of a sheet that outlined previous spending cuts, the projected budget deficit of $130,000, and options for reducing that deficit in order to maintain minimal reserves.

Gaskin limited public comments to five minutes, and on financial options only.

The board voted to allow Jackson, editor-in-chief, to start the meeting by giving a presentation to the board.

The newsroom strongly disagrees with print-frequency cuts, Jackson said. The experience helps students get jobs after graduation, creates a unique learning environment, and provides valuable experience.

Jackson said Miller needs to create a written plan for increasing revenue.

Jackson said the proposed changes weren’t adequately communicated to the newsroom. Any changes to print frequency need to be approved by the board, she said, as does the annual budget. Jackson proposed waiting until the proposed $5 referendum before doing anything. If the referendum fails, she said, the office should consider reducing the salary or number of professional staff.

Jackson also presented testimonials from former Evergreen staff on why print frequency should not be cut.

Miller said the students were told of the new budget developments as soon as they occurred, and that the board meeting is part of the discussion process. Miller said that continuing the Evergreen’s mission is more important than adhering to traditional platforms and that reducing print frequency would allow the Evergreen to continue producing daily journalism.

Miller said he was unable to create a plan that would guarantee enough additional revenue to address the deficit, but has been working on a variety of options.  

Board member comment to Jackson: Waiting for the referendum doesn’t make sense, it’s better to deal with problems now. Start making steps today as a good will gesture.

Jackson: We created a new position to work with the ASWSU on the proposed referendum. It is hard to come back from cuts.

Board comment from Karen Breese: Does putting the paper on social media/digital make a difference in the newsroom?

Jackson: We wouldn’t have to meet nightly to make print deadlines. More students would work from home and not on campus. This would affect the culture of the newsroom and diminish the quality of work.

Other comments: Advertising Manager Jacob Wagoner said cutting print days could hurt advertising income, which has already been reduced by university budget changes.

III. Public comment

A motion from Ramos to begin public comment, seconded by Miller.

Zach Anders, former ASWSU senator. Said he has worked for three papers that have all shut down; cutting print is a death rattle. ASWSU referendums have passed with support from ASWSU, like the Chinook for $99. We need to have ASWSU get behind the referendum.

Sheila O’Rourke, former WSU employee. Should see about a faculty/staff subscriptions and donations.  Wants to donate to the cause; she’ll contact Tracy Milano after the meeting to make arrangements.

Kai Amos, editor, Chinook. Amos asked if decreasing the press run would save money. Miller said we are currently at the minimum charge with our printer.

Other members of the public spoke of the value of print journalism to the community and to the student staff.

IV.  Executive Session

The board went into executive session at 5:40 p.m. Resumed public session about 5:55 p.m.

V. Action taken

Shors – Moved to continue with five-day production until the proposed March referendum. Motion rejected, 13-5.

Miller – Moved to go to 4-day week production until the proposed referendum and cut summer print production.  No second taken.

Miller – Moved to cut summer print production if referendum fails. Approved, 15-3.

Shors – Moved to continue with five-day production until the referendum. Rejected 10-6 with two abstaining.

Wagoner – Moved to table additional options until Jan. 31 meeting.  Approved unanimously.  Student leaders will send Miller requests for more information before the next meeting.


VI. Adjournment

The meeting adjourned at 6:45 pm.

Minutes taken by K. Denise Boyd, fiscal specialist