convener & group committee handbook 2018 · 3 | p a g e introduction & station manager’s...
TRANSCRIPT
CONVENER & GROUP
COMMITTEE HANDBOOK
2018
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Contents
INTRODUCTION & STATION MANAGER’S WELCOME ............................................................................ 3
CONTACT DETAILS ..................................................................................................................................... 4
ETHNIC COMMUNITY BROADCASTING ASSOCIATION OF VICTORIA LTD. ........................................ 5
ABOUT GROUP COMMITTEES .................................................................................................................. 6
GROUP COMMITTEE MEETINGS .............................................................................................................. 7
FINANCIAL REPORT INFO .......................................................................................................................... 8
GROUP ANNUAL GENERAL MEETINGS ................................................................................................... 9
GROUP AGMs PROCESS ......................................................................................................................... 10
EXAMPLE OF GROUP AGM FORM .......................................................................................................... 13
TEMPLATE OF A TREASURER’S REPORT ............................................................................................. 14
EXAMPLE CERTIFICATION FORM ........................................................................................................... 15
EXAMPLE FORM – LIST OF COMMITTEE MEMBERS AND BROADCASTERS. .................................. 16
ELECTIONS ................................................................................................................................................ 17
IF SOMEONE RESIGNS ............................................................................................................................ 18
WHAT HAPPENS IF THERE IS CONFLICT? ............................................................................................ 19
KNOWING THE STATION CONSTITUTION & POLICY ........................................................................... 20
STATION STRUCTURE ............................................................................................................................. 22
GROUP ACCOUNT .................................................................................................................................... 23
REIMBURSEMENTS .................................................................................................................................. 23
PAYMENT AUTHORISATION FORM WITH EXPLANATION NOTES ...................................................... 26
GROUP ACCOUNTS REIMBURSEMENT POLICY .................................................................................. 27
PROGRAMMING ........................................................................................................................................ 29
PROMOTING YOUR PROGRAM ............................................................................................................... 30
RADIOTHON ............................................................................................................................................... 32
TRAINING AT 3ZZZ .................................................................................................................................... 34
FREQUENTLY ASKED QUESTIONS ........................................................................................................ 35
MEANING OF COMMON WORDS IN USE AT 3ZZZ ................................................................................ 42
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INTRODUCTION & STATION MANAGER’S WELCOME Welcome to the 3ZZZ Convener and Group Committee handbook! This book is a supplement
to our Volunteers Handbook and is hoped will provide you with assistance in your important
leadership role at 3ZZZ – as a Convener or Group Committee member.
This booklet outlines some of the important procedures that Conveners and Group
Committees should be aware of and follow – it is hoped that this handbook will be a useful
Reference for new Committee members and old ones alike! The Group Conveners and
Committee members play a vital role at 3ZZZ and it is intended this handbook will help you
perform all functions efficiently and effectively.
If there are any procedures you don’t understand after reading this booklet, please contact
us. I encourage you to provide any feedback you have on this handbook, please email me at
[email protected] with any questions or comments.
Kind Regards,
John Gillies
Station Manager
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CONTACT DETAILS STATION MANAGER
[email protected] 9415 1928 - 0412 625585
SPONSORSHIP & MARKETING
MEMBERSHIP COORDINATOR
[email protected] 9415 1928
BOOKKEEPER/ADMINISTRATION OFFICER
[email protected] 94151928
ADMIN, PRODUCTION, SPONSORSHIP, TRAINING COORDINATOR
[email protected] 9415 1928
TECHNICAL CONSULTANT
[email protected] 0413 051 575
BROADCAST ENGINEER
Broadcast Australia – Contact via Manager
STUDIO PHONE NUMBER
03 9415 1923
OFFICE NUMBER
03 9415 1928
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ETHNIC COMMUNITY BROADCASTING ASSOCIATION OF VICTORIA LTD.
Studios and Offices: 309 Albert Street, Brunswick. VIC 3056
Postal Address: PO Box 1160, Brunswick. VIC 3056
Email: [email protected]
Office Phone (03) 9415 1928
Studio Phone (03) 9415 1923
Talkback (03) 9415 1926
Website: www.3zzz.com.au
Facebook: 3ZZZ
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ABOUT GROUP COMMITTEES Structure and Roles
There should be at least five people in each Group Committee.
Responsibilities
The Group Committee determines:
programming purposes
The Group Committee makes sure that:
he program gives access to the community – all individuals in your community are
encouraged to participate and there is diversity of opinion
r group of people
(Radiothon, Membership Drive, Sponsorship)
The Group Committee makes sure its broadcasters are:
group
For more information about Group Committees, see the Ethnic Broadcasting Committees
section of the Policy Booklet.
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MEETINGS
The Group Committee should meet at least once every two months to:
Minutes of Group Committee meetings should be sent to the office no later than 30 days
after the meeting.
GROUP COMMITTEE MEETINGS
An effective group committee meeting needs the following:
An Agenda – what will be covered in the meeting.
A Chairperson – someone who facilitates the meeting. The Chairperson keeps the
meeting on topic (to the agenda), makes sure everyone has an equal opportunity to
speak and keeps the meeting moving and to time.
A Minute-Taker – this is usually the Secretary of your group. There is a template
example of meeting minutes on page 8. The minutes don’t need to be a description of
everything that was said, but it must include:
s present, who sent in apologies (that they couldn’t come to the meeting)
Motions) and any actions including expenses approval, that will
be followed up at the next meeting.
asurer.
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FINANCIAL REPORT INFO
Every month a financial statement will be produced by the office and sent to the treasurer of
the group.
This statement will show the previous months balance, all expenditure and reimbursement
activity for the month and the new end of month balance.
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GROUP ANNUAL GENERAL MEETINGS Broadcast Groups are required to hold an Annual General Meeting (AGM) every year
in the same month.
1. AGMs should be held between 1 March and 31 August
2. AGMs should not be held during Radiothon (usually October)
3. The office should receive the Group AGM notice form setting the date and time (See
example template on page - 11)
4. The meeting venue should be as accessible to all members as possible.
5. The station should be notified of the date chosen for the AGM, using the form provided,
at least 2 months prior to the actual meeting.
Think about:
Is the venue welcoming to all?
If contentious then a neutral location should be selected
5. The date of the AGM should be advertised on the radio not less than 28 days before the
date of the meeting. The office sends out a notice to all financial members not less than
21 days prior to the meeting.
6. Quorum: The quorum of any meeting of the Group is 25% of the members of the
Group. If quorum is not present, the AGM is adjourned for half an hour after which the
required quorum is 10% or 10 members (whichever is greater). If there is still no
quorum, the AGM is adjourned for a date determined on the day and announced by the
Convener where those present constitute a quorum.
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Groups are to provide the following “returns” to the station 30 days after the AGM:
1. List of attendees (See example on page – 11)
2. Minutes of the Meeting (See example template on page - 13)
3. Treasurer’s Report (See example template on page – 14)
4. Certification Form (See example on page - 15)
5. List of Committee members and List of Broadcasters (See example on page - 16)
6. Attendance Record - Anyone is permitted to attend a group meeting, however only
financial members are allowed to vote on issues relating to the group and the station.
Every second year, the Members of the Group elect the Group Committee. See page 16 for
more information on elections.
If you are not sure about how to run a meeting (for example, your AGM) you can contact the
Manager and request that a Councilor be invited to observe or assist.
GROUP AGMs PROCESS Staff send Conveners via email a pack containing:
This form needs to be completed and returned to the office as soon as possible, and at
least 6-8 weeks before the date of your AGM. (See example page 12)
Attendance names, Committee changes, Broadcaster inclusions and deletions.
Financial certification
The office will post the advice notice on all station notice boards. Programs need to advise
all financial members of the AGM details via announcements within the program 28 days
prior to the meeting date.
Group holds the meeting.
The Group Committee provides the 4 ‘return‛ items to Station Management (see below).
This is due no later than 30 days after the meeting.
Council moved a resolution on 30th August 2017 that states;
Groups who have not booked their AGM by August will be penalized $50 per month
until booked.
Groups that do not hand in their AGM paperwork within 30 days of the AGM being
held will be penalized $50 per month until paperwork is received.
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3ZZZ Broadcasting Groups Annual General Meeting (2018)
List of Attendees
Member No. Name Signature
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3ZZZ – GREEK GROUP
ANNUAL GENERAL MEETING
DATE: Monday 7th May 2018
TIME: 6.30pm
VENUE:
3ZZZ Boardroom
309 Albert St.
Brunswick 3056
AGENDA:
1. Minutes of the last AGM 2. Reports by the office bearers
3. Election of the Committee 4. General Business
Only those who are financial members 28 days prior to the AGM are eligible to attend, that is those who
have renewed by 9th April 2018, or new members approved at the March 2018 Council Meeting.
Candidates for the Committee positions must be financial members of the Association for a period of more
than 12 months and must be nominated by two (2) current financial members.
Nomination forms have to be picked up at the office of the Association:
309 Albert Street, Brunswick, Telephone 9415 1928
Nominations have to be lodged at the offices of the Association by Monday 23rd April, 2018 at 5.00pm
xxxxxxxxxxxx
Convenor
1st April 2018
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EXAMPLE OF GROUP AGM FORM This form is used to tell the office when and where your Group AGM will be.
TEMPLATE OF MINUTES OF A MEETING
[Name of Group] GROUP AGM MINUTES
DATE: [insert date of meeting]
VENUE: [insert venue of meeting]
PRESENT: [Who was at the meeting]
APOLOGIES: [Who couldn’t be at the meeting and sent in an apology]
CHAIR: [Who is Chairing the meeting]
MINUTES: [Who is taking the minutes]
MEETING OPENED: (What time the meeting opened)
MATTERS ARISING FROM PREVIOUS MINUTES:
CONVENER’S REPORT:
FINANCIAL REPORT:
OTHER BUSINESS OR MATTERS ARISING:
The meeting was closed at [insert time].
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TEMPLATE OF A TREASURER’S REPORT
TREASURER’S REPORT
Opening Balance (as at previous AGM):
Description of Activity since then:
Receipts (money coming in)
Payments (money going out)
Closing Balance as at [insert date]:
Signatures of Treasurer and Convener
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EXAMPLE CERTIFICATION FORM This form is must be returned after your Group AGM.
Under no circumstances should a group open or operate their own
separate bank account.
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EXAMPLE FORM – LIST OF COMMITTEE MEMBERS AND BROADCASTERS. This form is used to inform the station of all your committee members (including Office
Bearers) and all your broadcasters.
This form is to be completed by the Convener and returned to 3ZZZ within 3 weeks of the
group’s Annual General Meeting. Please list details of everyone who is on the committee
plus all the broadcasters.
The membership numbers are available on the AGM list provided to the Convener. If
anyone is not on that list, they are ineligible to stand for either the committee or be a
broadcaster / panel operator.
In accordance with the 3ZZZ constitution the committee must consist of a minimum of 5
members.
GROUP ________________ AGM DATE ______/ _______/ _______/
Title: Membership
Number
Name Phone Email Addresses
Convener
Deputy Convener
Treasurer
Secretary
Committee
Member
Committee
Member
Committee
Member
Committee
Member
Committee
Member
Broadcaster/Panel
Operator
Broadcaster/Panel
Operator
Broadcaster/Panel
Operator
Broadcaster/Panel
Operator
Broadcaster/Panel
Operator
Broadcaster/Panel
Operator
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ELECTIONS For full explanation of Group AGM procedure see “article 24” of the Constitution and
“Part 4” of the Station Policy ‚Timing and Running of Group Annual General Meetings‛.
Members are to be advised of the AGM 28 days prior to the Group AGM by broadcasting
date and time during the program.
The Convener is provided with a list of these members – only those on the list can vote or
be elected at the Group AGM.
fill
out a nomination form which is then signed by 2 nominators and by the candidate
accepting the nomination. The candidate must have been a financial member for at
least 12 months, and the nominators must be financial members of the Group.
the
Group AGM.
e number of positions on the
Group Committee then those at the meeting appoint at least one independent Returning
Officer‛ who conducts the election.
the remaining vacancies
from those present at the meeting – but only members whose membership is up-to-
date 28 days prior to the AGM.
2 Re-turning Officers to
conduct the election.
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IF SOMEONE RESIGNS can
nominate someone from within the Committee to fill the role.
wishes to restore the number of people on the Committee, then the Committee can co-
opt onto the Committee, a member (who has been financial for at least 12 months)
The station MUST be notified of any such changes.
If the Group Committee falls below 5 people the Council will have the right to call and run
an election on the Group’s behalf.
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WHAT HAPPENS IF THERE IS CONFLICT? Come and talk to Management. The Station Manager will speak to the Convener and
attempt to resolve the issue. If the issue remains unresolved the problem may get referred
to Council.
Incoming Group Committee Checklist
Has the outgoing committee member passed on any relevant information to the new
committee?
Does the station have everyone’s up-to-date contact details? Have the AGM returns
been completed and handed in to the station?
Even if you have a “program name” which is different from your registered group name,
please remind your listeners that you are a part of that broadcasting group at 3ZZZ and
remind your listeners that they can become a member of the station to support the program.
All mail relating to your Group should be directed to the station post-office box.
PO BOX 1160, Brunswick VIC 3056
All broadcasters are liable for what they broadcast and must sign an Indemnity
Form before going on air.
More information about media law and copies of indemnity forms are available in the office.
As a member of a Group Committee I must keep my membership up-to-date! Membership
is paid every year. It is unacceptable for a member of a Group Committee to let their
membership lapse. Write the expiry date in your diary, on your Calendar or make a
reminder in your mobile phone – whatever works for you!
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KNOWING THE STATION CONSTITUTION & POLICY Every organization requires a set of rules and regulations. At 3ZZZ these are set out in the
in the CONSTITUTION* and STATION POLICY*. As a member of a Group Committee it is
your responsibility to be aware of these documents and to follow them – they are the
rules of our organization.
The Station is also subject to the Broadcast Rules as set down by the Broadcast Service
Act (1992), the Community Radio Code of Practice and other relevant laws (common and
statute) that pertain to broadcasting and the operation of the Company.
The objects for which the Association is established are listed in the
Constitution and include the following:
(a) To broadcast in community languages.
(b) To transmit & develop programs of cultural educational & social significance in
accordance with the provisions of the Broadcasting & Television Act.
(c) To encourage and develop participation and training for members of ethnic
communities at all levels of radio & television.
(d) To establish communication & liaison between ethnic communities and
broadcasting groups in order to achieve an exchange of information and ideas, a
greater understanding of the diversity of cultures within the Australian community,
and to promote multiculturalism, community languages and combat racism.
The 3ZZZ Constitution provides the rules for membership, the rules and powers of
committees (such as Group Committees, the Programming Committee, the Council) and
the rules and procedures for station and group Annual General Meetings (AGMs).
The Constitution also outlines procedures for complaints as well as for auditing and the
keeping of accounts. The Constitution can only be altered by a two thirds majority of those
present at a General Meeting.
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3ZZZ Policy is determined by the Council and covers:
Reimbursement Policy
It also provides further procedure for Ethnic Broadcasting Group Committees, Group AGMs,
and the role of Group Committee members.
*Ask for a copy from the office if you haven't got a copy of these documents.
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STATION STRUCTURE The Station Structure is set out in the Constitution, as follows:
MEMBERS
Members of ECBAV pay an annual membership fee and are affiliated with a
broadcasting group. As a member, you can participate in activities around the station and
have a say in the way programs are broadcast. Membership gives you the opportunity to
vote and to stand for election to the Group Committee at the Group AGM as well as to the
Council at the Station AGM. All broadcasters must be members of the station.
COUNCIL
The Council is made up of 16 members who are elected every two years at an ECBAV
Annual General Meetings. Each member of ECBAV over the age of 18 has the right to vote
in the election, and when they have been a financial member for 12 months, they have the
right to stand for Council. The Council meets monthly and conducts the planning and
direction of the station.
GROUPS
Groups must have annual meetings of their members. Every two years, the AGM must
include the election of the group committee that will be responsible for man-aging the
allocated program time. The Group Committee ensures that all volunteers and broadcasters
follow the rules and regulations of the Station.
CONVENERS
Each Group Committee elects a Convener to coordinate the Group and Chair the Group
Committee. Some of the responsibilities of the Convener can include signing up members,
communicating with Station Management and attending Conveners’ meetings which are
four times per year. These meetings make recommendations to Council regarding the
running and organization of the station.
PROGRAM COMMITTEE
Responsible for allocating and regulating broadcast times.
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GROUP ACCOUNT The Group Account is there to support your program and cover some of the costs
associated with running your program. Group Accounts are kept at the 3ZZZ station.
Group Accounts are maintained by the 3ZZZ Accountant. Groups must not hold any
external bank accounts.
REIMBURSEMENTS
You and your broadcasters can be reimbursed for some expenses related to your
broadcasting.
Examples of things that can be reimbursed from your Group Account on approval of the
Group Committee – are:
When you request extra keys for your locker, the cost of these get charged to the Group
Account
cost is split between the Group Account and the station.
When you buy CDs for the program, you can get reimbursed (with approval of Group
Committee) – see below for reimbursements.
How does money get into the Group Account? Here are the only approved ways:
sually
$500.
NOTE: All bookings must be processed through the Sponsorship department – see
Sponsorship Policy for more information. An example of the form you must use is
included below.
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the Group Account IF your Group has reached its tar-get by the cut-off date.
count.
It is the responsibility of the Group Committee to monitor the Group Account and reconcile
this with the information received from 3ZZZ’s Accountant - a statement of the Group
Account is sent to the Treasurer of the Group every month.
Reimbursements
According to Station Policy, the following are not approved items for reimbursement from
the Group Account:
ime (no salaries)
ravel expenses
embership fees
onnection fees or rental for items regularly used in the home (eg. phone, electricity)
urchase of items normally in the home (eg. stereo, TVs).
Process for Reimbursement:
1. Group Committee meets and passes a motion approving the reimbursement of
particular items.
2. Fill out the “Payment Authorization Form”. See example on page 25. Note – this form
needs to be signed by two office bearers in your Group Committee (i.e.
Convener, Deputy Convener, Secretary or Treasurer). The form will not be
processed unless the correct people have signed it!
3. Submit the form, with invoices/receipts attached, to Theo for processing.
4. Theo will send you a cheque – please note that cheques are signed by signatories from
the Council, so reimbursement is not immediate.
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DO get your Group Committee’s approval before you spend Group funds
DO have a form handy at the Group Committee meeting so the right people can sign it on
the spot!
DO check with Management if you’re not sure that the item you wish to claim is a
reimbursable expense
DON’T hand in an incomplete form. See the next page for advice when filling out the form.
Keep all your Receipts
Note that receipts for reimbursements must be presented within the first 3 months.
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PAYMENT AUTHORISATION FORM WITH EXPLANATION NOTES
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GROUP ACCOUNTS REIMBURSEMENT POLICY 1. Elected Group committees are responsible to their members to ensure that money from
group accounts is expended for genuine programming purposes.
2. Groups are to respect the principles of volunteering and to ensure that no individual
receives payment for the time they spend in carrying out any work for the station.
3. All claims must be approved at a meeting of the group and signed by two members of
the committee.
4. No claims will be processed that are older than 3 months.
5. Claims will be approved at a station level by the Manager and by two members of
Council as Cheque Signatories.
6. All claims should be made in a timely manner. For administrative purposes these should
be each two months or as advised by the office.
7. All claims will require a receipt or a signed statement accounting for the expenditure.
8. The Treasurer must provide a detailed account of expenditure to the members at the
group Annual General Meeting.
9. Management reserves the right to refer any claim to council for clarification or refuse to
pay a claim that is not considered appropriate.
10. The following items will not be approved for payment out of accounts
· Time (no salaries)
· Travel expenses
· Membership fees
· Radiothon money
· Connection fees or rental for items regularly used at home e.g. phone, electricity etc.
· Purchase of items normally in the home e.g. stereo, TV‟s, computers etc.
11. The cost of business cards will be shared between the station and broadcast groups.
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Communicating with the 3ZZZ Office
With about 400 broadcasters and hundreds of committee member’s involved in over 60
groups, it can be a bit confusing if everyone contacts the office about matters to do with the
Group Committee. Generally speaking, it is the role of the Convener to communicate with
the office about setting dates for AGMs, booking the boardroom for meetings and booking
people in for training. Certainly the office will communicate a lot of the information for
broadcasters to the Convener, and the Convener is responsible for passing information on
to the Group Committee and broadcasters. Below is a summary of the sorts of
communications that come to and go through the office, and who is generally responsible
for them. While this can be used as a guide, each group does work differently and there is
a degree of flexibility within the office.
Contacting the 3ZZZ Office;
Other ways to contact the 3ZZZ Office:
Using the DROPBOX to the right hand side of the reception desk.
For technical issues Writing a comment in the books in all studios. Please be clear and
specific.
should email for your specific query.
Some ways the office will communicate with you:
The office will often put things in your locker. All broadcasters need to have access to the group locker – on occasion the office will leave an urgent announcement (eg. a Sponsorship “live-read”) and your broadcasters must check the locker for such communication prior to each program.
The office publish the Broadcaster Bulletin every two months. This newsletter includes information from the Manager, technical updates and tips, information of what is happening in other programs and around the station.
The office put notices on the Station Noticeboard in the broadcaster space. Please check this noticeboard every time you visit the station. Information includes details on any new training, Group AGMs, Youth Committee updates, recent media releases and more.
The office will send letters to Conveners regularly. These letters could be about
allocation of airtime, upcoming Conveners’ meetings, and notice of other meetings or
events, information about Radiothon or membership. It is important that Conveners
convey relevant information from the station to the Group Committee and Broadcasters.
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PROGRAMMING Changing Timeslot
Some things to keep in mind when you’re thinking about changing timeslots:
timeslots. The Convener
will need to put the request in writing.
time for a change to take place. Please be patient.
he new time to listen?
Food for thought…
The Group Committee is encouraged to
age, gender or religion. We are a community station and we give a voice to the
community.
whether they are legitimate.
community. Do you ask and
receive feedback from the community?
opportunity for your members to be heard.
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PROMOTING YOUR PROGRAM Why promote?
pport and recognition for your program.
It can increase participation, eg. Attendances at festivals which can lead to newly recruited
members and volunteers.
Some Promotion Methods:
What’s on sections of newspapers
‘mainstream’ media – newspapers, radio, TV
Some of the most worthwhile places for you to target for publicity are the following:
nd local newspapers, multicultural newsletters (eg.
Victorian Multicultural Commission or The Ethnic Broadcaster journal of the NEMBC)
and electronic newsletters (eg. Asialink, Multicultural Arts Victoria).
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ure information about your
nationality/culture/religion/music or somewhere like www.cbonline.com.au
balloons)
– you can do a cross-promotion
-care center,
library, language school etc.
Explore possibilities with your Embassy.
Think about who your target audience is, and what you are trying to promote. Is it a special
interview on the program, the success of your Radiothon, an award you’ve won, a landmark
anniversary?
ings printed. People want to hear
about what’s happening in their community.
– write about, talk about
what the audience is interested in.
must be a hook:
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RADIOTHON Did you know it costs more than $2,200 PER DAY to keep 3ZZZ on air? Radiothon is run
once a year (usually 2 weeks during October) and makes up about a third of 3ZZZ’s income
each year – we rely on our listeners and supporters to keep the station running.
Each Group has a target of at least $1,000 per hour of broadcasting time. Remember that
Radiothon performance is one of the major criteria used in allocating airtime.
Note: Radiothon is a good way to gauge listener interest in your program.
The Convener is responsible for ensuring the Group reaches its Radiothon target.
How to prepare and run Radiothon:
Start your preparations at least a month before.
-diothon on the
program
Many Groups find that in order to reach their target they need to physically get out into their
community to seek donations as well as to ask their listeners to call in and pledge their
support. This is a lot of hard work, and some-times it can be awkward asking for a donation
but remember that when your community donates to Radiothon, they are keeping your
program on air. Everyone involved in the program should help out during Radiothon.
Perhaps by asking for donations at some of the following:
izens Centre / U3A
/ restaurants with owners from your community / Local Shopping Centers.
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There is a special Radiothon handbook with lots of information about Radiothon. We
update it every year and distribute it with Pledge Books to each Group.
If you are a new Convener / Group Committee member and you would like to see last
year’s Radiothon handbook, please contact the Office.
If you need help, do not hesitate to ask. Ask also if you need more than one receipt book.
Take it with you.
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TRAINING AT 3ZZZ All Broadcasters must undertake station training. Conveners are responsible for ensuring
that all Broadcasters are trained. The station training is compulsory for all volunteers who
present programs and/or operate the broadcast equipment.
Broadcaster License:
Trainees are required to complete all the modules of the Full Broadcaster course.
The Full Broadcaster Training Course is made up of the following modules:
These sessions are intended to provide basic general broadcasting knowledge. Trainees
are required to broadcast supervised by a trained member of the group to develop
broadcasting competence.
For panel operating, following the introduction modules, trainees need to complete at least
6 hours in the studio, supervised by a trained operator from their group. Trained
broadcasters and group Conveners should help and mentor them.
Other Training Courses may be available through the station to extend broadcasters’ skills,
e.g.
portable recording equipment
-recording….
Address all enquiries re training to [email protected] Trainees must be nominated by the Convener / Group
Committee.
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FREQUENTLY ASKED QUESTIONS What is Radiothon?
RADIOTHON is the annual fundraising activity for 3ZZZ. For two weeks, each program asks
listeners to phone in donations to support the pro-gram and the operation of the station. The
target for each group is a mini-mum of $1000 for each hour program broadcast. Groups that
reach this target receive 5% of donations received to assist with their program costs. The
Station provides receipts and Pledge Books for collection of donations. This can be done at
other times during the year, but is concentrated within the two-week Radiothon period.
How many members do we need for our program?
40 financial members per hour of program is the minimum requirement. For a new group, a
minimum of 25 members is required to show that you have community support for the
group.
How many Broadcasters should we have?
Ideally you should have a minimum of three broadcasters trained and available to broadcast
for every weekly program. Some Groups elect to have a roster with different teams
broadcasting on different weeks. Whatever your Group Commit-tee decides, remember
that your program should reflect the diverse range of opinions in your community and that
community radio is about access to broadcasting by members of the community (that
includes all ages, genders and religions). Also keep in mind that Groups that have a
number of broadcasters sharing the role cope better when broadcasters take holidays, are
sick or unavailable. The more the merrier!
Do we get paid?
No. 3ZZZ is a volunteer based community organization. All Group Committee members,
Councilors and Conveners are volunteers.
Can the Broadcast Group be run by another organization?
No. Even if you are closely affiliated with another ethnic or cultural association, the
Broadcasting Group is a part of the structure of Ethnic Public Broadcasting Association of
Victoria Ltd. and must only be answerable and accountable to 3ZZZ members and its
governing body – the Council.
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Who owns the Group?
The Group is owned by the community and the members of the Group are responsible for
electing a Group Committee to run the Group, subject to Station Constitution. As such,
anything purchased using Group funds (e.g. equipment or CDs) remains the property of the
Group and the station.
Can the Group Committee nominate someone for the 3ZZZ Council or remove
someone from the Council?
No. The members of the Council are elected by the members of ECBAV at every second
Annual General Meeting of the organization.
Tell me about training at 3ZZZ?
Demand on training at 3ZZZ is heavy. The training we offer is free and is delivered by
volunteer trainers. This means sometimes there is a waiting list for a class. Classes are
usually offered on weekday evenings and weekend afternoons. Training sessions are organised
when we have enough people for a class. You need to let the training co-ordinator know if you
have someone in your group who requires training.
Who is on the Programming Committee?
The Programming Committee is elected every two years and is made up of:
General Meeting (AGM) in an election year (every second year)
The Chairperson (President) of the Council is an ex officio member of the
Programming Committee (i.e. they don’t have a vote).
How do we get a different time slot?
This is difficult. You must meet membership and Radiothon targets and apply each year for
a change in time slot. A direct approach to the group you would like to swap timeslots with
may assist. Many programs have not changed their time slot in 12 years.
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How can we get more airtime?
This is also difficult due to the concentration of program times. Strong community support
must be demonstrated (i.e. before you request an extra hour, ensure that you have the
number of members and have reached the Radiothon target for the amount of airtime you
are hoping to have. Then apply for more airtime.) No guarantees apply.
Can I be refunded for items I have bought for the program?
Yes, discuss this with your Convener or Station Manager prior to spending the money.
Items may include USB Sticks, music CDs, equipment or international phone calls for
interviews or news.
How does the 3ZZZ Group Account system work?
No Group is permitted to operate a bank account outside of 3ZZZ. We have an internal
system for Groups to use to deposit direct donations, commissions made from sponsorship
sales and money allocated by Council from time to time. When a Group wishes to make a
claim according to the Policy, a form must be filled out and given to the 3ZZZ Book-keeper
(Theo), who will arrange for cheques within 2-3 weeks. A financial report must also be
presented to Group Members at each Group AGM.
Can we raise money for our Group from Sponsorship Announcements?
Yes. 25% of all income raised from sponsorship referred by your Group is paid into Group
accounts, for use by your Group.
How does a Group Committee work?
The Group Committee determines how the Group’s airtime will be used. The Group
Committee is responsible for choosing broadcasters, providing resources and support for
the programs, and ensuring that programs give access to the community. For a full
explanation of Group Committees, see the first section of this handbook or refer to the
Station Policy.
What happens if we can’t do the program live?
You need to pre-record the program and make arrangements with your Group before you
play it on air, or have a volunteer from your Group play the program. 3ZZZ staff can
occasionally assist but cannot guarantee that they will be available to put pre-recorded
programs to air.
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Can we play music downloaded from the Internet on the program?
Just because you are able to download some music from a website such as You Tube does
not mean you have the right to broadcast it. You probably do not have the artist’s approval
to broadcast or have a copy of it - accessing music in this way for the purposes of obtaining
music content for broadcast on radio is a breach of copyright law. As such, broadcasting
music accessed in this way, and then telling the world how you got it, would be (a) illegal (b)
foolish and (c) asking to be prosecuted. You may also wish to consider the quality of what
it is you are playing – downloaded music is probably not CD quality.
Some musicians currently use the Internet to make selected works avail-able to the general
public in a downloadable format for no cost. These are commonly found at the artists own
web sites or at online retailers and media player sites. In such cases the artists are
generally using these works as promotional devices and do not expect to be paid for that
particular piece of music.
How do I use the photocopier?
Please use the photocopier in the Broadcaster Space. If you require instructions on using
features of the photocopiers, contact Theo during office hours.
How do I get photocopy paper?
Ask the office staff during office hours to put some paper in your locker if you require it.
How do I use the telephone to call overseas? The station has installed an IP phone system that delivers very cheap international phone calls. To make an international call, first ensure you have the correct number. Dial the number and then hit the send button.
Can I use the tea and coffee making facilities in the 3ZZZ kitchen?
Of course! These are provided in the kitchen for use by volunteers and guests. Please
respect that this space is being used by more than 400 volunteers – keep the space tidy
after use. Some groups bring their own cups and coffee/tea and store them in their lockers.
How do I write a letter on 3ZZZ letterhead?
The 3ZZZ letterhead is generally for use only by office staff and for official Council
correspondence. If you require the letterhead you will need approval from the Station
Manager.
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How do I gain access into the building?
All trained broadcaster will be issued with an electronic swipe card. These card are
computer programed to the times of your program. The card will open the front gate, the
driveway gate, the front door inside the airlock and internal foyer door. Our security system
will log every time a card is swiped and which door was accessed.
How do I get a 3ZZZ business card?
Business Cards for Conveners or for Group use must be made through the office and have
approval of the Group Committee. The cost will is split between the Group Account and the
station.
How do I make a complaint?
You can informally raise any concerns you have with Station Management. However, if you
would like to make a more formal complaint, you should make it in writing addressed to the
Station Manager. The Station Manager will then investigate the complaint and attempt to
negotiate a solution. If there is an objection to the Manager being involved in this facilitation
between disputants, another person acceptable to all parties will be asked to be involved in
this process. If the matter is not resolved the matter is referred to the Station’s Disputes
Committee who will consider the complaint and recommend appropriate action to the
Council. There is a detailed section in the Station Policy relating to complaints in the
section called “Breach of Station Rules”.
How do I use the computers in the broadcaster preparation room?
Computers should only be used in preparation for programs or for other reasons relating
directly to your volunteering at 3ZZZ – inappropriate use will not be tolerated. Broadcasters
preparing in the hour prior to their program going to air have priority access to the computer
in the internet room. If you have a tablet or laptop, you can also access the internet using
the station’s Wi-Fi sign in
How do I get a key to the Group Locker?
Apply to the office through your Convener. Costs will be charged to the Group Account.
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How do I promote my program?
The options for promoting your program are quite extensive and this topic is covered in the
Broadcaster License course. Many groups find ‘grass-roots’ promotion the cheapest option.
Successful promotional activities include having a visible presence at local community
events (3ZZZ has a large banner you can put up), appearances on community television
programs, articles in ethnic and local newspapers and through word-of-mouth or posters
within your community. Some groups also choose to spend some of their funds on
advertising in ethnic newspapers or printing more glossy posters/stickers etc. Speak to the
Sponsorship and Marketing Manager for some ideas or help putting together a ‘Media
Release’. Please also let them know what you’re planning. See the Station Manager for
permission to use the 3ZZZ logo in your promotional materials.
How do I get a Broadcaster ID card or a Media Pass?
All trained broadcasters must carry a Broadcaster ID Card with them while in the 3ZZZ
premises. Bring a passport size photo into the office during office hours to have your card
issued. The card is valid for a year. There is also the Media Pass which Broadcasters find
useful when out and about interviewing people.
When can I come into 3ZZZ?
You can come into 3ZZZ to prepare your program almost any time, however – take note of
the studio booking hours. The pedestrian gate will automatically unlock at 8am and will lock
automatically at 6pm
How do we start a new group?
If you are involved in a Group that is forming, please contact the station for a copy of the
Ethnic Broadcasting Group Application Form and Information Sheet.
How do I get a station security passes?
Station Security cards are only issued to broadcasters nominated by the group convener.
The broadcaster must have successfully completed all modules of training. Security cards
are not transferrable between broadcasters – doing so may render the card inactive.
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How do I gain access to the station out of hours?
Broadcasters and volunteers should not be at the station unless producing a program.
Groups can book a studio outside of their normal broadcast times to prepare a program, but
a booking must be made through the office.
What if I am the last person to leave at night?
If you are the last person to leave at night please ensure all lights are turned off and the
front door locked behind you.
What do I need to know about the new phone system?
The new phone system is an Internet Protocol (IP) system. This means all calls travel over
the internet and not the traditional telephone network. This system will provide significant
cost savings to 3ZZZ.
It is no long required that you use a phone card to make international calls. An
international call to most countries will only cost 6 cents per minute.
Multiple calls can be answered and put on hold before being put to air.
An incoming call can be identified by the white flashing light on the top row of lights.
The call can be put on hold by pressing the line button again and the light will flash
orange.
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MEANING OF COMMON WORDS IN USE AT 3ZZZ Agenda: What will be discussed at a meeting?
AGM: Annual General Meeting.
Chairperson: The person facilitating a meeting, keeping it to time and to the agenda.
Council: The Management Committee or Board made up of 16 members of the station,
elected by the members at the Station AGM every second year.
ECBAV: Ethnic Community Broadcasting Association of Victoria Ltd. The official name for
3ZZZ.
Members: Members are a part of the station and have a say in how it is run by voting in
station and Group elections. Note: for a member to be “financial” they must pay their
membership every year. If a member’s payment is late, any fees that are overdue will be
paid to catch-up prior to the current year’s payment. If a member fails to pay for 2 years in
a row, they need to join again as a new member. All; broadcasters need to be financial
members.
Motion: An official way of recording what the intentions of those at the meeting. The
motion is recorded in the minutes. Different committees might have different ways of
making decisions, but have a consensus or having the majority vote on a motion are
common ways. A motion is “forwarded” by someone and “seconded” by someone else. If
the majority agrees with the motion it is “carried”.
Minutes: An official record of what took place at a meeting.