NOTICE OF OPEN MEETING
FOR SUBMISSION TO
SECRETARY OF STATE/TEXAS REGISTER DIVISION
DATE OF
SUBMISSION: October 8, 2007
NAME OF
AGENCY: The University of Texas
System
BOARD: Texas Student Media Board of Operating
Trustees
COMMITTEE:
DATE OF MEETING: October 19, 2007
TIME OF
MEETING: 2:30 p.m.
ROOM,
BUILDING, & STREET LOCATION:
Campus Club, 405 W. 25th Street, Room 203
CITY: Austin, Texas
IF
EMERGENCY MEETING, REASON:
ORIGINAL
MEETING TRD# (if applicable):
ADDITIONAL
INFORMATION OBTAINED FROM:
Kathy
Lawrence, 2500 Whitis Avenue, Austin, Texas 78712; Telephone: 512-471-1084;
Fax:
512-232-5793; Email: kathyl@mail.utexas.edu
COMPLETE
AGENDA (single space):
I. 2:30 p.m.:
Convene in open session for the Meeting of the Executive Committee of the Texas
Student Media Board of Operating Trustees
A. TSM Monthly
Financial Report, Merry Tillman, Assistant Director of Business
II. 3:00 p.m.:
Recess and convene in open session for the Texas Student Media Board of
Trustees Meeting
A. Update on the
Declaration of Trust issues for Texas Student Media, Kathy Lawrence, Director
of TSM
B. Discussion
and appropriate action regarding the report to the UT Board of
Regents and the Dean of the College of Communication
C. Appointment
of a student to the TSM Executive Committee
D. Discussion
and appropriate action regarding the creation of other standing committees on
the Board
E. Reports from
the TSM Director and the Student Managers
F. Monthly
Financial Reports, Merry Tillman, Assistant Director of Business
G. Discussion
and appropriate action regarding the profile of the Cactus Yearbook, it’s
finances, demographics, market and marketing changes, prognosis for future
years
III. Adjournment
Meetings of
the U. T. System Board of Regents are open to the public except for any
posted executive session held in compliance with the Texas Open Meetings
Act. Persons interested in committee and/or Board meetings and desiring
communication or other special accommodations should contact the Board Office at
least two working days prior to the meeting. The Board Office is open
Monday through Friday from 8:00 a.m. to 5:00 p.m., excluding holidays and
contact information follows: phone (512) 499-4402; fax (512) 499-4425;
email bor@utsystem.edu; 201 West Seventh Street, Suite
820, Austin, Texas 78701-2981.
CERTIFICATION: I certify that I have reviewed this
document and that it conforms to all applicable Texas Register filing requirements.
________________________________
Francie A.
Frederick
General
Counsel to the Board of Regents
The
University of Texas System
512/499-4402
_______________________
Date
TO: TSM Board of Operating Trustees
FR: Kathy Lawrence
DATE: October 5, 2007
RE: Reports to Board of Regents
The new Declaration of Trust requires that within 90 days of the close of each fiscal year, we report to the Board of Regents two things:
1) That we have evaluated the controls and procedures we have in place to ensure that student media are operating as outlined in the Trust, and
2) That we have provided an updated balance sheet of our assets and liabilities.
Attached to this memo is a copy of the Student Media and Advising policy you adopted last spring as the Trust was being implemented. The policy was designed to ensure compliance with item 1) above. On behalf of the TSM advising staff I am indicating that the training and advising measures outlined are in place and working effectively.
Also attached to this memo is a 2006-2007 end-of-year balance sheet, reflecting current student media assets and liabilities. For comparison purposes, I also am including the balance sheet submitted to Regents last year that reflects our balance sheet at the end of December 2006.
With your concurrence, these reports will be forwarded as required through the Division of Student Affairs to the UT Board of Regents.
Student Media and Advising
The purpose of this policy is to outline the role of the adviser in the various student ventures that comprise Texas Student Media. Generally, according to the Declaration of Trust, the TSM Board of Operating Trustees will employ advisers to train and counsel students on the practices that will keep their media out of legal difficulties involving, libel, invasion of privacy and copyright violation, as well as offering sound pedagogy. The specific paragraphs in the Trust addressed by this policy include:
Paragraph
1.4 (p) states: “Media Advisor”
shall mean an employee of the University or the Board of Operating Trustees, or
an or independent contractor who reports to the Board of Operating Trustees,
which employee or independent contractor shall have substantial training and
experience in the area of operating print, broadcast and electronic media in
compliance with Applicable Laws.
And
Paragraph 2.2 (b) states: The controls and procedures established and
maintained by the Board of Operating Trustees pursuant to this Paragraph shall
provide, without limitation, for (1) the regular training of all employees,
editors, managers, editorial workers and staff members of the Student Media by
a Media Advisor and (2) the timely consultation by the Media Advisor with
the employees, editors, managers, editorial workers and staff members of the
Student Media, in each case, to ensure that the Student Media are operated in a
manner consistent with the Public Purpose and Applicable Laws. The parties to this Declaration of
Trust intend that these controls and procedures be designed to provide the
employees, editors, managers, editorial workers and staff members of the
Student Media with training and consultation resources similar to those
training and consultation resources available to commercial media
operations. The Board of Operating
Trustees shall establish the initial controls and procedures required by this
Paragraph within 90 days following the Effective Date.
This will be accomplished at Texas Student Media by
employing advisers in the following areas:
The Daily Texan will
have available a media professional with solid writing, reporting, editing and
design credentials able to train, critique and guide students in the production
of a daily newspaper. The individual is expected to participate with the
student editors in the planning of each semester’s staff training, as well as
ongoing training throughout the semester. In addition, the adviser must be well
schooled in media law and be able to provide all staff members with a media law
primer short course at the beginning of each semester, as well as more in depth
training for student managers. This adviser also will work with the news staffs
of radio, television, Texas Travesty and yearbook to ensure that those students
understand media law as it applies to their media. This individual will be
responsible for developing and administering the media law exam given to
candidates for Texan editor and managing editor, Texas Travesty editor and
Cactus editor, as well as developing libel, invasion of privacy and copyright
violation questions for the exams administered to the radio and television
station manager candidates. This adviser is available to review any and all
stories before publication at the request of student editors, station managers
and news directors. The adviser has no authority to restrain any story from
publication or broadcast as such authority rests solely with the student
editors and/or managers. The TSM photo adviser also will provide specific
training to the photo staff in areas of media law and ethics and will be
available to provide advice in specific situations.
Texas Travesty will
rely on the Texan adviser for an annual fall media law workshop and will seek
advice from this adviser when questions arise regarding content. At the request
of editor, the adviser may be asked to read over each issue of the magazine
before publication to call attention to possible legal issues surrounding
satire or other materials.. The Texan adviser also will prepare the media law
exam given to candidates for Travesty editor each spring. The TSM photo adviser
also will be available to give advice about the use of photos in satirical
publications and to provide advice in specific situations.
Cactus yearbook
will rely, as well, on the Texan adviser for an annual fall media law workshop.
The director of student media or the director’s designee also will serve in an
advising role for the Cactus, assisting with day-to-day questions, as well as
long-range planning. The adviser and yearbook assistant will ensure the staff
undergoes overall training each fall in modern yearbook practices and
marketing. The adviser will be available at any time students have questions
about stories or other issues and will review stories and photos upon request.
The TSM photo adviser will train the yearbook photo staff, providing training
about media law and ethics in the photo field. The photo adviser also will be
available to provide advice in specific situations.
TSTV will rely on
the expertise of a television professional with significant commercial
television experience. The 32-hour-per-week adviser, working with the student
station manager, will supervise all aspects of staff training and will ensure
that appropriate staff understand thoroughly all FCC regulations applying to
the operation of TSTV. In
addition, the TSTV adviser will arrange for the Texan adviser to present an
annual media law workshop for the news and sports staff. The TSTV adviser also
will develop the media law exam administered to candidates for station manager
every spring, ensuring that the exam include FCC regulations, as well as
copyright, invasion of privacy, libel and decency provisions. The adviser will
be available at any time to assist students with questions regarding sound
practices and media law and can preview programs before airing upon the request
of the station manager.
KVRX will employ
an adviser 20 hours per week who has significant radio experience in either a
public radio or commercial radio setting. The adviser will work with the
student station manager on all aspects of staff training, including FCC regulations,
as well as other aspects of media law. The adviser also will arrange for the
Texan adviser to present an annual media law workshop for the news and sports
staff. The adviser will be available via phone and email when not present in
person to advise students on legal issues or other concerns. The adviser also
will be available to preview programs as requested by the student station
manager before airing.
|
Texas Student Media Accounts |
|||
|
(other than operating budget) |
|||
|
|
|
|
|
|
|
|
Beginning Balance Sep 07 |
Ending Balance Sep 07 |
|
|
|
|
|
|
14-0632-1251 |
TSP
Faculty Staff Directory |
$- |
$2,767.00 |
|
|
|
|
|
|
30-6267-4593 |
KVRX
Radio Gifts |
$30,384.47 |
$30,877.60 |
|
30-6267-4551 |
KVRX
Radio Expense |
|
- |
|
|
Balance |
$30,384.47 |
$30,877.60 |
|
|
|
|
|
|
30-6267-4693 |
TSP-Var.
Donors, Var. Pur. Gifts |
$13,353.29 |
$13,353.29 |
|
30-6267-4694 |
TSP-Var.
Donors, Var. Pur. Inv Inc |
1,098.06 |
1,098.06 |
|
30-6267-4670 |
TSP-Var.
Donors, Var. Pur. Sch/Fellow. |
- |
|
|
30-6267-4656 |
TSP-Var.
Donors, Var. Pur. Misc. Other |
|
- |
|
|
Balance |
$14,451.35 |
$14,451.35 |
|
|
|
|
|
|
30-6267-4793 |
TSTV
Gift Account Income |
$27.17 |
$27.17 |
|
30-6267-4751 |
TSTV
Gift Account Expense |
- |
- |
|
|
Balance |
$27.17 |
$27.17 |
|
|
|
|
|
|
41-0619-0496 |
Daily
Texan Contest Account Income |
$- |
$- |
|
41-0619-0451 |
Daily
Texan Contest Account Expense |
- |
- |
|
|
Balance |
$- |
$- |
|
|
|
|
|
|
29-3290-7099 |
TSP
Operations Reserve |
$34,943.48 |
$34,943.48 |
|
36-0800-7007 |
TSP
Allotment-Allocated for Budget |
717,916.27 |
717,916.27 |
|
|
Balance |
$752,859.75 |
$752,859.75 |
|
Texas Student Publications |
|
|||
|
Summary |
|
|||
|
|
|
|
|
% of FY =
8.33% |
|
|
Budget |
Actual |
Actual |
Actual to
Budget |
|
|
07/08 |
through Sep 06 |
through Sep 07 |
% through
Sep 07 |
|
ESTIMATED
INCOME |
|
|
|
|
|
Student
Services Fee (Required) |
500,014 |
34,985 |
41,668 |
8% |
|
Other
Income |
2,717,507 |
422,642 |
418,358 |
15% |
|
Total
Estimated Income |
3,217,521 |
457,627 |
460,026 |
14% |
|
|
|
|
|
|
|
BUDGETED
EXPENSES |
|
|
|
|
|
|
|
|
|
|
|
Admin
& Prof Salaries |
408,919 |
31,160 |
33,751 |
8% |
|
|
|
|
|
|
|
Classified
Personnel Salaries |
526,618 |
45,199 |
43,835 |
8% |
|
|
|
|
|
|
|
Wages |
818,382 |
67,558 |
69,134 |
8% |
|
|
|
|
|
|
|
Fringe
Benefits |
354,936 |
28,604 |
29,552 |
8% |