[IMC] IMC Board Meeting Minutes - September 18

[David Green]

Minutes for UCIMC Board Meeting – September
18, 2012
 
Gary Storm, Carol Ammons, Belden Fields, Danielle
Chynoweth, Ken Salo, Ricardo Diaz, Chris Ritzo, Martel Miller, Deloris Henry,
David Green (recorder)
 
A.     Additions to proposed agenda
 
None
 
B.     Approval of minutes from 8-21-12
 
Ø  Consent
 
C.     Public Comment period (Guests)
 
               None     
 
D.     Operation Manager’s Report (Carol)
 
1.      Update
on bookkeeping services
 
·        Bookkeeper contract proposal from Kelly’s
accounting services - $525/momth is a reasonable one + $600 for backlog of work,
may be negotiable depending on extent of backlog of work
 
·        Kelly services will not do collections of rent,
will send invoices; recommend support 
 
Ø  Consent
 
2.      Carol’s personal preferences on a new
IMC staffing plan and job description for the Operations Manager position
 
Transition from Program
Director position under AmeriCorps; Discussion:
 
·        Carol:
look at staffing levels
·        Gary:
suggest further discussion of job description; will have accountant, Leon, Alex
until end of November; + tech help; all need to be considered together as part
of operations manager or facilitator; conceptualize what roles and
responsibilities by whom; charge smaller ad hoc group to come up with proposal
for next month’s meeting; already have three proposals (Durl, Danielle, Carol)
·        Deloris:
relates to Personnel group report, suggest tabled until next meeting
·        Belden:
student resources to draw upon, may be looking for part time work; 12 hours
·        Danielle:
Move forward by looking at whole picture, take unique opportunity of end of
AmeriCorps; need to draw on Board & volunteers, 3-years staffing plan,
where do we want to be and how do we get there? Staff, Board, volunteers,
interns: relationships designed with IMC mission in mind; suggest for way
forward
·        Ricardo:
Big structural changes over last 2-3 years; inescapable choice to call on
volunteers; need flexibility; lean organization requires it
·        Carol:
has blended 2 full time positions into 1 for past 2 years
·        Chris:
hopes to look at scope of IMC, scale back, e.g., focus on media and/or arts for
next three years; or yearly focus
·        Ken: two
areas of strategic plan; programming and facilities 
·        Gary:
could scale back by focusing on leasing space, active use of programming and
events; but also emphasis on Media approach, using staff to support; but need
to delegate this discussion to smaller group, then circulate to Board
·        Chris:
stress necessity for prompt action
·        Danielle: suggest weekly meeting of staffing group; Alex Cline may be able to stay on
in related capacity
·        Gary:
Durl recommends subcontracting for building maintenance, tech support, venue
coordinator until 12/31; focus of discussion about staffing would concern new
description of Operations Manager etc.
·        Danielle:
will know more about Broadband grant soon, and other possibilities; working
hard to raise grant money
·        Gary:
three areas (building, tech, venue) + operations manager, long-range plan
·        Carol:
huge workload won’t change in near future, including building maintenance &
operations
·        Chris:
need to raise money for staffing; Alex might step up
·        Gary:
stress need to rely on vision retreat suggestions to focus on vision &
tailor job description
·        Danielle:
conflicts in vision process; don’t have shared vision yet, significant problems
with structure; need to know what’s worked, need shared vision to move forward
·        Deloris:
hired workers may not share vision
·        Danielle:
Questions: how do we make change in community in midst of tech changes over
last decade; how do media & arts relate to theory of change
·        Belden: create
institutional structure open to ideas in the community of how they see change:
social justice, innovative or artistic expression; request proposals
·        Gary:
focus on taking care of business regarding building operations for 3 months,
while planning for other capacities
·        Daniele:
encourage integrated vision; three alternatives: retain status quo, tweaking it,
or vision-driven: membership, outreach, support volunteers
 
3.      Other
 
A.     Board Committee Reports 
 
1.      Finance
Committee (Durl, not present)
 
·        AmeriCorps money will be released in next couple
weeks, $30,000
·        Need to fix relationship with Calvert Investment
Fund which we can’t currently access, submit paperwork with four signatures and
documents to have that done without Sascha Meinrath: Durl, Gary, David, Danielle
signatures
·        Report from Sunday’s vision retreat
               
2.      Building/Facilities
Committee (Chris)                        
 
·        Chiller working well after repair, moving toward
better control
·        UC2B installation this week or next, will have concurrently
with Comcast until further details are worked out
·        Three-year proposal, including hot water boiler
pumps, consider doing both pumps at once to save money, save labor costs
·        Durl expressed caution regarding financial
commitments
·        Need $100,000 to get $41,000 from Urbana TIFF
·        Defer at present, but no plan and padding for
unexpected needs
·        May re-visit funding stream possibilities
 
3.      Personnel
Committee (Deloris)
 
a.      Bookkeeping
services (short and long term) see above
 
b.      Staffing
plan post-AmeriCorps see above
 
c.      New
job description for Operations Manager position—or some replacement see above
 
4.      Fundraising
Committee (Danielle) (attached)
 
Ricardo: Community Shares promotion encouraged
Ken: public engagement grant due, $20,000; need 3 evaluators
 
5.      Program
Committee (Gary)
 
F. Action Items
 
1.      Board Staff and Committee Actions—from above
 
Ad hoc Committee for Staff planning: 
 
G. Discussion Items
 
1.      Follow-up
to Board Retreat
Circulate report on Retreat
 
2.      General Membership Meeting in
October/November—Governance changes? 
Suggest Sunday afternoon Nov. 10th 
Need to publish recommended changes ahead of time
 
 
H. Next meeting: October
23, 2012 (NOTE: This is the 4th Tuesday)
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