[Imcamericorps] [IMC] Dedicated Meeting Room 15 was Re: Steering meeting 4/7/11 minutes

Fri Apr 29 16:29:18 CDT 2011

All,

For what it's worth...

Steering experienced a live example with just 3 people having a conversation
in another section of the space why it is not an option for working groups
to meet in the sunroom, the main space or either of the main floor libraries
if someone is paying for venue space. Virtually everyone agrees this is not
ideal; but that doesn't change the reality of the space we have, or for the
space to be marketable people paying for it have a reasonable right to not
have to compete acoustically with other groups.

Also, in recent weeks, there have been events in the space on Mondays,
Tuesdays, Wednesday, Fridays and Saturdays and sometimes Sundays, with
meetings on Thursdays. Starting this coming week, on Thursdays the event
space is being rented out as well.

Conflicts are becoming the norm instead of the exception. The survey
conducted made it very clear that, in general, working groups feel that the
IMC has a responsibility to provide them with a space to meet, congregate,
and develop all the great ideas that make the IMC the IMC.

Therefore, what was consensed is setting up studio 15 as the default meeting
space for working groups; that groups would not be prohibited from using the
main spaces, but that the point was to create a space specifically for the
IMC, its members and its working groups. Of course, people would like this
to be an amazing, very IMC-feeling space. Which is, I think, a big part of
the interest in having the libraries be part of studio 15.

The interest in moving the libraries -- if they are going -- between May 2nd
and May 14th is so that we don't end up with huge non-waxed sections of the
floors if the libraries get moved later. And if it turns out we have to move
them all for waxing anyway, it would be a great time to move them once
instead of potentially three times (before waxing, after waxing, then down
the stairs).

A specific benefit is that the meeting room (and maybe libraries) -- once
the lock outside of the UP Center gets fixed -- can be accessed through the
front door or from the Elm Street door without going through the venue
space.

Which means an added benefit is that people will have access to the
libraries even when there are events. I suggested to Chris having a small,
sample collection available upstairs with an invitation to visit the
complete collection in the
Meeting-Room-Which-If-It-Comes-To-Pass-Has-A-Really-Cool-Name.

Isak

On Fri, Apr 29, 2011 at 3:40 PM, Austin McCann <austinmccann at ucimc.org>wrote:

> Chris:
>
> These are all good, legitimate questions.
>
> I would also like to put in a plug for the new space as not just *available
> *but even *desirable*. We could do it up deluxe. We could make it really
> nice, and we could have it represent our work beautifully; we could make it
> so reinvigorating to our work that we'd *prefer *to meet down there.
> That's how I feel. It needn't be like, "I suppose we can meet in the sewer
> if there's a rap concert upstairs" -- we might *want* to meet down in the
> UC-IMC History Museum/Clubhouse/Meeting Room/Party Loft/Coach
> Section/whatever we want to call it ...
>
> Best,
> Austin
>
>
> On Fri, Apr 29, 2011 at 3:29 PM, Chris Ritzo <chris.ritzo at gmail.com>wrote:
>
>> elizaBeth is correct. I suggested a block re: the library materials, not
>> re: using room 15 as a common meeting space. I am wholly in favor of using
>> 15 and support the steering decision. Also, I believe Austin's comments have
>> answered my questions initially about the library materials.
>>
>> The issue of WG meetings upstairs conflicting with space rentals I think
>> can be resolved also. For instance, the librarians have a standing meeting
>> on Saturday afternoons. If there's a show or something being rented, there's
>> no issue with us using a different space fora meeting. We should forming a
>> clear understanding between working groups that when common spaces on the
>> first floor are rented out that this pre-empts and we should use the space
>> downstairs. I think communicating about space conflicts of this nature would
>> be good, and should increase. Also, it should be made clear what spaces are
>> being rented and which are not. For instance, if the Sun Room is rented can
>> the library and computer labs be used by WGs? How are we to know if an
>> activity is happening in one area if that group has rented all first floor
>> spaces? What notices are placed/emails sent when a common space is being
>> rented out during times when the IMC is "open to the public"? How are we to
>> know when common spaces are being used by others?
>>
>> I look forward to engaging with others in answering these questions. -CR
>>
>>
>> On Fri, Apr 29, 2011 at 1:01 PM, Mike Lehman <rebelmike at earthlink.net>wrote:
>>
>>>  Brian,
>>> The meeting room is available. There is no requirement to use it, except
>>> in cases when the main space has been rented. Then meetings must move
>>> downstairs.
>>>
>>> While the bustling space is great, there are limits. Users who've paid
>>> for the space generally tend to expect that someone else won't be using it
>>> at the same time. We could restrict renting the main space to just those
>>> users willing to tolerate someone else using the room and the interruptions
>>> that entails, but this just isn't practical. And since we do have a
>>> contract, we'd really need to write that into the contract. Just doesn't
>>> work, if you think about it.
>>>
>>> Moving meetings downstairs helps us most on Thursdays. Thursday night is
>>> one where we've foregone considerable potential income, because of the
>>> conflicts with so many IMC meetings. Now that night is open and even if we
>>> only partially fill it during the year, it will offset the cost of the room
>>> downstairs. We can also rent the meeting room itself out.
>>>
>>> We could also use some more of that bustling in the basement, as that
>>> would further discourage some of the issues we've had down there.
>>> Mike Lehman
>>>
>>>
>>> On 4/29/2011 12:30 PM, Brian Dolinar wrote:
>>>
>>> Hey all,
>>>
>>> I wasn't at the last Steering, but admit to being one of those grumbling
>>> when I heard about the proposal to move meetings downstairs.
>>> One of the greatest compliments I have heard from folks over the last
>>> year or two since getting Americorps is that when they come in the IMC it is
>>> bustling with activity. I think holding meetings in the main space and
>>> having a meeting area contributes to this bustling.
>>>
>>> Is it possible to retain some library/meeting space in the main public
>>> space and move more valuable library items down to the old Makerspace room?
>>> And as a compromise could folks still meet in the main space and have the
>>> downstairs room as a dedicated meeting room / back up space?
>>>
>>> BD
>>>
>>> And thanks to finance for holding down the books so the rest of us can
>>> make media.
>>>
>>> On Fri, Apr 29, 2011 at 12:22 PM, Mike Lehman <rebelmike at earthlink.net>wrote:
>>>
>>>>  Chris,
>>>> Near as I can tell, we're just getting to the point of organizing
>>>> implementing this, so that's why moving things was brought up. Of course
>>>> you've got your hands full with things at the zine fest this weekend and
>>>> there's no point in moving a resources that's in the process of being used,
>>>> either. I don't believe anyone planned to move that fast, but maybe I missed
>>>> something?
>>>>
>>>> We want to get at least the meeting aspect of things up, because then
>>>> the room can be marketed and rented when it's not being used for IMC
>>>> purposes, as well as freeing up the main space for rental without conflicts
>>>> with IMC meetings. With several empty studios and the summer coming up,
>>>> letting spaces sit empty that can generate income until we decide to wander
>>>> back to actually implementing a decision already made is not a good idea.
>>>>
>>>> Everyone,
>>>> So the conversation to do that has to start sometime, so it has. It
>>>> shouldn't need another meeting, just coordination over email. Please folks,
>>>> let's use email properly, I've changed the subject line so that we can
>>>> organize this here with everyone's input, and move forward with working
>>>> this out so we can make the changes we've already agreed to come to pass, as
>>>> well as doing it in a way that is respectful of everyone's concerns.
>>>> Mike Lehman
>>>>
>>>> On 4/29/2011 11:19 AM, Chris Ritzo wrote:
>>>>
>>>> Mike,
>>>> Here is a link to my list post:
>>>> http://lists.chambana.net/pipermail/imc/2011-April/009959.html
>>>>
>>>> I meant to say that I'd sent this after the April steering meeting, not
>>>> March. I think it's important to state that I'm not blocking anything at
>>>> this point. I'm totally open to using the room downstairs as a meeting
>>>> room.  I also think that the first floor provides more access than what we'd
>>>> be able to provide downstairs. There are some materials that would be better
>>>> suited to be in a less public space also.
>>>>
>>>> So just to be clear, the issue here isn't that we don't want to move
>>>> stuff, it's more about how people are going about it. No discussion on this
>>>> (until now) has happened in public on lists, or been reflected in meeting
>>>> minute notes, and the general tone of steering has been to limit discussion
>>>> in favor of getting through agenda items quickly. This is needed, but the
>>>> discussion has to happen somewhere and the listservs are the place that is
>>>> supposed to happen. Conversations off-list still need to happen- that's how
>>>> this topic of moving the library got started.
>>>>
>>>> We can talk about it more next week at steering, or on this thread if
>>>> anyone else wants to do so.
>>>>
>>>> CR
>>>>
>>>> On Fri, Apr 29, 2011 at 10:57 AM, Mike Lehman <rebelmike at earthlink.net>wrote:
>>>>
>>>>>  Chris,
>>>>> Could you resend the email referencing the questions raised after the
>>>>> March Steering meeting you needed answers about, please? I can't find it in
>>>>> my saved email and I don't recall the message. That would be helpful to have
>>>>> so everyone is on the same page here, especially for those of us who weren't
>>>>> at the March meeting. And that would facilitate having a discussion on the
>>>>> list.
>>>>>
>>>>> I do know that implementation of the move was left somewhat up in the
>>>>> air after April's Steering meeting when the decision was made to set-up and
>>>>> use the meeting room. Several people have asked me about it and I've
>>>>> encouraged them to start reaching out to people to organize things, get the
>>>>> room cleaned up, and get some furniture in there so it can be used.
>>>>> Mike Lehman
>>>>>
>>>>>
>>>>> On 4/28/2011 10:25 PM, Chris Ritzo wrote:
>>>>>
>>>>>  Since it's been nearly a month since I sent this email to ask for
>>>>> clarification about the space discussion at March's steering meeting
>>>>> regarding the moving of the library materials and access to the new shared
>>>>> meeting space.
>>>>>
>>>>> While I've had a couple off-list conversations about this with some
>>>>> americorps members, the library group has not consensed to move our
>>>>> materials because these questions remain unanswered and people seem to
>>>>> refuse to have discussions on list.
>>>>>
>>>>> The library group remains open to this possibility, but I want to
>>>>> reiterate publicly that we have not agreed to moving any materials yet. I've
>>>>> hear rumors that moving the library is a potential "project" for Americorps
>>>>> week. This is unacceptable unless the group responsible for maintaining
>>>>> those materials is first consulted. Anything else will result in our issuing
>>>>> a block officially. I will be at steering next week if this is something
>>>>> that other groups wish to discuss.
>>>>>
>>>>> Chris
>>>>>
>>>>> On Sat, Apr 9, 2011 at 5:13 PM, Chris Ritzo <chris.ritzo at gmail.com>wrote:
>>>>>
>>>>>> RE: consensus on Rm 15 becoming common meeting space.
>>>>>>
>>>>>> I missed this portion of the meeting and wanted to ask if there were
>>>>>> more specific discussions on organizing the space, what would be moved
>>>>>> there, etc. Was a timeline discussed? Is there a sub-group of
>>>>>> interested folks who are helping with this endeavor? How can one get
>>>>>> involved to help? If anyone would add clarifying details that would be
>>>>>> great.
>>>>>>
>>>>>> Two items of interest to working groups I am involved in:
>>>>>> - I'll inform the Makerspace about moving any items still in Room 15.
>>>>>> - Library relocation. I don't know if this was discussed at Steering
>>>>>> specifically, but Austin did approach me about this.
>>>>>>
>>>>>> >From conversations I've had with others, it seems there is interest
>>>>>> in
>>>>>> relocating library materials there, and I believe the Librarians group
>>>>>> would be open to that, we'll just need to consense on that the next
>>>>>> time we all meet.
>>>>>> More ideas/discussion to add to moving/relocation planning are below:
>>>>>>
>>>>>> The librarians group is hosting a zine fest April 30th, and May 1st,
>>>>>> so any relocation would not be able to happen until after that time. I
>>>>>> can meet with whomever is planning the new space layout to talk about
>>>>>> what space needs, shelving locations, etc. I don't know what people's
>>>>>> ideas are currently about a timeline for this, but moving the library
>>>>>> materials, building/moving shelves, etc. is a big job. We'll need some
>>>>>> help, which I'm sure won't be a problem. I'd say that given everyone's
>>>>>> schedules and other commitments this could easily happen by the end of
>>>>>> summer.
>>>>>>
>>>>>> Thanks for listening.... :)
>>>>>>
>>>>>>
>>>>>> On Thu, Apr 7, 2011 at 10:15 PM, Jacob Barton <udderbot at gmail.com>
>>>>>> wrote:
>>>>>> > Steering meeting April 7, 2011
>>>>>> >
>>>>>> > Action items:
>>>>>> >
>>>>>> > Marya will draft a statement of support for Indymedia Egypt by next
>>>>>> Friday
>>>>>> >
>>>>>> > Mike will invite interested parties to a caucus meeting on Security
>>>>>> issues,
>>>>>> > including Key changing policy.
>>>>>> >
>>>>>> > Leon & Barry will post no-nonsense, reasonably-merciful
>>>>>> stuff-in-halls
>>>>>> > policy.
>>>>>> >
>>>>>> > Consensuses:
>>>>>> >
>>>>>> > Room 15 (the old Makerspace room) will become a dedicated, primary
>>>>>> meeting
>>>>>> > space for working groups who currently meet in the main space.
>>>>>> >
>>>>>> > IMC fridge will become Shows fridge, mini-fridge will become IMC
>>>>>> fridge.
>>>>>> >
>>>>>> > Introductions
>>>>>> >
>>>>>> > Present: ((Isak shows, Leon buiding, Austin finance, Jacob
>>>>>> oddmusic/RFU,
>>>>>> > Marya print, Bob print, Todd shows, Ed shows, Mike finance, Chris
>>>>>> tech, Durl
>>>>>> > treasurer, Barry bikeproject, Larry shows, …Sally finance))
>>>>>> >
>>>>>> > Tech clarification (Chris)
>>>>>> >
>>>>>> > Tech group has a specific role that has started having some scope
>>>>>> creep.
>>>>>> > The role of the Tech group is to provide infrastructure, service
>>>>>> support.
>>>>>> > Regarding equipment, we maintain our servers, the public computer
>>>>>> lab,
>>>>>> > support on specific workstations if there are needs.
>>>>>> >
>>>>>> > Requests for monitors, additional computers, wireless access points,
>>>>>> laptops
>>>>>> > are beyond our current capacity.  Tech will help you set things up,
>>>>>> but not
>>>>>> > for ongoing support, upgrades, equipment -- that's the
>>>>>> responsibility of
>>>>>> > working groups.
>>>>>> >
>>>>>> > Q's for Chris/Tech
>>>>>> >
>>>>>> > How are requests made?  Use the email list (imc-tech at ucimc.org)
>>>>>> >
>>>>>> > How about adding printers, wireless nodes to the network?  We will
>>>>>> > collaborate on a case by case basis.
>>>>>> >
>>>>>> > Round of applause!
>>>>>> >
>>>>>> > Can you formulate what exactly you don't do?  We've talked about
>>>>>> that.  The
>>>>>> > Help Desk has become the place for handling more general issues.
>>>>>> >
>>>>>> > Resolution of support for Indy Media in Egypt (re Mike's email)
>>>>>> >
>>>>>> > It's a good idea!  Maybe an email to send to global IMC
>>>>>> communications list.
>>>>>> >
>>>>>> > Marya is willing to draft a statement of support.  Will write email
>>>>>> by next
>>>>>> > Friday (April 15)
>>>>>> >
>>>>>> > Mike and the government
>>>>>> >
>>>>>> > Be prepared for a government shutdown.  If shutdown, Americorps will
>>>>>> be
>>>>>> > legally prohibited from working.
>>>>>> >
>>>>>> > Fire re-inspection Monday. We're on the right track. The big deal:
>>>>>> extension
>>>>>> > cords!  See Mike's email.
>>>>>> >
>>>>>> > We spend a lot of time coordinating with city officials. This was
>>>>>> the first
>>>>>> > fire inspection in 6 years because they just realized we own the
>>>>>> building,
>>>>>> > not the feds!
>>>>>> >
>>>>>> > Touched base with police regarding recent kidshow incident.  We have
>>>>>> an open
>>>>>> > line of communication with them.
>>>>>> >
>>>>>> > Security (Mike)
>>>>>> >
>>>>>> > Security issue has been raised; as an employer organization, we must
>>>>>> > address!
>>>>>> >
>>>>>> > Mike will email-invite interested folks to a meeting two weeks from
>>>>>> today
>>>>>> > (April 21st, 8PM)
>>>>>> >
>>>>>> > Key Changes
>>>>>> >
>>>>>> > Larry proposes that key issues, unless an absolute safety issue,
>>>>>> should come
>>>>>> > before Steering.
>>>>>> >
>>>>>> > The specific issue?  Maintenance room - The day after last steering,
>>>>>> the
>>>>>> > door on the maintenance closet was changed, to the surprise of many.
>>>>>> > (crosstalk, mayhem, apologies)  This was an issue of
>>>>>> miscommunication.  Key
>>>>>> > issues coming before Steering has been the general rule, though keys
>>>>>> are
>>>>>> > just the beginning.
>>>>>> >
>>>>>> > Move the question of key changes into the security caucus
>>>>>> discussion.
>>>>>> >
>>>>>> > Joke (Austin)
>>>>>> >
>>>>>> > Just a quick thing, I ran into ex-mayor Schweighart the other day,
>>>>>> and he
>>>>>> > said "Hey Austin, your hair is getting pretty thin!" And I said
>>>>>> "It's okay,
>>>>>> > who wants fat hair?"
>>>>>> >
>>>>>> > Meta comment (Chris)
>>>>>> >
>>>>>> > Moving the meeting along is good, so long as it doesn't close off
>>>>>> dialogue.
>>>>>> > Steering is the place to have that dialogue & consensus.
>>>>>> >
>>>>>> > Building cleanup (Leon)
>>>>>> >
>>>>>> > Hallways are not a good place to store stuff that doesn't fit in
>>>>>> your
>>>>>> > space.  We don't have a choice in some cases because of fire safety
>>>>>> issues.
>>>>>> > We're working on a system.
>>>>>> >
>>>>>> > Barry: Bikeproj has similar issues.  It's great to come up with a
>>>>>> *rule*,
>>>>>> > tell people once, then be able to point to them when you enforce
>>>>>> them. The
>>>>>> > step of putting something in the hallway should be the tremendous
>>>>>> deal, not
>>>>>> > the act of removing something.
>>>>>> >
>>>>>> > There are non-IMC-directly-afiliated groups who feel at home here,
>>>>>> who don't
>>>>>> > have space.  Maybe we need a designated storage space or archive.
>>>>>> >
>>>>>> > Leon and Barry will work together to create a policy and post it.
>>>>>> >
>>>>>> > Proposal to De-Conflict Main Space Usage, Create Dedicated Meeting
>>>>>> Room
>>>>>> >
>>>>>> > See email from Mike for context.
>>>>>> >
>>>>>> > Working groups would not have to pay to have meeting.  Dedicated
>>>>>> space would
>>>>>> > become the first choice for meetings.
>>>>>> >
>>>>>> > We'd need to schedule that space, post it on the door.
>>>>>> >
>>>>>> > Isak: The conflicts are happening several times a week, every week.
>>>>>> > Eliminate that, and recurring users of main space will increase.
>>>>>> >
>>>>>> > Computer lab?  Grant fell through.
>>>>>> >
>>>>>> > Opportunity cost of $3600 room rental.  Finance is confident we'll
>>>>>> make up
>>>>>> > more than that if Thursday nights become rentable.
>>>>>> >
>>>>>> > CONSENSUS achieved.
>>>>>> >
>>>>>> > Long-term stuff
>>>>>> >
>>>>>> > Set date for Fall GMM - Let's do this by the next Steering meeting..
>>>>>> >
>>>>>> > There has been a suggestion for retreat at Kalyx Center.
>>>>>> >
>>>>>> > Alice Tang of Cupertino, CA, who passed a year ago today, left a
>>>>>> > considerable sum to UC-IMC.  We should invest/spend it wisely.
>>>>>> Let's start
>>>>>> > thinking & proposing.  Ideas raised:
>>>>>> >
>>>>>> > - Close off, adding separate entrance to Sun Room
>>>>>> >
>>>>>> > - Real accessibility
>>>>>> >
>>>>>> > - Accessibility for downstairs
>>>>>> >
>>>>>> > - Key card system
>>>>>> >
>>>>>> > - Paying off mortgage
>>>>>> >
>>>>>> > - Upgrade heating-cooling system (our energy bill is twice our
>>>>>> mortgage
>>>>>> > payments)
>>>>>> >
>>>>>> > Odds & Ends (Todd)
>>>>>> >
>>>>>> > Shows bought a small refrigerator.  The big fridge is practically
>>>>>> empty.
>>>>>> > Can shows use the big fridge & IMC use the new small one?  No
>>>>>> concerns
>>>>>> > raised = CONSENSUS.
>>>>>> >
>>>>>> > It gets really hot on 1st floor!  Opening window makes the people
>>>>>> near the
>>>>>> > window cold.
>>>>>> >
>>>>>> > Mike: When it's between 30°-50° outside, system mayhem results..
>>>>>> There's no
>>>>>> > simple turn-it-down solution, but there are expensive solutions.
>>>>>> >
>>>>>>   > _______________________________________________
>>>>>> > IMC mailing list
>>>>>> > IMC at lists.chambana.net
>>>>>> > http://lists.chambana.net/mailman/listinfo/imc
>>>>>> >
>>>>>>
>>>>>
>>>>>
>>>>>
>>>>>
>>>>>
>>>>>
>>>>>  =======
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>>>>>
>>>>>
>>>>> _______________________________________________
>>>>> IMC mailing listIMC at lists.chambana.nethttp://lists.chambana.net/mailman/listinfo/imc
>>>>>
>>>>>
>>>>>
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>>>>>
>>>>>
>>>>>
>>>>
>>>>
>>>> _______________________________________________
>>>> IMC mailing list
>>>> IMC at lists.chambana.net
>>>> http://lists.chambana.net/mailman/listinfo/imc
>>>>
>>>
>>>
>>>
>>> --
>>> Brian Dolinar, Ph.D.
>>> 303 W. Locust St.
>>> Urbana, IL 61801
>>> briandolinar at gmail.com
>>>
>>>
>>>
>>>
>>>
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>>>
>>>
>>
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>>
>
>
>
> --
> Austin McCann, Development Adviser
> Urbana-Champaign Independent Media Center <http://www.ucimc.org>
> austinmccann[at]ucimc[dot]org
> 202 S. Broadway Ave. #100
> Urbana, IL 61801
> (217) 344-8820
>
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