[Imc-makerspace] Minutes - November 13 UCIMC Board Meeting

[David Green]

IMC Board Meeting Minutes: November 13, 2012
IMC Community Room; 6:00 p.m.
Board members: Danielle Chynoweth, Martel Miller, Deloris Henry, Durl Kruse, Chris Ritzo, David Green, Belden Fields
Guests: Jamie Storm, Jane Mohraz, Carol Inskeep, Stuart Levy, Karen Evans Levy
Recorder: David Green
A.      Additions to proposed agenda
None
B.      Approval of minutes from 10-23-12
Ø  Consent
 
C.      Public Comment period (Guests) 
 
1.       Books-to-Prisoners representatives: Safety and access concerns
·         Jamie and Jane: B2P keystaff will be re-keying of entrance to BTP workspace due to space being entered by those with general key. B2P is paying for it; 
·         Chris suggested that this can be done; longer term solution with do-it-yourself keys that can be remotely de-activated
·         Jamie and Jane also concerned about Increased loitering in building and outside of building by men they don’t know. Concerns of smoking and drinking.
·         Belden suggested signs & illumination; these decisions relate to activities of Facilities & Finance Committees
 
D.      Operation Manager’s Report  (Carol Ammons not present)
·         2011 audit complete, letter submitted to board for review and discussion at December’s meeting.
·         Russell Barnes hired as building janitor 20 hrs. per week, highly qualified, electrical skills as well.  May also do locksmithing.
·         Bike Project has asked for cancellation fees for late rental payments; they would owe as much as $660 for such late fees from Sept – Nov after their transition from fiscal sponsorship to renters; in addition, the Bike Project is in arrears for sales taxes that have been wrongly calculated and remain unpaid. Note that the Bike Project has received regular invoices for rent and multiple emails to settle accounts that went unresponded to.
 
Ø  Proposal: collect Bike Project late fees of $402 splitting September’s late fees 50/50 with the Bike Project but collecting the full late fees for October and November; IMC will assist but not do bulk of work to recollect sales tax; all of this is contingent on BP not having paid September rent—it is uncertain if they have done so; if it turns out that September is paid, then their late payment would be lowered to $255.
Ø  Consent was achieved for the above proposal
 
·         The auditor recommended that alll contractors receive 1099 forms, not just those working over $600.  
·         Thank you notes have been sent for donors of over $100
·         Other sales tax collection issues were discussed
 
E.       Board Committee Reports 
 
1.       Finance Committee (Durl)
·         Details of the auditor’s letter will be discussed at the December Board 
·         AmeriCorps (Springfield) has not yet responded regarding payment of owed money, but we have been reassured that it will be paid
 
2.       Building/Facilities Committee (Chris)
·         Reiterate that we have to act sooner rather than later in response to the City of Urbana’s TIF/RIF proposal regarding heating/cooling/other building issues repair/renovation plan; IMC may be able to receive $41,000 along with borrowing $20,000
·         This is related to Finance Committee’s need to assess debt plan and report back to Board; it is also related to Fundraising issues.  Finance and Fundraising will call a meeting in the next month to discuss and bring a proposal.
·         Code compliance has been maintained with the City of Urbana
·         Chris recommends that $23,000 (approximate) for Reliable to do the work in replacement of both pumps should be spent – proposal delayed.
·         Chris re-iterated that the Board will need to consider long-term investments of $100K to $200K in the building
 
Ø  Chris proposed that the gas valve actuator & thermostats be purchased at a cost of approximately $2500 as part of normal annual maintenance expenses
Ø  Consensus was reached on this proposal
 
Ø  It was proposed that at the December Board meeting the TIF proposal with the City of Urbana will be seriously considered in terms of expenditures, loan, and fundraising components.
 
Ø  Consensus was reached on this proposal
 
3.       Personnel Committee (Deloris)
·         Update on staffing discussions—new maintenance hire, evaluation of Operations Manager
 
4.       Fundraising Committee (Danielle)
·         Update on review of possible revenue sources (see spreadsheet attached); a plan such as this is vital in relation to building/facilities financing plan
 
5.       Program Committee (Gary, not present)
 
F.       Action Items
1.       Board Staff and Committee Actions—from above
·         See proposals and consensus above regarding Bike Project late fees
 
G.     Discussion Items
 
1.       Board response to alleged incident at IMC in September
Belden suggested policy issues to address:
·         Zero tolerance for sexual acts in public spaces at IMC should become IMC policy
·         Board members directed not to speak negatively about accuser in alleged act of sexual harassment/violence; this should also become IMC policy
·         Regarding cases that emanate at the IMC, Board members & employees should be directed not to join in public demonstrations outside courthouse when cases of sexual harassment/violence go to trial; this should also become IMC policy
 
Ø  Proposals put forward regarding IMC Board in response to incident of alleged sexual harassment/violence:
 
1.       The Board should consider three basic points for policy modifications suggested by Belden (above), but not take action this evening; in addition, 
·         it is proposed that these recommendations be considered by the Personnel Committee, which will suggest what can be revised or updated; 
·         the results of the meeting of the Personnel Committee will be brought back to the Board at the next meeting (December); 
·         an announcement should be made to IMC list regarding these proposed changes 
·         included in this announcement should be the language of the existing policy, and the time & place for input towards modifications of policy
 
Considerations for policy revisions will also include:
·         The appropriate response by the IMC Board when such incidents happen
 
2.       The IMC Board should proceed in contacting the liability insurance company in regard to the alleged incident of sexual harassment/violence to gather guidance.
3.       Annual Review of Operations Manager – as per our structure document, the board should conduct a performance review with our Operations Manager.  The Board President is supposed to invite interested board members to participate and develop a method of gathering input from the IMC membership.
4.       It was suggested that Carol meet with entire Board for closed Executive Session regarding incident, to get facts; this would be separate from evaluation; Board President should call closed session as soon as possible. 
5.       Conflict of interest policy is in place – no need to change at this time.  It was noted that the policy was put in place after the hire of the Building Coordinator.
6.       We continue to seek inputs and enhancements on safety and security. Facilities Committee will take this up in a publicly announced meeting and bring proposals back to the board.
7.       The board’s recent statement regarding the incident and reference to our existing policy should be posted to the IMC website and published in the public I
 
Ø  Consensus was achieved on the above 7 points
 
2.       Progress on tower
Danielle: Currently going up, behind schedule by 3 or 4 days; have not gone over budget at this point, but there are budget concerns; looking for additional volunteers
3.       General Membership Meeting on November 18
a)      Governance changes (Structure Document, Bylaws): suggest revisions
b)      Nominations to Board: 18 nominees,  2/3 of votes needed in order to serve
c)       Discussion of Agenda for GMM – add annual dues policy needs to be discusesd for upcoming year. Nominees should be able to introduce themselves and respond to questions.
d)      Promotion of attendance at GMM – nominees must be (paid) members
 
H.     Next meeting: December 18, 2012
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