[Imc-members] March Board meeting minutes + attachments

[David Green]

March IMC Board meeting minutes are below, and are also included in the attached pdf, along with committee reports and other supporting documents. This pdf is also posted at:
 
http://ucimc.org/content/important-documents
 
at the bottom of the page.
 
David Green
IMC Board Secreatary
 
Minutes for
IMC Board Meeting
March 19,
2013
Attending:
 Danielle Chynoweth;
Rebecca Ginsburg; David Green; Durl Kruse; Martel Miller; Gary Storm; Rachel
Storm; Deloris Henry (quorum, 8/15 of current board)
 
Guests: Jeff
Putney (Makerspace) 
A.      Additions to
proposed agenda 
·         Rachel: Announce Urbana
Arts Grant approved for “Out of the Mouths of Babes” radio project
·         Dane Spudic and Roberta Bennett have resigned from Board – 15
Board members remain
 
B.      Approval of
minutes from 2-19-13 
Ø  Approved by
consent 
C.      Public Comment
Period (Guests) 
D.      Working
Group Updates – Jeff Putney, Makerspace
·         Mission statement
·         Status update: Digital Divide (UFL); Girls Geek Out (Women’s
Resource Center); Shared Threads; MakerFaire 2013 (upcoming, applied for Urbana
Arts Grant); Workshop with Girls do Science; UC2B Fiber Workshops; 3D printing;
RFID Door Lock Project; Space Reorganization; Open Hours
·         Dues $20/month for key; otherwise, open door
·         Danielle: query
regarding space needs in relation to community room; awareness of Program Committee
for coordination; issue of counting, reporting, story sharing on website
·         Durl: stress
bringing finance and other issues to IMC programming committee or general
Board—active communication important
·         Gary:
Programming committee meeting 4th Saturday of month from 1-3.
·         Carol: If hosting
events, workshops, etc.; stress IMC logo on print material and advertising in
order to facilitate reporting
·         Danielle: Looking
for help with new calendar (Drupal, etc.) 
E.       Operation
Manager’s Report (Carol Ammons) 
·         Door repair; will remove open door for access through red doors
·         Payment arranged for new door
·         4-6 weeks to get doors and install 
F.       Board
Committee Reports  
1.       Finance
Committee (Durl Kruse, see attachment) 
Action
items: 
a)      Investment signatories for Global IMC fund
b)      Working
Group finance policy
c)       Eviction
protocol
 
·         Meeting with financial advisor (Russ Rybicki); two Calvert funds
plus Financial West Group funds clarified
Motion (a from above): 3
signatories plus either President or Secretary needed for Global IMC fund to
gain current IMC access: Deloris Henry, Durl Kruse, Danielle Chynoweth
nominated as three signatories, plus Gary Storm as President 
Ø  Resolution:
The IMC
Board authorizes the following board members be added to brokerage account
number, KWA-363359, to transact business on the account: Deloris Henry,
Danielle Chynoweth, Durl Kruse. 
Ø  Vote: Unanimously passed 8 - 0.
 
·         (b from above,
for future Board action): Recommend that working groups should not be able to set up separate checking
accounts or bookkeeping systems; in addition, IMC should remain fiscally
responsible for oversight; IMC should provide regular reports to work groups; working
groups continue to control funds as long as within non-profit guidelines; add
IMC treasurer to Books to Prisoners bank account.
·         (c from
above, for future Board action): Request approval of eviction protocol, needs to be reviewed by Board. 
·         See budget report attached;
without AmeriCorps money IMC would be running deficit. 
2.       Building/Facilities
Committee (Carol Ammons reporting)
·         Roberta Bennett & Carol Ammons (operation manager) have met
twice regarding ongoing issues
·         Have big ticket items in urgent need of attention, including
windows proposal for phased restoration plan; need to address money from City
of Urbana; HVAC system also needs to be addressed; need to save money on energy
·         Danielle: TIF/RIF
grant being developed for Urbana; need bids that are still outstanding
·         Carol: minor
repair issues
·         Durl: Make sure
to ensure service agreement for AC switchover is applied 
3.       Personnel
Committee (Deloris Henry, no report) 
4.       Fundraising
Committee (Danielle Chynoweth, see attachment) 
Updates (see
attachment) 
Action items:
a)      Proposalfor membership levels including
a “trade” or sweat equity level (see attachment for complete statement)
Ø  Approved by consent 
b)      Proposalto apply social service funding
for Indymedia and Arts Lab (see attachment for complete statement) 
Ø  Approved by consent 
5.       Program
Committee (Gary Storm) (see attachment) 
·         Meeting 2/23 – well-attended
·         Five groups represented; brief updates presented
·         Danielle: ideas for
future: IMC/YMCA collaboration; Geek/Maker; community org.; Omnia art/music;
partnering with UPTV; crowdsourcing investigative journalism; community
journalism
·         Will continue to meet 4th Saturday 1-3 (March 23rd)
G.     Additional
Action Items 
H.     Discussion
Items 
1.       Budget deficit—Executive Committee
report/recommendations (see attachment) 
Ø  Eight  IMC Board actions to generate new revenue and address the budget
deficit  were proposed and approved by
the consent:
1.       Freeze all but emergency and necessary office
and building expenditures until further notice.
2.       Freeze all staff salaries and contract
services at current levels.
3.       Make full occupancy of both space and parking
one of the top priorities of the Operations Manager with weekly reports to
Finance and monthly reports to the board on any vacancies.
4.       Seek greater in-kind and volunteer assistance
with the array of current IMC needs. (See sweat equity membership proposal).
5.       Rent out all parking spaces.
o   Goal: rent all available spaces
o   Assigned to: Operations manager
o   Actions: Offer of $25/month for first 3 months for new renters.
Flier all cars in city lots. Flier all area businesses. Announce through UBA.
o   Annual
revenue: $2070 (6 spaces X $25/mo X 3 mos + 6 X $30/mo X 9 mos)
6.       Increase memberships
o   Goal Reach 300 paying memberships (up from 75) by end of 2013.
o   Assigned to: WMF Committee with support from full board.
o   Actions: holding a renewal drive this Spring and new membership
drive this Fall.
o   $5,000 new
revenue.
7.       Increase use of venue for conferences &
recurring classes and events.
o   Goal: add 2 conferences and 3 new recurring, revenue generating
events in 2013
o   Assigned to: Operations Manager with support from Venue
coordinator
o   Actions: create materials and website page to promote venue for
conferences and classes. Meet with UBA, City, CVB to get promotion support.
Survey board for contacts to approach.
o   $10,800 new
revenue- $1,800 for 2, 2-day conferences. $9,000 for 3, 2 hr. weekly
rentals
8.       Computer sales:
o   Goals: 20 computers sold at ~ $100 each by end of 2013
o   Assigned to: Barry
o   Action: create promotional materials, webpage, and signage in the
lobby and venue about refurbished computers. Sell during help desk and other
IMC events.
o   $2,000 new
income 
Ø  An additional (9th) item was also
proposed and approved by consent: IMC Board members will commit their time
and/or resources to those measures needed to address the budget deficit. 
See
attachment “Balancing the IMC Budget” for Proposed Board Actions at April
Meeting
 
I.        Next
meeting: April 16, 2013 at 6:00 p.m.
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