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HomeMy WebLinkAboutMN-YBAB-2011-09-01youth:Resources:Executive Assistant:IYB Advisory Board:2011:IYB Advisory Board Minutes September 12 2011.doc September 12, 2011 Meeting Minutes Attendance: William Murphy, Jen Mainville, Shannon Terry and Allison Lewis. Excused: Chris Milner, Allen Green, Caroline Lees, Eddie Rooker, Liz Vance and Kirtrina Baxter Absent: Annabel Fowler Staff: Karen Friedeborn, Jody Hallett-Harris and Jen Handy --------------------------------------------------------------------------------------------------------------------- Meeting called to order at 6:02 p.m. by Jen Mainville Review and approval of Minutes: The Minutes from the May 9, 2011, June 13, 2011 and July 25, 2011 were put on the agenda for October, as there was not a quorum. A suggestion was made that the Board Meeting be changed to Tuesday, instead of Monday, as it seems a lot of the board members are not available on Mondays. Karen asked Jody to email the Board Members to see if this could be changed. Jen Handy discussed the need for collaboration between the Board and with the Friends of the IYB. The Friends of IYB are planning an upcoming Latin salsa themed event to get to know board members. This is scheduled for October 13th at the Large Pavilion in Stewart Park. Please mark your calendars and plan on attending this event. Jen will email members for the exact time of the event. There is a need for volunteers for the Friends – and Board Members are able to volunteer. This collaboration is one of the Board’s 2011 goals!!! Jen Mainville asked if anyone knew anything about the E-Tompkins Rotary Club and Jen Handy will check into this. Jen Handy has flyers for board recruitment and she will bring them to the next meeting so that Board Members have a few on hand. It was discussed that we need more youth and at least 2 more adult members on the Board. There was discussion of emailing and/or perhaps a personal phone call from Chris Milner to past guests and seeing if they would like to attend and if the changing of days would help. Long range planning was discussed specifically the Boards long range goals and the Youth Bureau’s goals. Karen stated that during past all-staff meetings there was information gathered from staff and goal lists were put together. Karen will look into getting this information to the board. Karen stated that there has been some discussion of combining the advisory boards of programs with the IYB Advisory Board as some of the boards only have a few members and it seems that in the big picture of things that it would be best utilized if there was one board working towards goals for the Youth Bureau. Jen Mainville stated that she would like to know more about how the Youth Bureau runs, not how the programs run but how decisions are made and who actually runs things….Jen Handy did drawing of the structure of the Youth Bureau so that folks better understand who is in charge of each youth:Resources:Executive Assistant:IYB Advisory Board:2011:IYB Advisory Board Minutes September 12 2011.doc division/department. Jen stated that she has the organizational charts of the Youth Bureau as they are in the Board Manual. Jen will email that portion of the manual out to board members. It was also suggested that more staff be present at the meetings, such as Jim D’Alterio of Cass Park and Liz Vance. Karen Friedeborn asked that the Agenda item of the Board’s role in evaluating fundraising efforts for the past year and recommendations for 2012 be tabled for the October, 2011 meeting. Karen briefly discussed the budget. She stated that the Mayor’s budget is due out October 5th and hopefully she will recommend the 0% scenario, but as stated before there is also the -5% and -7% scenarios that were given and that would be devastating to the programs. Karen asked that Board Members please put October 17th on their calendar as that this the budget hearing and the Youth Bureau’s time is 5:00 p.m. At this point we are not seeking advocacy until we know what the Mayor’s proposal will be. Letters to the editor would be great just stating the wonderful things that the Youth Bureau does. Monitoring/shadowing was discussed as the Youth Council and PSMP still needs to be monitored. Jen Mainville and Bill Murphy are to monitor PSMP and Jen Mainville asked if Shannon Terry could monitor Youth Council. Bill Murphy stated that he shadowed Computer All Stars on June 14, 2011 up at the E-Center. He stated that when he was there they were in the midst of deconstruction as the entire space was no longer available because of the monthly rent costs. They now only have access to approximately 1/3 of the size of the former space. This has entailed a lot of work for Marty as he is a “one man show”. Bill stated that the sales and recycling of computers is very lucrative. Bill stated that he would recommend that additional staff be hired and that Marty be promoted and salary increased due to his over load of work and time. Jen stated that Michelle Bilock had put together a commercial for the E-Center and she will check on this. Bill stated that advertising and signs are need for the E- Center as there are currently no signs in the windows or any other advertising. Bill will be also shadowing CDP and will give this report at the next meeting. Chris and Shannon shadowed the RSS Program and this report will be given at the October’s meeting. ADJOURNMENT: 7:26 p.m.