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HomeMy WebLinkAboutMN-YBAB-2011-10-01youth:Resources:Executive Assistant:IYB Advisory Board:2011:IYB Advisory Board Minutes October 11 2011.doc October 11, 2011 Meeting Minutes Attendance: Chris Milner, William Murphy and Shannon Terry Excused: Jen Mainville and Jody Hallett-Harris Absent: Annabel Fowler, Eddie Rooker, Allison Lewis and Kirtrina Baxter Staff: Allen Green and Jen Handy Guests: September Johnson and Patrick Hollister --------------------------------------------------------------------------------------------------------------------- Meeting called to order at 6:03 p.m. by Chris Milner Review and approval of Minutes: The Minutes from the May 9, 2011, June 13, 2011, July 25, 2011 and September 12, 2011 were approved unanimously. Proposed Mayor's Budget and Funding Forecast: The Mayor's Proposed Budget is a mix of the proposed 0% budget and -5% budget. They chose 0% for staff lines, - 5% for most other lines and also the 0% budget for revenue. The 0% revenue choice is difficult because this creates a mismatch because most revenue is tied to expenses - ex. external funding for programs that may have been cut, fees tied to programs that may have been cut. The IYB was able to take advantage of expected retirements and cut a vacant position to part-time and there were no layoffs in the Mayor's Budget. High profile issues: Tin Can Fantasy Factory - Theater troop that has been running for 30 years. This program doesn't charge fees but 60% of the costs are covered from a yearly grant and other fees to camps. The other 40% costs $3,900. They cut the money for the BBBS contract to the national affiliation dues. This would cause complete re-branding, loss of the any signature events, loss of volunteers. Timeline - IYB turned in proposal by August 1st. Mayor submits her proposal by October 1st. Common Council reviews it and usually votes on it sometime in November. Next steps: IYB will turn in a memo back to the Mayor/Common Council with explanations about the illogical choices and the arguments for different elements of the budget. The budget hearing will be on October 17th to hear from the IYB but usually no decisions are made until later. Administrative Staff Bios and Descriptions The staff bios and descriptions were distributed. The board agreed to include the bios in the new board manual. Fundraising efforts: youth:Resources:Executive Assistant:IYB Advisory Board:2011:IYB Advisory Board Minutes October 11 2011.doc Board thoughts: If staff time is included as a cost then almost none of the fundraisers would make money. How do we quantify other elements that benefit the program/participants in other ways? How do we evaluate fundraisers to determine what is most fruitful? What is worth it? What will bring us the most positive attention and publicity? Then can follow up the positive publicity with volunteer requests and donation requests (ties with the Friends campaign) Bill mentioned that there is also a cumulative effect of having so many events. People understand there is a real need at the IYB. Others mentioned that it could also mean that people are less likely to feel the urgency that might be attached to one event. Monitoring/Shadowing Process: The group agreed on formalizing the monitoring and shadowing process. Board members will continue to monitor and shadow programs and report to the board their findings. The new step will go between those two and will include the board member sending the report to the Executive Director, the appropriate Division Coordinator and the Coordinator of the program being monitored. They will be able to look over the report and see if there are any errors or misrepresentations. They will also be able to provide additional information when appropriate. A copy of Chris Milner’s monitoring form will be included in the board manual. Monitoring/Shadowing Follow-up: This agenda item was postponed until next month. Other: Recruitment: Jen asked that board members come next month with names of community members who would be a good fit for the Advisory Board or the Friends of the Ithaca Youth Bureau. Since the general recruitment efforts have not been overly fruitful she suggested the group try a more targeted approach. The community members will receive a letter letting them know that someone thought that their talents, energy and/or experience would make them a great asset to the board and encourage them to come visit a meeting. Shannon mentioned she ran into Eric Nichols and reminded him about the board, and she suggested that there be at least one more follow-up with him. There was discussion about why the Parks are separate from the Recreation in Ithaca from a management point of view. The board wondered if it would be less confusing and more efficient to consolidate services such as Stewart Park maintenance under the IYB. ADJOURNMENT: 7:30 p.m.