HCMI Board Meeting April 15, 2020
Meeting minutes of Holyoke Media – April 15, 2020
Meeting held remotely via zoom.
Present:
- Scott MacPherson, ED
- Jennifer Myszkowski
- Carey Baker
- Al Williams
- Patty Norris Lubold
- Mike Hines
- Denis Luzuriaga
Not present:
- None.
Call to order: 6:36 p.m.
Previous meeting minutes:
- Tabled until final edition published.
Director’s Report:
https://drive.google.com/file/d/1tvHIN9VXQwJuiVqFEqmSQ-JMDj9D7HYD/view?usp=sharing
- Profit and Loss
- Balance Sheet
- Quarterly reconciliation
- Valley Arts Mentors Service Contract DRAFT
- Covid response:
- Staff Working from home
- Production taking place via Zoom.
- Sick Time Memo
- Temporarily updates Sick leave policy in response to COVID-19.
- Will require a Board vote to enact.
- City Council and staff coming up to speed on virtual meetings.
- Question from Jennifer: Was Zoom meeting for city council meeting broadcast live?
- Yes
- Question from Jennifer: Was Zoom meeting for city council meeting broadcast live?
- Jennifer clarifies her comment on FFCRA re: Sick leave, remote working, etc. (https://drive.google.com/file/d/1tvHIN9VXQwJuiVqFEqmSQ-JMDj9D7HYD/edit?disco=AAAAGZeAVo4)
- 1 Court Plaza
- Brought feedback to our OPM regarding the Western Builders proposal.
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- Discussion:
- Jennifer asked why our OPM didn’t alert us to this possibility. Scott said it was a learning curve process for them as well and that their specialty is in GCing.
- Scott says we’ll have to make some choices on cost savings. This to be done before sending project out to bid, if we go that route.
- Carey asks how we’re going to find the right contractor if we don’t go out to bid.
- The board agrees that the project needs to go out to bid.
- Scott will follow up with the architect, and OPM to update and decide how many contractors to include on bid proposals. Timelines will be discussed, etc.
- Carey (who is on the building committee) says if we get all the bids for the next board meeting, that would be great. Scott says that’s doable.
- Discussion:
- Jennifer asks that the newly assigned committees be clarified in last month’s minutes.
- Policies:
- On-site-Conduct Policy. Thorough discussion around around carrying fire-arms into future and present Holyoke Media policies.
- Scott will research an attorney who can advise us on this matter
- Peter asks about “unauthorized use of alcohol and illegal substances.. Where does cannabis fall into that category?” General discussion ensues about language on policy, etc.
- Discussion around finalizing Code-of-Conduct policy. Scott will look into having a professional give it a final read.
- Equipment and facilities policy. Everyone is satisfied with the current revision.
- Program Content Rules policy.
- Scott will provide a new version for everyone to comment on.
- Operational Policy table-of-contents draft document presented to us by Scott. We approve.
- On-site-Conduct Policy. Thorough discussion around around carrying fire-arms into future and present Holyoke Media policies.
- Scott asked about acting as fiscal sponsor for an organization that we have already partnered with in procuring grant money. There was general concern about impropriety. We agreed that we should not act as fiscal sponsor in such a situation.
- Scott floated the question about applying for small business loan assistance from SBA for Covid19 related problems which might affect HM in the near future (depending on the future).
- Discussion about potential loss of revenue because of pandemic. Peter clarified that internet usage doesn’t affect us but Cable TV does. People may be cancelling primarily because of lack of sports content. This may be “permanent” when pandemic subsides.
- Jennifer says we should apply for loan. Scott will begin application process.
Old Business
- Discussion about newly rolled-out website.
- Carey asked why there is no SSL (secure-socket-layer). Scott will ask web designer.
- Also Carey asked about high-level security on the server side. The server will remain BlueHost.
- Carey suggests that there be a double redundancy back up.
- SWOT Responses
- Scott will produce a “high-level draft” with Valerie’s assistance from SWOT results for next meeting.
- Jennifer says a board retreat (when physically possible) would be very helpful
- Scott reached out to Ken Alexander regarding facilitating board retreat.
- Scott believes a retreat would be in the ball-park of $3,000.00 or less.
- Jennifer: Any policy re-writes done based on SWOT feedback? Scott: Some.
- Jennifer: That work can and should begin. We as a board want to help!
Executive session to discuss Scott’s self evaluation postponed until April 23 at 6:30pm via Zoom.
Adjourn 8:15pm (Motioned by Cary , seconded by Patty, unanimous vote)
