HCMI Board Meeting October 19, 2023

Posted November 27, 2023

Present:

Not Present:

6:34 p.m.: Call to order

Motion to accept prior meeting minutes
- Motion: Cary
- Second: Daniel
- Vote: Unanimous, motion carries.

Welcome new board members

Introduction of Jayne Melendez and Ismary Santiago
Introduction of Carolyn Rogers-Harris and nomination to add her to the board
- Daniel nominates to accept new board member Carolyn Rogers-Harris (who will be replacing outgoing Treasured Peter Albert Williams).
- Carey seconds the nomination.
- Vote to welcome Carolyn as a new board member: Unanimous.
Nomination for Daniel to be interim Treasurer
- Carey nominates Daniel O’Sullivan to be Holyoke Media’s new interim Treasurer
- Seconded by: Denis
- Vote to welcome Daniel as Holyoke Media’s new interim Treasurer: Unanimous.

The board discussed possibilities of retaining a portion of ticket sales from outside groups using our space in order to cover ancillary expenses such as wear and tear on the facility, equipment, cleaning of the facility after an event, etc. We also discussed ways that patrons visiting may be able to easily make donations for specific causes, or for a “general fund”. Ways suggested to do that ranged from “buckets or containers” with labels for specific causes (where people donate via cash, check, promissory note, etc.), to: implementing devices that allow people to use a credit card to dip or swipe to make a donation. We also discussed the potential ramifications legally and/or financially to accepting donations.
The 2024 budget will depend on where we stand with Comcast when we renew our 10 year contract with them.
Next Finance Committee meeting will be November 9th.
Motion to approve Q3 Budget Reconciliation
- Motion: Daniel
- Second: Carolyn
- Vote: Unanimous, motion carries

Old Business

Standing items

Membership update
- Current membership is at 283.
Personnel check-in
Marketing update
- Waiting for the report to come in
Organizational development plan
- Scott had a conversation with STCC about a Journalism Fellowship within our organizations.
Diversity statement update
Latest anti-racism consultant actions
- Scott spoke with Tanisha this week. Work is in progress. The board made the decision to put this at the top of our agenda. We all agree that this document will be a “living document” and we will make that clear on the document itself
Metro E Circuit update
- Scott will be meeting with technicians in order to test the circuit next week (with the goal of eventually doing away with it and running all cable data through the Public School’s circuit. This would ostensibly save the organization $3,000.00 a month).
Update on strategic initiatives
Update: Studio use policy re: nonprofit vs. community use

New business

Daniel’s report back to City Council
- The board discussed how to approach this first report back to the full City Council.
Check in on sign repair
- In progress
Report back and next steps on retro/working agreements/continuous improvement meeting
- Tabled until next meeting. Jennifer will resend documents to the board for review.
Board meetings open to public?
- Not for now (a reminder: Holyoke Community Media, Inc. is a private non-profit organization).
Establishment of youth advisory committee?
- Jennifer asked the members in attendance if anyone would like to lead and/or be a member of an advisory committee. Scott suggests that the committee should be an ad-hoc committee so that staffers can be part of the group.
Discuss how long board member roles should last (President, V.P., Treasurer, Clerk, etc.). -DL
- Reviewed yearly in January.

Task review and due dates

Jennifer will resend documents to the board for review.
Scott will work on the “Metro E Circuit”
Scott will talk to lawyers about the Comcast contract.
Scott will also talk with the other staffers about the Youth Advisory Committee.
Scott will research methods of accepting donations at events by members of the public.
Daniel will be reporting back to the City Council.

Motion to adjourn

Adjourn 8:23!

Holyoke Media