INTER-COOPERATIVE COUNCIL BOARD OF DIRECTORS MINUTES
Date: July 22, 2007
Minutes taken by: Alex S (O’Keeffe)
BOARD MEMBER PRESENT? HOUSE VOTING?
Kathryn Spangler present Black Elk Yes
Liz Scott excused Debs Yes
Jaspreet Wadhwa present Escher Yes
David Lamb Present Gregory Yes
Whitney St. Charles excused Jones Yes
Brendan Keeley Present Coretta Scott King Yes
Betsy Tholen Excused Lester Yes
Cyrus Ghaemi present Linder Yes
Katelyn Schacht unexcused Luther Yes
Jon Petterle Present Michigan Yes
Kai Ravariere Present Minnie’s Yes
Nathan Longhofer Present Nakamura Yes
Gilberto Simpson Excused O’Keeffe Yes
Jennifer Kimball Present Osterweil Yes
Stevie Cote Present Owen Yes
Megan Hagenauer present Renaissance Yes
Joshua Smith Present Ruths’ Yes
Craig Schlicht Present Sojourner Truth Yes
Jes Pedroza Present Vail Yes
Lynn Eckert Present President No
Adam Konner Present Membership VP No
Joe Dalton excused Treasurer No
Development VP No
Sarah Scheitler excused Education VP No
Geoff Purvis present Maintenance VP No
Recruitment VP No
Laura Rossbrow present Diversity VP No
Eric Lipson present General Manager No
Chris Bednash For Liz Scott, Debs N/A
Laura Matney N/A
1. INTRODUCTIONS AND HOUSE NEWS:
• Ruths: salvaged a piano from garbage
• Gregory: got more ICPSR**** folks
• Black elk: work holiday on Saturday. House is pretty full
• Truth: many new light fixtures in work holiday
• Mich: made money from art fair parking.
• Debs: house is pretty clean
2. MEMBER TIME:
• Volunteers for peace work camp: doing landscaping project at grad-house. All staying at Linder, got work
done at grad house. Next Saturday plan on having pot luck at Linder, for the board, not everyone.
3. AGENDA REVIEW:
• Proposal wants to suspend non-standard contract restrictions. One abstention. All support will be
proposal #8, right before brainstorms.
• Another proposal for waiving fall-only fee. No objections or abstentions. Will become proposal 9.
4. MINUTES APPROVAL:
• No objections, approved.
5. COMMITTEE REPORTS:
• Work holiday and fundraising at debs house, with detailed list of projects to be done. Expect emails soon.
Idea is to keep focus on maintenance as recruitment tools. This serves future members, and is hugely
important for recruitment. Date not yet set, sometime in early-mid august.
6. STAFF REPORT:
Eric: it’s been a busy two weeks. I’m still being oriented by Sheila, and it’s really helpful. Working on the issue
of North Campus vacancy. Craigslist, facebook, myspace are starting to work on this issue. We can’t stop
doing this. If we all work together, we can fill a significant amount of these spaces.
Interim assistance committee will be talked about later. Passed around June occupancy rate. North campus is
creeping up, but retention rate is low. I will not be here from the 25th – 27th, will be back on the 30th, in the
VP membership: two applied from craigslist and put my name down. This is good to hear.
-- thanks for the video tours, they help a lot.
-- its effective to respond to people’s housing ads, as if you’re responding to them personally. -- every single
ad I responded to has given me feedback.
Eric: Give people an approximation for the TOTAL they pay is going to be. And this applies to the entire
system, not just North campus.
Signs are coming for the Diag, will work.
Laura: including holds, it’s almost full in terms of fall-onlys.
VP membership: it’s not as simple as single member, there are disagreements over how much it costs per
prez: reco will discuss this.
7. Variance statement
- we’re about $5,000 short of what we projected to be at this point. This is a function of higher vacancies than
anticipated. We’re higher in surcharge income than we thought we would be, so it’s not too bad.
8. interim assistance
we need more people assisting. 2 must be from north campus. Any volunteers?
- what else is involved with it?
- make sure that houses are presentable for new members coming in, if not, it’s your job to get different groups
- its not that hard, you split up in two groups. Look at common rooms and rooms that new members will be
moving into. Make sure that common spaces won’t scare people away. If there are problems, bring in the
interim cleaning crew to ensure presentability. You have to be on call, but no one ever calls you, because its
you guys who call. You are on call in case there are problems during move-in.
- I’m planning to assist this committee (Eric).
- this year we will make sure that IAC is easier. Go to two meetings, and spend one or two days going to
houses and checking off a checklist.
- the training is in the beginning of august, so NC should try to get a person from each house to get in contact.
- how long did it take?
- I did three houses, it took like a couple – a couple hours.
- you distribute signs, go to houses, etc. The committee is seven people plus two coordinators. When you
divide it up, it’s not THAT terrible.
- this is very important. People leave the organization for reasons that could be taken care of.
- this is also a good chance to go see other different houses and get to know the organization.
- we’re property managers, we are carrying on a 75 year tradition. It is our job to maintain the houses for
ourselves and for the future. We need to look problems squarely in the face and address them. It’s our
responsibility, however we do it, to make sure that it doesn’t happen. We can’t be in the same situation as the
slum lords, if someone signs a contract, they should expect a clean room.
- another thought: you get to meet people. I’ve met a lot of friends by helping people carry their stuff.
- owen – what about those who’re really busy?
- it could be a weekend.
- what about getting ICC labor credit for it?
- would have to go to coco, have it run by Shannon. It’s something that can be talked about in coco.
- you would have to be in town for that whole time?
- two or three days out of town could be okay.
there’s a $6,000 grant to install solar panel heaters on one of our houses. We want to reduce the houses
energy bills 10% within the first three months of fall term (90 days). Timers and motion sensors are an idea.
Cleaning and replacing furnace filter. Sustainability wiki is going to be available.
- will you take into account cost of unit of energy?
- yea, it’s doable. Or use fall rates from last year.
- on the issue of solar panels, a community in western ann arbor got one of these grants. Go ask them for copy
of proposal, or see how they are working out. House members need to be willing to accommodate visitors and
take pictures, et cetera.
- posting a hard copy in house common areas is a good idea, will be looked at better than just emailing.
- cost benefit analyses are paramount, as it differs per house: see NC and the abundance of windows.
- meeting at Leopolds is good, as its one of the more sustainable places.
- one of the houses had ten computers that were on at once. This is really easy stuff to do. Compact
fluorescent. And then go to the Ann Arbor news, and get good publicity.
- house people had good sustainability habits, but as new people moved in, they weren’t accustomed. And
since they didn’t know, people didn’t pick it up as quick as they could have. It would be beneficial if each
president did training with their house, and have reminders up and stuff.
- systems put in place are best, like things people don’t have to remember to do. Don’t spend time reminding
people for things they’re responsible for. Also it’s useful to provide signs instead of simply training, etc.
- I really like the idea for motion detectors for lights. Some lights increase rates of cancer.
- motion censors are really easy to install right?
- agenda for house meeting: put this stuff on the first meeting of the fall.
- we will set up email, if anyone has questions, we will research stuff and get back.
- if you have any opinions suggestions of criticisms?
10. Long range plan.
what do you like and what don’t you?
it’s important for goals in the LRP to match up to our 1 year committee goals. 7 minutes of feedback.
- add “ecologically” sustainable as clarification.
- some goals are important, but not measurable. Perhaps we should put more concrete goals?
- this is more the reflection of organizations commitment. It is the committees that should have the more
specific, tangible goals.
11. Proposed changes to tech team:
A. Change the Standing Rules as follows:
2.11 TECHNOLOGY TEAM
PURPOSE: The Technology Team shall:
A) Formulate Technology policy for recommendation to the ICC Board of Directors.
B) Administer Authorize expenditures from the ICC Technology Designated Cash (DC) Fund with
expertise and discretion. with regard to house technology needs.
C) Have the power to approve house technology loans.
D) Change and amend the Technology Policy Manual.
E) Create and submit to the Finance Committee by February 15 an ICC house technology budget for
the next fiscal year.
F) Review the Maintenance staff’s inspection reports for technology issues.
G) Maintain office computers along with tech support staff. Assist staff as needed with office
the reason for this proposal is that in the past several months, really in the past couple of years, the office has
needed tech upgrades, new equipment, to keep functioning. Under the current system, they need to wait for the
tech team to approve purchases. This can be a major obstacle. For the past several months, the office has been
begging for a new laptop, but they stopped meeting and responding to emails. The cost of productivity loss likely
outweighs the benefit of getting a better deal.
The proposal would give the GM ability to control the tech expenditures. GM will consult with tech support person
as a safeguard.
Split the funds, not have two holes on one valve.
Amendment: get rid of “if needed” consultation with tech team leader.
this would allow to make sure that all who have access to the money are consulted before any of it is spent.
- would there have to be consensus?
- I don’t think there would be conflict. The old system’s problems are not indicative of this.
- is it an issue of letting people know what’s being bought, or is approval needs to be given first.
- is the purpose to ensure that groups are on the same page?
- yes, that’s all. People should just be on the same page.
part B also brings in 5,000 dollars into the fund, but this is from the line of credit, not operating budget. The money
is necessary for stuff and laptop.
12. Proposal 7(sic) 8:
To suspend the June 30th deadline in standing rule 5.321 for automatic release from house charges for
all ICC members who want to switch their contracts from a space in a Central Campus house to a space
in a North Campus house.
Promoting NC to ICC members
If someone in a CC house wants to move, they can switch contract without complications to the NC coop. Not sure
how many people will partake in this, but the CC houses are quite full now.
Questions: what’s the existing system?
You have to be released from house charges.
This is a horrible idea.
few people do this? Probably won’t have a big affect on things.
- this would only work if people who have been in the ICC been there for a while take it upon selves to move to NC.
I don’t think there’s any harm in passing it.
- amend proposal to houses that are full.
- this seems to punish successful housing recruitment.
- it’s a good idea for houses with a waitlist, because they can fill up again well.
- I don’t think encouraging your housemates to leave will make much of favor.
- waitlists are great, but are no means a guarantee.
- what about time limit, a cutoff date for free switching.
- does NC think it’s beneficial for them as far as turmoil and the emails going on?
13. Proposal 8 (sic) 9:
Proposal: Set aside the Standing Rules indicated below for Fall/Winter 2007-8 contracts at O’Keeffe &
Renaissance Houses signed after the date of this proposal passing:
removing fee for short term and nonstandard contracts for NC
The intention is just to get rid of fees?
is it permanent?
no, it says just through april 08.
FYI: The board can choose to “table” something if it wants time to think things through:
- do these things for maybe a couple of weeks, instead of for a whole year?
- propose an amendment to change the wording not say “set aside standing rules below”
- we don’t want to dissuade people from short term contracts, so as long as it doesn’t hurt the contract, it’s not that
- removing fall only fee is more important, if we had to choose one or the other. Many people who live on NC are
fall only type contracts. This is one of the things people don’t like the ICC for. It could be a political olive branch.
- I like fees, the ICC is the only place that offers such contracts, so the fee is reasonable. No land lord offers such
- is there a limit on STC’s
- not really, we have to gauge it, and we vote people in .
- the house is aware everytime there’s contract approval. People come in here for a few months and add a lot to
- I think the fee is a good thing. The ICC is not getting the charges. It’s important to keep houses full all year
- it’s common on NC to get fall only because they are graduating, or have to finish dissertation. Many fall onlys and
short terms are just people anxious or optimistic about finishing up. It is almost august now, and with more fall only
now it’s going to save money.
- this is all good, but I want to amend it to shorter period.
14. Proposal 9 (sic) 10:
The Fall Only Contract fee will be waived for anyone signing a 4-month Fall Only contract for a small
single at North Campus (Renaissance House or O’Keeffe House) during the 2007-08 contract period.
The total number of approved Fall Only contracts may be greater than 20% of house capacity with the
approval of the ICC Membership Committee.
Gilberto’s proposal about fall only fees
Will remove $500 fee for the 2007-2008 fall contract period.
- we don’t want people squatting and ‘gaming’ the system if we have a conditional fall only waiver for post
- this is something that has become a rallying point for people who feel that the ICC is targeting them. It is
preferable at this point to fill up as much as we can.
amendment: make it three weeks starting Monday.
- fyi: we would need an emergency board meeting to keep this going.
- there are members waiting for us to do this, which can skew the results.
- two weeks might not be enough, given the necessary steps to get a fall only party.
- I like it as a marketing point, limited time only. A lot of the politics is rooted in the fact that people remember a
time when there wasn’t a fee, so they see problem.
- we need reconciliation with people on north campus. We need to see what’s going on. I think the three week
idea is a good one, so they can get in. we need to think about how to handle people who’ve already signed,
- this will create two tiers of fall only people, which may not be bad so long as we publicize it.
- this proposal should not be just for north campus unless NC is on probationary status. Otherwise its unfair to
- making it retroactive will make it lose $10-12000 for north campus.
- reimbursement is not time-sensitive, so we can wait on that for now.
- precedent of short-term waiver should allow for fall only waivers also.
- I think it’s good to waive fall only, but raising over 20% occupancy could be crippling.
- a2: retroactive loss – if this can recruit like 5-8 members, we can regain the “losses”
- the housing market on north campus is really bad - slumlords are giving out rooms at a loss.
where do people see the role of the sustainability team? Should it have a seat on coco? Be a committee?
- I’m not sure if I have an opinion on this, but the definition of team and committee::: FYI.. “team” has been
action oriented, focused on doing things. “committee” is more policy oriented, deciding what goes on the board
- from my own experience, managing sustainability team, continuity would be quite helpful. Teams do not
oblige people to be there, nobody knows how much work could be done, and it gets stressful.
- I would be opposed to sustainability committee, the development committee should be interested in these
things. Committee’s choke organizations, we have limited staff.
- I think sustainability is very important, but if we are to have more committees, we need to combine others, so
we don’t exceed seven.
themed houses in NC
Gregory is overfulowing – maybe have a substance free NC.
- those particular themes are not great. It’s an open house. If we try a male/female only house, or a substance
free, it would not function very effectively.
- a women’s suite would have to have more culture focus – women’s studies or involvement in community.
- just a general advertisement that NC is substance free for the most part.
adjusting ICC charges at north campus
- it’s not correct to equate NC to zeno or king. Many wont even visit. It has to be considered as a different
- I majored in economics, and I feel that ICC charges don’t make business sense. If we are above an
“optimum”, we will actually lose money.
15. Closure and eval:
- a lot of tough issues
- keep comments short, don’t repeat stuff
- we do what we have to do
- the NC stuff can’t be solved with a simple approach. It needs to be approached in a different way.
- fairness and economic issues are tough – this needs to be a “continuing conversation”
- people need to stay focused, if the discussion is over amendment, don’t talk about other stuff.
- july 24th staff meeting is OPEN to the membership. It’s 10am in the morning for the members.
- if anyone wants to squat, kick them out or report them.
- sustainability committee needs to be formed. If a committee doesn’t exist, it won’t be an issue considered at
the existing committees. We need the manpower, the board reps.
- about NC vacancies: we lose 42 a month because of vacancies. Our charges go up because of that.
- uncomfortable about fees.
- people will hear about how cool the ICC is, they eavesdrop on conversation.
- erring on side that sustainability – committee doesn’t really have to be permanent if it becomes important.
And go do the SHRT survey, so we can have impact.