EPIC Board Meeting Minutes
July 3, 2021, 10am – 12pm
EPIC web address: eastphillips-epic.com
Email: epic.ssantiago@gmail.com
Office: 2433 Bloomington Ave., Minneapolis, MN 55404
Phone: (608) 513-5107
Board Roster: Laura Dale, Mary Gonsior, Cassandra Holmes, David Ingold, Shontal Lajeunesse, Steve Sandberg, Earl Simms, Karen Townsend, Nikolas Winter-Simat
Board Members Present: Laura Dale, David Ingold, Nikolas Winter-Simat, Karen Townsend, Steve Sandberg, Earl Simms, Cassandra Holmes
Board Members Not Present:
Members: Emrys, Brad Pass, Carol Pass
Guests: Shirley Heyer,
10:00 Open meeting,
Vision and Mission
Welcome guests and Introductions
Agenda Approval, CH, DI, approved
Minutes Approval, DI, StS, approved
10:0 Announcements
Next Community Meeting will be: Thursday, July 8 at 6:30 online, the link to join is at eastphillips.org
Next Board Meeting will be: Saturday, August 7 at 10am online, the link to join is at eastphillips.org
Garden Steering Committee: Tuesday, July 6 at 7pm via Zoom
General Garden Meeting: Saturday, July 10 at 9am via Zoom
Roof Depot update: presentation on Sunday July 18th at 1pm 28th and Longfellow, presenting letters of intent about community plans for Roof Depot site.
Next Executive Committee meeting is cancelled: Board is moving toward a new department model
10:18 Proposal for changing meeting structures/agendas
Board Meetings purpose: grounding, reports from Executive Coordinator, departments, accountability, new business delegated to appropriate department or action group. Time keeper if time goes over, delegate or move discussion to after meeting. One hour.
Review vision and mission
welcome guests/intros
approve agenda and minutes
------- 5 mins
Report/update from Executive Coordinator
Reports from Departments
Departments bring forth motions that are necessary for board approval
------- 30 mins
New business
Brief discussion and delegation to departments and action committees
------- 25 mins
Community Meetings
Welcome - vision and mission
Intros
Group agreements
Announcements including announcements from action groups
Agenda approval and minutes approval
-----10 mins
Report from one action group
-----5 mins
Feature presentation - 15 mins
questions and discussion - 10 mins
-----25 mins
Community decisions
Outsourcing discussions to appropriate spaces
-----20 mins
10:36 Motions
MOTION: The EPIC board recommends changing EPIC’s housing neighborhood priority wording from: “Build up to eight new houses on 8 empty lots to address the need for affordable workforce housing.” to: “Support securing housing for East Phillips residents and the development of affordable homeownership and rental opportunities in the neighborhood.” DI, KT, Approved
MOTION: The EPIC board approves $16,000 for the East Phillips Resident Housing Support Program through South East Homes Somali Recovery. Policies and Procedures will be followed, including getting a W-9 prior to payment. NWS, CH, amended, approved
Discussion: need W-9 before checks are approved
MOTION: The EPIC board approves moving $16,000 for the East Phillips Resident Housing Support Program through South East Homes Somali Recovery from CPP funds to the housing neighborhood priority, NWS, KT, Approved
MOTION: The EPIC board recommends changing EPIC’s community connections neighborhood priority wording from: “Utilize a number of tools and events to connect with residents of the East Phillips neighborhood. These include a special Facebook page, a new website, use of the Somali radio station, an annual park festival, special events such as the Little Earth Native American Mother's Day Pow Wow, a neighborhood Clean Sweep, National Night Out and other activities and initiatives.” to: “utilize tools and events to connect with residents of the East Phillips neighborhood, as well as secure space for community gatherings. The tools EPIC will utilize to increase community connections include media ads and events include the Little Earth Native American Mother’s Day Pow Wow, neighborhood Clean Sweeps, and other activities and initiatives.” NWS, DI, Approved
Southside proposal: pay folx Southside works with to help clean up neighborhood using gift cards, one to two hour blocks for clean up, trash pick up as well. Everyone working together to clean up and breaking down stigma. Re-word to include trash pick up, not just syringes.
10:55 Executive Coordinator Updates
Audit:
Review ‘client responses’
Any changes?
The report will be sent back to the auditor with our client responses
Banks/Credit Unions:
Currently with Wells Fargo:
Monthly fee of $3.50 for ‘Monthly Check Return/Image Stmt Fee’
Average 15 transactions per month
certified B Corporation, a certified Community Development Financial Institution and member of the Global Alliance for Banking on Values
Community Checking:
for businesses that have low-volume accounts
No minimum balance requirement
If there are more than 50 transactions per month there is an $18 maintenance fee
$0.45 per debit, paper deposit and check deposits if there are more than 50 transactions per month.
owned by the Mille Lacs Band of Ojibwe as part of their economic diversification program
Success Checking:
Limited to 25 deposited items per statement cycle
If customer exceeds 25 deposited items there is a fee of $0.10 per deposited item
Limited to 25 debits per statement cycle
If customer exceeds 25 withdrawals there is a fee of $0.15 per debit
No minimum balance
Federally insured by NCUA (National Credit Union Administration)
Small Business Checking:
No monthly fees
First 20 checks/debits are free per month, $0.20 each thereafter
Local impact, environmental commitment, right now it’s between Sunrise and Woodlands, looking into what types of
MOTION: The EPIC board delegates David to decide which bank EPIC will use, NWS, LD, David recused, Approved.
Documentary Film project
Due to ethical concerns, Korab and team decided to move forward with just EPNI and not do larger East Phillips film due to time constraints
Is open to working with us in future
Work with Nations Gibbons?
Outreach contractors
Contracting with Knock Knock LLC who will hire and train field canvassers and conduct outreach delivering 3,900 doors knocked obtaining 20% (780) of contact rate, 80% (624) surveys filled out, 75% (468) of the phone numbers, 75% (468) of emails.
Bilingual East Phillips residents are highly preferred - tell your neighbors!
Final steps, sign memorandum of understanding with EPNI, sign Independent Contractor Consulting Agreement
Knock Knock LLC will begin the hiring process on Monday
MOTION: The EPIC board delegates the details of the vendor contract and the MoU to the Executive Committee, LD, StS, Approved
MOTION: The Executive Committee approves the vendor contract and MoU as is with the change of paying the vendor in thirds, $6,000 at the time of signing the contract, $6,000 two weeks into the contract, and $6,000 at the end of the contract, DI, NWS, Approved.
Mighty Networks
3 groups formed
A pathway for people to plug into
Delegate to Community outreach department
YardHomes
meeting with CPED, Cano’s office, YardHomes Founder and scottie on July 16th
A variance has been sent, individuals can send a letter of support for the variance for scottie’s unit
Discuss COVID restrictions - mask requirement at office?
No longer required to have a COVID-19 preparedness plan
propose change to:
EPIC will follow CDC guidelines, unvaccinated people should wear masks while in the office or attending EPIC meetings/events. If you are vaccinated and feel more comfortable wearing a mask, please feel free to do so.
If you have any COVID-19 symptoms, regardless of vaccination status, please do not come to an in person meeting or event at the EPIC office or elsewhere.
EPIC will keep a contact log for in person EPIC meetings and events. The log will be used for notification purposes in the case that someone in attendance tests positive for COVID-19 or had contact with someone who tested positive for COVID-19.
If an attendee tests positive/was infectious at an EPIC meeting/event the attendee will notify Sarah (state this requirement on the contact log).
EPIC will provide an online meeting option for people who choose not to be vaccinated or are immunocompromised.
Who would like to work together on the equitable engagement plan?
draft is due to the city September 1
Sarah would like to meet with neighbors and board members to gather people’s ideas, she can then work on putting together a first draft for board review before September 1
Nikolas, Steve, Karen, Emrys, David
Attendance expectations - change in policies and procedures
Emailed to Nikolas and Mary
TABLED
11:15 Department Delegation
Departments
who is interested in each department
Legal/finance Department
strengths: small detail oriented
David, Mary, Laura
Vision Department
vision and mission
how are we meeting needs?
strengths: big picture thinker
Nikolas, Karen, Earl
Community and Board Engagement Department
community and board connections
personnel and community relations
board retreat
events
how to engage people – flyering, banners etc
Community partnerships?
Mighty Networks
strengths: relationships
Steve, Cassie, Shontal
get together with your department before next board meeting
cancel Executive Committee meeting
in your department make a list of the scope of the department priorities, goals
11:37 Proposal for the 27th and Cedar site
11:48 New business: Bloomington Ave
All well aware of issues on Bloomington
Long term:
further developing Bloomington
Aid in providing housing to those who want it
I.e. South East Homes Somali Recovery program
Provide other services
I.e. South Side Harm Reduction
Short term:
Topic of August Community meeting
Part of restructuring community meetings
Find people doing the work - invite them to discussion
In person meeting with option to join virtually
Sarah proposes we purchases an Owl - camera, mic and speaker all in one
Hotspot?
Children’s activities
Ask Welna if can use space outside of office
Shade, wifi
Can bottled water be provided?
MOTION: notifications and proposals for purchases of items that are on the organizational budget under $1,000 will be provided to the board three business days before purchase, MG, LD, Approved
Southside Harm Reduction:
MOTION: The EPIC board recommends the Southside Harm Reduction program for further review at the July EPIC Community Meeting, CH, NWS, Approved
Discussion:
- Make sure Southside Harm Reduction has liability insurance
feedback for Southside Harm Reduction:
- expand from just needles to trash pick up, collaborate with Clean Sweep
12:21 Adjourn, NWS, MG, Approved
