Board Renovation Plan

(Italics: Updates made in August 2010 by Elisabeth Sherwin
Bold italics: Updates made on May 18, 2011 by Elisabeth Sherwin)

International House Davis

Board of Directors Preliminary Work Plan (Goals)

24 Month Planning Cycle – Effective July 1, 2010

May 17, 2010

Purpose: The Board of Directors of the International House Davis is undergoing a significant renovation based on the need to recruit between 4-6 new members to the Board of Directors and the concurrent need to elect a new president and vice president. Depending on the election of a president and vice president there may well be a shuffling effect where current board directors may need to be elected to other board officer positions that might open, and appointments will likely need to be made for one or all of the current standing committees, generally from the current pool of board directors.

Aug. 17, 2010:

The new president, elected in July, is Calvin Handy. Vice president is Marilyn Schiffman.

Rick Becker is the chair of the Program Committee.

Koen Van Rompay is the chair of the Development Committee.

President Handy appointed Office Manager Deborah Zavala to chair the newly named Facilities Committee.

May 18, 2011:

Upon the resignation earlier this year of Marilyn Schiffman, the new vice president is Mary Philip. Deborah Zavala left I-House in January, and the new Office Manager and chair of the Facilities Committee is Namdi Barnes.

This board renovation creates the opportunity for the Board of Directors to begin discussions and work to develop and approve a Board Work Plan that outlines the goals and objectives of the Board of Directors over the 24-month period beginning July 1, 2010. The benefits of a focused Board Work Plan are an improved prioritization of work effort and resources for International House Davis, and an opportunity to review our current governing structure. Outlined below are the components of the road map for I House planning over the next 24 months:

IHD Executive Committee

Top Priority

1. Planning and Implementation of Effective Fundraising:

The International House Davis needs to weather the near-and long term impact of the current economic downturn in order to continue providing the community with quality programs and services. Currently, International House is offering language classes, dance classes, programs on current events, art shows, international movies, children’s storytelling, dinners, socials and musical events; I-House must remain stable financially to continue these worthwhile efforts. Ideally, our programs would provide an income stream wherever possible that underwrites basic operations and staff support. A central feature of I House sustainability is a sound fundraising strategy. The Development Committee will be asked to identify and specify the most effective path for continuous and effective fund raising 90 days from July 1, 2010. This plan should identify and embrace the notion of I House’ ‘brand’ to promote our mission, values, and service.

Implementation/Action:

The fund raising plan and its implementation serve as the primary goal for the Development Committee over the next year. The fund raising plan should review current fund raising activities, updating and implementing ideas from the survey conducted in 2009. The strategy must include a perspective on the needs of I House members including expanding and updating the base of supporters, and a focus on Davis families, UC Davis students, and unique events based on culture, education, music, and family events. Fund raising strategies may include grants, service contracts, and one or more large scale events. The board and the renovation plan must be looking to make focused, innovative, and positive change through our fund raising efforts that will support the survival and possible growth of I House

Assigned to:

Koen VanRompay, Chair of the Development Committee and Director Robert Avalos will lead the development effort to draft a comprehensive fund raising strategy for I House that serves as our focus and strategy for raising the funds needed to keep I House functioning effectively. The fund raising plan must serve as the top priority for the Board of Directors and staff if we are to achieve success. The plan is not just the priority of the Development Committee. Each director is asked to participate in a predetermined aspect of implementing the plan.

Timeline: 90 days from the July, 2010 meeting of the Board of Directors as noted in the narrative, however, this date may be further negotiated by the Development Committee. The fund raising plan must be submitted to the Board of Directors for final approval.

Aug. 17, 2010: A rough draft of a 2010-11 Fundraising Plan has been written and is circulating among Development Committee members before final review and approval by the full board of directors.
May 18, 2010: The Fundraising Plan was approved but soon after the Program Committee moved to abolish the Annual Conference and instead hold a major fundraiser in October to be called the International Festival. All fundraising became aimed at this event.
Additionally, the EC and full board approved hiring a Volunteer Coordinator as a part-time employee. That person, Star Garrison, was hired and began work onMay 16, 2011. The hope is that a fundraising/grant-writing firm, Foley Jones, would bring in grants to cover the VC’s part-time salary.

Refocusing the Executive Committee and the Three Standing Committees:

The three standing committees at I-House are Programs, Development and Management. We are asking members of these committees establish a clear understanding of their roles and responsibilities and, for the time being, to meet monthly to clarify and reach agreement on the role and responsibilities, and annual goals of each committee. The president and vice president may attend these refocusing meetings to support this initiative and participate in accomplishing this initiative. Thereafter, a schedule of meetings would have to be developed by each committee and submitted to the president and the Board of Directors.

We propose the Development Committee begin working on a fund-raising plan. We propose the Program Committee revive the Annual Conference and establish an evaluation process for I House programs, and the ED should work with members of the Program Committee to ensure that they are aware of events initiated by staff. For example, a paper or electronic form may be developed that would circulate within a specified time-frame, alerting the ED and Program Committee to a new proposal or event and providing a period of time for response and input.

In the coming year, the Management Committee will be renamed Facilities Maintenance and Planning and assigned responsibilities to address deferred maintenance and the upkeep of I House and 235 Russell Boulevard. The P&Ps and Bylaws will be revised to confirm these changes and sent to the board for approval. All three standing committees would be requested to prepare of a list of 2010-2011 goals they wish to accomplish. It is recommended that, at the conclusion of each standing committee meeting, a list of action steps with timelines be forwarded to the ED for implementation unless board action is necessary.

The Executive Committee will be asked to assist the three standing committees by effectively interpreting, transmitting, and implementing recommendations and proposals that require board approval. We further propose that the Executive Committee becomes the primary core team to anticipate, plan, coordinate, manage, and propose new and old business matters that require board approval or other action(s). The EC as core team would complement the organization’s assets where I House needs financial, legal, strategic, marketing, fundraising, or volunteer assets managed in a strategic vision.

Aug. 17, 2010: The Executive Committee has met three times: June 25, July 16 and Aug. 20.
May 18, 2011: The Executive Committee continued meeting monthly on Fridays at noon (before the less-frequent full Board Meetings on Tuesdays) and the President and the full board has been pleased by this meeting re-alignment.

Implementation/Action:

This plan acknowledges and initiates action by the EC as I House core team with oversight by the Board of Directors as appropriate.

Assigned to:

Rick Becker, Program Committee, Koen VanRompay, Development Committee, Sean Duggan, President, Calvin Handy, Vice President, Elisabeth Sherwin, Executive Director, Marilyn Schiffman, Treasurer,

Chair of Facilities to be announced, Secretary to be announced. These assignments are expected to change after the elections during July board meeting.

May 18, 2011: President: Calvin Handy, Vice President: Mary Philip, Secretary: Eileen Leung.

Timeline:

The Board Renovation Plan calls for action on the identified aspects of the plan listed in this section. We expect implementation of these assigned responsibilities in 90 days beginning with the July meeting of the Board of Directors and final approval by the Board of Directors.

Aug. 17, 2010: The renamed Facilities Committee, chaired by Deborah Zavala, is focusing on upgrading our 235 Russell Blvd. property.
Updating Policies and By-Laws: Elisabeth Sherwin.
May 18, 2011: Namdi Barnes is the chair of the Facilities Committee.

The operating policies and procedures manual and by-laws of International House Davis are in need of review and updating. Under the guidance of the Executive Director and the Vice President, an ad hoc committee may also be appointed by the president to ensure an expedient and thorough evaluation of appropriate policies and by-laws to reflect changes in process, procedures, and organizational structure. The time-frame for completion of this task is recommended to be four months for initial review with regular updates to the board, and nine months to completion. Thereafter, appropriate policies and Bylaws would be updated annually under the direction of the ED and the vice president.

Implementation/Action:

The review of Bylaws and Policies and Procedures are to be conducted annually, and be initiated by the Vice President and Executive Director. The Executive Director and Vice President will develop a timely process to ensure that recommendations for revisions and updates of the Bylaws and P&Ps will be initiated annually. We acknowledge there are Bylaw and P&Ps changes that require immediate attention, such as those mentioned in various sections of this implementation plan.

Assigned to:

This task is assigned to the Vice President and the Executive Director with review and Approval by the by the EC before submission to the board for final approval. The Vice President and Executive Director may request assistance from a director or staff member, or an ad hoc committee, as needed or appropriate.

Elisabeth Sherwin and Koen Van Rompay are reviewing the Policies & Procedures with a draft to be unveiled at the June 21, 2011 Board meeting.

Timeline: This task is scheduled to begin no later than July 1, 2010 with recommendations for revisions to the EC by October 1, 2010. The VP and ED are encouraged to update the EC and board on their progress at regular intervals.

Aug. 17, 2010: Immediate changes to the P&P and Bylaws were made and approved by the full board.

Continuous Improvement of Volunteer Management:

The Executive Committee (supported by the Executive Director) will work to review and report on the functioning and management of the I House volunteer program. The volunteer program was recently upgraded and reinvigorated with new staff volunteers, management, and energy that is critical to its ability to support the I House mission. We must stay focused on this program and its evolution as it serves as an essential and critical I House resource.

Implementation/Action:

The EC will request frequent updates regarding the overall progress of efforts to establish and maintain a viable volunteer program capable of assisting I House staff and board directors in its mission and operations. The ED will be expected to work closely and collaboratively with the Volunteer Management committee and keep the EC and Board of Directors updated on all pertinent matters related to the volunteer management committee. A member of the Board of Directors will be asked to serve as liaison to the volunteer management committee working directly on the critical issues the volunteer committee was developed to provide support for. Effective liaison with the standing committees, and especially the program committee, is an essential function for the volunteer management committee.

Assigned to:

The Executive Committee and the Executive Director are asked to ensure close liaison and support of ideas that require action for the volunteer management committee.

Timeline:

The EC considers this plan is currently under way and request updates from the ED or board member involved with the volunteer committee at intervals of 60 days or whenever deemed necessary.

Aug. 17, 2010: The Ad Hoc Volunteer Committee has two new co-chairs: Pam Sparks and Joseph Pallen. A volunteer get-together is set for Sept. 22, 2010, to introduce Pam Sparks to our volunteers.
May 18, 2011: A new part-time Volunteer Coordinator has been hired. Starr Garrison began work on May 16, 2011.