UCIMC Structure Document

Originally composed by the UCIMC Structure Caucus (Jan. 31, 2001)
Ratified by the UCIMC (Feb. 4, 2001)
Revised by UCIMC Membership (November 8, 2007)

Revised again October 9, 2011 GMM.
Revised again November 18, 2012  General Membership Meeting.

Revised again December 9, 2024  General Membership Meeting.

General Membership: 

UCIMC is open to the public and employs a membership-based organizing structure to foster the practice of democracy through shared ownership, commitment, and mutual aid.

Membership: 

• Is made of all of the members of the UCIMC.
• Membership is defined as: paying dues of $50, $25 for low income members, or performing 5 hours of pre-approved volunteer work to address the needs of the IMC Commons.
• Lifetime members are those who have given a one-time contribution of $1000 or more.
• Membership is annual from the date of payment or completion of sweat equity hours except for lifetime members.

Roles and Responsibilities: 

• Elect the board of directors.
• Candidates must be members and must announce their candidacy at least one week prior to the election. Elections will take place at the beginning of the general membership meeting held in the fall.
• Approve annual membership dues.
• Review and make changes to the Structure document and Bylaws. All proposed changes in either document must be presented to the members at least 14 days prior to the annual meeting. 

Meetings: 

• Membership meetings are open to the public.
• Meetings are organized by the UCIMC Board of Directors at least once a year in the fall.
• Meetings must be scheduled and announced on the general UCIMC membership e-mail list at least 21 days prior to the planned meeting.
• All decisions are made by a simple majority vote amongst UCIMC members in good standing with the exception of the election of Board members and changes to the bylaws which require 2/3 vote of UCIMC members in attendance.

Working Groups:

The UCIMC hosts and supports a nursery of self-organized community-led projects called working groups. By collectivizing these groups under one non-profit umbrella, we provide institutional support and stability, share resources, create cross-pollination, and are better able to fulfill our shared mission.

Membership:

• Participation is open to the public.
• All Working Group participants are strongly encouraged to become members of the UCIMC.
• Working group members who hold keys (“keystaff”), including all WRFU airshifters, must be UCIMC Members in good standing.
• Working Group representatives serving on the Programming Committee and/or Board of Directors  must be UCIMC members.

Roles and Responsibilities:

• Organize programming in alignment with the mission of UCIMC.
• Have autonomy to make most decisions over their area of responsibility within UCIMC policies and non profit requirements. 
• Working Groups must receive approval from the UCIMC Board to hire staff and must follow UCIMC’s Personnel Policies. 
• Bring decisions that affect whole UCIMC and/or other Groups to the Board.
• Indicate on publicity that the working group is part of the UCIMC.
• Invite contacts (volunteer, donor, in-kind) to opt into UCIMC communications.
• Maintain a list of authorized key staff with the UCIMC Office.
• Promote UCIMC membership to volunteers.
• Submit annual budgets to the Finance Committee no later than one month after the end of the fiscal year (January 31st) of each year.
• Maintain annual space usage reimbursement agreements with the UCIMC Office.
• Formally designate one or more representatives to serve on the Board’s Programming Committee and/or to be nominated to serve on the Board of Directors and communicate these decisions to the Board Secretary.
• Working Groups must select three leadership positions that play the role of coordinator/liaison, secretary, and treasurer, who are IMC Members. Selected individuals must be named and submitted along with the working group’s budget.
• The working group coordinator/liaison will serve as the personnel liaison whose actions are guided by the UCIMC personnel policy. The coordinator/liaison will be responsible for ensuring the regular functioning of the working group, including the items in the structure document. The secretary will be responsible for taking notes and records of meetings and decisions by the working group. The treasurer will be responsible for managing the finances of the working group and preparing a budget report to deliver to the Finance Committee as outlined above. Each working group can decide on the processes for selecting these positions and the length of their service in those roles, as consistent with the UC IMC Bylaws,  UCIMC Shared Values and Commitments, and the rest of this document. 

Meetings:

• Working Group participation and meetings are open to the public.
• Working groups shall give updates on work to the board - either through the programming committee or board meetings.
• Groups must have meetings at a regular time and place and must post this information on the UCIMC calendar.

Board of Directors: 

The Board is elected by the membership and is the legally governing body of the UCIMC. The Board works with staff to fulfill the legal, programming, and financial obligations and serve as ambassadors of the UCIMC to the community.

Membership:

• There shall be 5 or more Board members including 4 officers: President, Vice-President, Secretary, and Treasurer who shall adhere to the Board Officers and Chairs Roles and Responsibilities.
• The Board may constitute committees made up of a committee chair, board members, and appointed UCIMC members. Standing committees shall include a Finance Committee, Personnel Committee, Programming Committee, Facilities Committee and Fundraising Committee.
• The Board  shall be elected by 2/3 majority of UCIMC members in good standing present at the annual General Membership Meeting.
• Board members' term of service is two years and shall commence immediately upon election and last until the fall membership meeting in two years.
• Directors shall not be re-elected more than three consecutive terms (six years) and Officers shall not serve more than three consecutive terms in any one office.
• Board members must be UCIMC members.
• Once elected, Directors shall select Officers and Committee chairs for the upcoming year from their ranks.

Roles and Responsibilities: 

• Act as ambassadors for the UCIMC, helping with outreach, developing community connections, and boosting the visibility and reach of the organization.
• Fulfill the legal requirements of governance required by the 501(c)3 not-for-profit status and address legal issues as they arise. 
• Serve on a committee, as working group liaison, or task force of the UCIMC.
• Review and approve UCIMC policies including Personnel and Accounting.
• Develop and oversee the annual budget, monitoring the finances, and advising on investments. 
• UCIMC Finance Committee, in collaboration with the Executive Director, shall be tasked with collecting a budget from each Working Group no later than one month after the fiscal year’s end.
• Hire and evaluate the Executive Director.
• Set and uphold the UCIMC Shared Values and Commitments with input from the membership.
• Plan programming activities and approve units (e.g., Working Groups) within the UCIMC. The Board President, or designated staff, shall request a written programmatic report from each Working Group on a yearly basis.
• Review approve grants and fiscal sponsorship proposals.
• Participate in the creation and execution of the UCIMC Fundraising Plan, building contacts and memberships and making direct asks for support.
• Support the development and oversight of the facilities master plan.
• Propose annual membership dues as well as membership criteria and benefits to be approved by the membership.
• When a vacancy occurs in any office, other than the President, the Directors of the Board shall elect one of the Directors to serve the remaining months of the Officer’s term.
• The Board may appoint non-voting members to an advisory role on the Board.
• The UCIMC shall maintain Board of Directors and Officers liability insurance.
  

Meetings:

• Board meetings and their committees are open to UCIMC members and the public. The Board may vote by 2/3 majority to close meetings to discuss personnel or litigation issues where individuals or the organization could be harmed by public discussion.
• The Board shall meet 10-12 times throughout the year at dates and times announced to IMC members.
• To conduct official business, the board shall need a majority of its members or a minimum of five members present.
• Board members who cannot attend a board meeting shall contact the President prior to the meeting. After 3 unexcused absences, the board may elect to remove a member of the board by simple majority.
• The officers of the board and chairs of its standing committees shall constitute an Executive Committee of the board, empowered to make binding decisions for the organization which cannot wait until the next regularly scheduled meeting of the board.
• The President or designee shall develop the agenda and send to IMC members  and website at least 24 hours in advance.  The meeting agenda shall consist of at least: a staff report, a Treasurer’s report, committee reports, and old and new business.
• The Secretary of the Board or designee shall send minutes to IMC members and post to shared intranet within three weeks of the board meeting.
• Effort will be made to have Board decisions achieved through consensus of all UCIMC members present, but the board chair may choose to call a vote. Items will pass by simple majority.

Staff:

Staff anchor the day to day operations of UCIMC, providing critical leadership, consistency, and support for UCIMC programs, facilities, and membership.

Membership, Roles & Responsibilities:

UCIMC staff are made up of:

• Executive Director, who is hired by the Board of Directors and supervises staff.
• Program Coordinator
• Building Maintenance Specialist & Audio Coordinator
• Administrative Associate
• B2P Program Coordinator

Descriptions of staff roles and responsibilities can be found here.

Meetings

• The IMC staff will have regular staff meetings as determined by the Executive Director.