1/25 Meeting Recap:

• Sarthak introduces the project to Ethan in their first meeting via zoom. They are expected to develop the planning process for the development of the 2024 Bicycle Plan, which is expounding upon the former 2014 Bicycle Plan. Next school year, Ethan would work alongside Sarthak in developing the plan itself. 
• Firstly, Sarthak wants Ethan to read all of the relevant readings for understanding the context of this project, especially the 2014 Bicycle Plan and report/updates on that plan since then. Sarthak introduces the iCAP portal to Ethan and grants him access to the reports/to make edits to the developing projects. 
• Ethan to start the readings before the next meeting on (2/1).

2/1 Meeting Recap

• Sarthak and Ethan met via zoom to discuss Ethan’s progress in familiarizing himself with the 2014 Bicycle Plan and its other relevant documents and reports. 
• Ethan read 30 pages of the 2014 Plan so far, and had two questions for Sarthak. One was in regard to the scope of the 2024 Plan’s recommendations. Specifically, Ethan was wondering to what degree will their 2024 Plan discuss campus connectivity with the greater Champaign-Urbana areas. Sarthak said that he would need to get a confirmation from his colleagues, but he believes that the scope of this plan should only encompass the campus district. This considers the main campus, but also the adjacent northwest area that contains mostly residential and commercial spaces. This campus district stretches to the northbound-southbound railroad tracks west of campus and up to University Avenue. 
• Ethan’s second question was in regard to the goals listed in the executive summary versus the desired outcomes listed in the introduction. The executive summary lists the primary goals of the entire plans while the introduction’s outcomes describe the specific goals of the bikeway network improvement project. 
• Sarthak shows Ethan how to post updates to the 2024 Bicycle Plan on the iCAP portal. Ethan will begin posting his weekly updates based on their weekly meetings there. 
• Sarthak advised Ethan to finish reading the 2014 Bicycle Plan by next week’s meeting (2/8) and to finish the rest of the relevant readings/reports by the end of the month (February). 

Sarthak and Ethan met in person to discuss Ethan’s updates on his readings on the former 2014 Bicycle Plan. He has completed his review of the 2014 Plan and will delve into the progress reports and updates reports published in 2019, 2022, and 2023 for next week to see which projects have been completed, changed, or left unfinished indefinitely. He will also review the feedback from the League of American Bicyclists based on the University’s Bronze Bicycle Friendly Status awarded in 2019. The goal is to receive Gold Status this August, if not in 2027 because the review is done every 4 years. A main aspect of the 2024 Bicycle Plan will be to achieve Platinum Status by 2031. Sarthak also assured Ethan that many of the projects of the 2014 plan have since been completed which will be seen in the update/progress reports. Ethan’s to do list is to finish his readings relevant to the 2024 Bicycle Plan, such as the update reports. Also, he must begin preparing to consolidate the work he and Sarthak have done. This will then be presented to Sarthak’s bosses which will focus on the plan for this semester and the next two semesters.

On February 7, Daphne Hulse met with Nate Himes (Director of Counseling Ministries) at Merci's Refuge and Tom King (Director of Logistics) + Wally Proenza (VP Retail Operations) at Goodwill Land of Lincoln to discuss donation logistics. On February 13, Daphne will meet with Lisa Sheltra (Director of Community Engagement) + Mike Jenkins (Director of Retail Operations) at Salt & Light.

All, Last week we had some ominous weather that didn’t turn out to be much. Our visits were down but only barely—I expected a bit of a nosedive that didn’t materialize. Champaign Cycle donated some kids bikes and box store bikes, which is always appreciated. We had another person start a B-a-B.

This week I’ve got another interview, some new hires starting, and a staff meeting on Thursday night. I’ll also draft a B-a-B/Membership flyer to better explain those programs as there’s been some consistent misunderstanding/miscommunication on that front.

The numbers:

Visitors: 34
Sales: $933.50
Bike (refurb): 2 for $375
Memberships: 6 for $180
Tires/tubes: 5 for $50

Thanks!

Jacob Benjamin
Campus Bike Center Coordinator

On January 24, Daphne Hulse met with Kasey Umland, Director of the Women's Resources Center, formerly the Associate Director at University YMCA, to discuss the following:

1. What is the history of UIUC-YMCA Dump and Run events?

   1. Started with private certified housing, religious affiliated groups around 2012. 3 semi-trailers worth of stuff from campus and from the community. A lot of staff time went into the program.

   2. Previously had 2 boxes on every floor of Illini tower, which was a huge source of items. 26 boxes in this one building. Change in Illini tower management meant YMCA couldn’t do collections here anymore. It was great to have the materials, but hard to get everything out in time. the same year, University Housing came to YMCA about their Housing salvage drive (the person who ran it left). This was the first year YMCA collaborated with UIUC.

      1. Started doing some university housing dorms, but not all.

      2. Realized they couldn’t keep up with the overflow of materials.

      3. Big shift in kinds of items they received. Went from servicing mini apartments/suites (Illini Tower) versus university dormitories. 10x the amount of stuff as before with the Illini tower. 3/4 was clothing and bedding.

   3. Talked to Housing and needing more resources. It was too hard for YMCA to keep up. Majority of volunteers who did collections were students, but it was finals. Had a close relationship with them, but students would need to go right when things were picking up near the end of the move out week.

2. Based off a quick survey of other schools move-out programs, it seems most common for schools to work with local nonprofit(s) to immediately donate items following the move out program. As opposed to storing items over the summer and preparing for a fall move-in sale. Thoughts about these two different ways of operating?

   1. Donating most items straight away seems like it may be the only way it can work for the university, since there’s an immense quantity of items to deal with.

   2. Suggest talking with intended recipients of non-profits beforehand, to see if they can accept it all immediately, or if it will be too much.

   3. Even when YMCA was running it, their excess was too much for some places.

   4. Salt and light had capacity.

   5. Goodwill said to stop (no more clothes).

   6. Most places would say they would want at least some items.

   7. The value of selling these items in a sale near move in is that there are items unique the college experience: XL twin sheets, for example.

3. What are some best practices for event coordination?

   1. If you are dealing with multiple sites - think in advance about plotting out how to do collections.

   2. Thinking about when things will come in from certain places. Which were high donation spots? Some will only need checked every so often, some places needed checked 2 or 3 times a day.

   3. Capacity - Kasey always wanted something better than just putting items in a cardboard box.

      1. It is easier if items are placed directly into a bag. Otherwise, volunteers have to do this work.

   4. Try to be really clear about what people can and cannot donate. In a perfect world, check the boxes in the evening, that’s when students move out.

4. We will have to rely on the help of volunteers, but students will have their finals during this time, and be moving out. We want to strengthen town and gown relations through this program. Any suggestions for local groups/organizations who would be good to reach out to who you think would have an interest in volunteering?

   1. Rotary Clubs

   2. Church or high school youth groups

   3. If the university would consider half day leave, that could be an incentive

   4. during business hours means it increases the privilege needed to participate

   5. Honors societies

   6. Sierra Club

   7. Junior League

   8. Humane Society

   9. Court Diversion

On January 19, Daphne Hulse met with Marc Alexander, Director of Development and Membership at University YMCA, to discuss the following:

1. What is the history of UIUC-YMCA Dump and Run events?

   1. Started to 20ish years ago as a garage sale (2001) in front of the YMCA. Clearing stuff outside of the building. Grew to a community collection, private residential collection, Housing was doing some salvage operation, approached the Y about helping do a program. Through 2019, The YMCA would collect from Housing every May.

   2. 2019 Y started doing renovation in the building and streets so the YMCA couldn’t use the building for collections.

   3. Started conversations about the YMCA pulling back, and then COVID hit.

   4. Last year YMCA and UIUC had a very long conversation and decided YMCA couldn’t do any of the May period.

   5. Mostly was the YMCA running it, was done by the one coordinator. Staff from the YMCA helped here and there. Volunteers assisted. UIUC helped with getting access to the building.

      1. 2019 Housing and F&S each provided a truck to help load and haul stuff. F&S provided two workers to collect things and load them and sort them. More partnership that year.

      2. Piece in August is the sale itself. F&S provided supplies, tables, dumpsters, F&S and Housing put out advertisements about the sale to students. Used UIUC networks.

2. Based off a quick survey of other schools move-out programs, it seems most common for schools to work with local nonprofit(s) to immediately donate items following the move out program. As opposed to storing items over the summer and preparing for a fall move-in sale. Thoughts about these two different ways of operating?

   1. Biggest lift was sorting and storing it. It could take a very long time. Stuck it in semis. Sifting out what is useful and what is not, was the hard part.

   2. If there is a way to get the stuff out in May and then repurpose it, that is most ideal. But this can be challenging.

   3. Michigan State established their own ReStore, and do this year around.

   4. Salt and Light, Habitat for Humanity, could be helpful with collection.

   5. If there way a way to sort and pull things for Y in August sale, is also possible.

3. What are some best practices for event coordination?

   1. Breakdown of varying roles to pull this off.

   2. In general, need to coordinate volunteer and staff schedules for the workload.

   3. Have to set up a defined schedule for each dorm, how often you’ll be there. 24 lobbies they would have to collect from (couple times a day). If you fall behind, what’s the contingencies?

   4. Tuesday - Monday and Tuesday following Move-Out Saturday. Heavy time period, make sure you have volunteers.

   5. Takes a very detail-oriented person to manage this and schedule it out for attack.

4. What are some best practices for volunteer coordination?

   1. Each volunteer is doing it for a different reason:

      1. Some love it, some they have to do community service, different levels of commitment, one person will not show up. Be aware of these motivations. Everyone’s physical capabilities, developmentally challenged (has to have certain tasks). Shift may never go the way you want it to. Be flexible at all times, have Plan B and Plan C at all time.

5. What were some of your biggest obstacles with this event? Things to watch out for?

   1. It’s not all usable items. Despite all of your communication efforts, it will happen. Maybe 1/6 or 1/5 of things will be unusable.

6. We will have to rely on the help of volunteers, but students will have their finals during this time, and be moving out. We want to strengthen town and gown relations through this program. Any suggestions for local groups/organizations who would be good to reach out to who you think would have an interest in volunteering?

   1. F&S ideas so far:

      1. Faith in Place

      2. Champaign County Environmental Stewards

   2. YMCA’s suggestions

      1. Rotary Clubs often do volunteer work

      2. Chambana Moms (not really volunteer base, but they could advertise the need for volunteers)

      3. Will ask staff for more suggestions

7. There was another YMCA member who helped with Dump and Run, Kasey Umland? Would she be good to reach out to? Would I be able to get her contact information?

   1. Director of Womens Resource Center.

   2. Was associate dir of the YMCA. Some years she supervised Dump and Run, some she ran it. Played a key role. Started in 2012.

Daphne will meet with Kasey Umland 1/24/23.