Throughout the last years IPC Alumni has been growing bigger and bigger! We have been involved very closely with the 100 years anniversary and we’ve made it through the pandemic without falling apart. And we have become more ambitious! We want to include all the Alumni around the world and be relevant to IPC and the world.
Right now IPC Alumni is experiencing growing pains. With all the activities the board is organizing – Reunion & Sumer Camp, Alumni Instagram, Alumni Scholarship, ESC volunteers – the fun is simply drowning in administration. Our board members have been overworked: They didn’t sign up to fill in excessive documentation requirements from banks and public authorities, but to bring alumni closer together.
To remedy the strain that currently is on IPC Alumni, the board would like to propose a restructuring of our organization.
The Alumni Council
One issue on the board is, that it is not necessarily clear what you sign up for. Generally there are two types of jobs that the Board has:
organizing activities and
administrative and organizational work.
With the new IPC Alumni Council we want to make the activity work more accessible to all Alumni. This means that the responsibility of organizing activities is taken off the shoulders of the board and given to the Council.
This permanent Council of IPC Alumni is open for all Alumni. You don’t need to be elected, and you can step down once you are finished with the activity you wanted to organize. It is much more flexible than being on the Board – you don’t commit to two years of meetings. But you can also choose to be one of the long-term committed Council members that is always there to help.
The Council doesn’t require that you can physically meet at IPC. The Council is especially an institution that makes it easier for Alumni from all areas of the world to be active Alumni.
The Alumni Board
The IPC Alumni Board is still the elected representative body of IPC Alumni. But the Board is not itself responsible for organizing activities. The Board is there to be the accountable group that guides and helps the Alumni Council. They also still have the last word when it comes to what IPC Alumni is doing.
The Board should focus on setting the overall direction of IPC Alumni. This includes:
Organizing the yearly General Assembly to keep the discussion going on what IPC Alumni should be.
Organizing a yearly IPC Alumni Council day, where all interested Alumni can join in teambuilding and dreaming big about all the things that IPC Alumni can do.
Being day to day support for the Council when they organize activities.
To further make it clear what the role of the board members is, we suggest implementing direct elections. Every other year we would elect one chairperson and either a PR responsible or treasurer. The two chairpersons would be collective responsible for setting the direction of IPC Alumni and guiding the council. By having two chairpersons, the responibility is shared and it is less overwhelming to be IPC Alumni Chairperson. The PR responsible manages all Alumni communications (Social Media, Website, Emails), and the treasurer manages finances and bank accounts.
So why reduce to 4 members? In recent years, there has been an increasing documentation burden for associations with all danish banks. Especially international, and in particular non-European, board members need to show a lot of documentation for address and ID. This is a lot of work for the board to collect from all board members. By reducing the board to its core functions, it is easier for Alumni to join activity-organizing without needing to send in a lot of documentation.
Further, the 4 board members take care of the core of IPC Alumni. By focusing the responsibilities of the board on the core, it is possible to get a more closely connected group on the board. Therefore it is highly advised that the board members can all physically meet at IPC at least twice a year for a full weekend. With 4 people, that is just an easier scheduling task.
The new charter is designed to be less messy and more easy to read. The philosophy of drafting it has also been to have as few rules as possible.
Bellow you can download a PDF version of the proposed new charter.
Many formulations have been copied from the existing charter which you can find here. The major changes are in §4 (the Alumni Board) and §5 (the Alumni Council). A few minor changes have been made to §3.4, §3.8 and §6.1. The rest remains unchanged in content.
The new charter proposal will not yet be put to a vote at the General Assembly on the 7th of July 2022. Instead, we will take time to hear your thoughts on the new structure. The proposal may then be amended before it is put to a vote on an extraordinary general assembly on the 13th of August 2022. A 3/4 majority of votes cast is needed for the proposed charter to be adopted.
All members of IPC Alumni can vote on board candidates and proposals for 24 hours after the General Assembly. If you haven’t received your voting link but are a member, first check your spam folder, and if you didn’t receive it there, write an email to email@example.com and we will try and fix it.
The Agenda is as follows:
1) Approval of the agenda. Election of chair person and minutes taker
2) Situation report from the board
3) Approval of the revised yearly accounts
4) Election of Board members, Accountant, and substitute accountant
5) Stipulation of the yearly membership payment
6) Upcoming activities
7) New proposals
7.1 Donation of IPC funds
7.2 Discussion on the Structure of IPC Alumni
8) Any other business
8.1 Extraordinary General Assembly
If you would like a topic added to the agenda, please send us a message on our social media, or email us at firstname.lastname@example.org. If you would like to run for the board, please announce your candidacy on the Facebook group, and also send us a message so that we can put your announcement on our other social media platforms.
This is our official announcement for Summer Camp 2022! Experience 100 Years of Giving Back with us this summer as we do some much needed maintenance around the school, learn more about the history of IPC, and give back to the school for everything it has given us. We know many of you have been very excited for this since we haven’t had a Summer Camp in two years, so we thank you for your patience.
The camp will run from July 4th – 10th, and the coordinators are Merel Bouwman and Paige Skrypnek (who will both be at the school). We can host 23 Alumni for the duration of the week, and as usual, accommodation and food are covered in exchange for the work we will do. This means you just need to find your way to IPC!
If you would like to attend, please apply by filling out the google form here by May 31st. Note that if you apply, your registration is only final when you receive a confirmation e-mail from us! You must have an Alumni membership to apply, so if you don’t have one make sure to sign up on our membership page. If you have any questions, feel free to contact us via our social media, or send an email to email@example.com.
Are you not able to make to IPC for the internal celebration on May 6th-8th? Don’t worry! We will be hosting an online reunion space on Gather Town.
What exactly is Gather Town? It is an online platform where you can build your own space to hold events, create an office workspace, and many more. What we did was we created a mini version of IPC for you to explore with your friends, meet new people, and play games in. You don’t need to sign up to join the space, just create an avatar and explore away!
The space will be available from 7pm/19:00 May 6th to 7pm/19:00 May 7th, IPC time (UTC + 2). There will be online board games, a couple streams of events at the school, and other interactive objects. Paige Skrypnek will be the main caretaker of this area. If you have any issues during the use of this space (issues such as a game isn’t working, a video isn’t playing, people are using the space in a disrespectful manner), please email her at firstname.lastname@example.org. You can also send her a message on Facebook.
Below we have some more tips and tricks on using the space.
There are specific places on the map (usually around tables or groups of couches) that when you enter them, that space lights up and the rest of the map around you gets darker. You just entered a private space. A private space is where only people in that space can hear or see you if your mic and camera are turned on. If you leave the space, you can’t talk to anyone in the space until you enter it once more.
There are games on the tables that you can play with friends! Games like Colonist.io (free game modelled after Settlers of Catan), Code Names, and other games. Just press x to interact and start a game.
There are also black or white boards you can draw on, a piano you can play, or various signs around the area with info on them.
In a couple of the rooms there is a broadcast tile on the floor. They are behind podiums and are orange. When you step on the tile, it broadcasts your video and voice to everyone in the room regardless of where they are. It is used for important announcements so please keep that in mind.
Some areas are blocked off or you can’t walk through them. That is there for a reason. Just like how you can’t enter the dining hall before dinner starts, you can’t do it here either. But you can look longingly at the food!
You can build and add to this IPC by clicking the hammer in the bottom right corner of the page. Please be respectful and don’t make things difficult to navigate or fill the space with nonsense, other people want to use this space too.