Board Meeting Notes 2019-11-17

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SPECIAL TRANSITION BOARD MEETING - 2019 AND 2020 BOARD

In attendence:

  • Kathryn B
  • Sky N
  • Alex B
  • Molly A
  • Andrew C
  • David E
  • Jennie P
  • Aushra A


Meeting Minutes

Look through shared drive together to inventory

  • Look at onboard documents, what is Freshdesk and Wild Apricot, etc.
  • Reviewed Process Documents (Main PS1 Board of Directors folder)
    • FYI, it has
    • PS1 Board of Directors folder > Space Documentation > Area Host Reviews
    • legal docs, 501c3, Annual Report
    • "Welcome to the Board" document


  • Contractors to know
    • 2 lawyers - annual report vs legal questions
    • accountant
    • insurance agent
    • landlord
  • Physical space
    • electrician
    • cleaning staff (switch to montly autopay- needs to be budgeted in during beginning of year. Review now. If any changes (like cleaning fridge) then figure that out.
    • Roofer
  • Document of things that are due; plus make a calendar (add important dates to Space Documentation)
    • Important dates: Annual report around January
    • Secretary should manage the dates - Secretary responsible for filing. Set up calendar with automatic reminders
    • State and Federal - Federal due May 15 and State due X
    • AG990 = attorney general NFP are all looked over by this office. It's a report made and filed by accountant, filed by X. Different than IL 990. AG990 filed June 30.
  • Q&A
    • Advice - communicating schedules. How to break up responsibilities.
    • Presidential responsibilities - functioning- legal and contractors, check-signing. Tasks: building maintenance - AC did because he was in the building, could let people in and could pay people. Now it's supposed to fall to General Ops team. Team lead could use PEX card to pay people, will figure out budget in next few weeks. How would it work with contractors? Treasurer can also write checks.
    • Projects: who do we talk to about fixing whole facade in lounge. Larger question - who will build things that JFDI should cover, but fall onto board.
    • Each team lead is supposed to report quarterly, and should attend meetings. Get more Area Hosts to come to board meetings once a quarter.
    • Expanding educational offerings
    • Individual who looks across all areas and keeps track of documentation- high level. Danger committee reviews tool and authorization plan. That group works for Area Host, no checks and balances. Some standardization could happen. Lasers have this type of stuff. Establishing standards in general.
    • How do we standardize and make a workflow from Vote --> Implementation. No consistent structure on roles for Danger Committee.Create guidelines without prescribing too much detail. Maybe one person manages and reads documentation. Consistent outcome. Test case can be new jointer.
  • Wild Apricot Issue (Stripe) -
    • send email to the entire space? "If you get a lapsed membership, add a new credit card". We need to test first. We might want to switch to something else (WA may be a company in bad shape). Every September to now could be impacted. Recurrent payment "doesn't stick"
    • we will do a test to see if it happens to people still signing up.
  • Implement Discourse. Segmentation of groups. Sky has set up an instance, want to get people using it. Forum rather than GG. Put it to a vote? We can't moderate, because GG sends it out to everyone, and it can't be pulled back from email.
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