Meeting Notes 2019-01-15

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Board Meeting Minutes
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Meeting Start: 7:00pm

Attendance

  • Board Members
    • Andrew C
    • Jennie P
    • Kathryn B
    • Sky N
    • Brian C
    • Sam C
    • Ed B
  • Other Members
    • Patrick C

Agenda

  • Check talk page for board meeting notes, see if any discussion on the agenda took place
  • Consent Agenda
  • Committee Reports
    • none
  • Read mail
    • none
  • Financial/membership report
    • Brian will fill in
  • Review the PayPal and banking transactions
  • Member leaving reason reports
    • none
  • Check RT queue
  • New business
    • $8,000 donation check
    • changing PS:One to PS1 as the official abbreviation
    • onboarding plan for new directors at large
    • cohort analysis review
    • dock spray booth roof work
  • Old business

Minutes

Discussion on previous minutes

Consent Agenda

Committee Reports

Reports from Committees

Mail

Financial Report

  • Chase Checking: $48,283.78
  • Chase Savings: $110,788.42
  • PEX: $14,660.31
  • PayPal: $5,838.33

Membership Report

  • Starving Hackers:
  • Full Members:
  • Total Members:
  • Quorum:


Review the PayPal and banking transactions

Member Leaving Reason Reports

RT

New Business

We will verify and follow up on a $8,000 donation check.

The use of PS1 back in 2009 might have been an issue, e.g. with Sony, but not so much in 2019.

Andrew wants to establish more concrete role descriptions for directors and form more Committees that they can lead. Kathryn mentioned serveral things like the authorization site, canvas, membership management, regular check-ins with member, educating members on tools, cleanliness and tool maintenance.

We're dropping in total membership numbers. A lot of new members leave after a month. Need to continue matching Wild Apricot data with Paypal data for future analysis. We should start doing exit surveys with Survey Monkey.

This weekend, the roofer could add a vent in the dock, it would cost an estimated $1500.

Old Business

Review the task list with update notes and prepare for upcoming year. We need a standard process for marking things done and version history.

Separating items between the administrative budget and the CTO budget. No major changes.

High level overview of membership databases. Member counts for 2019 planning. Need to clear up university affiliated accounts and cash payers. A small number of users do not have an Active Directory username but this is not a blocker. The remaining migration work will be done by membership level category. Could potentially be done in about ten days. Still need a new field in Wild Apricot to hold the paypal email address of remaining users. The authorizations transfer still need to be ironed out with Ron and his C# tool.

Door code change to happen soon in coordination with Erik W.

Future flat membership fee is proposed to be $50-60. This won't take effect until the proposed Bylaws are in place. It should be a net gain in cashflow.

We need a somebody to do the paperwork for the hardware donation from Sky's employer. Sky will ask Brian for the paperwork.

Canvas needs some documentation for admins, instructors, and students. Canvas factors into the whole on-boarding process and issues such as whether a person is exposed or are aware of documents like the membership agreement.

Votes

Vote to change the official abbreviation of Pumping Station: One to PS1, passed

Vote to allocate $1500 to hook up the spray booth this weekend by the roofer, passed