Board Meeting Notes 2012-10-23

Board Meeting Minutes
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Meeting start: 07:02 pm

Attendance

• Tim Saylor
• Patrick Callahan
• Shawn Blaszak
• Steve Finkelman
• Steve Farkas
• Dan Meyers

Agenda

Agenda from Eric

Hey, time for some ranty agenda from Eric. Fun!

• We do not have gas until the 18th. People's gas is coming out then between 1130 and 1530. Someone has to be there. We do not seem to have access to the spot where the gas meters are, as there is an iron grille in the front and high fencing in the back that belongs to our neighbor. We need to discuss with them the right of way perhaps.
  • What is the arrangement that leads us to be in charge of the gas? I can't find our lease, since presumably Ish still has it from faxing it the other day. Ish bring back the lease please.
  • Ishmael faxed the lease. I don't suppose he scanned it also? I think we should all have an electronic copy of the lease.

• Mail. Someone has to be responsible for opening this. I found an envelope of unopened mail while looking for the lease. As a result, there are these things:
  • We got $450 from NIU 6 weeks ago. Did we pay will $450 for supplies? What did we pay him, so how much do we keep out of this?
  • People's gas wants our articles of incorporation and business license, things that they kindly didn't ask me for on the phone when I set up the account. Do we have both of those?

Old Business

• Tim
  • Status of money owed by the old landlord? (Steve's letter formally asking for the deposit back)

• Patrick
  • Cleaning service status (we had a bill, did they clean?)

• Dan

• Steve Finkleman

• Shawn

• Eric
  • Get wiring set up to move the good wifi enabled thermostat over near the other thermostat so we can make some fancier smart-hvac stuff to prevent us wasting energy on heating/cooling when nobody is around. Tony is going to bill us a little bit to get his guy to move the theromostat, but not much since it's just a reconnection of the device.

• Steve Farkas
  • Audit
  • finance tracking going forward
  • policies for separation of responsibility
  • Tax exemption letter

• Unassigned
  • Change address update.
  • We need to verify the code status of the fire door in the metal shop
  • We need to improve our implementation of the tool certification process.
  • Dust management in the shop
  • inventory and ownership status of old landlord's stuff left on our side.
  • Bill-of-materials for the workshop build-out

New Business

• Financial/membership report
• Reimburse Jeremy for welder?
• calculate electric bill and give Tony a check.
• area hosts meeting 1st and 3rd Tuesdays instead of board meeting?
• Donations through the school factory versus directly to us. We got notification of a materiel donation form Kathy on the director list, on 10/18. How are we supposed to track those? Do we need to?
• insurance paperwork/quotes/status (liability, d&o, business property)
• Get Adam Beattie's info about our legal requirements
• Re-codify the by-laws: http://wiki.pumpingstationone.org/Bylaws_cleanup
• Scan our official documents (articles of incorporation, lease, etc.) and organise on dropbox.

Minutes

• • Membership Report -
    • Full Members:
    • Starving Hacker:
    • Friends of PS1:
    • Total: 170

• Tim

• Patrick
  • The board has decided to "fire" the cleaning service because they didn't actually clean the space.
    • We need to watch the bank accounts to make sure they don't charge us.

• Dan

• Steve Finkelman

• Steve Farkas
  • Steve is going to, initially, use Excel to organise our banking records.
  • Shawn and Steve will download the missing bank statements tonight.

• Shawn

• Eric
  • The gas has been turned on
  • The thermostat has been moved

• Unassigned
  • The air compressor has been hooked up.
    • The bill for the installation will be sent directly to us for payment.

• New business
  • The board has agreed to start following basic accounting procedures suggested by Robert Lee

starting in November.

• • We will be proposing a vote to reimburse Jeremy for the TIG welder tonight.
  • Tony sent us a new copy of the electric bill. We need to calculate how much we owe and pay him.
  • The rent needs to be paid but the landlord's bank info has changed.
  • We need more insurance
    • James from School Factory suggested his guy
      • if we go with him, we need to list School Factory as an additional insurer
    • Steve Farkas has a potential insurer
    • We can also consider our present insurance company
    • We need to get insurance for the laser cutter
  • We need to scan all of the space's legal documents
  • The board will try to finish compiling the bylaws and send it to the lawyer to review for legality.
  • The first and third board meeting of the month will now be a short meeting and followed by an area manager meeting.

Meeting End: 08:10 pm