Board Meeting Notes 2016-02-16

Board Meeting Minutes
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Meeting Start:

Attendance

• Board Members

• Other Members

Agenda

• Check talk page for board meeting notes, see if any discussion on the agenda took place
• Consent Agenda
• Committee Reports
• Read mail
• Financial/membership report
• Review the PayPal and banking transactions
• Member leaving reason reports
• Check RT queue
• New business
  • Volunteer Liability
    • Our volunteers may not have adequate liability protection.
    • Proposed Action
      • Consider adding a Volunteer Accident / Liability policy.
      • Select a board member to investigate the cost of acquiring such a policy.
    • Relevant information
      • We rely on volunteers to fulfill our mission.
      • Fear of liability has been raised as a reason some people are reluctant to volunteer.
      • Volunteers at PS1 are not covered by our liability insurance. (by my reading)
      • Some members may not have or wish to rely on their own liability insurance.
      • We compensate our area hosts, volunteer authorizers and other members (member points).
      • We don’t have 501 (c) 3 status. Which would make us eligible for additional protections under state law.
      • We would like to provide all reasonable protections to our volunteers.

I have placed some informational links on the talk page.Mskilton (talk) 09:57, 16 February 2016 (CST)

• Old business
  • Bylaws Revision
    • There are many problems with our bylaws. Several attempts at revision have faded away.
    • Proposed Actions
      • Create a committee to work on a revision of the bylaws.
      • Agree on the purpose and scope of the committee.
      • Actively recruit and appoint a committee chair.
      • Select a board member to act as liaison.
    • Suggested Language
      • The task of this committee is to conduct a comprehensive review our current bylaws, to propose amendments and to prepare a vote proposal to be put before the membership. The committee members will be decided by the committee chair. It is suggested that the committees would have no less than three and not more than seven members. It is requested that committee provide a report before each board meeting that can be read into the minutes. This can either be done via email which we will read during the board meeting, or it can be done in person so that our secretary can record your comments.
      • A board liaison will be appointed to work with the committee and legal consul to insure the fitness of any proposed changes.
      • The committee is urged to consider the following.
        • Seek advice from those who have worked on this in the past.
        • Solicit public involvement from time to time.
        • Set a proposed timeline for completion of the task.
        • Publicly list their members. Mskilton (talk) 09:57, 16 February 2016 (CST)

• Old Todos:
  • Justin will scan and email IRS letter to lawyers
  • Justin will contact area hosts with info about new donation box accounting approach
  • Justin will contact lawyers to see if they have any input on writing privacy policies
  • Justin will notify new hot metals authorizer - done
  • Justin will ask Dave to bounce incoming emails sent to invalid @pumpingstationone.org instead of sending them to info@ done
  • 4221 - trygve wants to redeem point-
    • Justin to email to see if he wants to upgrade or a discount
  • #4215 Justin will write Flying Broomstick and send a check
  • Brian to email Jason to follow up on question about communication with lawyers in RT - done
  • Brian will call epilog to find out if we owe them money - done
  • Brian will take care of paying Smolk
  • Dave will handle 4183, 4179, 4219, 4186 member point tickets done, 1 pending response
  • Ray will order new business cards
  • All Directors to to email Ray with the contact info you want on business cards
  • Lyn will take on increasing parties & fun events at the space 'ongoing and 1st one planned for 2/14/16'
  • Michael will take on itemize new items since Feb 2015 and any new large equipment that we buy throughout the year - 95% done
  • Simon will write new email templates for member upgrade and welcome back - done

Minutes

Committee Reports

Reports from Committees

Financial Report

• Chase Checking:
• Chase Savings:
• PEX:
• PayPal:

Membership Report

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

New Business

1. Preparation and budget for Birthday Party