Board Meeting Notes 2016-03-01

Board Meeting Minutes
<< Board Meeting Notes 2016-02-16	2016 Board Meetings	Board Meeting Notes 2016-03-15 >>

Meeting Start:

Attendance

• Board Members
  • Jennie
  • Lyn
  • Michael
  • Ray
  • Simon

• Other Members
  • Andrew Camardella

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
  • Discuss expediting getting a lease signed.
  • New Member / Onboarding / Welcome Committee
• Old business

Minutes

Consent Agenda

• Previous minutes approved unanimously

Committee Reports

Reports from Committees

• Safety committee - waiting for a lease
  • Some fire extinguishers still need to go up, Ray would like some advice from the safety committee, he'll followup.

• Space-planning committee
  • Dan gave a plot of survey with outline of detail
  • Tony thought Brian might now where the plans for the building are.
  • There is an svg drawing of the blueprints for the building on the wiki somewhere
  • Figuring out space for different desires from the survey

• Bylaw committee
  • Lyn has five people for the committee, hopefully formed by next meeting

Mail

• One piece power racing

Financial Report

• Chase Checking: $39,676.18
• Chase Savings: $73,644.66
• PEX: $2,872.12
• PayPal: $5,513.35

Membership Report

• Starving Hackers: 274
• Full Members: 113
• Total Members: 387
• Quorum: 38

Member Leaving Reason Reports

• In Justin's email, check in next meeting

RT

• [RT4317] Simon to let them know we haven't seen it.
• [RT4350] Jennie to refer to Ray

• Simon to let Brian know about Treasury tickets for when he's recovered
  • [RT4354] - request to redeem a member point -
  • [RT4336] - We need to refund JP $40 (one month) for volunteer authorization

• Simon to look into Flying Broomstick payment and communicate with Justin and Brian to get Flying Broomstick paid

Member Points

• [4323] Dave requesting a member point - passes unanimously
• [4322] Lyn requests member points - passes unanimously with one abstain
• [4321] Lyn requests to spend a member point
• [4315] Ray requests member points - passes unanimously with one abstain
• Michael to handle member point tickets

• We had a brief discussion of member points & Things_that_get_Member_Points
  • This page might be better titled "Things that may get Member Points"

New Business

• Double rent
  • Simon to send Justin a note about canceling the ACH for next month

Expediting getting a lease signed

• Justin & Dan need to get together to sign a lease
• Report from Eric Beauchamp is that the negotiation is mostly done
• Michael to ask Eric to push Dan to sign a lease
  • Ray is a backup to talk to Dan

New member onboarding

• Revise welcome materials & orientation
  • Refer to the Orientation_Program_Policy_Vote
  • Ray is working on revising welcome materials
• Ease authorization and getting people working sooner
• Recruiting & growth
• New member mentors

Old Business

Todos from last meeting

• Jennie, Dave will send business card info to Ray - DONE
  • Ray will send pdfs of cards
• Jennie to follow up with area hosts and collect keys to donation boxes - in progress
  • Ron has a key still
  • Simon gave Anna's key to Jennie
• Justin will write response to IRS - DONE
• Justin to pay Flying Broomstick - [ticket 4291] -
  • Simon to check in with Brian
• Justin will introduce Michael to insurance agent - DONE
• Michael will investigate getting coverage for volunteer liability and look into options - DONE
  • Michael talked to Paul ---via email---Mskilton (talk) 22:48, 1 March 2016 (CST)
  • Volunteers are covered, with the exception of if a volunteer harms another volunteer ---my current understanding,will continue review---Mskilton (talk) 22:48, 1 March 2016 (CST)
  • Federal law that protects volunteers cuts off at $500 - they may become employees at some point.
    • Regardless our insurance covers both volunteers or employees
  • Michael suggests written agreements with hosts/authorizers defining volunteer relationships
  • Michael will look into a template for written agreements
• Dave will handle member point tickets (trygve/4294, Ray/4242, Simon/ - DONE
• Lyn will lead the search for a committee chair for bylaw committee - DONE
• Simon will start email thread about welcome committee - fail
• Simon to add a downgrade email template - DONE
• (unowned) - Take Sam Reicks name off his shelf - DONE by Lyn