Difference between revisions of "Board Meeting Notes 2016-03-15"

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== Attendance ==
 
== Attendance ==
 
* Board Members
 
* Board Members
−
**
+
**Justin Conroy
 +
** Lyn Cole
 +
** Michael Skilton
 +
** Simon Pyle
  
 
* Other Members
 
* Other Members
−
**
+
** None
  
 
== Agenda ==
 
== Agenda ==
Line 33: Line 36:
  
 
=== Discussion on previous minutes ===
 
=== Discussion on previous minutes ===
−
 
+
* N/A
 +
* Previous meeting minutes approved unanimously
 
=== Consent Agenda ===
 
=== Consent Agenda ===
  
 
=== Committee Reports ===
 
=== Committee Reports ===
 +
Reports from [[Committees]]
 +
====Space Committee====
 +
* Working on three proposals
 +
** Considering wall moves
 +
* Not recommending adding new area hosts
 +
* Three plans expect to be presented by end of March to membership
 +
* Currently ~$15,000 cost projected for buildout
 +
* How will the vote to run?
 +
** Ranked choice voting, two rounds, or something else?
 +
* Suggestions: give members longer than a week for review of plans
  
−
Reports from [[Committees]]
+
====Safety Committee===
 +
* Waiting for a lease date
 +
* "Landlord works addendum" - items we need the landlord to fix
 +
** Needs to be updated in current lease draft
 +
====Bylaws Committee====
 +
* Formed but not yet met
  
 
=== Mail ===
 
=== Mail ===
 +
* Letter from the IRS
 +
** '''We got 501(c)3 status!''' Thanks to everybody who worked towards making this happen.
 +
* Returned check from Adams Refrigeration
 +
** Justin to write a new check to Adams Refrigeration
  
 
=== Financial Report ===
 
=== Financial Report ===
−
* '''Chase Checking:'''  
+
* '''Chase Checking:''' $48,412.35
−
* '''Chase Savings:'''  
+
* '''Chase Savings:''' $73,644.66
−
* '''PEX:'''  
+
* '''PEX:''' $1,727.12
−
* '''PayPal:'''  
+
* '''PayPal:''' $2,537.24
 +
 
 +
* No transactions in quickbooks other than Paypal since the last meeting
  
 
=== Membership Report ===
 
=== Membership Report ===
−
* '''Starving Hackers:'''  
+
* '''Starving Hackers:''' 271
−
* '''Full Members:'''  
+
* '''Full Members:''' 112
−
* '''Total Members:'''  
+
* '''Total Members:''' 383
−
* '''Quorum:'''
+
* '''Quorum:''' 38
  
 
=== Member Leaving Reason Reports ===
 
=== Member Leaving Reason Reports ===
 +
(Covers past 4 weeks)
 +
* Didn't take advantage of the space, didn't have a project
 +
* Negativity towards people who are not authorized on equipment
 +
* Live in Libertyville, drive was difficult; difficult to get trained on laser & makerbot
 +
* Moved away
 +
* Too busy
 +
* Didn't have need for tools, would have liked to have more table workspace
 +
* Moving to Evanston, saving money
 +
* Lives far away. ID check was annoying - took 4 trips. Too many places to check for authorization information.
 +
* Didn't visit often enough, not enough free time
 +
 +
* Member leaving reports take up a lot of the meeting time
 +
* Can we share member leaving reports in a way outside of the meeting?
 +
  
 
=== RT ===
 
=== RT ===
 +
=====Member Point Requests====
 +
* [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4405 4405] Ryan requests points for 3 blog posts and office hours with 7 attendees
 +
** Vote to grant 4 points
 +
* [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4397 4397]] Jesse requests member points
 +
** 2 points
 +
* [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4362 4362]] Anna requests point for Jason
 +
** 1 point
 +
* [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4361 4361]] Ray requests point for laser authorization
 +
** 1 point
 +
 +
* Vote for all member points passes unanimously
 +
 +
* Side note: our budget for member point is 4 per meeting
 +
 +
* [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4407 4407]] Ryan requests spend 2 member points
 +
* [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4385 4385]] Jason requests spend the rest of his points
 +
* [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4354 4354]] Spend request
 +
** Michael to handle spend requests
 +
 +
Member spend point process:
 +
* Make a comment approving the point. Make a note in the ticket of whether you updated the member point balance on the member site. Add it to the Treasury queue, and Brian will handle it from there.
 +
** Michael to handle member point spend requests
 +
  
 
=== New Business ===
 
=== New Business ===
 +
====ADA Compliance====
 +
* Space planning committee has asked us to seek professional opinion about what ADA regulations we may need to comply with
 +
** Ask our current attorneys?
 +
** If they can't give advice, at least give a referral
 +
** Justin to ask lawyers for an opinion on ADA compliance
 +
 +
 +
* Michael to talk to Jennie about donation forms
 +
 +
*Open Suspended Payment Tickets
 +
* New status on member payment queue - for tickets that we need to followup on in the near future
 +
** Ask Dave to add a new status to member payment queue for Paypal suspended payment cases
 +
  
 
=== Old Business ===
 
=== Old Business ===
−
==== Todos ====
+
====Liability Coverage====
 +
* Michael to share information about liability coverage to Director's Google Drive
 +
* We have about $77,850 of coverage
 +
* Michael has identified roughly $122,000 of assets based on wiki values and receipts
 +
* Rough guess of assets is $175,000
 +
* Brian will contact insurance company to get a quote to cover identified assets
 +
 
 +
** Michael has a number of locks with similar keys
 +
 
 +
* Ray to order business cards
 +
 
 
* Ray will send pdfs of cards - DONE
 
* Ray will send pdfs of cards - DONE
−
* Jennie to collect Ron's key to donation box
+
* Jennie to collect Ron's key to donation box - DONE
 +
** Hot metals key was at the board meeting
 
* [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4350 RT4350]] Jennie to reply (and include Ray's contact)
 
* [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4350 RT4350]] Jennie to reply (and include Ray's contact)
 
* Simon to check in with Brian about Flying Broomstick payments - DONE
 
* Simon to check in with Brian about Flying Broomstick payments - DONE
−
* Michael will look into a template for written agreements with volunteers
+
* Michael will look into a template for written agreements with volunteers - DONE
 +
** They tend to specify no compensation of any kind
 
* Michael to ask Eric to push Dan to sign a lease - DONE
 
* Michael to ask Eric to push Dan to sign a lease - DONE
 
* Michael to handle member point tickets - DONE
 
* Michael to handle member point tickets - DONE
Line 76: Line 163:
 
* Simon to let Brian know about Treasury tickets 4354 & 4336 for when he's recovered - DONE
 
* Simon to let Brian know about Treasury tickets 4354 & 4336 for when he's recovered - DONE
 
* [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4317 RT4317]] Simon to let them know we haven't seen the tripod mount - DONE
 
* [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4317 RT4317]] Simon to let them know we haven't seen the tripod mount - DONE
 +
** Turns out we did find it. Didn't hear back from those shooting though.
  
 
== Votes ==
 
== Votes ==
 +
==To Do==
 +
** Justin to write a new check to Adams Refrigeration
 +
* Michael to talk to Jennie about donation forms
 +
** Michael to handle member point spend requests
 +
* Brian will contact insurance company to get a quote to cover identified assets (~122K)
 +
* Ray to order business cards
 +
** Ask Dave to add a new status to member payment queue for Paypal suspended payment cases
 +
* [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4350 RT4350]] Jennie to reply (and include Ray's contact)

Revision as of 06:06, 16 March 2016


Board Meeting Minutes
<< Board Meeting Notes 2016-03-01 2016 Board Meetings Board Meeting Notes 2016-03-29 >>

Meeting Start:

Attendance

  • Board Members
    • Justin Conroy
    • Lyn Cole
    • Michael Skilton
    • Simon Pyle
  • Other Members
    • None

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
    • The Space Planning Committee has asked us to seek a professional opinion as to what is required of us in regards to ADA compliance.
    • CNC plasma cutter vote crowd funding provision.
  • Old business
    • Property insurance coverage.

Minutes

Discussion on previous minutes

  • N/A
  • Previous meeting minutes approved unanimously

Consent Agenda

Committee Reports

Reports from Committees

Space Committee

  • Working on three proposals
    • Considering wall moves
  • Not recommending adding new area hosts
  • Three plans expect to be presented by end of March to membership
  • Currently ~$15,000 cost projected for buildout
  • How will the vote to run?
    • Ranked choice voting, two rounds, or something else?
  • Suggestions: give members longer than a week for review of plans

=Safety Committee

  • Waiting for a lease date
  • "Landlord works addendum" - items we need the landlord to fix
    • Needs to be updated in current lease draft

Bylaws Committee

  • Formed but not yet met

Mail

  • Letter from the IRS
    • We got 501(c)3 status! Thanks to everybody who worked towards making this happen.
  • Returned check from Adams Refrigeration
    • Justin to write a new check to Adams Refrigeration

Financial Report

  • Chase Checking: $48,412.35
  • Chase Savings: $73,644.66
  • PEX: $1,727.12
  • PayPal: $2,537.24
  • No transactions in quickbooks other than Paypal since the last meeting

Membership Report

  • Starving Hackers: 271
  • Full Members: 112
  • Total Members: 383
  • Quorum: 38

Member Leaving Reason Reports

(Covers past 4 weeks)

  • Didn't take advantage of the space, didn't have a project
  • Negativity towards people who are not authorized on equipment
  • Live in Libertyville, drive was difficult; difficult to get trained on laser & makerbot
  • Moved away
  • Too busy
  • Didn't have need for tools, would have liked to have more table workspace
  • Moving to Evanston, saving money
  • Lives far away. ID check was annoying - took 4 trips. Too many places to check for authorization information.
  • Didn't visit often enough, not enough free time
  • Member leaving reports take up a lot of the meeting time
  • Can we share member leaving reports in a way outside of the meeting?


RT

=Member Point Requests

  • [4405 Ryan requests points for 3 blog posts and office hours with 7 attendees
    • Vote to grant 4 points
  • [4397] Jesse requests member points
    • 2 points
  • [4362] Anna requests point for Jason
    • 1 point
  • [4361] Ray requests point for laser authorization
    • 1 point
  • Vote for all member points passes unanimously
  • Side note: our budget for member point is 4 per meeting
  • [4407] Ryan requests spend 2 member points
  • [4385] Jason requests spend the rest of his points
  • [4354] Spend request
    • Michael to handle spend requests

Member spend point process:

  • Make a comment approving the point. Make a note in the ticket of whether you updated the member point balance on the member site. Add it to the Treasury queue, and Brian will handle it from there.
    • Michael to handle member point spend requests


New Business

ADA Compliance

  • Space planning committee has asked us to seek professional opinion about what ADA regulations we may need to comply with
    • Ask our current attorneys?
    • If they can't give advice, at least give a referral
    • Justin to ask lawyers for an opinion on ADA compliance


  • Michael to talk to Jennie about donation forms
  • Open Suspended Payment Tickets
  • New status on member payment queue - for tickets that we need to followup on in the near future
    • Ask Dave to add a new status to member payment queue for Paypal suspended payment cases


Old Business

Liability Coverage

  • Michael to share information about liability coverage to Director's Google Drive
  • We have about $77,850 of coverage
  • Michael has identified roughly $122,000 of assets based on wiki values and receipts
  • Rough guess of assets is $175,000
  • Brian will contact insurance company to get a quote to cover identified assets
    • Michael has a number of locks with similar keys
  • Ray to order business cards
  • Ray will send pdfs of cards - DONE
  • Jennie to collect Ron's key to donation box - DONE
    • Hot metals key was at the board meeting
  • [RT4350] Jennie to reply (and include Ray's contact)
  • Simon to check in with Brian about Flying Broomstick payments - DONE
  • Michael will look into a template for written agreements with volunteers - DONE
    • They tend to specify no compensation of any kind
  • Michael to ask Eric to push Dan to sign a lease - DONE
  • Michael to handle member point tickets - DONE
    • [4323] Dave requesting a member point - DONE
    • [4315] Ray requests a member point - DONE
    • [4322] Lyn requests member points - DONE
    • [4321] Lyn requests to spend a member point
  • Simon to update Justin about canceling the ACH rent payment for next month - DONE
  • Simon to let Brian know about Treasury tickets 4354 & 4336 for when he's recovered - DONE
  • [RT4317] Simon to let them know we haven't seen the tripod mount - DONE
    • Turns out we did find it. Didn't hear back from those shooting though.

Votes

To Do

    • Justin to write a new check to Adams Refrigeration
  • Michael to talk to Jennie about donation forms
    • Michael to handle member point spend requests
  • Brian will contact insurance company to get a quote to cover identified assets (~122K)
  • Ray to order business cards
    • Ask Dave to add a new status to member payment queue for Paypal suspended payment cases
  • [RT4350] Jennie to reply (and include Ray's contact)
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