Board Meeting Notes 2016-03-15
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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
- 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
Procedural Discussion
- 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 for the donation boxes - talk to Jennie & Andrew about lock plans?
To Do
- Ray will send pdfs of cards - DONE
- Ray to order business cards
- 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
- 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
- Who is handling member give point 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)