Difference between revisions of "Board Meeting Notes 2016-04-05"

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== Attendance ==
 
== Attendance ==
 
* Board Members
 
* Board Members
−
**
+
** Justin
 +
** Michael
 +
** Simon
 +
** Lyn
 +
** Jenni
 +
** Dave
  
 
* Other Members
 
* Other Members
−
**
+
** Andrew C.
  
 
== Agenda ==
 
== Agenda ==
Line 35: Line 40:
 
**Finalize a list of items we would like to get the landlord to agree to take care of in conjunction with the new lease.
 
**Finalize a list of items we would like to get the landlord to agree to take care of in conjunction with the new lease.
 
**Interim donation receipt process.
 
**Interim donation receipt process.
−
**T ake some action forward regarding securing the PS1 premises so that we can provide personalized access to the space.  Features by priority:
+
**Take some action forward regarding securing the PS1 premises so that we can provide personalized access to the space.  Features by priority:
 
***Front door - reliable, RFID, Keycard, or other access control system that supports > 2000 individuals.
 
***Front door - reliable, RFID, Keycard, or other access control system that supports > 2000 individuals.
 
***Audit capable system
 
***Audit capable system
Line 46: Line 51:
 
**PayPal - upgrade to PayPal Payments Pro - $40/mo, allows for management of subscription profiles (critical for reactivating suspended subscriptions)
 
**PayPal - upgrade to PayPal Payments Pro - $40/mo, allows for management of subscription profiles (critical for reactivating suspended subscriptions)
 
***PayPal - Negotiate transaction fees (we are over the $100k/yr threshold so we should be able to do better than 2.2% + $.30/transaction for NFP)
 
***PayPal - Negotiate transaction fees (we are over the $100k/yr threshold so we should be able to do better than 2.2% + $.30/transaction for NFP)
−
**Member status needs to trigger change in AD
+
**Member status needs to trigger change in Access Directory
 
**Ally Skills Workshop in June
 
**Ally Skills Workshop in June
 
***Organizer charges fees to attendees?
 
***Organizer charges fees to attendees?
Line 55: Line 60:
  
 
== Minutes ==
 
== Minutes ==
 +
  
 
=== Discussion on previous minutes ===
 
=== Discussion on previous minutes ===
  
 
=== Consent Agenda ===
 
=== Consent Agenda ===
 +
* Passes unanimously
  
 
=== Committee Reports ===
 
=== Committee Reports ===
  
 
Reports from [[Committees]]
 
Reports from [[Committees]]
 +
 +
* Space Committee is getting comments, considering combining into a proposed master plan
 +
** Not sure what voting plan would be
 +
 +
* Safety committee
 +
**
 +
 +
* Bylaws committee
 +
** Read through bylaws and took notes on clarity
 +
** Comparing current bylaws to 2013 bylaws
 +
  
 
=== Mail ===
 
=== Mail ===
 +
* IRS revoked our 501(c)3 status, effective May 2015
 +
** Justin will follow up on IRS letter with lawyer
 +
* ATM card for Brian
 +
** Simon will hold onto card until he sees them
  
 
=== Financial Report ===
 
=== Financial Report ===
−
* '''Chase Checking:'''  
+
* '''Chase Checking:''' 42,248.04
−
* '''Chase Savings:'''  
+
* '''Chase Savings:''' $73,647.15
−
* '''PEX:'''  
+
* '''PEX:''' $15,665.86
−
* '''PayPal:'''  
+
* '''PayPal:''' $3297.07
  
 
=== Membership Report ===
 
=== Membership Report ===
−
* '''Starving Hackers:'''  
+
* '''Starving Hackers:''' 280
−
* '''Full Members:'''  
+
* '''Full Members:''' 112
−
* '''Total Members:'''  
+
* '''Total Members:''' 392
−
* '''Quorum:'''
+
* '''Quorum:''' 38
 +
 
 +
=== Transactions ===
 +
* Chase -
 +
** Transferred in $10,000, paid gas, comed, cleaners, refrigeration, Adobe, garbage,
 +
** Errant rent payment
 +
** Doublecharged for ACH monthly fee?
 +
 
  
 
=== Member Leaving Reason Reports ===
 
=== Member Leaving Reason Reports ===
 +
* Joined catalyze due to location, and tools more likely to be available on weekends and nights
 +
* Too busy
 +
*
  
 
=== RT ===
 
=== RT ===
 +
 +
* 4214 - Simon to handle
 +
* 4086 - curious to get an update on getting our share of the 2015 property tax bill
 +
* 4482 - member point for Lyn for organizing party - Passes unanimously with one abstain
 +
* 4480 - member point for Dave - passes unanimously
 +
** Michael to handle the member points
  
 
=== New Business ===
 
=== New Business ===
 +
 +
*Prioritized list of items we would like to get the landlord to agree to take care of in conjunction with the new lease.
 +
**Retrofit all existing T-12 fluorescent fixtures to---T-8? Or LED?
 +
***Give us a credit, we’ll do the work? We would need to propose a dollar amount.
 +
**Repair the upstairs floor to eliminate dangerous buckling.
 +
***Give us a credit, we’ll do the work? We would need to propose a dollar amount.
 +
**Verify all air conditioning units in good working order. Repair or replace.
 +
**Fix leaks, Heating, leak in lounge. Bathrooms, fix any leaking sinks
 +
**Repaint all walls in “new” side of building. Low-VOC paint strongly preferred if possible. 
 +
***Give us a credit, we’ll do the work? We would need to propose a dollar amount.
 +
**New front door
 +
**Weather stripping for all doors in building.
 +
**Water heater, old, replace?
 +
**Add weatherproofing to upstairs windows.
 +
**Add some operable windows.
 +
 +
**All
 +
 +
====Interim donation receipt process====
 +
* We have a letter and a receipt
 +
* Michael made a
 +
* School factory has an online submission form for people to submit details of their donation
 +
** This would keep track and takes some of the burden off of us
 +
** We also have to issue receipts for Paypal donations (e.g. friends of)
 +
** Use the current letter and receipt for the time being
 +
** Ask people to email info@ if they have a donation
 +
 +
 +
 +
====Take some action forward regarding securing the PS1 premises so that we can provide personalized access to the space.====
 +
* Ron is working on front door, likely to be up tonight
 +
** More reliable RFID system
 +
* Jonathan Bisson is working on individualized access controls
 +
 +
====Centralized Secure Repository====
 +
* Do we need a more formal HR system?
 +
** Joining the board gives access to all documents in the drive
 +
** Could restrict documents to a subset of the board
 +
** Would be good to have a better system of organizing HR issues
 +
** Keep one file that clearly says confidential
 +
** Have a Confidential folder with files with names of people involved in title
 +
** Include description of our system when we train next board
 +
 +
====Paypal====
 +
*PayPal - upgrade to PayPal Payments Pro - $40/mo, allows for management of subscription profiles (critical for reactivating suspended subscriptions)
 +
** Unanimously passes spending for this.
 +
*PayPal - Negotiate transaction fees (we are over the $100k/yr threshold so we should be able to do better than 2.2% + $.30/transaction for NFP)
 +
** Sounds like Brian is working on this.
 +
 +
====Member Status Changes AD====
 +
* Dave is working on this, hopes to have it done in the next month
 +
* Dave to touch base with Ron & Jonathan about their work on access control
 +
 +
====Ally Skills Workshop====
 +
* Potential for having Ally Workshop at PS1
 +
* She charges for the workshop - ask for a member discount
 +
* Possibility of writing a vote to have PS1 subsidize
 +
 +
====Party expenses====
 +
Party expenses were $268.25
 +
* Have
 +
  
 
=== Old Business ===
 
=== Old Business ===
 +
==== Abby electrical bill status====
 +
* We are owed money
 +
* What's the status?
 +
* Michael to talk to Tony about the electric bill
 +
* We probably need to read the meter too
  
−
====To Do====
+
====Old To Do====
  
−
*Justin to ask lawyers for an opinion on ADA compliance
+
*Justin to ask lawyers for an opinion on ADA compliance - still to do
−
*Justin to write a new check to Adams Refrigeration
+
*Justin to write a new check to Adams Refrigeration - Done
−
* Michael to talk to Jennie about donation forms
+
* Michael to talk to Jennie about donation forms - Done
−
* Michael to share information about liability coverage to Director's Google Drive
+
* Michael to share information about liability coverage to Director's Google Drive -
 
* Michael to handle member point spend requests
 
* Michael to handle member point spend requests
 
** [[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=4385 4385]] Jason requests spend the rest of his points - ?
Line 101: Line 206:
 
* Ray to order business cards
 
* Ray to order business cards
 
* Ask Dave to add a new status to member payment queue for Paypal suspended payment cases
 
* 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)
+
** Discussed on directors email list
 +
* [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4350 RT4350]] Jennie to reply (and include Ray's contact) - DONE
  
 
== Votes ==
 
== Votes ==

Revision as of 03:18, 6 April 2016


Board Meeting Minutes
<< Board Meeting Notes 2016-03-15 2016 Board Meetings Board Meeting Notes 2016-04-19 >>

Meeting Start:

Attendance

  • Board Members
    • Justin
    • Michael
    • Simon
    • Lyn
    • Jenni
    • Dave
  • Other Members
    • Andrew C.

Agenda

  • Check talk page for board meeting notes, see if any discussion on the agenda took place
  • Consent Agenda
    • 1. Approve previous minutes.
    • 2. RT 4432 Remove cameras request. Resolution: This is not a proper issue for vote by the board. Mark as resolved, notify requester.
    • 3. RT #4447 Clean up day food reimbursement. Resolution: Agree to reimburse.
    • 4. RT#4421 Member point(s) for Christopher Kohl. Resolution: Grant 1 member point.
    • 5. RT#4416 Incident on 3/17. Resolution: Mark as resolved.
    • 6. RT#4465 Member points for shop cleanup. Resolution: Grant 1 member point each to Lauren Svedman, Josh Dennis, Milam Smith, Bruce McConachie, James Baker and David Baker
  • Committee Reports
  • Read mail
  • Financial/membership report
  • Review the PayPal and banking transactions
  • Member leaving reason reports
  • Check RT queue
    • Status of #4086 Property tax bill?
      1. 4214 Trouble Accessing Member Site
  • New business
    • Finalize a list of items we would like to get the landlord to agree to take care of in conjunction with the new lease.
    • Interim donation receipt process.
    • Take some action forward regarding securing the PS1 premises so that we can provide personalized access to the space. Features by priority:
      • Front door - reliable, RFID, Keycard, or other access control system that supports > 2000 individuals.
      • Audit capable system
      • Allows for import of member access data (API control) but caches data so it is resilient and reliable.
      • Back Door and 3515 Elston door.
    • Take some action forward regarding setting up a HR documentation repository.
      • Access controls appropriate for our organization’s peculiarities.
      • Do we need more than access control to files? Do we need a more formal HR system.
      • Probably there is some process that needs to be formalized to go along with the technology for a viable solution.
    • PayPal - upgrade to PayPal Payments Pro - $40/mo, allows for management of subscription profiles (critical for reactivating suspended subscriptions)
      • PayPal - Negotiate transaction fees (we are over the $100k/yr threshold so we should be able to do better than 2.2% + $.30/transaction for NFP)
    • Member status needs to trigger change in Access Directory
    • Ally Skills Workshop in June
      • Organizer charges fees to attendees?
      • Justin might talk to organizer about maybe PS:1 paying (there would have to be a member vote).
  • Old business
    • What is Abbey electric bill status?
      • If still unresolved, what is the action plan?

Minutes

Discussion on previous minutes

Consent Agenda

  • Passes unanimously

Committee Reports

Reports from Committees

  • Space Committee is getting comments, considering combining into a proposed master plan
    • Not sure what voting plan would be
  • Safety committee
  • Bylaws committee
    • Read through bylaws and took notes on clarity
    • Comparing current bylaws to 2013 bylaws


Mail

  • IRS revoked our 501(c)3 status, effective May 2015
    • Justin will follow up on IRS letter with lawyer
  • ATM card for Brian
    • Simon will hold onto card until he sees them

Financial Report

  • Chase Checking: 42,248.04
  • Chase Savings: $73,647.15
  • PEX: $15,665.86
  • PayPal: $3297.07

Membership Report

  • Starving Hackers: 280
  • Full Members: 112
  • Total Members: 392
  • Quorum: 38

Transactions

  • Chase -
    • Transferred in $10,000, paid gas, comed, cleaners, refrigeration, Adobe, garbage,
    • Errant rent payment
    • Doublecharged for ACH monthly fee?


Member Leaving Reason Reports

  • Joined catalyze due to location, and tools more likely to be available on weekends and nights
  • Too busy

RT

  • 4214 - Simon to handle
  • 4086 - curious to get an update on getting our share of the 2015 property tax bill
  • 4482 - member point for Lyn for organizing party - Passes unanimously with one abstain
  • 4480 - member point for Dave - passes unanimously
    • Michael to handle the member points

New Business

  • Prioritized list of items we would like to get the landlord to agree to take care of in conjunction with the new lease.
    • Retrofit all existing T-12 fluorescent fixtures to---T-8? Or LED?
      • Give us a credit, we’ll do the work? We would need to propose a dollar amount.
    • Repair the upstairs floor to eliminate dangerous buckling.
      • Give us a credit, we’ll do the work? We would need to propose a dollar amount.
    • Verify all air conditioning units in good working order. Repair or replace.
    • Fix leaks, Heating, leak in lounge. Bathrooms, fix any leaking sinks
    • Repaint all walls in “new” side of building. Low-VOC paint strongly preferred if possible.
      • Give us a credit, we’ll do the work? We would need to propose a dollar amount.
    • New front door
    • Weather stripping for all doors in building.
    • Water heater, old, replace?
    • Add weatherproofing to upstairs windows.
    • Add some operable windows.
    • All

Interim donation receipt process

  • We have a letter and a receipt
  • Michael made a
  • School factory has an online submission form for people to submit details of their donation
    • This would keep track and takes some of the burden off of us
    • We also have to issue receipts for Paypal donations (e.g. friends of)
    • Use the current letter and receipt for the time being
    • Ask people to email info@ if they have a donation


Take some action forward regarding securing the PS1 premises so that we can provide personalized access to the space.

  • Ron is working on front door, likely to be up tonight
    • More reliable RFID system
  • Jonathan Bisson is working on individualized access controls

Centralized Secure Repository

  • Do we need a more formal HR system?
    • Joining the board gives access to all documents in the drive
    • Could restrict documents to a subset of the board
    • Would be good to have a better system of organizing HR issues
    • Keep one file that clearly says confidential
    • Have a Confidential folder with files with names of people involved in title
    • Include description of our system when we train next board

Paypal

  • PayPal - upgrade to PayPal Payments Pro - $40/mo, allows for management of subscription profiles (critical for reactivating suspended subscriptions)
    • Unanimously passes spending for this.
  • PayPal - Negotiate transaction fees (we are over the $100k/yr threshold so we should be able to do better than 2.2% + $.30/transaction for NFP)
    • Sounds like Brian is working on this.

Member Status Changes AD

  • Dave is working on this, hopes to have it done in the next month
  • Dave to touch base with Ron & Jonathan about their work on access control

Ally Skills Workshop

  • Potential for having Ally Workshop at PS1
  • She charges for the workshop - ask for a member discount
  • Possibility of writing a vote to have PS1 subsidize

Party expenses

Party expenses were $268.25

  • Have


Old Business

Abby electrical bill status

  • We are owed money
  • What's the status?
  • Michael to talk to Tony about the electric bill
  • We probably need to read the meter too

Old To Do

  • Justin to ask lawyers for an opinion on ADA compliance - still to do
  • Justin to write a new check to Adams Refrigeration - Done
  • Michael to talk to Jennie about donation forms - Done
  • Michael to share information about liability coverage to Director's Google Drive -
  • Michael to handle member point spend requests
    • [4385] Jason requests spend the rest of his points - ?
    • [4407] Ryan requests spend 2 member points - DONE
    • [4354] Spend request - DONE
  • Who is handling member give point requests?
    • Michael did; thanks Michael
  • 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
    • Discussed on directors email list
  • [RT4350] Jennie to reply (and include Ray's contact) - DONE

Votes

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