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

From Pumping Station One
Jump to navigation Jump to search
VisualWikitext
(Created page with "{{Board Meeting Notes | Previous YYYY-MM-DD= 2016-03-15 | Next YYYY-MM-DD= 2016-04-13 }} Meeting Start: == Attendance == * Board Members ** * Other Members ** == Agenda =...")
 
 
(15 intermediate revisions by 3 users not shown)
Line 1: Line 1:
 
{{Board Meeting Notes
 
{{Board Meeting Notes
 
| Previous YYYY-MM-DD= 2016-03-15
 
| Previous YYYY-MM-DD= 2016-03-15
−
| Next YYYY-MM-DD= 2016-04-13
+
| Next YYYY-MM-DD= 2016-04-19
 +
| YYYY=2016
 
}}
 
}}
  
Line 8: Line 9:
 
== Attendance ==
 
== Attendance ==
 
* Board Members
 
* Board Members
−
**
+
** Justin
 +
** Michael
 +
** Simon
 +
** Lyn
 +
** Jenni
 +
** Dave
  
 
* Other Members
 
* Other Members
−
**
+
** Andrew C.
  
 
== Agenda ==
 
== Agenda ==
Line 17: Line 23:
 
* Check talk page for board meeting notes, see if any discussion on the agenda took place
 
* Check talk page for board meeting notes, see if any discussion on the agenda took place
 
* Consent Agenda
 
* 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 <s>Baker</s> Gutkowsky''
 
* Committee Reports
 
* Committee Reports
 
* Read mail
 
* Read mail
Line 23: Line 35:
 
* Member leaving reason reports
 
* Member leaving reason reports
 
* Check RT queue
 
* Check RT queue
 +
**Status of #4086 Property tax bill?
 +
**#4214 Trouble Accessing Member Site
 
* New business
 
* 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
 
* Old business
 +
**What is Abbey electric bill status?
 +
***If still unresolved, what is the action plan?
  
 
== Minutes ==
 
== Minutes ==
 +
  
 
=== Discussion on previous minutes ===
 
=== Discussion on previous minutes ===
  
 
=== Consent Agenda ===
 
=== Consent Agenda ===
 +
* Passes unanimously
 +
* Michael took care of the consent agenda items
  
 
=== Committee Reports ===
 
=== Committee Reports ===
  
 
Reports from [[Committees]]
 
Reports from [[Committees]]
 +
 +
* Space Committee is getting comments, considering combining into a proposed master plan
 +
** Still working on voting plan
 +
 +
* Safety committee
 +
** Still waiting on news
 +
 +
* 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
 +
* Debiit card for Brian arrived from Chase
 +
** Simon will hold onto card until he sees Brian
 +
** Side note - we can get debit cards without atm privileges by request
  
 
=== 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:''' $3,297.07
  
 
=== 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 / travel time, and tools more likely to be available on weekends and nights
 +
* Too busy
 +
* In transition between employment and education
  
 
=== RT ===
 
=== RT ===
 +
 +
* 4214 - Simon to handle
 +
* 4086 - curious to get an update on getting our share of the 2015 property tax bill
 +
** check with Brian?
 +
* 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 point requests (4482, 4480)
  
 
=== 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.
 +
 +
* Board members present all supported this list and prioritization as well as the plan to have Eric B. continue to negotiate
 +
 +
====Interim donation receipt process====
 +
* We have an acknowledgement letter and a receipt form
 +
* 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 should issue receipts for Paypal donations (e.g. friends of), whether at time of donation or at year's end
 +
** Use the current letter and receipt for the time being
 +
** Ask people to email info@ if they have a donation
 +
** If we need more process, we can develop from there
 +
 +
 +
====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
 +
* Somebody was going to talk to Jonathan and Ron to get an update on access control
 +
* Table this discussion until Brian is present
 +
 +
====Centralized Secure Repository====
 +
* Do we need a more formal HR system to keep track of both private information and histories of complaints / board actions?
 +
 +
* Some thoughts from the discussion:
 +
** Would be good to have a better system of organizing HR issues
 +
** Joining the board gives access to all documents in the drive
 +
** Could restrict documents to a subset of the board
 +
** Though that doesn't solve the problem, and we'd want more than one person to have access regardless
 +
** Keep one file that clearly says confidential
 +
** Have a Confidential folder with files
 +
** Title the files with the names of people involved so that board members know if the contents are relevant before looking at file
 +
** 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)
 +
** The board 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
 +
* Lyn will post party receipts to RT for reimbursement
 +
  
 
=== 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
 +
 +
====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
 +
** [[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=4407 4407]] Ryan requests spend 2 member points - DONE
 +
** [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4354 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 - RESOLVED
 +
** Discussed on directors email list -
 +
** the problem of tracking members after sending suspension notices should be solved by upgrading Paypal so that the "reactivate subscription" option actually works.
 +
* [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4350 RT4350]] Jennie to reply (and include Ray's contact) - DONE
 +
 +
 +
====New To Do====
  
−
== Votes ==
+
* Ray to order business cards
 +
* Brian will contact insurance company to get a quote to cover identified assets (~122K)
 +
*Justin to ask lawyers for an opinion on ADA compliance
 +
* Justin will follow up on IRS letter with lawyer
 +
* Simon will hold onto Chase debit card until he sees Brian
 +
* Michael handled the consent agenda items
 +
* Michael to handle the member point requests (4482, 4480)
 +
* RT 4214 - Simon to handle
 +
* Dave will talk to Jonathan and Ron to get an update on their access control projects
 +
* Brian is working on upgrading / renegotiating our Paypal agreement
 +
* Lyn will post party receipts to RT for reimbursement
 +
* Michael to talk to Tony about the electric bill

Latest revision as of 14:04, 10 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 Gutkowsky
  • 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
  • Michael took care of the consent agenda items

Committee Reports

Reports from Committees

  • Space Committee is getting comments, considering combining into a proposed master plan
    • Still working on voting plan
  • Safety committee
    • Still waiting on news
  • 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
  • Debiit card for Brian arrived from Chase
    • Simon will hold onto card until he sees Brian
    • Side note - we can get debit cards without atm privileges by request

Financial Report

  • Chase Checking: 42,248.04
  • Chase Savings: $73,647.15
  • PEX: $15,665.86
  • PayPal: $3,297.07

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 / travel time, and tools more likely to be available on weekends and nights
  • Too busy
  • In transition between employment and education

RT

  • 4214 - Simon to handle
  • 4086 - curious to get an update on getting our share of the 2015 property tax bill
    • check with Brian?
  • 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 point requests (4482, 4480)

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.
  • Board members present all supported this list and prioritization as well as the plan to have Eric B. continue to negotiate

Interim donation receipt process

  • We have an acknowledgement letter and a receipt form
  • 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 should issue receipts for Paypal donations (e.g. friends of), whether at time of donation or at year's end
    • Use the current letter and receipt for the time being
    • Ask people to email info@ if they have a donation
    • If we need more process, we can develop from there


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
  • Somebody was going to talk to Jonathan and Ron to get an update on access control
  • Table this discussion until Brian is present

Centralized Secure Repository

  • Do we need a more formal HR system to keep track of both private information and histories of complaints / board actions?
  • Some thoughts from the discussion:
    • Would be good to have a better system of organizing HR issues
    • Joining the board gives access to all documents in the drive
    • Could restrict documents to a subset of the board
    • Though that doesn't solve the problem, and we'd want more than one person to have access regardless
    • Keep one file that clearly says confidential
    • Have a Confidential folder with files
    • Title the files with the names of people involved so that board members know if the contents are relevant before looking at file
    • 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)
    • The board 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
  • Lyn will post party receipts to RT for reimbursement


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 - RESOLVED
    • Discussed on directors email list -
    • the problem of tracking members after sending suspension notices should be solved by upgrading Paypal so that the "reactivate subscription" option actually works.
  • [RT4350] Jennie to reply (and include Ray's contact) - DONE


New To Do

  • Ray to order business cards
  • Brian will contact insurance company to get a quote to cover identified assets (~122K)
  • Justin to ask lawyers for an opinion on ADA compliance
  • Justin will follow up on IRS letter with lawyer
  • Simon will hold onto Chase debit card until he sees Brian
  • Michael handled the consent agenda items
  • Michael to handle the member point requests (4482, 4480)
  • RT 4214 - Simon to handle
  • Dave will talk to Jonathan and Ron to get an update on their access control projects
  • Brian is working on upgrading / renegotiating our Paypal agreement
  • Lyn will post party receipts to RT for reimbursement
  • Michael to talk to Tony about the electric bill
Retrieved from "https://ps1.mywikis.wiki/w/index.php?title=Board_Meeting_Notes_2016-04-05&oldid=28234"