Difference between revisions of "Board Meeting Notes 2016-05-03"

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Line 9: Line 9:
 
== Attendance ==
 
== Attendance ==
 
* Board Members
 
* Board Members
−
**
+
** Justin
 +
** Ray
 +
** Michael
 +
** Lyn
 +
** Jennie
 +
** Simon
 +
** Brian
 +
** Dave
 +
 
  
 
* Other Members
 
* Other Members
Line 18: Line 26:
 
* 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
 +
**Approve meeting minutes from 2016-04-19
 
* Committee Reports
 
* Committee Reports
 
* Read mail
 
* Read mail
Line 25: Line 34:
 
* Check RT queue
 
* Check RT queue
 
* New business
 
* New business
 +
**Member points for Andrew & Jason. Laser repair, dust collection, air line repair. Requesting 1 each https://rt.pumpingstationone.org/Ticket/Display.html?id=4573
 +
**Chase stuff
 
* Old business
 
* Old business
 +
 +
==Old Todos==
 +
* Simon will deposit Comed check and let Brian know about the refund - DONE
 +
* Email Brian about tickets 4485 & 4487 because they're not in the treasury queue yet
 +
* Michael to handle member point granting on 4501 and 4424 - DONE
 +
* Email Brian to make sure he saw the [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4509 PayPal communication]]
 +
* Mark 4511 as resolved - DONE
 +
* Justin to [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4528 send a donation thank you letter]]
 +
** [[https://docs.google.com/document/d/1hZlurd597s1OFFk-BC9bYGVClQSpA5AO0udUD_K-lyU/edit Template here]]
 +
* Michael will follow up with city consultant about business license
 +
** Did more research, continues
 +
* Justin & Michael will create invoice for electrical billing
 +
** To do tonight after the meeting
 +
* Ray to order business cards
 +
** Simon to followup
 +
* Brian will contact insurance company to get a quote to cover identified assets (~122K)
 +
** Simon followup
  
 
== Minutes ==
 
== Minutes ==
Line 32: Line 60:
  
 
=== Consent Agenda ===
 
=== Consent Agenda ===
−
 
+
* Past minutes approved unanimously
 
=== Committee Reports ===
 
=== Committee Reports ===
−
 
+
* Space planning committee did not meet
 +
**Lease update - Justin talked to Eric, has been talking about a move-in date
 +
* Bylaws committee
 +
** Almost finished reading bylaws by lawyers and our bylaws, and comparing to Illinois law
 
Reports from [[Committees]]
 
Reports from [[Committees]]
  
 
=== Mail ===
 
=== Mail ===
 +
* Letter from the IRS - re: April 12 tax exempt status inquiry
 +
** Reconfirmation that we do indeed have tax exempt status
  
 
=== Financial Report ===
 
=== Financial Report ===
−
* '''Chase Checking:'''  
+
* '''Chase Checking:''' $48,649.37
−
* '''Chase Savings:'''  
+
* '''Chase Savings:''' $73,649.48
−
* '''PEX:'''  
+
* '''PEX:''' $13,847.39
−
* '''PayPal:'''  
+
* '''PayPal:'''$8,890.29
  
 
=== Membership Report ===
 
=== Membership Report ===
−
* '''Starving Hackers:'''  
+
* '''Starving Hackers:''' 290
−
* '''Full Members:'''  
+
* '''Full Members:''' 117
−
* '''Total Members:'''  
+
* '''Total Members:''' 407
−
* '''Quorum:'''
+
* '''Quorum:''' 39
 +
 
 +
===Review Transactions Since Last Board Meeting===
 +
* Flying Broomstick
 +
* Quickbooks
 +
* Comed
 +
* WM Internet
 +
* Rent
 +
* Adobe
 +
* People's Gas
 +
 
 +
* Need to ask Area Hosts to send in receipts
 +
** Justin will email area hosts to ask them to send in receipts
  
 
=== Member Leaving Reason Reports ===
 
=== Member Leaving Reason Reports ===
 +
*  Got too busy, never used the space, will rejoin later
 +
* Not enough time due to job and life
  
 
=== RT ===
 
=== RT ===
 +
* [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4600 | Charge this to CNC area budget, but also credit $200 for the donation from Lucas]]
 +
  
 
=== New Business ===
 
=== New Business ===
 +
* [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4573 | Requesting member points for Andrew & Jason for laser maintenance
 +
** Andrew can't get member points for doing responsibilities under CNC area host
 +
** But he's also been super helpful and done work above and beyond, such as the dust collector upgrade that deserves a member point
 +
** All voted in favor of member points for Jason & Andrew
 +
 +
** Jennie will grant Andrew and Jason member points and handle member point spending
 +
***[https://rt.pumpingstationone.org/Ticket/Display.html?id=4573 Grant and spend Jason's point]
 +
*** [https://rt.pumpingstationone.org/Ticket/Display.html?id=4605]
 +
***[https://rt.pumpingstationone.org/Ticket/Display.html?id=4587]
 +
** Michael will spend a member point for Jason
 +
 +
==== Chase ====
 +
* Justin got ACH sorted out - hooray!
 +
* We no longer will be paying double rent or ACH fees. We're one month ahead on rent payments.
 +
* Next time we do a board transition, make sure to cancel all ACH payments before any accounts are canceled
 +
 +
 +
==== PayPal Update ====
 +
* Brian is fighting through PayPal customer 'service' to get us the nonprofit paypal transaction rate
 +
* Also working on suspensions:
 +
** PayPal has a plan call PayPal Pro that handles suspensions better. We're not on PayPal Pro; we're grandfathered into an old plan that doesn't exist anymore but also doesn't have this.
 +
** We voted to spend $40/mopnth upgrade to PayPal Pro; but, it may come with a higher processing fee, depending on the nonprofit deal Brian is working
 +
** Brian is continuing to work on this
 +
* Jennie will update the suspension email with instructions to cancel and restart subscription
 +
* Jennie will update the door code email to remind people not to give out the door code
 +
 +
==== PayPal Chargebacks ====
 +
* Brian is following up on a member's possible double membership & the chargebacks that resulted
 +
** Does anybody know David Funcheon and whether he had one or two people on his account?
 +
* These notices are only sent to money@
 +
** money@ doesn't forward to anything
 +
** We can see the notices of the chargebacks in the account login screen
 +
 +
====CTO update====
 +
* Dave will leave outgoing email with Comcast for now, though they throttle outgoing email
 +
* Dave will look for something cheaper than Mandrill and faster/less throttled than Comcast for outgoing email
 +
* Dave is working on expiring logins (computers, rt, wiki, etc.) based on membership status
 +
* Dave working on door code change prep
 +
** Want to check to make sure everybody has an active email in their account
 +
** Would be nice if people could check their current email or update it
 +
 +
==== Area Host update ====
 +
* All to take a look at the email/doc Michael sent to send to area hosts and share feedback
  
 
=== Old Business ===
 
=== Old Business ===
 +
==== Extra insurance ====
 +
* Brian is waiting for an additional quote for insurance for equipment
 +
* Brian will follow up with insurance agent to let them know we're above 400 members
  
 
== Votes ==
 
== Votes ==
 +
==New Todos and carryovers==
 +
 +
* All to take a look at the email/doc Michael sent to send to area hosts and share feedback
 +
* Justin will email area hosts to ask them to send in receipts
 +
* Michael will spend a member point for Jason
 +
* Jennie will grant Andrew and Jason member points and handle member point spending
 +
* Jennie will update the suspension email with instructions to cancel and restart subscription
 +
* Jennie will update the door code email to remind people not to give out the door code
 +
* Brian will contact insurance company to get a quote to cover identified assets (~122K)
 +
** Brian is waiting on the written quote
 +
** Brian will follow up with insurance agent to let them know we're above 400 members
 +
* Brian continues to follow up with PayPal re: upgrade
 +
* Michael will follow up with city consultant about business license
 +
** Did more research these past two week, work continues
 +
* Justin & Michael will create invoice for electrical billing
 +
** To do tonight after the meeting
 +
* Ray to order business cards
 +
** Some are on their way, all should be ready by Saturday

Latest revision as of 02:12, 5 May 2016


Board Meeting Minutes
<< Board Meeting Notes 2016-04-19 2016 Board Meetings Board Meeting Notes 2016-05-17 >>

Meeting Start:

Attendance

  • Board Members
    • Justin
    • Ray
    • Michael
    • Lyn
    • Jennie
    • Simon
    • Brian
    • Dave


  • Other Members

Agenda

  • Check talk page for board meeting notes, see if any discussion on the agenda took place
  • Consent Agenda
    • Approve meeting minutes from 2016-04-19
  • Committee Reports
  • Read mail
  • Financial/membership report
  • Review the PayPal and banking transactions
  • Member leaving reason reports
  • Check RT queue
  • New business
  • Old business

Old Todos

  • Simon will deposit Comed check and let Brian know about the refund - DONE
  • Email Brian about tickets 4485 & 4487 because they're not in the treasury queue yet
  • Michael to handle member point granting on 4501 and 4424 - DONE
  • Email Brian to make sure he saw the [PayPal communication]
  • Mark 4511 as resolved - DONE
  • Justin to [send a donation thank you letter]
  • Michael will follow up with city consultant about business license
    • Did more research, continues
  • Justin & Michael will create invoice for electrical billing
    • To do tonight after the meeting
  • Ray to order business cards
    • Simon to followup
  • Brian will contact insurance company to get a quote to cover identified assets (~122K)
    • Simon followup

Minutes

Discussion on previous minutes

Consent Agenda

  • Past minutes approved unanimously

Committee Reports

  • Space planning committee did not meet
    • Lease update - Justin talked to Eric, has been talking about a move-in date
  • Bylaws committee
    • Almost finished reading bylaws by lawyers and our bylaws, and comparing to Illinois law

Reports from Committees

Mail

  • Letter from the IRS - re: April 12 tax exempt status inquiry
    • Reconfirmation that we do indeed have tax exempt status

Financial Report

  • Chase Checking: $48,649.37
  • Chase Savings: $73,649.48
  • PEX: $13,847.39
  • PayPal:$8,890.29

Membership Report

  • Starving Hackers: 290
  • Full Members: 117
  • Total Members: 407
  • Quorum: 39

Review Transactions Since Last Board Meeting

  • Flying Broomstick
  • Quickbooks
  • Comed
  • WM Internet
  • Rent
  • Adobe
  • People's Gas
  • Need to ask Area Hosts to send in receipts
    • Justin will email area hosts to ask them to send in receipts

Member Leaving Reason Reports

  • Got too busy, never used the space, will rejoin later
  • Not enough time due to job and life

RT


New Business

  • [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4573 | Requesting member points for Andrew & Jason for laser maintenance
    • Andrew can't get member points for doing responsibilities under CNC area host
    • But he's also been super helpful and done work above and beyond, such as the dust collector upgrade that deserves a member point
    • All voted in favor of member points for Jason & Andrew

Chase

  • Justin got ACH sorted out - hooray!
  • We no longer will be paying double rent or ACH fees. We're one month ahead on rent payments.
  • Next time we do a board transition, make sure to cancel all ACH payments before any accounts are canceled


PayPal Update

  • Brian is fighting through PayPal customer 'service' to get us the nonprofit paypal transaction rate
  • Also working on suspensions:
    • PayPal has a plan call PayPal Pro that handles suspensions better. We're not on PayPal Pro; we're grandfathered into an old plan that doesn't exist anymore but also doesn't have this.
    • We voted to spend $40/mopnth upgrade to PayPal Pro; but, it may come with a higher processing fee, depending on the nonprofit deal Brian is working
    • Brian is continuing to work on this
  • Jennie will update the suspension email with instructions to cancel and restart subscription
  • Jennie will update the door code email to remind people not to give out the door code

PayPal Chargebacks

  • Brian is following up on a member's possible double membership & the chargebacks that resulted
    • Does anybody know David Funcheon and whether he had one or two people on his account?
  • These notices are only sent to money@
    • money@ doesn't forward to anything
    • We can see the notices of the chargebacks in the account login screen

CTO update

  • Dave will leave outgoing email with Comcast for now, though they throttle outgoing email
  • Dave will look for something cheaper than Mandrill and faster/less throttled than Comcast for outgoing email
  • Dave is working on expiring logins (computers, rt, wiki, etc.) based on membership status
  • Dave working on door code change prep
    • Want to check to make sure everybody has an active email in their account
    • Would be nice if people could check their current email or update it

Area Host update

  • All to take a look at the email/doc Michael sent to send to area hosts and share feedback

Old Business

Extra insurance

  • Brian is waiting for an additional quote for insurance for equipment
  • Brian will follow up with insurance agent to let them know we're above 400 members

Votes

New Todos and carryovers

  • All to take a look at the email/doc Michael sent to send to area hosts and share feedback
  • Justin will email area hosts to ask them to send in receipts
  • Michael will spend a member point for Jason
  • Jennie will grant Andrew and Jason member points and handle member point spending
  • Jennie will update the suspension email with instructions to cancel and restart subscription
  • Jennie will update the door code email to remind people not to give out the door code
  • Brian will contact insurance company to get a quote to cover identified assets (~122K)
    • Brian is waiting on the written quote
    • Brian will follow up with insurance agent to let them know we're above 400 members
  • Brian continues to follow up with PayPal re: upgrade
  • Michael will follow up with city consultant about business license
    • Did more research these past two week, work continues
  • Justin & Michael will create invoice for electrical billing
    • To do tonight after the meeting
  • Ray to order business cards
    • Some are on their way, all should be ready by Saturday
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