Board Meeting Notes 2016-05-03

Board Meeting Minutes
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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
  • 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 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]
  • [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

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

• [| Charge this to CNC area budget, but also credit $200 for the donation from Lucas]

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
    • Grant and spend Jason's point
    • [1]
    • [2]
  • 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 on Comcast for now, though they throttle outgoing email
• Dave will look for something cheaper than Mandrill and faster/less throttled than Comcast
• 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

Area Host update

• Take a look at the email/doc Michael sent to send to area hosts

Old Business

Extra insurance

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