Difference between revisions of "Board Meeting Notes 2016-05-17"
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Line 9: | Line 9: | ||
== Attendance == | == Attendance == | ||
* Board Members | * Board Members | ||
− | ** | + | ** Justin |
+ | ** Lyn | ||
+ | ** Jennie | ||
+ | ** Dave | ||
+ | ** Michael | ||
+ | ** Brian | ||
+ | ** Simon | ||
* Other Members | * Other Members | ||
Line 28: | Line 34: | ||
** Loaned equipment agreement, process and form. | ** Loaned equipment agreement, process and form. | ||
**Offsite backup and redundant access for critical systems and information. | **Offsite backup and redundant access for critical systems and information. | ||
+ | ** | ||
+ | |||
* Old business | * Old business | ||
** Area Host followup | ** Area Host followup | ||
Line 45: | Line 53: | ||
=== Consent Agenda === | === Consent Agenda === | ||
+ | * Unanimously approved | ||
+ | === Committee Reports === | ||
+ | * Space planning committee has been quiet | ||
+ | ** Would be good to do a vote on layout soon, since we'll be occupying the new space soon. | ||
− | + | * Safety committee is meeting tonight | |
+ | ** Michael has a list of items to address | ||
+ | ** Heating contractors came today to look at ACs | ||
+ | ** Gave quote to replace two units | ||
+ | ** Tony is in the process of moving out | ||
+ | |||
+ | * Bylaw committee | ||
+ | ** Finished reviewing current bylaws and lawyer version | ||
Reports from [[Committees]] | Reports from [[Committees]] | ||
=== Mail === | === Mail === | ||
+ | * Endorsement from insurance company for increase in coverage to $122,000 | ||
=== Financial Report === | === Financial Report === | ||
− | * '''Chase Checking:''' | + | * '''Chase Checking:''' $46,920.84 |
− | * '''Chase Savings:''' | + | * '''Chase Savings:''' $73,649.48 |
− | * '''PEX:''' | + | * '''PEX:''' $13,007.49 |
− | * '''PayPal:''' | + | * '''PayPal:''' $15,736.90 |
=== Membership Report === | === Membership Report === | ||
− | * '''Starving Hackers:''' | + | * '''Starving Hackers:''' 292 |
− | * '''Full Members:''' | + | * '''Full Members:''' 115 |
− | * '''Total Members:''' | + | * '''Total Members:''' 407 |
− | * '''Quorum:''' | + | * '''Quorum:'''39 |
+ | |||
+ | ===Transaction Check=== | ||
+ | * Receipts from area hosts are coming in | ||
=== Member Leaving Reason Reports === | === Member Leaving Reason Reports === | ||
+ | * Never took advantage of membership, waiting to have a project to rejoin | ||
+ | * Just moved away, hopes to return | ||
+ | * Too much traffic getting here, not visiting enough | ||
+ | * Not using the membership, canceled until have a project | ||
=== RT === | === RT === | ||
+ | * [https://rt.pumpingstationone.org/Ticket/Display.html?id=4700 Lyn requested member point] | ||
+ | * [https://rt.pumpingstationone.org/Ticket/Display.html?id=4640 Ray requested member point for laser] | ||
+ | * [https://rt.pumpingstationone.org/Ticket/Display.html?id=4647 Request for point for Josh] | ||
+ | ** All three member points are approved unanimously | ||
+ | ** Dave will award member points | ||
+ | ** We are right on budget for awarding member points | ||
+ | * [https://rt.pumpingstationone.org/Ticket/Display.html?id=4659 Transfer member points] | ||
+ | ** Dave will handle this | ||
+ | * [https://rt.pumpingstationone.org/Ticket/Display.html?id=4630 Pagely is still billing Derek's debit card] | ||
+ | ** Justing & Dave will work on resolving | ||
=== New Business === | === New Business === | ||
+ | * New insurance update | ||
+ | ** Vote to increase spend on insurance by $151 to $682 annually - passes unanimously | ||
+ | ** Current coverage is up to 415 members | ||
+ | *CTO update | ||
+ | ** Dave has been able to work with the PS1 auth data, moving forward on linking to member database | ||
+ | ** Dave will work on Paypal integration this week | ||
+ | *** Double Union in SF has a system called Aroo - open source etc. | ||
+ | |||
+ | * Lease | ||
+ | ** Justin reviewed | ||
+ | ** Will sign and send to Eric / Tony | ||
+ | ** Michael volunteered to be our point of contact after lease is signed | ||
+ | |||
+ | * Loaned equipment agreement, process and form. | ||
+ | ** Michael has some examples | ||
+ | ** Tabled for a future meeting | ||
+ | |||
+ | *Offsite backup and redundant access for critical systems and information. | ||
+ | ** Dave takes occasional snapshots of ps1 auth, rt, wiki, member database | ||
+ | ** These are all backed up nightly on local machine | ||
+ | ** Occasional offsite backups happen | ||
+ | ** Current focus is member management work, will try to work on both in parallel | ||
+ | ** Will mention in passing at member meeting tonight | ||
+ | * Cleaning service | ||
+ | ** Brian talked to cleaners, they suggest more frequent cleaning | ||
+ | ** Brian will look into getting a quote for cleaning for more space, more frequently | ||
+ | |||
+ | * Taxes | ||
+ | ** Accountant is preparing 990 forms for the past three years | ||
+ | ** Having some issues with having forms delivered to us for signatures | ||
+ | ** Federal filing is in progress | ||
+ | ** State filing is held-up, need to register with the state | ||
+ | ** IL due in June | ||
+ | ** Having some issues with having forms delivered to us for signatures | ||
+ | |||
+ | * President's absence | ||
+ | ** Justin will be gone the next two Tuesdays, back June 1 | ||
+ | |||
+ | === Old business === | ||
+ | * Area Host Agreement: | ||
+ | ** Change line about authorization policy: You are expected to know the authorization policy and follow it | ||
+ | ** Insurance side note about coverage for guests using machines (in line with the authorization policy): | ||
+ | *** If they are a volunteer, unpaid, doing work for the benefit of PS1 then they are covered by our insurance. If they are paid, then they may not be. | ||
+ | ** Include some of the elements from the version 1.0 document about our support / responsibility to area hosts | ||
+ | *Privacy/HR policy and access control. | ||
+ | ** e.g. clarity about how security cameras at entrances work, how long they keep recordings for | ||
+ | ** Michael to find privacy policies | ||
+ | *Legal advice requests, ADA and business license. | ||
+ | ** Space committee asked for legal guidance about ADA & business license question | ||
+ | ** Michael talked to Alderman, looking for business resource council etc. | ||
+ | *** Michael will contact North River Development Committee and continue to followup | ||
+ | *Current status of rent payments. | ||
+ | ** Justin will follow up with Dan about overpayments | ||
+ | ** We will see that the ach payments are correct for the first time at the end of this month | ||
+ | *Abbey electrical billing | ||
+ | ** Tony has an invoice | ||
+ | ** Tony told Michael he would take care of it before he leaves the space | ||
+ | * Member on-boarding committee. | ||
+ | ** Tabling for the time being | ||
+ | ** Adriana is creating a "disorientation" for new members | ||
+ | |||
+ | |||
− | |||
== Votes == | == Votes == |
Revision as of 01:05, 18 May 2016
Board Meeting Minutes | ||
---|---|---|
<< Board Meeting Notes 2016-05-03 | 2016 Board Meetings | Board Meeting Notes 2016-05-31 >> |
Meeting Start:
Attendance
- Board Members
- Justin
- Lyn
- Jennie
- Dave
- Michael
- Brian
- Simon
- Other Members
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
- Lease
- Loaned equipment agreement, process and form.
- Offsite backup and redundant access for critical systems and information.
- Old business
- Area Host followup
- Privacy/HR policy and access control.
- Guidance to area hosts and volunteers as to expectations.
- Legal advice requests, ADA and business license.
- Lease
- Current status of rent payments.
- Abbey electrical billing
- Member on boarding committee.
Some items that I don't think we've had on the agenda yet.
Minutes
Discussion on previous minutes
Consent Agenda
- Unanimously approved
Committee Reports
- Space planning committee has been quiet
- Would be good to do a vote on layout soon, since we'll be occupying the new space soon.
- Safety committee is meeting tonight
- Michael has a list of items to address
- Heating contractors came today to look at ACs
- Gave quote to replace two units
- Tony is in the process of moving out
- Bylaw committee
- Finished reviewing current bylaws and lawyer version
Reports from Committees
- Endorsement from insurance company for increase in coverage to $122,000
Financial Report
- Chase Checking: $46,920.84
- Chase Savings: $73,649.48
- PEX: $13,007.49
- PayPal: $15,736.90
Membership Report
- Starving Hackers: 292
- Full Members: 115
- Total Members: 407
- Quorum:39
Transaction Check
- Receipts from area hosts are coming in
Member Leaving Reason Reports
- Never took advantage of membership, waiting to have a project to rejoin
- Just moved away, hopes to return
- Too much traffic getting here, not visiting enough
- Not using the membership, canceled until have a project
RT
- Lyn requested member point
- Ray requested member point for laser
- Request for point for Josh
- All three member points are approved unanimously
- Dave will award member points
- We are right on budget for awarding member points
- Transfer member points
- Dave will handle this
- Pagely is still billing Derek's debit card
- Justing & Dave will work on resolving
New Business
- New insurance update
- Vote to increase spend on insurance by $151 to $682 annually - passes unanimously
- Current coverage is up to 415 members
- CTO update
- Dave has been able to work with the PS1 auth data, moving forward on linking to member database
- Dave will work on Paypal integration this week
- Double Union in SF has a system called Aroo - open source etc.
- Lease
- Justin reviewed
- Will sign and send to Eric / Tony
- Michael volunteered to be our point of contact after lease is signed
- Loaned equipment agreement, process and form.
- Michael has some examples
- Tabled for a future meeting
- Offsite backup and redundant access for critical systems and information.
- Dave takes occasional snapshots of ps1 auth, rt, wiki, member database
- These are all backed up nightly on local machine
- Occasional offsite backups happen
- Current focus is member management work, will try to work on both in parallel
- Will mention in passing at member meeting tonight
- Cleaning service
- Brian talked to cleaners, they suggest more frequent cleaning
- Brian will look into getting a quote for cleaning for more space, more frequently
- Taxes
- Accountant is preparing 990 forms for the past three years
- Having some issues with having forms delivered to us for signatures
- Federal filing is in progress
- State filing is held-up, need to register with the state
- IL due in June
- Having some issues with having forms delivered to us for signatures
- President's absence
- Justin will be gone the next two Tuesdays, back June 1
Old business
- Area Host Agreement:
- Change line about authorization policy: You are expected to know the authorization policy and follow it
- Insurance side note about coverage for guests using machines (in line with the authorization policy):
- If they are a volunteer, unpaid, doing work for the benefit of PS1 then they are covered by our insurance. If they are paid, then they may not be.
- Include some of the elements from the version 1.0 document about our support / responsibility to area hosts
- Privacy/HR policy and access control.
- e.g. clarity about how security cameras at entrances work, how long they keep recordings for
- Michael to find privacy policies
- Legal advice requests, ADA and business license.
- Space committee asked for legal guidance about ADA & business license question
- Michael talked to Alderman, looking for business resource council etc.
- Michael will contact North River Development Committee and continue to followup
- Current status of rent payments.
- Justin will follow up with Dan about overpayments
- We will see that the ach payments are correct for the first time at the end of this month
- Abbey electrical billing
- Tony has an invoice
- Tony told Michael he would take care of it before he leaves the space
- Member on-boarding committee.
- Tabling for the time being
- Adriana is creating a "disorientation" for new members