Board Meeting Notes 2016-05-17

Board Meeting Minutes
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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

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

Mail

• 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
  • Justin & 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