Board Meeting Notes 2016-07-05

Board Meeting Minutes
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Meeting Start:

Attendance

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

• Other Members
  • Andrew
  • Ken

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
  • Volunteer Authorizer
  • Area Host Review
  • Animals, Events, Alcohol Policy review
  • Bylaws committee submission to the board
  • Move-in update
  • Bylaw update

• Old business
  • Double reimbursement to Eric B.
  • Door code update
  • Banking update from Brian
  • Lighting update
  • Business cards
• Old Todos
  • Justin to give Brian a check
  • Simon to remove ACH from Secretary account; all ACH payments go through president account - Done
  • Brian will put together a vote for cleaning service - Done
  • Michael will award points to Gerald & Priscilla and ask Dean to contact Priscilla - Done
    • 4821
    • 4813

Minutes

Discussion on previous minutes

• NA

Consent Agenda

• All in favor of approving previous minutes

Committee Reports

Reports from Committees

Bylaws committee

• Bylaws committee has drafts that were shared with board
• Committee is ready to share draft with lawyers
  • All board members to review bylaws
  • Some items were split out as a separate project, work continues - e.g. code of conduct / disciplinary procedure, member agreement
    • Should these things be handled outside of the bylaws committee?
• Should we get feedback from the lawyers or the members first?
  • Let's make sure that we understand everything in the bylaws before sending to the membership
• Are there areas that the bylaws committee wants feedback on from the lawyers?
  • Nothing specifically - feel pretty good about the
• Could the committee put together a list of the differences between the version from the lawyers and the latest version?
  • Addressed somethings that seemed

Safety Committee

• No news. Will do walkthrough when we have access next door

Financial Report

• Chase Checking: $72,313.86
• Chase Savings: $73,654.46
• PEX: 11219.95
• PayPal: 8783.47

Membership Report

• Starving Hackers: 297
• Full Members: 118
• Total Members: 415
• Quorum: 40

Transactions

• Comed, Gas, Trash, Rent, Comcast, Adobe, Inutit
• Brian created report of expenses classified from area to automatically send from quickbooks to directors-only@
  • Dave will clear quickbooks-email@ to send reports to directors-only@
  • Brian will shift the quickbooks so that area hosts get it on Wednesday, board gets it on Sunday
  • It's difficult to create reports on unclassified expenses
• Chase charged us for three ACH user accounts, but should only be two - Simon deactivated ACH on his account
  • Brian will talk to Chase this week

Member Leaving Reason Reports

• Need to save money right now

RT

• Point requests - currently two points over budget for the year
  • 4904 - 2/12 Chocolate for Shelly
  • 4906 - Gardening by the Bucket for Shelly
  • 4907 - Japanese Curry Buccaneer's Galley Gerald
  • 4908 - Chocolate Truffles Buccaneer's Galley Gerald
  • 4909 - Spend request for Shelly
  • All passed unanimously
  • 4964 Jesse asking to redeem point
  • Jennie to grant and redeem member points for Gerald, Jesse, Shelly- and ask Shelly how many points she wants to redeem
  • Check to make sure that Ray got his point and it's not a duplicate

New Business

• New Volunteer Authorizers
  • Jeremy is new hot metal authorizer
  • Ken is new wood shop authorizer

• Animals, Events, Alcohol Policy review
  • These were put in place because they were noted in our insurance policy
  • Animal clause is not in this year's policy
  • Alcohol policy
    • Unclear what the current alcohol liability / agreement is with insurance
    • Don't have the most current version
    • Refers to serving alcohol and closing the premises, neither of which are particularly relevant
  • Is there value in revisiting this?
  • Any changes would go through a member vote
  • Maybe we should schedule a working session in the future to go through these policies and bylaw, etc.
    • Jennie will put together a doodle poll to schedule a working meeting
  • Justin will do more research to find out what the current liquor liability agreement is

• Area Host Review
• Bylaws committee submission to the board
  • See committee report above
• Move-in update
  • Waiting for update from Dan
  • Justin will schedule a walkthrough when landlord works are complete
    • Lighting and front door
      • Waiting on lighting Comed & contractor for more info about the install
      • We were offered a credit to fix the front door
        • Could use this as an opportunity to update keypads
  • Area Host Review
    • Area host review will begin tonight - will review applications next meeting

• Old business
  • CTO update
    • Inactive member script is in effect and should be running regularly
    • door code change is next on the list
  • Double reimbursement to Eric B.
    • More next time we see him
  • Banking update from Brian
    • More next week
  • Lighting update
    • We sent the paperwork, haven't heard back from contractor/comed
  • Business cards
• Old Todos
  • Justin to give Brian a check - Done
  • Simon to remove ACH from Secretary account; all ACH payments go through president account - Done
  • Brian will put together a vote for cleaning service - Done
  • Michael will award points to Gerald & Priscilla and ask Dean to contact Priscilla - Done
    • 4821
    • 4813