Difference between revisions of "Board Meeting Notes 2016-04-05"
Jump to navigation
Jump to search
Mail
(→Agenda) |
|||
(8 intermediate revisions by 3 users not shown) | |||
Line 1: | Line 1: | ||
{{Board Meeting Notes | {{Board Meeting Notes | ||
| Previous YYYY-MM-DD= 2016-03-15 | | Previous YYYY-MM-DD= 2016-03-15 | ||
− | | Next YYYY-MM-DD= 2016-04- | + | | Next YYYY-MM-DD= 2016-04-19 |
| YYYY=2016 | | YYYY=2016 | ||
}} | }} | ||
Line 9: | Line 9: | ||
== Attendance == | == Attendance == | ||
* Board Members | * Board Members | ||
− | ** | + | ** Justin |
+ | ** Michael | ||
+ | ** Simon | ||
+ | ** Lyn | ||
+ | ** Jenni | ||
+ | ** Dave | ||
* Other Members | * Other Members | ||
− | ** | + | ** Andrew C. |
== Agenda == | == Agenda == | ||
Line 23: | Line 28: | ||
**4. RT#4421 Member point(s) for Christopher Kohl. ''Resolution: Grant 1 member point.'' | **4. RT#4421 Member point(s) for Christopher Kohl. ''Resolution: Grant 1 member point.'' | ||
**5. RT#4416 Incident on 3/17. ''Resolution: Mark as resolved.'' | **5. RT#4416 Incident on 3/17. ''Resolution: Mark as resolved.'' | ||
− | **6. RT#4465 Member points for shop cleanup. ''Resolution: Grant 1 member point each to Lauren Svedman, Josh Dennis, Milam Smith, Bruce McConachie, James Baker and David Baker'' | + | **6. RT#4465 Member points for shop cleanup. ''Resolution: Grant 1 member point each to Lauren Svedman, Josh Dennis, Milam Smith, Bruce McConachie, James Baker and David <s>Baker</s> Gutkowsky'' |
* Committee Reports | * Committee Reports | ||
* Read mail | * Read mail | ||
Line 30: | Line 35: | ||
* Member leaving reason reports | * Member leaving reason reports | ||
* Check RT queue | * Check RT queue | ||
+ | **Status of #4086 Property tax bill? | ||
+ | **#4214 Trouble Accessing Member Site | ||
* New business | * New business | ||
**Finalize a list of items we would like to get the landlord to agree to take care of in conjunction with the new lease. | **Finalize a list of items we would like to get the landlord to agree to take care of in conjunction with the new lease. | ||
**Interim donation receipt process. | **Interim donation receipt process. | ||
+ | **Take some action forward regarding securing the PS1 premises so that we can provide personalized access to the space. Features by priority: | ||
+ | ***Front door - reliable, RFID, Keycard, or other access control system that supports > 2000 individuals. | ||
+ | ***Audit capable system | ||
+ | ***Allows for import of member access data (API control) but caches data so it is resilient and reliable. | ||
+ | ***Back Door and 3515 Elston door. | ||
+ | **Take some action forward regarding setting up a HR documentation repository. | ||
+ | ***Access controls appropriate for our organization’s peculiarities. | ||
+ | ***Do we need more than access control to files? Do we need a more formal HR system. | ||
+ | ***Probably there is some process that needs to be formalized to go along with the technology for a viable solution. | ||
+ | **PayPal - upgrade to PayPal Payments Pro - $40/mo, allows for management of subscription profiles (critical for reactivating suspended subscriptions) | ||
+ | ***PayPal - Negotiate transaction fees (we are over the $100k/yr threshold so we should be able to do better than 2.2% + $.30/transaction for NFP) | ||
+ | **Member status needs to trigger change in Access Directory | ||
+ | **Ally Skills Workshop in June | ||
+ | ***Organizer charges fees to attendees? | ||
+ | ***Justin might talk to organizer about maybe PS:1 paying (there would have to be a member vote). | ||
* Old business | * Old business | ||
+ | **What is Abbey electric bill status? | ||
+ | ***If still unresolved, what is the action plan? | ||
== Minutes == | == Minutes == | ||
+ | |||
=== Discussion on previous minutes === | === Discussion on previous minutes === | ||
=== Consent Agenda === | === Consent Agenda === | ||
+ | * Passes unanimously | ||
+ | * Michael took care of the consent agenda items | ||
=== Committee Reports === | === Committee Reports === | ||
Reports from [[Committees]] | Reports from [[Committees]] | ||
+ | |||
+ | * Space Committee is getting comments, considering combining into a proposed master plan | ||
+ | ** Still working on voting plan | ||
+ | |||
+ | * Safety committee | ||
+ | ** Still waiting on news | ||
+ | |||
+ | * Bylaws committee | ||
+ | ** Read through bylaws and took notes on clarity | ||
+ | ** Comparing current bylaws to 2013 bylaws | ||
+ | |||
=== Mail === | === Mail === | ||
+ | * IRS revoked our 501(c)3 status, effective May 2015 | ||
+ | ** Justin will follow up on IRS letter with lawyer | ||
+ | * Debiit card for Brian arrived from Chase | ||
+ | ** Simon will hold onto card until he sees Brian | ||
+ | ** Side note - we can get debit cards without atm privileges by request | ||
=== Financial Report === | === Financial Report === | ||
− | * '''Chase Checking:''' | + | * '''Chase Checking:''' 42,248.04 |
− | * '''Chase Savings:''' | + | * '''Chase Savings:''' $73,647.15 |
− | * '''PEX:''' | + | * '''PEX:''' $15,665.86 |
− | * '''PayPal:''' | + | * '''PayPal:''' $3,297.07 |
=== Membership Report === | === Membership Report === | ||
− | * '''Starving Hackers:''' | + | * '''Starving Hackers:''' 280 |
− | * '''Full Members:''' | + | * '''Full Members:''' 112 |
− | * '''Total Members:''' | + | * '''Total Members:''' 392 |
− | * '''Quorum:''' | + | * '''Quorum:''' 38 |
+ | |||
+ | === Transactions === | ||
+ | * Chase: | ||
+ | ** Transferred in $10,000, paid gas, comed, cleaners, refrigeration, Adobe, garbage, | ||
+ | ** Errant rent payment | ||
+ | ** Doublecharged for ACH monthly fee? | ||
+ | |||
=== Member Leaving Reason Reports === | === Member Leaving Reason Reports === | ||
+ | * Joined catalyze due to location / travel time, and tools more likely to be available on weekends and nights | ||
+ | * Too busy | ||
+ | * In transition between employment and education | ||
=== RT === | === RT === | ||
+ | |||
+ | * 4214 - Simon to handle | ||
+ | * 4086 - curious to get an update on getting our share of the 2015 property tax bill | ||
+ | ** check with Brian? | ||
+ | * 4482 - member point for Lyn for organizing party - Passes unanimously with one abstain | ||
+ | * 4480 - member point for Dave - passes unanimously | ||
+ | ** Michael to handle the member point requests (4482, 4480) | ||
=== New Business === | === New Business === | ||
+ | |||
+ | *Prioritized list of items we would like to get the landlord to agree to take care of in conjunction with the new lease. | ||
+ | **Retrofit all existing T-12 fluorescent fixtures to---T-8? Or LED? | ||
+ | ***Give us a credit, we’ll do the work? We would need to propose a dollar amount. | ||
+ | **Repair the upstairs floor to eliminate dangerous buckling. | ||
+ | ***Give us a credit, we’ll do the work? We would need to propose a dollar amount. | ||
+ | **Verify all air conditioning units in good working order. Repair or replace. | ||
+ | **Fix leaks, Heating, leak in lounge. Bathrooms, fix any leaking sinks | ||
+ | **Repaint all walls in “new” side of building. Low-VOC paint strongly preferred if possible. | ||
+ | ***Give us a credit, we’ll do the work? We would need to propose a dollar amount. | ||
+ | **New front door | ||
+ | **Weather stripping for all doors in building. | ||
+ | **Water heater, old, replace? | ||
+ | **Add weatherproofing to upstairs windows. | ||
+ | **Add some operable windows. | ||
+ | |||
+ | * Board members present all supported this list and prioritization as well as the plan to have Eric B. continue to negotiate | ||
+ | |||
+ | ====Interim donation receipt process==== | ||
+ | * We have an acknowledgement letter and a receipt form | ||
+ | * School factory has an online submission form for people to submit details of their donation | ||
+ | ** This would keep track and takes some of the burden off of us | ||
+ | ** We also should issue receipts for Paypal donations (e.g. friends of), whether at time of donation or at year's end | ||
+ | ** Use the current letter and receipt for the time being | ||
+ | ** Ask people to email info@ if they have a donation | ||
+ | ** If we need more process, we can develop from there | ||
+ | |||
+ | |||
+ | ====Take some action forward regarding securing the PS1 premises so that we can provide personalized access to the space.==== | ||
+ | * Ron is working on front door, likely to be up tonight | ||
+ | ** More reliable RFID system | ||
+ | * Jonathan Bisson is working on individualized access controls | ||
+ | * Somebody was going to talk to Jonathan and Ron to get an update on access control | ||
+ | * Table this discussion until Brian is present | ||
+ | |||
+ | ====Centralized Secure Repository==== | ||
+ | * Do we need a more formal HR system to keep track of both private information and histories of complaints / board actions? | ||
+ | |||
+ | * Some thoughts from the discussion: | ||
+ | ** Would be good to have a better system of organizing HR issues | ||
+ | ** Joining the board gives access to all documents in the drive | ||
+ | ** Could restrict documents to a subset of the board | ||
+ | ** Though that doesn't solve the problem, and we'd want more than one person to have access regardless | ||
+ | ** Keep one file that clearly says confidential | ||
+ | ** Have a Confidential folder with files | ||
+ | ** Title the files with the names of people involved so that board members know if the contents are relevant before looking at file | ||
+ | ** Include description of our system when we train next board | ||
+ | |||
+ | |||
+ | ====Paypal==== | ||
+ | *PayPal - upgrade to PayPal Payments Pro - $40/mo, allows for management of subscription profiles (critical for reactivating suspended subscriptions) | ||
+ | ** The board unanimously passes spending for this. | ||
+ | *PayPal - Negotiate transaction fees (we are over the $100k/yr threshold so we should be able to do better than 2.2% + $.30/transaction for NFP) | ||
+ | ** Sounds like Brian is working on this. | ||
+ | |||
+ | ====Member Status Changes AD==== | ||
+ | * Dave is working on this, hopes to have it done in the next month | ||
+ | * Dave to touch base with Ron & Jonathan about their work on access control | ||
+ | |||
+ | ====Ally Skills Workshop==== | ||
+ | * Potential for having Ally Workshop at PS1 | ||
+ | * She charges for the workshop - ask for a member discount | ||
+ | * Possibility of writing a vote to have PS1 subsidize | ||
+ | |||
+ | ====Party expenses==== | ||
+ | * Party expenses were $268.25 | ||
+ | * Lyn will post party receipts to RT for reimbursement | ||
+ | |||
=== Old Business === | === Old Business === | ||
+ | ==== Abby electrical bill status==== | ||
+ | * We are owed money | ||
+ | * What's the status? | ||
+ | * Michael to talk to Tony about the electric bill | ||
+ | * We probably need to read the meter too | ||
− | ====To Do==== | + | ====Old To Do==== |
− | *Justin to ask lawyers for an opinion on ADA compliance | + | *Justin to ask lawyers for an opinion on ADA compliance - still to do |
− | *Justin to write a new check to Adams Refrigeration | + | *Justin to write a new check to Adams Refrigeration - Done |
− | * Michael to talk to Jennie about donation forms | + | * Michael to talk to Jennie about donation forms - Done |
− | * Michael to share information about liability coverage to Director's Google Drive | + | * Michael to share information about liability coverage to Director's Google Drive - |
* Michael to handle member point spend requests | * Michael to handle member point spend requests | ||
** [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4385 4385]] Jason requests spend the rest of his points - ? | ** [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4385 4385]] Jason requests spend the rest of his points - ? | ||
Line 81: | Line 214: | ||
* Brian will contact insurance company to get a quote to cover identified assets (~122K) | * Brian will contact insurance company to get a quote to cover identified assets (~122K) | ||
* Ray to order business cards | * Ray to order business cards | ||
− | * Ask Dave to add a new status to member payment queue for Paypal suspended payment cases | + | * Ask Dave to add a new status to member payment queue for Paypal suspended payment cases - RESOLVED |
− | * [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4350 RT4350]] Jennie to reply (and include Ray's contact) | + | ** Discussed on directors email list - |
+ | ** the problem of tracking members after sending suspension notices should be solved by upgrading Paypal so that the "reactivate subscription" option actually works. | ||
+ | * [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4350 RT4350]] Jennie to reply (and include Ray's contact) - DONE | ||
+ | |||
+ | |||
+ | ====New To Do==== | ||
− | + | * Ray to order business cards | |
+ | * Brian will contact insurance company to get a quote to cover identified assets (~122K) | ||
+ | *Justin to ask lawyers for an opinion on ADA compliance | ||
+ | * Justin will follow up on IRS letter with lawyer | ||
+ | * Simon will hold onto Chase debit card until he sees Brian | ||
+ | * Michael handled the consent agenda items | ||
+ | * Michael to handle the member point requests (4482, 4480) | ||
+ | * RT 4214 - Simon to handle | ||
+ | * Dave will talk to Jonathan and Ron to get an update on their access control projects | ||
+ | * Brian is working on upgrading / renegotiating our Paypal agreement | ||
+ | * Lyn will post party receipts to RT for reimbursement | ||
+ | * Michael to talk to Tony about the electric bill |
Latest revision as of 14:04, 10 April 2016
Board Meeting Minutes | ||
---|---|---|
<< Board Meeting Notes 2016-03-15 | 2016 Board Meetings | Board Meeting Notes 2016-04-19 >> |
Meeting Start:
Attendance
- Board Members
- Justin
- Michael
- Simon
- Lyn
- Jenni
- Dave
- Other Members
- Andrew C.
Agenda
- Check talk page for board meeting notes, see if any discussion on the agenda took place
- Consent Agenda
- 1. Approve previous minutes.
- 2. RT 4432 Remove cameras request. Resolution: This is not a proper issue for vote by the board. Mark as resolved, notify requester.
- 3. RT #4447 Clean up day food reimbursement. Resolution: Agree to reimburse.
- 4. RT#4421 Member point(s) for Christopher Kohl. Resolution: Grant 1 member point.
- 5. RT#4416 Incident on 3/17. Resolution: Mark as resolved.
- 6. RT#4465 Member points for shop cleanup. Resolution: Grant 1 member point each to Lauren Svedman, Josh Dennis, Milam Smith, Bruce McConachie, James Baker and David
BakerGutkowsky
- Committee Reports
- Read mail
- Financial/membership report
- Review the PayPal and banking transactions
- Member leaving reason reports
- Check RT queue
- Status of #4086 Property tax bill?
- 4214 Trouble Accessing Member Site
- Status of #4086 Property tax bill?
- New business
- Finalize a list of items we would like to get the landlord to agree to take care of in conjunction with the new lease.
- Interim donation receipt process.
- Take some action forward regarding securing the PS1 premises so that we can provide personalized access to the space. Features by priority:
- Front door - reliable, RFID, Keycard, or other access control system that supports > 2000 individuals.
- Audit capable system
- Allows for import of member access data (API control) but caches data so it is resilient and reliable.
- Back Door and 3515 Elston door.
- Take some action forward regarding setting up a HR documentation repository.
- Access controls appropriate for our organization’s peculiarities.
- Do we need more than access control to files? Do we need a more formal HR system.
- Probably there is some process that needs to be formalized to go along with the technology for a viable solution.
- PayPal - upgrade to PayPal Payments Pro - $40/mo, allows for management of subscription profiles (critical for reactivating suspended subscriptions)
- PayPal - Negotiate transaction fees (we are over the $100k/yr threshold so we should be able to do better than 2.2% + $.30/transaction for NFP)
- Member status needs to trigger change in Access Directory
- Ally Skills Workshop in June
- Organizer charges fees to attendees?
- Justin might talk to organizer about maybe PS:1 paying (there would have to be a member vote).
- Old business
- What is Abbey electric bill status?
- If still unresolved, what is the action plan?
- What is Abbey electric bill status?
Minutes
Discussion on previous minutes
Consent Agenda
- Passes unanimously
- Michael took care of the consent agenda items
Committee Reports
Reports from Committees
- Space Committee is getting comments, considering combining into a proposed master plan
- Still working on voting plan
- Safety committee
- Still waiting on news
- Bylaws committee
- Read through bylaws and took notes on clarity
- Comparing current bylaws to 2013 bylaws
- IRS revoked our 501(c)3 status, effective May 2015
- Justin will follow up on IRS letter with lawyer
- Debiit card for Brian arrived from Chase
- Simon will hold onto card until he sees Brian
- Side note - we can get debit cards without atm privileges by request
Financial Report
- Chase Checking: 42,248.04
- Chase Savings: $73,647.15
- PEX: $15,665.86
- PayPal: $3,297.07
Membership Report
- Starving Hackers: 280
- Full Members: 112
- Total Members: 392
- Quorum: 38
Transactions
- Chase:
- Transferred in $10,000, paid gas, comed, cleaners, refrigeration, Adobe, garbage,
- Errant rent payment
- Doublecharged for ACH monthly fee?
Member Leaving Reason Reports
- Joined catalyze due to location / travel time, and tools more likely to be available on weekends and nights
- Too busy
- In transition between employment and education
RT
- 4214 - Simon to handle
- 4086 - curious to get an update on getting our share of the 2015 property tax bill
- check with Brian?
- 4482 - member point for Lyn for organizing party - Passes unanimously with one abstain
- 4480 - member point for Dave - passes unanimously
- Michael to handle the member point requests (4482, 4480)
New Business
- Prioritized list of items we would like to get the landlord to agree to take care of in conjunction with the new lease.
- Retrofit all existing T-12 fluorescent fixtures to---T-8? Or LED?
- Give us a credit, we’ll do the work? We would need to propose a dollar amount.
- Repair the upstairs floor to eliminate dangerous buckling.
- Give us a credit, we’ll do the work? We would need to propose a dollar amount.
- Verify all air conditioning units in good working order. Repair or replace.
- Fix leaks, Heating, leak in lounge. Bathrooms, fix any leaking sinks
- Repaint all walls in “new” side of building. Low-VOC paint strongly preferred if possible.
- Give us a credit, we’ll do the work? We would need to propose a dollar amount.
- New front door
- Weather stripping for all doors in building.
- Water heater, old, replace?
- Add weatherproofing to upstairs windows.
- Add some operable windows.
- Retrofit all existing T-12 fluorescent fixtures to---T-8? Or LED?
- Board members present all supported this list and prioritization as well as the plan to have Eric B. continue to negotiate
Interim donation receipt process
- We have an acknowledgement letter and a receipt form
- School factory has an online submission form for people to submit details of their donation
- This would keep track and takes some of the burden off of us
- We also should issue receipts for Paypal donations (e.g. friends of), whether at time of donation or at year's end
- Use the current letter and receipt for the time being
- Ask people to email info@ if they have a donation
- If we need more process, we can develop from there
Take some action forward regarding securing the PS1 premises so that we can provide personalized access to the space.
- Ron is working on front door, likely to be up tonight
- More reliable RFID system
- Jonathan Bisson is working on individualized access controls
- Somebody was going to talk to Jonathan and Ron to get an update on access control
- Table this discussion until Brian is present
Centralized Secure Repository
- Do we need a more formal HR system to keep track of both private information and histories of complaints / board actions?
- Some thoughts from the discussion:
- Would be good to have a better system of organizing HR issues
- Joining the board gives access to all documents in the drive
- Could restrict documents to a subset of the board
- Though that doesn't solve the problem, and we'd want more than one person to have access regardless
- Keep one file that clearly says confidential
- Have a Confidential folder with files
- Title the files with the names of people involved so that board members know if the contents are relevant before looking at file
- Include description of our system when we train next board
Paypal
- PayPal - upgrade to PayPal Payments Pro - $40/mo, allows for management of subscription profiles (critical for reactivating suspended subscriptions)
- The board unanimously passes spending for this.
- PayPal - Negotiate transaction fees (we are over the $100k/yr threshold so we should be able to do better than 2.2% + $.30/transaction for NFP)
- Sounds like Brian is working on this.
Member Status Changes AD
- Dave is working on this, hopes to have it done in the next month
- Dave to touch base with Ron & Jonathan about their work on access control
Ally Skills Workshop
- Potential for having Ally Workshop at PS1
- She charges for the workshop - ask for a member discount
- Possibility of writing a vote to have PS1 subsidize
Party expenses
- Party expenses were $268.25
- Lyn will post party receipts to RT for reimbursement
Old Business
Abby electrical bill status
- We are owed money
- What's the status?
- Michael to talk to Tony about the electric bill
- We probably need to read the meter too
Old To Do
- Justin to ask lawyers for an opinion on ADA compliance - still to do
- Justin to write a new check to Adams Refrigeration - Done
- Michael to talk to Jennie about donation forms - Done
- Michael to share information about liability coverage to Director's Google Drive -
- Michael to handle member point spend requests
- Who is handling member give point requests?
- Michael did; thanks Michael
- Brian will contact insurance company to get a quote to cover identified assets (~122K)
- Ray to order business cards
- Ask Dave to add a new status to member payment queue for Paypal suspended payment cases - RESOLVED
- Discussed on directors email list -
- the problem of tracking members after sending suspension notices should be solved by upgrading Paypal so that the "reactivate subscription" option actually works.
- [RT4350] Jennie to reply (and include Ray's contact) - DONE
New To Do
- Ray to order business cards
- Brian will contact insurance company to get a quote to cover identified assets (~122K)
- Justin to ask lawyers for an opinion on ADA compliance
- Justin will follow up on IRS letter with lawyer
- Simon will hold onto Chase debit card until he sees Brian
- Michael handled the consent agenda items
- Michael to handle the member point requests (4482, 4480)
- RT 4214 - Simon to handle
- Dave will talk to Jonathan and Ron to get an update on their access control projects
- Brian is working on upgrading / renegotiating our Paypal agreement
- Lyn will post party receipts to RT for reimbursement
- Michael to talk to Tony about the electric bill