Board Meeting Notes 2013-03-26

Board Meeting Minutes
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Meeting start: 7:01

Attendance

Board Members

• Josh
• Bry
• Eric Stein
• Ed
• Steve
• Adam

Other Members

• Jim Burke
• Sacha
• Patrick Callahan

Agenda

• read mail
• Financial/membership report
• Review the paypal and banking transactions.
• Check the [email protected] inbox weekly.
• Review Trello board, report progress made.
• Status of security system

New Business

• Get all of the tax returns from School Factory (Eric)
• Trash update (Steve).
  • There was a trash pickup.
  • Can now be removed from business until there is another problem.
• PPPRS spacing request: vote. Organize members/helpers to actually enact storage portion if it passes.
  • Board vote: Language here. Vote passes with 6 votes yes and 2 absent.
• Announcing recent member banishment on the mailing list or in meeting Eric
  • Done. Can now be removed from business.
• CRM update from Adam (we should all get together and do some basic training/strategizing)
  • Paperwork is in the works.
• PS:1 Meetup.com has been stolen and is being passed off as another thing now.
  • Sacha is willing to talk to her.
• Science oriented Sideshow from "Freakshow and Tell" (Adam)
  • Board is against this.
• CorelDraw toast on laser PC? Did we ever buy that? Who did if so? Steve, do we have records of buying that? Adam mentioned getting deals on software at our last meeting. Can we do that here?
  • Board vote: Approval to purchase up to $200 for educational license. Vote passes with 6 votes.
  • Steve will talk to School Factory for non-profit paperwork. (Steve)
• Electrician to fix not-up-to-code issues. How much can we spend on this? It's (in Eric's opinion) a pre-requisite to doing shop improvements including putting up walls for specific areas. Eric can negotiate with the electrician, bring quote back to the board.
  • Board generally approves this. Eric will come back with proper quote (Eric).
• Did we hear from patrick? He was getting heating quote and plumbing fix quote. He's paying $95 for the heating quote. We should reimburse him for the costs of the quote.
• Board vote: Approval for below estimates. Vote passes with 6 votes.
  • Heating: $400-$600
    • Replacing switches
    • Redoing some wiring
    • Isolates heating control to just this room
  • Plumbing: $500-$2000
    • Fixing toilets upstairs (better wax ring and seal)
    • Break open wall and determine how to replace the pipe, so that water can drain
• Alcohol Insurance
  • Insurance coverage will cover our liability. The fact that we have alcohol on the premises is the reason why we need this.
  • Board vote: Approval to spend $500 for alcohol insurance coverage for a year. Vote passes with 6 votes.

Old Business

• Kitchen build out. What were we planning on discussing about this that we didn’t get a chance to last week?
  • Will get permits as we go, and will install electrical infrastructure after building the wall.
  • We are zoned C1-2 according to the city of chicago data portal. Are we subject to http://www.cityofchicago.org/content/dam/city/depts/bacp/general/Shared_Kitchen_Fact_Sheet_v.11.14.12.pdf or similar rules if we construct a kitchen? We do not intend to allow members to sell foods that they produce in the space; this would clearly subject us to significant overhead.
• Did Colin get his area host card? (Steve)
  • Cannot happen until we switch over the accounts.
• Audit status/ Status of repayments / New historical books (Indiana Steve)
• Status of money owed by the old landlord. (Tim). Eric will request update on this.
• Wiki status: Migration, Backups? (Josh) - Eric, Steve, and Josh have been talking to Singlehop about getting us a cheaper deal on a decent VPS. Any progress?
• THOTCON 2013 table - Who is manning it.
  • Josh is working on the details. (Josh)

Backburner

• Change our address everywhere (List of places here: https://atrium.schoolfactory.org/ps1/node/104580)
• inventory and ownership status of old landlord's stuff left on our side.
• Check in with Area hosts about their ideas for the tool certification process at their next meeting. (Tim)
• information fragmentation (wiki, gdocs, calendars, dropbox, mailing lists)
• move the annual meeting to december in the bylaws.
• Dwolla as a payment option? Some people hate paypal enough to not join. Don't do this if you can't set up a subscription in it.
• Go over the "Things the next board should deal with" list from the meeting of the 15th, it has a lot of stuff we have to be aware of.

Minutes

• Membership Report -
  • Full Members: 76
  • Starving Hacker: 98
  • Friends of PS1: 1
  • Total: approx 175

Meeting end: 8:00