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Board Meeting Notes 2016-04-05 (view source)
Revision as of 14:04, 10 April 2016
, 14:04, 10 April 2016no edit summary
{{Board Meeting Notes
{{Board Meeting Notes
| Previous YYYY-MM-DD= 2016-03-15
| Previous YYYY-MM-DD= 2016-03-15
| Next YYYY-MM-DD= 2016-04-13
| Next YYYY-MM-DD= 2016-04-19
| YYYY=2016
}}
}}
== Attendance ==
== Attendance ==
* Board Members
* Board Members
**
** Justin
** Michael
** Simon
** Lyn
** Jenni
** Dave
* Other Members
* Other Members
**
** Andrew C.
== Agenda ==
== Agenda ==
* Check talk page for board meeting notes, see if any discussion on the agenda took place
* Check talk page for board meeting notes, see if any discussion on the agenda took place
* Consent Agenda
* 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 <s>Baker</s> Gutkowsky''
* Committee Reports
* Committee Reports
* Read mail
* Read mail
* 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.
**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
====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
** [[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=4407 4407]] Ryan requests spend 2 member points - DONE
** [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4354 4354]] Spend request - DONE
* 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.
* [[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