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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
=== Consent Agenda ===
=== Consent Agenda ===
* Passes unanimously
* Passes unanimously
* Michael took care of the consent agenda items
=== Committee Reports ===
=== Committee Reports ===
* Space Committee is getting comments, considering combining into a proposed master plan
* Space Committee is getting comments, considering combining into a proposed master plan
** Not sure what voting plan would be
** Still working on voting plan
* Safety committee
* Safety committee
**
** Still waiting on news
* Bylaws committee
* Bylaws committee
* IRS revoked our 501(c)3 status, effective May 2015
* IRS revoked our 501(c)3 status, effective May 2015
** Justin will follow up on IRS letter with lawyer
** Justin will follow up on IRS letter with lawyer
* ATM card for Brian
* Debiit card for Brian arrived from Chase
** Simon will hold onto card until he sees them
** 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 Savings:''' $73,647.15
* '''Chase Savings:''' $73,647.15
* '''PEX:''' $15,665.86
* '''PEX:''' $15,665.86
* '''PayPal:''' $3297.07
* '''PayPal:''' $3,297.07
=== Membership Report ===
=== Membership Report ===
=== Transactions ===
=== Transactions ===
* Chase -
* Chase:
** Transferred in $10,000, paid gas, comed, cleaners, refrigeration, Adobe, garbage,
** Transferred in $10,000, paid gas, comed, cleaners, refrigeration, Adobe, garbage,
** Errant rent payment
** Errant rent payment
=== Member Leaving Reason Reports ===
=== Member Leaving Reason Reports ===
* Joined catalyze due to location, and tools more likely to be available on weekends and nights
* Joined catalyze due to location / travel time, and tools more likely to be available on weekends and nights
* Too busy
* Too busy
*
* In transition between employment and education
=== RT ===
=== RT ===
* 4214 - Simon to handle
* 4214 - Simon to handle
* 4086 - curious to get an update on getting our share of the 2015 property tax bill
* 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
* 4482 - member point for Lyn for organizing party - Passes unanimously with one abstain
* 4480 - member point for Dave - passes unanimously
* 4480 - member point for Dave - passes unanimously
** Michael to handle the member points
** Michael to handle the member point requests (4482, 4480)
=== New Business ===
=== New Business ===
**Add some operable windows.
**Add some operable windows.
**All
* 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====
====Interim donation receipt process====
* We have a letter and a receipt
* We have an acknowledgement letter and a receipt form
* School factory has an online submission form for people to submit details of their donation
* 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
** This would keep track and takes some of the burden off of us
** We also have to issue receipts for Paypal donations (e.g. friends of)
** 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
** Use the current letter and receipt for the time being
** Ask people to email info@ if they have a donation
** Ask people to email info@ if they have a donation
** If we need more process, we can develop from there
** More reliable RFID system
** More reliable RFID system
* Jonathan Bisson is working on individualized access controls
* 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====
====Centralized Secure Repository====
* Do we need a more formal HR system?
* 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
** Joining the board gives access to all documents in the drive
** Could restrict documents to a subset of the board
** Could restrict documents to a subset of the board
** Would be good to have a better system of organizing HR issues
** 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
** Keep one file that clearly says confidential
** Have a Confidential folder with files with names of people involved in title
** 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
** Include description of our system when we train next board
====Paypal====
====Paypal====
*PayPal - upgrade to PayPal Payments Pro - $40/mo, allows for management of subscription profiles (critical for reactivating suspended subscriptions)
*PayPal - upgrade to PayPal Payments Pro - $40/mo, allows for management of subscription profiles (critical for reactivating suspended subscriptions)
** Unanimously passes spending for this.
** 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)
*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.
** Sounds like Brian is working on this.
====Party expenses====
====Party expenses====
Party expenses were $268.25
* Party expenses were $268.25
* Have
* Lyn will post party receipts to RT for reimbursement
* 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
** Discussed on directors email list
** 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
* [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4350 RT4350]] Jennie to reply (and include Ray's contact) - DONE
== Votes ==
====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