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| {{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 |
| }} | | }} |
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| == Attendance == | | == Attendance == |
| * Board Members | | * Board Members |
− | **Justin Conroy | + | ** Justin |
− | ** Lyn Cole | + | ** Michael |
− | ** Michael Skilton | + | ** Simon |
− | ** Simon Pyle | + | ** Lyn |
| + | ** Jenni |
| + | ** Dave |
| | | |
| * Other Members | | * Other Members |
− | ** | + | ** Andrew C. |
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| == Agenda == | | == Agenda == |
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| * 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 |
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| * 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 |
− | ** 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. |
| + | **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? |
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| == Minutes == | | == Minutes == |
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| === Discussion on previous minutes === | | === Discussion on previous minutes === |
− | * N/A
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− | * Previous meeting minutes approved unaninmously
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| === Consent Agenda === | | === Consent Agenda === |
| + | * Passes unanimously |
| + | * Michael took care of the consent agenda items |
| | | |
| === Committee Reports === | | === Committee Reports === |
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| Reports from [[Committees]] | | Reports from [[Committees]] |
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− | ====Space Committee====
| + | * Space Committee is getting comments, considering combining into a proposed master plan |
− | * Working on three proposals | + | ** Still working on voting plan |
− | ** Considering wall moves
| + | |
− | * Not recommending adding new area hosts | + | * Safety committee |
− | * Everett meeting with Maria to make changes | + | ** Still waiting on news |
− | * Three plans to be presented by end of March to membership | + | |
− | * Currently ~$15,000 cost for buildout
| + | * Bylaws committee |
− | * How will the vote to run? | + | ** Read through bylaws and took notes on clarity |
− | ** Ranked choice voting, two rounds, or something else | + | ** Comparing current bylaws to 2013 bylaws |
− | * Suggestions: longer than a week for review of plans | |
| | | |
− | ====Safety Committee===
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− | * Waiting for a lease date
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− | * "Landlord works addendum" - items we need the landlord to fix
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− | ** Needs to be updated in current lease draft
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− | ====Bylaws Committee====
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− | * Formed but not yet met
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| | | |
| === Mail === | | === Mail === |
− | * Letter from the IRS | + | * IRS revoked our 501(c)3 status, effective May 2015 |
− | ** '''We got 501(c)3 status!''' Thanks to everybody who worked towards making this happen.
| + | ** Justin will follow up on IRS letter with lawyer |
− | * Returned check from Adams Refrigeration | + | * Debiit card for Brian arrived from Chase |
− | ** Justin to write a new check to Adams Refrigeration | + | ** 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:''' $48,412.35 | + | * '''Chase Checking:''' 42,248.04 |
− | * '''Chase Savings:''' $73,644.66 | + | * '''Chase Savings:''' $73,647.15 |
− | * '''PEX:''' $1,727.12 | + | * '''PEX:''' $15,665.86 |
− | * '''PayPal:''' $2,537.24 | + | * '''PayPal:''' $3,297.07 |
− | | |
− | * No transactions in quickbooks other than Paypal since the last meeting
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| === Membership Report === | | === Membership Report === |
− | * '''Starving Hackers:''' 271 | + | * '''Starving Hackers:''' 280 |
| * '''Full Members:''' 112 | | * '''Full Members:''' 112 |
− | * '''Total Members:''' 383 | + | * '''Total Members:''' 392 |
| * '''Quorum:''' 38 | | * '''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 === |
− | (Covers past 4 weeks)
| + | * Joined catalyze due to location / travel time, and tools more likely to be available on weekends and nights |
− | * Didn't take advantage of the space, didn't have a project | |
− | * Negativity towards people who are not authorized on equipment
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− | * Live in Libertyville, drive was difficult; difficult to get trained on laser & makerbot
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− | * Moved away
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| * Too busy | | * Too busy |
− | * Didn't have need for tools, would have liked to have more table workspace | + | * In transition between employment and education |
− | * Moving to Evanston, saving money
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− | * Lives far away. ID check was annoying - took 4 trips. Too many places to check for authorization information.
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− | * Didn't visit often enough, not enough free time
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− | * Can we share member leaving reports in a way outside of the meeting? | + | === 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. |
| + | |
| + | * 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 |
| | | |
− | === RT ===
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− | =====Member Point Requests====
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− | * [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4405 4405] Ryan requests points for 3 blog posts and office hours with 7 attendees
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− | ** Vote to grant 4 points
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− | * [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4397 4397]] Jesse requests member points
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− | ** 2 points
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− | * [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4362 4362]] Anna requests point for Jason
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− | ** 1 point
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− | * [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4361 4361]] Ray requests point for laser authorization
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− | ** 1 point
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− | * Vote for all member points passes unanimously | + | ====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 |
| | | |
− | * Side note: our budget for member point is 4 per meeting | + | ====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 |
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− | * [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4407 4407]] Ryan requests spend 2 member points
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− | * [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4385 4385]] Jason requests spend the rest of his points
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− | * [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4354 4354]] Spend request
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− | ** Michael to handle spend requests
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| | | |
− | Member spend point process:
| + | ====Paypal==== |
− | * Make a comment approving the point. Make a note in the ticket of whether you updated the member point balance on the member site. Add it to the Treasury queue, and Brian will handle it from there. | + | *PayPal - upgrade to PayPal Payments Pro - $40/mo, allows for management of subscription profiles (critical for reactivating suspended subscriptions) |
− | ** Michael to handle member point spend requests | + | ** 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 |
| | | |
− | === New Business === | + | ====Ally Skills Workshop==== |
− | ====ADA Compliance====
| + | * Potential for having Ally Workshop at PS1 |
− | * Space planning committee has asked us to seek professional opinion about what ADA regulations we may need to comply with | + | * She charges for the workshop - ask for a member discount |
− | ** Ask our current attorneys? | + | * Possibility of writing a vote to have PS1 subsidize |
− | ** Maybe the landlords can
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− | ** Justin to ask lawyers for an opinion on ADA compliance | |
| | | |
| + | ====Party expenses==== |
| + | * Party expenses were $268.25 |
| + | * Lyn will post party receipts to RT for reimbursement |
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− | * Michael to talk to Jennie about donation forms
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− |
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− | ====Open Suspended Payment Tickets====
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− | * New status on member payment queue - for tickets that we need to followup on in the near future
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− | ** Ask Dave to add a new status
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| === Old Business === | | === Old Business === |
− | ====Liability Coverage==== | + | ==== Abby electrical bill status==== |
− | * Michael to share information about liability coverage to Director's Google Drive | + | * We are owed money |
− | * We have about $77,850 of coverage | + | * What's the status? |
− | * Michael has identified roughly $122,000 of assets based on wiki values and receipts | + | * Michael to talk to Tony about the electric bill |
− | * Rough guess of assets is $175,000
| + | * We probably need to read the meter too |
− | * Brian will contact insurance company to get a quote
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| | | |
− | ** Michael has a number of locks with similar keys
| + | ====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 | | * 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==== |
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− | == Votes ==
| + | * 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 |