Board Meeting Notes 2016-04-05

Board Meeting Minutes
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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 Baker Gutkowsky
• 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?
    1. 4214 Trouble Accessing Member Site
• 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?

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

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

• 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.

• 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
  • [4385] Jason requests spend the rest of his points - ?
  • [4407] Ryan requests spend 2 member points - DONE
  • [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.
• [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