Board Meeting Notes 2020-09-01

Board Meeting Minutes
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Attendees

Aushra; Paul; Molly; David E; Tanja; Rob G; Sky

Agenda & Minutes

1. Discuss & Approve previous board meeting minutes - passed

2. Member Count & Financials

439 members

Savings: $114,162.87

Checking: $17,436

PayPal: $13,907.98

PEX: $19,652.00

3. Mail Check

   a. lot of personal mail for member Bao Nguyen. Rob to contact him and ask him to cease. 

4. Votes

   a. WILD role for Kathryn Born - PASSED
   b. Member points for Will Coffin for helping out with shop bot repairs. - PASSED

5. Officer & Team Lead Updates

   a. CTO (Sky)
       - Working on a proposal for Wild Apricot replacement. Proposal to be provided to Board on 9/8. 
       - Will get Aushra access to PEX account.
   b. Treasury
       - 2019 taxes almost done. Was waiting on final credit card account balance (Aushra sent on 9/1).
       - Budget report still pending. Will use Quickbooks + PowerBI for the report. In future, set up reporting dashboard in Quickbooks.
   c. MMT
       - Working on orientation slides. Board will provide guidance on end-to-end process & help finish deliverables. Aushra, Molly & Rob to provide help from Board.
   d. GenOps
       - Storage space audit almost complete. 
       - Exterminator follow-up visit: Scheduling error on exterminator's end caused them to come a day early, therefore Rob nor Andrew were there to meet them. They say an "employee" let them in (i.e. a member let them in) to perform the pre-paid follow-up appointment. We have no way to verify what was done or if anything was done. We will not be using Superior Pest Solutions moving forward.

6. Updates from outside board meetings

   a. 1 application received for 3D printing area co-host (authorizations). Will close applications for 3D printing co-host by 9/8. 
   

7. Discussion topics (new & ongoing)

   a. Member Onboarding Experience changes & RFID Access Control System
       - New member onboarding experience has been mapped. Need to check with Ron on technical feasibility. New process includes an "essentials" document that is signed (waiver forever) after the general member waiver is signed. 
   b. ~70 members with no waiver in Waiver Forever. Will set timeline for disabling fobs for members not signing. 
   c. HVAC update
       - Aushra sent in needed forms to insurance adjustor, including copy of lease and cost estimate for work to repair storm damaged HVAC. 
   e. Tanya Pietrkowski (Director of Development at CARPLS) suggestions / meeting with DRC / DRC document update
       - Tanya Pietrkowski spoke with the board members and provided suggestions for us, which Aushra shared with the entire board. Next steps: Contact and possibly arrange for consultation with Executive Service Corps and Lawyers Committee for the Arts
   f. Need to ensure members are getting responded to & assisted with authorizations in a timely manner.