Board Meeting Notes 2020-09-15

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Board Meeting Minutes
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Attendees

Aushra; Rob G; Tanja; Paul; Andrew Morris; Sky; David E., Molly; Ed; Anthony Sontag; Kevin; Carl


Agenda

1. Discuss & Approve previous board meeting minutes

- approved


2. Member Count & Financials

- 448 members

- Savings: $114,162.87

- Checking: $22,632.49

- PayPal: $15,129.53

- PEX: $19,652.00


3. Mail Check

- nothing important received


4. Votes

- nothing to vote on


5. Officer & Team Lead Updates

Sky (CTO): 

   a. Active Directory infrastructure migrated to new server last weekend. Member-facing items complete. Validating WA2AD sync is still working + rest targeting complete by EOW.

   b. WA replacement: working to find another competitor to Salesforce.


Kevin (MMT): 

   a. Team met on Thursday to work on new orientation. Should be under 30 mins, plus another 5-10 mins for quiz. Kevin to send out latest version of copy for review. Should be ready for user testing in ~2 weeks. Andrew to let Board know if he needs help.

Andrew Morris (GenOps): 

   a. Insurance adjustor meeting for HVAC storm damage: Adjustor was interested in water damage to space, including our basement (!). Need to ensure adjustor has all correct information regarding our claim.

   b. Need extension ladder to reach roof. David E indicates a member donated a ladder that may reach the roof. It's in the woodshop. Andrew to check to see if it works or we need to buy a new one (estimate: $300-400).

Carl (Treasurer): 

   a. Carl reviewed tax documents - they looked good to him. Carl emailed the accountant to determine next steps.


6. Updates from outside board meetings

   a. Board met with tech team to get update on Wild Apricot replacement planning. Research into options still ongoing. Expecting project to take ~1 year. 

   b. Sam (Sammy) Donohue voted in by board as new 3D Printing Area Co-Host, Authorizations

   c. New member onboarding experience: the new flow is almost complete. MMT almost done with first iteration of new orientation. Members will also be required to read & sign a waiver when joining (as they do today), and read & sign an essentials form, finally followed by a mandatory orientation all before being able to gain access to PS1.

   d. New volunteer expectations form has been created in Waiver Forever. May need some tweaks to make the expectations more inclusive of expectations of Board members. All volunteers, including board members, to sign once document finalized.

   e. Aushra & David met with Nathan and Donzell re: scholarships. Modifications to be made to Scholarships Policy. Nathan has created marketing brochure for PS1 scholarships. Will not seek to make a big marketing push around Scholarships due to COVID, but scholarship applications are still being taken and we do encourage members to recommend to people that they know fairly well and can personally vouch for. Marketing plan will be created and executed as COVID situation improves.


7. Discussion Topics (new & existing)

   a. Update on new member sign-up experience
       i. Update on Rob's discussion with Ron
           - Met with Ron and new member & web dev Illya on Saturday. Reviewed flow. Agreed that we need to get away from Zapier and cron job scripts wherever possible. Rob to update flow based on discussion & sync with Sky on creating public URL for interfacing with 3rd party APIs. 
      ii. Update on essentials form
           - Currently taking content suggestions from the Board through Friday.

   b. Review current state of DRC process update proposal
           - Board to create plan for engaging DRC for feedback

   c. Discuss updates regarding tracking of banned members
           - Currently, we're required to track banned members in our member management system (Wild Apricot). WA system sent an email intended for members only that also included banned members. Not sure why this happened - had poor customer service from Wild Apricot. So, we don't want to keep banned members in current WA configuration. Board to discuss process w/ DRC & MMT to refine approach. 

   d. Discuss potential for making member meetings & new member tours less frequent
           - Decided against doing either of these. Board members offered to help run member meetings and tours. Will remain weekly.
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