Board Meeting Notes 2025-11-18

Board Meeting Minutes
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Meeting Start:

Attendance

• Board Members
  • James
  • Ian
  • Nick
  • Uwe
  • Peter
  • Donzell

• Other Members

Agenda

• Consent Agenda
• Committee Reports
• Read mail
• Financial/membership report
• Review the PayPal and banking transactions
• Member leaving reason reports
• Check Freshdesk queue
• New business
• Old business

Minutes

Committee Reports

Reports from Committees

Financial Report

• Chase Checking: 263,351.92
• Chase Savings: 10,016.79
• PEX:
• PayPal:
• Building Fund: $225,000
• Contingency Fund: $40,000
  • note that the Building and Contingency funds are within the bank accounts, not separate from them
• Available for Votes:
  • note that as of 9/2/2025, this is calculated as (Checking + Savings) - (Building Fund + Contingency Fund)
  • note that due to the accelerated closing on the building 12/1, the board would not actually spend any money on votes right now

Membership Report

• Number of Members: 717
• Quorum: 72

Freshdesk

Login link: https://pumpingstationone.freshdesk.com

New Business

• Building purchase stuff
  • Any update re: closing?
    • Carl to talk to Kevin tomorrow, will ask for quote of final expenses at closing, etc
    • We need to get info for the wire transfer several days in advance and set this up at the bank
  • Property taxes
    • Previously folks have stated that this years taxes are paid, and next payment is $30k due in January - Nick says Cook County website says $15k due in December.
    • There is a bunch of disorganized discussion about this, but ultimately it is all meaningless until we see something from the title company
  • Board vote to spend contingency fund
    • Vote passes
• 2026 Budget
  • Locke sent an email to the board about the budget vote he is planning to run
    • It is a Q1 budget for area upkeep (no capital expenses) and an annual budget for admin/facility expenses
    • He has reached out to the area hosts 3 times via email and discord, if they do not respond they won't be part of this budget vote
    • Vote planned to run in the first week of December
    • Carl says that 0 budget would make things difficult, and suggests giving them a small amount if they don't answer
    • Books wants to include some club spending in this vote

Votes

• BoD votes to authorize spending the contingency fund created in the 2025 budget vote
  • Vote passes unanimously
• BoD votes to check the cameras 11/12 to find Wingates hoodie
  • The vote fails