Board Meeting Notes 2016-04-05: Difference between revisions
From Pumping Station One
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=== Consent Agenda === | === Consent Agenda === | ||
* Passes unanimously | * Passes unanimously | ||
* Michael took care of the consent agenda items | |||
=== Committee Reports === | === Committee Reports === | ||
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* Space Committee is getting comments, considering combining into a proposed master plan | * Space Committee is getting comments, considering combining into a proposed master plan | ||
** | ** Still working on voting plan | ||
* Safety committee | * Safety committee | ||
** | ** Still waiting on news | ||
* Bylaws committee | * Bylaws committee | ||
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* IRS revoked our 501(c)3 status, effective May 2015 | * IRS revoked our 501(c)3 status, effective May 2015 | ||
** Justin will follow up on IRS letter with lawyer | ** Justin will follow up on IRS letter with lawyer | ||
* | * Debiit card for Brian arrived from Chase | ||
** Simon will hold onto card until he sees | ** 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 === | ||
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* '''Chase Savings:''' $73,647.15 | * '''Chase Savings:''' $73,647.15 | ||
* '''PEX:''' $15,665.86 | * '''PEX:''' $15,665.86 | ||
* '''PayPal:''' $ | * '''PayPal:''' $3,297.07 | ||
=== Membership Report === | === Membership Report === | ||
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=== Transactions === | === Transactions === | ||
* Chase | * Chase: | ||
** Transferred in $10,000, paid gas, comed, cleaners, refrigeration, Adobe, garbage, | ** Transferred in $10,000, paid gas, comed, cleaners, refrigeration, Adobe, garbage, | ||
** Errant rent payment | ** Errant rent payment | ||
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=== Member Leaving Reason Reports === | === Member Leaving Reason Reports === | ||
* Joined catalyze due to location, and tools more likely to be available on weekends and nights | * Joined catalyze due to location / travel time, and tools more likely to be available on weekends and nights | ||
* Too busy | * Too busy | ||
* | * In transition between employment and education | ||
=== RT === | === RT === | ||
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* 4214 - Simon to handle | * 4214 - Simon to handle | ||
* 4086 - curious to get an update on getting our share of the 2015 property tax bill | * 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 | * 4482 - member point for Lyn for organizing party - Passes unanimously with one abstain | ||
* 4480 - member point for Dave - passes unanimously | * 4480 - member point for Dave - passes unanimously | ||
** Michael to handle the member | ** Michael to handle the member point requests (4482, 4480) | ||
=== New Business === | === New Business === | ||
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**Add some operable 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==== | ====Interim donation receipt process==== | ||
* We have | * We have an acknowledgement letter and a receipt form | ||
* School factory has an online submission form for people to submit details of their donation | * 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 | ** This would keep track and takes some of the burden off of us | ||
** We also | ** 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 | ** Use the current letter and receipt for the time being | ||
** Ask people to email info@ if they have a donation | ** Ask people to email info@ if they have a donation | ||
** If we need more process, we can develop from there | |||
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** More reliable RFID system | ** More reliable RFID system | ||
* Jonathan Bisson is working on individualized access controls | * 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==== | ====Centralized Secure Repository==== | ||
* Do we need a more formal HR system? | * 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 | ** Joining the board gives access to all documents in the drive | ||
** Could restrict documents to a subset of the board | ** 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 | ** Keep one file that clearly says confidential | ||
** Have a Confidential folder with files with names of people involved | ** 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 | ** Include description of our system when we train next board | ||
====Paypal==== | ====Paypal==== | ||
*PayPal - upgrade to PayPal Payments Pro - $40/mo, allows for management of subscription profiles (critical for reactivating suspended subscriptions) | *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) | *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. | ** Sounds like Brian is working on this. | ||
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====Party expenses==== | ====Party expenses==== | ||
Party expenses were $268.25 | * Party expenses were $268.25 | ||
* | * Lyn will post party receipts to RT for reimbursement | ||
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* Brian will contact insurance company to get a quote to cover identified assets (~122K) | * 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 | * Ask Dave to add a new status to member payment queue for Paypal suspended payment cases - RESOLVED | ||
** Discussed on directors email list | ** 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 | * [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4350 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 | |||
