Board Meeting Notes 2016-04-05: Difference between revisions

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 == Attendance ==
 * Board Members
-**
+** Justin
+** Michael
+** Simon
+** Lyn
+** Jenni
+** Dave
 * Other Members
-**
+** Andrew C.
 == Agenda ==
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 **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.
-**T ake some action forward regarding securing the PS1 premises so that we can provide personalized access to the space.  Features by priority:
+**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
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 **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 AD
+**Member status needs to trigger change in Access Directory
 **Ally Skills Workshop in June
 ***Organizer charges fees to attendees?
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 == Minutes ==
 === Discussion on previous minutes ===
 === Consent Agenda ===
+* Passes unanimously
 === Committee Reports ===
 Reports from [[Committees]]
+* Space Committee is getting comments, considering combining into a proposed master plan
+** Not sure what voting plan would be
+* Safety committee
+**
+* 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
+* ATM card for Brian
+** Simon will hold onto card until he sees them
 === Financial Report ===
-* '''Chase Checking:'''
+* '''Chase Checking:''' 42,248.04
-* '''Chase Savings:'''
+* '''Chase Savings:''' $73,647.15
-* '''PEX:'''
+* '''PEX:''' $15,665.86
-* '''PayPal:'''
+* '''PayPal:''' $3297.07
 === Membership Report ===
-* '''Starving Hackers:'''
+* '''Starving Hackers:''' 280
-* '''Full Members:'''
+* '''Full Members:''' 112
-* '''Total Members:'''
+* '''Total Members:''' 392
-* '''Quorum:'''
+* '''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, and tools more likely to be available on weekends and nights
+* Too busy
+*
 === RT ===
+* 4214 - Simon to handle
+* 4086 - curious to get an update on getting our share of the 2015 property tax bill
+* 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 points
 === 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.
+**All
+====Interim donation receipt process====
+* We have a letter and a receipt
+* Michael made a
+* 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 have to issue receipts for Paypal donations (e.g. friends of)
+** Use the current letter and receipt for the time being
+** Ask people to email info@ if they have a donation
+====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
+====Centralized Secure Repository====
+* Do we need a more formal HR system?
+** Joining the board gives access to all documents in the drive
+** Could restrict documents to a subset of the board
+** Would be good to have a better system of organizing HR issues
+** Keep one file that clearly says confidential
+** Have a Confidential folder with files with names of people involved in title
+** 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)
+** 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
+* Have
 === 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
-====To Do====
+====Old To Do====
-*Justin to ask lawyers for an opinion on ADA compliance
+*Justin to ask lawyers for an opinion on ADA compliance - still to do
-*Justin to write a new check to Adams Refrigeration
+*Justin to write a new check to Adams Refrigeration - Done
-* Michael to talk to Jennie about donation forms
+* Michael to talk to Jennie about donation forms - Done
-* Michael to share information about liability coverage to Director's Google Drive
+* Michael to share information about liability coverage to Director's Google Drive -
 * Michael to handle member point spend requests
 ** [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4385 4385]] Jason requests spend the rest of his points - ?
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 * Ray to order business cards
 * Ask Dave to add a new status to member payment queue for Paypal suspended payment cases
-* [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4350 RT4350]] Jennie to reply (and include Ray's contact)
+** Discussed on directors email list
+* [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4350 RT4350]] Jennie to reply (and include Ray's contact) - DONE
 == Votes ==