Board Meeting Notes 2016-05-03
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Meeting Start:
Attendance
- Board Members
- Justin
- Ray
- Michael
- Lyn
- Jennie
- Simon
- Brian
- Dave
- Other Members
Agenda
- Check talk page for board meeting notes, see if any discussion on the agenda took place
- Consent Agenda
- Approve meeting minutes from 2016-04-19
- Committee Reports
- Read mail
- Financial/membership report
- Review the PayPal and banking transactions
- Member leaving reason reports
- Check RT queue
- New business
- Member points for Andrew & Jason. Laser repair, dust collection, air line repair. Requesting 1 each https://rt.pumpingstationone.org/Ticket/Display.html?id=4573
- Chase stuff
- Old business
Old Todos
- Simon will deposit Comed check and let Brian know about the refund - DONE
- Email Brian about tickets 4485 & 4487 because they're not in the treasury queue yet
- Michael to handle member point granting on 4501 and 4424 - DONE
- Email Brian to make sure he saw the [PayPal communication]
- Mark 4511 as resolved - DONE
- Justin to [send a donation thank you letter]
- Michael will follow up with city consultant about business license
- Did more research, continues
- Justin & Michael will create invoice for electrical billing
- To do tonight after the meeting
- Ray to order business cards
- Simon to followup
- Brian will contact insurance company to get a quote to cover identified assets (~122K)
- Simon followup
Minutes
Discussion on previous minutes
Consent Agenda
- Past minutes approved unanimously
Committee Reports
- Space planning committee did not meet
- Lease update - Justin talked to Eric, has been talking about a move-in date
- Bylaws committee
- Almost finished reading bylaws by lawyers and our bylaws, and comparing to Illinois law
Reports from Committees
- Letter from the IRS - re: April 12 tax exempt status inquiry
- Reconfirmation that we do indeed have tax exempt status
Financial Report
- Chase Checking: $48,649.37
- Chase Savings: $73,649.48
- PEX: $13,847.39
- PayPal:$8,890.29
Membership Report
- Starving Hackers: 290
- Full Members: 117
- Total Members: 407
- Quorum: 39
Review Transactions Since Last Board Meeting
- Flying Broomstick
- Quickbooks
- Comed
- WM Internet
- Rent
- Adobe
- People's Gas
- Need to ask Area Hosts to send in receipts
- Justin will email area hosts to ask them to send in receipts
Member Leaving Reason Reports
- Got too busy, never used the space, will rejoin later
- Not enough time due to job and life
RT
New Business
- [[https://rt.pumpingstationone.org/Ticket/Display.html?id=4573 | Requesting member points for Andrew & Jason for laser maintenance
- Andrew can't get member points for doing responsibilities under CNC area host
- But he's also been super helpful and done work above and beyond, such as the dust collector upgrade that deserves a member point
- All voted in favor of member points for Jason & Andrew
- Jennie will grant Andrew and Jason member points and handle member point spending
- Michael will spend a member point for Jason
Chase
- Justin got ACH sorted out - hooray!
- We no longer will be paying double rent or ACH fees. We're one month ahead on rent payments.
- Next time we do a board transition, make sure to cancel all ACH payments before any accounts are canceled
PayPal Update
- Brian is fighting through PayPal customer 'service' to get us the nonprofit paypal transaction rate
- Also working on suspensions:
- PayPal has a plan call PayPal Pro that handles suspensions better. We're not on PayPal Pro; we're grandfathered into an old plan that doesn't exist anymore but also doesn't have this.
- We voted to spend $40/mopnth upgrade to PayPal Pro; but, it may come with a higher processing fee, depending on the nonprofit deal Brian is working
- Brian is continuing to work on this
- Jennie will update the suspension email with instructions to cancel and restart subscription
- Jennie will update the door code email to remind people not to give out the door code
PayPal Chargebacks
- Brian is following up on a member's possible double membership & the chargebacks that resulted
- Does anybody know David Funcheon and whether he had one or two people on his account?
- These notices are only sent to money@
- money@ doesn't forward to anything
- We can see the notices of the chargebacks in the account login screen
CTO update
- Dave will leave outgoing email with Comcast for now, though they throttle outgoing email
- Dave will look for something cheaper than Mandrill and faster/less throttled than Comcast for outgoing email
- Dave is working on expiring logins (computers, rt, wiki, etc.) based on membership status
- Dave working on door code change prep
- Want to check to make sure everybody has an active email in their account
- Would be nice if people could check their current email or update it
Area Host update
- All to take a look at the email/doc Michael sent to send to area hosts and share feedback
Old Business
Extra insurance
- Brian is waiting for an additional quote for insurance for equipment
- Brian will follow up with insurance agent to let them know we're above 400 members
Votes
New Todos and carryovers
- All to take a look at the email/doc Michael sent to send to area hosts and share feedback
- Justin will email area hosts to ask them to send in receipts
- Michael will spend a member point for Jason
- Jennie will grant Andrew and Jason member points and handle member point spending
- Jennie will update the suspension email with instructions to cancel and restart subscription
- Jennie will update the door code email to remind people not to give out the door code
- Brian will contact insurance company to get a quote to cover identified assets (~122K)
- Brian is waiting on the written quote
- Brian will follow up with insurance agent to let them know we're above 400 members
- Brian continues to follow up with PayPal re: upgrade
- Michael will follow up with city consultant about business license
- Did more research these past two week, work continues
- Justin & Michael will create invoice for electrical billing
- To do tonight after the meeting
- Ray to order business cards
- Some are on their way, all should be ready by Saturday