View source for Board Meeting Notes 2010-10-30

Attending: Steph, Far, Jack, Jordan,
Not Attending: Adam E.
= Officer Reports =
* 1.1 Quartermaster - Brendan[]
** No Update as of the meeting, but some clear visible changes around the space and it's layout.
* 1.2 Book Keeper
** Below update is from Adam
** assumed responsibilities of record keeping after philip resigned
** created Venmo account and spoke with their bizdev dude about joint projects. we currently have a merchant account with a transaction charge of 3.5%. hoping to improve this, but it's no worse than other processing providers. plan to test payments manually for November
** updated existing transaction/membership form to allow for interaction from custom scripts, allowing us to charge dues automatically and have a single point where anyone can view current membership status.
** contacted deadbeat members about paying dues. 2 still outstanding, will be terminated on 10/31.
* 1.3 Chief Technological Officer (CTO) - Adam K.
** moved callbox/asterisk system to managed colo system. seems to be functioning
** repaired the makerbot twice. supposedly needs repaired again.
** evaluated web-based accounting systems. project on hold while we evaluate payment vendors
** created scripts to display up-to-date membership dues and facilitate manual charges, integrates with existing google doc and venmo
* 1.4 Secretary - Chris T.
** No Update as of the meeting
* 1.5 Instigator - Far
** email update, some info
* 1.6 Events Coordinator - Jack Zylkin
** Not much to report, no info on those events.  Events are happening once in a while on their own.
= Finances update =
** Talked about financial status. Brainstormed some ideas for incentives
people for running classes, and for getting stuff on ebay.
= Annual Report =
** Report of a year of events, required for a 501(C)3 . 10+ pages of budget, events, projects, accomplishments, etc.  Steph is interested in writing an Annual Report, and would like some help doing it.
= Officer Status =
** Bookkeeper
*** Trouble getting bookkeeper. Bookkeepers, A big part of the solution is to automate the system.  Discussion of Automation, probably part of the solution.
*** Solution looks to be automation, and simplifying the system. Get a comptroller for a 2010 wrap up.  Jack offered to help with bookkeeping starting now, to get up to speed.
** Instigator
*** A little burnt out, a little frustrated.  Need to take a break and do some projects instead of management, etc.  Job is a bit bigger/complex than expected, and is taking a lot of time. Expected continued involvement, but not as instigator for a while.
= Elections of Officers/Board =
** Suggest to Management Run election for Bookkeeper/Instigator ASAP
** Bylaws are unclear on board terms although it was clear from discussion/planning* it should be a 2 year term. Bylaws were updated to reflect this intent.**
       * http://wiki.hive76.org/Board_of_Directors
       ** http://wiki.hive76.org/Bylaws#Section_4:_Elections
=  What's up for 2011? =
How do we make more stuff for 2011? What should we do?  How do we get members psyched up for 2010 stuff?  Basic Skills Classes?  As a member driven group, it's based on member wants/needs/desires. How do we get members excited for cool events.
= General Activity Levels =
** This was covered a lot by the 2011 topic.
** General Tasks:
*** Electronics Waste Bucket/Pike/Shelf (Jack)
** Board Tasks:
### Get PO Box on website (Far)
### Send members a finances update. (Step)
### Board Discussion:  Members can apply 1/4 of class income directly towards their own dues.
### E-bay sell stuff via Dan/Etc (Jack)
### Add to Events Coord job job  list "Write thank you notes to people that run classes/events."
### Board & Officer snack/dinner (Far)
### Collect Phone/addresses for hive members (Far)
### Ping Chris on monthly update email (Jordan)
### Work on Annual Report. Due date is Feb. 15 2011 (Steph, Jordan to help)
### Hire a Part Time Comptroller for a 2010 wrap-up one-shot review. (Steph)
### Make a Blog post about the board meeting (Jordan)
### Note to Offices about doing elections (Far)
### Write an email to Georgia (of the Hacktory) to invite the two boards/officers to meet in Jan. to  talk about what the two groups can do to work together. (Steph)