Board Meeting Notes 2010-10-30

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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:
      1. Get PO Box on website (Far)
      2. Send members a finances update. (Step)
      3. Board Discussion: Members can apply 1/4 of class income directly towards their own dues.
      4. E-bay sell stuff via Dan/Etc (Jack)
      5. Add to Events Coord job job list "Write thank you notes to people that run classes/events."
      6. Board & Officer snack/dinner (Far)
      7. Collect Phone/addresses for hive members (Far)
      8. Ping Chris on monthly update email (Jordan)
      9. Work on Annual Report. Due date is Feb. 15 2011 (Steph, Jordan to help)
      10. Hire a Part Time Comptroller for a 2010 wrap-up one-shot review. (Steph)
      11. Make a Blog post about the board meeting (Jordan)
      12. Note to Offices about doing elections (Far)
      13. 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)