Minutes:09 JAN 2019 Board Meeting Agenda

- Meeting attendees: Laria, Craig, Jacob, Esty, Mike, James, Nate, Corey

- Meeting started at: 19:02

- Meeting ended at: 20:25

Board Meeting Protocol

* Standing Committee Reports - Individual Updates by Assigned Director/Officer presented in the time allotted.

* Officer Reports - as needed

* Open Time: For anyone to bring anything up to the Board. If the Board agrees the item requires action, it will be put into New Business and addressed at the end of the meeting.

(15m) Open For All

• All Are Worthy. All Are Welcome.

Governance - Craig

(see Craig's action items)

Finance - Mike

New Updates:

• We're looking into accounting software
• We're looking into taxes and tax software

Nate says we don't need a tax person or tax software - just use the form 990N and 990EZ.

• Policy updates for non-recurring expenses

No objections

• Policy updates for class costs

Look through the minutes and see

• Setting up autopay for rackspace and oxford

Mike and Laria need to go to the bank

• Huron Valley Payment

Laria is going to take care of this

Prior Updates (status):

• Working on invoicing Nostrum and BYB

BYB is current, Nostrum is a little more complex. It's being worked on.

• Getting debit card activated

Debit card is activated, we need another one.

• Need to setup autopay on acd.net, meetup, and dte

DTE is good, meetup needs to be fixed, and ACD is having problems with address verification

Fundraising - Sarah

• Need to have Laria take over Sarah's responsibilities until a replacement can be appointed.

Officer Status Reports

• President (Craig) - people knock on the windows to say hi to craig
• Vice President (Laria)
• Secretary (James)
• Treasurer (Mike)
• Shop Manager (Laria)
• Sysop (Nate)

Previous Action Items

• Mike G. will contact Merit about Fiber

Waiting on further updates

• Craig & Laria will activate the debit card (there's a pin problem)

Is activated.

• Craig will follow up with Nate about replacing the online membership form with an invitation to come in

Link is removed - Nate will look into having the form email board@allhandsactive.org

• Mike & James will measure the classroom and annex and figure out how much the annex costs us

Things have been measured, but we need to calculate the cost.

• Craig will post some fridge signs and start cleaning the fridge regularly

Fridge was cleaned, signs aren't posted, but will be.

• Update on the status of email transition next meeting (James & Nate)

Still waiting on finances and we need to deal with sarah's email

• Create a few signs that let people know there is a harassment policy and where it's at (Mike Z.)

Pushing that forward.

• Add the handicap accessibility info to the site and facebook page (Nate)

Added to site, couldn't add it to facebook

• Report back with a camera policy proposal (Craig, Laria, Mike G., Dustin)

Still waiting, no meeting yet.

• Coordinate with Nate on communications responsibilities (Sarah)

Sarah is not doing this anymore, James will step in.

• Contact prior board and see if any membership/liability forms are in their possession (James)

Some old membership forms were destroyed, maybe for active members. We're going to have to get things up to date.

• Craig will add notes about finding a non-profit lawyer to the board site

Pushing forward to next meeting

• James will ask for bylaw proposals from members

Done today.

• James will notify Esty of the next board meeting date and that we're looking for some representatives to come.

Done.

• Sarah will chair an adhoc safety committee and invite members

Craig, Laria and Corey will participate. I'll post on the membership list about it.

• Craig will take the sink to the membership list

The sink was just purchased. Members were not consulted. Craig is getting plumbing quotes.

• Report back with a camera policy proposal (Craig, Laria, Mike G., Dustin) - defer for another month, a meeting will take place before the next board meeting

Still needs to be done.

General Agenda Items

• Sarah's resignation - what action items?

Craig will post about Sarah's replacement to the list

• Nest accounts owner/payment (James)

Discussed.

• Powerwheels car (Esty)

Esty will send the agreement and we'll review it again in January of 2020.

• Check camera footage from yesterday (was someone napping in the space?)

Zandi, Craig and Laria will check and report

• Permanent Hate Free Sign

Member project

• Harassment Policy Update (hate symbols)

James will review the policy and add the proper language

• Membership Card Process (review and post to wiki)

Board members will review.

• Laser Cutter Class

James will contact Tyler about a class. Mike, Craig, and maybe Kale will work to become teachers.

Action Items

• Contact Greg about a Nest password reset so we can start working on the account (James)
• Log the nest renewal in the calendar (James)
• Send out links to the harassment policy (James)
• Can we decorate/paint the pillar outside of our suite if we return it to neutral - ask oxford (James)