2011-10-04

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Contents

October 4th, 2011

Agenda

  1. Approve draft minutes of the last meeting
  2. Consent Agenda
  3. Officer Reports
    1. President
    2. Vice-President
    3. Treasurer
    4. Secretary
    5. Public Relations
  4. New Business
  5. Old Business
  6. Member Reports
  7. Adjournment

Minutes

Attendance:

  • Alan Dipert
  • Darren Boss
  • Philip Rhodes
  • Drew Nelson
  • Mark Corzine
  • Shaw Terwilliger
  • J.C. Sackett
  • Skippy
  • Lenore Ramm
  • Jeff Crews

Initialization

Consent Agenda

Officer Reports

President
  • I have to schedule our Annual Meeting by November 30th according to our bylaws
    • Proposal to make annual meeting the next board meeting
  • The Annual Meeting is where we elect leadership
  • Nobody has expressed interest in becoming a board member, but some have expressed interest in stepping down
    • We should figure out what we need to do to make board membership more appealing, easier to manage
  • Movie / Cleanup day huge success, no thanks to me!
    • Big ups to Jeff Crews, Phil, and everyone else who showed up and cleaned. Looks amazing!
  • 501c3: in my sights
    • Interested parties, we need to form a hit squad and get crackin'
  • Lease renewal: we need to do it soon (by end of November)
    • 2 year seems to have the most agreeance
Vice-President
Treasurer
  • Paypal balance as of 10/31: $1,322.28 (plus $2,000 in transit to BB&T, hasn't cleared yet)
  • BB&T balance as of 10/31: $653.52
  • Total balance as of 10/31: $3975.80
  • October income:
    • Paypal - $650.75
    • BB&T - $205.00
    • Total: $855.75
  • October expenses:
    • CREH-Snow (rent) - $895.00
    • Premium Assignment (insurance) - $364 (reimbursed to Alan)
    • Receipts submitted by Jeff Crews, for project expenses - $65.04
    • Total: $1324.04

We urgently need to get our 501(c)3 application submitted; this needs to be a top priority for the next couple months, unless we want the IRS to come after us for 2010 taxes. The deadline is end of December, and with the holidays approaching, that's not a ton of time left! I suggest that we clearly identify an individual owner and a working group for this project and create a wiki page with tasks and milestones. Unfortunately, I don't have the bandwidth to lead this project; I'm happy to contribute to it - especially any historical data we need to provide on income / expenses / balances, etc. - but need to know what needs to be done.

(My apologies if that organization / documentation has already been done and I've overlooked it - the Wiki page says it's deprecated but doesn't redirect to whatever replaced it, the working document on Google Docs hasn't been updated in almost a month, and the Trello link in the working doc is 404, so I wasn't sure where else to look.)


We now have a WePay account set up for SplatSpace! I'm still working on how to set up automated recurring payments. One of our members has requested the option for quarterly (advance) payments, which I think is a brilliant idea, so I'll set up options for both monthly and quarterly recurring payments once I figure out how to do recurring payments.

In the meantime, if you'd like to pay manually via WePay, you can go to https://www.wepay.com/donate/266283 and pay via that donate page. The suggested donation is $50 (for one month's dues) although the donate button defaults to $25, so you'll have to edit that manually - I need to check with them and see if I can customize that. It looks like you can pay with a credit card or bank account without creating an account - I didn't actually test that, because I was already logged into my account when I went to the donation page to catch up Mike's & my payments.

If you're comfortable paying from a checking account, that's by far the most cost-effective option - $.50 per transaction, flat rate. The fee for credit card payments is 3.5%, so the WePay fee for a $50 membership payment is the same as PayPal's fee - $1.75 per $50 payment.

My WePay to-do list: ask about fixing the donation default; figure out how to set up automatic billing; set up billing options for monthly and quarterly payments; ask about how to send money internal to WePay (e.g. from one WePay account to another, for reimbursements etc.). Once all those things are done, I believe we'll have full parity with our PayPal functionality and can transition people from one to the other!

Secretary
  • 30 active members
Public Relations

New Business

Old Business

  • 501C status - Has to be done by February [note: that was old deadline when I thought we were incorporated in November. Actual deadline is end of December! - Lisa]. Would like to have it done by the holiday so businesses can donate money.

Member Reports

Drew

Started in on 501c3

  • We may need to change parts of our ByLaws
Jeff

Updates on Mantis PCB mill

Guests

Kristen
  • Asking for volunteers for the Mindstorms robot camp. 9-3. Line following work.
  • Asking for volunteers for Math and Science night

Adjournment

Done.