Council Meeting Minutes for November 3, 2009
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Agenda
- Finances
- Lease
- Arts Business Seminar Recap
- Duquesne Law Clinic Update
- Broadley Donations
- Council Nominations
- Art && Code Planning
- Door Update
- Heat Update
- MAC Update
Minutes by Agenda Topic
Finances
- Marty spent some time going through the financial paperwork
- Online banking access is reenabled
- Hacky Halloween money, sticker money, etcetera was deposited
- Approximately two months of operating cash on hand, not including PayPal funds
- Six month memberships are renewing
- The council agrees to pay this month's rent after this meeting
- There are 29 members in good standing
- The council agrees to pay the remaining balance on the improvement loan (bathroom, etcetera) after this meeting
- There are 29 members in good standing
Lease
- The lease was reviewed
- The lease has not changed substantially since it was sent out in September
- It describes the agreement we've been operating under for the last two months
- Rent targets have changed but the lease clearly indicates that they are targets based on membership
- The lease is month-to-month
- The council agrees to sign the lease after this meeting
Arts Business Seminar Recap
- The meeting was illustrative
- It seems unlikely based on the seminar that HackPittsburgh can attain 501(c)(3) status
- The paperwork and overhead appears to be daunting and recurring
- Meeting minutes must be more detailed
- Donations must be meticulously tracked
- The level of formality is much above what we have now
- Insurance can be $5k/year
- The council feels that we don't have the manpower to pursue this right now
- The recommendation of the council is not to pursue 501(c)(3) status
- The recommendation of the council is to pursue some other form of incorporation
- LLC is the fewest hoops and the easiest to maintain
- The recommendation of the council is to take additional steps to ensure membership guidelines, charters, and bylaws are accurate and up-to-date
- Liability was discussed
Duquesne Law Clinic Update
- They want an updated
- They have a meeting set up with Marty on 11/23
- They no longer have an operating agreement with us (Nick signed it)
- They've also lost our paperwork
- They want our proofs of publication
- We need to find out from Nick where it ran (they have one but not the other)
- They want a retainer agreement
- The question of nonprofit vs. LLC will be posed to the membership tomorrow
- Based on the outcome, Marty will meet with the clinic to move forward
- If we choose not to be a nonprofit, we may need a lawyer to handle/manage the paperwork
Broadley Donations
- How do we ensure we make good use of the donations?
- What can we do to give back to the family and ensure that they see that the donation is being put to good use?
- They've requested photos
- They've requested stories about what we're doing
- Suggestion:
- Solicit thank you notes from membership
- Solicit honorarium suggestions from membership
- We need an inventory of what works and what doesn't
- We need to find a place for things
- We need to get things usable
- We need to mark items that are dangerous (e.g. high current power supplies, etcetera)
- They'll straight-up keeeeel you
- These will be topics for the membership meeting tomorrow
- Volunteers will be requested for these tasks
- These will be high-value volunteer opportunities
Council Nominations
- Nominations will be accepted tomorrow
- Nominations will be announced after the meeting via email tomorrow
- Bios will be solicited via info@, then redistributed to the mailing list from info@
- Voting will be at the Sunday meeting
- Email votes to info@ will be accepted until the Saturday before the Sunday meeting
Art && Code Planning
- Marty will pick up the last-minute presenter addition at the airport
- Forest will be a Sunday gopher
Door Update
- The door is almost there
- Mechanics, new knob, and strike plate are in
- Electronics are next
- Enclosure is forthcoming
- Matt will handle card distribution
Heat Update
- It's friggin' cold in here
- Landlord is visiting the PCKIZ on the 13th to discuss heating
- Matt and Marty will discuss with the landlord after tonight's meeting
- Discuss insulation volunteering with membership tomorrow
MAC Update
- Matt Mets has taken up the charge
- No reply from the MAC as of yet
Action Items
Forest:
Blog about the upcoming meeting and all the stuff we have going on right nowDone. Schmarty 15:45, 1 December 2009 (EST)Be a Sunday gopher at Art && CodeDone. Schmarty 15:45, 1 December 2009 (EST)
Marty:
Follow up with Duquesne Law ClinicDone. Details at next council/members meetings. Schmarty 15:45, 1 December 2009 (EST)Discuss heat with landlord tonight- Done. Dale plans to have our heat in in a week or so. Schmarty 09:51, 4 November 2009 (EST)Pick up the last-minute Art && Code presenter on ThursdayWay done. Schmarty 15:45, 1 December 2009 (EST)Set up for RFID card distribution after Art && Code crazinessDone! Schmarty 15:45, 1 December 2009 (EST)
Matt:
Pay the rent- Done. Schmarty 09:51, 4 November 2009 (EST)Pay off the loan- Done. $23 was the final amount and ends our IOU payments. Schmarty 09:51, 4 November 2009 (EST)Sign the lease- Done. Schmarty 09:51, 4 November 2009 (EST)Discuss heat with landlord tonight- Done. See above. Schmarty 09:51, 4 November 2009 (EST)
Jon: