Directors Meeting - 2013-07-29

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Directors meeting minutes for July 29th, 2013 at
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Contents

Board of Directors Meeting Minutes

Date: Monday, July 29th, 2013

Attendance: Justin, Brian M (guest), Nigel, Mike M, Adam, Tim (staff).

Agenda

Committee Reports

Financial (Justin): -$4000 deficit, beating projection of -$12000. Allows discussion of bonuses and wheelchair access. Received a significant sale in bitcoin.
Intergalactic (Nigel): Spent a couple of days in Portland. Spoke to Richard, one of the directors (non-board). Five or six times bigger in terms of staff and overall space. Donors are given an idea of the expense of recycling, given tax receipt for cash equivalent as well as for cash itself. Responsible for large portion of cashflow. Donations/hard drives go to a caged area! Gives peace of mind for large corporate/organizational donors. They are selling Mac hardware with OSX. Wages are no longer uniform. A lot of interesting project development going on. Very good team of people down there!

Credit Card Application

Justin: Staff has requested a company credit card. Got the application forms -- it would now need to have one person's name on it, who would be responsible co-signer with FGV. Talked about moving to paypal, set-up prepaid bills etc. Went ahead with large order of USB sticks though staff had to use their own credit. John Whistler earlier in the year said that we need certain controls in place for this. Could also have a prepaid card or paypal. Both of the latter entail higher fees. Therefore in order to do this, it would require a member of staff to co-sign. Commit: Justin will present to staff.

AGM

Date set (see monthly meeting). Still need to establish place, and registry of members. 1. Signs need to be put up about AGM. Tim commits. Justin commits to informing general mailing list. 2. Place. Mac will email Chris/Scott to nail down place. 3. Mailing list + physical notice will suffice.

Directors Terms

Change was ratified at the monthly general meeting.

Lawyer

Brian recommends LSLAP for a lawyer re: directors terms, USB keys to volunteers (material benefits), what is safe legally? And legal opinion re:charitable foundation. Justin would prefer to go with a sole professional to develop an ongoing relationship. Justin will contact LSLAP and get candidates for the board to consider.

Proposal from Robotic society

HR

Had a problem with the CSJ internship. One of the interns did not meet the criteria for CSJ funding. Various ideas discussed about how to improve on this in future. Also forged an important alliance with local NGO in which the vast majority of another intern's paycheque is covered externally.

Next Board of Directors Meeting

Date: Monday, August 26th, 2013

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