Monthly Meeting - 2008-12-09
12-Megan, Bernie, Adam, Luke, Alex, Sim, Etie, Eric, Len, Graham, Simon, Steven
- Consensus briefer: ???
- Facilitator: Adam
- Regulator: ???
- Scribe: Megan
- Minutes checker: ???
Nothing to report
- Staff Report:
-Staff have been busy with internal staff reviews, -Holding interviews for Build Coordinator position, should be finished by Friday -Drop offs dry spell, having trouble giving volunteers tasks, focusing on cleaning -Ryan's leaving January 15th
- Financial Report:
Revenue: mostly from printed circuit boards + store 9500 scrap (circuit board + wire) 14300 store revenue, record month
Expenses: stable month 9800 wages 500-600 shipping costs
Total difference: 1400
-last month we were short 3 paycheque month, we made that back +
Assests in the bank: 35,000
-generally we're doing well, -#'s above don't include grant funds
Free Geek will be closed Monday the 22nd through to Saturday the 27th + New Years day
DECISION: These holidays will be paid for staff: 4 days, 6.5 hrs a day, 12 hr, 5 people= 1600-1800 -Financially we are doing well we can afford it
-Will this be yearly occurrence?
DECISION: We will decide later in the year whether or not we can afford it next year, the decision will be made by September at the latest
- Sean Hill: Expense Credit Card
-expenses regularly paid in an adhoc manner -truck rental needed for our pickups truck rental (we've been using staff credit cards) -should we apply for a business credit card? -benefits: credit rating, tracking our funds better cons: some risk, debt system: can be mitigated by establishing limits
-directors need to apply for the card in writing -discussion around hiring someone part-time to deal with our book keeping, -we need to bring someone in to look at our books!
DECISION: to make getting credit card contingent on whether or not we hire a weekly person to go over our books, we have the funds to do this (2 days a week casual staff)
DECISION: to strike a meeting to commit to producing a document surrounding the policy/procedures of using the credit card [in the new year]
-ongoing suggestion to have an accountant come in quarterly or twice a year to check out our books
COMMIT: Sean Hill will call a meeting early in January (530pm @ the hackery on the day of the next gm) to discuss these issues and finalize a policy that will be been written over the mailing list
COMMIT: Megan to try to find an accountant
Last Minute Items
- Volunteer Renumeration
-One of our Volunteer's worked for 2 weeks while Adam was on vacation, he was paid with a 30 inch lcd monitor, this monitor broke quickly, the volunteer is asking for renumeration
DECISION: We will give this volunteer a laptop in exchange for the monitor
DECISION: In the future we will pay contract wages to a person in the situation, to avoid any shady area
Addendum (from mailing list)
As I remember it, the decision was to go ahead with the credit card contingent on: A) Creating a written policy regarding use of the card. B) Obtaining the services of an accountant to audit our books. C) Retaining a qualified bookkeeper to do the ongoing accounting. (Consensus was that it was okay for Sean to carry on with this for now until such a person could be found, ie: get the card as soon as A&B so long as C is being worked on) (All the information was there, but the conditions were not really clearly stated) Thanks again, -- sim