Monthly Meeting - 2015-01-12

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Public meeting minutes for Monday, January 12th 2015 at 6:30pm
Location: 1820 Pandora Street
Previous: Monthly Meeting - 2014-12-09 | Next: Monthly Meeting - 2015-06-30


Attending: Silverio B., Bryan B., Rex B., Michael D., Mike F., Mike G., Chenessa M., Mac M., Trevor W. McKeown, Jodi M., Robert P., Peter V., Richard W., Michele W.

Volunteers: 6
Directors: 4
Staff: 4
Observers: 3

1. Appointment of facilitator and scribe (See By-laws Part 4.18)

Trevor W. McKeown, facilitator / Trevor W. McKeown, scribe

Trevor M. explained the consensus model where everyone has an equal say, a discussion leads to a proposal which is then read by the scribe. A decision by consensus requires that all agree, with any who disagree either recorded as standing aside (abstaining) or blocking. Blocking requires an explanation and a counter proposal. Implied consequence of blocking is an expectation of leaving.

2. PROPOSAL to adopt agenda with addition of a second agenda item regarding discussion of the key policy adopted at the 9 December 2014 general meeting, with two hour time limit: agreed to by CONSENSUS.

3. Discussion regarding Affiliation Policy

Hardcopies of the Affiliation Policy posted on the Wiki in 2009 and a proposed Affiliation Policy were distributed and time allowed for them to be read.

Draft Affiliation Policy

The Board is empowered to enter into a relationship with any non-profit organization, business, institution, government, government agency, or Crown Corporation, provided the following conditions are met:

1. The other party has demonstrated a commitment to supporting Free Geek's mission.
2. The relationship must be mutually beneficial to both Free Geek and the other party.
3. The other party's contribution to Free Geek consists of donations in kind, in cash, or a combination, and Free Geek is permitted to acknowledge this contribution publicly.
4. Free Geek's contribution is limited to the other party's use of our name and brand in promotions involving Free Geek's mission, specifically:

  a) the ethical recycling of e-waste,
b) access to technology for the community,
c) promotion of free and open source software.

5. Any such promotion will require the approval of both parties before proceeding.
6. The relationship can be terminated by either party on seven days notice.
7. The Board consults with Staff and Members on the feasibility and impact of the relationship on Free Geek, and obtains Staff agreement on the details of the relationship.

Rex B. noted that the draft affiliation policy was intended to allow partnerships with corporate structures. Jodi M. objected to any support of corporations or for-profit entities and objected to any change to the policy currently posted to Wiki. Mike D. enlarged on the need to acknowledge substantial donations from such companies as Mills or Shaw. Jodi M. suggested that corporate sponsorship should be restricted to donations to a proposed Free Geek Foundation, currently being researched by directors. Michael D. noted that the current policy prevents a simple acknowledgement of donations. Peter V. noted a need to document compliance with our mission. Mike D. asked that if another organization like Free Geek existed, would this policy prevent Free Geek from publicly acknowledging their beneficial work?

Discussion on the authority of the Affiliation Policy currently posted to the Wiki considered that there were no minutes of it having been discussed by members or adopted by staff, and that it had not been adopted by the members lead to:

4. PROPOSAL to retitle the "Affiliation Policy" as "Affiliation Policies Guidelines" with the subheading, "to be used as a guide when proposing affiliation policies.": agreed to by CONSENSUS.

Further discussion on the authority of members, directors and staff, and suggestions for wording resulted in:

5. PROPOSAL to adopt a Donor Affiliation Policy

The directors are empowered to enter into a relationship with any non-profit organization, business, institution, government, government agency, Crown Corporation or entity, provided the following conditions are met:

1. The other party has demonstrated a commitment to supporting Free Geek's mission, specifically, but not restricted, to:

  a) the ethical recycling of e-waste, and/or protection of the environment,
b) access to technology for the community,
c) promotion of free and open source software.

2. The relationship must be mutually beneficial to both Free Geek and the other party.
3. The other party's contribution to Free Geek consists of donations in kind, in cash, or a combination, and Free Geek is permitted to acknowledge this contribution publicly.
4. Free Geek's contribution is limited to the other party's use of our name and brand in promotions involving Free Geek's mission, specifically:
5. Any such promotion will require the approval of both parties before proceeding.
6. The relationship can be terminated by either party on seven days notice.
7. The directors will consult with staff on the feasibility and impact of the relationship on Free Geek.
8. A report documenting the other party's compliance with point 1 is to be presented to the members at a general meeting.

Agreed to adopt the Donor Affiliation Policy by CONSENSUS with Jodi M. standing aside.

6. Discussion introduced by Jodi M. that the Access Key Policy adopted at the 9 December 2014 general meeting should be amended with the insertion of a clause entitling all director to be issued with keys to access the building led to revew of the adopted policy:

There are currently 5 site access keys and 6 storage keys.
1. Spare keys to be held by office manager;
2. Issuing of keys to be restricted to those with specified need to have access;
3. Keys to be held by those having regular (daily) need to access site;
4. Keys issued for short term access to be returned in a timely manner;
5. Short term access requiring power tools or involving safety issues must have more than one person present;
6. A full set of keys for emergency access will be issued to one director who will be designated by directors.

Agreed to retain adopted policy without authorizing all director to hold keys by CONSENSUS with Jodi M. standing aside.

7. Discussion introduced by Jodi M. that the key set issued to directors should be issued to the director who lives closest to Free Geek resulted in:

8. PROPOSAL to authorize directors to determine who holds the one key set.

Agreed to by CONSENSUS with Jodi M. standing aside. Jodi M. believes this is the wrong decision for members to make.

9. Adjournment: 8:30 pm.

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