Directors Meeting - 2017-09-17

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Directors meeting minutes for Tuesday, September 19th 2017 at 3pm
Previous: Directors Meeting - 2017-07-20 | Next: Directors Meeting - 2017-10-15



  • Scott B
  • Rex B
  • Volker S
  • Michele W
  • Diane R


  • Scott B


  • Michele W


  1. Contract with Siena Consulting
  2. Liability Insurance
  3. Board of Trade Membership
  4. HR Development
  5. (In camera)
  6. Business Cards & Titles
  7. Social Media Volunteer
  8. Vantage Point Membership


Contract with Siena Consulting

  • Diane: Could Siena be a contact for companies who could donate to us? They seem to work with a lot of organizations, including some government ministries.
  • Scott: Staff have renegotiated the contract with Siena. Are there any objections to the new contract?


Who What When
Board Consensus: Approve new contract. Now

Liability Insurance

  • Scott: I will get in contact with the insurance provider.

Board of Trade Membership

  • Scott: George’s membership can be transferred; we’ve paid for it for the remainder of the year. The staff have asked that it go to a director. I’m interested in taking the membership if nobody else is.

HR Development

  • Michele: In the past, some of the staff had interest in reviews and crisis management training. I will have to ask if those are still the case.
  • Diane: What about staff contracts? They are a necessary business document.
  • Michele: There was an attempt to create them early this year, but there were a lot of problems with the proposed contracts.
  • Scott: I can add that to my list of topics of things to talk to Siena.
  • Volker: I would like staff to track their unpaid overtime more accurately. It would help us establish a metric to how much staff time we need, and how many people we need to hire to cover everything.
  • Diane: I’d like to have conversations with all the staff members to get a better sense of how operations works.
  • Scott: Karen has sent me an email asking about joint Board and staff meetings. I will mail the staff to follow up.

(In camera)


Who What When
Board Consensus: Increase billable hours for two current staff members. Now

Business Cards & Titles

  • Diane: We should remove the hours.
  • Scott: I’d like it to have a plain back so we can write on it.
  • Volker: We should get cards that are using recyclable materials.
  • Scott: What is the minimum we need? 100?
  • Diane: 250 might be better.
  • Rex: In the past, we had business cards that stated our titles as “Lead Faciliator” and “Facilitator Assistant”. This usually caused us problems, because people wanted to talk to the President.
  • Scott: Given Rex’s advice, and feedback I have received from some of the staff, I think it would be best to use titles like “President” externally and “Facilitator” internally.

Social Media Volunteer

  • Michele: A volunteer has offered to help us keep our social media sites up to date. Are there any objections to her assisting with this, and being given the login credentials?


Who What When
Board Consensus: Allow volunteer to work on social media under staff supervision. Now

Vantage Point Membership

  • Volker: We haven’t used it. I think we should cancel it.
  • Diane: I have concerns about the value of the services to Free Geek.

Closing Remarks

Proposed Date for Next Meeting

  • Will be decided after October 1