Directors Meeting - 2018-12-01

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Directors meeting minutes for Saturday, December 1st 2018 at 10:45am
Previous: Directors Meeting - 2018-10-27 | Next: Directors Meeting - 2019-01-05



  • Athenaise
  • Joel
  • Michele
  • Glen
  • Christopher
  • Mike


  • Vancity Balloon Payment
  • Board Education
  • Annual Operating Plan
  • Robert's Title
  • Accounting Best Practices
  • Recycling Drives
  • Diversity Action Plan
  • 2019 Budget
  • Marketing & Social Media


Vancity Balloon Payment

Our loan from Vancity is due by the end of March 2019. Athenaise would like to start paying it back in monthly installments before the owing date. She commits to talking to Karen to make sure our cash flow and account balance are stable enough to do this. Mahmoud recommends paying in full on the date as he is concerned that paying early will count against us.

Board Education

We’ve been offered a class on business planning from the Vancity Foundation. Athenaise proposes that we add money in the budget for professional development for the directors.
Michele commits to looking at it as a budget item.

Annual Operating Plan

Athenaise proposes a committee of directors and Robert to form a plan for the 2019 fiscal year. Committee planning to be discussed via email.

Robert's Title

Proposal: Robert's title to be changed from "Materials Coordinator" to "Operations Manager"
Action: Proposal passed by consensus.

Accounting Best Practices

Athenaise would like financial numbers for the month delivered within two weeks by month end to expedite the creation of the budget and have a more accurate picture of where we are. She would also like to speak to an accountant about the feasibility of splitting Free Geek into a business and a charity.
Mike notes that Khaled had been working on this, and is willing to assist.
Joel commits to looking into getting a discount on accounting software from TechSoup to help us record accounting information.

Recycling Drives

Athenaise to talk to Brian about running pop-up shops and displays at Recycling Drives

Diversity Action Plan

We are looking into planning a staff workshop on diversity. The organization that Christopher has contacted is also seeking a hardware grant. The Diversity Subcommittee will be getting formed in the new year.

2019 Budget

Michele asked to add financial items for education/professional development and first aid. First draft of budget is complete and will be sent to the Board. Michele to finalize and disperse September and October financial numbers, and continue working on budget.

Marketing & Social Media

Glen will be setting up a social media and marketing subcommittee with the staff.