View source for Monthly Meeting - 2009-01-13

{{Minutes
  | date = Tuesday, January 13th 2009
  | time = 6:30pm
  | location = 1820 Pandora Street
  | previous = Monthly Meeting - 2008-12-09
  | next = Monthly Meeting - 2009-02-10
}}

==Agenda==
* Attendance
* Consensus Briefing

===Old Business===
* Credit card update
* Accountant update
* Bookkeeper update
* Store suggestion: warehouse clipboard
* Staff raise

===Reports===
* Staff
* Financial
* Operations
* Intergalactic

===New Business===
* Upcoming Events
* Welcome Build Coordinator
* Sort out the staff vacation pay mess
* Volunteer and Staff Discounts
* What is happening with the Hackery space (was not discussed in depth)
* What to do about our tenants (Pedal) and our need for more space
* 2009 Budget
* New position (the "Education Coordinator" part of our Envirofund Grant) 
** what is needed, what it should consist of
* Set date for upcoming Annual General Meeting (AGM), and bylaw deadlines
** New bylaws - where are we now; next steps
* Discussion: organizational flow & governance structure
* Other items discussed (not noted on mailing list)
** Proposal to reuse information software

==Minutes==
===Attendance===
* Megan - Facilitator
* Erik
* Rick
* Ifny - Consensus briefing
* Alex - Minutes checker
* Len
* Adam
* Bernie
* Sean H - Scribe
* Audrey 
* Karen
* Steven

===Credit Card Update - Sean H.===
* Still need accountant
** See accountant update
* Still need credit card policy
** Put discussion to the general list
** No response yet
** Debit card as possibility - MC/Visa
*** ~$7/month
*** Probably can't be used for truck rental deposit
*** Likely no transaction record
*** Could be good way to cover expenses instead of having to reimburse driver

===Accountant & Bookkeeper===

====Accountant Update====
* 2 contacts currently
* Message left with first contact
** Waiting to hear back
* Message still to be left with second contact

====Bookkeeper Update====
* Was some disagreement at HR meeting over whether bookkeeper should be rolled into Hardware Grant coordinator
* Advertise need for bookkeeper on mailing list, maybe other locations
* Discussion needed on whether the position would be part time, full time, contracted or volunteered

====New Discussion====
* PROPOSAL: Contract an accountant and bookkeeper as soon as possible
** AGREED: Accountant first priority
* Accountant:
** Search in progress
** AGREED: Take an accountant ASAP, not as part of a staff position
*** COMMIT: Sean to research accountants and make recommendation
*** COMMIT: Rick and Karen to supply additional contacts
*** COMMIT: Call an ad-hoc meeting once Sean has someone to recommend
* Bookkeeper:
** Upcoming budget meeting to discuss exact bookkeeping needs
*** To be discussed: should they be part-time? Volunteer? full time?
*** Whether also doing miscellaneous 'office tasks'
** Something should be done about lack of contacts
** COMMIT: Rick and Karen to supply additional contacts
** COMMIT: Sean H. will pursue contacts
** COMMIT: Sean to put call out this week...
*** in minutes (Why hello there avid reader.)
*** general mailing list
*** Craigslist
*: Noted that we should do proper checks to ensure credibility (references, work history, etcetera)

===Warehouse Clipboard - Adam===
* Suggestion to keep clipboard in warehouse for spotting items of particular value
* Potentially keep a volunteer to handle eBay on the fly
** eBay takes a lot of work
** Hasn't worked well as a volunteer task in the past
* Taking all good stuff for eBay could build resentment amongst locals
** Not usual protocol
** eBay items tend to be items not easily movable in store
* AGREED: Allow decision on clipboard to move to store meeting
* AGREED: Allow decision on ebayer to move to store meeting

===Staff Report - Megan & Ifny===
* Ryan's last day - Jan 15th
** Sayonara Party - Princeton, Saturday night
* Reviews
** 2 upcoming
* Workshops
** Non-Violent Communication (NVC) - next week
** Horizontal organizing/Anti-oppression
** Consensus
* Staff doing reasonably well - had a good break
* Got nice holiday cards over the winter
* General HR meeting required

===Financial Report - Sean H.===
* Loss in December
** Revenue - ~$10300
*** Store ~$10000
*** No recycling
** Expenses - ~$12700
*** Wages ~$9100
** Net Loss ~-$2400
*** Store closed over Christmas
*** Still paid staff
*** If open, likely would have covered costs
* Profit in Q4
** Revenue - ~$47500
*** Store ~$36000
*** Recycling ~$10300
*** Some cash donations
** Expenses - ~$44200
*** Wages ~$32900
*** Rent ~$6100
** Net Profit ~$3300
*** November's profit carried over Oct/Dec losses
* Unofficial 2008 financial report
** Revenue - ~$162400
*** Store ~$43400
*** Recycling ~$111100
*** Donations ~$1900
** Expenses - ~$137300
*** Wages ~$85500
*** Rent ~$25600
*** Supplies ~$3000
*** Utilities ~$5600
*** Transportation ~$8000
** Net Profit ~$25000
*** Strong store growth to end of year
*** High prices for copper etc early in year, dropped dramatically
*** Wages are main expense, grew staff through most of year
* Year end balance
** Assets ~$37400
** Liabilities ~$4400
*** Mostly sales tax owing store sales (PST/GST)

===Operations Report - Sean H.===
* No meeting last month due to the holiday

===Intergalactic Report - Ifny===
* Toronto
** Ifny met with Terry & John - Toronto co-founders (Canada Geeks)
** Canada Geeks has been dissolved completely
*** Not FG affiliated anymore
*** Website offline
** Robert is no longer involved with Free Geek or Canada Geeks
** Toronto will regroup
*** Decisions to be made about what they will do next
* Ottawa
** Ifny tried to meet with Ottawa applicants but they didn't have time. 
* IRC discussion on trademark application process
** Application in process (in Canada)
** Control of the name is important to protect FG principles
** TM Held by the Mothership (aka Free Geek Portland)
* Franchise mailing list changing to Intergalactic
       
===Upcoming - Ifny===
* Intro to Ubuntu - 28 Jan, 2009
* Education Meeting - 11 Feb, 2009
* Director's social/potluck (insurance) - 23 Jan, 2009
* Gov Meeting - 21 Jan, 2009
* Code Sprint - (Social programming todo activity)
** Do a code sprint for FG website
** Fix some bugs
** Minor changes
** 24 Jan, 2009 (maybe too early)
** Bring to software workgroup
** FG beta site to be set up for code sprint
*** Need someone to administrate/local users/subversion/etcetera
*** Need to find out about external servers
** COMMIT: Ifny will put get in touch with Sim about it/put Audrey in contact
** Ryan's replacement to be discussed at software workgroup meeting
* Acceptance ceremony for FG Vancity enviroFund grant - 15 Jan, 2009
** Sean, Samuel & Ifny going
* Richard Stallman coming to Vancouver - UBC 6/7 Feb 09
** FG trying to help put together an event
** "Quik, hid ur Vis n alikes"

===New Build Coordinator===
* Name is Stephen
** Hired with Vancity grant funding for build program
** UNIX user since 83, Linux in early 90s

===FG Space and Tenants===
* PEDAL sublease expired Dec. 31, 2009
** They did not renew as per sublease terms
** 30 days before expiration of their sublease they could have...
*** renewed for an additional year
*** gone month-to-month
*** given notice
** Instead they let their sublease expire and are now squatting
** Back in Sep. we went to their board/staff meeting 
*** We reminded them about the conditions of their right of renewal 
* FG Contingency meeting was held last week
** Pedal has breached its contractual obligations and lost right of renewal
** We decided to write a letter of inquiry to PEDAL, (did get written and delivered)
*** Requested information concerning intentions with the space
*** Requested timeline
* PEDAL staff responded to the letter
** Said they are looking for new space
** Will let us know when they find one
** No timeline, and otherwise vague
* Is giving 60 days notice acceptable?
** Much conversation, we did a round, everyone present was asked if they agreed
*** Most people agree on 60 days, or do not object
** We're under no obligation to give any notice, since they have no contract
** Letting their sublease slide is not acting in good faith     
* AGREED: Give PEDAL 60 days notice

===Staff Vacation Pay Mess - Sean H.===
* Previously FG has given 2 weeks paid vacation
** Was supposed to apply after staff have been working a year
** Some staff took their vacations before they were eligible
** How should we fix this?
* PROPOSAL: Someone who leaves receives any vacation pay owing
* PROPOSAL: Work a year, get amount owing
** Keeps problems out
** FG needs to make a policy and stick to it
** Makes sure that people have given enough time to earn their time off
* PROPOSAL: Could pay percentage out on each cheque
** Puts pressure on staff (to not overspend)
* Okay to let people take vacation as they earn it
** Staff could take vacation time 6 months after start date
* Winter closure pay
** AGREED: To be decided each year/as funds permit
* PROPOSAL: Compensate/give extra vacation time for extra work?
** FG needs to support staff by not allowing them to work extra
** FG doesn't allow staff to work overtime or book hours
* Whether staff takes time off is both a financial and staffing issue
* Should we give 3 weeks paid vacation per year?
* AGREED: Staff can start to take accrued vacation time after 6 months
* AGREED: "Accrued time" to be pro-rated based on 3-weeks/year
* AGREED: Staff shall receive, in total, 3 weeks paid vacation per year
* AGREED: Sick policy is needed

===Information Software===
* PROPOSAL: Educational software should separated from other software because
** It is a waste to destroy/recycle it
** It is a waste of people power
* Past difficult decision on this topic
** It is currently recycled
** Licensing is a very difficult legal issue
* Not a lot of time to discuss here now (big agenda)
* Member bringing topic was encouraged to...
** Read mailing list archive
** Bring issue to general mailing list
** Present at meeting again if desired

===Store Discount===
* AGREED: Need standard volunteer discount
* AGREED: Volunteers entitled after a minimum of 12 hours during 90 days prior to purchase
* AGREED: Amount to be equal to 40% off of the final bill, rounded up
* Staff discount to be determined later


===Budget Meeting===
* Needs to happen before next general meeting
* Budget meeting set for 3 Feb, 2009
** Draft budget will be discussed and amended
** Submissions accepted
** Final to be submitted to next general meeting
* COMMIT: Sean Hill to prepare draft budget prior to budget meeting

===HR Meeting===
* Need to discuss next hire, hiring policies, staff reviews
* COMMIT: 22 Jan, 2009, at 14:00 (during day)

===Education Coordinator Position===
* Covered by funding from Vancity grant
* Person might start later, work later in the evening sometimes (facilitating workshops)
* Focus on training
* Develop free software classes for outside organizations
* Slight alteration of positions desired:
** Build Coordinator should take HW grants, instead of Education Coordinator
*** Need to check with Vancity to make sure this is ok
* AGREED: We will hire this position ASAP. HR Contingency can write the description.
* COMMIT: HR develop posting -> Check alterations with Vancity -> Approve posting at general meeting
* COMMIT: HR Contingency meeting to develop position 15 Jan, 2009 16:00

===Staff Wages===
* Pushed to budget meeting

===Next Meeting===
* Facilitator - Sean H
* Scribe - Stephen