Monthly Meeting - 2009-01-13

Public meeting minutes for Tuesday, January 13th 2009 at 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