Monthly Meeting - 2011-12-13

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Revision as of 00:01, 14 December 2011 by imported>Christine (Directors / Governance)
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Public meeting minutes for December 13th, 2011 at 6:30PM to 8:30PM
Location: {{{location}}}
Previous: Monthly Meeting - 2011-11-08 | Next: Monthly Meeting - 2012-01-10

Free Geek Vancouver: 1820 Pandora St. back door



Name, Name, Name

Explanation of roles

Facilitator: Name

Scribe: Name

Consensus briefing

Consensus briefer: Name




  • accounting info for November is not ready yet.


  • Vancity grants are opening in January.


Build / Production

H & S


  • Total incoming for November (not full list of gizmos):

Crt 100 Lcd 311 Laptop 204 Printer 194 System 657 All Gizmos 2698



  • Number of volunteer contacts created in 2011

New Volunteers who put in time:

count |   hours    |     average      |  max   |      stddev
 581 | 13154.5528 | 22.6412268502582 | 525.12 | 44.3600748090485

New Volunteers who completed 24 hours:

count |   hours   |     average      |  max   |     stddev
 151 | 9119.7128 | 60.3954490066225 | 525.12 | 74.470585405174

Returning volunteers who put in time:

count |  hours   |     average      |  max   |      stddev
 300 | 8957.755 | 29.8591833333333 | 802.25 | 74.2724520770758

Returning volunteers who put in at least 24 hours:

count |  hours  |     average      |  max   |     stddev
  77 | 7257.44 | 94.2524675324675 | 802.25 | 126.24654222629

Overall stats for volunteers (new and returning):

count |   hours    |     average      |  max   |      stddev
 881 | 22112.3078 | 25.0991007945516 | 802.25 | 56.4181182838587

Note the variation in months, January to February and July to August in particular so I suspect hours aren't always correctly entered by the time they were performed...

      month        |    sum
2011-01-01 00:00:00 |    122.19
2011-02-01 00:00:00 |  3074.985
2011-03-01 00:00:00 |   2376.65
2011-04-01 00:00:00 | 1776.3328
2011-05-01 00:00:00 |   1456.62
2011-06-01 00:00:00 |   1893.11
2011-07-01 00:00:00 |     789.8
2011-08-01 00:00:00 |   3947.83
2011-09-01 00:00:00 |   2001.45
2011-10-01 00:00:00 |    1957.7
2011-11-01 00:00:00 |   1986.96
2011-12-01 00:00:00 |   1154.15

Volunteers by time put in for 2011: 0-6 hours | 312 6-12 hours | 159 12-18 hours | 94 18-24 hours | 88

0-24 hours | 653 24-48 hours | 136 48-72 hours | 40 72-96 hours | 16 96-120 hours | 6 >120 hours | 30

0-120 hours | 851 120-240 hours | 22 240-360 hours | 2 360-480 hours | 2 480-600 hours | 2 >600 hours | 2



Retail $11770 ($1205(11%) over target/budget)


$2000 ($700 under target/budget).

HW Grants

  • We are currently getting back to every applicant within a week and hardware grants are ready to pickup usually the same day. We have completed 64 hardware grants this year.



  • Open Classroom Project has now had five fully booked classes teaching intro to computers through intro to the Linux shell. We are planning on putting on the full curriculum in its entirety for next year and have begun booking those sessions. A huge thank you to everyone who has been coming in to help facilitate and teach these classes. It is an important part of our mandate which we are fulfilling.

Events / Media

  • Jordan Eunson had a brilliant article published in the Georgia Straight this month which promotes people taking their old computer equipment to places like Free Geek after Xmas. [1]


  • Jessica just came back from Free Geek Portland, the mothership. They have had very high turn over in the last year, some of the staff have become unionized and there has been much change going on for them. She spoke in detail with Richard, the man behind the curtain which focused on their HR issues.

Staff / HR

Scott: One of the tasks I agreed to take on at the last board meeting was to start an HR committee and to look at the peer review process.

I started by talking to Tim about the process since his results were apparently the first to be released.

When I heard the description of how the process had unfolded I was not happy and I've recommended to the board that the results of the recent process be disregarded entirely.

Speaking to a friend who's on the board of PEDAL I learned that there is an organization called PeerNetBC ( that specializes in helping structure and facilitate these kinds of processes. PEDAL uses them in their peer review process. I'm going to get in touch with them to see what they can do to improve our process. Wayne and Karen have also indicated their interest in helping with this matter.

In the meantime I would like you all to please disregard the results of the process that you undertook a short time ago.

Feel free to get in touch with me directly if you have specific questions about why I feel the process you undertook is fundamentally flawed.

Directors / Governance

The Board wishes to make clear that the full-time staff report given at the November Monthly Meeting is not acceptable.
This report was not conducted in compliance with the Public Forum Code of Conduct nor in observance of Free Geek Non-Violent Communication Style, and was not given in Free Geek spirit.

The Board has different views on some of claims made in the report submitted in the November Monthly Meeting. We don't think the issues raised are the fault of any Board or any one person. There has been lots of miscommunication and assumptions.

- The wage-raise issue: started long before this Board was formed. There was an option recommended for a combination of bonus and wage increase in the August Monthly Meeting, however this option was not accepted.

- Bonus was demanded for Q3: we did not have the accounting info for Q3. There was misunderstanding that we have accounting info right after the month-end when in fact, it took 1.5 months to get info -- accountant will now speed this up to give us accounting info three weeks after month-end. There was misunderstanding that we made money in Q2 when in fact we lost money. See last two pages for Free Geek Quarterly Income

- A staff member demanded to take on payroll even though there was no issue with our director doing payroll. The argument was that payroll was operational yet the staff did not want to take over accounts receivable, which is operational.

- Directors not followed through with training on redmine. This may be the case for one director; however, the Board has implemented a Harassment policy, resolved an incident of a volunteer's improper conduct, are working through a harassment complaint, a staff member was trained and is supported with wiki documentation and with director guidance and review for submitting payroll, the application for a credit/debit card system for our Thrift Store was approved and implemented, the bonus proposal is complete, and the large cheque to reimburse us for the summer student wages was applied for and received.

- Directors' meetings and meeting minutes: As mentioned in the November Meeting, two of the three meeting minutes were sent to the staff. The most recent meeting (at that time) was held about one week prior to the November Monthly Meeting. The minutes from this board meeting was shared one day later. A number of staff were given the heads up on the agenda of this meeting and felt that there was no need to attend. The board is committed to sharing its meeting minutes for its term.

Staff have been doing great things to keep this organization going and are strongly encouraged to speak up regarding issues and grievances. As representatives of The Society, staff need to be aware and mindful of liable and false, accusatory statements. There are constructive ways of presenting and initiating issues, and we want to work with staff to ensure these issues are addressed.

Old business

Motion to pass the minutes from the previous meeting

Shift Insurance

Shift Urban Delivery have confirmed they carry basic commercial liability insurance, "with the exception of goods damaged due to negligent activity".


  • Meeting discussion
    • Related detail


What did we decide?

Name of agenda item

Short description of proposal and/or... or Name of proposal page in wiki

Mailing list concerns and relevant discussion: or Link to discussion on the wiki


  • Meeting discussion
    • Related detail


What did we decide?

New business

Wage raise proposal

An 8% increase in wages for staff starting January 1, 2012. The increased revenue to cover the wage increase is a medium risk. This raise does not preclude future bonuses or raises.

Mailing list concerns and relevant discussion:

  • within budget, see budget proposal
  • an 8% increase would require $9,568 of increased revenue to maintain our revenue. This is a medium risk.
  • work continues on compensation by the raise committee


  • Meeting discussion
    • Related detail


What did we decide?

2012 budget proposal


  • Meeting discussion
    • Related detail


What did we decide?

designation of responsibilities

I feel that Freegeek could benefit from a better organizational structure for its volunteers. I would like to propose that volunteering be divided into six sectors and that a core volunteer be designated as the person responsible each of the sectors in question. Ideally, the volunteer charged with responsibility for a given sector would wear a name tag identifying her or his sector. For example, since Rod is the defacto supervisor of the dismantle bench, he would wear a tag saying "dismantle bench". Other sectors which currently have defacto supervisors are: "laptops", (Mike F.) and "database" (Joan W.). As volunteers become available, I would also propose a transferable tag for the areas of "desktop build", "store" and "testing". When no core volunteer is available the responsibility in question would devolve to a staff member.


  • Meeting discussion
    • Related detail


What did we decide?

Name of agenda item

Short description of proposal and/or... or Name of proposal page in wiki

Mailing list concerns and relevant discussion: or Link to discussion on the wiki


  • Meeting discussion
    • Related detail


What did we decide?


  1. Who and what
    1. What else
  2. Who and what

Next meeting

When: Tuesday, February 9th, 2061 at 6:30 pm to 8:30 pm

Where: Free Geek Vancouver, 1820 Pandora St., back door


Facilitator: Name

Scribe: Name