Minutes

Meeting started 8:45p

Present: Luther, Juanita, Roland, Tamas, Michael, Edmond, Loong Jin, Ben (acting secretary)

Alvin arrives 9:10p

Old Business

Membership

• Luther reported on initial results of potential member survey. Suggests that reducing the primary membership price to $96 would increase membership.
• Roland's perception was that 75% of membership (approx 40 total) were paying $128/mo but Alvin reports that actually about that many are now paying $64/mo.
• Decisions on resetting membership tabled pending accurate financial reports that would be needed to model the impact on our finances.

Financial Statements

• Not getting done. Directors presently have an aggregate liability of $450 due to late filing fees and growing.
• Besides critical non-optional compliance, accurate books and reporting provides additional value to the organization and its ability to grow and improve value to members.
• Recommended to budget approximately $400/month to get our financial house in order and get invoicing consistently done to stabilize revenues.
• Ben offers to increase his membership dues to $128/month so long as accurate financial reports are provided and maintained to support this effort.
• Juanita (Kolibri) is willing to take on this role for budgeted amount if board will appoint them. 
• Luther will take recommendation forward to the board and alert them of growing liability.

Receipts and Invoices

• Juanita reports that expenses are not being tracked in any manner where they can be reconciled. Therefore we cannot issue receipts to people requesting such until this is corrected.
• Expenses (and income) for items such as drinks need to be tracked via a standard petty cash procedure. Once this is maintained accurately receipts can be issued as appropriate.
• Question was raised as to whether and, if so, how we can accept donations from members or non-members. 
• Yes so long as the transaction can be fully tracked with proper documentation and financial controls.
• Was agreed that we cannot ex-post-facto issue receipt for last Saturday's blender training.
• Roland leaves @ 10:15p

Operational Tasks by Luther

• Luther is overcommitted due to his participation in a startup. Other operating officers may be as well.
• Will list the tasks he currently undertakes along with typical time spent and elicit volunteers to take these efforts over. 
• Will remain as director and continue with tasks he has time for.

Tax Filing

• Juanita points out that the prior filed financial reports suggest a (desired) fiscal year ending September 30, 2010 but the associated tax return seems to indicate a December 31, 2010 end of fiscal year.
• It is unclear what was actually reported to ACRA. 
• We need to confirm and correct this discrepancy with ACRA asap. 
• Luther will try to find the relevant original Form C in question and produce for confirmation.

New Business

Invoicing

• Several companies who have mail delivered to hackerspace have been waiting to be invoice so they can pay. 
• Some of these companies' mail was thrown out due to sitting around for long time and non-payment.
• It isn't clear now who is actually subscribed to the mail delivery service.
• Alvin suggests that everyone receiving mail at hackerspace simply be invoiced and those that don't pay will have their mail thrown out after some time limit.
• Juanita suggests 90 day limit for all mail and that this be documented as terms and conditions of the service. 

10:42p Adjorned

Pending Business/Actions for Next Plenum

• Find original 2010 Form C tax filing to confirm reported fiscal year. (Luther)
• Get board approval to hire Kolibri to manage all financial tracking/reporting/compliance for $400/month. (Luther)
• Disposition of Financial Statements
• List of operational tasks that need volunteers to take on (Luther, et al)
• Establish Petty Cash Procedure for common expenses (Juanita pending appoinment of Kolibri by board)
• Continue review of Membership 
• How to handle mail service going forward. Clarify terms & conditions.