Minutes:Board Meeting Minutes 20200811

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Minutes for 08-11-2020

Chair: Jamie

Meeting Location

Virtual

Meeting was Called to Order At: 1943

Officer Reports

Treasurer & Budget

Treasurer's report:

Been a wild month for Treasurer. Sent out emails to 176 members who are showing a balance while also having an active plan. So far, about 40 have been fixed, either by paying back dues or correcting their departure dates. Still plenty left to correct, but I should be done before the election emails are sent.

The Solicitation License was (just today) finalized. MEDC/Patronicity have been notified, but not yet responded.

The updated 2017 and 2018 taxes were mailed. 2019 is still in process, and is due in November. It should be done well before that.

Current "worst case" is still around 13 months.


Regular Monthly Report

Monthly Report by Zone

YTD Report by Zone

Bank balance $85,547.37
Emergency Fund ($30,000.00)
Allocated to Zones/SIGs/etc. ($25,116.76)
Allocated to Expansion (MEDC) ($32,190.44)
Net ($1,759.83)

Secretary

  • Election Timeline
    • Nomination Opened 1Aug2020, and will close 18Aug2020
    • Final Nomination acceptance deadline will be 20Aug2020
    • OpaVote voting will begin 25Aug2020, at 1700
    • Voting will close 1Sep2020, at 1700
    • Secretary will tally the votes, while presenting via google hangouts. With the official announcement happening at the following member meeting.
  • Nominees are encouraged to fill out the election_2020 wiki questionnaire.
  • Current Outlook
    • Nominated 27
    • Accepted 6
    • Declined 2

President

  • First Covid Rules committee meeting is tomorrow, Wed 8/12 at 7:30 pm
  • Chairing meetings and stuff
  • Tired

Senior Vice President

VP of Activities & Classes

VP of Membership-Onboarding

  • Membership changes since last meeting:
    • 6 Member => Hiatus
    • 1 Hiatus => Member
    • 2 Scholarship => NULL
    • 2 NULL => Scholarship
    • 1 Hiatus => NULL
    • 1 Member => NULL
    • NET = -6 Members, +4 Hiatus, -2 Scholarship
  • Scholarship fund update:
    • 12 Members on scholarship
    • $578 Allocated (of $944 available)
    • Average value of $48.17/scholar
  • Key re-activation progress:
    • 117 keys have been reactivated (of the 268 currently in the door)

Member Advocate

  • Currently changing over responsibility from the old to new advocate.

Committee Reports

CRM Committee

  • Annual payments issue has been fixed.
  • An integrated tech infrastructure leadership is being developed.

Expansion Committee

See Minutes:Meeting Minutes 20200804#Expansion for most current updates

  • Waiting to hear back on scheduling the next meeting and invoice explanation.

Fundraising Committee

  • Taxes done!
  • Solicitation License Acquired!
  • Money from MEDC Soon?
  • We should be receiving money from the Blooms event soon.

Moderation Committee

  • One instance of bullshittery on the email list that was resolved. Otherwise fairly quiet.

Camera Review Review

  • None

Old Business

Summary of Board List/Slack Discussions since last meeting

  • Resignation of Tusano as board member, and Alec is stepping down from their position advocate as allowed by finding a replacement.


Proposal:
Appoint Tom Drury as the co-Zone Coordinator with Jody Raiford for the Kiln Zone.
Context
Filling a vacancy after the previous ZC stepped down.
Moved by Mel; Seconded by Matt
7 Ayes / 0 Nays
Result: PASS


Proposal:
Appoint Tom Drury as member advocate.
Context
Adding a third member to the advocate team.
Moved by Mel; Seconded by Matt
6 Ayes / 0 Nays
Result: PASS

Outstanding action items

Action Item: Que - Add evaluation bullets to board howto Director page. Migrate action items to normal board meeting
  • Differed adding bullets until after this meeting do to likely changes during discussion. Migration completed.
Action Item: Paul - Add the evaluation bullets to the election questionnaire
  • Deferred.
Action Item: Mel - Present the evaluation bullets at the next normal board meeting for public feedback
  • Completed See below
Action Item: Mike - Present a motion to update the harassment policy, including evaluation bullets
  • Completed see below

New Business

Board Terms Change from 1 year to 2

Proposal:
Change bylaws 5.5 from

Each director shall hold office for a period of one (1) year and until his or her successor is elected and qualifies.

to

Each director shall hold office for a two year period and until their qualified successor is elected. The terms shall be staggered two year terms established such that half rounded up of the positions are elected on odd numbered years and the remainder are elected in even numbered years. A Director appointed to fill the vacancy shall be appointed for the unexpired term of their predecessor in office.


Add to the standing rules "Board of Directors, Officers, and Elections" section:

5: Board of directors vacancy replacement:

  • In the case of a board vacancy, the board will run a simple referendum to see if the membership is happy with their proposed appointment.

Context
We want to extend board terms to try to get some consistency, because being a board member is hard and it would be really bad if we got an entirely new board. So far we've been lucky in not electing a completely new board, but it would be better to prevent it.

Also, most board members serve more than 1 year anyway.
Moved by Paul; Seconded by Mel
6 Ayes / 0 Nays
Result: PASS

Harassment Policy Update

Proposal:
change from:
5. i3Detroit does not tolerate behavior that promotes violence against or directly attacks or threatens others on the basis of race, ethnicity, national origin, sexual orientation, gender, gender identity, religious affiliation, age, disability, or disease.

to:

5. i3Detroit does not tolerate behavior that promotes violence against or directly attacks or threatens others on any basis including race, ethnicity, national origin, sexual orientation, gender, gender identity, religious affiliation, age, disability, or disease. Such behavior shall not be tolerated from any individual wishing to utilize i3Detroit whether the behavior occurs at i3Detroit or elsewhere.

Context
When reviewing the Harassment Policy RE: recent matters, we recognized that it lists behaviors we don't tolerate but doesn't explicitly state they must happen at i3. We considered whether this is implied and if that restriction makes sense in all cases. We concluded that in at least some limited circumstances we should take outside actions into account. So since the Harassment Policy is specifically meant to articulate the board's interpretation of what is acceptable behavior of members under the standing rules and bylaws, we should update it to clarify our position. but I'm open to input and suggestions for changes. It was also questioned whether this or the next board should institute a harassment policy update. I'd argue we should for two reasons: 1) the topic is fresh in our minds and it's pretty heavy to thrust the decision on new people, and 2) I'd like to make sure it gets done, and I really don't like saying "someone else should do this thing".
Moved by Mike; Seconded by Jan
5 Ayes / 1 Nays
Result: PASS


Disciplinary Factors

We came up with a list of factors to consider in the last disciplinary meeting. We should officially adopt them and use them for all serious disciplinary issues going forward. We should document them on the wiki in a way that lets us tweak them going forward as we find ways to incrementally improve them. Here's the list:

  • Start with credibility of allegations
    • Lack of consent
    • Effect on public safety or perception- (does it change member behavior as a reaction)
    • Conscious intent
    • Premeditated?
    • Violent vs non-violent behavior
      • The World Health Organization's definition of violence (from https://en.wikipedia.org/w/index.php?title=Violence&oldid=970420588): "the intentional use of physical force or power, threatened or actual, against oneself, another person, or against a group or community, which either results in or has a high likelihood of resulting in injury, death, psychological harm, maldevelopment, or deprivation."
    • How likely it is to happen again
    • Severity of action
    • How difficult it is to prevent
    • How far in the past it was
    • How far removed from the i3 community (physical and/or cultural)
    • Pattern of behavior


Action Item

Action Item: Paul - Follow up with fundraising committee on details for raffle license.
Action Item: Matt - Develop hiatus expiration plan as membership and on boarding VP.
Action Item: Que - Send out email announcing that Thomas stepped down
Action Item: Mel - Send out email soliciting feedback on the updated harassment policy.
Action Item: Several - Follow up to make sure people added Disciplinary Factors to their appropriate places.

Meeting Metrics

  • Time completed: 2114
  • Funds appropriated:
  • Attendees: 13

Action Item Summary

Action ItemPOC
Develop hiatus expiration plan as membership and on boarding VP.Matt
Add the evaluation bullets to the election questionnairePaul
Present a motion to update the harassment policy, including evaluation bulletsMike
Send out email announcing that Thomas stepped downQue
Send out email soliciting feedback on the updated harassment policy.Mel
Follow up with fundraising committee on details for raffle license.Paul
Present the evaluation bullets at the next normal board meeting for public feedbackMel
Follow up to make sure people added Disciplinary Factors to their appropriate places.Several
Add evaluation bullets to board howto Director page. Migrate action items to normal board meetingQue

Proposal Summary

ProposalMoved BySeconded ByAyeNayResult
Change bylaws 5.5 from

Each director shall hold office for a period of one (1) year and until his or her successor is elected and qualifies.

to

Each director shall hold office for a two year period and until their qualified successor is elected. The terms shall be staggered two year terms established such that half rounded up of the positions are elected on odd numbered years and the remainder are elected in even numbered years. A Director appointed to fill the vacancy shall be appointed for the unexpired term of their predecessor in office.


Add to the standing rules "Board of Directors, Officers, and Elections" section:

5: Board of directors vacancy replacement:

  • In the case of a board vacancy, the board will run a simple referendum to see if the membership is happy with their proposed appointment.
PaulMel60PASS
Appoint Tom Drury as the co-Zone Coordinator with Jody Raiford for the Kiln Zone.MelMatt70PASS
change from:

'"`UNIQ--pre-00000000-QINU`"' to:

'"`UNIQ--pre-00000001-QINU`"'
MikeJan51PASS
Appoint Tom Drury as member advocate.MelMatt60PASS

Attendance

  1. Chair Jamie
  2. Secretary Que
  3. Jody
  4. Mark
  5. Matt
  6. David
  7. Jan
  8. Mike
  9. Paul
  10. Mel
  11. Clayton
  12. Hans
  13. Nate



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