O&D Meeting 8/17/2021

Attendance

Directors

• Steff
• Madeline
• Danielle
• Jim
• Raj
• Paul
• Andy

Absent

none

Guests

• Daniel J.
• Charles L.

Minutes

Meeting called to order by at Steff at 9:06 PM

Treasurers Report

• current treasurer report
  • current member count: 70

COVID-19

• Space Report - staying (somewhat) clean
  • Supply report - good

Unfinished Business

Adding New Members

• Previous Status
  • Steff agreed to send out email to members to get their opinions - - 2/16/2021
  • based on positive member feedback; board voted unanimously to take it upon ourselves to help streamline the membership process - 3/16/2021
  • discussed suggested process: - 3/16/2021
    • electronically accepted form--maybe PDF signatures - 3/16/2021
    • submit photo of ID, but also photo of them holding the ID (must delete immediately afterward) - 3/16/2021
    • contact member sponsors to verify support - 3/16/2021
  • will solidify process later
  • Daniel Volunteered to help get the process streamlined and online. - 3/16/2021
  • Daniel suggested having two directors agree to be in a very short Zoom meeting/breakout room to verify the IDs of prospective members - 4/20/21
  • Per the bylaws, membership requires a signature--it can be an e-signature, but it has to be a signature, not an email - 4/20/21
  • Steff volunteered to turn membership form into an online Adobe form that can be signed electronically - 4/20/21
  • Raj located KY law that states an emailed signature ("s/Firstname Lastname" formatting) can be used as a signature -4/20/21
    • Signature emails need to be saved/kept track of - 4/20/21
  • Secretary has to verify membership form, cannot be another board member - 4/20/21
  • Danielle will attempt to start streamlining the process with Andy's assistance - 5/18/21
  • Andy has worked hard to acquire all the files & confirmations needed for online memberships; he has already processed 10 new members- 6/15/2021
  • there will be a board member present on Tuesday nights to assist in the membership process- 6/15/2021
  • attempt to have O&D commit to a regular, possibly scheduled rotation to cover on-site Tuesday night access to sign up new members- 7/20/2021

• Update
  • board members can be on site prior to monthly board meeting to help sign up (can have slightly abridged regular meeting if necessary)
  • Danielle will send out notification email for new members
  • email notification should (eventually) be codified in bylaws --Charles

New Financial Software

• Previous Status
  • Steff to present possible options - - 2/16/2021
  • options were presented and there will be a meeting at a later time to discuss ideal software - 3/16/2021
  • Steff feels it would be preferable to learn how to use Pike13 for what we need rather than to switch over to another system right now, no disagreement - 4/20/21
  • Steff intends to set up Pike13 training - 4/20/21
  • Daniel has offered assistance, as Steff intends to table plans for now to avoid burnout - 5/18/21
  • Steff intends to arrange a Pike13 training sometime in mid-July - 6/15/2021
  • Steff has decided on Pike13 for now- 7/20/2021
  • Steff has not gotten return contact from Pike13 for support, Jim will try contacting- 7/20/2021
  • Tim: our Pike13 subscription no longer supports waiver - may require new contract/plan- 7/20/2021

• Update
  • Daniel will contact Pike13, hopefully connect board with relevant info

Parking Lot cars being towed

• Previous Status
  • Steff will introduce herself to the landlord and have conversation, as this issue has been (and will be) a longtime concern of the membership - 5/18/21
  • landlords not returning calls, Steff will keep trying to contact them - - 6/15/2021
  • Steffanie didn't try and contact them will put on calendar to make a more concentrated effort this month- 7/20/2021

• Update
  • Andy will reach out to landlord

Members Not in Good Standing

• Previous Status
• Andy - need grace period or some policy revision that makes dues collecting more compassionate; back dues should not be only obstacle for a responsible member- 7/20/2021
• Bylaws have frustrating technical interpretations for this, and better interpretation/overhaul could really help- 7/20/2021
• Steff will restart Handbook Committee- 7/20/2021

• Update
  • tabled until further interest/availability for detailed pursuit

New Business

Makership Committee

• • looking to run new committee
  • Paul will draft email to membership requesting leadership

Close

Meeting was adjourned at 10:39 PM