Board Meeting Minutes: 23 December 2017

Organization for Transformative Works – Board of Directors

Minutes of the meeting: December 23, 2017, 16:00 UTC

Present

  • Alex Tischer
  • Atiya Hakeem
  • Claire P. Baker
  • Danielle Strong
  • Jessie Camboulives
  • Kristina Busse
  • Priscilla Del Cima

Guests

  • Annamarie
  • Anne-Li
  • aruna
  • CJ Record
  • Elz
  • james_
  • Janita Burgess
  • McBangle
  • Natalia Gruber
  • Qem
  • Rebecca Sentance

Decisions taken since the last meeting

  • Approved last meeting’s minutes
  • Approved new staffers for Translation, Support, Systems, AD&T, Communications, Abuse, Fanlore, Tag Wrangling
  • Approved Legal’s decision to join forces with our allies on two additional exemption petitions
  • Approved DevMem’s re-order of premiums for donors
  • Approved Finance’s decision to move forward with a selected CPA firm for the org’s external audit, and approved their letter of engagement
  • Approved payment to audit firm for audit of 2015 and 2016 OTW financial statements
  • Approved the purchase of a new business registration license for the District of Columbia
  • Approved the updated budget, and budget changes related to the Elastic search upgrade
  • Approved several payment requests for reimbursement of necessary shipping and administrative costs
  • Approved the purchase of new front-end servers
  • Approved the payment request for the rewrite of our user account authentication system
  • Wrote Board letter to OTW members (for the October drive)
  • Replied to message sent to the Board during the drive
  • Confirmed that all current members of the Board have read and agreed to the OTW’s Conflict of Interest policy, for legal reasons
  • Approved Legal signing on to letter concerning legislation about a copyright small claims court (note: we ended up not signing on to this due to time constraints)
  • Approved Systems request for power transfer switch at colo facility
  • Discussed vid archiving inquiries with Open Doors
  • Approved several Finance expense requests related to tax filing services
  • Approved Finance request for state agent representation services
  • Approved new co-chair for Fanlore, Rebecca Sentance
  • Approved revisions made to Strategic Plan
  • Approved Systems request to renew MySQL support contract for 3 years
  • Approved Finance investment plan for 2018

Open Session

  • We commended Finance on their work on the ongoing Audit
  • We gave an update on the staff/volunteer divide discussion
    • A couple months ago, we sent out an anonymous survey to the whole OTW asking for input
    • Common concerns include position names and potential inactivity; we are working to address both
  • We discussed the changes to Board’s roadmap for 2018, and what we needed to carry over from 2017
  • We agreed on our calendar for internal check-ins, and public Board meetings for 2018
    • One open meeting per quarter
    • One check-in with all committees per quarter

Closed Session

No items

The meeting was adjourned at 5:25 PM UTC
Minutes approved by the Board on April 21, 2018