14:02:24 #startmeeting 14:02:24 Meeting started Sat Feb 13 14:02:24 2021 UTC. The chair is pronovic. Information about MeetBot at http://wiki.debian.org/MeetBot. 14:02:24 Useful Commands: #action #agreed #help #info #idea #link #topic. 14:02:31 ah good 14:02:37 #topic attendance 14:02:46 if you are an hcoop member and present please write "#info $hcoop_username" 14:02:49 #info pronovic 14:02:50 #info clinton 14:02:50 #info bkhl 14:02:53 #info keverets 14:03:22 #info layline 14:03:35 #topic agenda 14:03:42 Agenda is found here: https://wiki.hcoop.net/IrcMeetings/20210213 14:03:59 #info https://wiki.hcoop.net/IrcMeetings/20210213 14:04:19 #topic Status of HCOOP's 990-N 14:04:42 #info clinton filed the 990-N last night and will update the board on its acceptance status once the IRS updates 14:04:48 thanks for doing that. 14:04:49 should be good to go there, nothing fanc 14:04:50 y 14:04:58 any other discussion on this? 14:05:14 don't think so 14:05:36 ok, moving on 14:05:43 should be it, we're easy for the 990-N (when I don't forget to file it, d'oh), make less than $50k so done and done 14:05:55 #topic Approve 2021 HCOOP budget 14:06:00 budget is here: https://wiki.hcoop.net/HcoopBudget 14:06:02 #info https://wiki.hcoop.net/HcoopBudget 14:06:24 I copied the 2020 budget to 2021, our expenses are not expected to exceed the current budget this year 14:06:41 Ok.  Makes sense to me.  Do we want a formal motion to approve? 14:06:46 what about income? 14:06:56 dues amount is for Aug 2020 ... has that changed? 14:07:16 I can update that today, it's just informative 14:07:42 actually probably better to adjust the wiki after we expel a few members for non-payment 14:07:59 but roughly the same, slightly higher now but we have a few phantom members too 14:08:00 Just plays into whether the budget gives enough buffer to increase to the desired buffer 14:08:13 approximately the same is good enough I think 14:08:35 yes, seems like it will be approximately the same 14:09:02 $567 was last dues collection, but we have 3-4 members that are gonna be axed this month 14:09:24 so still in the neighborhood of $550, or a bit less 14:09:29 yeah 14:09:47 any other questions or concerns before a vote? 14:09:58 I'm good.  I guess we just need a motion from someone. 14:10:21 #info clinton moves to adopt the 2021 budget 14:10:32 second 14:10:42 #info +1 14:10:48 #vote Adopt the 2021 budget 14:10:51 +1 14:10:51 err yes 14:10:53 #info +1 14:10:53 #info +1 14:10:56 #info +1 14:11:02 #info+1 14:11:11 #info motion carries, 2021 budget has been adopted 14:11:14 hmm.. wonder if meetbot will pick that up without the space 14:11:18 I should add #vote to the bot formally, unless someone else with python experience wants to beat me to it 14:11:39 pesky whitespace 14:11:58 keverets: not directly related to board meeting, but I think I can finally get to working with you to move the bot under the hcoop account with control by any board member in a few weeks 14:12:07 nice! :) 14:12:09 unknown_lamer: ah, cool. That would be good. Thanks! 14:12:20 I know we meant to do that last quarter, but ... pesky frail human body fighting me ;) 14:12:36 #topic Financial report 14:12:48 no worries. Just will be good for future secretaries not to have to replicate my hacked up install 14:12:58 #info Total cash on hand: $6,669.23 14:13:07 #info Member Balances: $3,656.30 14:13:14 #info Net: $3,012.93 14:13:55 #info ortal calculates co-op balance as $2,469.67 after entering most missing expenses from the 2013-2018 gap (still needs some work, found a few other issues in the ledger) 14:14:03 and I guess based on what I see on the wiki, some of this will be adjusted after we finish reconciling? 14:14:04 #info Reserve goal: $4,815 (cash on hand is $1,802.07 below reserve limit, but likely further away in reality) 14:14:25 so we're roughly at $2500-3000 in real money 14:14:36 ok 14:14:53 still have some work to do, the bugzilla bug has more details. found a couple more bills that need to be entered once I figure out what they were for (pretty sure hard drives and a switch) 14:15:24 and I need to see how the portal calculates this, I have some suspicions about how a few things were entered that would also throw it off (basically reimbursing members for buying things, without debiting from the coop balance too) 14:15:29 So at the current rate we are 1-2 years from hitting the reserve goal, I guess? 14:15:52 around that, so dues are find at $7/mo for the foreseeable future 14:15:56 *fine 14:16:21 Our cash flow is positive and we are not in any peril anymore at least :) 14:16:31 yeah, that's a plus :) 14:16:31 Steady as she goes. 14:16:36 when we do this again, it might be beneficial to do it in the opposite order. Current status, then proposed budget 14:16:40 expenses will go up slightly soon (adding a jitsi meeting server), but well within the budget and available income 14:16:57 err yeah, I just kind of tacked the budget on last night after realizing we didn't adopt it already 14:17:18 ('tho likely should have at the last meeting before 2021... will get it right this year) 14:17:27 no worries. Just made me think of something I'd ask about in the budget section, but the time is passed (and it's not terribly important) 14:17:48 Any other discussion on this topic? 14:17:59 none from me 14:18:32 #topic Members with very overdue accounts 14:18:52 I meant to deal with a few of these months ago, but basically got nothing done october -> jan 14:18:57 in the last round I noticed there were ~6 members with accounts that were more than 6 months overdue 14:19:04 some are more than a year overdue 14:19:10 #info clinton will contact all delinquent members manually before Feb 20th 14:19:31 have any of these people been contacted before this? 14:19:34 didn't know if we were going to be more lenient with pandemic, etc 14:19:35 then for anyone who is clearly gone (a few paid once and disappeared), I'll bring them up for a vote to expel asap 14:19:55 pronovic: everyone is emailed every month from when they're low 14:20:05 a few others I think have just forgotten and should pay before then, I think anyone who has an actual history of paying we can wait a few more weeks before booting entirely 14:20:21 apparently gmail is flagging dues reminders as spam consistently again 14:20:32 Ok, that's what I thought.  So this shouldn't be too much of a surprise to anyone.  But I agree - anyone who has a history of paying we can be a bit lenient with. 14:20:36 just thought it might be worth finding out if there are extenuating circumstances in some cases. It's been a hard year for many 14:20:37 keverets: I think we can consider leniency when we do the vote to expel, but not if people are uncontactable. 14:20:39 from an admin side, I really need to address that soon, by forcing people to stop forwarding to gmail basically 14:20:54 also moving automated mail (from apps, mailman, forwarding) to a separate IP 14:20:56 bkhl: sounds like a good rule 14:21:01 uh, what? 14:21:16 stop forwarding what to gmail?  because I do that with all of my mail 14:21:26 that's a bad practice that may mean missed email 14:21:32 there will be an alternative (basically, create vmail, forward to vmail, use pop3 to pull to google) 14:21:33 more beneficial to forward from gmail to hcoop :) 14:21:43 no 2FA at HCOOP 14:21:45 because of how DKIM/DMARC/SPF work, it really harms our sender rep 14:22:04 pronovic: is that something we should add to the list of future activities? 14:22:04 and I don't do anything like email without 2FA any more.  it is what it is, but HCOOP has turned into a backup for me in those terms 14:22:19 but this is all the technical side 14:22:29 just saying some folks may very well have not been seeing dues reminders 14:22:35 yep 14:22:40 that's an important note 14:22:42 google is notoriously bad at cutting off small email hosters (hotmail/outlook/microssoft being worse) 14:22:45 even though we make it clear it's your responsibility... 14:23:00 but still, they weren't getting flagged as spam a yearish ago, but now are so 14:23:09 s/bad at/bad for/ 14:23:17 Is there a list of those members that we can see somewhere, in case it' 14:23:23 in any case, I am going to manually contact everyone, and bring up anyone who hasn't paid in 12 months or longer for expulsion a week later 14:23:31 I think that's a good plan 14:23:33 s people someone on the board knows and may reach in alternate ways? 14:23:45 https://members.hcoop.net/portal/money?cmd=bootworthy 14:23:57 #action unknown_lamer will manually contact everyone, and bring up anyone who hasn't paid in 12 months or longer for expulsion a week later 14:23:59 bkhl: I generally contact everyone at all addresses we have on file 14:24:27 interesting that members with a positive balance are in that list. 14:24:35 about half the folks in there are definitely still use hcoop and I know will become current though once prodded 14:24:45 this is one of my favorite parts of the portal 14:24:59 this view includes the deposit 14:25:04 the main view subtracts the deposit 14:25:24 it doesn't tell you when it does and when it does not (more quality of life stuff I just never get around to tweaking) 14:25:41 so once you have < 1 month deposit or considers you boothworthy 14:26:02 s/or/it/ 14:26:08 might also be nice to see their pledge amount. Some that have multiple pledges may be reasonable to be deeper over 14:27:18 think I'm good with the actions listed so far. Any other discussion needed on this topic? 14:27:28 I think clinton's action resolves this for me, so I'm good 14:27:52 #topic Upcoming election 14:28:08 and I will try to keep up again generally, my health has markedly improved so staying on top of things again after a six month blip there 14:28:32 well, I'm glad that you're feeling better, and there's definitely no need to apologize for that. 14:28:36 for the election, we should send the notice + call for candidates around march 1st ideally. president traditionally handles that. 14:29:01 yes, I believe that was on my plate last year 14:29:22 Glad to hear your health is improving. Every month has been mortality awareness month. 14:29:55 perfect time for me to have my first contacts with the medical system in about 15 years :-X 14:29:58 https://wiki.hcoop.net/HCoopElectionProcedures 14:30:20 oh hello past me, you actually documented this 14:30:49 I like when past me was kind enough to help present me :) 14:30:52 yeah, I was just looking for that.  I found my email from last year with the steps, but I think that wiki article covers everything in my email 14:31:02 yay for past us being helpful :) 14:32:01 #action pronovic will kick off the election process and reach out to the board if other help is needed 14:32:15 perfect 14:32:28 any other discussion needed on this? 14:32:41 not from me 14:33:02 I'm good 14:33:12 #topic other business 14:33:13 Any member of the co-op is welcome to bring up a topic here 14:33:46 there was briefly discussion around documentation and other volunteer activities. Do we want to do anything to further encourage that? 14:34:18 https://wiki.hcoop.net/HcoopVolunteerTasks this I think is still relevant 14:34:32 but we'd ideally want a non-board member to spearhead that on discuss or something 14:35:07 that makes sense. Should we solicit interest in shepherding so any potential volunteers know who to coordinate with? 14:35:23 that seems like a good place to start 14:35:30 Maybe throw that into the election notice 14:36:21 that we are looking for someone to coordinate volunteer days or similar 14:36:24 yes, I can do that.  I'll circle up in an email to the board to settle on verbiage, once I get closer to sending out that email. 14:37:15 anyone else have a topic to for other business? 14:37:26 :s/to// 14:37:39 that's all I had for today 14:38:02 #action pronovic to mention in the election notice that we are looking for someone to coordinate volunteer days or similar, and circle up in an email to the board to settle on verbiage, once closer to sending out that email 14:38:14 thanks... should have done that 14:38:17 np 14:38:40 if there's no other business, I will end the meeting 14:38:54 ok, thanks! 14:39:04 #endmeeting