Meeting Notes 2024-11-22

Attendees

• William, Paige, and Patrik

Agenda

Becoming a Nonprofit again

Sudo Room is trying to become a separate 501c3. It used to be a nonprofit, but donated its EIN to Omni Commons. We were advised by our lawyer to create a new nonprofit, rather than staying on the one Omni has now

Paige, William, and ajay volunteered to be the required officers for the time being. We also are legally required to have a board of at least 3 people.

Organization

• Paige - past suggestions on how to organize I've heard is to have working groups and/or sociocracy circles. We could have reps from a few working groups be the board? That board would the contact to the bookkeeper and lawyer.
• William - I think volunteers should devote their energy to into doing sudo room mission stuff, admin work should be done by someone paid. We could have some sort of executive director role that has limited power to make sure all of the paperwork is done. They work with the bookkeeper and Jesse.
• Patrik - doesn't necessarily need to be an executive director, could have some other title. But that title does look good on a resume.

Bylaws

Main bylaw discussion now has been on deciding whether to have a voting member board, or self selected board. Seems like we want to have voting members, but are concerned about meeting quorum requirements. When having voting members, quorum is 1/3 of members https://casetext.com/statute/california-codes/california-corporations-code/title-1-corporations/division-2-nonprofit-corporation-law/part-3-nonprofit-mutual-benefit-corporations/chapter-5-meetings-and-voting/article-1-general-provisions/section-7512-effective-112025-quorum

Patrik shared some example bylaws with us

• Sudo Room old bylaws https://sudoroom.org/wiki/Bylaws
• Bylaws from other community labs: https://drive.google.com/drive/folders/0Bx0m7X6dHC0mcS1vN2pwMUx0aW8?resourcekey=0-mUzvjh-rfA3mWbloqxpbQQ&usp=drive_link
• Noisebridge bylaws: https://www.noisebridge.net/wiki/Bylaws
• Ace Monstertoys bylaws: https://github.com/acemonstertoys/bylaws/blob/master/AMTBylaws.md
• Hacker Dojo bylaws: https://wiki.hackerdojo.com/index.php?title=Bylaws

Ideas

• SL: members become active for voting purposes after 2 meetings. members who miss 3 of the last 4 meetings become inactive and don't vote. Members can vote/attend electronically.

• Paige: I think we should add a membership agreement to our new member process too. CCL shared there's as an example: CCL membership agreement: https://drive.google.com/file/d/0Bx0m7X6dHC0maGprMEVlTk93eEE/view?usp=sharing&resourcekey=0-wg5yKXEcoz0-DUpQH-Q1yQ

Finances

• Rent is $2300 due on the 25th. After paying that this month we will have $2339.71
• Sarah has been doing bookkeeping work for us but don't know how long she will keep doing that
• do we have more money coming in from Stop Waste?
• Andy used to track monthly income, but no one is doing that now

• Patrik: https://humans.sudoroom.org/ does not notify anyone (member or org) if payment bounces. We estimate that this is the case for a lot of CCL members. We are scheduling meetings with different membership fee management softwares. If sudo is interested in joining these meetings, let me know. We are looking at companies that use Stripe so we can seamlessly transfer over current member subscriptions.

CECE sewing project

CALLI has said they would not sign a lease with CC in the basement until the new year at the earliest (if at all). In the meantime, we want to offer space in Sudo Room for CC to use. What space can we free up?

• William: the table in front of the lockers?
• Paige: the north west corner seems to be our most unused space. Could free up some of those file cabinets for them to use as storage. I think they need more than just that one fold up table.

TODO: reach out to CC to see what sort of temporary space would work out.

Sudo Room's room + we need to move some stuff

• Roof repairs are underway. From Valerie "I was informed by a crew member yesterday that as they remove the layers of roofing it is likely that your area of the building will experience higher levels of debris due to the condition of the wood on the ceiling and the spacing size in between the boards. I would highly recommend taking action to cover the Sudoroom and Sudomesh area next week in preparation for the roof tear off that will likely happen in the middle of next week if the weather permits."
• Fire inspector is requiring us to remove all items directly below the stairwell and keep it clear moving forwards. CALLI has offered to help us with ewaste - we can put items in the trash room.

Insurance

• Sudo Room currently is covered by Omni's insurance (Brignole) and it is ~$500 per month.
• Patrik: CCL only pays $500 per year for Liberty, no reason for Omni to be paying so much

Who can research and get us a new plan? The insurance requirements as per our lease with CALLI are:

• Lessee shall obtain and keep in force general commercial liability insurance covering all of Lessee's activities at the Premises during all periods that this Lease is in effect.
  • Said insurance policy shall have liability limits not less than $1,000,000 per occurrence for personal injuries and $2,000,000 aggregate. Said policy must include a Waiver of Subrogation. Said policy shall name Lessor as an additional insured.

We also still want to have director's and officers insurance. Right now that is covered by AFCO (?)

Communications

• William: we should create a discord

Jonathan created a discord before but not sure if we have access. We also have a channel on the Omni slack. But might be worth making something separate.

Any good alternatives to discord?

We also have a Trello that is past the member limit.

• Paige: I created an account on Taiga, and was able to import the Trello.