Budget Reorganization

This page has been requested to be deleted. If you disagree, discuss on the talk page. Whenever possible, could an Admin please remove this page?

In a scenario that may possibly bridge the gap between Crisis Driven Free Geek and Maximum Free Geek, we have been approached by Providence NW to take care of their constant stream of cast-off computers. This would be a huge increase in the amount of material coming in, and would require some (major, systemic) changes of us.

This has been discussed in the Council; the various Staff Standing Committees, especially Reuse, have been discussing the potential impact of such a commitment. Council formed a group to talk about the requirements of the project and what we would need to do to be capable of adapting to the change.

• minutes from first meeting
• June 26 meeting - delegated people to come up with space design proposals
• July 11 meeting
• July 18 meeting
• August 1 meeting
• August 15 meeting
• August 29 meeting
• Note: Providence planning meeting dropped, no longer pursued.

The Numbers

Counts of systems per month.

The Numbers Current and Projected

	current #	current $	future #	future $
Totals	1405	###	2605	###
Recycled	1212	###	###	###
Adopted/Granted	91	###	###	###
Sold in Store	87	###	###	###
Sold in Bulk	15	###	###	###

Dave's not finished number splat

	current #	current $	providence #	providence $	future #	future $
Totals	1405	###	1200	$20,500	2400	###
Recycled	1212	###	100	$500	###	###
Adopted/Granted	91	###	300	$0.00	###	###
Sold in Store	87	###	200	$40ea/$8000	###	###
Sold in Bulk	15	###	600	$20ea/$12000	###	###

Resource splat

	current	providence	future	Assumptions / Notes
Receiving staff hours	###	###	###
Receiving volunteer hours	###	###	###
Eval staff hours	###	###	###
Eval volunteer hours	###	###	###
Build staff hours	###	###	###
Build volunteer hours	###	###	###
Recycling staff hours	###	###	###
Recycling volunteer hours	###	###	###
Store staff hours	###	###	###
Store volunteer hours	###	###	###

Images

Here's an idea of how existing warehouse space could be used to minimize the impact of Providence:

Dave's Low Impact Whse Floor Plan

Image:Fg-floorplan low inpact.png

Dave's Low Impact Warehouse Floor Plan as sketched by Jim Fitterman

Image:Fgwarehouseafter.jpg

This page has been requested to be deleted. If you disagree, discuss on the talk page. Whenever possible, could an Admin please remove this page?

For those who don't already know the background on these questions, see Working with Providence NW.

Questions we want to ask:

Payment

• How much will Providence pay per system?

assuming an amount of $5, currently unofficial and open to negotiation

• How will they pay? Invoice, cash or Check? Invoice (for sure)
• What will be the best payment schedule for them? Monthly
• How much is Providence paying per system to current recyclers (LegacyCorp)?

still unknown

Logistics

• How many Systems per month? 1,200 computers and may grow
• Will Providence deliver the stuff to us? Yes
• How much other stuff to expect( monitors, etc) few monitors, some servers

Condition

• What about hard drives? we will get a few
• Will they leave the hard drive rails? yes
• Will memory be included in the systems? yes

• Date: 13 June 2006
• Facilitator: Shawn (and then Seamus)
• Scribe: Liane
• Minutes Checker: laurel
• Place: FG classroom

Attendance

Jeanne, Liane(scribe), Shawn(facilitator), Michael W., Steve S, Dave, Laurel, Seamus, Matt, Matthew, Matteo, Kerm, Sergio, Iain(Bellingham), Jim, Oso, Ben, Cliff, Richard

What has happened so far

• Staff meeting minutes which include some details and preliminary figures/estimates
• Call for this meeting

other document passed out at the meeting?

Information from communication

This communication is ongoing, via Liane and Oso. We would receive 1200 systems a month in weekly shipments, plus some monitors and little stuff, they'll have ram, maybe even hard drives, though hard drives are a difficulty because of their security needs.

• it would double systems, but not monitors
• most likely a couple of hundred of the same make/model
• most likely we'll get $5 per system, for sure monitor fee
• they would bring them to us, on our schedule as we can deal with them
• a staff person could go to their warehouse to sort the stuff to make it easier for FG to unload and send to the right place inside of FG
• we would invoice them

Some changes if we do it

(What could happen)

• receiving change
• open another day
• changes in eval and recycling
• everyone could get awesome computers, P4s and stuff
• the percentage of to be recycled systems might go up, from 65% to 80%
• huge potential for bulk sales

Further Questions for Providence

To add to Providence Questions

• What do they mean by ethical recycling? some of our stuff goes overseas, but they need to know that we do what we can to deconstruct and process here
• How big will the batches be? remove hard drives at the warehouse
• What is the process? letter of intent/RFP/how fast?
• Can we start slow, and get our program going before we go full force?

Ch-ch-ch-changes

The assembled group then semi-brainstormed a list of potential changes that might help or be required in the transition that this commitment would entail. They were categorized as so:

Staffing

• add about 55 hours just to be open another day(full day)
• 8 hr staff for volunteer recruiting
• one 4 hr staff to go sort
• 3 8hour staff for day of delivery
• extra people will be needed up front to get this all going
• be open another day but with limited stuff going on
• stipends for volunteers (travel, food and gratitude)
• hire noncollective members/Interns
• Americorps

Programs

• change eval: do the diagnostic process in build, eval in situ?
• more education would be needed
• more build coordination
• WE NEED AN EDU-COORD.
• process of build could be split into Assemblyline BUild and Custom Build (or) the Trouble(shooting) Squad
• Barter systems with other non-profits, they send us people who deserve cornputers, (people could volunteer fewer hours, because they already volunteer with other npos)

Facilities

• new or additional building, (Oso: with a roofgarden)
• container (20ft) buying to put in parking lot & increase storage space
• more building rental for offices
• straight flow through
• baler
• more/reorganized shelving
• forklift
• vehicle
• reduced printer program/ups land/black hole
• diagnostic area in warehouse
• move monitor testing
• improve ventilation system in recycling
• fence off the parking lot / cover parking lot
• Classroom = Build
• White hole = Classroom
• upstairs studio = offices
• elevator to make upstairs handicapped accessable
• meetingroom = classroom

We have a reservation!

So that's a lot of changes. The floor was opened for reservations. Laurel jumped into the conversational void with an eloquent "well, yeah, but it could kill us."
More coherent people then said:

• (Matthew): I have trust in FG to continue to remain itself while it continues to grow at an amazing rate.
• Can we really handle this much stuff coming in the door? most likely there will be a crash and burn
• What if we start it and then have to back out? it will be a trial, and we'll have invested a lot in the change.
• (Dave, optimistic): My concern is that we're too concerned
• will it kill FG first culturally and then technically?
• (Laurel): We need to make sure the process of change is transparent to people who will be affected.
• killer amount of work ahead of us; we'll need to act soon; we are sssllloowww when we decide stuff
• scheduling for meetings will be difficult
• let's not back out- we might not get the chance again. If we flake on a business offer like this, others businesses will know.
• Adherence to the mission might have to override sacrifices in culture
• change is never easy
• is everybody and their brother going to contact us with these kind of offers, then what do we do?
• we really need to work out the technical problems before we can go ahead with this; just because this group says go ahead, that doesn't mean everything has been solved.

In solution

With a contract in hand from Providence we could get a small business loan from a bank and buy tons of excellent chocolate for staff and volunteers; METRO might have loan available for that, too. We WILL have to get more efficent and add more hours in areas. Wholesale sales and so on will get the stuff out the door.

Printerland, Recycling, Shelving, System storage could be more efficent

Dear council,

The group came to consensus on the following recommendation to council:

We agree that the Providence proposition falls within our mission, but if the concerns enumerated in the minutes can not be addressed then this proposal does not fall within our capacity.

We suggest the council create a working group to create plans to address these concerns.

The council may be asked to empower the working group, with a mission and guidelines to make some decisions as needed to make sure things go at the speed that businesses require.

• a working group would work on priorities
• come up with a plan that says whether we can do it and how we'll go about it
• Jim is interested in being the Volunteer Project Manager to deal with communications and eveything else, and he wants to have a meeting with everyone who wants to work on solving the issues, this week
• let's call it the Providence Committee

New Commitments

• Oso will send email to Providence to ask the questions we still have, and report the answers to council

Next Meeting

We expect this to be determined after the council meeting on Wednesday.

• Facilitator: TBD
• Scribe: TBD
• Date and time: Providence Planning 06 27 2006
• Place: TBD
• Potential agenda topics : overall plan, man power needed, how much money do we need upfront, changes in the building

• Date: June 21st, 7:15pm
• Facilitator: RevPhil
• Scribe: Seamus
• Place: Free Geek

Attendance

Michael, Kerm, Jac, Laurel, Debbie, Phil, Jeanne, John, Richard, Dave, Matteo, Steve, Seamus, Jim, Emily, Martin, Seamus, Wren, Rick; Late: Jeff, Bobby, Sam

Richard explains the history of Council. Laurel notes that a council orientation page is being prepared (Council Orientation on the wiki).

Old Commitments

• Phil: train more guides. IN PROGRESS
• Martin: get Uganda pics posted DONE
• Mark: Non-profit-info site info DROPPED
• ALL: Find Board Nominees DROPPED
• Martin: Blind Linux group meeting DROPPED
• Martin: Ambassador's group DONE
• Oso: Phil's hiring report CARRYOVER
• Shawn: announce next Providence mtg DONE
• Martin: hiring priorities proposal discussion to Council list DONE
• Staff: recieving coverage report DONE

Reports

Receiving Report

Receiving coverage: staff are covering, with some subs. new intern Katrina has been hired, starting mid-june.

Volunteer Program report

See Council list.

Build report

See Council list. Could use extra Eval 1 hands.

Board report

Budget expansion passed. Core breakfast! Marie + Joe may not stand for reelection in October.

Old Business

Internship Guidelines Proposal

• Presenter: Martin

"add to the hiring guidelines a reminder that paid internships create inequality, 
 can be misleading, and should not be used unless:
 - the position is low stress
 - the position is necessarily temporary
 - we are unsure of the need for the position in the long term 
 in the third case, we should, prior to the hiring, define a clear set of criteria 
 by which we later decide if a position becomes permanent or not."

There were two concerns at the last meeting. Martin tried to address these concerns via email. He didn't hear back after his initial response, and neither of the sources were present, so we considered those concerns met. He expressed that the purpose of the proposal is not to create new policy, but to formalize existing processes.

A couple concerns were raised. It was suggested that exploratory internships may exist, in part, to define the criteria by which they would be evaluated for position-creation, and perhaps it would be best to define up front a default action for the end of the internship instead. A lot of people had issues with the phrase "low stress". We clarified that the three bullet points of the proposal are "OR" conditions, not "AND". We made some small alterations to the text:

"add to the hiring guidelines a reminder that paid internships create inequality, 
 can be misleading, and should not be used unless:
 - the position is lower stress
 OR the position is necessarily temporary
 OR we are unsure of the need for the position in the long term
 in the third case, we should, prior to the hiring, define a clear set of criteria 
 by which we later decide that a position become permanent or not."

And then we ran out of time and agreed to move it to the list for further language refinement. CARRYOVER for July.

Propogation of Concerns

• Presenter: martin

"when anyone is approached with a concern, question or idea, it should be taken to
 the group of most specificity which would sensibly be interested and/or 
 responsible for addressing it. That group is then responsible for addressing it 
 within a month. After that, the requestor is given the opportunity to go to a 
 group of less specificity with both the original issue and to address the failure 
 in the responsiveness of whatever group was tasked with their issue first."

Martin wants not so much to make policy but to make a process that is clear to people trying to get concerns addressed as to how they can go about it. DROPPED as a proposal. Martin COMMITS to putting it on the wiki.

New Business

Providence

• Proposal from Providence meeting:

"We agree that the Providence proposition falls within our mission, but if the 
 concerns enumerated in the minutes can not be addressed then this proposal does 
 not fall within our capacity. We suggest the council create a working group to
 create plans to address these concerns."

• Minutes @ http://wiki.freegeek.org/index.php/Providence_Planning_06_2006

This is a huge issue that everyone should be aware of. There was some debate about whether this is a good idea for FG; whether we are ready to experience so much growth.

CONSENSUS: the Council agrees with the proposal above. CONSENSUS: the Council creates a new Providence working group to create plans to address the concerns identified by the previous meeting. The first meeting will be Tuesday, June 27th, at 7:15.

One concern was the initial scope of the working group. Some felt that we should empower the group to negotiate and begin implementation of the agreement with Providence, in order to make sure that our end moves at a business-like pace. Others noted that contracts are specifically the responsibility of the Board. It was also noted that Providence will probably spend another month putting together a Request For Proposal, and then the process of taking our response and finalizing would likely be at least another month, so we do not need to finish this discussion immediately.

For the time being, Council has not empowered the working group to do anything more than consider the obstacles and plan for how to deal with them.

Laptop Coordinator Intro

I'm Jeff! Come in and help out with laptops!

Printer Coordinator

Guy has resigned; he will still be around as a volunteer. Staff isn't really sure what to do about it yet. HR is reassessing. We may want more of a generalist than a printer-specific person. We discussed the relative merits of hiring a generalist right now vs a new printer coordinator.

CONSENSUS: empower staff to define a position for and hire a general staff person.

New Commitments

• Martin will write about escalation of concerns for the wiki.
• Providence working group will meet and report regularly to Council
• Oso: Phil hiring report

Next Meeting

• Facilitator: Seamus
• Scribe:
• Minutes Checker:
• Date and time: July 19, 7:15
• Place: Free Geek
• Unfinished business
  • Process : staff to present
  • Ambassadors: pushed back to next month
  • Space usage report/decision regarding process (jeff)
  • Propogation of concerns (martin)
  • Core program (jeff)
  • Accountability (jeff)
  • Board/budget report (seamus or other director)