Cabinet Meeting MinutesDATE: November 20th, 2016TIME: 5:30 pmLOCATION: Bellevue LibraryMEETING CALLED BY: President: Faraón TorresTYPE OF MEETING: Cabinet Meeting FACILITATOR: F. TorresNOTE TAKER: J. Martinez/M. NavarroTIME KEEPER: n/aVOTING MEMBERS:
Roll Call
Titled Name
President Faraón Torres Vice President and Treasurer Jose Martinez Secretary Maggie Navarro University Outreach Director Rachael Brown Corporate VP of Strategy Malu Septien Milan
ATTENDEES: Viviana Ramirez, Guillermo Vasquez, Christian Sarmiento, Carlos Chavez,
Carlos Blanco, Marjorie Blanco, Jose Campos
1. Call to Order: 5:36pm
2. Opening: Welcome
3. Roll Call – Quorum is established.
4. Approval of the Minutes:
a. Motion by Faraón Torres to approve minutes from Oct. 28th,2016 Cabinet
Meeting with Edits. (Displayed Documents) Motion, Carries
5. Reports of officers, boards, and standing committees
a. Executive Board
i. Report of the President F. Torres
ii. Report of the Vice President/Treasurer J. Martinez
Motion by Faraon Torres to Adopt table III by Joe Martinez of the Vice
Presidents and Treasurers report. Operating budget for the current
fiscal year 2016-2017 with the edit of adding a line item for audit
committee/CPA for $5,000 from the operating cost. Motion Carries
Action: Investigate Non-for profit insurance. Joe
iii. Report of the Corporate Secretary M. Navarro
iv. Report of the VP of Strategy Malu Septien Milan
b. Directors
i. University Outreach R. Brown
Rachael Brown reported that: About 24 students (12 from UW and
SU) attended the conference, with about ¼ of those attending the full
conference and the rest to the career fair offer. Have not confirmed the
number of interviews, offers and offer accepts at this time.
Survey response-sent to 14 people who expressed interest in college
outreach. 3 responded, 1 student 2 professionals.
Most interest in resume and interview workshop.
ii. Corporate Relations and Gift Matching Programs V. Ramirez
Viviana Ramirez reported on a Networking event and it was
suggested that it take place at the Microsoft Campus.
c. Standing Committees
i. No Standing Committees Chartered. Review Charters.
1. Membership Committee A. Bonilla (DL [email protected])
2. University Outreach Committee R. Brown (DL [email protected])
3. Community Outreach Committee vacant see NDC (DL
4. Professional Development Committee M. Milan (DL [email protected])
Carlos Chavez, presentation attached
5. Corporate Relationships and Give Programs V. Ramirez; R.
Brown; M. Navarro; and J. Martinez
d. Special Committees
i. Audit Committee A. Godinez (DL [email protected])
1. To be chartered as standing committee status.
2. Deliverable by December 2016 (8/21/16)
a. to audit process and financials of the organization;
b. Provide constructive feedback and process improvements;
c. Deliverable – Report and Process Improvements.
ii. Chapter Awards Committee F. Torres, M. Septien Milan, V. Ramirez
iii. Noche de Ciencias Committee I. Gutierrez (DL [email protected])
1. To be chartered as ad hoc committee status. See Minutes for Motion 8/28/16
iv. Bylaws Ad Hoc Committee (Peñuelas, Torres, Martinez, y Navarro)
1. Pending: Report of Bylaws Special Committee, Mr. Jose Martinez and Mr. Basilio Peñuelas.
2. Open Action : Maggie Navarro, Coordinating Jan. 30th, 2016 Amendment with SHPE National
v. Policy and Process of Gift Matching Programs Verification N. Estrada
and I. Gutierrez
1. Program Architects – Nick Estrada and Ivan Gutierrez (Original Action for Navarro, Bonilla,
Brown, and Martinez by May 10, 2016).
2. Ongoing Action: To accept all gift matching volunteer corporate matching hours followed by an
email confirming said hours with a disclaimer stating that hours will be submitted in the
official volunteer hours record for SHPE PSC. Volunteer hours larger than 300 hours will be
subject to internal SHPE PSC audit. 8/21/16
e. Chapter Representatives (Direct Report/Consultation to the President)
i. SHPE National and SHPE Region I Council Representatives J. Campos
ii. Volunteer Metrics V. Ramirez
iii. Recognition Program for Volunteers N. Estrada
iv. Chapter Newsletter Y. Gastelo
v. Webmaster and Basic Online Tools A. Nunez
vi. Thank You Cards A. Bonilla
6. Special Orders
a. Fiduciary Duties & Bylaws Requirements
Motion by Maggie Navarro to induct members of the boards to new roles
Malu Septien Milan, i of viii; Christian Sarmiento, ii of viii and by Faraon
Torres to table items iii of viii and on to viii of viii. Carries.
i. Induct Malu Septien Milan Chief Information Officer in addition to her
current role. Note Current role is VP of Strategy. This role information
technology and computer systems that support enterprise goals in
alignment with the strategy, Motion Carries.
ii. Induct Christian Sarmiento to Board of Directors, with title of Vice
Corporate Secretary. This officer role will support the Corporate
Secretary in addition assist in the organization’s Marketing and
Communications Strategy and to serve as the Chapter’s Historian.
Motion Carries.
iii. Induct Viviana Ramirez to Board of Directors, with title Corporate
Relations and Give Programs Chair to include Membership
Development. Tabled.
iv. Induct Guillermo Vasquez to Board of Directors, with title of Digital
Solutions Architect. Rhythm of Business Committee, Tabled.
v. Induct Carlos Chavez into Board of Directors, with title of Professional
and Internal Development Director. This role will train with
onboarding of volunteers as members and as they represent the
chapter (Chapter Branding), Train on soft skills, Resumes for
Professionals, Technical training to attract young professionals.
Tabled.
vi. Induct Ivan Gutierrez to Board of Directors, with title of Project
Manager and Noche de Ciencias Chair and Rhythm of Business
Committee. Tabled.
vii. Induct Jose Campos to Board of Directors, with title of SHPE National
Focal. Maintaining communication with SHPE National, SHPE
National Conference and RLDC Liason. Fund raising. Tabled.
viii. Induct Nick Estrada to Board of Directors, with title of K
through 12 Outreach Director. Tabled.
b. Washington State Secretary of State
i. Chapter was successfully registered as a Charity
c. Internal Revenue Service (IRS) and Washington Department of Revenue
i. No items.
d. Financei. Open Action: Faraón Torres and Joe Martinez to change the name to
reflect the certificate of existence on the checking accounts at Bank of
America. MEETING REQUIRED
7. New business
i.
8. Tabled Items
9. Adjourn:
The meeting was adjourned at 7:51 pm Signature of Secretary Signature of the PresidentApproved: ______ (date)Corrected: ______ (date)
ENSURE ALL ACTION ITEMS ARE DOCUMENTED ON CHAPTER’S TRACKING SYSTEM
Discussion points and Action Itemsi. Networking/chapter awards event
a. Microsoft as venue, central location?b. Malu to help find a speaker?c. 1st week of February?d. People to help coordinate: Viviana, Carlos, Malue. Viviana to coordinate with Christian for event invitations
ii. Rachel needs help finding (and maintaining) motivated college students.a. Help from Carlosb. Possible help from mentoring?
iii. Possibility to setup conference call with SHPE PSC members to update periodically on what is going on?
a. To be used in conjunction with newsletter?iv. Carlos to develop survey for PSC membersv. Jose to talk to Jazmin on how to send out survey to members in regards to
RLDCvi. Investigate need for NRP for SHPE National, if we decide to do, ensure
everyone contributes with compilationvii. Roundup for magazine
viii. Dec 11, FLL (First Lego League) is having competition in Auburn.a. Possibility to showcase FLL or other robotics at Noche de
Ciencias?
Officer’s Report
Name of Officer: __ Joe Martinez
Officer’s Position: __Vice President and Treasurer________________
Board Meeting Date: ___Nov 19___________________________________
Total Time Requested to Report in Meeting: _____15 min
Instructions: Please complete the following with the agenda items and details you will be reporting on during the
next cabinet meeting. Please prioritize your items in order of relevance since items that are not covered during the allotted
meeting time will be tabled for the next meeting.
Agenda Item Details1. Review Cash Flow See Table I2. Review Budget See Table II3. Motion to Approve Budget
“Buckets”Table III, note the edit to add $500 to Robotics from previous $750 to $1250
4. Motion to approve Networking event for January 2017
If motion in (3) does not pass
5.6.7.8.9.
Table I
Cash Flow Report July 1st to Nov 19 11/20 MeetingMoney InGoogle Mini Grant 500.00$ Boeing Matching 4,250.00$ Regional Reimbursement 348.48$ Microsoft Benevity 300.00$ SPEEA Grant 1,000.00$
6,398.48$ Money OutGeneral Meeting Funds 14.97$ IT/Website 27.99$ Leadership Retreat 1,319.90$ Marketing 1,141.52$ Operating Costs 625.23$ Robotics Committee 678.16$ Ed Law Publication 366.07$ K-12 Outreach 94.62$
4,268.46$
Current AccountCleared 38,721.34$ Current Expected 38,020.32$
Table II
Acct 2016/2017 Budget Amount Remaining from Prev Year Total Money Available Spent To Date RemainingIT 750.00$ 272.01$ 1,022.01$ 27.99$ 994.02$ College Outreach 2,500.00$ 138.97$ 2,638.97$ -$ 2,638.97$ Marketing 2,500.00$ -$ 2,500.00$ 1,141.52$ 1,358.48$ Networking 1,500.00$ (16.03)$ 1,483.97$ -$ 1,483.97$ Operating Costs 8,500.00$ 516.11$ 9,016.11$ 625.23$ 8,390.88$ K-12 Outreach 2,500.00$ 979.27$ 3,479.27$ 94.62$ 3,384.65$ SPEEA Outreach 1,000.00$ 418.37$ 1,418.37$ -$ 1,418.37$ General Meeting Fund 1,000.00$ 169.06$ 1,169.06$ 14.97$ 1,154.09$ Leadership Retreat 1,500.00$ 46.49$ 1,546.49$ 1,319.90$ 226.59$ Conferences -$ -$ -$ -$ -$ Ed Law 1,000.00$ 507.96$ 1,507.96$ 366.07$ 1,141.89$ Robotics 1,250.00$ -$ 1,250.00$ 678.15$ 571.85$ Totals 24,000.00$ 27,032.21$ 4,268.45$ 22,763.76$ Incomes Rec'd 2016-2017 Rec'd Prev Year Spent From Last Year Spent From This Year RemainingBoeing Matching 4,250.00$ 26,750.00$ 796.59$ 2,948.55$ 27,254.86$ Membership Dues 5,823.52$ 327.58$ 1,319.90$ 4,176.04$ Google Mini Grant 500.00$ -$ 0 500.00$ SPEEA Grants 1,000.00$ 1,000.00$ 581.63$ -$ 1,418.37$ Regional Funding 348.48$ 171.59$ 520.07$ 0 -$ Event Brite 102.08$ 102.08$ 0 -$ Microsoft Benevity 300.00$ -$ -$ -$ 300.00$ PSE Match 47.79$ 47.79$ 0 -$ Beginning Bal 5,697.89$ 1,326.84$ 4,371.05$ Totals 6,398.48$ 3,702.58$ 4,268.45$ 38,020.32$
Table III
Officer’s Report
Name of Officer: _Maggie Navarro___________________________________________
Officer’s Position: Chapter Secretary____________________________________
Board Meeting Date: Cabinet Meeting November 20th, 2016 _______ _______
Total Time Requested to Report in Meeting: _____________________
Instructions: Please complete the following with the agenda items and details you will be reporting on during the
next cabinet meeting. Please prioritize your items in order of relevance since items that are not covered during the allotted
meeting time will be tabled for the next meeting.
Agenda Item Details1. Bi Laws Were emailed to SHPE National and will be
presented in the next Board Meeting for approval
2. Registering for Charity with State of Washington
Chapter was successfully registered as a Charity with the Secretary of State in Washington at no charge.
3. Trademarking Logo Trademarking service did a search for logo, cost of 85.00. Logo was registered for $275.00.
4. Report on Retreat On going.
5. Working with Viviana on thank you cards for volunteer matching hours
Alexandra will email template
Officer’s Report
Name of Officer: ___Viviana Ramirez____________
Officer’s Position: __Corporate Relationships and Give Programs
Board Meeting Date: __November 20, 2016________________
Total Time Requested to Report in Meeting: ____10-15 minutes____
Instructions: Please complete the following with the agenda items and details you will be reporting on during the
next cabinet meeting. Please prioritize your items in order of relevance since items that are not covered during the allotted
meeting time will be tabled for the next meeting.
Agenda Item Details10. Networking Event:
budget, possible sponsors?11. Location Bellevue or Seattle12. Theme I’ll propose a couple of themes13.14.15.16.17.18.
Officer’s Report
Name of Officer: Jose Campos
Officer’s Position: SHPE National Liaison
Board Meeting Date: 11/20/2016
Total Time Requested to Report in Meeting: 15 min
Instructions: Please complete the following with the agenda items and details you will be reporting on during the
next cabinet meeting. Please prioritize your items in order of relevance since items that are not covered during the allotted
meeting time will be tabled for the next meeting.
Agenda Item Details19. RLDC Hosted at Sacramento State
on April 6 – 9th (Professional Track 7-9th)
RLDC survey to be provided by Jose for distribution
20. Regional Funding Available for chapter events*Additional funding options for events targeting recruitment and retaining of Comp Sci, tech startup, web developers, etc
21. Regional Facebook Page
Encourage members to join group (email): SHPE Region 1 – La Bomba
22. From SHPE National Meeting
NRP due 01/15/17 Prospective chapters: UW
Bothell
Officer’s Report
Name of Officer: Carlos Blanco____________________________________________
Officer’s Position: Member, FLL Robotics Committee_________________
Board Meeting Date: 11/20/2016________________________________________
Total Time Requested to Report in Meeting: 5 minutes______________
Instructions: Please complete the following with the agenda items and details you will be reporting on during the
next cabinet meeting. Please prioritize your items in order of relevance since items that are not covered during the allotted
meeting time will be tabled for the next meeting.
Agenda Item Details23. FLL Robotics Status Status report on SHPE PSC-
sponsored FLL Team 14302
This is the Google Photos folder for my team meeting folder:https://goo.gl/photos/Uuow6NEkoD8mt8o9A The CustomInk link for our team shirts:https://www.customink.com/g/unh0-00au-0n70 Also, as promised, here is the link to the FIRST website and WA FIRST website:http://www.firstinspires.org/robotics/fll?__hstc=208832909.9c59815486abe564ae95948d96fd9e30.1477974832719.1478990776047.1479700341852.3&__hssc=208832909.2.1479700341852&__hsfp=2817820431 http://www.firstwa.org/
Professional DevelopmentCarlos Chavez