2010.01.12 14:00

Working Group Meeting - 2010.01.12

Present: Eliza, Eos, Genesis, Maxine, Pema, Storm 

Agenda: 2010.01.12 14:00 - Working Group Meeting

Meeting delayed just a few minutes, getting reoriented to using Skype as opposed to meeting in Second Life. Begun 14:04.

Facilitator: Pema

Minute taker: Eliza  

Meeting Minutes

Item 1. Fundraising/PayPal

- $45 donations added to wiki for first quarter (Genesis)

-Discussion of how best to keep the larger group up to date on fundraising and
distribution. General email to be sent once a quarter (this time after Malta retreat)
detailing details including money raised, goals, and scholarship amounts.

- Eos notes that Paypal has a system for recurring payments,
a 'product' option in Paypal by which donations could be automatically deducted
from those who opted to donate a particular amount monthly or quarterly.

-Genesis reviews website during meeting to find that the "subscribe" system for recurring payments
must be set up with individual buttons rather than an option that could be chosen by the contributor.
Several buttons would be needed for several amounts. The WG agrees to discuss this
further in email, to decide upon specifics amounts and time periods (whether by week or quarter) to
make available.

-Genesis to add Eos, as retreat coordinator, onto Kira PayPal account access.
Also in order to have general back-up.

-Eos notes that PayPal is easier to keep track of than checks or other methods
-Genesis notes that there is a 2% fee associated with PayPal which also needs to
be considered and publicized so that Kira does not end up covering that.

-Discussion of how the exchange rates (dollar for euro and visa versa) is handled
by the PayPal system, and how best to address this now and in the future.

Retreat Specific

-Discussion of keeping clear financial records (including cash exchanges) of retreat interractions
that take place under "Kira" specifically as opposed to on an individual basis of responsibility.
Genesis remarks that this is important for tax purposes and highlights the need to keep all
receipts.

-Keeping clear, meticulous records of anything requiring contracts to be signed

-Genesis brings up the idea of a waiver for activities associated with PaB
retreats, including consideration of individual situations/accidents which may occur.

-Maxine offers and drafts the waiver while meeting progresses, for review through email.

-Pema notes that these details are an important part of what is needed to be
covered within agenda item #4 (Handbook)


Malta Retreat Specific - 10 Days Away!

Eos gives an update on discussions with Arabella and what needs further discussion

-Car rental details - What are the policies concerning insurance/laws in Malta
-Farmhouse - Question about why site does not specify amounts and determination to follow-up
afterward to make sure there are no discrepencies
-Cash needs
-Deposit deadline to be given - calculate to dollars
-Breakdown of fees = 100 lodging/200 outside of lodging

Item 2. New Guardians

- One person brought to larger group, to be invited within the next few days

Item 3. Wiki Overhaul

- Eos to contact person again, re DekiWiki
- Storm suspects activity in progress

Item 4. Handbook

-Discussion carried over to next WG meeting

Item 5. Kira Team

- Kira Japan

-Building to be constructed with notes & events in Japanese
for the very active community

-Storm considers that the space is available SW of the cafe

-Pema to contact Yuko, Panda, Storm via email

-Maxine to post chat log from kira meeting with comments regarding since-resolved debate/questions

Item 6. Other

- Discussion of WG members email system preferences/specifications/<wbr>suggestions
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Meeting End 15:02