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 membership@shpepsc.org)

2. University Outreach Committee R. Brown (DL university@shpepsc.org)

3. Community Outreach Committee vacant see NDC (DL

community@shpepsc.org)

4. Professional Development Committee M. Milan (DL pd@shpepsc.org)

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 audit@shpepsc.org)

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 community@shpepsc.org)

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