Cabinet Meeting MinutesDATE: October 27th, 2016TIME: 7:00 pmLOCATION: ONLINE (WEBEX CALL)MEETING CALLED BY: President: Faraón TorresTYPE OF MEETING: Cabinet Meeting FACILITATOR: F. TorresNOTE TAKER: J. Martinez/M. NavarroTIME KEEPER: n/aVOTING MEMBERS:

Roll Call

Title 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

1. Call to Order:

2. Opening: Welcome

3. Roll Call – Quorum (need 3 of 5)

4. Approval of the Minutes:

a. Motion by Faraon to approve minutes from Sept. 18th,2016 Cabinet Meeting.

(Display Documents) Motion Carries.

b. Motion by Maggie to approve minutes from August 28 th , 2016 Emergency

Cabinet Meeting. Motion Carries

5. Reports of officers, boards, and standing committees

a. Executive Board

i. Report of the President F. Torres

Motion to Adopt President’s Report, Faraon, Carries

ii. Report of the Vice President/Treasurer J. Martinez

1. Sponsoring snacks for 3 hour bus ride for Eastern WA High

School students attending SHPE Pre-College Symposium at

National Conference--~$200

2. Robotics committee has begun and has purchased initial

supplies ~$200.

a. Marjorie Blanco has flagged her incoming volunteer

hours to go towards robotics committee.

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

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)

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. 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

iii. 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

iv. 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

b. Washington State Secretary of State

i. Open Action: Register the organization as Charity, Copy Right Chapter Logo M. Navarro

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. Strategy and Planning Retreat

i. Date/time/place: Nov. 12-13, 2016 (2 days)/ Deception Pass Park

Area

ii. Topics to be discussed/agenda

1. Led by M. Septien Milan

iii. Funding requirements : Motion to allocate 1500.00 Professional

Development and Leadership funds to the Strategy and Planning

Retreat, Motion Faraon, Carries

8. Tabled Items

9. Adjourn:

The meeting was adjourned at 7:57 pm Signature of Secretary Signature of the PresidentApproved: ______ (date)Corrected: ______ (date)

ENSURE ALL ACTION ITEMS ARE DOCUMENTED ON CHAPTER’S TRACKING SYSTEM

Officer’s Report

Name of Officer: _Faraón Torres___________________________________________

Officer’s Position: Chapter President_____________________________________

Board Meeting Date: Cabinet Meeting October 27th, 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. BENEVITY UPDATE – ETF SET UP FOR

MICROSOFT GIVE PROGRAM With Help of Treasurer; Looking for a manager to coordinate this account.

2. 30 STUDENTS from Mariner High School visited MICROSOFT and learnt about the Cloud. Link: https://shpepsc.org/2016/08/29/intro-to-

collaborative-cloud-development/3. Participated at the first LATINO LEADERSHIP

PANEL at Microsoft – SHPE REPRESENTED October 12th, 2016 in Redmond, WA4. GIVE CAMPAIGN TABLE at Microsoft – RACHAEL

BROWN and GUILLERMO VAZQUEZ helped.5. Thank you Cards – For Supporters of the

chapter. Working with A. BonillaOngoing.

6. Seattle City Light Communication Need to put together info package.7. SPEEA STEM Outreach Grant Mgr./Focal Looking for a manager for this grant

requirements.8. Chapter Awards

https://shpepsc.org/programs/chapter-awards/i. Motion to recognize and

purchase award trophy.1. Professional Role

Model Award Maggie Navarro

2. Community Outreach Award Microsoft Azure Team (+Michael Glaros)

3. President’s Award Adriana Bonilla

4. Distinguished Corporate Support Award The Boeing

Co.a. This award

recognizes outstanding support by an organization and distinguished service to SHPE Puget Sound members in the chapter through excellence in leadership and through the commitment of time and resources. The award recognizes companies that have contributed to the support of SHPE Puget Sound membership, programs, and events and are not based solely on financial assistance.

5. Distinguished Group Support Award HOLA Microsoft

a. This award recognizes outstanding support to the mission and objectives of SHPE Puget Sound by members of a group. The group can

contribute through the commitment in form of skills, resources and time.

6. San Lorenzo De Nutka Award pending.

a. This award recognized an individual or an organization who has promoted and clearly succeeded in achieving the objectives and the mission of SHPE Puget Sound and/or SHPE at a Regional Level.

b. From historical context of the Pacific Northwest

7. Budget $500

Officer’s Report

Name of Officer: ___Viviana Ramirez____________

Officer’s Position: __Corporate Relationships and Give Programs

Board Meeting Date: __October 27, 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 Details1. City of Seattle. Interested

to visit the chapter2.3.4.5.6.7.8.9.