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## Properties - Meeting Date: 2025-03-17 - Meeting Type: 1x1 - Note Type: Summary - Attendees: Scott Warner, Shawn Remick ## 1. Meeting Summary I used this 1x1 with Shawn to review several active operational and IT matters, most of them tied to the Shaper/AdaptX transition and broader systems coordination issues with HQ. The biggest takeaway was that the tenant issue appears to have been significantly overstated by HQ. Shawn walked Christophe through the actual environment and clarified that this is a very limited setup for a small number of users, not a shadow IT buildout. Christophe seemed to recognize that the request had been mischaracterized and that the main blocker is likely within the security organization, not the actual technical feasibility. We also discussed the ongoing friction with account provisioning for transferred Shaper employees. Shawn's view, which I agree with, is that creating normal user accounts for retained employees would be far simpler and cleaner than continuing with fake users, guest users, and workaround-specific accounts. The stated "legal reasons" for not doing so do not appear to be coming from the US side, so I need to help identify and remove that barrier if it surfaces in the HQ discussion. A major theme throughout the discussion was the lack of ownership within the HQ IT/security structure. Shawn learned that "Information Security" and "IT Security" are separate teams, and at least part of the delay on his requests is being attributed to ticket routing issues. I do not view that as an acceptable explanation by itself, especially given similar delays over multiple years. We need to get clearer on who owns what and establish a more functional working relationship with Thomas's security team, even if there has been some friction to date. Beyond the security and tenant discussion, we touched on several tactical items: outreach to Philip to avoid another round of confusion around IT asset planning, the NetSuite contract and whether we should push for a shorter extension rather than a costly 12-month renewal, review of the trucking agreement before Philip leaves for Vegas, and some HRIS/payroll system considerations. Shawn also flagged that I may want to check in with Robert regarding Festool Academy if new classes are expected and decisions need to be made soon. ## 2. Attendee List - Scott Warner - Shawn Remick ## 3. Action Items - [Scott] If I am included in the HQ meeting regarding Shaper/AdaptX account creation, help remove any supposed "legal" barrier preventing normal user account creation for transferred employees. - [Scott] Reach out to Thomas for a 1x1 to better understand his new role, improve collaboration with security, and clarify how his team is handling current requests. - [Scott] Follow up with Philip regarding the IT asset plan and secure his support so we avoid another mudslinging exercise with downstream teams. - [Scott] Review the trucking agreement and aim to get comments back so it can be sent to Philip by end of week, ahead of his Vegas travel. - [Scott] Attend the NetSuite contract call with Amity, Patrick, and Casey and help evaluate whether a shorter extension or stripped-down renewal is feasible. - [Scott] Review the HR directory tool Shawn shared and determine whether it is useful for current coordination, while deferring deeper automation until after the HRIS transition. - [Scott] If I connect with Robert, ask whether new Festool Academy classes are anticipated and whether action is needed now to support that work. - [Shawn] Continue pushing the security/tenant discussion forward with Christophe and send him the same email trail that was previously sent to Berc for transparency. - [Shawn] Inform Pascal that one of the transferred individuals has not actually signed the required agreement, despite assumptions otherwise. - [Shawn] Participate in the R&D assets meeting with Casey, Amity, and Wren, with Wren leading most of that discussion. - [Shawn] Continue drafting the response document related to Catherine's email and circulate for input. ## 4. Relevant Timelines - Tomorrow: Possible HQ meeting related to Shaper/AdaptX account creation and the current barrier to issuing standard user accounts. - Today at 11:30 AM: R&D assets meeting with Casey, Amity, and Wren. - Today at 12:30 PM: NetSuite contract discussion with Amity, Patrick, Casey, and me. - End of this week: Target to review and send the trucking agreement to Philip before he leaves for Vegas on Wednesday. - Daily at 10:00 AM: Shawn's HR directory tool refreshes automatically from the current HR system. - 2026-08-31: Current NetSuite term appears to expire then, based on the 12-month extension quote through 2027-08-31. - After 2025-10-31: Shawn's view is that, at minimum, we should be able to move to an export/archive approach for NetSuite rather than carrying unnecessary functionality. - Next Tuesday at 9:00 AM: Rescheduled meeting that Catherine had wanted to cancel due to lack of readiness. ## 5. Additional Notes - Shawn created a restricted folder for Shaper employee transfers that is available to me, Shawn, Gage, and Lisa Law. Lisa is updating that list. This should serve as the current working source for transfer status. - One of the individuals believed to have accepted transfer terms has not actually signed. We were right to verify rather than rely on verbal assumptions. - Shawn's conversation with Christophe appears to have helped reduce the perceived scope of the tenant issue. Christophe reportedly reacted with surprise once he saw how limited the setup really is. - The distinction between Information Security and IT Security appears to be causing confusion, but not enough to justify the age of some unresolved tickets. This is more likely a symptom of weak ownership and poor handoff discipline than a one-time routing mistake. - I know Dominic Hopf reasonably well and would not normally expect him to let something sit, which suggests there may be either a process problem or a broader avoidance pattern around these requests. - Shawn believes there may be internal politics within HQ IT, particularly between layers below Berc and above Christophe. That may be contributing to the inconsistent responses. - We both agreed that, regardless of current frustration, security is a group we have to build a better working relationship with if we want to make progress. - On the NetSuite discussion, my initial view is similar to Shawn's: a full-year extension at the quoted cost seems excessive unless there is a stronger operational dependency than currently understood. The ecommerce dependency still needs to be addressed before we can fully settle the ERP/archive path. - On payroll/HRIS, Lisa appears to favor Paylocity based on prior experience. My concern, consistent with Shawn's, is whether we are scoping the solution correctly as either a payroll tool or a broader HR management system. That distinction matters. - Shawn's temporary HR directory solution was originally built to help Vera keep fleet data aligned with staffing changes. It may have some broader utility, but I do not think now is the time to invest in a fully digitized reconciliation process until the HRIS direction is settled. - Shawn mentioned that Brent Shively may be returning, potentially into Chad's role under Sustain. I need to watch for any implications there. - Shawn also noted that Ryan Bell resigned following a 1x1 with Robert. This may indicate continued organizational churn in that area.
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