Board of Directors Meeting 20110421

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Link: https://source.dallasmakerspace.org/display/Board/2011-04-21+Board+Meeting

• To be held in MIBS SRC3 format

Time, location

20:00, Dallas Makerspace

Approval of prior minutes

Previous minutes none

Agenda

File form 1023

• Problem: We need to file the 1023
  • Why: The Dallas Makerspace membership would like a non-profit organization to manage and oversee the assets and budget of the Makerspace.
  • Who: This will require the Board of Directors
    • Solution1: File the 1023. Time required: unknown

Create plan for moving

• Problem: We must have a plan in place for moving.
  • Why: Our lease ends in August of this year with no option of renewal; The current space is too small.
  • Who: This will require the Board of Directors
    • Solution 1: Require all candidate locations be added to the New Space Search page by April 9th at 7pm, at which point a vote will be held using the Voting System to determine the top 3 candidate locations to pursue.

Work on accounts

• Problem: We need to provide the DPRG Dallas Makerspace Steering Committee an amount that will be transferred to our account
  • Why: We have a seperate bank account for the organization, with its own Paypal income.
  • Who: Dallas Makerspace Treasurer

File amendment to TX Organization for current Board of Directors members

• Problem: The Board of Directors has been set by the Dallas Makerspace membership.
  • Why: An amendment to the state document is required.
  • Who: This will require the Secretary.
    • Solution 1: Amend the document at the appropriate state office. Time required: one week

Yearly Membership Fees

• Problem: We technically don't have a yearly or quarterly fee structure.
  • Why: Some people do not like PayPal or having to pay monthly.
  • Who: Dallas Makerspace Treasurer
    • Solution 1: Offer yearly membership at a 10% discount: $540 regular, $324 starving hacker
    • Solution 2: Offer yearly membership at a 15% discount: $510 regular, $306 starving hacker
    • Solution 3: Offer yearly membership at a 20% discount: $480 regular, $288 starving hacker

Minutes

Board Meeting held on April 21st 2011 at 7:59pm

Present: Glenn Pipe Peter Smith Leland Flynn Andrew LeCody Nicole Greeley

Called to Order by: Peter Smith

Vote to waive the notification for this meeting: Yay-5 Nay-0

Topics:

• Filing 1030 Form:
  • No objections to filing once Bylaws are ratified.

• Moving:
  • For locations suggestions all entries must be submitted to New Space page by May 5th in order to be considered.
  • Need to email mailing list so that people know where to submit their suggestions.
  • Need to consider sending someone to check out suggested spaces.
  • Andrew suggested the formation of a committee for locating a new space.
  • Keep suggestion section open until a place is procured.
  • Andrew will send out email detailing information about submitting new location suggestions
  • Each member will take one of the locations to research more
    • Leland: Carrollton
    • Glenn: Garland
    • Andrew: Dallas
    • Peter: Irving (Edit--Actually Dallas--"Mockingbird/Irving Blvd" on the list)
    • Nicole: Find fifth potential location (within 1200 month)

• Accounts:
  • Find a professional CPA to set the accounts straight to separate out the funding from DPRG
  • Need to have list of potential CPAs by next Thursday, 20110428
  • Put out call for Treasurer
  • Projected 50 bucks per hour/base 40-80 hours
  • Suggested: Check out Tax Codes are for keeping books

Nominee for Interim Treasurer: John Haskins Votes Yay: 5 Votes Nay: 0

• • Need to meet with Doug Emes (DPRG Treasure)
  • Suggested that all Board Members be put on the bank account
  • All purchases put to the Treasurer before approved
  • Monthly report of numbers for Members Meeting
  • If less than 200 dollars John will hire CPA, if more than 200 John will bring candidate before the board for approval

Vote to Approve Treasurer Spending 200 dollars on CPA: Votes Yay: 5 Votes Nay: 0

• Filing Amendment to TX organization
  • Need to select a President and Secretary

Nominee for President: Andrew LeCody Seconded by Peter Smith Votes Yay: 5 Votes Nay: 0

Nominee for Secretary: Peter Smith Seconded by Nicole Greeley Votes Yay: 5 Votes Nay: 0

• • Peter will submit amendment to TX Organization

• Membership Fees
  • Create option for a yearly membership with a 10%
  • Starving Artist is honored based-give what you can
  • Starving Artist pricing not eligible for Yearly Membership Fee
  • All memberships currently paying are grandfathered into current pricing
  • Suggested that 40 dollar option be taken out of options and to up the Starving Artist price to 35.
  • Fellowship Fund will remain active
    • A person can be considered for this by suggestion of a member and brought before BoD

Meeting Closed 21:01

Action Items:

• Contact Building Lease Agent
  • to confirm date of lease termination.
  • See how open they are to breaking the lease early
• Look into pricing for U-haul trucks
• Find and hire CPA by next week (within $200)
• Get John contact information for Doug Emes
• Put Treasurer on Bank Account
• Take Mark off Bank Account
• Need to amend BoD with TX Organization
• Add yearly membership option to PayPal (540/yr)
• Put as Agenda Topic for next meeting: Supporting Members
• Change PayPal pricing tonight (old members still grandfathered)
• Make sure to add any new rules to Standing Rules