Board of Directors Meeting 20110526

• To be held in MIBS SRC3 format

Time, location

20:00, Dallas Makerspace

Approval of prior minutes

Previous minutes

Officer/Committee reports

• Treasurer - John Haskins will report on our finances.

Agenda

New Location

• Problem: We need a new space.
• 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: 2995 Ladybird Lane

Cleaning and Organization

• Problem: The space needs to be organized and kept clean.
• Why: Currently the space is not well organized and could be cleaner.
• Solution 1: Form a committee to be tasked with organizing the new space, reminding members to clean up and making policies to keep the space clean and organized. This committee will be tasked with submitting a Plan of Action to be approved by the Board of Directors. The Plan of Action will include floor plans showing how the rooms should be allocated, placement of furniture and tools, where new wiring needs to be installed, and any modifications to walls/doors/ceilings/etc.

Committees

• Problem: We need people to help drive projects, gather event ideas, help organize and maintain specific working areas.
• Why: This will give people a focal point for questions concerning a specific area of interest as well as garner more interest within that area.
• Solution: We need to come up with several categories of interests and start having nominations (or select directly) people to head these different groups. We should outline what is expected of the position. Examples of categories could be, but are not limited to: Welding, Photography, Electronics, Wood Working, Registration/Credential Setup, Welcoming Committee, etc.

Lockers

• Problem: We don't have any place for members to securely store their personal belongings.
• Why: Lockers would allow people to leave items at the space without worrying about their safety.
• Solution1: Shona found some lockers on craigslist for $100: http://dallas.craigslist.org/ndf/fuo/2396920876.html

Migrate Members to New Paypal

• Problem: A large number of members are still paying to the old paypal account.
• Why: We need everyone paying to the new paypal account so that DMS and DPRG accounting can be simplified/separated.
• Solution 1: Post to the mailing list asking members to switch over to the new paypal. Send out direct e-mails 3 days before renewal for each member still on the old account, urging them to cancel and switch to the new paypal and provide them instructions on how to do so.
• Solution 2: The same as solution 1 but we would also give members until August 31st to move to the new paypal or their subscription will be canceled. Members whose subscriptions were canceled would need to renew under the new paypal at the new $50/$35 rates.

Minutes

Board Members Present

• Andrew LeCody
• Peter Smith
• Leland Flynn
• Glenn Pipe
• Nicole Greeley

Brought to Order

Meeting brought to order at: 8:18 pm by: Andrew Lecody

Vote

• Waved notification for meeting:
  • 5 aye
  • 0 Nay

Report from John Haskins, Treasurer

• Got access to paypal account and bank account
• Approx 2 days till we have access to money in account
• Available currently: 2767 approx
• Still have 200 available for CPA
• Somewhere between 8k and 15k for money split between DPRG and DMS
  • Action Item: Get in touch with Paul Bouchier to get a list of all transactions from DPRG
    • Either from bank directly or exported spreadsheet of the DPRG books
  • Action Item: Peter to sit in on next DPRG board meeting.

Agenda Item 1-New Location

• Problem: Need New Space
• Solution: 2995 Ladybird Lane $1100
• Issues: Need to get CO for place
  • Action Item: Next step suggested would be to negotiate the pricing on Ladybird Lane
  • Point out that we will be adding infrastructure and electrical
  • Get an estimate for electric/utilities
  • Stuff on the walls
  • Ventilation?
  • Plumbing?
  • Outside walls: can we decorate, painting, planters, signs ect?
  • Stuff on roof?
  • Negative points: More foot traffic
  • Positives: Move in ready for office space

• Estimate for New Space Monthly Cost:
  • 1100 space
  • 400 electrical
  • 50 utilities
  • 100 internet

• Action Item: Need to find out what deposit we will be getting back on current location and what can we take from the space. Leland Flynn to complete action.

Vote

• Vote to lease Ladybird Lane (exception lease signing will be forestalled should a better location be found prior to the day of the lease signing which will be posted on the wiki once announced):

Nicole Greeley moved to vote

• • Aye: 5
  • Nay: 0

Agenda Item2-Cleaning Committee

• Problem: Space needs to be organized and kept clean,
• Solution: Form a committee (self organized) to plan organization of new space, keeping new space clean, organize move
  • Give members of committee a budget for items that help keep space clean.
  • Leland and Shona have volunteered to start clean committee
  • Committee will come up with plans of action for moving, modification to new space, allocation of space, deciding what items will be not be moved

• Action Item: Need to find out what items are DPRG items and DMS items
• Action Item: Plan of Action needs to be completed before CO issued
• Action Item: DPRG Policy

Vote

• Vote to Create Cleaning And Organization Committee
  • Aye: 5
  • Nay: 0

Vote

• Shona nomitated for Cleaning Committee Chairman
  • Aye: 5
  • Nay: 0

Vote

• Voted to change committee name to Operation and Facilities Committee
  • Aye-5
  • Nay-0

Agenda Item 3-Committees

Shona to head Welcoming Committee

Leland suggests that each committee be made up of at least 3 active members

• Action Item: Need to layout specifications for each
• Suggestion: Allow the committees to self form and then present themselves to the board for approval and once approved

Vote

• Vote: Andrew to come up with requirements for creating a committee and will be voted upon at next board meeting as well as posted to the wiki in seven days
  • Aye-5
  • Nay-0

Vote

• Vote to create the Welcoming committee that is tasked with welcoming newcomers, giving tours, and signing up new members, garner new interest
  • Members:
    • Nicole Greeley
    • Shona Haskins
    • John Haskins
  • Aye-5
  • Nay-0

Vote

• Vote: Change name of Welcoming Committee to Public Relations Committee
  • Aye-5
  • Nay-0

Agenda Item 4-Lockers

• Problem: No where for members to store personal stuff that does not belong to the space
• Solution: Shona found lockers for 100 dollars
• Dimensions 5 ½ by 3 ft
• Suggested: Charge 25 dollars a year for a member to use the locker.
• Proposed that we purchase these lockers by Andrew LeCody.

Vote

• Vote to buy lockers at 100 dollars and charge 25/yr per locker for use by member in good standing:
  • Aye-5
  • Nay-0
• Shona will purchase lockers

Agenda Item-Migrating Members To New Paypal

• Problem: People are still paying to old paypal. Need to have everyone paying to the new paypal so that we can split from DPRG account.
  • Solution 1: Post to the mailing list asking members to switch over to the new paypal. Send out direct e-mails 3 days before renewal for each member still on the old account, urging them to cancel and switch to the new paypal and provide them instructions on how to do so.
  • Solution 2: The same as solution 1 but we would also give members until August 31st to move to the new paypal or their subscription will be canceled. Members whose subscriptions were canceled would need to renew under the new paypal at the new $50/$35 rates.

Vote

• Solution 1:
  • Aye-5
  • Nay-0

Vote

• Solution 2:
  • Aye-0
  • Nay-5

Agenda Item 5-3rd Party Policy

• Problem: DMS wants to have a clear policy on what restriction will be placed on 3rd party groups that want to use the space (with or without monetary compensation)
• We would consider them a group that meets within our space
• At least one member would need to also be a member of the DMS so that they can have a key to the space and make sure that the group cleans up the space afterward.
• Suggested that we request that 3rd party groups do not use our space for dead storage.

DPRG Specific Policies:

• • Suggested that we label DPRG items prior to move
  • Provide list of serial numbers of DPRG equipement
  • Specify amount of space they can use in new location
• Suggested that for insurance purposes everything within the space should be tagged and maintained on a spreadsheet with serial number. This would also outline usage and ownership.
• Action Item: Set up a board to board meeting with DPRG

Vote

• Vote; Keep DPRG rate as is for now, label all their items, provide us with serial numbers, meeting with DPRG board to discuss new space allocation for DPRG.
  • Aye:-5
  • Nay-0

Agenda Item 6-Meetup.com

• Problem: Need someone to take ownership of paying for and maintaining this site
• Suggested that Welcoming Committee take responsibility for Meetup.com

Requested by John Shook that we provide an itemized break down of the contribution for use in future 3rd party groups.

• Action Item: Nicole Greeley to make flyers to hand out at Akon to advertise the DMS

Motion to End Meeting: Nicole Greeley Meeting Ended at 10:07 pm

Action Items

• Get in touch with Paul Bouchier to get a list of all transactions from DPRG
• Peter to sit in on next DPRG board meeting.
• Next step suggested would be to negotiate the pricing on Ladybird Lane
• Need to find out what deposit we will be getting back on current location and what can we take from the space. Leland Flynn to complete action.
• Need to find out what items are DPRG items and DMS items
• Plan of Action needs to be completed before CO issued
• DPRG Policy
• Need to layout specifications for each
• Set up a board to board meeting with DPRG
• Nicole Greeley to make flyers to hand out at Akon to advertise the DMS

Note: draft version of meeting minutes go to the Talk Page first, upon ratifying at the *next* meeting they will be moved to the normal page.