Board of Directors Meeting 20130825

RESCHEDULED

THIS MEETING HAS BEEN RESCHEDULED. THE NEW DATE AND TIME IS 20130827 AT 19:30. PLEASE SEE HERE Board_of_Directors_Meeting_20130827

Detail

This meeting will be held in Modified SRC3 format.

Time, location

17:00, Dallas Makerspace

Prior minutes

Board_of_Directors_Meeting_20130721#Minutes

Officer/Committee reports

• 3d Fabrication Committee - Andrew Falgout
• Amateur Radio Committee - Pat Hykkonen
• Aerospace Committee - Romeo Espana
• Automotive Committee - Luke Olson
• Bio Committee - Andrew Floyd
• Civic Hacking - Steve Rainwater
• Classroom Committee - John Fields
• Creative Arts Committee - Dawn Ellis
• Electronics Robotics Committee - Daniel Jackson
• Financial Committee - Paul Brown
• Laser Committee - William Petefish
• LifeMakers Committee - Lisa Selk
• Operations and Facilities Committee - Andrew LeCody
• Photography Lab (Darkroom Committee) - Nicole LeCody
• Public Relations Committee - Cone Johnson
• Workshop Committee - Greg Needel

Consent Agenda

Newly proposed agenda items appear in the consent agenda. Any member present at the meeting may pull an item out of the consent agenda for discussion, at which point it goes under "New Business". If nobody objects to the solutions presented by the consent agenda, everything in the consent agenda passes by consensus. Items that have more than one proposed solution should be moved to the "New Business" section.

Any member may edit this wiki page and place an item on the consent agenda. However, discussion of agenda items should be done via the forums. The cut-off time for addition to or revision of the the agenda's items is 48 hours prior to the meeting.

Foundry - Proposed Committee (gorman)

Authorize the creation of the Foundry Committee with John Kuhlenschmidt as the committee Chair.

Water Filter (Mike Eber)

Purchase a reverse osmosis water filter. Fresh, tasty water for everyone with a small investment of $120. Lowes has a nice model Mr Eber likes.

Increase Monthly Cleaning Allocation (Paul Brown)

Problem: The makerspace stays clean for only about 4 days to 1 week after the cleaning crew comes. Also, they are currently not cleaning the new space.

Solution: Increase cleaning service allocation to $400 per month for 4 monthly visits at $100 per visit (which will add vacuuming the other space and cleaning the 3 additional bathrooms they are not currently cleaning)

Vehicle Donation Rules (Andrew LeCody)

Problem: Donations of vehicles must currently go through the board of directors as a whole. This is impacting the automotive committee's ability to accept donation vehicles in a timely manner.

Solution: Add the following to the Donations section of our standing rules:

8. Donations of motor vehicles must be approved by 3 of the 5 board members.

Require A "Best Effort" To Provide Receipts For Expenses (Paul Brown)

Problem: It is a liability when items are purchased with DMS funds and the receipt is not kept. We need to be able to establish the item was not purchased for personal benefit. In the past few months, I have seen an increasing number of transactions without receipts. I need a way to enforce a requirement for receipts for expenses.

Solution: Add a rule to the financial standing rules: "Dallas Makerspace must receive a written invoice or receipt prior to payment for any services or goods. This only applies to vendors who regularly provide a written invoice (or receipt) to their customers. If a best effort is not made to provide the treasurer with a written invoice (or receipt) from the respective vendor:

1. Dallas Makerspace will not provide payment for the respective goods or services.
2. If the transaction was already purchased with funds belonging to the Dallas Makerspace, the amount of the respective transaction must be refunded to the Dallas Makerspace."

Acquire CNC Mill Accessories (Luke Olson)

Problem: The EMCO CNC mill requires some additional accessories for basic functionality.

Solution: Allocate up to $500 for the purchase of accessories for the EMCO CNC mill (collets, cutters, measurement tools, reimburse expenses for the enclosure and controls).

Workshop Committee (Greg Needel)

Please make a general allocation of $1000 for workshop improvements.

Old business

These are the issues that remained unresolved from the last meeting. In a perfect meeting, there is no old business.

New business

Block vote in Electronics Committee vote for Benevolent Dictatorship(Daniel Jackson)

Problem: A block vote has been made in the Electronics Committee vote to move to a Benevolent Dictatorship.

Solution: The board must rule on the vote to resolve the block.

Clarify Where Funds From Sales Go (Paul Brown)

Problem: When an item is sold and the profit goes to the Makerspace, it can be unclear which fund will receive the $ from the sale.

Example: A tool in the workshop is sold and the funds deposited into the Makerspace's bank account. Would the funds go into the Workshop fund or would they go into the general fund?

Solution 1: All profits from the sales of items are returned to the general fund.

• Pros:
  • Helps to avoid giving a committee excess funds.
  • No confusion about what constitutes a committee "owning" an item or an area of the space. Personally, I would like to avoid maintaining a list of each committee's "turf" or assets. Establishing a committee's owned area may create conflict and allow for shifting blame.
• Cons:
  • Requires reallocating the funds in a meeting, if necessary.
  • Less incentive for people to sell items.

Solution 2: All profits from the sales of items are placed into a related committee's fund (the committee responsible for the item, if applicable) at the Treasurer's discretion.

• Pros:
  • May motivate committee members to sell items.
  • There is slightly more precedent for this.
• Cons:
  • "Related committee" is very subjective. So, someone would need to make the decision. If someone has an issue with where the treasurer put the funds, it could be added to the board meeting agenda.
  • May tie up funds unnecessarily.
  • May not scale well. (Say a committee sold a car...)
  • Requires determining what items are actually "owned" by a committee.

Acquire CNC Router (Luke Olson)

Problem: Multiple members have requested a CNC router for new projects that are not currently feasible with existing tools. The laser cutter is a relatively expensive tool and some of the workload could be shared with a CNC router to extend the service life of the laser cutter.

Solution: Allocate up to $3,500 for the purchase of a Zenbot 4848 and accessories. Smaller, HDPE and aluminum construction, timing belt drive, likely to be outgrown in a few years. Any accessories could be utilized on other CNC routers down the road.

Alternate Solution: Allocate up to $10,000 for the purchase of a CNCRouterParts.com PRO4896 kit and accessories. Larger, aluminum extrusion construction, rack and pinion drive, less likely to be outgrown in the next few years.

Stocking The Kitchen (Andrew LeCody)

Problem: A better system needs to be developed to help keep the kitchen stocked.

Solution: Nothing solid at this time, would like to discuss this at the meeting.

Zero Tolerance Drug Policy (Allen Wan)

Add to our rules that we have a zero tolerance drug policy at the Dallas Makerspace.