Board of Directors Meeting 20141012

This meeting will be held in Modified SRC3 format.

Time, location

16:00, Dallas Makerspace

Prior minutes

Board_of_Directors_Meeting_20140907#Minutes

Officer/Committee reports

• 3d Fabrication Committee - Lisa Selk
  • 3D Fab is alive and well!
  • Much progress has been made on the Delta Rostock, thanks to several members including: Evan, Mitch, and Richard.
  • Round Tuits seem to still be going over well - w00t
  • more updates next month...  :)
• Amateur Radio Committee - Benjamin Groves
• Aerospace Committee - Romeo Espana
• Automotive Committee - Brandon Green
• Blacksmith Committee - John Haskins
• Bio Committee - Andrew Floyd
• Civic Hacking - Stephen Wylie
  • We have an ongoing project to "Define Your Neighborhood" -- help Dallas redefine & consolidate the neighborhood boundaries in order to empower community stakeholders and neighborhood leaders to have greater impact on the activity within and direction of their neighborhood.
  • Our last meeting was Sunday, 10/5 at 2 PM, where we advanced the development of this project by setting up our server and populating the database. Our next meeting is TBD, either later this month or early November.
• Classroom Committee - Gus Reiter
• Creative Arts Committee - Haley Moore
• Electronics Robotics Committee - Daniel Jackson
  • About 1/3 of parts moved from warehouse into electronics room
  • Introduction to oscilliscopes this coming Saturday (10/18)
  • Introduction to KiCad forthcoming (writing it right now)
• Financial Committee - Paul Brown
• Foundry Committee - John Kuhlenschmidt
  • Build out vent for Kiln on track. Have a vent line now to the Kiln & rework the vent next door. Next step is to relocate the light in the room. Hope to have the project wrap up by next weekend.
• Laser Committee - William Petefish
  • Reminder: You don't have to join the committee to be trained on how to use the laser.
  • Reminder: Don't save your work to the desktop of the computer. It WILL be erased. Save it in the proper folder on the network drive.
  • Reminder: The laser committee does have a list. ([email protected]) USE IT if there is an issue with the laser. Don't try to repair it yourself.
  • Reminder: If YOU break the laser, let the committee know so we can fix it.
  • Recommendations on the next laser: 200mm X 300mm OR 1200mm X 900mm
  • We have also been exploring increasing the donation rate for the laser. (going from 10min/1$ to 5min/$1) This would give us a buffer for the next purchase of parts for the laser(s?).
• Machine Shop Committee - Bryan Gangwere
• Operations and Facilities Committee - Andrew LeCody
• Photography Lab (Darkroom Committee) - Steve Reeves
• Public Relations Committee - Steve Blanchard
• Workshop Committee - Alex Rhodes
  • Danny Meeks has agreed to take over the metal shop. He will start teaching welding classes on weekends.
  • Router table has been used.
  • Would like to get more group projects going and have a few ideas
  • Woodshop 101 is having a regular crowd attend the class.
    • Would like to get RFID lockout back on track and offered to cover some table builds for Gus so he can focus on the RFID lockout.

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 mailing list. The cut-off time for addition to or revision of the the agenda's items is 48 hours prior to the meeting. Please note, agenda items that request spending $250 or more must include a section on "Relevance to our tax exempt purpose".

Buy Hosting Service For Billing System (Paul Brown)

Problem: Even short outages can cause major issues for our billing system. Andrew has done an excellent job hosting it for us for free, but we need to move the application to an even more reliable server.

Solution: Approve spending up to $20/month for hosting service with backups.

Relevance to our tax exempt purpose: About half of our membership payments are triggered by the billing system. It's important we keep it running to receive the revenue we use to support our tax exempt purposes.

Buy Hosting Service For Liability Waivers (Robert Davidson)

Problem: Liability Waivers have been getting out of control, Implement a solution from smartwaivers.com cost is $45 is month to month $39 for annually for 300 waivers a month.

Solution: Approve spending up to $45/month or $39x12 yearly for Liability Waiver Application/storage and management.

Relevance to our tax exempt purpose: Liability waivers are important to the safety and security of DMS.

Authorize Security Camera Purchase (Robert Davidson)

Problem: Authorize the purchase of 6 cameras that will be distributed around DMS

Solution: Authorize the purchase for $953.64 worth of cameras.

Relevance to our tax exempt purpose: Security Cameras are used in the security of Dallas Makerspace.

Reimburse Robert's GET-R-DONE fund (Robert Davidson)

Problem: Reimburse purchases of a proof of concept Liability Waiver Stand.

Solution: Reimburse to GET-R-DONE fund of $500 for tablet and $136.72 for a tablet stand and discuss the purchase of 2 more Stands and Tablets.

Relevance to our tax exempt purpose: Liability waivers are important to the safety and security of DMS.

Authorize Power Adaptor Purchase (Brooks Scharff)

Problem: We had 17 laptops donated to us. Brooks has DBAN'd them and they are fully functional. Unfortunately, they only had 11 power adaptors to give to us.

Solution: Authorize the purchase of 6 more power adaptors (http://amzn.com/B001M01OAC) (and maybe another as a spare?)

Relevance to our tax exempt purpose: These laptops will be used in the soon-to-be computer lab for educational purposes.

AC Filter Replacement Service (Paul Brown)

Problem: Changing AC filters at the new location is much more difficult, and it's not best to expect volunteers to swap the filters on a regular schedule. It would be preferable to hire a company to change the filters on a regular schedule (every 2 months).

Solution: Approve spending $255.00 every two months to have our AC filters changed (starting immediately).

Relevance to our tax exempt purpose: Not changing the filters regularly is a liability for DMS. We need to ensure the filters are changed regularly to avoid unnecessary expenses.

Authorize Recurring Maintenance Fund for Workshop (Alex Rhodes)

Problem: Workshop is a highly used part of the space by almost all users. This requires up keep to replace things such as air filters, saw blades, sand paper (Drum, Sanding Station, Orbital, sheets), Drills, measuring equipment, other small tools that are abused or misplaced (stolen).

Solution: Authorize a recurring fund of $450 a month to maintain equipment.

Relevance to our tax exempt purpose: This will keep the workshop safe, and usable. Classes are also taught in the workshop.

Authorize One time Fund for Metal Shop equipment (Alex Rhodes)

Problem: Danny Meeks is going to be teaching some Welding classes First one on the 15th. We will need a few items for the plasma cutter and welding equipment. Argon for the TIG is also needed.

Solution: Authorize a $300 for equipment and consumables

Relevance to our tax exempt purpose: This will allow the welding classes to expand from just MIG.

New Business

CNC Router (Robert Davidson)

Problem: A CNC Router is a very useful and desired tool it teaches our members the fundamentals of machining, it also provides a extremely valuable tool to the membership of DMS.

Solution: Purchase/Finance the Multicam CNC Router for 27,003.90 (Discussion)

Relevance to our tax exempt purpose: Adding tools to Dallas Makerspace is our mission of Dallas Makerspace.

Etsy Sponsorship (Robert Davidson)

Problem: Etsy Dallas another Non-Profit asked if we could sponsor there Etsy Dallas Winter Bash.

Solution: Discuss and listen to the Etsy Dallas Representative

RoboTex Sponsorship (Robert Davidson)

Problem: RoboTex asked if we could sponsor there Etsy Dallas Winter Bash.

"We are RoboTex, a subdivision of CHAT, (Christian Homeschool Alliance of Texas) a robotics team that competes in the BEST (Boosting Engineering, Science, and Technology) Robotics program (www.bestinc.org). In its seven year history, RoboTex has advanced to the Regional competition four successive times while winning many prestigious awards. On average, we compete with twenty teams in our local hub and approximately eighty in the regional competition.

In the BEST robotics program, our team is required to build a robot out of raw materials that must perform specific objectives in less than six weeks. Additionally, we must make a construction notebook documenting the entire process from start to finish, and design a t-shirt, booth, and website. On top of all this, the team must accomplish these tasks using common household tools and the engineering design process from the NASA website.

Our levels of sponsorship are $20, $50, $100, or custom. Contribute $20 and get your name or business logo on the back of our Team T-shirt. Donate $50 and get your name or business logo on both our brochure, which is disbursed to other businesses, and our Team T-Shirt. Give $100 and get your name or business logo on both our brochure, which is distributed to other businesses, our Team T-Shirt, and our robot. Our t-shirt is printing in five days, and we would love to put your name on our t-shirt! "

Solution: Discuss and listen to the RoboTex Representative

Revision of Honorarium Rules (Haley Moore)

Problem: Possibly due to a miscommincation, there is currently no requirement in the bylaws for classes to be posted to the official DMS calendar to be eligible for honorarium.

The current rules only state:

2. To be eligible for the Honorarium, Classes must be submitted to the Board of Directors[3] for approval at least 14 days before the class. Classes must be approved by a majority of the Board of Directors to be eligible for payout.

3. Classes must be attended by at least 3 people to be eligible for payout.

This means teachers may fail to post to the calendar at all, and still receive honorarium if they submitted the event to the board 14 days prior and had three attendees.

Likewise, Teachers who put classes on the calendar 14 days in advance, but do not submit the class to the board 14 days in advance, could end up teaching a class for which they and their chosen committee receive no honorarium.

Solution: Add to the honorarium rules a requirement that a class be submitted to the CALENDAR 12 days in advance to be eligible for honorarium. (12 days instead of 14 will allow teachers some flexibility to work within their schedule).

Reduce the lead time for submitting classes for BOARD APPROVAL to 5 days. Since honorarium approval is an internal matter, there is no need to synchronize it with a rule meant to make classes more visible.

Relevance to our tax exempt purpose: Changes will result in a more robust class schedule at DMS. Classes will be required to be posted earlier, giving students more time to choose to attend. Members will have more incentive to teach.

Purchase Items to Improve Planer (Alex Rhodes)

Problem: The planer is in need of new blades. It is also one of the noisiest in the Wood Shop.

Solution: Purchase a helical head for the planer ($423) http://www.amazon.com/Byrd-Tool-Shelix-cutterhead-Dewalt/dp/B008CS2QAE. This will make the machine easier to maintain as when a blade gets dull we only have to turn the cutter head 90 degrees instead of replacing a 13" blade. It also provides a smoother wood finish. It will reduce the sound when planing by 10-15 db. We would also like to purchase in feed and out feed tables for the planer. $45 (http://www.amazon.com/DEWALT-DW7351-Folding-Table-Planer/dp/B0000CCXUA/) Lastly the stand, we can build one for probably cheaper but this is the table designed for it. $147 (http://www.amazon.com/DEWALT-DW7350-Planer-Integrated-Mobile/dp/B0000CCXU9)

Relevance to our tax exempt purpose: This will require less volunteer time to set up and improve the Space's offerings for classes.

Purchase Helical Head Jointer(Alex Rhodes)

Problem: The jointer in the Wood shop is unsafe and severely lacking.

Solution: Purchase a helical head jointer. This is the second most dangerous tool in the wood shop after the table saw. We would like the Powermatic 1285 http://www.powermatic.com/Products.aspx?Part=1791307 ($6,170) This will be a large asset to the space and offer something most people in the community could never have. The Powermatic is a long term solution for the wood shop and a tool that will last many, many years. The Powermatics hold their value really well so IF we ever have to sell it we can get most of the money back. There are other 12" jointers out there but we need a machine that can stand up to the usage of people at the space. If the space wants to be serious about its woodworking offerings this is a must have tool.

Relevance to our tax exempt purpose: This will allow a broader range of classes to be taught at the space.

Wood Shop Table (Alex Rhodes)

Problem: The tables in the Wood Shop are not suitable for fine wood working as they do not have flat surfaces, vices, or bench dog holes.

Solution: Have a group project to build tables for the wood shop. We have a design in mind (http://www.popularwoodworking.com/workbenches/schwarz-workbenches/notes-on-the-two-day-workbench) This is our cheapest option as we already have one IKEA counter top.

Relevance to our tax exempt purpose: This will allow a broader range of classes to be taught at the space. This is also a great group build as the space needs more of these.

Purchase Material Handling Rollers(Alex Rhodes)

Problem: Some material is unsafe to push through tools by yourself

Solution: Purchase 2 roller stands (http://www.northerntool.com/shop/tools/product_200342361_200342361) $25 a piece

Relevance to our tax exempt purpose; Makes handling larger material safer.

Minutes

Dallas Makerspace Board of Directors Meeting notes : October 12th, 2014

In attendance:
- Andrew Falgout
- Benjamin Groves
- Andrew LeCody
- Pearce Dunlap
- Robert Davidson

Meeting called to order at 4:16pm


*** Prior Minutes ***
- Prior minutes pass


*** Officer / Committee Reports ***

- ToDo (Robert Davidson) : Talk to Dierdre for 1099 form (Six Sigma classes)
- ToDo (Andrew LeCody / Brooks) : Call Roto Rooter for fix in UniSex bathroom


*** Consent Agenda ***

- Passed by unianimous consent:
  - Buy Hosting Service For Billing System (Paul Brown)
  - AC Filter Replacement Service (Paul Brown)


*** NEW BUSINESS ***

- CNC Router (Robert Davidson)
  - Thank you Jeff Miller and Brenda Butnick for your time today
  - Propose:
    - Purchase of CNC Router from MultiCam Router
    - Robert Davidson provdides 3 quotes for loans for payment of the Multicam Router
    - Robert Davidson has authority to apply for three loans
    - Board approves a specific loan by way of special meeting
    - Pay loan payment of approximately $700 per month for purchase of MultiCam Router
  - Proposed by Robert Davidson, Seconded by LeCody
    - Passed by unanimous vote from the board

- RoboTex Sponsorship (Robert Davidson)
  - Allocate $300 for grant to RoboTex
  - Proposed by Andrew Falgout, Seconded by Robert Davidson
    - Passed by unanimous vote from the board
  - Side note, RoboTex will contact us about the event date and we will place it on the event calendar

- Etsy Sponsorship (Robert Davidson)
  - Etsy event November 15th - Southside by Lamar
  - Initial request for $1000 allocation for a booth at Etsy Jingle Bash event
  - Part of this drive is to get Etsy members in as DMS teachers and members
  - Authorize Robert Davidson up to $1000 to sponsor Etsy Jingle Bash, amount at his discretion
  - Proposed by Robert Davidson, seconded by Benjamin Groves
    - Passed by unanimous vote from the board

- Revision of Honorarium Rules (Haley Moore)
  - Adjust honorarium rule that for honorarium approval, honorariums applied for and added to the calendar 12 days before the class event
  - Proposed by Benjamin Groves, seconded by Andrew LeCody
    - Passed with 3 approvals, opposed by 2

- Purchase Items to Improve Planer (Alex Rhodes)
  - Approve spending of up to $470 for Workshop Committe's purchase of helical head for planar and feed tables
  - Proposed by Andrew LeCody, seconded by Robert Davidson
    - Passed by unanimous vote from the board

- Purchase Helical Head Jointer (Alex Rhodes)
  - Purchase joiner as written
  - Proposed by Robert Davidson, seconded by Pearce Dunlap
    - Passed by unanimous vote from the board
    - Passed with 3 approvals, opposed by 1, abstained by 1

- Wood Shop Table (Alex Rhodes)
  - Authorize spending of up to $450 to workshop for construction of wood shop table
  - Proposed by Robert Davidson, seconded by Andrew Falgout
    - Passed with 4 approvals, abstained by 1

- Purchase Material Handling Rollers (Alex Rhodes)
  - Tabled


*** PULLED COMMITTEE ITEMS ***

- Buy Hosting Service For Liability Waivers (Robert Davidson)
  - Authorize spending of up to $468 for a years support of kiosk waiver system
  - Proposed by Robert Davidson, seconded by Benajmin Groves
    - Passed by unanimous vote from the board

- Authorize Security Camera Purchase (Robert Davidson)
  - Authorize purchase of $953.64 to Robert Davidson for installed cameras
  - Proposed by Robert Davidson, seconded by Andrew Falgout
    - Passed by unanimous vote from the board

- Reimburse Robert's GET-R-DONE fund (Robert Davidson)
  - Authorize allocation of $636.32 to replenish the GET-R-DONE fund 
  - Proposed by Robert Davidson, seconded by Pearce Dunlap
    - Passed with 3 approvals, abstained by 2

- Authorize Power Adaptor Purchase (Brooks Scharff)
  - Authorize spending of $75 for 6 power supply units
  - Proposed by Andrew LeCody, seconded by Robert Davidson
    - Passed by unanimous vote from the board  

- Authorize Recurring Maintenance Fund for Workshop (Alex Rhodes)
  - Allocate $300 (one time) to workshop committee for Maintenance
  - Proposed by Robert Davidson, seconded by Andrew Falgout
    - Passed with 4 approvals, opposed by 1

- Authorize One time Fund for Metal Shop equipment (Alex Rhodes)
  - Allocate $300 for workshop comittee, in the interest of getting the metal shop up and moving
  - Proposed by Andrew LeCody, seconded by Benjamin Groves
    - Passed by unanimous vote from the board  

- Authorize $450 to workshop fund for material for plasma cutter
  - Proposed by Robert Davidson, seconded by Andrew LeCody
    - Passed with 4 approvals, opposed by 1

- Authorize up to $636.72 to kiosk project fund for second sign-in kisok
  - Proposed by Robert Davidson, seconded by Andrew Falgout
    - Passed with 3 approvals, opposed by 1, abstained by 1


Meeting adjourned at 7:54pm