Board of Directors Meeting 20150111

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This meeting will be held in Modified SRC3 format.

Time, location

16:00, Dallas Makerspace

Prior minutes

Board_of_Directors_Meeting_20141214#Minutes

Officer/Committee reports

 PR Committee meeting is on 1/12 @ 6:30.
 Big Open House is on 1/24.  
 Fab Now - Fort Worth Maker Event is next weekend, they are asking for Makers and DPRG to have members to show up.

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 agenda. However, discussion of agenda items should be done via the forums. The cut-off time for addition to or revision of the consent agenda's items is 48 hours prior to the meeting. Please note, agenda items (Consent, New, or Old) that request spending $250 or more must include a section on "Relevance to our tax exempt purpose".

Simplify Rules

Problem: The rules are somewhat confusing and could use updating.

Solution: Replace the existing rules with the Proposed Rules.

Replace Locksets

Problem: The locks at the Makerspace have been replaced by Brooks, and master keys have been given to the directors. The two doors leading to the warehouse have levers that are worn and we do not have the key to them. If we replace the locksets, the new master key will work on them and directors will be able to bypass the RFID system in case of emergency, or even leave the doors unlocked in certain cases. These will last many years as the locking mechanism is detached from the outside lever when the door is locked (unlike the current ones).

Solution: Authorize the purchase of 2x Grade 1 (Industrial Grade) classroom mode levers. The cost is anywhere between $100-300 (I'm going for the !$100 ones)

Replace Doorknobs

Problem: The doorknobs at DMS are keyed knobs (we don't have the key) and we really don't want/need them to lock. They are also not ADA compliant.

Solution: Authorize the purchase of Grade 2 (Commercial Grade) passage mode levers (they are ADA compliant) to replace all of the non-secured rooms' doorknobs. The levers are around $30 each and will last many years. We need around 13 of these http://amzn.com/B00002N762

DMS Treasurer Position

Problem: Paul Brown has resigned as Dallas Makerspace Treasurer, effective at the end of 2014.

Solution: Benjamin Groves has been working with Paul in the interest of taking over Treasury duties. Propose officializing Ben as the new DMS Treasurer & Financial Committee Chair.

Split workshop into Wood shop and Metal shop committees

Problem: DMS has grown considerably and with that more things to look after. Workshop which covers a good part of the space is too big for one person to look over.

Solution: Split Workshop into WoodShop and Metal shop. Alex Rhodes would be the chair for Wood shop and Danny Meeks would be the chair for Metal shop. The General workshop area can either go under ops or can remain under wood shop/workshop control. That is at the discretion of the board.

New Business

Electronics Committee Chair

Problem: The current chair has stepped down, a new chair must be appointed.

Solution: Currently waiting on the committee's recommendation, if this item is not updated before the meeting we will discuss the chair at the meeting.

The committee has met and has nominated Ken Purcell for approval by the board.

Blue Iris Server Upgrade (Robert Davidson)

Problem: With the new building, we've added additional cameras, with higher recording resolutions. The current server (a glorified hyperthreaded 4-core desktop) is not able to handle the cameras (causing ghosting), and as such we're unable to accurately view past camera footage.

Solution: Approve up to $1,500 to the purchase of a new server that will host Blue Iris. The old desktop will be released to Ops for reimaging and assignment.

Relevance to our tax exempt purpose: Cameras discourage thievery, and without them our expensive tools could be stolen - which would cost us even more.

Purchase Electrical for CNC Router (Robert Davidson)

Problem: We need to run power (100 amp) for the new CNC Router and provide capacity for the

Solution: Authorize spending of up to $9000 to pay for an Electrician.

Relevance to our tax exempt purpose: We need the electrical to run the CNC Router, which will be used to further the capabilities of the organization

Expand Electrical in Woodshop (Robert Davidson)

Problem: We are out of power capacity in the Metalworking and Woodworking Workshops.

Solution: Authorize spending of $1150 in electrician costs. This will allow us to install 27 dual-pole breakers, which will give us 13 additional slots.

Relevance to our tax exempt purpose: It is cheaper to get more work done at once than separately.

Air Compressor for workshop (Robert Davidson)

Problem: Compressor is dead.

Solution: Authorize purchase of a new aircom

Relevance to our tax exempt purpose: We need the air compressor to run quite a few of the tools.

Expand Wall in Kitchen for the CNC Router (Robert Davidson)

Problem: Sound and Dust Isolation of the CNC Router.

Solution: Discuss and Decide on if we want to install a wall for the CNC Router.

Relevance to our tax exempt purpose: By separating out the room it helps maintain a clean, safe and secure room.

Purchase Health Cabinets & AED (Robert Davidson)

Problem: The health of our members is of utmost importance and we are not able to maintain the basic medical supplies needed at our growth rate.

Solution: Authorize the spending to purchase 4 Health Cabinets that will be placed around DMS. they are sold in multiples of 2 at 279.95. I am recommending we buy 4 at a cost of 559.90. We will also need to sign up for a contract where the vendor will come inspect and keep stocked health items as they run out/low we can put a monthly cap on this of 400$ I expect the monthly cost to be $20-$50. Also purchase an AED at the cost of $1,545.08 plus a cabinet with an alarm at $151.97 another option is to lease at the cost of $99 per month but I recommend we just buy this one outright. Also approve up to $1,000 dollars to (The supplies will be maintained by vendor) go over and beyond basic office cabinets such as burn gels, eye wash station, quikclot, Eye Magnet, this may also include the catch all for signage and other basics like sharps containers in the bathrooms and biohazard cleanup supplies.

Relevance to our tax exempt purpose: Maintaining the health and safety of our members.

Purchase more fire extinguishers (Robert Davidson)

Problem: We don't have enough fire extinguishers and we need to get them all inspected to maintain their inspection status.

Solution: Purchase 4 #5 and 7 #10 fire extinguishers.

  • 4 X 5# Fire Extinguishers @59.38 each = $237.52
  • 7 X 10# Fire Extinguishers @86.95 each = $608.65

Also purchase some 3d signs for $12 each that can go over the fire extinguishers Link to Prices Also purchase some 3d signs for $12 each that can go over the fire extinguishers Link to Prices

Optional

  • Halon Clean Agent 5# 198.68 11# $438.79 (This is primarily for the laser where using a traditional fire extinguisher could ruin the electric components inside the machine)

Relevance to our tax exempt purpose: So we don't burn down

Purchase Smoke/CO Detectors (Robert Davidson)

Problem: We don't have Smoke Detectors or fire detectors

Solution: Authorize the purchase 18 Nest Protects at the cost of $100 each totaling $1800.

  • 18 is the maximum you can have in a single building.
  • Wireless and Easy to install
  • Transferable to another location
  • All of BoD & Ops can be notified if there is a Fire/CO event.
  • Commercial Quote came out to be $9,933.01 Smoke Detector Quote

Relevance to our tax exempt purpose: Fire Safety is the cost of doing business it's a business requirement

Lease Parts Washer (Bryan Gangwere)

Problem: With the resumption of automotive related activities, as well as projects in the machine shop, it's becoming necessary to be able to clean and degrease parts and equipment at Dallas Makerspace. There is currently no place to do that. There are relatively inexpensive solutions from vendors ranging from Harbor Freight to Grainger, but they all have the following features in common:

  • They are not effective unless they are solvent based (e.g. Mineral Spirits)
  • They require a lengthy soaking of parts, often overnight
  • They are open to the atmosphere, subjecting those in the vicinity to odors, and creating a mess
  • Solvent/solution must be maintained, and used solvent must be disposed of, by the user

Solution 1: Allocate $350/month for a minimum of 1 year for an environmentally friendly, enclosed, maintained Torrent parts washer. This has the benefits of:

  • Being extremely quick, negating the need for lengthy delays in projects and the resulting clutter and obstacles associated with those delays
  • Being enclosed, negating any odors and containing the solution and dirt/grease within the machine, as well as minimizing the user's exposure to the solution
  • Being maintained by an third party (Torrent)

Solution 2: Allocate up to $312/month for a maintained Crystal Clean model 1678 80 gallon parts washer. This has the benefits of:

  • Being hands off (parts can be placed in the washer with the lid closed while it agitates and therefore cleans the part automatically)
  • Being enclosed, minimizing odors and containing the solution and dirt/grease within the machine, as well as minimizing the user's exposure to the solution (If parts are manually cleaned, as is an option, this does not apply)
  • Being maintained by an third party (Crystal Clean)
  • Possibly having a lower cost (the maintenance can be deferred by us if we don't feel the solvent (naptha) needs replacing, making the cost $156/month)

Relevance to our tax exempt purpose: This parts washer will allow automotive maintenance classes to be held in reasonable time frames, as well as further the ability of members to use DMS to complete projects. It will also help to keep the timeframe on member projects short, allowing more members to tackle their own projects. And it will allow non automotive related projects, such as rebuilding the South Bend lathe, to be completed with a minimum of mess.


Purchase final ducting parts for wood shop (Alex Rhodes)

Problem: Ducting is not finished for all tools and for tools that have been added since the move.

Solution: Approval was given for 177.35 at a previous board meeting (https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20140824#Workshop_Tools_.28Alex_Rhodes.29), but items were never purchased. Since then we have gained a jointer, a down draft table and the incra router table. Looking for $600 in addition to the 177.35 to purchase ducting and another shop vac with dust deputy dedicated to the wood shop. (http://www.oneida-air.com/category.asp?Id=%7BCC6B6F2A-E3D7-4F18-A53C-B5C357DFE131%7D) (we have this same set up now for the sandblaster if you want to take a look at how well it works). This would also help get parts for the delta sanding station (belt sander) so it can be hooked up as it throws so much dust it is hard to breathe at times. It is also hard to breathe if people are sanding with the orbital sander and that is where the shopvac with dust deputy comes in. It's a poor mans festool vac (http://www.festoolusa.com/power-tools/HEPA-dust-extractors/). The main reasons the Festools are nice is because you plug a tool into the vac and the vac will turn on at the same time as the tool. It also has variable speed for suction. For the Jointer the tubing is there but we no longer have a place for the long hose that allows people to vacuum. All the dust that is created at tools without the dust collection is causing the air filters to become clogged more often than they should.

Relevance to our tax exempt purpose: Helps keep people breathing better and lungs working.


Merge the two Laser Funds (William Petefish and Lisa Selk)

Problem: There are two separate Laser Funds ("Laser Cutter Operations Fund" and "Project - 2nd Laser Cutter") - which causes confusion and makes the purchase of a new laser difficult. We need to simplify the process in order to move forward and be able to purchase another laser.

  • We need a second laser to keep up with demand.
  • Members often question why we don't use the usage funds to go toward the purchase of an additional laser.
  • Many (most?) members are not aware that we have a separate fund that was created to allow members to donate money specifically earmarked for the purchase of a new laser.

Solution: Merge the two Laser Funds and change wording on all current documentation to specify that the usage funds collected will go toward any and all of the following: consumables, upgrades, additional laser equipment - including purchase of additional laser machine(s).

Relevance to our tax exempt purpose: Allowing the Laser Committee to use funds (collected through the use of our current laser) to keep up with the needs of the Laser Committee in an easy and timely manner will allow us to continue to offer classes to members, and the community, on using the laser, as well as other classes that include the use of lasers at Dallas Makerspace.

Minutes

Dallas Makerspace Board of Directors Meeting notes : January 11th, 2015

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

Meeting called to order at 4:08pm


*** Prior Minutes ***
Prior minutes pass


*** Officer / Committee Reports ***
Committee News


*** Consent Agenda ***
These items pass consent agenda with unanimous consent
  Replace Locksets
  Replace Doorknobs
  DMS Treasurer Position


*** NEW BUSINESS ***
Electronics Committee Chair
- Proposed as written by Andrew LeCody, seconded by Benjamin Groves
  - Unanimous Approval by the Board

Blue Iris Server Upgrade (Robert Davidson)
- Tabled this month, will revisit
  - Unanimous Agreement by the Board

Air Compressor for workshop (Robert Davidson)
- Approve up to $8500 for purchase of new air compressor and related resources to make it functional at the Dallas Makerspace
- Proposed by Robert Davidson, seconded by Andrew LeCody
  - Unanimous Approval by the Board

Purchase Health Cabinets & AED (Robert Davidson)
- Allocate $280 for the purchase two maintained first aid kits through Cintas
- Allocate $50 a month to pay Cintas for the service of maintaining the two above first aid kits
- Proposed by Robert Davidson, seconded by Andrew Falgout
  - Unanimous Approval by the Board

Trauma Kit (Robert Davidson)
- Allocate up to $500 for collection and set up of signage and materials for immediate safety needs
- Proposed by Robert Davidson, seconded by Andrew Falgout
  - Unanimous Approval by the Board

Purchase more fire extinguishers (Robert Davidson)
- Allocate $800 for the purchase of the following equipment:
  - 5x 10lb fire extinguishers
  - 15x 3-dimensional signs to clearly label fire extinguishers
  - Inspection Fees
- Proposed by Robert Davidson, seconded by Benjamin Groves
  - Unanimous Approval by the Board

Purchase Smoke/CO Detectors (Robert Davidson)
- Allocate $165 for the purchase of these fire detection devices:
  - 3x Wireless Heat Detector
- Proposed by Robert Davidson, seconded by Benjamin Groves
  - Motion Approved - Four in favor, One opposed

Expand Wall in Kitchen for the CNC Router (Robert Davidson)
- Dropping splitting the Kitchen with Wall
  - Unanimous Agreement by the Board

Purchase Electrical for CNC Router (Robert Davidson)
- Allocate $6600 for running power and curcuit breaker panels for CNC router, add panels for woodworking area, additional 3 phase power
- Proposed by Robert Davidson, seconded by Andrew LeCody
  - Unanimous Approval by the Board

Expand Electrical in Woodshop (Robert Davidson)
- Handled by the above items
  - Unanimous Agreement by the Board

Lease Parts Washer (Bryan Gangwere)
- Tabling till next month
  - Unanimous Agreement by the Board

Purchase final ducting parts for wood shop (Alex Rhodes)
- Allocate $1000 to Workshop Committee
- Proposed by Robert Davidson, seconded by Andrew LeCody
  - Unanimous Approval by the Board

Merge the two Laser Funds (William Petefish and Lisa Selk)
- Rename "Laser Cutter Operations Fund" to the "Laser Committee Fund", with the authorization for the Laser Committee to allocate their assets as they choose
- Proposed by Benjamin Groves, seconded by Andrew LeCody
  - Unanimous Approval by the Board


*** PULLED COMMITTEE ITEMS ***

Simplify Rules
- Minor adjustments to the rules discussed by the board, agreed, and posted
- Proposed by Andrew LeCody, seconded by Andrew Falgout
  - Unanimous Approval by the Board

Split workshop into Wood shop and Metal shop committees
- "Workshop Committee" becomes "Wood Shop Comittee" and "Metal Shop Committee" is created
- Proposed by Benjamin Groves, seconded by Andrew LeCody
  - Unanimous Approval by the Board

Allocate $500 to the newly formed Metal Shop Committee
- Proposed by Robert Davidson, seconded by Pearce Dunlap
  - Unanimous Approval by the Board

Allocate $400 to Operations Committee to maintain general operations spending
- Proposed by Andrew LeCody, seconded by Robert Davidson
  - Unanimous Approval by the Board


Next Board Meeting Scheduled on Febuary 15th at 4:00pm

Meeting adjourned at 8:24pm

Follow Up - Budget Report

The included report is a decent approximation of committee budgets and general fund as of January 1st, 2015 

                                               Jan 11, 15

        3d Fabrication Committee Fund             1,648.84
        3D Printer Operations Fund                1,166.89
        Amateur Radio Committee Fund                114.00
        Authorized Spending Fund                    307.83
        Automotive Committee Fund                 1,643.51
        Bio Committee Fund                          244.43
        Blacksmithing Committee                     900.00
        Classroom Committee Fund                  1,562.00
        Creative Arts Committee Fund                412.85
        Director Fund                              -481.81
        Electronics & Robotics Committe             886.33
        Foundry Committee Fund                      100.00
        Laser Cutter Operations Fund              2,720.39
        Machine Shop Committee                   -1,220.26
        Maker Fellowship Fund                       879.15
        Operations and Facilities Fund             -278.89
        Photography Committee                        22.02
        PR Committee Fund                           388.35
        Premium Class Fund                          265.96
        Project - 2nd Laser Cutter                  300.00
        Project - Alarm System                      144.28
        Project - Cabinet Saw                        -9.00
        Project - CNC                                18.27
        Project - CPA for Treasurer                 200.00
        Project - Delta 3d Printer                   72.70
        Project - File Server                        29.98
        Project - Future Build-Out Fund            -200.00
        Project - Jewelry Making                    119.34
        Project - Mill                              189.53
        Project - Router Table                       -0.38
        Project - Security Upgrade                   67.38
        Project - Sign-In Kiosk                       1.00
        Robert's GET-R-DONE Fund                  1,105.84
        Savings Fund                             10,004.77
        Screen Printing Operations Fund             385.39
        Snack Fund                                1,295.49
        VECTOR Committee                            100.00
        Vinyl Cutter Fund                           258.57
        Workshop Committee Fund                    -797.36
        Unclassified                             34,013.13
     TOTAL                                       58,580.52


Approved Purchase Tracking

Below is a condensed list of purchasing decisions made by the Board of Directors (above), and the status of these action items. 

[✓] Approve up to $8500 for purchase of new air compressor and related resources
[✓] Allocate $280 for the purchase two maintained first aid kits through Cintas
[✓] Allocate $50 a month to pay Cintas for the service of maintaining the two above first aid kits [BPG: Cintas First Aid Maintenance Class created, with monthly allocation of $50]
[✓] Allocate up to $500 for collection and set up of signage and materials for immediate safety needs
[✓] Allocate $800 for the purchase of fire protection equipment
[ ] Allocate $165 for the purchase of 3x Wireless Heat Detector
[✓] Allocate $6600 for running power and circuit breaker panels for CNC router, add panels for woodworking area, additional 3 phase power
[✓] Allocate $1000 to Workshop Committee for ducting parts [BPG: QB Entry #1265]
[✓] Rename "Laser Cutter Operations Fund" to the "Laser Committee Fund"
[✓] "Workshop Committee" becomes "Wood Shop Comittee" and "Metal Shop Committee" is created
[✓] Allocate $500 to the newly formed Metal Shop Committee [BPG: QB Entry #1266]
[✓] Allocate $400 to Operations Committee to maintain general operations spending [BPG: QB Entry #1267]
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