Board of Directors Meeting 20150722

This meeting will be held in Modified SRC3 format.

Time, location

18:00, Dallas Makerspace

Prior minutes

Board_of_Directors_Meeting_20150621#Minutes

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 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".

Replace old inadequate drink fridge (Brandon Green)

Problem: Current drink fridge is tiny and does not adequately cool beverages. We have cases and cases of drinks that end up sitting on the shelves (taking space away from food items) because the only place to put them to cool them is the less than 5 cubic foot drink fridge. This leads to not being able to keep any drinks cold because the microscopic current drink fridge is quickly emptied and not restocked consistently. And even if it is restocked the drinks take a very long time to cool. The soda vending machine is also not great because it is loud, inefficient in space usage, tends to shake cans enough during dispensing to spray soda everywhere, has on occasion actually punctured cans inside itself, requires laborious restocking (relative to just being able to set an entire case inside an adequately sized drink fridge).

Solution: Allocate $2100 to Logistics for purchase of a 48 ft^3 glass door merchandiser refrigerator

Relevance to our tax exempt purpose: Staying hydrated is a safety concern for all members and reducing the electricity costs by replacing 2 old devices with 1 new device helps allow the organization stay solvent. Improving space utilization also furthers our ability to grow and serve more members, promoting out primary mission of educating more people.

Purchase of studio equipment for Digital Media(Natasha Cooks)

Problem: Digital Media Committee does not have access to sufficient lighting and equipment to support the new Digital Media camcorder to create member projects such as crowdfunding projects, how-to videos or instructables. This also limits the scope of Digital Media Educational opportunities, as well as prevents production of DMS tours and safety videos.
Solution: Purchase studio and field lighting, Product shot equipment for member use (supports members Etsy, Ebay product shots and crowdfunding shooting.
Cost: approximately $1500
Large Ticket Items Listed Here --> http://www.amazon.com/gp/registry/wishlist/11ZPJ69LKLLB/ref=cm_sw_em_r_wsl_ERNRvb0BYKQ7S_wb + ~300 for backdrops, batteries, clamps, etc. Relevance to our tax exempt purpose: Supports the creation of online tours, how-to videos, and highlighting member projects, which will bring significant visibility to the space. Digital Media can also expand it's course offerings, and begin project based learning. Studio equipment also enables members to promote their work, which enhances DMS visibility.

Monthly Allocation for Infrastructure Committee (Brooks Scharff)

Problem: Infrastructure Committee currently has no monthly allocation, so we rely on the Board to approve all expenses. This puts more strain on the Directors and we'd obviously like to avoid that.

Solution: Allocate $150 monthly to the Infrastructure Committee for the purpose of network, computer, and server upkeep.

Upgrade the capabilities in the Metal Shop (Robert Davidson)

Problem: The metal shop has ran on donated equipment since it began it's time to make some purchases that DMS can own. The 2 things that we need are a basic mig welder and a basic plasma welder. Both are industry standard and we can get replacement parts for the foreseeable future.

Solution: Purchase a Hypertherm 45 for $1,500 and a Millermatic 252 for $2,000 these are both extremely simple to use and allow for members to work on projects.

Relevance to our tax exempt purpose: The metalshop is currently in poor shape and is missing basic tools these are standard tools to bring out basic needs.

Purchase a power drawbar for the Bridgeport mill (Bryan Gangwere)

Problem: Using the Bridgeport mill requires being able to reach to the top of it to install and remove tools. Some of our members find this extremely difficult or impossible, effectively barring them from using the mill. Also, installing and removing tools requires a certain level of skill, lack of which can damage the machine. We've already had to replace the drawbar due to user damage.

Solution: Allocate $900 to purchase and install a Kurt PowerLock automatic drawbar

Relevance to our tax exempt purpose: Will allow all of our members to partake in training and to use the Bridgeport mill, not merely those who happen to be able to reach the top of it. Also has a potential ADA compliance solution since at least one of the reasons for this item is to allow a physically challenged member to use the Mill in addition to his current use of the Lathe.

CHANGE: Authorize $250 For Website/Forum Hosting (Brooks Scharff)

Problem: At the last board meeting, we approved $250/month spending on hosting with DigitalOcean and CloudFlare ("Authorize $250 For Website/Forum Hosting (Andrew LeCody)"). Since that was approved, other discussions were had that include us moving to Amazon Web Services (AWS).

Solution: Change the approval (going forward) to authorize spending of up to $250/month for hosting FROM "with Digital Ocean and CloudFlare CDN/DNS" TO "for server and website hosting-related needs."

Relevance to our tax exempt purpose: Our website and online services are critical in providing information about our organization, such as class schedules and for membership collaboration via our wiki and forums. Moving to AWS from DigitalOcean has the potential to save money while also consolidating our infrastructure.

Appoint New Metal Shop Chairs(Alex Rhodes)

The Metal Shop Committee has congregated and nominated Lee Jones as our next committee chair with Danny Meeks and Trent Campbell as Co chairs. Appeal is made to the Board of Directors to make this decision official.

Science Committee Workbench (Richard Alexander - REPOSTED by JAGMAN since item was suspended action from last BOD meeting June 21st, 2015)

Problem: The current tables in the Science Committee area are not intended for heavy use or durability. Attaching a heavy clamp (for our illuminated magnifying lens) to the 'Lifetime' plastic table resulted in tears in the plastic. Anticipated demand for a sturdy, water-resistant, acid-resistant, heat-resistant workbench cannot be met with the current portable tables.

Solution: Obtain a lab workbench that is suitable for a wet/dry lab. The cost of materials for building one out of wood and phenolic would be about $500, according to Frank. Optionally, we could use a steel workbench similar to those in the Electronics Room (example of a retail model with price list: https://materialflow.com/p/5000-lbs-Capacity-K-Series-Workbenches/ ). Allocate the necessary funds for the acquisition of an appropriate workbench.

Relevance to our tax exempt purpose: Sturdy, safe working surfaces and storage are critical for working on committee projects. Also this bench could be used by others who need to do fine, detailed work such as troubleshooting, soldering, etc. in the warehouse area instead of having to "borrow" (and potentially lose) equipment from the Electronics Room. But area needs to be kept clear when not in use.

Allocate $3000 to Treasury Committee Fund (Benjamin Groves)

Problem: Dallas Makerspace is facing an upcoming deadline for filing 2014 taxes. We also want to have an external set of eyes review our books and accounting procedure annually to make sure our accounting methods are proper. Ben has talked with a CPA firm that specializes in Non-Profit organizations and has a quote for setting up our 990 tax form and an annual review of our books.

Solution: Allocate $3000 to the Treasury Committee Fund for usage of external CPA services. This will get us into good shape for the upcoming tax deadline and prepare us for migration of our books into QuickBooks Online.

New Business

Ladies & Gentlemen of DMS - I am sure I am not doing this exactly correct, but this is how I learn. JAG "Brave New Wiki" MAN

Planned Absence of Committee Chair (JAG "Joel-Anthony Gray" MAN)

If a committee chair is gone for an extended period of time (more than a few weeks) is there any protocol necessary for the co-chairs to act as a proxy for the official chair? Assuming the official chairman has some email or other contact, what is a reasonable amount of time for response on important matters? (expensive procurement items, etc.) COST: Time to discuss only

Request vacuum for Metal Shop (JAG "Joel-Anthony Gray" MAN)

I don't meant to step on the authority of the present Chair/Co-Chairs (which is in flux at the moment) but I noticed a lack of a wet/dry vac in that area. Is it advisable to purchase a cheap Harbor Freight model to encourage cleanliness, or is another type more appropriate such as a HEPA vac or something designed for metal particles? COST: $50 +

Request portable Lithium Ion Dustbuster Vacuums for Quick Cleanups (JAG "Joel-Anthony Gray" MAN) - Purchase at least one rechargeable Black & Decker Vacuum from Walmart and try it out for a period of time to evaluate convenience and usage. Return if unsatisfactory. (virtually no risk)

http://www.walmart.com/ip/Black-Decker-Bagless-20V-MAX-Lithium-Ion-Slide-Pack-Vacuum-BDH2000SL/23608485

COST: $100 Brandon - I just picked up 2 ryobi hand vacs that were previously back ordered

Installing "live" (non-static) news monitors around the DMS space (JAG "Joel-Anthony Gray" MAN)

In the hallways and non-hazardous areas only (to avoid dangerous distraction) in order to inform of events, show off projects to visitors, remind people who they can contact and how, that a Wiki on the space actually exists and to REMIND PEOPLE TO CLEAN UP as well as other cultural hints. This is inspired / modeled after the rolling PowerPoint slide type manner of imparting upcoming speakers, events and classes in the Engineering Building (ECS) at the University of Texas at Dallas. COST: While spare monitors are available, the cost of mounting and configuring is unknown, but probably not prohibitive

Right to Self-Police Committee Equipment via Video Surveillance (JAG "Joel-Anthony Gray" MAN)

Can a committee install it's own cameras and record activity for the purpose of monitoring the movement of valuable equipment, (authorized and unauthorized) equipment misuse and lack of proper cleanup / maintenance. COST: Time to discuss

Re-brand Aerospace Committee as Remote Control Hobbies Committee (Benjamin Groves)

Problem: Participation within the Aerospace Committee is sporadic. While the Aerospace charter includes traditional Aerospace Science and Engineering, most of the committee's focus is on drones and multi-rotor RC craft. Outside of the Aerospace Committee, the Dallas Makerspace is seeing a growth of interest with other types of RC craft (ie: land-based).

Solution: Re-brand "Aerospace Committee" to "Remote Control Hobbies Committee". This allows continued participation with drone enthusiasts, and gives a home for new RC interests. The newly branded committee is also welcome to continue pursuit of model rocketry, high-altitude ballooning, and Aerospace Engineering endeavors. (Open to a more general name than "Remote Control Hobbies", but more specific than simply "Hobbies". "Mechanized Hobbies" comes to mind). If no person wishes to step forward as new committee chairperson in the July 2015 Board Meeting, an agenda item for new chair will be made for the August 2015 Board Meeting.

Remove Personal Storage from Committee areas (Alex Rhodes)

Problem: Confusion is arising from personal items being stored in communal committee areas.

Solution: Update rules. https://dallasmakerspace.org/wiki/Rules_and_Policies

Remove 1. Projects can be stored in committee controlled rooms, as long as they follow the committee's guidelines.

• Anything in a committee area is available for use by all members unless documented/labled as training required.
• Items that require training may be secured, but a path to obtain use of said tool should be documented.
• If a person must be contacted to use a tool, 2 or more points of contact must be listed on/around tool.
• Storage of materials is not be permitted in committee areas unless there is a defined/documented area.
• For items to be considered on display and not storage, items have to be in a designated area.
• Anything that is a personal item in a committee area must have gone through the Loaning of Tools & Equipment to the Makerspace
• If training is required and not set up at least once a month, the personal item on loan is subject to removal within 30 days.

Seek Employee(s) for the Dallas Makerspace (Alex Rhodes)

Problem: DMS has reached a point where relying solely on volunteer efforts is no longer the best solution.  Our expanded and still growing membership requires other measures be taken for the safety and convenience of all members.

Solution: Hire two 30-hour a week employees.

Responsibilities to include, but not limited to, the following:

• Cultivate a creative, productive, fun and safe work environment for members.
• Answer questions and point people in the right direction.
• Sign up new members and give them all the info they need to get started.
• Give tours.
• Answer phones and return voicemails.
• Handle receiving of DMS shipments (stuff bought for/by the space)

Benefits and tax requirements to be determined before interviewing.   

Hiring should occur after next board meeting with applications being accepted for two weeks sometime in August.   An announcement will be made when listing is posted.  Alex Rhodes will be the manager and the hiring interviews will be done by 3 of the 5 board members.

Minutes

Dallas Makerspace Board of Directors Meeting notes : July 22st, 2015

In attendance:
- Benjamin Groves
- Kent Bowling
- Alex Rhodes
- Robert Davidson
- Andrew LeCody

Meeting called to order at 6:24pm

*** Prior Minutes ***
- Emergency Board Meeting on 07/16/2015 noted, meeting notes have been published
- Prior Minutes Pass

*** Finiancial Report ***

General Funds as of June 30th = $13,130.47
Note: Compared to last month, our General Funds decreased $3883.01
- Upcoming $6000 expense for air compressor incoming
- Board approved $12,000 on a new server on 07/16/2015
- Treasurer stongly urges fiscal conservancy


*** Consent Agenda ***

These items pass consent agenda with unanimous consent:
- Monthly Allocation for Infrastructure Committee (Brooks Scharff)
- CHANGE: Authorize $250 For Website/Forum Hosting (Brooks Scharff)
- Appoint New Metal Shop Chairs(Alex Rhodes)
- Allocate $3000 to Treasury Committee Fund (Benjamin Groves)


*** PULLED CONSENT AGENDA ITEMS ***

Replace old inadequate drink fridge (Brandon Green)
- Tabled till next board meeting with full consent of the board

Purchase of studio equipment for Digital Media (Natasha Cooks)
- Tabled till next board meeting with full consent of the board

Upgrade the capabilities in the Metal Shop (Robert Davidson)
- Allocate $2000 to Metal Shop for Millermatic 252
- Proposed by Robert Davidson, seconded by Alex Rhodes
  - Motion passes with 4 in favor, 1 abstain

Purchase a power drawbar for the Bridgeport mill (Bryan Gangwere)
- Tabled till next board meeting with full consent of the board

Science Committee Workbench (Richard Alexander - REPOSTED by JAGMAN since item was suspended action from last BOD meeting June 21st, 2015)
- Tabled till next board meeting with full consent of the board


*** NEW BUSINESS ***

Planned Absence of Committee Chair (JAG "Joel-Anthony Gray" MAN)
- Nothing to vote on, discussion only

Request vacuum for Metal Shop (JAG "Joel-Anthony Gray" MAN)
- Tabled indefinitely with full consent of the board

Installing "live" (non-static) news monitors around the DMS space (JAG "Joel-Anthony Gray" MAN)
- Nothing to vote on, discussion only

Right to Self-Police Committee Equipment via Video Surveillance (JAG "Joel-Anthony Gray" MAN)
- Nothing to vote on, discussion only

Re-brand Aerospace Committee as Remote Control Hobbies Committee (Benjamin Groves)
- Re-brand Aerospace Committee to Remote Control Committee
- Committee chairs stay intact through the re-branding
- Proposed by Benjamin Groves, seconded by Andrew LeCody
  - Unanimous Approval by the Board

Remove Personal Storage from Committee areas (Alex Rhodes)
- Proposed as written, with an amendment that this item expires on January 31st 2016 without further discussion
- Proposed by Alex Rhodes, seconded by Kent Bowling
  - Unanimous Approval by the Board

Appoint Nick LeLand and Jayson Woods as Co-Chairpersons of the Remote Control Committee
- Proposed by Andrew LeCody, seconded by Benjamin Groves
  - Unanimous Approval by the Board

Seek Employee(s) for the Dallas Makerspace (Alex Rhodes)
- Go forward with the recruitment and interveiwing process for two employees
- Proposed by Alex Rhodes, seconded by Robert Davidson
  - Unanimous Approval by the Board


Next Board Meeting Scheduled on August 23rd at 6:00pm

Meeting adjourned at 8:50pm

June, 2015 Budget Report

The included report is the general Dallas Makerspace balance as of 06/30/2015.

General Funds are down from last month by $3883.01. Note last month's General Funds were already low.

We have a latent charge of $6000 incoming from an Air Compressor purchase 5 months ago. The Board of Directors also authorized up to $12000 on server improvements in an emergency board meeting on July 16th, 2015.

Treasury report over the past few months has been to be financially conservative with our spending in order to grow our coffers and again gain financial stability. At this time I need to advise extreme caution and avoid any spending that is not critical to the space or membership.

Approximately $2500 has not been reported in Credit Card receipts and these transactions reside against the General Funds balance until properly reported. As receipts are collected and rectified, they will be charged against the appropriate committee funds (note, some committee funds will drop).

        3D Fabrication Committee                          159.52
        3D Printer Operations                           2,217.76
        Aerospace Committee                               100.00
        Amateur Radio Committee                           606.81
        Authorized Spending Fund                          307.83
        Automotive Committee                              328.19
        Blacksmithing Committee                         1,105.34
        Cintas First Aid Maintenance                      188.10
        Classroom Committee                             1,145.60
        Creative Arts Committee                         4,665.05
        Digital Media Committee                           338.71
        Electronics & Robotics Committe                 1,057.80
        Financial Committee Fund                           61.28
        Foundry Committee                                 613.59
        FUND_Adobe CC License                             600.00
        FUND_Delta 3d Printer                              72.70
        FUND_Lathe Tooling                                  8.28
        FUND_MultiCam CNC Router                         -543.41
        FUND_Premium Class                                350.96
        Infrastructure                                    466.86
        Laser Committee                                 9,484.06
        Logistics                                      -1,128.04
        Machine Shop Committee                         -1,857.36
        Maker Fellowship Fund                           1,339.15
        Metal Shop Committee                            1,241.64
        PR Committee                                      887.56
        Savings Fund                                   20,004.77
        Science Committee                                 819.58
        Screen Printing Operations Fund                   525.39
        Snack Fund                                        831.76
        VECTOR Committee                                  226.00
        Vinyl Cutter Fund                                 206.59
        Wood Shop Committee                                98.85
        General Fund                                   13,130.47
     TOTAL                                             59,661.39

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.

[✓] Establish $150 monthly allocation to Infrastructure Committee
[✓] Allocate $3000 to Treasury Committee Fund (TID#4)
[✓] Allocate $2000 to Metal Shop for Millermatic 252 (TID#5)