Board of Directors Meeting 20151020
This meeting will be held in Modified SRC3 format.
Contents
- 1 Time, location
- 2 YouTube Link
- 3 Prior minutes
- 4 Financial Statement
- 5 Consent Agenda
- 5.1 Resignation as Dallas Makerspace Treasurer, April 2016 (Benjamin Groves)
- 5.2 Ice Maker & Water Dispenser from Parks Coffee (Brooks Scharff)
- 5.3 Router Replacement (Brooks Scharff)
- 5.4 Authorize Purchase of New Front Door (Jayson Woods & Brooks Scharff)
- 5.5 Increase Infrastructure Monthly Allocation (Brooks Scharff)
- 5.6 Clarification of Honorarium Payments (Benjamin Groves)
- 6 New Business
- 6.1 Appoint Committee Chairs
- 6.2 Revoke Voting Rights (Brooks Scharff)
- 6.3 Fund Personal Storage approach chosen by logistics committee (Brandon)
- 6.4 Return $1500 to Laser Committee (Brandon)
- 6.5 Adopt Ticketing System (Brooks Scharff)
- 6.6 2 Lathes and tools (Alex Rhodes )
- 6.7 Purchase Plasma Cutter
- 6.8 Current Status of Fire Marshal's Inspection Report - Required Actions
- 6.9 Non-Discrimination Policy (Brooks Scharff)
- 6.10 Ahmed Mohamed Fellowship (Benjamin Groves)
- 6.11 Define what makes a committee and special interest group (Pearce Dunlap)
- 7 Minutes
- 8 September, 2015 Budget Report
- 9 Approved Purchase Tracking
Time, location
19:00, Dallas Makerspace
YouTube Link
https://www.youtube.com/watch?v=7QSZzN2HCGI
Prior minutes
Board_of_Directors_Meeting_20150923#Minutes
Financial Statement
[updated with final numbers for Sept, 2015]
As of 9/30/2015, our estimated General Funds stands at $7741.82. This is an increase of $648.87 from last month.
Treasury advises continued caution in spending.
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".
Resignation as Dallas Makerspace Treasurer, April 2016 (Benjamin Groves)
Problem: Treasury is a demanding role. For my involvement it has not been a question of if I am able to fulfill my duties, but how long I can sustain these efforts.
Solution: I, Benjamin Groves, am seeking to cease my Treasurer duties effective the Board of Directors meeting in April 2016. This 6-month lead time allows us to seek our next Treasurer candidate and train them for their role. Up to that time I will not stop work on upgrading our accounting structure and streamlining of our processes. I feel if I do not achieve on these goals (at least in part), it will be difficult for me to solicit a replacement. Interested persons are encouraged to contact [email protected]. If anyone has questions, please contact me at [email protected].
Ice Maker & Water Dispenser from Parks Coffee (Brooks Scharff)
Problem: We are currently lacking a reliable ice and water dispenser at DMS. People are thirsty and also like to chew on ice. The current fridge is not regularly maintained.
Solution: Authorize spending of about $150/mo to rent a Hoshizaki DCM-270 ice maker/water dispenser combo from Parks Coffee. The vendor will maintain the equipment. Disconnect the water feed from the current fridge, empty the ice from it, then remove the icemaker component from the fridge to maximize freezer space for members (we can build additional shelves to further maximize freezer space).
Router Replacement (Brooks Scharff)
Problem: Our current router is insufficient to handle the new business needs. We are unable to set up an Amazon VPC (to provide DR services) without a new router due to the current router's lack of processing power.
Solution: Authorize spending of $500 on a Cisco 5512-X Security Plus Appliance from Cisco via TechSoup. While Cisco products are currently out of stock on TechSoup, they are expected to be back in stock after November 1, 2015. It will come with a 5-year warranty and support contract from Cisco. Normal pricing of this product is over $1600.
Authorize Purchase of New Front Door (Jayson Woods & Brooks Scharff)
Problem: The front door/main entrance door is garbage and needs to be replaced. We tried replacing the mortise parts and found that the inside of the door that the mortise mounts to is stripped and cannot be repaired.
Solution: Authorize purchase of a new front door with a crash bar. Cost is currently unknown, but this MUST be done ASAP.
Increase Infrastructure Monthly Allocation (Brooks Scharff)
Problem: The Infrastructure Committee is frequently out of money, limiting our ability to quickly resolve issues Infrastructure handles.
Solution: Increase allocation to $700 per month for the Infrastructure Committee.
Clarification of Honorarium Payments (Benjamin Groves)
Problem: There is some confusion among our teachers about when honorarium checks are cut.
Solution: This item formalizes the statement, "Honorarium Checks will be made for teachers of completed classes and reimbursement requests by or around the following Board of Director's Meeting". Tracking and handling Honorariums is time consuming process. The Treasurer (who also happens to handle Honorarium payments) has competing goals in his duties. The only safe estimation of when an Honorarium will be paid out to the teacher, is the following Board of Directors meeting when the checks have to be accounted for in the Dallas Makerspace balance. There is an "around" term in the above statement as other factors can potentially delay an accounting report; while we do our best to avoid these incidents, we do need to be aware that they can potentially occur. This solution also serves as an Action Item for the Board of Directors, to decide if we should update the honorarium rules section to make this policy clear.
New Business
Appoint Committee Chairs
Problem: We need to appoint/reappoint committee chairs every six months.
Solution: Appoint the following people as committee chairs:
- 3D Fabrication Committee: Lisa Selk & Mitch Cerroni co-chair
- Amateur Radio Committee: Justin Edwards
- Automotive Committee: Brandon Green
- Blacksmith Committee: John Haskins
- Civic Hacking Committee: Steve Wylie
- Classroom Committee: Gus Reiter
- Creative Arts Committee: Nicole Franczvai
- Digital Media Committee: Jay Johnson
- Electronics Robotics Committee: Ken Purcell
- Financial Committee: Ben Groves
- Foundry Committee: Nathan Jones
- Infrastructure Committee: Brooks Scharff & Jayson Woods co-chair
- Jewelry/Small Metals Committee: Anne Gullett
- Laser Committee: Luke Olson
- Logistics Committee: Allen Wan
- Machine Shop Committee: Bryan Gangwere
- Metal Shop Committee: Lee Jones
- Public Relations Committee: Michael Paskar
- RC Committee: Harold Asbridge
- Science Committee: Richard Alexander
- VECTOR Committee: Nicholas Schell
- Wood Shop Committee: Tom Cook
Revoke Voting Rights (Brooks Scharff)
Problem: There is no current way for a voting member to have their voting rights removed due to inactivity. This has caused the regular membership meeting to stall out and die due to failure to gain quorum.
Solution: For one time only, remove voting rights from ALL members. Members can, of course, request their voting rights to be immediately re-added.
Fund Personal Storage approach chosen by logistics committee (Brandon)
Problem: Logistics has a plan to self fund the personal storage through the sale of new ikea bins for a one time initial $10 fee (with option of volunteering w/ logistics to have fee waived), but we need some startup capital to cover initial build costs. Eventually we will make back the funds requested here, all of the funds generated from personal storage bin sales will stay in logistics fund and be used for the betterment of DMS (more ryobi batteries, light replacement, better tables, etc).
Solution: Allocate $750 to logistics committee for purpose of implementing the lets go to ikea right now and buy 206 more bins plan
Relevance to tax something: Providing personal storage allows DMS to be a convenient and functional place for its members so they can then fulfill our core objectives of being educated while making stuff. Also safety is increased by providing a convenient location for members to store their own personal protective equipment.
Return $1500 to Laser Committee (Brandon)
Problem: During a previous meeting $1500 from the Laser Committee was allocated to purchase parts for the workstation in Digital Media, this was only a temporary borrowing of money facilitated by the generosity and wise planning of the laser committee.
Solution: Allocate $1,500 to Laser Committee
Relevance to our tax exempt purpose: It important for us as an organization to ensure that each committee is able to operate properly and with complete trust and faith in the Board.
Adopt Ticketing System (Brooks Scharff)
Problem: Currently, our members do not have a one-stop shop to enter requests and reports problems to committees. Each committee has their own policies and procedures, causing members to not know how to best report problems to each individual committee, usually resorting to posting on the forums (Talk), causing further delays. A ticketing system would notify the relevant individuals of the problem and can also track time-to-resolution, and also provide reporting capabilities ("How many tickets were opened regarding the Full Spectrum Laser being down in the past week?").
Solution: Adopt iTop as the DMS ticketing system and require committees to use it instead of their current systems for reporting problems. This is free and open source software and it is already in production and ready to be used.
2 Lathes and tools (Alex Rhodes )
Problem: The wood shop currently only has one lathe and is not conducive for teaching classes to multiple people.
Solution: Purchase 2 smaller lathes http://www.amazon.com/JWL-1221VS-12-Inch-21-Inch-Variable-Speed/dp/B00BGBVJCU/ref=sr_1_1?ie=UTF8&qid=1445315921&sr=8-1&keywords=JWL-1221VS with 2 sets of http://www.amazon.com/Easy-Wood-Tools-Detailer-Wood-Turning/dp/B00FKY7P1S/ref=sr_1_sc_3?ie=UTF8&qid=1445314886&sr=8-3-spell&keywords=easywood+tools+combo Total comes to just under $2300.
Relevance to tax something: This will give us 3 lathes and the capacity to teach classes to more than 1 person at a time. These lathes are small but will allow most people to get an understanding how lathes work and then move on to bigger lathes in the future.
Purchase Plasma Cutter
Problem: The metal shop has no way to cut metal other than various band saws. which are fine for cuts on small stock. We have no way to cut large metal pieces such as plate or make non-straight cuts.
Solution: Purchase a hand held plasma cutter. Recommend a Hypertherm Power Max 45. Cost $1,500.00 per quote from Airgas. Relevance to tax something: This will provide members with the needed capability to cut metals and shapes not suitable for cutting with the bandsaws
Current Status of Fire Marshal's Inspection Report - Required Actions
Problem: Several areas of the makerspace are currently inoperable due to requirements from the Fire Marshal's inspection report. Most items have been addressed but what are the remaining issues? Seems venting the kilns and a hood for the plasma table are what is left. Added this status update due to the request for a new plasma cutter above. Let's not buy more hardware until it is possible to use the current equipment.
Solution: Make a punch-list of remaining items and allocate the funds needed to complete.
Non-Discrimination Policy (Brooks Scharff)
Problem: When filling out Cisco grant requests, we are required to affirm that we have an official non-discrimination policy.
Solution: Add the following to the Rules: "Dallas Makerspace does not promote or discriminate against any person, population group, or organization with regard to categories protected by applicable United States law. These include, but are not limited to race, color, religion, sex, gender expression, physical appearance, language, education background, national origin, age, disability, and veteran status."
Ahmed Mohamed Fellowship (Benjamin Groves)
Problem: As part of the Maker community, we have received multiple requests to invite the family of Ahmed Mohamed to participate at the Dallas Makerspace. Dallas Makerspace has received a number of donations in light of the incident and the board feels it proper to make an invite.
Solution: Offer a parent of Ahmed Mohamed a year's membership to Dallas Makerspace, paid through the Maker Fellowship fund. We have contact information to the family and wish to extend this offer. This Fellowship offer stands open for a period of one year after vote. The family has to accept the offer, no strings attached for either party, for the Fellowship Fund transaction to occur.
Define what makes a committee and special interest group (Pearce Dunlap)
Problem: As the space grows more members will want to create new groups and will likely want to classify them as committees. In order to prevent committees from being formed on a whim we should further define what makes a committee. We should also take the opportunity to make sure all current committees fit the new standard. Simply offering workspace to work on/store specific personal projects should not define a committee.
Solution: Add the following to the Rules: "A Committee should provide critical services, require specialized tools or recurring expenses."
Possible affected committees: Aerospace/RC, Civic Hacking, Classroom, Financial, Infrastructure, Logistics, PR, Science, and VECTOR,. Those that have floor space would be used as universal work space instead to allow more projects to be worked on at once, and allow more wall space for personal or project storage. And there is no reason to split mission critical committees that do not require floor space into so many different groups. They could simply be split off as interest groups of one Operations group, some of which would become part of the employee's duties at a later date.
Minutes
Dallas Makerspace Board of Directors Meeting notes : October 20nd, 2015
In attendance:
- Alex Rhodes
- Kent Bowling
- Andrew LeCody
- Robert Davidson
- Benjamin Groves
Meeting called to order at 7:22pm
*** Prior Minutes ***
- Prior Minutes Pass
*** Financial Statement ***
As of 9/30/2015, our estimated General Funds stands at $4855.47. This is a decrease of $2237.48 from last month.
*** Objection ***
Paul Wilson objects to the late entries to this Board of Directors Meeting, as it does not meet the requirements of Modified SRC3 as stated in the Board of Directors Meeting Agenda
- Seconded by Richard Alexander
- Request for Board Of Directors vote to strike any item created after midnight at the beginning of October 20th 2015
- Motion denied with unanimous Consent by the Board
*** Consent Agenda ***
This item passed with unanimous consent:
- Resignation as Dallas Makerspace Treasurer, April 2016 (Benjamin Groves)
- Clarification of Honorarium Payments (Benjamin Groves)
*** Pulled Consent Agenda Items ***
Ice Maker & Water Dispenser from Parks Coffee (Brooks Scharff)
- Dropped with unanimous consent of the Board
Router Replacement (Brooks Scharff)
- Authorize transfer of $550 to Infrastructure Committee, with the intent that they purchase a new network router
- Proposed by Robert Davidson, seconded by Andrew LeCody
- Passed with unanimous Approval by the Board
Authorize Purchase of New Front Door (Jayson Woods & Brooks Scharff)
- Authorize up to $1500 for the purchase of new front door and locking mechanism
- Jayson Woods is taking point on the coordination and estimation of this effort
- Proposed by Benjamin Groves, seconded by Andrew LeCody
- Passed with unanimous Approval by the Board
Increase Infrastructure Monthly Allocation (Brooks Scharff)
- Increase monthly allocation to Infrastructure Committee to $250 per month
- Proposed written by Andrew LeCody, seconded by Kent Bowling
- Passed with unanimous Approval by the Board
*** New Business ***
Appoint Committee Chairs (Alex Rhodes)
- The listed persons will serve as chairpersons of their respective committees in the timeframe of Oct, 2015, to the next election April, 2016
- 3D Fabrication Committee : Lisa Selk & Mitch Cerroni co-chair
- Amateur Radio Committee : Justin Edwards
- Automotive Committee : Brandon Green
- Blacksmith Committee : John Haskins
- Civic Hacking Committee : Steve Wylie
- Classroom Committee : Gus Reiter
- Creative Arts Committee : Nicole Franczvai
- Digital Media Committee : Jay Johnson
- Electronics Robotics Committee : Ken Purcell
- Financial Committee : Benjamin Groves
- Foundry Committee : Nathan Jones
- Infrastructure Committee : Brooks Scharff & Jayson Woods co-chair
- Jewelry/Small Metals Committee : Anne Gullett
- Laser Committee : Luke Olson
- Logistics Committee : Allen Wan
- Machine Shop Committee : Bryan Gangwere
- Metal Shop Committee : Lee Jones
- Public Relations Committee : Michael Paskar
- RC Committee : Harold Asbridge
- Science Committee : Richard Alexander
- VECTOR Committee : Nicholas Schell
- Wood Shop Committee : Tom Cook
- Proposed by Alex Rhodes, seconded by Kent Bowling
- Passed with unanimous Approval by the Board
Revoke Voting Rights (Brooks Scharff)
- Tabled with unanimous consent of the Board
Fund Personal Storage approach chosen by logistics committee (Brandon Green)
- Authorize transfer of $750 to Logistics Committee, with the intent of use of that money for shelving
- Proposed by Andrew LeCody, seconded by Robert Davidson
- Passed with 4 votes approving, 1 opposed
Return $1500 to Laser Committee (Brandon Green)
- Tabled with unanimous consent of the Board
Adopt Ticketing System (Brooks Scharff)
- The Dallas Makerspace Board of Directors endorses the ticketing system described as in this agenda item
- Proposed by Kent Bowling, seconded by Alex Rhodes
- Passed with unanimous Approval by the Board
2 Lathes and tools (Alex Rhodes)
- Allocate $1250 to the Wood Shop for the purpose of purchasing an additional Lathe and tooling
- Proposed by Alex Rhodes, seconded by Andrew LeCody
- Passed with unanimous Approval by the Board
Purchase Plasma Cutter (Lee Jones)
- Tabled with unanimous consent of the Board
Current Status of Fire Marshal's Inspection Report - Required Actions (Ken Purcell)
- Alex's update
- Met with Fire Marshal on Monday, Oct 19th:
- Signed off on Fire Alarm system, as installed by building owners
- Plasma Cutter still down - looking for professional engineer to sign off on plans
- Kilm is semi-done, only the one directly under the vent can be used
- Looking to expand hood
- Looking to permenantly fix the Kilms (immobile)
- Fire Marshel made comment on electical wiring in the laser area
- Fire Marshal suggested a light protective covering on sprinklers in Wood and Metal Shop areas
- Fire Marshal made comment about protective plugs in the Wood Shop area
- Dicussion topic, nothing to vote on
Non-Discrimination Policy (Brooks Scharff)
- Proposed as written by Andrew LeCody, seconded by Robert Davidson
- Passed with unanimous Approval by the Board
Ahmed Mohamed Fellowship (Benjamin Groves)
- Proposed as written by Benjamin Groves, seconded by Robert Davidson
- Passed with unanimous Approval by the Board
Define what makes a committee and special interest group (Pearce Dunlap)
- Tabled with unanimous consent of the Board
Next Board Meeting Scheduled on November 17th at 7:00pm
Meeting adjourned at 10:34pm
September, 2015 Budget Report
Bank Balance 58,111.09 -------------------------------- --------- COMMITTEES 3D Fabrication Committee 622.51 Amateur Radio Committee 456.66 Automotive Committee 1,197.61 Blacksmithing Committee 1,040.80 Classroom Committee 1,321.75 Creative Arts Committee 2,912.45 Digital Media Committee 325.44 Electronics & Robotics Committee 751.58 Foundry Committee 891.31 Infrastructure -124.01 Jewelry* 466.36 Laser Committee 7,530.06 Logistics 183.45 Machine Shop Committee -3,485.93 Metal Shop Committee -614.36 PR Committee 870.60 Radio Control Committee 645.03 Science Committee 1,357.85 Treasury 3,041.68 VECTOR Committee 176.00 Wood Shop Committee -1,434.11 FUNDS 3D Printer Operations 2,213.67 Adobe CC License 14.00 Authorized Spending 307.83 Delta 3d Printer 72.70 Maker Fellowship 1,044.15 Premium Class 350.96 Screen Printing Operations 1,877.39 Snack -565.73 Vinyl Cutter 83.22 FUNDS_MONTHLY Cintas 1st Aid Maintenance 223.86 Offsite Storage 390.69 -------------------------------- --------- TOTAL 24,145.47 -------------------------------- --------- VOODOO 26,223.79 -------------------------------- --------- General Funds 7741.83
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.
[✓] Transfer $550 to Infrastructure Committee, with the intent that they purchase a new network router [TID#1469] [✓] Purchase of new front door and locking mechanism, up to $1500 [✓] Increase monthly allocation to Infrastructure Committee to $250 per month [✓] Transfer $750 to Logistics Committee, with the intent of use of that money for shelving [TID#1470] [✓] Transfer $1250 to the Wood Shop for the purpose of purchasing an additional Lathe and tooling [TID#1471]
