Board of Directors Meeting 20151214

This meeting will be held in Modified SRC3 format.

Time, location

19:00, Dallas Makerspace

Prior minutes

Board_of_Directors_Meeting_20151117#Minutes

Financial Statement

Your Treasurer is overwhelmed with his day job at this time, there is no financial report for this month. Will work to get caught 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 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".

Appoint Luke Olson as a procurement officer (Luke Olson)

Problem: Luke has purchased a number of items for the makerspace and plans to purchase items in the future. Sometimes getting reimbursed takes a significant period of time and creates an undue burden. Not all of the purchases can easily be handed off to existing procurement officers (like refilling large CO2 tanks).

Solution: Appoint Luke Olson as a procurement officer and issue a Dallas Makerspace credit card to him.

Change Grace Period for Dues (Brooks Scharff)

Problem: Currently, a member will still have access to the building and all systems for 7 days after an overdue invoice before access is removed. They receive a reminder email 5 days after an unpaid invoice due date, another 6 days after, and on the 7th day they receive a notice saying their access has been removed due to nonpayment. We have seen members abuse this before quitting or "going on leave" (they continue to come to DMS even though they purposefully stopped paying dues).

Solution: Change the invoice overdue grace period from 7 days to 3 days. Instead of members receiving and email on the 5th-6th-7th days after the due date of their invoice, they will receive it on the 1st-2nd-3rd days after an invoice is overdue. After 3 days (currently 7), their access will be removed from all doors and systems. Once the invoice is paid, their access will automatically re-activate.

PayPal Modifications (Brooks Scharff)

Problem: PayPal does not integrate well with our billing system. Recently, some members have received messages stating that their subscription (membership dues autopay) has been cancelled, causing everyone unnecessary stress. If someone cancels their membership, they are told to also cancel from inside PayPal, otherwise PayPal will continue to send us money; this also causes unnecessary stress and adds more work to the Treasurer position since they are requested to refund these dues. Authorize.Net CIM handles our direct credit/debit billing, and we have never had any issues with this payment method (it also keeps us from having to deal with PCI compliance).

Solution: Change the PayPal payment method to hidden. Current members will still be able to use PayPal, but new members will not be offered the option.

Reimburse Machine Shop Committee for purchase of 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 had to replace 3 drawbars due to user damage. Funds for a power drawbar were requested previously from general funds, but denied due to lack of available funds. The drawbar was then purchased and installed using committee funds.

Solution: Transfer $837.78 to the machine shop committee to cover the cost of acquiring and installing the power drawbar.

Relevance to our tax exempt purpose: Allows 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.

Increase Machine Shop Committee stipend for replacing worn or damaged consumables & tooling (Bryan Gangwere)

Problem: In May the board approved a $300/month stipend to the Machine Shop Committee to cover replacement tooling and consumables. The use of the machine shop has increased dramatically over the past year, and since May $3,461.05 has been spend on broken, worn, or missing tooling and consumables (an average of $494.44/month).

Solution: Increase the monthly stipend to the Machine Shop Committee to $500/month to cover the costs of replacing worn and damaged tools and consumables.

Relevance to our tax exempt purpose: Without tooling the machine shop ceases to be a useful resource for our members. Also, classes cannot be provided without tooling to demonstrate with.

Define Woodshop Boundaries in the Main Workshop Area (Tom Cook and Allen Wan)

Problem 1: Logistics is attempting to take over the Woodshop space that is in the main workshop area.

Problem 2: Woodshop is attempting to squat on certain areas of the Workshop. After promising for months that they would use wood that was allowed to be temporarily stored against the wall, they are now attempting to annex area instead of complying with the general ban against committees storing items in common areas. This is consistent with the longstanding position of Logistics that it is willing to cede all of an administrative role, but not parts that would make the whole more difficult to manage. i.e. Woodshop is offering to do the equivalent of manage a single storage spot so that they are exempt from the storage rules. This makes storage more difficult to manage. If Woodshop would offer to manage all of storage, the offer would likely be accepted.

Solution 1: Define the space in the workshop area that is set aside for Woodshop. This area was already allocated when the CNC Router was purchased and took over a large portion of the Woodshop room.

Solution 2: Define the Woodshop as the room labeled Woodshop.

Solution 3: Use this layout (dwg) (png)

Purchase two more kiosks for the waiver system (Robert Davidson)

Problem: While the average utilization is low, Thursdays overwhelm the two waiver systems we have installed. I am proposing we add two more waivers of the same model.

Solution: Purchase two more stands and two more Ipad airs. The stands are 253.90 and the Ipads are 800.00 bringing the total to 1053.90.

Relevance to our tax exempt purpose: The waiver system helps protect and organize the waivers so that they are accessible and are stored in a safe facility.

New Business

Amateur Radio Camera System (Brooks Scharff & Justin Edwards)

Problem: Per November's BOD meeting, Infrastructure will provide a camera that suits Amateur Radio's security needs. At this time, the board will compare Infrastructure and Amateur Radio's solutions and determine which camera system stays.

Solution: Review the two camera systems and determine if Infrastructure's solution is workable. If so, Amateur Radio will need to remove their camera system. If Infrastructure's solution is not sufficient (determined by the Board of Directors), then Amateur Radio's camera system will be re-authorized.

Lost & Found (Erin "Axeonos" Robertson)

Problem: Lost and found requests a new shelf to go against the wall on the south west corner of the common room. the previous shelf has since be absorbed into another department.

Solution: Get a new shelf unit for the lost & found.

Replace Router (Brooks Scharff)

Problem: Our current router (Ubiquiti EdgeMax Lite) is currently maxed out in terms of performance. We are not able to enable any features on the router without halving the routing performance (example, when we attempted to do NetFlow captures [anonymized traffic analysis], the routing performance slowed from 500mbps to less than 200mbps). Members are also reporting slow DHCP response time, which we can trace back to the underpowered router. Every time we upgrade the firmware, the config reverts to a previous state, which caused downtime for 3DFab on 4/24.

Solution: Allocate $2000 to Infrastructure Committee for the purchase of a pfSense XG-1540 Appliance ($2499). This will solve all current issues and prevent future ones. This appliance is more powerful in EVERY aspect and runs pfSense, a free and open-source router replacement. This new hardware would also be upgradable to have 10Gb interfaces, which we plan on implementing in the coming year. It also comes with an Amazon VPC wizard, which would allow us to IMMEDIATELY start moving some servers to a more stable environment, a project that has been on hold for MONTHS at this time.

Relevance to our tax exempt purpose: Increased capacity will allow for future growth and prevent any problems before they occur (network problems cause issues with the membership).

Allocation for external bookkeeper (Benjamin Groves)

Problem: We are in increasing need for an external bookkeeper to help us maintain our books. We may carry on as we have for awhile longer, but need to begin the search for external assistance.

Solution: Set up a fund for paying an external bookkeeper, and allocate $1500 per month into this fund. This will help us prepare for the monthly cost and allow the Board of Directors to start a contractor acquisition process.

Relevance to our tax exempt purpose:

Replace Woodshop Chair (Allen Wan)

Problem: Besides being exceedingly difficult to work with and taxing the administrative resources of other committees, the current Woodshop chair has developed a reputation of using his role to settle personal scores. This includes the implicit threat of retribution for crossing him or even fraternizing with those that he views in a poor light. He additionally has a widely acknowledged gender bias. Although the Space does not attempt to regulate the freedom of association of its members, the application of that bias in an official capacity imputes the bias onto the Space.

Solution: Remove the current Woodshop chair.

Post 30.07 Sign to not allow Open Carry at The Dallas Makerspace (Alex Rhodes and Robert Davidson)

Problem: A new law goes into effect on January 1st that will allow people to open carry weapons into places that do not have signs posted. http://www.txdps.state.tx.us/rsd/chl/legal/newlegislation.htm

Solution: Post a 30.07 to not allow people to Open Carry into the The Dallas Makerspace.

Purchase a new Drill Press for the Woodshop (Alex Rhodes)

Problem: The drill press in the Woodshop is on loan and the owner is no longer able to loan it.

Solution: Purchase a new Drill Press with same features. Powermatic 2800B is the recommendation. It is $1,399

Relevance to our tax exempt purpose: This will allow members to continue with the same functionality as they currently have.

Purchase Insurance annually (Robert Davidson)

Problem: We were denied renewal due to the addition of automotive this year. With the help of Allen Wan and Nick Sainz a quote has been acquired that will support automotive at DMS.

Solution: Modify the existing allowance for insurance up to $25,000 (21,966.47) on an annual basis.

Relevance to our tax exempt purpose: Insurance is a requirement of our lease as well as for the protection of the organization.

Electric Runs in the Metal Shop (Lee Jones - Bryan Gangwere)

Problem: We have metal/machine shop equipment (belt grinder, the disc sander, and the polisher) not in use do to the lack of electric runs in metal shop.

Solution: Authorize $2,000 to purchase electrical upgrades to the metal shop.

Relevance to our tax exempt purpose: Bringing in power is cost of bringing in new equipment for DMS members.

Ramp Door Broken ( Jayson Woods)

Problem: The ramp door is broken. One of the springs broke recently, likely due to stress from bent rails and wheels from someone hitting the door with their car.

Solution: Allocate $3,000 to the Infrastructure committee for the purpose of getting the door repaired and installing an electric motor ($2,848.00 estimate).

Relevance to our tax exempt purpose: The ramp door is currently unusable and needs repair as it is the primary access for large items coming into the building. An electric motor for RFID access will give disabled members better access and will prevent accidental drops of the door.

Authorize a member to sign the SOLIDWORKS Makerspace agreement, once all terms are agreed upon (Lisa Selk)

Problem: David Tucker approached me, as one of the Chairs over the 3D Fab Committee to ask if he could reach out to Solidworks to see if they would work with us to provide Solidworks software for Dallas Makerspace. David Tucker did all the initial footwork on this; and, since then he and Robert Davidson have followed-up with e-mail messages and phone calls. There are still some clarifications and details to work out; however, it looks highly likely that we will be ready to have someone representing Dallas Makerspace to sign the agreement very soon. We need for the Board of Directors to either designate one of the board members (likely Robert) or David Tucker (who has offered to review the terms and act on behalf of Dallas Makerspace in the capacity of a lawyer pro-bono).

Solution: Select an individual as outlined above, to be authorized to sign the SOLIDWORKS Makerspace agreement, to prevent any additional delay - once the agreement is ready to sign.

Relevance to our tax exempt purpose: SOLIDWORKS is considering providing several thousands of dollars worth of software to Dallas Makerspace in a partnership program - for FREE, as long as both parties agree on the terms and we (Dallas Makerspace) have someone designated to sign the agreement once there is a final copy to sign.

Approve Erik Smith as Head of Logistics (Allen Wan)

Problem: Allen Wan would like to resign as head of the Logistics Committee and appoint Erik Smith as his replacement.

Solution: Approve Erik Smith as the new head of the Logistics Committee.

Minutes

Dallas Makerspace Board of Directors Meeting notes : December 14th, 2015

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


Meeting called to order at 7:03pm


*** Prior Minutes ***
- Prior Minutes Pass


*** Financial Statement ***
Your Treasurer is overwhelmed with his day job at this time, there is no financial report for this month. Will work to get caught up.


*** Consent Agenda ***
This item passed with unanimous consent:
- Appoint Luke Olson as a procurement officer (Luke Olson)
- Change Grace Period for Dues (Brooks Scharff)
- Increase Machine Shop Committee stipend for replacing worn or damaged consumables & tooling (Bryan Gangwere)


*** Pulled Consent Agenda Items (Part 1) ***
PayPal Modifications (Brooks Scharff)
- Proposed as written by Andrew LeCody, seconded by Robert Davidson
    - Motion passed with unanimous approval

Reimburse Machine Shop Committee for purchase of power drawbar for the Bridgeport mill (Bryan Gangwere)
- Proposed as written by Robert Davidson, seconded by Alex Rhodes
    - Motion passed with 4 in favor, 1 abstain

Purchase two more kiosks for the waiver system (Robert Davidson)
- Proposed as written by Robert Davidson, seconded by Benjamin Groves
    - Motion passed with unanimous approval


*** New Business (Part 1) ***

Lost & Found (Erin "Axeonos" Robertson)
- Proposed $100 to Logistics for the purpose of purchase and construction of shelving for a new Lost and Found
  - Proposed by Andrew LeCody, second Kent Bowling
    - Motion passed with unanimous approval

Replace Router (Brooks Scharff)
- Proposed as written by Alex Rhodes, seconded by Robert Davidson
   - Motion passed with 4 in favor, 1 abstain

Allocation for external book-keeper (Benjamin Groves)
- Proposed as written by Benjamin Groves, seconded by Andrew LeCody
    - Motion passed with unanimous approval

Replace Woodshop Chair (Allen Wan)
- Propose to move decisions around the Woodshop Rules and Chairperson to a Woodshop Committee meeting by next Board Meeting
- Propose to have side discussion of air filtration between Woodshop, Logistics, Infrastructure and the BOD
- Proposed as written by Benjamin Groves, seconded by Robert Davidson
    - Motion passed with unanimous approval


*** Pulled Consent Agenda Items (Part 2) ***
  
Define Woodshop Boundaries in the Main Workshop Area (Tom Cook and Allen Wan)
- Propose Woodshop annex area defined by blue tape, allowing walkway
- Proposed as written by Andrew LeCody, seconded by Alex Rhodes
    - Motion passed with unanimous approval


*** New Business (Part 2) ***

Amateur Radio Camera System (Brooks Scharff & Justin Edwards)
- To this date, Amateur Radio has not provided access to their own camera for audit as called out by November Board Meeting
- Screen comparison shows Infrastructure provided camera has a superior image, with the 3 months backup as prescribed by Amateur Radio
- Voicing concerns of additional auditing and maintenance as well as lack of access to DMS to audit to protect their own interests, Amateur Radio's camera is called upon to be removed
- If Amateur Radio camera is not removed by January 2016 Board Meeting, it will be taken down and retained by Infrasturcuture
- Proposed as written by Robert Davidson, seconded by Benjamin Groves
    - Motion passed with unanimous approval

Post 30.07 Sign to not allow Open Carry at The Dallas Makerspace (Alex Rhodes and Robert Davidson)
- Alex Rhodes and Allen Wan to generate a sepearte proposal about firearms at the Dallas Makerspace
- Proposal is to be presented at the February 2016 Dallas Makerspace Board of Directors Meeting, else the topic is dropped
- Proposed by Robert Davidson, seconded by Benjamin Groves
    - Motion passed with unanimous approval

Purchase a new Drill Press for the Woodshop (Alex Rhodes)
- Proposed as written by Andrew LeCody, seconded by Alex Rhodes
    - Motion passed with 4 in favor, 1 abstain

Purchase Insurance annually (Robert Davidson)
- Propose allocation of $25000 (considering the ~$6533.80 from last month) for payment of insurance in immediate timeframe
  - Alex Rhodes has signing authority for this insurance in immediate timeframe
- Begin monthly allocation of $2000 per month for insurance in a year's time
- Proposed by Robert Davidson, seconded by Kent Bowling
    - Motion passed with unanimous approval

Electric Runs in the Metal Shop (Lee Jones - Bryan Gangwere)
- Allocate $2500 to Infrastructure for installation of power drops and 4-port 110v socket
- Proposed by Robert Davidson, seconded by Alex Rhodes
    - Motion passed with 4 in favor, 1 abstain

Ramp Door Broken (Jayson Woods)
- Proposed as written by Andrew LeCody, seconded by Alex Rhodes
    - Motion passed with unanimous approval

Authorize a member to sign the SOLIDWORKS Makerspace agreement, once all terms are agreed upon (Lisa Selk)
- Authorize Robert Davidson as signer of the Solidworks license contract, pending his satisfaction
- Proposed as written by Andrew LeCody, seconded by Alex Rhodes
    - Motion passed with unanimous approval

Approve Erik Smith as Head of Logistics (Kent Bowling)
- Proposed as written by Andrew LeCody, seconded by Benjamin Groves
    - Motion passed with unanimous approval


Next Board Meeting Scheduled on Tuesday, January 19th at 7:00pm

Meeting adjourned at 11:05pm

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.

[✓] Increase Machine Shop Monthly stipend to $500 per month (over the previous $300 per month)
[✓] Allocate $837.78 to Machine Shop Committee for acquiring and installing Power Drawbar [TID#1516]
[✓] Purchase two kiosk stands and two Ipad airs, for a total of approximately $1053.90
[✓] Allocate $100 to Logistics for the purpose of purchase and construction of Lost and Found shelving [TID#1517]
[✓] Allocate $2000 to Infrastructure Committee for the purchase of a new router [TID#1518]
[✓] Set up fund for contracting an external bookkeeper, and allocate $1500 into this fund
[✓] Purchase drill press for approximately $1399
[✓] Purchase Insurance for 2016 for up to $25000 (using existing $7000 of Insurance Fund reserve first)
[✓] Begin monthly allocation of $2000 per month into the Insurance Fund
[✓] Allocate $2500 to Infrastructure for installation of power drops and 4-port 110v socket [TID#1520]
[✓] Allocate $3,000 to the Infrastructure committee for the purpose of getting the door repaired and installing an electric motor [TID#1521]