Board of Directors Meeting 20160119
This meeting will be held in Modified SRC3 format.
Contents
- 1 Time, location
- 2 Prior minutes
- 3 Financial Statement
- 4 Consent Agenda
- 5 New Business
- 5.1 Data Storage System Improvements (Brooks Scharff & Luke Olson)
- 5.2 Rogue Tool Removal (Brandon)
- 5.3 Increase Machine shop floorspace (Brandon)
- 5.4 Change Amateur Radio Status from Committee to Special Interest Group (Benjamin Groves)
- 5.5 Create A Reloading and Gunsmithing Committee (Russell Ward)
- 5.6 Tap the brakes on three rogue tools for the sake of Creative Arts (Nicole Franczvai)
- 5.7 Voting Rights Request System (Brooks Scharff)
- 5.8 Refurbish Full Spectrum Laser Cutter (Luke Olson)
- 5.9 Add Paint to Donation Blacklist (Andrew LeCody)
- 5.10 Purchase Sand Sand Blaster Cabinet for The Metal Shop (Lee Jones)
- 5.11 Appoint Brian Davis as a procurement officer (Alex Rhodes)
- 6 January, 2016 Budget Report
- 7 Minutes
- 8 Approved Purchase Tracking
Time, location
19:00, Dallas Makerspace
Prior minutes
Board_of_Directors_Meeting_20151214#Minutes
Financial Statement
Best estimate of General Funds at 12/31/2015 is $33780.13. Considering some monthly allocations are settling in (most should read zero or only slightly deviate), Treasury recommends practical funds to be $29392.51.
Majority of committee reports are migrating to a simple "Profit and Loss" Report. For most committees, the difference is negligible or zero. There are a few committees where there is a major difference and they are being reported on the old system. Data has been captured to help understand why these differences exist. Analysis will ensue to allow us to make proper corrections.
Profit and Loss reports are really how we should be measuring committee balances. This migration is an attempt to further improve legacy structure and streamline our process.
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 Erik Smith as a procurement officer (Erik Smith)
Problem: Allen Wan has stepped down as Logistic chair and Erik Smith is taking over, leaving Logistics without a procurement officer. Logistics procures a great many supplies essential to the operation of the maker space: general-purpose tools, cross-committee consumables, toiletries, light bulbs, materials pertaining to storage, etc.
Solution: Appoint Erik Smith as a procurement officer and issue Erik a DMS credit card. Appointing Erik as a purchasing officer will help ensure the continued smooth functioning of the maker space.
UPS Battery Replacement (Brooks Scharff)
Problem: The 120V UPS needs new batteries. The system is currently beeping every few minutes as a warning. When DMS experiences a power outage, surge, or brownout, half of our infrastructure goes offline, some services taking over 30 minutes to return to service.
Solution: Allocate $400 to Infrastructure for the purpose of replacing UPS batteries
Relevance to our tax-exempt status: Increased network stability keeps members happy and DMS operational (network problems cause issues with the membership).
Reimburse CA for the Cyan Printhead (Nicole Franczvai)
Problem: The large scale printers aren't under the guidance of Creative Arts but I bought a printhead to try to get the large HP working. If we can get the printer working and also configure a system that makes the loss on the printers equal Creative Arts will be taking over the cost associated with ownership (that's TBD).
Solution: Reimburse CA for the printhead. The cost of the printhead was $149.00
Relevance to our tax-exempt status: Having the ability to provide printing to members at a very low cost. This is specifically for the HP paper printer
Adobe Creative Cloud Subscriptions For Laser (Luke Olson)
Problem: Adobe Illustrator and Adobe Photoshop are very useful tools for laser cutting. Adobe Illustrator is on one of the two machines but the origin of it is in question and is also a very old version. Adobe Photoshop is not on either machine.
Solution: Purchase two subscriptions of Adobe Creative Cloud for the laser computers.
Relevance to our tax-exempt status: Access to current versions of industry standard software will facilitate instruction of techniques for the laser cutters.
Approve reimbursements for Six Sigma Class fees (Benjamin Groves)
Problem: The Six Sigma Classes offered a Six Sigma certification through the organization MSI. Unfortunately, MSI does not recognize these certificates.
Solution: Refund class fees to individuals who took the class. Persons must apply for their refund. Dallas Makerspace has record of people who paid their fees through Eventbrite, and will refund persons based on that record. People who paid the teacher directly need to present proof of class completion (ie: the certificate given on completion of the class) for Dallas Makerspace to present a refund. There is no cap on the total refund amount. For reference, the total amount paid through Eventbrite was $10841.70. Note: The Board of Directors have confirmed intent to refund, but an item approval in a Board of Directors Meeting item is required to allocate the monies.
Relevance to our tax-exempt status: Maintains our integrity as a teaching organization. It's an unfortunate circumstance, but the right thing to do.
New Business
Data Storage System Improvements (Brooks Scharff & Luke Olson)
Problem: The Dallas Makerspace has come to rely on the available data storage system for various operations (CNC equipment, member files, committee files, machine images, etc.). The existing file server has no replication and no on-site backup which makes it impractical to use for important services and applications. The file server has gone down several times for as long as several days due to various failures including hardware failure and tampering. When the file server is down it affects many members and many activities. These interruptions would have been avoidable or much shorter had the data been replicated to another server at the Dallas Makerspace.
Solution: Allocate $5,500 to the Infrastructure committee to setup a pair of replicated file servers and high performance network. This would decrease downtime of important services and applications and allow expansion of other services like storage of virtual machine images and user profile data. A list of components and their approximate costs are listed below.
- $0 - 2x Dell R810 Server
- $2,450 - 2x 12 Bay JBOD Chassis
- $750 - 6x 4TB SATA HDD
- $780 - 3x 10GbE Adapter
- $760 - 1x 8 Port 10GbE Switch
- $760 - 2x SAS HBA
Relevance to our tax-exempt status: Reliable access to data stored by the Dallas Makerspace is critical to many activities at the core of the organization including classes and training materials.
Rogue Tool Removal (Brandon)
Problem: DMS has collected some tools that are not claimed by any committee, these rogue tools present several long running issues and do not fit into the general governance model of DMS where committees have responsibility for their area and the tools in it. These tools generally end up being pushed into logistics' storage space, cluttering the shared work areas and preventing efficient use of our limited floorspace.
Example tools include but not limited to
- Vacuum Former
- Shapeoko
- Screen printing table
- Vinyl Cutter
- White RFID tool cabinet project
- Reloading bench
- Propane Grill
Solution: Add rule under the Storage rules that says all tools must be claimed by a committee and must be kept in that committee's recognized floorspace, committee's are ultimately responsible for the maintenance and upkeep and training of all tools. Remove all tools that don't get claimed by a committee and moved into their area by Feb 1st.
Increase Machine shop floorspace (Brandon)
Problem: Machine shop is having trouble organizing their area, there are more tools and not much work space
Solution: Increase floorspace of machine shop by extending it to the back wall and giving the previously amatuer radio room("workshop office") to machine shop
Change Amateur Radio Status from Committee to Special Interest Group (Benjamin Groves)
Problem : The Amateur Radio Committee is not showing regular activity among the members. The previous committee chair has stepped down, and nobody has offered to fill in the position. Also without a chairperson by January 15th, the Amateur Radio Committee will have its KD5MS Amateur Radio club sign dissolved with the FCC.
Solution : Change the status of the Amateur Radio Committee to a Special Interest Group. This item proposes freezing the Amateur Radio Committee funds for 6 months, for in the event there is a resurgence of interest and reformation as a committee, else the committee funds are returned to the General Fund. This item does propose allowing re-allocation of the back office to other (currently undefined) uses, and committee Honorarium Funds from any Amateur Radio classes will have to go to another committee. DMS owned amateur radio assets will be kept for the Special Interest group's interests, and loaned equipment is of course returnable to their rightful owners. If a person steps up and offers to run the Amateur Radio committee (with approval by the Board of Directors) on January 19th, 2016, these notions will be considered in with the Board of Directors vote.
Create A Reloading and Gunsmithing Committee (Russell Ward)
Problem : There is increased interest in gunsmithing and similar activities in addition to reloading. A Committee would be able to raise money through classes to maintain and improve the tools now available.
Solution : I have five members that will support a Reloading and Gunsmithing Committee. If the Amateur Radio Committee is disbanded I think the back office space would be well used for a Reloading and Gunsmithing Committee. The back office is a rather small space that would be more than adequate for a Reloading and Gunsmithing Committee.
Tap the brakes on three rogue tools for the sake of Creative Arts (Nicole Franczvai)
Problem : Space is needed in the warehouse and a motion to remove unclaimed tools has been made. The silk screen setup, Shapeoko CNC router, and the second vinyl cutter needs to stay available for Creative Arts to carefully and thoughtfully take on by the April BoD meeting (hopefully).
Solution : I want to assure what Creative Arts takes on is a financially viable solution and not a constant drain. To do this creative arts is slowly taking over the: large format printer, vinyl cutter and the silk screen. We are choosing to go slow - large format printing will be taken over after the feb BoD meeting if our January changes are successful. Ok I'll get to the point: Keep the vinyl cutter (to be sold after we take it over to help with costs) and the silk screen operation available to makers and by April Creative Arts will take over cost of the tools. The Shapeoko will be moved into the CA room for use for printmaking/etching and other art projects we will figure out once we learn a bit more about the possibilities.
Voting Rights Request System (Brooks Scharff)
Problem: Members are emailing the President and Secretary to request voting rights, but are not receiving a response in a timely manner.
Solution: Change the rules such that voting rights requests should be entered by the requestor into the existing ticketing system (iTop) so they can be tracked and granted in a timely manner. This also means that anyone with LDAP admin access can grant voting rights (WITH an audit trail!), so it's not only the President and Secretary having to do it (who are already extremely busy).
Refurbish Full Spectrum Laser Cutter (Luke Olson)
Problem: The Full Spectrum Laser cutter is one of the most heavily utilized tools at the Dallas Makerspace. Many critical components are worn beyond their serviceable life and many components are broken due to heavy use. The damage and wear includes the laser bed, linear guides and bearings, timing belts, hinges, mirror holders, gas pistons, door locks, keyed power switch, focusing assembly, along with various stripped fasteners and missing parts. The machine's useful life is near it's end.
Solution: Split the cost of refurbishing the Full Spectrum Laser cutter between the general fund and the laser committee fund. The cost to refurbish the machine and simultaneously upgrade to a larger bed is approximately $8,650 which is the preferred solution (upgrade to a 48" by 36" bed). The cost of refurbishing the laser cutter with a unit of the same size is approximately $6,650 (same 36" by 24" bed). Everything would be replaced except for the laser tube, power supply, and control board.
Relevance to our tax-exempt status: Classes are regularly taught for the laser cutters. In order to continue teaching classes on laser cutters we should keep our laser cutters in safe, reliable, and working condition.
Add Paint to Donation Blacklist (Andrew LeCody)
Problem: Storing and disposing of paint is difficult and costly. We currently ban "donations" of paint by policy.
Solution: Add paint to the list of items not accepted for donation (rule #5).
Purchase Sand Sand Blaster Cabinet for The Metal Shop (Lee Jones)
Problem: Current sand blasting cabinet is of poor quality and worn out.
Solution: Purchase quality sand blasting cabinet with vacuum filter unit. Cost no more than $1,600.00.
Relevant to tax Purpose To continue providing a way prepare metal and other materials.
Appoint Brian Davis as a procurement officer (Alex Rhodes)
Problem: Brian is willing to take on the purchasing for Wood Shop.
Solution: Appoint Brian Davis as a procurement officer and issue Brian a DMS credit card. Appointing Brian as a purchasing officer will help ensure the continued smooth functioning of the maker space.
January, 2016 Budget Report
Bank Balance 12/31/2015 108364.86 -------------------------------- --------- COMMITTEES 3D Fabrication 980.86 Amateur Radio 632.51 Automotive 1658.36 Blacksmithing 801.73 Classroom 1576.45 Creative Arts 1371.78 Digital Media 207.44 Electronics 1726.91 Financial 912.89 Foundry 392.81 Infrastructure 2710.72 Jewelry 369.67 Laser 7867.00 Logistics 1830.12 Machine Shop -2236.86 Metal Shop -556.26 PR 1026.16 Radio Control 735.04 Science 2367.03 Vector 79.00 Wood Shop 2089.63 FUNDS 3D Printer Operation 2181.76 Authorized Spending 307.83 Delta 3D Printer 72.70 Maker Fellowship 1044.15 Maker Scholorship 8937.94 Premium Classroom 350.96 Savings 20004.77 Screen Printing 1648.49 Snack Fund 1157.59 Vinyl Cutter 156.23 FUNDS_MONTHLY Adobe CC License 364.00 Bookkeeper 1500.00 Cintas 1st Aid 153.20 Insurance 0.00 Internet 0.00 Janitorial 1715.94 Offsite Storage 325.29 Parts Washer 0.00 Quickbooks Online -42.59 Rent 5.87 Router Loan -1000.00 Savings Earmark 6000.00 Trash Pickup -316.40 Utility -3028.63 Web Hosting -16.58 -------------------------------- --------- TOTAL 48360.94 -------------------------------- --------- VOODOO 26223.79 -------------------------------- --------- General Funds 33780.13
Minutes
Dallas Makerspace Board of Directors Meeting notes : January 19th, 2016
In attendance:
- Alex Rhodes
- Kent Bowling
- Benjamin Groves
- Robert Davidson
- Andrew LeCody
Meeting called to order at 7:10pm
*** Prior Minutes ***
- Prior Minutes Pass
*** Financial Statement ***
Best estimate of General Funds at 12/31/2015 is $33780.13. Treasury recommends practical funds to be $29392.51.
*** Consent Agenda ***
This item passed with unanimous consent:
- Appoint Erik Smith as a procurement officer (Erik Smith)
- UPS Battery Replacement (Brooks Scharff)
- Reimburse CA for the Cyan Printhead (Nicole Franczvai)
*** Pulled Consent Agenda Items ***
Adobe Creative Cloud Subscriptions For Laser (Luke Olson)
- Proposed as written by Robert Davidson, seconded by Andrew LeCody
- Motion passed with unanimous approval
Approve reimbursements for Six Sigma Class fees (Benjamin Groves)
- Proposed as written by Benjamin Groves, seconded by Andrew LeCody
- Motion passed with unanimous approval
*** New Business ***
Data Storage System Improvements (Brooks Scharff & Luke Olson)
- Proposed as written by Robert Davidson, seconded by Andrew LeCody
- Motion passed with 4 in favor, 1 opposed
Tap the brakes on three rogue tools for the sake of Creative Arts (Nicole Franczvai)
- Proposed as written by Benjamin Groves, seconded by Kent Bowling
- Motion passed with unanimous approval
Rogue Tool Removal (Brandon Green)
- Propose new rule, "All tools must be claimed by a committee. Committee's are ultimately responsible for the maintenance, upkeep and training of tools."
- Proposed as written by Robert Davidson, seconded by Andrew LeCody
- Motion passed with unanimous approval
Increase Machine shop floorspace (Brandon Green)
- Propose, "Increase floorspace of machine shop by extending it to the back wall"
- Proposed as written by Andrew LeCody, seconded by Alex Rhodes
- Motion passed with unanimous approval
Change Amateur Radio Status from Committee to Special Interest Group (Benjamin Groves)
- Proposed as written by Benjamin Groves, seconded by Andrew LeCody
- Motion passed with unanimous approval
Create A Reloading and Gunsmithing Committee (Russell Ward)
- Proposed as written by Andrew LeCody, seconded by Robert Davidson
- Motion passed with 4 in favor, 1 abstain
Voting Rights Request System (Brooks Scharff)
- Proposed as written by Robert Davidson, seconded by Andrew LeCody
- Motion passed with unanimous approval
Refurbish Full Spectrum Laser Cutter (Luke Olson)
- Proposed as written by Robert Davidson, seconded by Andrew LeCody
- Motion passed with unanimous approval
Add Paint to Donation Blacklist (Andrew LeCody)
- Proposed as written by Robert Davidson, seconded by Alex Rhodes
- Motion passed with unanimous approval
Purchase Sand Sand Blaster Cabinet for The Metal Shop (Lee Jones)
- Proposed as written by Andrew LeCody, seconded by Benjamin Groves
- Motion passed with unanimous approval
Appoint Brian Davis as a procurement officer (Alex Rhodes)
- Proposed as written by Alex Rhodes, seconded by Robert Davidson
- Motion passed with unanimous approval
Allocate $1000 to Infrastructure for the purpose of door repair (Robert Davidson)
- Proposed as written by Robert Davidson, seconded by Andrew LeCody
- Motion passed with unanimous approval
Next Board Meeting Scheduled on Tuesday, Febuary 16th at 7:30pm
Meeting adjourned at 9:48pm
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.
[✓] Allocate $400 to Infrastructure for the purpose of replacing UPS batteries [TID#1374] [✓] Reimburse Creative Arts $149.00 for Cyan Printhead [TID#1375] [ ] Purchase two subscriptions of Adobe Creative Cloud for the laser computers [ ] Reimburse for Six Sigma Class fees [✓] Allocate $5,500 to the Infrastructure committee to setup a pair of replicated file servers and high performance network [TID#1376] [✓] Create a Gunsmithing [accounting] class, and [ ] add entry into honorarium form [ ] General funds matching Laser Committee Fund for refurbishing the Full Spectrum Laser cutter [✓] Purchase quality sand blasting cabinet with vacuum filter unit [✓] Allocate $1000 to Infrastructure for the purpose of door repair [TID#1377]
