Board of Directors Meeting 20160216
This meeting will be held in Modified SRC3 format.
Contents
- 1 Time, location
- 2 Prior minutes
- 3 Financial Statement
- 4 Consent Agenda
- 4.1 Cameras for Classrooms (Brooks Scharff & Gus Reiter)
- 4.2 Appoint interim chairs to Wood Shop Committee (Alex Rhodes & Kent Bowling)
- 4.3 Move operation of large format printers under the wing of Creative Arts (Nicole Franczvai, David Kessinger & Steve Reeves)
- 4.4 Unify and purchase sewing machines for CA (Nicole Franczvai & David Kessinger)
- 4.5 Provision the Digital Media committee with equipment at the current standards for Digital Media (by Jay Johnson)
- 4.6 Art Two Point Oh: Advancing Creative Arts to the next stage (Nicole Franczvai & David Kessinger)
- 4.7 Transition of Principal Financial Officer (Allen Wan)
- 4.8 $252 for Logistics Vertical Storage purchase (Allen Wan)
- 4.9 We Prefer Concealed Carry (Alex Rhodes & Allen Wan)
- 4.10 Reloading Committee (Russell Ward)
- 4.11 Fix Family Member Issues in billing system (Alex Rhodes)
- 4.12 Metalshop Filtration for MIG/TIG Welders (Robert Davidson/Alex Rhodes)
- 4.13 $118 for logistics microwave purchase (Brandon)
- 5 New Business
- 5.1 Formal Complaint & Behavior of Members (by Walter Anderson)
- 5.2 Purchase Better Chairs (Brandon)
- 5.3 Camera View Issues in Electronics Room (Ken Purcell)
- 5.4 Personal Safety Equipment Bulk Purchase (Robert Davidson)
- 5.5 Laser Cutter Purchase (Luke Olson)
- 5.6 Electronics Virtual Bench (Ken Purcell)
- 6 February, 2016 Budget Report
- 7 Minutes
- 8 Approved Purchase Tracking
Time, location
19:30, Dallas Makerspace
Prior minutes
Board_of_Directors_Meeting_20160119#Minutes
Financial Statement
Best estimate of General Funds as of 01/31/2016 is $39709.01.
Last month's attempt at adjustment to pure profit/loss reports by committee introduced errors. We are going back to the traditional accounting model.
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".
Cameras for Classrooms (Brooks Scharff & Gus Reiter)
Problem: There have been several instances of theft and vandalism in the classrooms, and the Classroom committee has requested cameras be installed in each of the three classrooms (reference ticket R-000276).
Solution: Allocate $600 to Infrastructure for the purchase and installation of three security cameras, one for each classroom.
Relevance: Operational cost to prevent theft and vandalism.
Appoint interim chairs to Wood Shop Committee (Alex Rhodes & Kent Bowling)
Problem: We have received several complaints about the current chair.
Solution: Appoint Kent Bowling and Alex Rhodes as interim chairs.
Move operation of large format printers under the wing of Creative Arts (Nicole Franczvai, David Kessinger & Steve Reeves)
Problem: The large format printers have been under the watchful and delicate eye of Steve Reeves for years and it's been a drain on his personal finances. CA would like to lighten that burden and take over the operation of both large format printers. Steve will be our go to guy for still providing paper, ink and service and it will be via invoices to CA.
Solution: Put the large format printers under the wing of Creative Arts. Deep breath....it will all be ok. If it is found that the large format printers are a huge financial drain on creative arts we will decided what to do.
Relevance: Trying to be good to our members and maintain equipment that should be maintained by makerspace.
Unify and purchase sewing machines for CA (Nicole Franczvai & David Kessinger)
Problem: We've been slowly seducing sewing teachers into the folds of creative arts and I believe we've finally caught a few fish. Beth Bannister and a new member named Brianna Miller have talked about working specifically to develop a legit sewing program here at Dallas Makerspace (finally!). Plus we have a new costume special interest group building momentum (hopefully). However - what we have in virtue of regular sewing machines isn't something that has "ease of instruction" - two machines have been set out to pasture over the last few months due to damage that exceeds it's initial value ($150-175) for that cost I would rather invest the money into a new machine with a warranty. Creative Arts needs to have reliable machines to create a sewing program.
Solution: Purchase machines, locks and a cabinet for sewing machines for $1999- :
- Five Janome sewing machines - $1750
- Locks - $40 (might be able to get around this)
- Cabinet - $209
Purchase five (5) tanks disguised as sewing machines AKA beasts of sewing machines that can take abuse, are unified for ease of instruction, sharing special accessories, class usage and maintenance. After LOTS and LOTS and LOTS of research we've finally settled on the Janome S-7330 (total cost $1750) a machine typically bought for high school settings. I've also pitted several sewing machine distributors against each other and driven the price down to $350 - this is as good as I could do MSRP $649. I've passed up the idea of sponsorship - due to time constraints and maintaining my own sanity. *DMS members will need to take a sewing class OR pass a simple sewing quiz (online) to gain access to the code to use the sewing machines. We are going to put a numerical lock on the plug-in to make sure we don't experience abuse something like this (total cost $40) yes -pink. I would like to also see if you are willing to purchase a storage cabinet so we can keep them stored low ($209- Sam's) Whew, I talk a bunch.
Relevance: Create an easy operational sewing system/opportunities for DMS members.
Provision the Digital Media committee with equipment at the current standards for Digital Media (by Jay Johnson)
Problem:
The Digital Media committe has need of replacing reclaimed equipment-on-loan(lighting) and upgrading to equipment that is capable of supporting the current 4K resolution standard for digital media(video monitor and video camera). Some equipment is needed to complement existing donations and provide additional function to the Digital Media committee(photo back drops, Photogrammetry software, USB3.0 hub). The room is in need of dual light switches for improved control over room lighting.
Solution:
Gain approval of the board to provision general funds in the amount of $ 3334.55+tax+S&H to purchase replacement lighting equipment-on-loan, 4K monitor, 4K video camera(and extra battery and charger), photogrammetry software(Agisoft), and usb3.0 hub.
Relevance to our tax-exempt status:
Bringing the Digital Media equipment up to current 4K standards will allow the committee to hold classes with relevant and current technology standards and high quality. Current and new prospective membership will find updated technology standards appealing and add additional interest in the committe and draw additional usage.
Provision item details:
- Soft box light kit - to replace a former loaner set, supporting video and photography
LimoStudio Photo Video Studio 2400 Watt Softbox Continuous Light Kit with Overhead Head Light Boom Kit, 2 x Softbox Light Kit, 1 x Softbox Light Kit on Boom Kit, All Light Boxes Come with 4 x 45 Watt 6500K CFL Total 12 Bulbs, Carrying Case, AGG891
$321.84
- 4K Monitor - upgrading to current A/V standard
Sony XBR49X830C 49-Inch 4K Ultra HD Smart LED TV (2015 Model)
$1,599.99
Please note discussion on Talk about this line item here: https://talk.dallasmakerspace.org/t/digital-media-4k-tv-purchase-question/7468
- 4K Camera - upgrading to current A/V standard
Sony 4K HD Video Recording FDRAX33 Handycam Camcorder
$998.00
- Extra battery for 4K camera - Supporting 4K camera
Sony NP-FV70 Rechargeable Battery Pack - Retail Packaging
$99.99
- Travel charger for 4K camera battery - Supporting 4K camera battery
Sony BCTRV Travel Charger -Black
$59.99
- Color backdrops - Needed for donated backdrop stand, supporting photography
CAMTOA 5 Colors Choose Screen/Chromakey Backdrop 6x9 Muslin Video Background(Blue)
$40.75
- USB3.0 hub - Needed to facilitate high speed data transfers to/from usb media storage
Sabrent 4-Port USB 3.0 Hub with Individual Power Switches and LEDs (HB-UM43)
$34.99
- Agisoft Photoscan software for photogrammetry - Needed to provide high definition 3D object scanning
http://www.agisoft.com/buy/online-store/
$179
- Electrical work - Needed to provide additional control over lighting the the Digital Media room
To be requested through infrastructure
Estimated total cost: $ 3334.55 + tax + S&H
(subject to sales, availabilities, etc.)
Art Two Point Oh: Advancing Creative Arts to the next stage (Nicole Franczvai & David Kessinger)
Problem: Creative arts be jammin' we have classes and interest. We are carefully working to build a member-centered programs. We are coming to you for funding to advance our Creative Arts holdings to take our classes to the next (but not last) level. We have a steady budget with our classes but we need an infusion for specific class-driven-tools.
Solution: Give us some money honey each section we can discuss (5,900.33)
I should (hopefully) have binders to share with you. Each item can be discussed independently this is not an all or none.
- Building on existing program- Moldmaking: ($460 total)
vacuum chamber digital gram scale pressure chamber Val has been working hard to build a variety of mold making classes for makerspace. Buying additional tools for mold making will This will allow increase the ability for members to use different machines for advanced mold making.
- Bring in new classes- Letterpress: ($1000 total)
Letterpress Assorted Inks and tools Ikea rolling kitchen cart Clamshell letterpresses are limited and when we find one we need to jump to get it. This $1000 will cover the letterpress, ink, tools, rolling "shelf" from ikea and other items we need to cover the cost of the item. Get this: If it costs less we will return the money to the general funds - yup, I just said that. *The teacher is moving - it's up to me (Nicole) to learn enough in our short time to continue classes
- Bring in an additional tool&classes - Promo Heat Professional: ($867.95 total)
8 in 1 heat press dye sublimation printer This is can be used for framing, paper arts, t-shirts, hats, mugs, and all sorts of other items. Cary Fleming is going to allow CA borrow his machine for two months and he will teach a total of four classes to help us start the ball rolling on interest. I see people easily using this machine (at a cost) to make promotional items and turning a profit. Creative Arts will not be providing the blank hats, mugs, plates, shirts, and mousepads for users - simply telling the users where to purchase them. We will be providing the transfer paper at a cost (approx $2 but I need to do more research)
- Building on existing program - Fiber Arts: ($700 total)
Wool Combs $160 Comb holding pad $20 drum carder $440 brush attachments $45 small additional tools to aid the processes (--hand-held packing brush ($5-15ish) doffing pick (long cheap screwdriver) $30
- Building on existing program - Leather: ($1138.38 total)
assorted tools (see quote) $939.38 cabinet for storage from sams $209 The manager at Tandy (Marshall Agnew) has agreed to come in and teach classes some advance classes and diversify our leather program.
- Durable and appropriate furniture for tool & class organization: ($1734)
2 rolling storage cabinets $418 2 workbenches $418 2 rolling cabinets $418 2 Malm Desks with pull-out panel $300 1 Mike desk $80 Assorted items for organization of vinyl (pegboard, eye hooks, dowel rods) $100
Relevance: Offer one new program, advance our tool offerings for the existing classes, and slowly offer more opportunities for members in a clean, organized room that will adequately store and organize the tools.
Transition of Principal Financial Officer (Allen Wan)
Problem: Historically the transition of Treasurer at the Dallas Makerspace has been chaotic and created uncertainty as to the Space's financial state.
Solution: In order to facilitate the expected transition of the role of principal financial officer, appoint Allen Wan as Comptroller of the Dallas Makerspace and authorize him to be given signature authority to the Dallas Makerspace's bank account as well as other such authority that is appropriate for the principal financial officer of the corporation.
Relevance: Preparing and maintaining the Space's financial statements is necessary to the continued functioning of the Space and thus supports the Space's educational mission.
$252 for Logistics Vertical Storage purchase (Allen Wan)
Problem: Woodshop continues to be a storage problem at the Space and large pieces of wood contribute disproportionately to the storage issues of the Space.
Solution: Allocate $252 to Logistics to cover the beams to implement vertical storage.
Relevance: The continued abuse of storage by members of Woodshop causes a drain on the limited volunteer administrative resources of the Space which hinders our ability to fulfill our educational mission. Helping resolve the previous mismatch in the demand and availability of the types of storage will hopefully help alleviate this problem and better enable the Space to fulfill its educational mission.
We Prefer Concealed Carry (Alex Rhodes & Allen Wan)
Resolved: At the Dallas Makerspace, we prefer concealed carry.
Reloading Committee (Russell Ward)
Appointment: The Reloading Committee Held a meeting and chose the name "Hatchers Workshop and Reloading". The committee chose Russell Ward to be presented to the BOD for confirmation.
Fix Family Member Issues in billing system (Alex Rhodes)
Problem: Currently when people sign up family members, there is no way to assign an account to them. They have to be manually created and there are some manual process. The ability for family members is limited due to them not having their own credentials. They do not have access to machines like the Vinyl cutter, jump server and soon to be many others.
Solution: Pay an outside vendor to code issues to fix the issues. Cost is $1,500
Relevance: Necessary for the organization to move forward with future plans with machines.
Metalshop Filtration for MIG/TIG Welders (Robert Davidson/Alex Rhodes)
Problem: We have inadequate filtration in the metal shop this is a safety issue to our members using the metal shop as well as the space as a whole.
Solution(s): I would like to install a lincoln statiflex 400-ms fume extractor with an arm that goes over the welding area. A note is that this would be a wall mounted unit and would not be portable around the facility. The cost is approx $5,750 here is the quote (https://drive.google.com/file/d/0B3a_d0VXnnAgdE1NVTVLQkRGTDk4bnZ2cnFRenRodmZiZGRR/view?usp=sharing)
Relevance: This is a piece of safety equipment that is necessary as we increase the amount of work in the metal shop.
$118 for logistics microwave purchase (Brandon)
Problem: I bought replacement microwave for $118, logistics doesn't have any funds to spare.
Solution(s): Allocate $118 to logistics committee
New Business
Formal Complaint & Behavior of Members (by Walter Anderson)
Problem:
There have been several actions by members that are counter to our rules ("be excellent"), were intentionally antagonistic, and which if allowed to continue can damage our organization. Specifically the members listed below should be asked if the accusations are true.
First incident:
Apparently Jason and Gus intentionally made and left a mess on the ping pong table in a mistaken attempt to 'make a point'.
Second incident:
It has been reported that Brandon admitted in front of witnesses that he intentionally obstructed our workspace with the intent of getting members annoyed with Tom and the woodshop folks.
Solution:
If the above listed members admit that the accusations are accurate they should be verbally admonished for their behavior. Further, I believe the board should make it clear that any future behavior of this type by anyone should receive at a minimum a month long banishment.
Purchase Better Chairs (Brandon)
Problem: The current office chairs we have (which served a good purpose of being cheap when we moved in) are not of high quality, were heavily used/worn when we got them, and are beginning to fall apart. They need to be replaced with decent chairs, as the largest all volunteer makerspace in the world, we could do much better.
Solution: Invest up to $5,600 to purchase at least 32 new office / task chairs to replace existing chairs which would be thrown away, potentially the Costco ProLine II Delux Adjustable Air Grid Ergonomic Office Chair ($162 each in packs of 16). Allocate money to Logistics committee and the exact chair model to order would be up to logistics chair.
Relevance to tax exempt status: Being able to sit in a comfortable chair is a requirement to learning effectively, and falling from an old/defective chair is a safety hazard.
Camera View Issues in Electronics Room (Ken Purcell)
Problem: We have had several incidents of theft and vandalism of our equipment. The camera view was partially blocked on the sides by all our "crap". This has improved greatly but we still need to reposition camera and reduce the shelving that protrudes into the view. The baker rack style shelves are just too deep for the location by the door. We propose to replace them with something 10"-12" deep. Also we can then repurpose the shelving within the lab or to other committees that can make use of the larger shelves. Additionally, we would like to request improvement to the cameras setup. Up the frame rate on the current camera and possibly look at getting a second camera. Infrastructure can determine what is the best case.
Solution(s): Reduce depth of shelving on either side of the door by replacing the bakers rack shelving with one of two options: 1] Wall mounted ventilated wire shelving (http://goo.gl/7p50UZ) or 2] Ikea wall shelves like used in the Creative Arts Room (http://goo.gl/hU6pn4). Option 1 would cost about $825 for rails, brackets and shelves for about 1,000 sf of storage but would look like a laundry room. Option 2 would cost about $780 for 1,050 sf of storage and would look more finished and nice.
Relevance: Prevent theft and vandalism while improving the usefulness and appearance of the electronics lab.
Personal Safety Equipment Bulk Purchase (Robert Davidson)
Problem: We are running out of safety glasses and other personal safety equipment. I don't believe we have a problem just normal wear and tear.
Solution(s): I would like $1,500 allocated for the bulk purchase of safety glasses, hearing protection, Respirators etc. This will include various types of safety equipment and styles to try out what we like and what we don't like. Robert Davidson will place the order and is open for any suggestions on any purchases.
Relevance: We have taken the stance that while we encourage members to bring in there own safety equipment we will make equipment available for use throughout the bldg.
Laser Cutter Purchase (Luke Olson)
Problem: The Full Spectrum Laser machine is on it's last leg and negotiations with Full Spectrum Laser to refurbish our existing machine have been unsuccessful.
Solution(s): Purchase a new laser cutter up to $20,000 total with $5,000 of the total coming from committee funds and the remainder from the general fund.
Relevance: Many classes rely on the laser cutters (typically one per week or more) and many members use the laser cutters for their projects.
Electronics Virtual Bench (Ken Purcell)
Problem: We do not have one integrated tool in the electronics lab. Members are requesting advanced tools to help prototype and characterize their projects. In the last month we have had a surge in usage and the number of people using the lab for prototyping electronics has increased dramatically.
Solution: A Virtual Bench is mixed-signal oscilloscope with protocol analysis, function generator, digital multimeter, programmable DC power supply, and digital I/O. Besides looking up datasheets and using PCB software, it's what we purchased the PC to interface with. Prices start at $2,000 but needs basic accessories that can add another $500. So $2,500 is enough to get us started.
Relevance: We need to continue to upgrade our tools to support members beyond basic Arduino's and blinky LEDs.
February, 2016 Budget Report
Bank Balance 1/31/2016 129623.64 -------------------------------- --------- COMMITTEES 3D Fabrication 1059.91 Amateur Radio 632.51 Automotive 1378.84 Blacksmithing 1001.73 Classroom 1391.45 Creative Arts 2319.29 Digital Media 637.55 Electronics 1592.79 Financial 632.73 Foundry 457.31 Gunsmithing 0.00 Infrastructure 10667.35 Jewelry 146.29 Laser 7251.41 Logistics 1592.86 Machine Shop -1955.24 Metal Shop -762.14 PR 1070.60 Radio Control 735.04 Science 2232.03 Vector 239.00 Wood Shop 1659.61 FUNDS 3D Printer Operation 2130.01 Authorized Spending 307.83 Delta 3D Printer 72.70 Maker Fellowship 1044.15 Maker Scholorship 8937.94 Premium Classroom 350.96 Screen Printing 1678.69 Snack Fund 1157.59 Vinyl Cutter 118.25 FUNDS_MONTHLY Adobe CC License 414.00 Bookkeeper 1500.00 Cintas 1st Aid 129.85 Insurance 2000.00 Internet 420.10 Janitorial 1687.92 Offsite Storage 645.45 Parts Washer 0.00 Quickbooks Online -42.59 Rent -8.26 Router Loan 2000.00 Savings Earmark 8000.00 Trash Pickup -91.40 Utility -2840.88 Web Hosting 97.61 -------------------------------- --------- TOTAL 63690.84 -------------------------------- --------- VOODOO 26223.79 -------------------------------- --------- General Funds 39709.01
Minutes
Dallas Makerspace Board of Directors Meeting notes : Febuary 16th, 2016 In attendance: - Alex Rhodes - Kent Bowling - Robert Davidson - Andrew LeCody - Benjamin Groves Meeting called to order at 7:21pm *** Prior Minutes *** - Prior Minutes Pass *** Financial Statement *** Best estimate of General Funds as of 01/31/2016 is $39709.01. *** Consent Agenda *** This item passed with unanimous consent: - Appoint interim chairs to Wood Shop Committee (Alex Rhodes & Kent Bowling) - Move operation of large format printers under the wing of Creative Arts (Nicole Franczvai, David Kessinger & Steve Reeves) - $252 for Logistics Vertical Storage purchase (Allen Wan) - We Prefer Concealed Carry (Alex Rhodes & Allen Wan) - Reloading Committee (Russell Ward) *** Pulled Consent Agenda Items *** Cameras for Classrooms (Brooks Scharff & Gus Reiter) - Proposed as written by Robert Davidson, seconded by Andrew LeCody - Motion passed with unanimous approval Unify and purchase sewing machines for CA (Nicole Franczvai & David Kessinger) - Proposed as written by Andrew LeCody, seconded by Benjamin Groves - Motion passed with unanimous approval Provision the Digital Media committee with equipment at the current standards for Digital Media (by Jay Johnson) - Tabled unanimously, in interest of renewed Digital Media Actity Art Two Point Oh: Advancing Creative Arts to the next stage (Nicole Franczvai & David Kessinger) - Allocate $4400 to Creative Arts so that they can continue their scheming for world domination - Proposed as written by Andrew LeCody, seconded by Alex Rhodes - Motion passed with unanimous approval Transition of Principal Financial Officer (Allen Wan) - Allow Allen Wan edit access to QuickBooks Online, and check writing abiliy with Dallas Makerspace - Add two email aliases [email protected], [email protected] for handling of financial related emails - Proposed as written by Benjamin Groves, seconded by Andrew LeCody - Motion passed with unanimous approval Fix Family Member Issues in billing system (Alex Rhodes) - Proposed as written by Robert Davidson, seconded by Benjamin Groves - Motion passed with 4 in favor, 1 abstaining Metalshop Filtration for MIG/TIG Welders (Robert Davidson/Alex Rhodes) - Proposed as written by Robert Davidson, seconded by Alex Rhodes - Motion passed with unanimous approval $118 for logistics microwave purchase (Brandon Green) - Proposed as written by Benjamin Groves, seconded by Andrew LeCody - Motion passed with unanimous approval *** New Business *** Formal Complaint & Behavior of Members (by Walter Anderson) - Tabled unanimously Purchase Better Chairs (Brandon) - Tabled unanimously Camera View Issues in Electronics Room (Ken Purcell) - Allocate $200 to Infrastructure Committee, for the installation of a second security camera in the Electronics Room - Proposed as written by Robert Davidson, seconded by Alex Rhodes - Motion passed with unanimous approval Personal Safety Equipment Bulk Purchase (Robert Davidson) - Proposed as written by Robert Davidson, seconded by Andrew LeCody - Motion passed with unanimous approval Laser Cutter Purchase (Luke Olson) - This agenda item outright replaces the approved Board Agenda Item from 01/2016 - Allocate $15000 into a special fund for purchase of a laser cutter - First $5000 towards the purchase of this laser comes from Laser Committee funds - Remainder after purchase comes from this laer purchase fund, leftover funds are returned back into general fund - Laser purchase fund is dissolved back into General Funds after period of three months purchase or not - Proposed as written by Andrew LeCody, seconded by Robert Davidson - Motion passed with unanimous approval Electronics Virtual Bench (Ken Purcell) - Proposed as written by Robert Davidson, seconded by Kent Bowling - Motion passed with unanimous approval Next Board Meeting Scheduled on Sunday, March 13th at 4:00pm Meeting adjourned at 9:38pm
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 $252 for Logistics Vertical Storage purchase [TID#1620] [✓] Allocate $600 to Infrastructure for the purchase and installation of three security cameras, one for each classroom [TID#1621] [✓] Purchase 5 sewing machines [✓] Purchase locks and cabinets for CA [✓] Allocate $4400 to Creative Arts [TID#1622] [✓] Pay an outside vendor to code issues to fix issues in billing system [ ] Install a lincoln statiflex 400-ms fume extractor with an arm that goes over the welding area [✓] Allocate $118 for logistics microwave purchase [TID#1623] [✓] Allocate $200 to Infrastructure Committee, for the installation of a second security camera in the Electronics Room [TID#1624] [✓] Purchase Safety Glasses and equipment for ~1500 [TID#1625] [✓] Allocate $15000 to special fund for purchase of Laser Cutter [TID#1625] [✓] Purchase Virtual Bench for ~$2500
