Board of Directors Meeting 20160626

This meeting will be held in Modified SRC3 format.

Time, location

14:00, Dallas Makerspace

Prior minutes

Board_of_Directors_Meeting_20160522#Minutes

Financial Statement

Approximately $10,000 is available to be allocated at this time. Members are encouraged to attend Sunday morning finance committee meetings to help with the books and get read access to the QuickBooks Online account, this is especially useful if you're a committee chairperson. Thank you to our volunteers (if you'd like to be recognized at this point please introduce yourself)! Below is a list of committee balances as of 1:38 PM on June 26th 2016.

• 3D Fabrication - $2,506.09
• Amateur Radio - $632.51
• Automotive - $26.37
• Blacksmithing - $1,021.73
• Classroom - $1,490.10
• Creative Arts - $2,881.97
• Digital Media - $2,220.64
• Electronics & Robotics - $2,989.93
• Financial - $1,296.06
• Fired Arts - $522.99
• Hatchers - $84.45
• Infrastructure - $781.42
• Jewelry - $801.08
• Laser - $10,507.46
• Logistics - $963.32
• Machine Shop - $2,905.69
• Metal Shop - $12,758.11
• PR - $759.32
• Radio Control - $877.06
• Science - $1,657.83
• VECTOR - $306.72
• Wood Shop - $4,163.44

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".

Purchase PaperCut License (Brooks Scharff)

Problem: Currently, we have no automated way to force members to pay for print jobs (wide-format printers in Creative Arts). Members can purchase additional credit through Authorize.Net integration.

Solution: Allocate $1300 to Infrastructure to purchase a PaperCut NG license (license is for 1001 to 1500 users). This will allow us to cut down on paper and toner usage, and also track usage down to the user level. Users will continue to have a monthly free print quota for the shared printers.

Relevance: Enforcing pay-per-print will reduce shrinkage to 0%, increasing operational efficiency and member honesty.

Enaction of Member Meeting Items (Haley Moore)

Problem: Actions approved at the latest Regular Member Meeting should be officially enacted by the Board.

Solution: Approve all items which passed at the most recent member meeting. https://dallasmakerspace.org/wiki/Regular_Member_Meeting_20160609

Note: There has been some argument about whether votes held at member meetings are binding or not. This is my attempt to make a compromise that formalizes the status of the member meeting vote, while allowing the Board to veto any truly disastrous ideas. I'll try to add it to the agenda each month.

Increase Woodshop monthly allocation to $1400 to cover current Operation and Maintenance Expenses (Andrew Zalaket)

Problem: Woodshop has continued to increase significantly in usage by members, and the current monthly allocation covers less than 50% of the actual O&M costs. Woodshop committee members have worked hard to cover the gap, but this is straining our abilities to the breaking point. Likewise, we would like to purchase new tools and items to improve the utility of the Shop, but this just isn't possible when we are struggling to keep up with repair costs and consumables. We believe that investment by the Board in an individual investment center should reflect the actual costs to operate the inventory of the shop, and the utilization of the shop by the membership as a whole. Woodshop is heavily used by a significantly large percentage of members in all committees, and continues to attract a large number of new members. We ask the Board to acknowledge this fact through investment and support that reflects our actual expenses. A report and detail of O&M expenses and projection of near term increases is available: File:WS Request 062616.pdf. Copies of the most recent quarter's expense reports have already been provided to the Board.

Solution:Increase the monthly allocation to the Woodshop Committee from $700 to $1400 monthly.

Relevance:Tools cannot be used if they are not maintained. Classes using the tools cannot be taught if the tools are broken.

Purchase a New Surface Planer for Woodshop (Andrew Zalakat)

Problem:The existing Dewalt planer is one of the most frequently and heavily used tools in the Woodshop. It is a consumer-grade tool, and has already broken multiple times requiring warranty repairs, and parts replacement. It is simply not robust enough for the heavy use our members put it through. It needs to be replaced with a much more heavy-duty tool.

Solution: Allocate $4300 for the purchase of a Powermatic 209 Surface Planer. This unit is robust enough to survive in our shop. The Woodshop committee has previously planned for the purchase of this tool, and is in the process of re-working the dust collectoion systems and floorplace in the shop. So the timing is right.

New Chair of Science ( Ebony Jackson)

Problem: Science got a new chair.

Solution: Real recognizes Real, And I promise to Forever be Trill. Recognize Ebony as new Science Chair.

Provide Tools for Sheet Metal Forming in the Metal Shop (Chuck Graf)

Problem: The Metal Shop does not have the tools required to form sheet metal. This capability would be a valuable addition, not only for its own sake, but for the use of the Automotive, Machine Shop, Creative Arts, and other Committees.

Solution: We propose to purchase three pieces of basic sheet metal forming equipment. The educational goal would be to train Members on how to make objects out of sheet metal (steel, aluminum, brass, etc.). The following tools would be purchased :

Sheetmetal Shear 52" Wide, Cuts up to 16 Ga. Steel. This tool makes precision straight cuts on up to full size sheets of metal. Box & Pan Brake 48" wide, up to 16 Ga. Steel. This tool will make precision bends in sheet metal to form boxes, brackets, joints, etc. Stand for the Brake. The brake will need a floor stand. Slip Roll Former 36" Long. Up to 16Ga. Steel. This tool rolls sheet metal and rod to form cylinders, cones and rings. We intend to sell the old sand blaster cabinet, old welding fume exhauster, and Harbor Freight Brake, to make room for the new equipment. We do not know what, if anything, these items are worth. Whatever proceeds may be generated would be rolled into the General Fund.

The Costs for the new equipment: this is based on equipment manufactured by Jet.

-Box and Pan Brake: $1,299.00

-Foot Shear: $2,299.00

-Slip Roll: $699.00

-Support for the Brake: $299

-Electrical Power: Free!! (Member Powered)

-Total Cost $4596

Record board votes in meeting minute (Walter Anderson)

Problem: Historically, the meeting minutes did not record the specifics of how board members voted on items, only the vote tally. With Eric taking over the maintenance of the minutes, this has improved, but there are still examples of the boards specific votes not being recorded.

Solution: Create a template for the meeting minutes with each board members name and use it to record their specific vote; Example:
Robert Davidson, Yes, No, Abstain
Ken Purcell, Yes, No, Abstain
Luke Olson, Yes, No, Abstain
Erik Smith, Yes, No, Abstain
Alex Rhodes, Yes, No, Abstain

Relevance: Accurate record keeping is vital to the organization and its governance.

New Chair of Electronics (Art Givens)

Problem: Electronics needs new chair

Solution: As per recommendation from the committee meeting held by the Electronics Committee on 5/22/16, appoint Art Givens as the new chair of the Electronics Committee.

Change Monthly Allocation (Brooks Scharff)

Problem: Infrastructure has several monthly (bookkeeping) classes that various things are charged against, causing confusion for our wonderful Bookkeepers. I'd like to simplify this, and in doing so, allow spending for other services to temporarily increase (or decrease) without further contributing to the Bookkeeping nightmare. I would also like to start regular maintenance of our HVAC units as they have had various problems as of recently.

Solution: Stop monthly allocations to Web Hosting and Internet and move current balance of Web Hosting and Internet classes to Infrastructure. Increase monthly allocation to Infrastructure to $1500

Return Amateur Radio Committee Funds to General Funds per Jan 19 Board Meeting

Problem: As a reminder, when Amateur radio was changed to interest group, board approved freezing funds for 6 months, July will be 6 months.

Solution: Move Amateur Radio funds ($632.51) to General Fund after July 1st, close out Amateur Radio fund.

Move Amateur Radio Committee Funds to Electronics Committee Fund, earmarked for support of Amateur Radio SIG (Zach Metzinger, Art Givens)

Problem: Per the Jan 19th DMS BoD meeting, these funds are slated to be returned to the General Fund. The Amateur Radio Committee has been dissolved, but the Amateur Radio Special Interest Group, as a special-interest group of the Electronics Committee, is active and currently being led by Zach Metzinger (N0ZGO). Zach Metzinger has been in contact with the current Electronics Committee chair, Art Givens, and discussed organizing the SIG under that Committee. This would be similar to what Creative Arts has done with Fiber Arts and Leather Working.

Solution: Recognize the Amateur Radio SIG under the Electronics Committee, and move the Amateur Radio Committee funds to Electronics Committee. These funds will be earmarked for Amateur Radio SIG support. This is a better solution than moving the funds to the General Fund, as these funds were generated by activity directly related to Amateur Radio and should be used to further those activities.

Purchase Fume Hood for Science (Ebony Jackson)

Problem: Science is currently building up our area. We have been purchasing our own equipment for the most part (centrifuge, C02 Incubator, Brew gear, Freeze Dryer equipment). We need help with purchasing a fume hood that is located right here in Carrollton. Click here. It will cost an additional $795 for the seller to transport and install it. We could hire a freight company or ask for volunteers.

Solution: Allocate $1500 - $2295 to Science for the purchase of this fume hood. I along with Eric Brunner have done an onsite inspection of the hood and everything appears to be in top shape. We would still need to purchase filters and fan(s), but maybe science could purchase this on their own or set up an allowance from the board to purchase them when the time comes. It's important that we take advantage of this opportunity now because there aren't many fume hoods for this price, originally priced between $5000-$7500, and within Carrollton. Eric Brunner wrote our Safety and Disposal procedures: Storage, Handling and Disposal Sheet.

Relevance: Science is in need of functioning equipment for experiments and educational purposes. Acquiring a fume hood would be a step closer in achieving this.

Approve update Science boundary (Brandon)

Problem: After moving the fire cabinet to a new home, the Science boundary needs to be updated

Solution: Approve new boundary as taped

Improve committee definition (Brandon)

Problem: DMS has taken the approach of creating committees that have different responsibilities, the role of a committee in our organization needs to be further defined to remove ambiguity. If volunteers don't feel empowered to do something the way they feel is best, then members will find other things to do with their time and the organization will stagnate.

Solution: Add item to 8.1 Committees > Rules: Committees shall have the autonomy necessary to perform duties as delegated by the Board of Directors.

Request to become A Procurement Officer (Ebony Jackson)

Problem: During this time, Science is purchasing equipment to build it's area. It would be easier if I had a card to make these purchases.

Solution: May I have a DMS Credit Card.

Approve Mediation Committee (Walter Anderson)

Problem: Many members feel the board should be able to suggest mediation instead of the formal complaint process; however, finding mediators has been a problem in the past. This committee was formed to provide a pool of people willing to serve as mediators, as well as provide a formalized way to help train those volunteers in the mediation process. A group of members have followed the committee creation process (wiki, et. al.) and have selected Graham Bateman as the proposed Committee Chair

Solution: Approve the mediation committee and appoint Graham Bateman as the committee chair.

Relevance: Dealing with interpersonal conflicts in a productive way is a benefit to any organization of people

New Business

End unfair RC occupation of Jewelry Floorspace (Brandon)

Problem: Jewelry has been forced to live underneath other peoples storage. It is unfair to force Jewelry to continue serve as a storage area for RC when RC has their own floorspace. No other committee is burdened like Jewelry with foreign materials in their designated area.

Solution: Remove forced occupation of jewelry floorspace by removing RC extra storage from Jewelry, RC can have a shelf in offsite location the same as PR if extra storage is needed. Pallet rack shelving will be stored disassembled in offsite storage. NOTE: We need to determine what restrictions DMS has based on the written agreement with DPRG. Need access to that agreement, so we can review or revise. FROM: BOD Meeting 2011-09-03 Suggested we write in a yearly reaffirmation/negotiation to revisit the agreement.

Prohibit Unnecessary Rules (Stan)

Problem: Members are proposing rules for problems that don't exist, haven't existed and likely will never exist at DMS.

Underage drinking is illegal and any minor caught drinking is already acting against the law and should be removed from the premises until they are sober. Dallas Makerspace as an organization doesn't sell alcohol, and doesn't provide alcohol to anyone, especially minors. Adult members do occasionally enjoy adult beverages, and have been known to leave them here in the fridge or in personal storage. This isn't illegal, immoral or unethical, but it does make some members nervous.

It is illegal to give or sell it to minors, not illegal to have it on private property for private consumption by adults. I have never seen or heard of minors drinking alcohol at the space. It hasn't been a problem, and likely won't be a problem, so why make it a problem?

People occasionally leave alcohol in the fridge at DMS, usually on accident. We do not generally allow people to take stuff they didn't put in the fridge without permission, alcohol or otherwise. If a minor takes alcohol from the fridge, then they are stealing and should be punished appropriately.

Solution: If something is already illegal, then we don't need a rule against it. The BoD shouldn't be making unnecessary rules based on "feelings" rather than facts.

Fund tool purchases + Improved Shelving + Increase monthly allocation for Auto (Brandon)

Problem: Auto does not enough cash on hand to fund improvements

• Purchase additional ryobi hand tools (2x impact drivers P1891 $80, 2x angle grinder P421 $40, 1/2" impact guns P261 $120, rotary hammer P222 $100, jigsaw P523 $60, portable inflator P737 $20, sawzall P514 $50, led light P720 $70, a third bulk charger P125 $60, replacement batteries), ~$1000
• Purchase improved shelving to replace current shelving. Narrower and more sturdy shelving improves utilization of available floorspace, H-4325 72 x 24 x 96" $344, H-4398 72 x 24 x 96" $286, 2x H-4319-ADD $72, ~$800. Reasons for new shelving:

1. Narrower, currently it is a very tight fit between the lift control box and the, retreiving tools from the shelf while a car on the lift means you have to get very close to car on lift
2. Improved look, being in the middle of the workshop the shelving is a focal point when entering workshop
3. Improved organization, restructuring the location of the shelving to be a couple feet closer to donation shelf will increase floorspace around lift
4. Stronger, new shelving will support over a ton per shelf
5. Cleaner, wire shelving instead of current mdf will prevent as much dust build up
6. More stable with heavier duty construction, especially important if a car were to hit it while pulling in

• With increased activity in the auto area committee cash intake has been exceeded by the need for tools, increasing monthly allocation would restore balance. An example of recent consumables purchased out of auto funds include: $66 wypall paper towel roll, $30 distilled water, $54 microfiber towels, $120 cleaning supplies and brooms, $20 disposable gloves, $50 bulk wd40, $50 bulk brake cleaner, $50 extra vacuum hoses and caps, $43 cut off wheels. Which doesn't even get into replacement of existing tools or acquiring new tools.

Solution: Allocate $1,800 to Auto committee for listed purchase and increase monthly allocation for Auto to $500 / month.

Relevance: Auto's basic approach to education is that it's best to learn by doing, having adequate tools and more floorspace facilitates education, our primary purpose.

Paying for Video Training content (Brandon)

Problem: Our current system of training new members in person no longer scales to our current size, we need a way for new members to get oriented and train themselves on basic equipment immediately in order to help retain new members who join and are eager to start using equipment (such as woorshop, lasers, 3d printing)

Solution: For basic intro classes we need to migrate to a self serve system where new members can train themselves by watching a video and passing a test online. To encourage the creation of video content, establish a video training honorarium to pay members for producing quality content. After a preapproval process and completion of content, pay member $350.

• Script / outline must be pre approved by committee chairman and a majority of board members to be eligible (before time is spend recording and editing video)
• Content will belong to DMS and must be free to distribute / reproduce
• Training content must be at least 20 minutes long and include a multiple choice test to verify comprehension

Relevance: Creating educational content clearly helps educate members, our primary purpose.

Require all Discipline Activities to have a permanently retained written record (Anderson)

Problem: I propose this last month and Luke made a statement that the written record was already in the rules. I can find no record of that, so I am reproposing that the following rule modification be made.

Solution: Code of Conduct
Formal Complaints
6. Any discipline action for which one or more of the board of directors or officers of the corporation (acting in their role as officer) are involved require that a written record of the action, reason(s) for the action, and acknowledgement of the accused be placed in the corporate Books and Records.

Relevance: Accurate records are nescessary to ensure fairness and to protect the space from legal entanglements.

Setup Waste Oil Disposal (Brandon)

Problem: If someone happens to leave used oil laying around, it is burdensome to dispose of it

Solution: Allow Auto to setup a waste oil disposal service, idea is to replace the white table near tall dock between gantry and hatchers (on logistics floorspace) with one or more 55 gallon drums that a service will come and empty (at no charge to us). Avoiding storing drums outside prevents any landlord issues, assuming that there are no fire hazard concerns from the drum being inside.

Remove Meeting Style (Brooks)

Problem: Members are modifying past Board of Directors Meeting wiki articles to suit their needs. Since the Wiki is used as the "live master of records," we should not allow people to edit meeting pages after the meeting has happened.

Solution: Remove rule #1 under the Organizational Meetings section of the Rules, and going forward, remove "This meeting will be held in Modified SRC3 format." from all Board of Directors Meeting pages. Add a new rule "Board Meetings will be presided by the Board of Directors, and meeting minutes may only be added, updated, or removed during a Board Meeting, under the direction of the Board of Directors."

Allocate 3d fab funds (Axeonos)

Problem: Nozzles be expensive.

Solution: Allocate $150 monthly to 3d fab for misc occurrence charges such as but not limited to nozzles, dms filament and anything not covered by the payment system.

Relevance: need to have machines that work and that can be repaired quickly. the fundage we get from weigh it/pay it unfortunately is not enough. this would be enough to cover for any other occurrence.

Hire an accounting firm to manage the books (Robert Davidson)

Problem: Outsource the financials to an independent accounting firm

Solution: Allocate $1575 a year to preparation of the 990, Allocate $800 a year for the preparation of the annual report, allocate $990 a month for fees to manage the following

 Entering deposits and withdrawals for all bank accounts
 Weekly payables, including checks and online bill pay
 Reconciling all bank accounts
 Entering credit card activity & reconciling to stmt
 Special reports for class tracking & review of monthly accounting

Relevance: Having financials from an independent accounting firm allow for long term growth of the organization.

Purchase Adobe Creative Cloud subscription (Luke Olson)

Problem: One of the laser committee computers doesn't have Adobe Creative Cloud software which is a common piece of software for working with laser cutters. In the past we have taught classes on the software and will likely do so again in the future. Not having it on one of the computers makes the laser cutter attached to that computer less useful and it doesn't conform to the same standards as the other computers in the area.

Solution: Authorize spending to purchase a subscription for Adobe Creative Cloud.

Relevance: Providing the same software on all of the laser cutters better enables members to utilize the laser cutters and allows users to practice and apply knowledge from classes covering the software.

Air Conditioning Repairs (Luke Olson)

Problem: Two air conditioning units have issues and are in need of repair.

Solution: Authorize up to $2,000 to repair the two air conditioning units that have issues.

Relevance: Classes are difficult to conduct when the environment is unpleasant (Texas in the summer).

Minutes

-------------
DRAFT MINUTES
-------------

Dallas Makerspace Board of Director's Meeting June 26, 2016

In Attendance:
 - Robert Davidson
 - Ken Purcell 
 - Luke Olsen
 - Erik Smith
 - Alex Rhodes

14:00 Meeting Begins

Previous Meetings’ Minutes
 - "4.6 Expulsion of a Member" modified to conform to rules

*** CONSENT AGENDA ***
These items pass consent agenda with unanimous consent:
 - 4.8 New Chair of Electronics

*** PULLED CONSENT AGENDA ITEMS ***
4.1 Purchase PaperCut License
 - “Allocate $1300 to Infrastructure to purchase a PaperCut NG license (license 
is for 1001 to 1500 users). This will allow us to cut down on paper and toner 
usage, and also track usage down to the user level. Users will continue to have 
a monthly free print quota for the shared printers.”
 - Luke Olsen proposed as written, Erik Smith seconded
 - 0 For, 5 Against, motion fails

4.2 Enaction of Member Meeting Items
 - “Approve all items which passed at the most recent member meeting.”
 - Luke Olsen proposed that the item be postponed indefinitely, Robert Davidson 
seconded
 - Motion postponed unanimously

4.3 Increase Woodshop monthly allocation to $1400 to cover current Operation and 
Maintenance Expenses
 - “Increase the monthly allocation to the Woodshop Committee from $700 to $1400 
monthly.”
 - Motion 1
   - Robert Davidson proposed as written, Luke Olsen seconded
   - 2 in favor (Luke Olsen, Robert Davidson), 2 opposed (Erik 
Smith, Ken Purcell), Alex Rhodes abstained, motion failed
 - Motion 2
   - Alex Rhodes proposed “Woodshop committee allocation increased to 
$1200 per month”, Robert Davidson seconded
   - Motion passed unanimously

4.4 Purchase a New Surface Planer for Woodshop
 - “Allocate $4300 for the purchase of a Powermatic 209 Surface Planer. This 
unit is robust enough to survive in our shop. The Woodshop committee has 
previously planned for the purchase of this tool, and is in the process of re-
working the dust collectoion [sic] systems and floorplace in the shop. So the 
timing is right.”
 - Robert Davidson proposed “Board allocates $2150 to woodshop committee for the 
purpose of purchasing a Surface Planer.”, Alex Rhodes seconded
 - Motion passed unanimously

4.5 New Chair of Science
 - “Real recognizes Real, And I promise to Forever be Trill. Recognize Ebony as 
new Science Chair.”
 - Erik Smith proposed “Appoint Ebony Jackson as Science Committee chair”, Robert 
Davidson seconded
 - Motion passes unanimously

4.6 Provide Tools for Sheet Metal Forming in the Metal Shop
 - “We propose to purchase three pieces of basic sheet metal forming equipment. 
The educational goal would be to train Members on how to make objects out of sheet 
metal (steel, aluminum, brass, etc.). The following tools would be purchased :
Sheetmetal Shear 52" Wide, Cuts up to 16 Ga. Steel. This tool makes precision 
straight cuts on up to full size sheets of metal. Box & Pan Brake 48" wide, up 
to 16 Ga. Steel. This tool will make precision bends in sheet metal to form 
boxes, brackets, joints, etc. Stand for the Brake. The brake will need a floor 
stand. Slip Roll Former 36" Long. Up to 16Ga. Steel. This tool rolls sheet 
metal and rod to form cylinders, cones and rings. We intend to sell the old sand 
blaster cabinet, old welding fume exhauster, and Harbor Freight Brake, to make 
room for the new equipment. We do not know what, if anything, these items are 
worth. Whatever proceeds may be generated would be rolled into the General Fund.
The Costs for the new equipment: this is based on equipment manufactured by Jet.
Box and Pan Brake: $1,299.00
Foot Shear: $2,299.00
Slip Roll: $699.00
Support for the Brake: $299
Electrical Power: Free!! (Member Powered)
Total Cost $4596”
 - Alex Rhodes moved to postpone indefinitely, Robert Davidson seconded
 - Motion postponed unanimously

4.7 Record board votes in meeting minute
 - “Create a template for the meeting minutes with each board members name and 
use it to record their specific vote”
 - Luke Olsen moved to postpone indefinitely, Alex Rhodes seconded
 - Motion postponed unanimously

4.10 Return Amateur Radio Committee Funds to General Funds per Jan 19 Board 
Meeting
 - “Move Amateur Radio funds ($632.51) to General Fund after July 1st, close out 
Amateur Radio fund.”
 - Alex Rhodes proposed postpone indefinitely, Robert Davidson seconded
 - Motion postponed unanimously

4.11 Move Amateur Radio Committee Funds to Electronics Committee Fund, earmarked 
for support of Amateur Radio SIG
 - “Move Amateur Radio funds ($632.51) to General Fund after July 1st, close out 
Amateur Radio fund.”
 - Erik Smith proposed “Transfer all Amateur Radio Committee assets to 
Electronics Committee”, Ken Purcell seconded
 - Passed unanimously

4.12 Purchase Fume Hood for Science
 - “Allocate $1500 - $2295 to Science for the purchase of this fume hood. I 
along with Eric Brunner have done an onsite inspection of the hood and everything
 appears to be in top shape. We would still need to purchase filters and fan(s), 
but maybe science could purchase this on their own or set up an allowance from 
the board to purchase them when the time comes. It's important that we take 
advantage of this opportunity now because there aren't many fume hoods for this 
price, originally priced between $5000-$7500, and within Carrollton. Eric 
Brunner wrote our Safety and Disposal procedures: Storage, Handling and Disposal 
Sheet.”
 - Luke Olsen proposed “Allocate $1500 to Science to purchase a fume hood”, Alex 
Rhodes seconded
 - Passed unanimously

4.13 Approve update Science boundary
 - “Approve new boundary as taped”
 - Alex Rhodes proposed as written, Robert Davidson seconded
 - Passed unanimously

4.14 Improve committee definition
 - “Add item to 8.1 Committees > Rules: Committees shall have the autonomy 
necessary to perform duties as delegated by the Board of Directors.”
 - Erik Smith moved to reject, Robert Davidson seconded 
 - 4 votes to reject, Alex Rhodes abstained – motion is rejected

4.15 Request to become A Procurement Officer
 - “May I have a DMS Credit Card.”
 - Erik Smith proposed “Appoint Ebony Jackson as a procurement officer.”, Robert 
Davidson seconded
 - Motion passes unanimously

15:25 break for recess

15:42 meeting resumes

4.16 Approve Mediation Committee
 - “Approve the mediation committee and appoint Graham Bateman as the committee 
chair.”
 - Alex Rhodes proposed as written, Robert Davidson seconded
 - Motion passed unanimously

4.9 Change Monthly Allocation
 - “Stop monthly allocations to Web Hosting and Internet and move current 
balance of Web Hosting and Internet classes to Infrastructure. Increase monthly 
allocation to Infrastructure to $1500”
 - Robert Davidson proposed as written, Ken Purcell seconded
 - Motion passes unanimously


*** NEW BUSINESS ***
5.1 End unfair RC occupation of Jewelry Floorspace
 - “Remove forced occupation of jewelry floorspace by removing RC extra storage 
from Jewelry, RC can have a shelf in offsite location the same as PR if extra 
storage is needed. Pallet rack shelving will be stored disassembled in offsite 
storage. NOTE: We need to determine what restrictions DMS has based on the 
written agreement with DPRG. Need access to that agreement, so we can review or 
revise. FROM: BOD Meeting 2011-09-03 Suggested we write in a yearly 
reaffirmation/negotiation to revisit the agreement.”
 - Alex Rhodes proposed to postpone indefinitely, Robert Davidson seconded
 - Motion postponed unanimously

5.2 Prohibit Unnecessary Rules
 - “If something is already illegal, then we don't need a rule against it. The 
BoD shouldn't be making unnecessary rules based on "feelings" rather than 
facts.”
 - Alex Rhodes moved to postpone indefinitely, Erik Smith seconded
 - Motion postponed unanimously

5.3 Fund tool purchases + Improved Shelving + Increase monthly allocation for 
Auto
 - “Allocate $1,800 to Auto committee for listed purchase and increase monthly 
allocation for Auto to $500 / month.”
 - Robert Davidson proposed “Allocate $1,300 to Automotive Committee and increase 
monthly allocation for Automotive Committee to $500 / month.”, Erik Smith seconded
 - Motion passes unanimously

5.4 Paying for Video Training content
 - “For basic intro classes we need to migrate to a self serve system where new 
members can train themselves by watching a video and passing a test online. To 
encourage the creation of video content, establish a video training honorarium 
to pay members for producing quality content. After a preapproval process and 
completion of content, pay member $350.
Script / outline must be pre approved by committee chairman and a majority of 
board members to be eligible (before time is spend recording and editing video)
Content will belong to DMS and must be free to distribute / reproduce Training 
content must be at least 20 minutes long and include a multiple choice test to 
verify comprehension”
 - Alex Rhodes moved to postpone indefinitely, Robert Davidson seconded
 - Motion postponed unanimously

5.5 Require all Discipline Activities to have a permanently retained written 
record
 - “Code of Conduct
Formal Complaints
6. Any discipline action for which one or more of the board of directors or 
officers of the corporation (acting in their role as officer) are involved 
require that a written record of the action, reason(s) for the action, and 
acknowledgement of the accused be placed in the corporate Books and Records.”
 - Luke Olsen moved to pass “The Code of Conduct Formal Complaints add part 6 
‘Any discipline action for which one or more of the board of directors or 
officers of the corporation (acting in their role as officer) are involved 
require that a written record of the action, reason(s) for the action, and 
acknowledgement of the accused be sent to the board of directors for keeping.’”,
 Erik Smith seconded
 - 4 in favor, Robert Davidson abstains, motion passes

5.6 Setup Waste Oil Disposal
 - “Allow Auto to setup a waste oil disposal service, idea is to replace the 
white table near tall dock between gantry and hatchers (on logistics floorspace) 
with one or more 55 gallon drums that a service will come and empty (at no 
charge to us). Avoiding storing drums outside prevents any landlord issues, 
assuming that there are no fire hazard concerns from the drum being inside.”
 - Alex Rhodes moved to postpone indefinitely, Erik Smith seconded
 - Motion passes unanimously

5.7 Remove Meeting Style
 - “Remove rule #1 under the Organizational Meetings section of the Rules, and 
going forward, remove "This meeting will be held in Modified SRC3 format." from 
all Board of Directors Meeting pages. Add a new rule "Board Meetings will be 
presided by the Board of Directors, and meeting minutes may only be added, 
updated, or removed during a Board Meeting, under the direction of the Board of 
Directors."”
 - Alex Rhodes moved to postpone indefinitely, Luke Olsen seconded
 - Motion postponed unanimously

5.8 Complaint regarding member I
 - NO ACTION WAS TAKEN ON THIS ITEM, HOWEVER NUMEROUS MEMBERS IN ATTENDANCE DID 
ASK THAT MINUTES NOTE THE DISCUSSION THAT FOLLOWED
 - Nick Sainz: This is a formal complaint against Robert Davidson for disparaging 
statements about Walter Anderson on DMS Talk opened by Nick Sainz.  Nick is not 
advocating for sanctions, but feels that such actions are not called for by board 
members.  Nick also pointed out that Luke Olsen engaged in similar behavior in 
the same thread.
 - Walter Anderson: Robert Davidson forwarded the excerpts of private 
communications between myself an Robert Davidson to Nick Sainz.  Walter feels 
that this is offputting when Robert Davidson has been one of the more vocal 
advocates for Board member communication confidentiality.
 - Robert Davidson: "I would like this in the minutes.  I do not wish to 
apologize to Nick.  I agree that I could be more diplomatic in the future.  
I shared a private communication between Walter and myself with the board."

5.9 Complaint regarding member II
 - This is a formal complaint against Brooks Scharff initiated by Walter 
Anderson.  Walter feels that Brooks abused used his powers as DMS wiki 
administrator to lock down edits he was making to previous meeting minutes.
 - Brooks Scharff indicated that he saw edits to previous minutes occurring, 
reverted changes made twice, then altered permissions on the page to prevent 
edits thinking that members were not permitted to edit minutes.  Brooks then 
discussed the issue in the Infrastructure chat and learned that members are 
encouraged to contribute to the accuracy of draft minutes, restored global 
edit permissions on the page and restored the edits that Walter had entered.
 - Erik Smith proposed “Censure Infrastructure Chair for their actions involving 
edits to previous meeting minutes and instruct them not to do such things again”, 
Alex Rhodes seconded
 - 4 approved, Robert Davidson abstains, motion passes

5.10 Allocate 3d fab funds
 - “Allocate $150 monthly to 3d fab for misc occurrence charges such as but not 
limited to nozzles, dms filament and anything not covered by the payment system.”
 Alex Rhodes proposed as written, Robert Davidson seconded
 - Motion passed unanimously

5.12 Purchase Adobe Creative Cloud subscription
 - “Authorize spending to purchase a subscription for Adobe Creative Cloud.”
  - Luke Olsen proposed “Authorize spending to purchase one additional annual 
subscription for Adobe Creative Cloud.”, Ken Purcell seconded
 - Motion passed unanimously

5.13 Air Conditioning Repairs
 - “Authorize up to $2,000 to repair the two air conditioning units that have 
issues.”
 - Robert Davidson proposed as written, Alex Rhodes seconded
 - Motion passed unanimously
	
Electrical Upgrade Allocation
 - "The $7,925 allocation towards electrical upgrades were charged against 
leasehold improvements but Infrastructure Committee was charged; they do not 
have sufficient funds to cover this charge"
 - Erik Smith moved “Allocate $8,125 to Infrastructure to cover the invoice from 
Scott-Del Electric for previously-approved electrical work already performed”, 
Luke Olsen seconded
 - Motion passed unanimously

5.11 Hire an accounting firm to manage the books
 - “Allocate $1575 a year to preparation of the 990, Allocate $800 a year for 
the preparation of the annual report, allocate $990 a month for fees to manage 
the following:
Entering deposits and withdrawals for all bank accounts
Weekly payables, including checks and online bill pay
Reconciling all bank accounts
Entering credit card activity & reconciling to stmt
Special reports for class tracking & review of monthly accounting”
 - Motion 1
   - Alex Rhodes moved “Allocate $2375 to Finance Committee to commission PSK 
CPA to prepare our 990 form and our annual report.”, Erik Smith seconded
   - 4 in favor, Robert Davidson abstained, motion passes
 - Motion 2
   - Erik Smith moves “Allocate $4500 from the Bookkeeping fund to Finance 
Committee for the purpose of commissioning PSK CPA to manage our monthly books 
as well as cover other expenses associated with managing books for 3 months.”, 
Alex Rhodes seconded
   - 3 For, Luke Olsen and Davidson abstained, motion passes

Next Meeting July 24, 14:00

18:14 Meeting adjourned

Approved Spending Tracking

Journal entry 593581 in QBO:

• Increase wood shop monthly to $1200
• Stop web hosting monthly
• Increase infrastructure monthly to $1500
• Increase automotive monthly to $500
• Initiate 3D fab monthly at $150
• $420.10 to infrastructure from internet monthly
• $540.18 to infrastructure from web hosting monthly
• $632.51 to electronics from amateur radio
• $2150 to wood shop from general fund
• $1500 to science from general fund
• $1300 to automotive from general fund
• $1575 to finance from general fund
• $800 to finance from general fund
• $4500 to finance from book keeper fund

Approved spending from general fund:

• Adobe Creative Cloud subscription
• Air conditioning repairs up to $2000