Board of Directors Meeting 20170825
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 Volunteer Appreciation Dinner (Kris Anderson)
- 5.2 Presentation and discussion of DMS Accounting and Recommendations
- 5.3 Allocate funding for on-site bookkeeper (Brian Davis)
- 5.4 Contract for new CPA firm (Brian Davis)
- 5.5 Banking (Brian Davis)
- 5.6 Establish a Reserve Fund
- 5.7 Calendar Software revisions
- 5.8 Designate Alex Rhodes as representative of the Board for discussions with present and future Makerspaces.(Brian Davis)
- 5.9 Adopt Privacy Policy complying with State and Federal Law and protecting members Personally Identifiable Information.(Brian Davis)
- 5.10 Rule change to help DMS Members access tools (Frank Lima)
- 5.11 Rule change for DMS-owned tools which require training (Zach Metzinger)
- 5.12 Hatcher's Casting Equipment (Nick Sainz)
- 5.13 Support Laser Area Improvements (Merissa Green)
- 5.14 Parking Lot Pressure Washing (Robert Davidson)
- 5.15 Assign tools a rating and work to open access to tooling(Alex Rhodes)
- 6 Minutes
- 7 Action Items
Time, location
August 25th, 2017 at 19:00hrs (7:00pm) at the Dallas Makerspace in the Lecture Hall
Prior minutes
Board_of_Directors_Meeting_20170716#Minutes
Financial Statement
Balances as of 08/25/2017 5:45pm
Checking $356,263.41 Savings $ 73,537.22 Total $429,800.63
July 2017
Income $34,182.49 (Dues $33,213.14. Suspect that Paymentech income has not be reconciled yet) Expenses $41,293.00 (Operating $12,940.14) NET $-7,110.51
Proposed Spending
4.1 $10,000 Continued funding for Vacuum Former (Axeonos) 5.1 $ 1,500 Volunteer Appreciation Dinner (Kris Anderson) 5.7 $ 5,000 Calendar Software revisions 5.12 $ 500 Hatcher's Casting Equipment (Nick Sainz) 5.14 $ 445 Parking Lot Pressure Washing (Robert Davidson) ---- $17,445 Total
| Committee Balances | ||
|---|---|---|
| Committee | Balance | Notes |
| 3D Fabrication | $10,977.75 | |
| Auto | $4,807.03 | |
| Auto Sports | $3,000.00 | |
| Blacksmithing | $7,831.39 | |
| Classroom | $6,759.57 | |
| Creative Arts | $17,135.57 | |
| Digital Media | $3,087.41 | |
| Electronics | $2,917.76 | |
| Finance | $4,223.97 | |
| Fired Arts | $2,006.51 | |
| Hatchers | $238.92 | |
| Infrastructure | $35,158.24 | |
| Jewelry | $2,236.82 | |
| Laser | $23,392.92 | |
| Logistics | -$3,363.23 | |
| Machine Shop | $6,081.57 | |
| Metal Shop | $13,022.81 | |
| Public Relations | $8,943.63 | |
| Radio Control | $463.74 | |
| Science | $1,663.23 | |
| Vector | $1,176.93 | |
| Vintage Computer | $339.68 | |
| Wood Shop | $7,543.07 | |
| TOTAL | $159,645.29 | |
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".
Request for Vacuum Former (Axeonos)
Problem: DMS members are requesting a vacuum former for their use. In the past, the DMS has had the use of various vacuum formers that were either "hobby" built or lent to the space for a limited period of time. This approach often prevented members from completing projects because the vacuum former would either break down or be removed by the owner after a period of time. Of major concern was that fact that it was not possible to conduct classes on a regular basis because of the "temporary" nature of its usability in the space.
Solution: The only viable solution to this problem is to invest in a robust commercially built vacuum former. After extensive research it is being recommended that a unit that is MakerSpace friendly to the new inexperience member, is the best option. At $14,694: Total Machine + Accessories this unit is mostly automatic, has many built in safety feature, and produces a consistent quality product is far superior to a cheaper unit that requires a much higher learning curve and is not as safe. The least expensive route would require buying multiple parts from different vendors and the requirement to piece together a working vacuum former. Floor space in the warehouse, next to an electrical outlet, single phase 220, is also being requested for this machine.
Relevance: Staying in line with the mission statement of the Dallas MakerSpace, this purchase would inspire, attract and educate the current members and help attract new members. Of most importance is the fact that this machine would be universally relevant to all committees at the MakerSpace.
Update: in the board meeting on 6/23/17 we were given a deal, provided we work off our end we are asking for another 10,000.00 this month for our vacuum former. Mitch Cerroni states he shall be working on the Moodle for 3d fab and formlabs printer. provided we keep our end of the deal the board should acknowledge and deliver their side as well, come meeting we shall discuss where we are at.
/ Mitch has been hard at work and will have it ready and rolled out at the meeting
New Business
Volunteer Appreciation Dinner (Kris Anderson)
Problem: In an all volunteer organization keeping up moral of the amazing volunteers by showing them appreciation is imperative to keep DMS running.
Solution: Provide a Volunteer Appreciation Dinner as a thank you from DMS
Relevance: Recognizing the work of volunteers is crucial for any organization that wants to retain its volunteers and attract new ones.
According to the IRS there is no tax problem when a volunteer is given rewards of nominal value such as free food and drink at a thank-you party or a certificate of appreciation. I suggest an informal barbeque in the fall with DMS to pay $10 per person with a maximum of $1500.
Presentation and discussion of DMS Accounting and Recommendations
Brian Davis will provide a presentation discussing findings related to his recent survey of our accounting system, along with recommendations for needed changes.
Allocate funding for on-site bookkeeper (Brian Davis)
Problem: Our existing contract with PSK included too few hours to meet our needs, and as a result, Our books are chronically out of date.
Solution: Hire a contract bookkeeper, increasing hours and duties
Relevance:State Law and the IRS require us to keep accurate books as a condition of our 501(c)3
This person would be a 1099 contractor, and, under the supervision of a CPA, would work at the Space for 10-16 hours weekly. Duties would include data entry, accounts payable, reconciling accounts, paying all bills, reviewing expenses, record cleanup in 2017 closeout books, and other duties as the Board sees fit to assign. Allocate an hourly rate, and a "not to exceed" amount of monthly hours after discussion.
Contract for new CPA firm (Brian Davis)
Problem: Our existing contract with PSK includes too few hours, and PSK does not specialize in working with Non-profits. We also need an overhaul of the design of our system, including a likely change to fund-based accounting. Other needs as discussed in presentation.
Solution:Solicit quotes from CPA firms specializing in Non-profit work
Scope of engagement includes reviewing our financial needs, re-designing our books system, and providing several accurate reports, including P&L. Statement of Cash Flows, balance sheet, and committee balance. Provide oversight for on-site bookkeeper. Complete 990 tax form and annual report annually. Provide guidance and suggestions for budgeting and inventory.
Banking (Brian Davis)
Problem: Our current bank account structure does not earn much interest, and it's structure does not effectively support our needs. We have also now exceeded FDIC limits on our primary checking account.
Solution:Designate Brian Davis and Robert Davidson to research and establish an appropriate banking structure, after receiving expert advice from various sources. Bring recommendation to the Board for final action in September.
Establish a Reserve Fund
Problem: Various financial requirements and best practices require the creation of a dedicated Reserve fund to cover operations during a shortfall in revenue.
Solution:Establish a 60 day reserve fund in a stand-alone interest bearing account.
RelevanceNeeded to protect our ability to educate and have a place to do it.
Maintaining a couple of months of expenses, is just good practice. Revenues can and do fluctuate, and emergencies, lawsuits, and unexpected costs happen. This fund would be dedicated exclusively to keeping the doors open during a shortfall in revenue or equity. Recommend establishing the fund with the contents of the current savings account, and sizing it based on the past quarters monthly expenses.
Calendar Software revisions
Problem: Transactions arriving from card processing by Braintree are not tagged in a way that permits us to categorize and classify the transactions in Quickbooks, resulting in a large amount of revenue which is difficult to assign to the correct account and class.
Solution: Engage a developer to modify the Calendar software to use the Braintree API to auto-class the incoming transactions. Authorize Alex Rhodes to negotiate, scope, and engage a developer to ensure that incoming transactions from Braintree are properly categorized and classed in Quickbooks. Authorize an amount not to exceed $5000 to perform this work.
Designate Alex Rhodes as representative of the Board for discussions with present and future Makerspaces.(Brian Davis)
Problem: We have no dedicated spokesman to serve as Ambassador/Advisor to other Makerspaces, resulting in confusion
Solution: Designate an official contact and representative for inter-space communications
Alex has had long experience working with existing or nascent Makerspaces, and is the best choice to represent the Board. Alex has the judgement needed to understand when a request or issue needs a Board action or consensus, and the experience to provide leadership to the process.
Adopt Privacy Policy complying with State and Federal Law and protecting members Personally Identifiable Information.(Brian Davis)
Problem: Our bylaws contain statements like "shall make all books and records of the corporation available" which no longer comply with Texas or Federal law, and which do not protect our members from mis-use of their personal information.
Solution: Adopt a policy which complies with the law, and clarifies what will not be provided, to wit:
Privacy Policy
It shall be the policy of the Dallas Makerspace to comply with all laws, whether Federal, State, or Local, with respect to the display, discussion, or provision to any party, formation which identifies an individual or provides sensitive personal information, as a result of any otherwise legal request. This includes all information as identified by Section 521 of the Texas Business and Commerce code. In addition, the Dallas Makerspace will not provide or display any information which may subject a member to fraud, identity theft, harassment, or provide a means for subjecting the member to increased risk of fraud, identity theft, or which may enable another person to engage in Internet fraud or attack, or may enable another to identify, contact, or distinguish any member, without the express written consent of the member(s) owning the data.Various systems and tools, including forums, are structured in such a way that certain types of communications, actions, or stored information are represented as private, or require enhanced access to see. This would include items such as private messages, user data, or user actions, and other functions where a user's actions are not routinely visible, and where a user may feel a reasonable expectation of privacy. It is the Policy of the Dallas Makerspace that such items are not "books and records", and therefore such items will not be available for inspection or disclosure request under the terms of our by-laws and applicable law.
Various members of the Dallas Makerspace, acting within their capacity as officers or assigns, may access such information only to the extent necessary to perform their job function, on a need to know basis, and subject to the absolute prohibition on the provision of any information covered by this policy, to any other person or entity, without the explicit written permission of the Board of Directors.
The Dallas Makerspace will comply with requests lawfully made by a court of competent jurisdiction.
The Dallas Makerspace will provide Name and Physical Address of Voting members upon reasonable requests.
Rule change to help DMS Members access tools (Frank Lima)
Problem: As the DMS has grown and acquired more tools bearers to tool acces have been added. The training requirement many committees have placed on tools, though well intentioned, has resulted in many tools becoming difficult if not impossible for new members to use. This is in part due to the inconsistency of the training classes offered. Another part of this issue is that many tools that have been placed under a training requirement only require minimal training that can be done independently without supervision. In order to solve these issue I propose the following rule change:
Solution: Add the following rule to the Committees section
"11. Equipment which requires training before use must have at least one class with a minimum of six student spots available (not necessarily filled) per month or a completely independent training class available to all members (ie. Moodle). If this requirement is not met, then the committee must either permanently remove the training requirement for the tool or the Committee is barred from spending any committee funds until a training class meeting aforementioned requirements is offered. If all training spots are unfilled after the class has been available for members to sign up for a minimum of 72 hours the class may be cancelled 24 hours before the class starts, meeting the training requirement for that month. Specific tools may be excepted from these requirement by unanimous consent of the Board of Directors, all exemptions expire 6 months after being granted."
Relevance: The Dallas Makerspace educates by helping Members make wonderful things. Member are unable to create wonderful things when onerous barriers to access necessary tools are erected.
Rule change for DMS-owned tools which require training (Zach Metzinger)
(This agenda item is very similar to Frank's, but with more dire consequences for non-compliance.)
Problem: There are DMS-owned tools which have been designated as needing training, but no volunteers have been teaching those classes. Volunteers are scarce, due to the not-my-problem mindset; Once a member is trained on a tool, they have little incentive to pass that knowledge onto others. Unless, by not choosing to volunteer, they risk the loss of the tool themselves. Committees should carefully consider whether or not a tool requires training and, if so, how detailed that training should be.
Solution: Any DMS-owned tool which requires training must have either a self-paced training course, readily available with automatic authorization at the end of the course, or at least one training class on the calendar per month, with a minimum of six open seats for that class. Should there be no students signed up for that class prior to 24 hours before the class, then the instructor, at his or her discretion, may cancel the class. If the aforementioned training is not provided, then the equipment is subject to immediate sale, donation, or other liquidation by a membership agent of the DMS Board of Director's choosing, without recourse by the committee or chair presiding over said tool. The DMS BoD, at its discretion, may allow month-to-month exceptions for a specific tool under this rule, which must be made as a motion during the BoD meeting. Committees and chairs should be prepared to offer the BoD reasonable explanations as to the lack of training and corrective actions which will be taken so that training is available to the membership. Instructor illness or other exceptional circumstances should be taken into account by the BoD when granting training exceptions.
Relevance: #include <503_c_education.h> and we should not be taking up floor space for tools which only a handful of people are authorized to use.
Hatcher's Casting Equipment (Nick Sainz)
Problem: Hatcher's would like to split the expense of $500 worth of Bullet Casting equipment purchased for the committee.
The equipment was purchased from a new member of DMS and is valued well above the $500 price point. Hatcher's purchased 300 pounds of linotype lead, a casting pot, 45 acp molds including a custom hollow point mold valued more than $250 new, multiple mold handles, Bullet sizing dies, bullet sizing press, bullet lubricant, hardness test equipment, and other odds and ends needed for casting. Initially Hatcher's though they would be able to afford the full purchase out of committee funds after the AR Build class honorarium. But, confusion in accounting and available funds showed that we had less money than the previous report had shown.
We are using this equipment to round out our reloading options to include bullet casting. We are working on having a reusable curriculum within the committee for reloading and casting with the first reloading class happening in September and bullet casting class to follow in November. Axel is the member building this curriculum and is our in house expect on casting. Bullet casting not only teaches another skill, but also removes a barrier to reloading in we can start to produce our own bullets. They system is also expandable in the future to include many more calibers with the minimal cost of dies and molds while reusing the casting post, presses, hardness testers, ect.
Solution: Have the Board allocate $250 to Hatcher's to help add bullet casting capabilities to the committee.
Relevance: Increasing capabilities of the committee and further growth of educational curriculum.
Support Laser Area Improvements (Merissa Green)
Problem: The Laser Committee wants to increase and improve our capabilities, but has no space to grow.
Solution: Support the committee's plan to donate the Lasersaur to the Foothills Community Workshop and purchase new lasers to replace it. The Lasersaur has been a good laser and was a great example of a successful member build project, but it is underutilized and the committee would like to replace it with two new Thunder lasers. A quote has been received for $14,800 for two Nova 35 Thunder Lasers (130 Watt, 35.4"x23.6", including water chiller and shipping).
This would benefit the membership by helping cut down wait times to use the lasers. It would also mean common software, user interface, and replacement parts across most of the equipment. The committee has sufficient funds to purchase the lasers, but will need the Board's assistance on the customs paperwork and such.
The timing of the phasing out of the Lasersaur has worked out so that we can support another makerspace in a time of need. The Foothills Community Workshop, located in North Carolina, burned down and they are trying to get reestablished. We would plan removing the Lasersaur around the time of the new Thunders arriving.
Relevance: The lasers are some of the most used tools at the space. Increasing our capabilities will help better meet the needs of the membership.
Parking Lot Pressure Washing (Robert Davidson)
Problem: The parking lot has a substantial oil stans and paint stains and needs to be cleaned to keep us in good standing with the building owners.
Solution: Purchase Pressure washing services for $445. Allocate $445 to infrastucture for pressure washing.
Relevance: Keeping the building in good shape is part of good stewardship.
Assign tools a rating and work to open access to tooling(Alex Rhodes)
Problem: Some tools have been categorized as Training Required when really the threat of injury is minor or the threat to the tool is minimal.
Solution: Assign a tool 1 of 4 Categories. Add it to the tool page https://docs.google.com/spreadsheets/d/19JaY8YeTGNbuGu6igng5s32RmVwnbaIcIoJiUlYQN1Y/edit?usp=sharing
MASTER DEFINITIONS
RISK SCORE
| RISK Score | Title | Risk to people | Risk to property |
|---|---|---|---|
| 1 | NEGLIGIBLE (insignificant) | Hazard presents a minimal threat to safety, health of participants; Injuries or ailments not requiring medical treatment | <$100/instance to repair/replace |
| 2 | MINOR | May cause minor injuries or First Aid treatment. Stitches, localized 2nd degree burns. | <$500/instance to repair/replace |
| 3 | MODERATE | May cause serious injury causing hospitalization or multiple medical treatment cases. Broken bone, loss of a digit. | ~ $1000/instance to repair/replace |
| 4 | CRITICAL (Major) | May cause life threatening injury or multiple serious injuries causing hospitalization | Several $K or more to repair/replace |
| 5 | CATASTROPHIC | May result in death or multiple life threatening injuries | N/A |
FREQUENCY OF INCIDENT (untrained user)
| Score | Title | Probability | Description |
|---|---|---|---|
| 1 | 1 in 10,000-100,000 | Rare | May occur but only in exceptional circumstances |
| 2 | 1 in 1000-10,000 | Unlikely/Seldom | Could occur but doubtful |
| 3 | 1 in 100-1000 | Possible/ Occasional | Might occur at some time in the future |
| 4 | 1 in 10-100 | Likely | Will probably occur |
| 5 | >1 to 10 | Almost Certain / Frequent | Is expected to occur frequently |
TRAINING KEY
| G | GREEN-No Training Required
|
| Y | YELLOW- Precautions must be accepted
|
| O | ORANGE-Training Required
|
| R | RED- Hand on Training Required
|
Committees have 180 days to to make sure training is online or appropriate documentation is done for all tools. Any new tool will have 60 days to have the appropriate level of training. Any committee found in violation of this will not receive funds (outside of honorariums).
Example of a Yellow Tool Precautions list:
These precautions are essential to safe operation of the Babylock Embroidery Machine:
Injury prevention: Always raise the presser foot when you put your hands near the needle so you don’t run the needle through your fingers. It is easy to accidentally touch the STOP/START button while clipping threads or threading the needle but the machine will not start if the presser foot is raised.
Damage prevention: Do not prevent the embroidery arm from moving. Use only the 5”x7” hoop that was provided with the machine. Using a different size hoop can cause the machine to crash into the hoop and damage the machine.
Minutes
DALLAS MAKERSPACE BOARD OF DIRECTORS MEETING : Friday, August 25, 2017
MEETING CALLED TO ORDER 7:20 PM
====
IN ATTENDANCE
- Robert Davidson
- Brian Davis
- Kris Anderson
- David Kessinger
- Alex Rhodes
====
REVIEW TREASURER'S REPORT
====
PRIOR MINUTES PASSED WITH NO OBJECTION
Brian motion, Kris seconded, passed unanimously.
The April minutes have been corrected.
====
CONSENT AGENDA - UNANIMOUS CONSENT
No items passed by unanimous consent.
4.1 Request for Vacuum Former (Axeonos)
- AS WRITTEN: "The only viable solution to this problem is to invest in a robust
commercially built vacuum former. After extensive research it is being recommended
that a unit that is MakerSpace friendly to the new inexperience member, is the best
option. At $14,694: Total Machine + Accessories this unit is mostly automatic, has
many built in safety feature, and produces a consistent quality product is far
superior to a cheaper unit that requires a much higher learning curve and is not as
safe. The least expensive route would require buying multiple parts from different
vendors and the requirement to piece together a working vacuum former. Floor space
in the warehouse, next to an electrical outlet, single phase 220, is also being
requested for this machine."
- MOTION : "Authorize the final tranche toward the vacuum former raising the amount
to $6000 to include shipping costs.
- PROPOSED: Alex
- SECONDED: Kris
- Motion passed unanimously.
====
NEW BUSINESS
Brian Davis made his presentation about the Accounting Overhaul Program.
5.3 Allocate funding for on-site bookkeeper (Brian Davis)
- AS WRITTEN: "Hire a contract bookkeeper, increasing hours and duties"
- DISCUSSION
- David: Submit forms to the IRS.
- Alex: What are we looking at for bookkeeping, $500?
- Brian: 25 hours per month, maybe 20 hours per month.
- David: That is too low.
- Brian: Start with 30 hours; we can adjust it later.
- Alex: I would like to have the same person every week.
- Brian: I would like someone who understands us.
- David: And not a member.
- Robert: How much do we need to start? $10K?
- Brian: Start with an hourly rate.
- Robert: I propose $10K to start with a bookkeeper.
- David: At $30 per hour, that is over 300 hours.
- Brian:
- Frank Lima: I'm afraid that this is a backdoor way to getting an office manager.
- Brian: Put it in the job description - this is what you do and nothing else.
- Frank: This can open the door. We need to keep it in mind. The easiest check is
not being on site.
- David: We can do it like the Finance Committee does: meet here one day; the rest
can be done offsite.
- Brian: It is useful to have someone we can ask, but at the risk that time is spent
doing other than bookkeeping.
- Alex: Why does the Treasurer not act as the liasson, such as "Where is my
honorarium check?"
- Brian: This empowers the Treasurer.
- Cairenn Day: If this is on site, where are they going to be working?
- David: Use the Conference Room like the Finance Committee.
- Robert: How do we want to allocate funds to do this? $15K total?
- Alex: What does this cover?
- Robert: CPA and bookkeeping.
- Frank: How much of this can be automated?
- Robert: Square is decently integrated.
- MOTION : AS WRITTEN with $15K for implementing the new system.
- PROPOSED: Robert
- SECONDED: David
- Motion passed unanimously.
5.5 Banking (Brian Davis)
- AS WRITTEN: "Designate Brian Davis and Robert Davidson to research and establish an
appropriate banking structure, after receiving expert advice from various sources.
Bring recommendation to the Board for final action in September."
- DISCUSSION
- MOTION : "Brian and Robert research backing options."
- PROPOSED: Brian
- SECONDED: David
- 4 in favor; Robert abstains. Motion passed.
5.6 Establish a Reserve Fund
- AS WRITTEN: "Establish a 60 day reserve fund in a stand-alone interest bearing
account."
- DISCUSSION
- Brian: Research and set the amount to set aside for a reserve fund. Close the
savings account; the reserve fund is not to be touched except for emergencies.
- Brian: $75K is a good starting point.
- Frank Lima: So is this to close the saving account and transfer the funds to a
reserve fund?
- Brian: That is a good motion. Plus we place a restriction on the fund.
- Robert: The savings account has about 73K; we have it.
- Brian: We can stop transfers into it.
- David: We are moving in two years; we need to be putting money aside for that.
- Brian: We have to create another account for that.
- MOTION : "We establish a 60 day reserve fund with the current balance of the savings
account"
- PROPOSED: Brian
- SECONDED: David
- Motion passed unanimously.
5.7 Calendar Software revisions
- AS WRITTEN: "Engage a developer to modify the Calendar software to use the Braintree
API to auto-class the incoming transactions. Authorize Alex Rhodes to negotiate,
scope, and engage a developer to ensure that incoming transactions from Braintree
are properly categorized and classed in Quickbooks. Authorize an amount not to
exceed $5000 to perform this work."
- DISCUSSION
- Alex: Money may not be the issue, but the developer's time.
When we get money for a class, it is not currently tied to a committee. Braintree
associates funds to a class. Alex has to manually associate them to a committee;
this takes about 20 minutes a month.
The developer is currently wrapping up the W-9 implementation.
Not every issue in Github is high priority.
- Kris: There are many issues to be dealt with.
- David: Go with the original developer for continuity.
- Brian: Maybe take a holistic approach instead of just this one thing to include
other things.
- Alex: If we replace WHMCS and go with gym software, they have calendars. It will
be about $10K to add honorarium support to that.
- Kris: Maybe you can come back with a report.
- Alex: Nothing is perfect for us. I looked at 6 to 8 of them. They are about $400
per month. They track by fobs, etc.
- David: I like the ability to know when we are busy. How many members are actually
coming in? When do we need to throttle back on gaining new members.
- Frank Lima: How much would it cost to build it ourselves?
- David: What does WHMCS cost us?
- Stan Simmons: About $40 a month, plus it has to be babysat.
- Alex: If we do this, do we make it open source?
- Frank: Yes.
- David: We can see how many makerspaces want to get in on this.
- Alex: A lot of people use gym software. Nothing really fits our needs. Another
caveat is the way they handle family members.
- Kris: We should research this further.
- MOTION : "Table pending a presentation by Alex"
- PROPOSED: Brian
- SECONDED: Davis
- Motion passed unanimously.
5.8 Designate Alex Rhodes as representative of the Board for discussions with present
and future Makerspaces.(Brian Davis)
- AS WRITTEN: "Designate an official contact and representative for inter-space
communications
Alex has had long experience working with existing or nascent Makerspaces, and is
the best choice to represent the Board. Alex has the judgement needed to understand
when a request or issue needs a Board action or consensus, and the experience to
provide leadership to the process."
- DISCUSSION
- David proposed to create the position of Embassador and appoint Alex to the post.
- Frank Lima: I do not think this needs to be a position.
- David: This can simply be giving information.
- Kris: If we designate one person, we have one viewpoint. I would like more than
one viewpoint.
- Brian: He is representing the board. We need someone with the bonafides to
represent us, to give him status.
- MOTION : AS WRITTEN
- PROPOSED: Robert
- SECONDED: Kris
- 3 in favor; Alex and Kris abstains. Motion passed.
5.9 Adopt Privacy Policy complying with State and Federal Law and protecting members
Personally Identifiable Information.(Brian Davis)
- AS WRITTEN: "Adopt a policy which complies with the law, and clarifies what will
not be provided, to wit:
Privacy Policy
It shall be the policy of the Dallas Makerspace to comply with all laws, whether
Federal, State, or Local, with respect to the display, discussion, or provision to
any party, formation which identifies an individual or provides sensitive personal
information, as a result of any otherwise legal request. This includes all
information as identified by Section 521 of the Texas Business and Commerce code.
In addition, the Dallas Makerspace will not provide or display any information
which may subject a member to fraud, identity theft, harassment, or provide a means
for subjecting the member to increased risk of fraud, identity theft, or which may
enable another person to engage in Internet fraud or attack, or may enable another
to identify, contact, or distinguish any member, without the express written consent
of the member(s) owning the data.
Various systems and tools, including forums, are structured in such a way that
certain types of communications, actions, or stored information are represented as
private, or require enhanced access to see. This would include items such as private
messages, user data, or user actions, and other functions where a user's actions are
not routinely visible, and where a user may feel a reasonable expectation of
privacy. It is the Policy of the Dallas Makerspace that such items are not "books
and records", and therefore such items will not be available for inspection or
disclosure request under the terms of our by-laws and applicable law.
Various members of the Dallas Makerspace, acting within their capacity as officers
or assigns, may access such information only to the extent necessary to perform
their job function, on a need to know basis, and subject to the absolute prohibition
on the provision of any information covered by this policy, to any other person or
entity, without the explicit written permission of the Board of Directors.
The Dallas Makerspace will comply with requests lawfully made by a court of
competent jurisdiction.
The Dallas Makerspace will provide Name and Physical Address of Voting
members upon reasonable requests."
- DISCUSSION
- David: The Texas business code has rules for canvassing proxies. This
is important to counter the power of incumbancy.
- Brian: Maybe restrict that access to members.
- David: Once we set the date for the election, the statute kicks in.
- Brian: There does need to be fairness of campaigning.
- Kris read the attorney's opinion.
- David: That should be posted to the wiki.
- Brian: If we pierce the veil of attorney/client privilege, everything is
open.
- Brian: The policy says that we will protect what is required by law. It
is not specific. If we want to protect additional information, we will
need to act to do that.
- David: The law is specific about elections.
- Kris: I would like more time to study this.
- Brian: We must have a privacy policy; it is required by law. The only
thing the law does not cover is the expectation of privacy.
- David: Specifically about information for petitioning.
- Robert: Historically, we have always provided information about voting
members.
- Kris: Let's table this to the bottom of the agenda.
9:04 RECESS
9:19 BACK IN SESSION
- MOTION : AS WRITTEN with the added clause, "The Dallas Makerspace will
provide the name and physical address."
- PROPOSED: Brian
- SECONDED: David
- Motion passed unanimously.
5.10 Rule change to help DMS Members access tools (Frank Lima)
- AS WRITTEN: 'Add the following rule to the Committees section
"11. Equipment which requires training before use must have at least one
class with a minimum of six student spots available (not necessarily
filled) per month or a completely independent training class available to
all members (ie. Moodle). If this requirement is not met, then the
committee must either permanently remove the training requirement for the
tool or the Committee is barred from spending any committee funds until a
training class meeting aforementioned requirements is offered. If all
training spots are unfilled after the class has been available for members
to sign up for a minimum of 72 hours the class may be cancelled 24 hours
before the class starts, meeting the training requirement for that month.
Specific tools may be excepted from these requirement by unanimous consent
of the Board of Directors, all exemptions expire 6 months after being
granted."'
- DISCUSSION
- Robert: What committee is abusing the training requirement or honorarium?
- Alex: Vinyl cutter, button maker.
- Frank Lima: We need to future-proof against the incentive to cash in on
honorariums. Not every tool needs hands-on training.
- Brian: You are addressing a real problem. But are we addressing the
real problem or a symptom? Some tools are dangerous and can hurt people.
One area is welding - we have lots of demand and not enough classes.
- Alex: Even if a class can be offered every day on some tools, it should
still not require training. The problem with the proposal is the
burden to track it.
- Frank: It will be an uphill battle to update the tool matrix as we get
more tools. The calendar can flag the lack of classes and notify
procurement agents.
- Alex: That can hinder the use of the tools.
- David: A HAAS class had to be cancelled for family reasons, the Machine
Shop would have been shut down.
- Kris: We do not need to be punitive.
- Frank: There are special tools where the consequences are high and the
cost of tracking is low. Part of what we want is to get people to stop
requiring unnecessary training.
- Nick Silva: What do you want? Access or competency?
- Brian: It gets back to the source of the issue. Some want no
restrictions. Competency is our mission. With online training, what is
our value added over YouTube?
- Morgan Thomas: The benefit of online training offers a benefit when only
one person knows the tool and teaches the class. It takes the burden
off of that one person.
- Frank: I am hearing the sentiment that this rule is doing away with
classes. But it forces the question: can we provide the training?
Something has got to give.
- Kris: We are trying to locate trainers, such as for welding.
- Morgan: Maybe offer the classes in a different way for people who do not
want traditional training?
- Nick: This rule changes the role of the teacher from a volunteer to a
conscript. Teach or the committee suffers.
- Robert: We have two issues:
Some tools have ridiculous training requirements.
Not enough trainers. We have tried outside trainers.
- Alex: That provides an incentive to hold out for higher pay.
- Kris: The tool matrix can address some of these issues. Some people are
opposed to a check-out day in Woodshop. I don't know why.
- Alex: Competing speaking in the room.
- Brian: The problem may be not enough people in some committees.
- Kris: So we need to get the committees more motivated.
- Nick: Training by an expert does not get credit for training.
- Frank: That is a problem - that credit needs to be given correctly. Is
credit being given for the right reasons?
- Kris: Woodshop Basics is a problem, but they are teaching a lot of
classes. We are seeing lots of cancellations, but not about wasting
months of dues and not getting classes.
- Bill Gee: The problem is our own making. Some tools require too much
training and in the old days, a class is full when the room is full.
- Kris proposed tabling and acknowledging the effort Frank put forward
with his proposal.
- Alex: The carrot/stick of the tool matrix is something not clearly
specified.
- Kris: Can we put this on hold and implement the tool matrix?
- Brian: We can get committees started marking tools.
- Kris: Let's hang onto Frank's proposal for now.
- MOTION : no motion
5.11 Rule change for DMS-owned tools which require training (Zach Metzinger)
- AS WRITTEN: "Any DMS-owned tool which requires training must have either a
self-paced training course, readily available with automatic authorization
at the end of the course, or at least one training class on the calendar
per month, with a minimum of six open seats for that class. Should there
be no students signed up for that class prior to 24 hours before the class,
then the instructor, at his or her discretion, may cancel the class. If the
aforementioned training is not provided, then the equipment is subject to
immediate sale, donation, or other liquidation by a membership agent of
the DMS Board of Director's choosing, without recourse by the committee or
chair presiding over said tool. The DMS BoD, at its discretion, may allow
month-to-month exceptions for a specific tool under this rule, which must
be made as a motion during the BoD meeting. Committees and chairs should
be prepared to offer the BoD reasonable explanations as to the lack of
training and corrective actions which will be taken so that training is
available to the membership. Instructor illness or other exceptional
circumstances should be taken into account by the BoD when granting
training exceptions."
- DISCUSSION
Zach was not present to speak for the proposal.
- MOTION : Table
- PROPOSED: Brian
- SECONDED: Alex
- Motion passed unanimously to table.
5.15 Assign tools a rating and work to open access to tooling(Alex Rhodes)
- AS WRITTEN: "Assign a tool 1 of 4 Categories. Add it to the tool page"
Full text above.
- DISCUSSION
- Robert: The only thing that concerns me is the 16 years of age
enforcement.
- David: When Machine Shop bought the Sherlines, the committee decided to
let 16 year olds use them.
- Kris: I think you guys have done amazing work.
- Alex: We got some key people, but not overwhelming input.
- Brian: So committees cannot require training for yellows and greens?
- Alex: Yes.
- Brian: That is a big burden on Woodshop to create Moodle training for
each tool.
- Alex: 180 days is a lot of time.
- Brian: There is not much on Moodle now.
- Nick Silva: Going back to competency, I don't care about the machine;
I care about the people.
- Alex: I tried to get input up front to avoid changes.
- Kris: This looks ready to go.
- Alex: I would like more ideas. I am open on the time limits.
- Kris: We may need to reevaluate it as we implement it.
- Kris proposes accepting and going with it, but without the timeline.
- Alex: Start with green, yellow and red. Some reds can go orange later.
- Shirley Reeves: Development of the online course will take longer than
expected.
- Kris: Someone who wants to change a red to orange may have the incentive
to make the content.
- Robert: It will be hard to get a volunteer to do this. What would it
cost to have it done?
- Shirley: $100 to $150 an hour for an industrial designer. It takes about
60 hours to develop a 20 minute course.
- MOTION : "Start marking tools. If there is no online training, orange
tools are treated as red."
- PROPOSED: Alex
- SECONDED: Robert
- Motion passed unanimously.
Nick: What is the teeth if somebody uses tools without training?
Answer: Committee chairs have the power to ban a member from their areas.
5.12 Hatcher's Casting Equipment (Nick Sainz)
- AS WRITTEN: "Have the Board allocate $250 to Hatcher's to help add bullet
casting capabilities to the committee."
- DISCUSSION
- David: I would like to modify that to pay the full $500 because of their
inability to have classes due to BATF and other issues.
- MOTION : "Allocate $500 to pay for bullet casting equipment."
- PROPOSED: David
- SECONDED: Robert
- Motion passed unanimously.
5.13 Support Laser Area Improvements (Merissa Green)
- AS WRITTEN: 'Support the committee's plan to donate the Lasersaur to the
Foothills Community Workshop and purchase new lasers to replace it. The
Lasersaur has been a good laser and was a great example of a successful
member build project, but it is underutilized and the committee would like
to replace it with two new Thunder lasers. A quote has been received for
$14,800 for two Nova 35 Thunder Lasers (130 Watt, 35.4"x23.6", including
water chiller and shipping).
This would benefit the membership by helping cut down wait times to use
the lasers. It would also mean common software, user interface, and
replacement parts across most of the equipment. The committee has
sufficient funds to purchase the lasers, but will need the Board's
assistance on the customs paperwork and such.
The timing of the phasing out of the Lasersaur has worked out so that we
can support another makerspace in a time of need. The Foothills Community
Workshop, located in North Carolina, burned down and they are trying to get
reestablished. We would plan removing the Lasersaur around the time of the
new Thunders arriving.'
- DISCUSSION
- David: They must be 501(c)(3) and they pay the shipping. This is a
major capital asset going out.
- Robert: The Machine Shop donated the ENCO mill to another 501(c)(3).
- David: They were already functional. We do not know how long it will
take for this one to get going again.
- Brian: We want checks and balances for the disposal of assets.
- Alex: It does not need to go to the board, but it must be a public
venue.
- Brian: The board is responsible for the assets and should have a say in
the disposal.
- Kris: They (Laser Committee) are not asking for money.
- David: I am more concerned about property leaving us.
- Frank Lima: How much is Laser contributing?
- Alex: They have the money. They need help from the board to handle
customs paperwork.
- Brian: The board needs to be responsible for the buying and disposing of
assets.
- Kris: So if Creative Arts wants to get rid of something, they must come
to the board?
- Brian: Set a minimum dollar value.
- David: How to assess the value?
- Kris: We are sidetracked quite a bit here. Laser is asking whether they
can.
- David: They have to show a signed lease, prove they are a 501(c)(3) and
they pay for shipping.
- Kris asked Brian to come back with a proposed policy.
- MOTION : AS WRITTEN, plus require the recipient have a signed lease, prove
they are a 501(c)(3) and pay for shipping.
- PROPOSED: David
- SECONDED: Robert
- Motion passed unanimously.
5.14 Parking Lot Pressure Washing (Robert Davidson)
- AS WRITTEN: "Purchase Pressure washing services for $445. Allocate $445 to
infrastucture for pressure washing."
- DISCUSSION
- Frank Lima: Why don't we buy a pressure washer?
- Answer: We have no water out there.
- MOTION : AS WRITTEN
- PROPOSED: Brian
- SECONDED: Alex
- Motion passed unanimously.
5.1 Volunteer Appreciation Dinner (Kris Anderson)
- AS WRITTEN: "Provide a Volunteer Appreciation Dinner as a thank you from
DMS"
- Brian: It's a great idea. The picnic went well; the volunteers need to
be acknowledged.
- Kris: By the IRS, free food and drink is not a problem to recognize
volunteers.
- David: Many will bring family; volunteers are away from their families.
- Robert: I am concerned we are setting a precedent.
- Brian: This is well within our purview.
- Frank Lima: Can this be structured by asking for donations so that we
are not spending DMS funds?
- Kris: The people who would donate are the ones who volunteer.
- Nick Silva: Something like this is generally done at a general
membership meeting.
- Kris: I did not set a time. I have plenty of history to predict the
cost.
- DISCUSSION
- MOTION : AS WRITTEN
- PROPOSED: Brian
- SECONDED: Kris
- 3 in favor, Robert and Alex opposed. Motion passed.
SAFETY ISSUES
David: The air conditioner leaks are creating electrical hazards and slip and
fall dangers.
Kris: I spoke to the A/C people. Do we have a contract with them?
Alex: With Lex Air to change filters.
Brian: Are they showing up?
Stan Simmons: I don't know and I am not going up on the roof to check.
Kris: I asked for recommendations.
Brian: What about the bus?
Robert: It is moving; we have insurance on it. After some small repairs, it
will be ready for inspection.
Brian: It is an object of ridicule.
Kris: We will consider it later.
NEXT MEETING SCHEDULED FOR FRIDAY, 29 SEPTEMBER 2017 AT 7 PM
MEETING ADJOINED 11:10 PM
Action Items
| ! Status !! Item Description !! Responsible Party | ||
| [ X ] | Allocate $1,500 to PR for Volunteer Appreciation Dinner | Finance |
| [ X ] | Allocate $15,000 funding to finance for on-site bookkeeper | Finance |
| [ ] | Establish a 60 day reserve fund in a stand-alone interest bearing account | BoD |
| [ X ] | Allocate $500 to pay for bullet casting equipment | Finance |
| [ X ] | Allocate $445 to Infrastructure for pressure washing | Finance |
Quickbooks Journal Entry: BOD20170825
