Board of Directors Meeting 20181015

Time, location

20181015 19:00 Dallas Makerspace

YouTube Live Link

https://www.youtube.com/c/DallasmakerspaceOrg/live

Prior minutes

https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20180917

Financial Statement

Dallas Makerspace
Profit and Loss
January 1, 2018 through October 15, 2018
	Total
Total Income	$ 799,314.15
Total Cost of Goods Sold	$ 4,442.77
Gross Profit	$ 794,871.38
Total Expenses	$ 546,216.11
Net Operating Income	$ 239,462.98
Total Other Expenses	$ 9,192.29
Net Other Income	-$ 9,192.29
Net Income	$ 239,462.98
Monday October 15, 2018

3D Fabrication	Automotive	Blacksmithing	Classroom	Competitive Robotics
7,814.68	10,359.39	2,243.63	2,328.72	1,000.00
Creative Arts	Digital Media	Electronics	EXPANSION	Financial
30,394.78	5,250.88	6,691.17	2,000.00	(30,191.82)
Fired Arts	Glassworks	Hatchers	Infrastructure	Jewelry
(878.95)	5,324.04	1,558.92	89,907.15	5,896.78
Laser	Logistics	Machine Shop	Metal Shop	Motorsports
62,637.91	21,229.94	18,497.76	27,227.61	5,036.70
PR	Printmaking	Radio Control	Science	Software Development
14,786.37	3,872.90	509.33	3,463.24	1,727.00
Vector	Vintage Computer	Wood Shop
2,837.66	687.57	29,301.74

Member Recognition

Member recognition (above and beyond) and member complaints will be considered before other business. This will allow members that are interested or involved with either to leave without having to sit thru the entire meeting.

Recognition for Josh Wims & Jayson Woods(Steve Blanchard)

Problem: Floors in the Purple Classroom, 3D Room and Electronics were dirty. The night before the Big Open House, these 2 guys went out and rented a floor buffer and worked until 3 am to get the floors looking excellent for the Open House.

Solution: Give them each 1 month scholarship from the Fellowship fund.

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 $200 or more must include a section on "Relevance to our tax exempt purpose".

Confirm committee chairs (Chris Marlow)

Problem: Committee Chairs must be appointed every 6 months per our rules

Solution: Appoint the following individuals:

• Each committee should add their information to this list, using this information:
• Committee name: Nominee name (the verb "elected" or "re-elected") date
• Infrastructure, Stan Simmons re-elected 9/19
• Jewelry & Small Metals, Joseph Lahoud re-elected 9/18
• Machine Shop, Nick Silva elected 9/22
• Printmaking, Mathew Mulherin re-elected 9/22
• Woodshop, Mark Salas elected 9/19
• Hatcher's Armory, Mike Cole re-elected 9/25
• 3D Fab, Jayson Woods, elected 10/4

Relevance: Not required. Does not require funds of $200 or more.

Appoint New Procurement Officer (Brenda Morlan Villafuerte)

Problem: Ceramics Chair needs the ability to purchase supplies and equipment for the maintenance and improvement of the committee.

Solution: Appoint Ceramics Chair, Brenda Morlan Villafuerte, as a procurement officer for DMS.

Relevance: To allow timely acquisition of tools and supplied for the Ceramics Department.

DMS Secretary responsible for maintaining Rules & Bylaws (Chris Marlow)

Problem: Numerous rule changes are proposed by Members and then resolved by the Board. These items are frequently resolved without adequate information to implement them into the Rules. Neither the rule authors nor the rule approvers are doing the implementation so any ambiguity cannot be easily resolved. Rule changes rely upon intermittent voluntary efforts for implementation.

Solution: Appoint the Secretary as the responsible party for maintaining the Rules and Bylaws. Specifically; insert into the first paragraph of Rules (entitled Rule and Policy Changes), as the second to the last sentence, "The DMS Secretary shall maintain the documented version of the official DMS Rules and Bylaws", before the sentence describing the summarized version.

Suggested motion: Move to appoint the DMS Secretary as the responsible party for maintaining the Rules and Bylaws. Implement in Rules as originally written.

Relevance: Not required. Does not require funds of $200 or more.

Re-enable Bitcoin donations for DMS (Corbin Perkins)

Problem: Bitcoin donations have been disabled for some time. As this technology gets more popular, DMS should take advantage of those willing to part with their hard earned satoshis.

Solution: Create a secure bitcoin wallet for DMS and have the public address available on the website. See talk post for more information https://talk.dallasmakerspace.org/t/bitcoin-donations-not-working/36566/3

Relevance: DMS can accept funds as donations and benefit financially from this low cost, alternative system.

Rules clarification - Classes & Events (Marlow)

Problem: Rules section on Events (currently numbered section 6) describes numerous stipulations for events. It appears that the original intent was for this section to also apply to classes but a more narrow interpretation of the word "event" causes confusion. Without this proposed change the only section in the Rules specifically addressing classes is the Honorarium section - which doesn't apply to all classes.

Solution: Replace the word "event" with the words "classes/events" in all relevant instances in this section. Specific instances are identified in the DETAILS subsection below.

Suggested motion: Replace the word "event" with the words "classes/events" as written in the agenda item.

Relevance: Not required. Does not require funds of $200 or more.

Details: Proposed additions are bold/italics

Classes & Events

1. Classes/Events must be on the official calendar to be considered scheduled. Adding classes/events to the calendar can be done from our calendar management system.
2. Scheduling of classes/events is done on a first-come basis, as determined by the calendar management system.
3. Scheduled classes/events should uphold our Mission Statement
4. Scheduled classes/events take priority over unscheduled classes/events.
5. (no changes required) Scheduling conflicts should be worked out peaceably by the affected parties. Disputes will be arbitrated by members of the board, or by the Board of Directors as a whole.
6. All classes/events must be sponsored by a current member, who must be present during the class/event.
7. (no changes required) Donations are encouraged but not required to hold events.
8. Guest access to the facility will be limited as required by the class/event.
9. Terms and Conditions for classes/events can be dictated and modified by the Board of Directors.

(sections 5, 7, 10 and 11 are unaffected)

Update of the Rules on payment for classes (Steve Blanchard) (removed)

Item removed at the request of Steve Blanchard.

Problem: What is allowable and not allowable for payments to instructors. We have instructors submitting a large variety of items for payment. Some of these are allowable and some are not. Also what is allowable for direct instructor payments, ie setting up a class for a fee at DMS.

Solution: This will clean up some of the gray areas that occur sometimes.

Relevance: All instructors and accounting

Rename and Re-purpose Classroom as Education Committee (john a gorman)

Problem: Classroom traditionally was just facilities. The role has grown.

Solution: Rename Classroom Committee the Education Committee

Relevance: The role has grown to encompass the Calendar Software for scheduling Classes, and serve as a focal point for both Teachers and Students. Education is the core of our mission. This change makes the connection clear.

Another benefit is it will encourage participation in the committee. The Training SIG has lost uhmphh. This provides a home for those interested in developing educators and for students seeking guidance.

Member Property (David Kessinger)

Problem: Property that is not identified does not give right to claim or take as own.

Solution: Motion as below:

Member Property

Member property, including food, brought to Dallas Makerspace belongs to the individual even in the absence of personal identification. Individuals are not free to take property as their own without the permission of the owner, unless intent to clearly abandon/giveaway is present and shown to be free for the taking: e.g. property is marked "Free” or “Help yourself” (or equivalent), on Member Exchange Shelf, or is in a trash container.

Dallas Makerspace or committees may require personal identification or marking (e.g. date/time, contact) in their rules, as posted on wiki, and may dispose of property on behalf of Dallas Makerspace for failure to be in compliance with those rules: e.g. unattended work left on work tables.

Disposition rules may not include “giving” to an individual.

Relevance: Items not identified or properly identified does not give members the right to claim property as their own.

Correction of Ceramics Committee Allocation (Chris Cooper)

Problem: At the 2017.11.19 Board Meeting, the Ceramics Committee (at the time Fired Arts) submitted a proposal for rebuild funds. The minutes were not accurately taken/posted post meeting which led to the funds never being allocated. The original agenda item was pulled from Consent Agenda, discussed, and unanimously approved at Level 1 and 2 for $5,895 (L3 was provided for informational purposes only). Repairing the minutes was discussed at a later Board meeting when we identified the cause but was still not fixed. This issue has been through many people's hands and it took some time to find the source of the problem.

Relevance: To correct a bookkeeping mistake on an agenda item approved by a former Board of Directors.

Solution: Allocate $5,895 to the Ceramics committee (instead of correcting the original minutes).

New Business

Set rules for proxy system for elections (Axeonos)

Problem: it has now become a way to win the vote is to get proxies enough so that people are not coming to the committee meetings. Winning the popular and by gaining favors or proxies it takes away from the amount of people that are not being heard.

Solution: I propose that we limit the amount of proxies that a person can have at 1 event or election for any running system of 10 people / proxies per person. I also suggest that if the person who is proxeed, and cannot make the meeting yet is part of that committee ( they have their name in the wiki) their vote is considered 2 votes for being in the committee. A person with enough proxies can be limited to 10 but with this system they would be considered 20 if all of their proxies were in the committee.

Relevance: to maintain fairness and above all else being good to each other. The committee itself has a voice that being the chairperson.

NB3 (Submitter)

Problem:

Solution:

Relevance:

Member Complaints

Complaint #1 (Steve Blanchard)

Problem: Membership complaint submitted on September 19, 2018, details will be added at the board meeting.

Solution:

Relevance:

Complaint #2 (Steve Blanchard)

Problem: Membership complaint submitted on October 7, 2018, details will be added at the board meeting.

Solution:

Relevance:

Emergency Items

Items requiring immediate action by the BoD for safety.

Minutes

==Minutes==
7:10PM Call to Order

Directors in Attendance
Kris Anderson
S Charles Baber
David Kessinger
Steve Blanchard
Luke Strickland (Telephone)

====
***MEMBER RECOGNITION***
 - Motion: Grant one month Maker Fellowship to Jayson Woods and Josh Wims
   - Proposed by David 
   - Seconded by Kris
 -Call for vote
   -  In favor Unanimous
   -  Opposed
   -  Abstain
   -  Motion Pass

***CONSENT AGENDA - DISCUSSION***

 - Motion: Approve the following consent agenda items as written.
 
 Confirm committee chairs (Chris Marlow)
 Appoint New Procurement Officer (Brenda Morlan Villafuerte)
 Rules clarification - Classes & Events (Marlow)
 Rename and Re-purpose Classroom as Education Committee (john a gorman)

   - Proposed by David 
   - Seconded by Kris
 -Call for vote
   -  In favor Unanimous
   -  Opposed
   -  Abstain
   -  Motion Pass


DMS Secretary responsible for maintaining Rules & Bylaws (Chris Marlow)
 - AS WRITTEN: 
    Appoint the Secretary as the responsible party for maintaining the Rules and Bylaws. Specifically; insert into the first paragraph of Rules (entitled Rule and Policy Changes), as the second to the last sentence, "The DMS Secretary shall maintain the documented version of the official DMS Rules and Bylaws", before the sentence describing the summarized version.
    Suggested motion: Move to appoint the DMS Secretary as the responsible party for maintaining the Rules and Bylaws. Implement in Rules as originally written.
 - Motion: Approve as written starting on November 1st 2018
   - Proposed by David
   - Seconded by Kris
 -Call for vote
   -  In favor Unanimous
   -  Opposed
   -  Abstain 
   -  Motion Pass

Re-enable Bitcoin donations for DMS (Corbin Perkins)
 - AS WRITTEN: Create a secure bitcoin wallet for DMS and have the public address available on the website. See talk post for more information https://talk.dallasmakerspace.org/t/bitcoin-donations-not-working/36566/3
 - TABLED: Tabled pending more information from Stan.


Member Property (David Kessinger)
 - AS WRITTEN:  
  Member Property

    Member property, including food, brought to Dallas Makerspace belongs to the individual even in the absence of personal identification. Individuals are not free to take property as their own without the permission of the owner, unless intent to clearly abandon/giveaway is present and shown to be free for the taking: e.g. property is marked "Free” or “Help yourself” (or equivalent), on Member Exchange Shelf, or is in a trash container.
    Dallas Makerspace or committees may require personal identification or marking (e.g. date/time, contact) in their rules, as posted on wiki, and may dispose of property on behalf of Dallas Makerspace for failure to be in compliance with those rules: e.g. unattended work left on work tables.
    Disposition rules may not include “giving” to an individual.

 - WITHDRAWN: David withdrew item from consideration.

Correction of Ceramics Committee Allocation (Chris Cooper)
 - AS WRITTEN: Allocate $5,895 to the Ceramics committee (instead of correcting the original minutes).
 - Motion: Allocate $5,700 to Ceramics Committee.
 - Notes: The discussion included removing any items that Glassworks now claims from the allocation.
   - Proposed by Kris
   - Seconded by Luke
 -Call for vote
   -  In favor Unanimous
   -  Opposed
   -  Abstain
   -  Motion Pass



**NEW BUSINESS**

Set rules for proxy system for elections (Axeonos)
 - AS WRITTEN:

    I propose that we limit the amount of proxies that a person can have at 1 event or election for any running system of 10 people / proxies per person. I also suggest that if the person who is proxeed, and cannot make the meeting yet is part of that committee ( they have their name in the wiki) their vote is considered 2 votes for being in the committee. A person with enough proxies can be limited to 10 but with this system they would be considered 20 if all of their proxies were in the committee.

 - WITHDRAWN: Withdrawn by Axeonos per discussion with David and Steve.

**MEMBER COMPLAINTS**
Complaint #1
 - AS WRITTEN: Andrew LeCody, Nicole LeCody, Pearce Dunlap, David Cotten vs Joe King
 - TABLED: The Board of Directors failed to notify Joe King of his official notice of complaint, so the hearing has been rescheduled until our Special Meeting on October 21st 2018. 

====

Next meeting set for 20181119

09:20PM Meeting called to close

Action Items

Status	Item Description	Responsible Party
[ ]	Allocate $5,700 to Ceramics Committee.	Finance