Board of Directors Meeting 20191215

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The agenda for this meeting has been locked in accordance with the 48-hour policy. If you would like to add an item to the agenda, please negotiate with the Secretary.

Time, location

2019-12-15 15:00 Dallas Makerspace

Prior minutes

https://dallasmakerspace.org/w/index.php?title=Board_of_Directors_Meeting_20191117#Minutes https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20191214_Special_Meeting

Financial Statement

Financial Statement

Member Recognition and Complaints

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.

Andrew LeCody

Sponsor: Freddy Calvert

Recognition: Andrew LeCody provided invaluable assistance to Infrastructure, saving many hours solving a critical problem.

Dallas Stars

Sponsor: Julie Harris

Recognition: James Henningson, Adam Oas, JJ, Ken Purcell, Johnny Bluejacket played key roles in producing the DMS segment with the Dallas Stars that played on the jumbotron at a recent game and on the team’s social media feeds.

KidsQuest Grand Opening

Sponsor: Julie Harris

Recognition: Kevin Patel spearheaded the DMS initiative supporting Mesquite KidsQuest 2.0, generating positive publicity and a DMS plaque onsite.

DMS Initiatives

Sponsor: Julie Harris

Recognition: The following members have stepped up to support the organization: JJ (PR), Doug Emes (Education), Patrick Thomson (Volunteer Coordinator), Kendra (Member Services)

Odin Makes Collaboration

Sponsor: Julie Harris

Recognition: Max Kirkland demonstrated tremendous initiative in arranging a negotiation with Odin Makes, filming a YouTube video at the Dallas Makerspace with major co-branding for DMS

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 all 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".

A capital equipment form (listed at the bottom of the Finance forms list) is required for all equipment purchase or lease exceeding $1000 for which funds are requested from the Board in part or total, at least two weeks in advance of the board meeting.

Amend 2019-11-16 BoD Meeting Minutes

Sponsor: Erik Smith (on behalf of Doug Emes)

Problem: During the 2019-11-17 BoD meeting it was suggested that the 2019-11-16 BoD meeting minutes be amended

Solution: Amend 2019-11-16 BoD meeting minutes to include the following note

NOTE: This meeting was scheduled on the behalf of Stan Simmons, who was invited to attend in person, participate in a conference call, or explain his actions via email.  Stan declined to perticipate in the proceedings.

Simplify Storage Rules

Sponsor(s): Andrew LeCody

Problem: The storage rules reference "projects and materials", this may have led to misunderstandings that the rules only applied to projects/materials and not personal property in general.

Solution:

Replace Storage section with the following:

  1. The Dallas Makerspace is not a storage facility, personal property left at the space that does not follow these rules, will be considered donations.
  2. Personal property can only be stored in designated Project Storage Areas.
  3. Personal property stored in the Project Storage Areas must follow the rules and policies created by the Logistics Committee which may be changed at any time.
  4. Personal property may be stored elsewhere with the approval of a member of the Board or by a vote of the membership.
  5. Firearms, gunpowder, primers, and assembled ammunition cannot be stored at the Makerspace.
  6. All tools must be claimed by a committee. Committees are ultimately responsible for the maintenance, upkeep and training of tools.
  7. Personal property left outside of designated storage areas for more than 24 hours without permission from the Logistics committee will be considered abandoned and will be dealt with how the Logistics committee sees fit. Please ask for permission rather than forgiveness for storing unusual items.

Add Policies and Procedures for Purchasing Agents

Sponsor: Brad Sims- Treasurer

Problem: There exists only the policy loceted here: Procurement Agents#Duties as to how Procurement Agents are to execute their duties. This leads to confusion and non-uniform purchasing behavior. It also makes training difficult.

Solution: Adopt the set of policies located at: https://drive.google.com/file/d/1JKbTvyw3tGM1XN8hOCV1EhjdYy-UaqBH/view?usp=sharing, replacing the policies referenced here: Procurement Agents#Duties

Relevance: Clarify expectations, get better results.

Formalize Asset Disposal Policy

Sponsor: Brad Sims- Treasurer

Problem: The Rule for the disposal of DMS Assets are not clear, let's make them clear

Solution: Adopt the following policy to be placed in the Finance section of the Rules in the area deemed most appropriate by the Secretary:

Disposition of Assets

Any committee or group wishing to dispose of Assets belonging to DMS will submit to the Treasurer, no less than three days prior to the proposed disposition:

  • If in the case of Assets that are to be destroyed or thrown away, a list of the Assets and a statement that they hold no or de minimis value and stating that the effort of sale is unlikely to produce funds in excess of the costs of sale. Upon review, the Treasurer may inform the prospective disposer that the disposal shall be referred to the board. The Board will the review the proposal at its earliest convenience, but until such time, the items will not be disposed.
  • If in the case of assets that are to be sold, a list of the assets and a statement of where it is proposed they be sold or offered for sale as well as the asking price.
    • For items estimated to be worth, on an individual basis, not more than $1000 the Treasurer can approve or deny the proposed sale. In the case of denial he/she will inform the Board and the committee/group in writing of his/her reason for doing so and the committee or group may appeal the decision to the Board.
    • For items estimated to be worth, on an individual basis, more than $1000, the decision will be referred to the Board to approve or deny the sale. This decision shall be final.

For Items that have been approved for sale:

  1. They will be offered for sale to the public on internet sites generally known to facilitate the transaction of secondhand goods (e.g. Craigslist, Facebook Marketplace, etc.) or at such other public places as explicitly approved by the Treasurer.
  2. If offered for sale on an internet site, they will be listed for a minimum of 24 hours before any member of DMS is eligible to purchase and in no case will an offer from a DMS member lower than the then-listed asking price be considered.
  3. If sold through other venues (e.g. auction house, garage sale, consignment store, etc.) the membership will be treated exactly the same as the general public and will receive no preferential treatment whatsoever.
  4. Upon the sale of an item, the seller will complete a Bill of Sale, in the form approved by the treasurer; provide a copy to the buyer, and place the bill of sale and the funds generated in the finance box.

Relevance: Clarify expectations, get better results.

Appoint Chairs

Sponsor: Erik Smith, Secretary

Problem: Two Committee Chairs were not appointed in November

Solution: Appoint the following Chairs:

  • Ceramics: Brenda Villafuerte
  • Hatcher's: Matthew Hawes

New Business

Replace Fake Exploding Chinese GoPro stuff with Real Non Exploding GoPro stuff

Sponsor: Kevin Patel

Problem: The Yi cameras have been breaking and 4 batteries have exploded

Solution: Allocate $1825 one-time & $5/m stipend to Digital Media for GoPro Plus Subscription

  • Allocate $5/month stipend GoPro Plus subscription under [email protected] gopro account which gives 50% off accessories, unlimited cloud video storage and no questions asked replacements on everything https://gopro.com/en/us/shop/subscription/gopro-plus-monthly-subscription/GoProPlusMonthly.html
  • $1200 - 4 x $300 - Trade in 4 Yi cameras for $400 credit on 4 x GoPro Black 8 https://gopro.com/en/us/shop/tradeup
  • $80 - 2 x $40 - Microphone Media mod
  • $50 - 2 x $25 - Light Mod
  • $35 - 1 x $35 3-way (Grip, Arm & Tripod)
  • $30 - 1 x $30 Max long tripod stand
  • $40 - 2 x $20 Short stand
  • $100 - $25 - 4 x Dual Battery charger + extra battery
  • $40 - 1 x Remote
  • $50 - 2 x $25 - Case
  • $100 - 4 x $25 - Memory Card
  • $100 - Misc - eg. Memory Card Readers & USB C Cables

Relevance: Physical Safety (Battery Explosions), Eliminate video stabilization issues, Significantly increase video recording capabilities, Relieve checkout burden on the Sony a7iii camera. Add night/low light/event video capabilities. Normally $2750

Permission to sell Surplus Woodshop Equipment

Sponsor: Woodshop , Mike Jury

Problem: Surplus Woodshop in 102

Solution: Permission to sell surplus equipment

Relevance: Rather than just toss the equipment in the dumpster, Woodshop would like to sell the surplus equipment. The sale process is to make it available to members, the online, then reduce prices, if still here junk.

Emergency Items

Items requiring immediate action by the BoD for safety.

Set Next BoD Meeting

Minutes

====
15:00 CALL TO ORDER


====
ATTENDANCE
- Scott Blevins
- Julie Harris
- James Henningson 
- Ken Purcell


====
PRIOR MINUTES

- MOTION: APPROVE PRIOR MINUTES
  - Proposed by: Scott
  - Seconded by: James
- VOTE
  - In Favor: Unanimous
  - Opposed: 
  - Abstained: 
- MOTION PASSED


====
FINANCIAL STATEMENT

Delivered by Brad Sims, Dallas Makerspace Treasurer


====
MEMBER RECOGNITION

4.1	Andrew LeCody
- AS WRITTEN: Andrew LeCody provided invaluable assistance to Infrastructure, saving many hours solving a critical problem.
- NOTE: Resolved a longstanding issue with the waiver system.

----
4.2	Dallas Stars
- AS WRITTEN: James Henningson, Adam Oas, JJ, Ken Purcell, Johnny Bluejacket played key roles in producing the DMS segment with the Dallas Stars that played on the jumbotron at a recent game and on the team’s social media feeds.

----
4.3	KidsQuest Grand Opening
- AS WRITTEN: Kevin Patel spearheaded the DMS initiative supporting Mesquite KidsQuest 2.0, generating positive publicity and a DMS plaque onsite.

----
4.4	DMS Initiatives
- AS WRITTEN: The following members have stepped up to support the organization: JJ (PR), Doug Emes (Education), Patrick Thomson (Volunteer Coordinator), Kendra (Member Services)

----
4.5	Odin Makes Collaboration
- AS WRITTEN: Max Kirkland demonstrated tremendous initiative in arranging a negotiation with Odin Makes, filming a YouTube video at the Dallas Makerspace with major co-branding for DMS


====
CONSENT AGENDA

5.1	Amend 2019-11-16 BoD Meeting Minutes
- AS WRITTEN:
"
Amend 2019-11-16 BoD meeting minutes to include the following note
'
NOTE: This meeting was scheduled on the behalf of Stan Simmons, who was invited to attend in person, participate in a conference call, or explain his actions via email.  Stan declined to perticipate in the proceedings.
'
"

----
5.2	Simplify Storage Rules
- AS WRITTEN: 
"
Replace Storage section with the following:
'
1. The Dallas Makerspace is not a storage facility, personal property left at the space that does not follow these rules, will be considered donations.
2. Personal property can only be stored in designated Project Storage Areas.
3. Personal property stored in the Project Storage Areas must follow the rules and policies created by the Logistics Committee which may be changed at any time.
4. Personal property may be stored elsewhere with the approval of a member of the Board or by a vote of the membership.
5. Firearms, gunpowder, primers, and assembled ammunition cannot be stored at the Makerspace.
6. All tools must be claimed by a committee. Committees are ultimately responsible for the maintenance, upkeep and training of tools.
7. Personal property left outside of designated storage areas for more than 24 hours without permission from the Logistics committee will be considered abandoned and will be dealt with how the Logistics committee sees fit. Please ask for permission rather than forgiveness for storing unusual items.
'
"

----
5.3	Add Policies and Procedures for Purchasing Agents
- AS WRITTEN: 
"
Adopt the set of policies located at: https://drive.google.com/file/d/1JKbTvyw3tGM1XN8hOCV1EhjdYy-UaqBH/view?usp=sharing, replacing the policies referenced here: Procurement Agents#Duties
"

----
5.5	Appoint Chairs
- AS WRITTEN:
"
Appoint the following Chairs:
Ceramics: Brenda Villafuerte
Hatcher's: Matthew Hawes
"

----
MOTION: Pass CONSENT AGENDA 5.1, 5.2, 5.3, 5.5 items as written
  - Proposed: Scott
  - Seconded: James
- VOTE
  - In Favor: Unanimous
  - Opposed: 
  - Abstained: 
- MOTION PASSED

====
NEW BUSINESS

5.4	Formalize Asset Disposal Policy
- AS WRITTEN: 
"
Adopt the following policy to be placed in the Finance section of the Rules in the area deemed most appropriate by the Secretary:
'
Disposition of Assets

Any committee or group wishing to dispose of Assets belonging to DMS will submit to the Treasurer, no less than three days prior to the proposed disposition:

* If in the case of Assets that are to be destroyed or thrown away, a list of the Assets and a statement that they hold no or de minimis value and stating that the effort of sale is unlikely to produce funds in excess of the costs of sale. Upon review, the Treasurer may inform the prospective disposer that the disposal shall be referred to the board. The Board will the review the proposal at its earliest convenience, but until such time, the items will not be disposed.
* If in the case of assets that are to be sold, a list of the assets and a statement of where it is proposed they be sold or offered for sale as well as the asking price.
**For items estimated to be worth, on an individual basis, not more than $1000 the Treasurer can approve or deny the proposed sale. In the case of denial he/she will inform the Board and the committee/group in writing of his/her reason for doing so and the committee or group may appeal the decision to the Board.
**For items estimated to be worth, on an individual basis, more than $1000, the decision will be referred to the Board to approve or deny the sale. This decision shall be final.
For Items that have been approved for sale:
1. They will be offered for sale to the public on internet sites generally known to facilitate the transaction of secondhand goods (e.g. Craigslist, Facebook Marketplace, etc.) or at such other public places as explicitly approved by the Treasurer.
2. If offered for sale on an internet site, they will be listed for a minimum of 24 hours before any member of DMS is eligible to purchase and in no case will an offer from a DMS member lower than the then-listed asking price be considered.
3. If sold through other venues (e.g. auction house, garage sale, consignment store, etc.) the membership will be treated exactly the same as the general public and will receive no preferential treatment whatsoever.
4. Upon the sale of an item, the seller will complete a Bill of Sale, in the form approved by the treasurer; provide a copy to the buyer, and place the bill of sale and the funds generated in the finance box.
'
"
- MOTION: 
"
Adopt the following policy to be placed in the Finance section of the Rules in the area deemed most appropriate by the Secretary:
'
Disposition of Assets

Any committee or group wishing to dispose of non-consumable Assets belonging to DMS will submit to the Treasurer, no less than three days prior to the proposed disposition:

* If in the case of Assets that are to be destroyed or thrown away, a list of the Assets and a statement that they hold no or de minimis value and stating that the effort of sale is unlikely to produce funds in excess of the costs of sale. Upon review, the Treasurer may inform the prospective disposer that the disposal shall be referred to the board. The Board will the review the proposal at its earliest convenience, but until such time, the items will not be disposed.
* If in the case of assets that are to be sold, a list of the assets and a statement of where it is proposed they be sold or offered for sale as well as the asking price.
**For items estimated to be worth, on an individual basis, not more than $1000 the Treasurer can approve or deny the proposed sale. In the case of denial he/she will inform the Board and the committee/group in writing of his/her reason for doing so and the committee or group may appeal the decision to the Board.
**For items estimated to be worth, on an individual basis, more than $1000, the decision will be referred to the Board to approve or deny the sale. This decision shall be final.
For Items that have been approved for sale:
1. They will be offered for sale to the public on internet sites generally known to facilitate the transaction of secondhand goods (e.g. Craigslist, Facebook Marketplace, etc.) or at such other public places as explicitly approved by the Treasurer.
2. If offered for sale on an internet site, they will be listed for a minimum of 24 hours before any member of DMS is eligible to purchase and in no case will an offer from a DMS member lower than the then-listed asking price be considered.
3. If sold through other venues (e.g. auction house, garage sale, consignment store, etc.) the membership will be treated exactly the same as the general public and will receive no preferential treatment whatsoever.
4. Upon the sale of an item, the seller will complete a Bill of Sale, in the form approved by the treasurer; provide a copy to the buyer, and place the bill of sale and the funds generated in the finance box.
'
"
  - Proposed: James
  - Seconded: Ken
- VOTE
  - In Favor: Unaimous
  - Opposed: 
  - Abstained: 
- MOTION PASSED

----
6.1	Replace Fake Exploding Chinese GoPro stuff with Real Non Exploding GoPro stuff
- AS WRITTEN:
"
Allocate $1825 one-time & $5/m stipend to Digital Media for GoPro Plus Subscription

* Allocate $5/month stipend GoPro Plus subscription under [email protected] gopro account which gives 50% off accessories, unlimited cloud video storage and no questions asked replacements on everything https://gopro.com/en/us/shop/subscription/gopro-plus-monthly-subscription/GoProPlusMonthly.html
* $1200 - 4 x $300 - Trade in 4 Yi cameras for $400 credit on 4 x GoPro Black 8 https://gopro.com/en/us/shop/tradeup
* $80 - 2 x $40 - Microphone Media mod
* $50 - 2 x $25 - Light Mod
* $35 - 1 x $35 3-way (Grip, Arm & Tripod)
* $30 - 1 x $30 Max long tripod stand
* $40 - 2 x $20 Short stand
* $100 - $25 - 4 x Dual Battery charger + extra battery
* $40 - 1 x Remote
* $50 - 2 x $25 - Case
* $100 - 4 x $25 - Memory Card
* $100 - Misc - eg. Memory Card Readers & USB C Cables
"
- NOTES: Accessory pricing above is contingent upon GoPro plus subscription, trade-in is limited duration
- MOTION: Allocate $1400 to Digital Media Committee for the purpose of procuring cameras and camera accessories
  - Proposed: James
  - Seconded: Julie
- VOTE
  - In Favor: Unanimous
  - Opposed: 
  - Abstained: 
- MOTION PASSED

----
6.2	Permission to sell Surplus Woodshop Equipment
- AS WRITTEN: "Permission to sell surplus equipment"
- MOTION: Dismiss
  - Proposed: Scott
  - Seconded: James
- VOTE
  - In Favor: 
  - Opposed: 
  - Abstained: 
- MOTION DISMISSED


====
EMERGENCY BUSINESS

[no emergency business]


====
NEXT MEETING 2020-01-12 15:00


====
MEETING ADJOURNED 15:55

Action Items

Status Item Description Responsible Party
[X] Update 2019-11-16 BoD Meeting Minutes Secretary
[X] Update Storage Rules Secretary
[X] Add Policies and Procedures for Procurement Agents Secretary
[X] Update Chairs Secretary
[X] Add Asset Disposal Policy Secretary
[ ] Allocate $1400 to Digital Media Finance
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