Board of Directors Meeting 20200216
Time, location
2020-02-16 15:00 Dallas Makerspace
Contents
Prior minutes
https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20200112#Minutes
https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20200122_Special_Meeting
Financial Statement
- https://dallasmakerspace.org/w/images/4/48/ProfitandLoss_Jan.pdf
- https://dallasmakerspace.org/w/images/c/cf/ProfitandLoss_1Jan-16Feb.pdf
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.
Old Business
Promote Tabletop SIG to committee status
Tabled at the 2020-01-12 meeting
ORIGINAL AGENDA ITEM
Sponsors: Doug Emes (Education Coordinator), Joe Mattes (SIG leader), Daniel Acosta (member), Mark Reynolds (member)
Problem: With the change of Education from committee to group, the SIG no longer has a host committee. The SIG has asked a couple committees, but none have accepted adoption. The SIG is thriving, and can support itself as its own committee.
Solution: Designate the pillar room as the new committee space for Tabletop, with the understanding that expansion will be shrinking the room with construction.
Relevance: Board must approve any space assignment changes.
Room Reallocation Agenda Item:
Problem: Orange and Pillar's ownership has been called into question since the exit of 3DFab & Creative Arts respectively.
Solution: Affirmatively transfer ownership of Orange and Pillar to the Education Group.
Tabletop SIG Promotion Agenda Item:
Problem: The Gaming SIG’s existence and ability to be "hosted" by a group has been questioned.
Solution: Re-classify Tabletop Gaming from SIG to Committee status
Tabletop Storage Agenda Item:
Problem: Tabletop Gaming needs more defined storage space besides a single locker.
Solution: Allocate linear footage from Pillar classroom along right side wall, and half of adjacent, not to extend farther than 30 inches into the interior, not block egress.
Tabletop Reservation Agenda Item:
Problem: Tabletop needs the ability to block reserve space.
Solution: Define a preferential reservation of Pillar room to be reserved by Tabletop, with that allocation being confirmed or cancelled at a 2 week interval, thus still providing a sufficiency of time for others to be able to normally reserve the space.
Relocate the Computing Committee area
Tabled at the 2020-01-12 meeting pending discussions with expansion regarding requirements for that room, infrastructure regarding workstations/IT requirements, and Education regarding the future computer lab.
ORIGINAL AGENDA ITEM
Sponsors: Raffi Rincon (Computer Committee Chair), Kevin Patel (Digital Media Chair), Art Givens (Electronics Chair), and Doug Emes (Education Coordinator)
Problem: The entry way location is not large enough to perform any classes, and only enough room for solo work by an individual. This prohibits collaboration. The orange classroom has become a storage location by default, and is otherwise still unused.
Solution: Designate the orange classroom as the committee area of the Computing Committee. Stipulate a 4 month probationary window for the committee to produce three separate training courses / and / or tracks.
- ) Apple iOS development and/or android development
- ) Introduction to PC components, troubleshooting, and building of machines.
- ) Computer Language programming courses
Once the probabtionary window has expired and been successfully met, the existing alcove space would be available. It is suggested it would belong to Digital Media.
Relevance: Board must approve any space assignment changes.
Computer Committee Agenda Discrete Item 5:
Problem: The Computer Committee has historically been challenged with delivery of objectives.
This is compounded by the fact that some activities are cart-before-the-horse without having resources.
Solution: Procure a lab of no less than six identical computer workstations, preferably eight to be used solely as learning stations. It is the intent of the OP to have a donation of eight i5 Dell laptops, with the same exact specifications. Barring that donation, we would be perusing the suppliers that infrastructure already uses.
Relevance: Hardware cost structure, and software licenses might surpass any committee chair direct authorization, and thus it is better to have BoD explicit approval.
Computer Committee Agenda Discrete Item 6:
Problem: DMS in the past has had 1 hour atomic intro to something classes, and 6+ month long programming classes. It has been a challenge to maintain those. It is even harder to reschedule them as they have been unique to the instructor.
Solution: Explicity define three separate “standardized” course plans for Computer Committee to host, to provide the “relevant makery” educational benefit to the space at large.
- Recurring quarterly introduction to smartphone application development. This would include a minimum of 8 classroom hours spread apart as the instructor(s) finds a reasonable stopping point.
- Monthly offered classes to cover general computing skills, and more importantly, how to utilize the various DMS computing resources. Note this is also intended to be made as an online resource before end of year 2020. Once published online, this sub item would be considered fully met.
- Programming language courses to be offered at least quarterly. The language made be independently chosen, but is strongly recommended to be within this subset: java, python, c. Substantive in classroom lecture time for these courses to be no less than eight hours, broken up as the instructor(s) finds a reasonable stopping point. Relevance: Obliterate all trace historical negative connotation of committee. This is the year 2020, the best year for the Dallas Makerspace.
Breach of Contract (Marlow)
Tabled at the 2020-01-12 meeting pending consultation with DMS legal counsel
ORIGINAL AGENDA ITEM
Sponsor(s): Chris Marlow
Problem: Per the legal advice of the Treasurer, the current Board refuses to honor the signed contract entered into by previous Board; specifically lifetime membership for Chris Marlow.
Discussion: Pending outcome of this meeting, legal action may be taken against each member of the Board and relevant officers. Specifics of this action will be identified in our discussion.
Suggest that DMS Board consider having their attorney present as the contract was approved by the DMS attorney.
Solution: Move to immediately approve lifetime membership for Chris Marlow per the signed contract.
Alternative Solution (Andrew LeCody): Dismiss this agenda item unless proof, in the form of valid and legal minutes from a duly held meeting, is produced showing that the contract was voted on and approved by the board. Article 11 of the bylaws requires the board of directors to authorize signing of contracts and an exhaustive search of the minutes from 2016 until the present returned no results related to this contract or any authorizations to sign contracts that appear to apply.
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.
JSM Lapidary Polishing Machine
Sponsor(s): Erik Smith (on behalf of JSM Committee)
Problem: JSM has approved the purchase of a Diamond Pacific lapidary polishing machine from committee funds
-Voted unanimously in favor of new purchase, up to $2700 for a Diamond Pacific lapidary polishing machine.
Solution: Approve this purchase in accordance with the Financial Policy Manual
Relevance: The committee has approved this purchase, presumably in furtherance of its mission
Laser Zing Portability Tools
Sponsor(s): Erik Smith (on behalf of Laser Committee)
Problem: Laser has approved the purchase of items necessary to make the Zing laser portable from committee fundsAllocate up to $3500 for the purchase of a Quatro SPH426, 1.5kVA Line Interactive, and cart to make Zing mobile. We intend to have this complete within 3 months
Proposed: Michael
Second: Josh
-8 in favor
-none opposedSolution: Approve this purchase in accordance with the Financial Policy Manual
Relevance: The committee has approved this purchase, in furtherance of its mission and to make the Zing portable for classes and PR purposes
Laser Epilog Fusion Pro 32
Sponsor(s): Erik Smith (on behalf of Laser Committee)
Problem: Laser has approved the purchase of a new laser cutter from committee fundsApprove up to $27,195.00 for the purchase of an Epilog Fusion Pro 32
Proposed: Michael
Second: Mary
-8 in favor
-none opposedSolution: Approve this purchase in accordance with the Financial Policy Manual
Relevance: The committee has approved this purchase, in furtherance of its mission
Backdrop Mount
Sponsor(s): Kevin Patel (on behalf of Digital Media)
Background: Digital Media needs a backdrop system to mount to the ceiling. Support cables have already been hung.
Problem: Digital Media asks BOD for purchases instead of receiving stipend
Solution: Approve up to $500 ($400 Expected)
Relevance: The committee has approved this purchase, in furtherance of its mission
New Business
Addition of Discounted Rates for Disabled
Sponsor(s): Erik Smith (on behalf of Lara Rosenblith)
Problem:The starving hacker rate was dissolved and replaced by a discount program for veterans, first responders, students and retired persons. These groups should all be able to provide documentation to prove they qualify for the discount, which is required before the new member will receive the discounted rate. We planned on including disabled to the discount program, but needed to determine a way to verify.
Solution: Approve the addition of disabled persons to the current discount rate plan. The applicant must provide a valid
Letter/Statement of Benefit from the Social Security Administration to receive the discount.
DMS Annual Meeting 2020 Election Plan
Sponsor(s): Erik Smith, Dallas Makerspace Secretary
Problem: At the January 12 2020 Board of Directors Meeting, the Board resolved:
The Dallas Makerspace 2020 Annual Member Meeting and elections for the Board of Directors shall be held April 10 2020, 7PM, at the Dallas Makerspace’s principal location. The Secretary shall be tasked with administering the election and will submit a plan for administering the election to the Board of Directors for approval prior to the March Board of Directors meeting.
Solution: The Secretary submits the following draft plan for administering the 2020 Annual Member meeting and elections:
https://dallasmakerspace.org/w/images/f/f5/DMS_Annual_Meeting_2020_Election_Plan_v4.pdf
Emergency Items
Items requiring immediate action by the BoD for safety.
Set Next BoD Meeting
Minutes
==== 15:04 ==== Attendance - Julie Harris - James Henningson - Ken Purcell - Brad Sims - Lara Rosenblith ==== MOTION: Approve Prior Minutes https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20200112#Minutes https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20200216_Special_Meeting - Proposed by James - Secondaed by Brad - Call for vote - In favor Unanimous - Opposed - Abstain - Motion Passed ==== Member Recognition and complaints - MOTION: Freddy Calvert would like to recognize Tim Bene and others for their 3+ weekends of sustained effort on the airline project - Proposed by Brad - Seconded by Ken - Call for vote - In favor Unanimous - Opposed - Abstain - Motion Passed ==== OLD BUSINESS ---- 4.1 Promote Tabletop SIG to committee status AS WRITTEN: Designate the pillar room as the new committee space for Tabletop, with the understanding that expansion will be shrinking the room with construction. - WITHDRAWN BY SPONSOR ---- 4.2 Relocate the Computing Committee area AS WRITTEN: " Designate the orange classroom as the committee area of the Computing Committee. Stipulate a 4 month probationary window for the committee to produce three separate training courses / and / or tracks. ) Apple iOS development and/or android development ) Introduction to PC components, troubleshooting, and building of machines. ) Computer Language programming courses Once the probabtionary window has expired and been successfully met, the existing alcove space would be available. It is suggested it would belong to Digital Media. " - WITHDRAWN BY SPONSOR ---- 4.3 Breach of Contract (Marlow) AS WRITTEN: Move to immediately approve lifetime membership for Chris Marlow per the signed contract. - Brad: We ran this by the attorney and have a memo advising us that in their opinion that the contract is invalid - MOTION: DISMISS - Proposed by Brad - Seconded by Julie -Call for vote - In favor Unanimous - Opposed - Abstain - Motion Dismissed ==== CONSENT AGENDA 5.1 JSM Lapidary Polishing Machine - AS WRITTEN: Approve this purchase in accordance with the Financial Policy Manual: "Voted unanimously in favor of new purchase, up to $2700 for a Diamond Pacific lapidary polishing machine." - Pulled for discussion: Brad - MOTION: AS WRITTEN - Proposed by James - Seconded by Brad -Call for vote - In favor Unanimous - Opposed - Abstain - Motion Passed ---- 5.2 Laser Zing Portability Tools - AS WRITTEN: Approve this purchase in accordance with the Financial Policy Manual "Allocate up to $3500 for the purchase of a Quatro SPH426, 1.5kVA Line Interactive, and cart to make Zing mobile. We intend to have this complete within 3 months" - Pulled for discussion: James - MOTION: AS WRITTEN - Proposed by James - Seconded by Lara -Call for vote - In favor Unanimous - Opposed - Abstain - Motion Passed ---- 5.3 Laser Epilog Fusion Pro 32 - AS WRITTEN: Approve this purchase in accordance with the Financial Policy Manual "Approve up to $27,195.00 for the purchase of an Epilog Fusion Pro 32" - Pulled for discussion: Brad - MOTION: AS WRITTEN - Proposed by James - Seconded by Ken -Call for vote - In favor Unanimous - Opposed - Abstain - Motion Passed ---- 5.4 Backdrop Mount - AS WRITTEN: Approve up to $500 ($400 Expected) - Pulled for discussion: Brad - MOTION: DISMISS - Proposed by Brad - Seconded by James -Call for vote - In favor Unanimous - Opposed - Abstain - Motion Dismissed ==== NEW BUSINESS 6.1 Addition of Discounted Rates for Disabled AS WRITTEN: approve the addition of disabled persons to the current discount rate plan. The applicant must provide a valid Letter/Statement of Benefit from the Social Security Administration to receive the discount. - MOTION: AS WRITTEN - Proposed by Lara - Seconded by James -Call for vote - In favor Unanimous - Opposed - Abstain - Motion Passed ---- 6.2 DMS Annual Meeting 2020 Election Plan AS WRITTEN: " The Secretary submits the following draft plan for administering the 2020 Annual Member meeting and elections: https://dallasmakerspace.org/w/images/f/f5/DMS_Annual_Meeting_2020_Election_Plan_v4.pdf " - MOTION: AS WRITTEN, with allowance for correction of typos - Proposed by Brad - Seconded by James -Call for vote - In favor Unanimous - Opposed - Abstain - Motion Passed ==== EMERGENCY ITEMS MOTION: Increase the number of allowed honorarium classes per month per member to 4 - Proposed by Brad - Seconded by Ken -Call for vote - In favor Unanimous - Opposed - Abstain - Motion Passed ==== Next BoD meeting 2020-03-22 15:00 ==== 15:58 Meeting adjourned
Action Items
| Status | Item Description | Responsible Party |
|---|---|---|
| [ ] | Approve $2700 Jewelry purchase of Diamond Pacific lapidary polishing machine | Finance |
| [ ] | Approve $3500 Laser purchase of Quatro SPH426, 1.5kVA (UPS), and cart for Zing mobility | Finance |
| [ ] | Approve $27,195 Laser purchase of Epilog Fusion Pro 32 | Finance |
| [X] | Update rules to add Disabled to discounted members dues | Secretary |
| [X] | Increase honoraroriums per member per month to 4 in Standing Rules | Secretary |
