Board of Directors Meeting 20210915

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Time, location


Prior minutes

{Link to all prior unapproved minutes}

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.

Old Business

Items TABLED at the previous Board Meeting shall be placed as Old Business agenda items. Any item tabled more than once for lack of satisfactory forward motion by its sponsors or proponents is a candidate for dismissal.

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.

DMS Vision/Mission update (Curt Baker)

Problem: The current DMS Mission statement is not written to accurately describe the breadth and scope of why we exist. We also do not have a published vision statement

Solution:

  1. Establish the following as the DMS Vision Statement
    • "DMS exists to foster a vibrant Dallas maker community by sharing knowledge, tools, training, and space."
  2. Update the DMS Mission Statement to the following:
    • "The Dallas Makerspace exists to:
      • Supply tools, equipment, and workspace
      • Provide training opportunities
      • Encourage the sharing of knowledge and experience
      • Foster collaboration
    • In order to nurture an inspirational environment for the Dallas maker community."
  3. Publish these new statements to the DMS Wiki (Wikimedia and Confluence)

Relevance: This clearly and succinctly describes why DMS exists and what we do.

Machine Shop Door (Tails Hartnett)

Problem: There has been confusion regarding the status of the machine shop door. Previously, infrastructure had decided with the machine shop committee to close the door in such a way that it allows egress from machine shop but not entry. This allowed for some usage, tour passage, and for events could be propped. However, with the door being abused (i.e. propped open) the machine shop started blocking the door. At the time of this writing the storage-type lock handle has been unlocked to allow entry.

Solution: I propose that we formalise the original status in that it be re-configured purely for egress in standard operation, as it was, with the understanding that it is reasonable to prop for tours and special events provided that signage indicating it remain closed unless authorised be affixed. Blocking of the door would be prohibited.

Alternatively, we could mitigate entry into the machine shop with any of the following:

  • Install a window in the door to allow visibility into the shop before entry. This would allow a member to see if machinery is active before entering.
  • Install a strike to require a fob to open door. Similar to leaving the lock on the woodshop door despite the workshop door being unlocked, this acts as a partial safety check that a user has to stop and perform. It additionally mitigates children who may stray from parents in the flex area from walking directly in.

Relevance: Promote a safer workshop environment.

Floor Scrubber and Sweeper purchase (Freddy Calvert)

Problem: Dallas Makerspace is huge! 36,000 square feet huge. This is a lot of floor space that needs cleaning!

Solution: Purchase a Tennant T5 floor scrubber and Tennant S5 floor sweeper for use in helping maintain our facility. Allocate $2750 for the sweeper and $4,790.00 for the scrubber plus shipping. Items to be purchased from Southeastern Equipment and Supply.

Relevance: Promote a cleaner workshop.

New Business

Agenda items should be placed in New Business if there is any expectation of discussion by the Board or others in attendance during the meeting.

Problem:

Solution:

Relevance:


Procure new oven for Metal Shop (Tails Hartnett)

Problem: The metal shop's powder coating oven has been in disrepair for some time. This has lead to a loss of capability for the makerspace and a very visible set of tooling and projects.

Solution: Approve the purchase of the metal shop's new oven, a 4x4x8 foot unit from Creative Coating Solutions and the associated rolling material cart, configured for 208v 3 phase wiring to fit the existing electrical circuit. Total cost with freight is approximately $5500 depending on time of shipping. Tails Hartnett has offered to donate towards the purchase. The metal shop committee has voted to purchase such an oven, but at the time of this writing minutes and details for a formal capital expense have not been filed. This item shall only be executed if such materials are provided before procurement.

Relevance: Advance our mission to promote the arts through making.

Require Meeting Details in Advance of Meetings (Tails Hartnett)

Problem: We currently require scheduling of committee meetings, however some committees have been skirting basic communication such that it restricts open communication, such as refusing to post agenda items and witholding dial-in numbers/links until the start of the meeting. There is no benefit to the organisation to withholding this information, and it actively discourages discussion by the membership that cannot be physically present at specific meetings. Lack of meeting information in advance prevents dial-in by members who may be on travel or otherwise not have ready access to talk where a link is often posted after the start of a meeting, or may be posted incorrectly the first time in one thread before later correction leading to confusion across threads.

Solution: Require that committees meet basic requirements for scheduling their meetings.

  • Committees must post meetings to the calendar in a timely fashion
  • Committees must list any known agenda items, including brief background information should the topic not have been broached previously in an official gathering
  • Committees must post any related teleconference links with the original event on the calendar when the meeting is scheduled. If this information has to be changed for a material reason, it must be updated promptly.

Relevance: Ensure we promote active collaboration


Minutes

Call to order at 7:05pm

====
ATTENDANCE
- Justin
- Tails
- Julie
- Curtis (online)
- James - absent
 

====
MOTION: Approve Prior Minutes
https://dallasmakerspace.org/w/index.php?title=Board_of_Directors_Meeting_20210818
 - Proposed: Justin
 - Seconded: Tails
- Vote
  - For UNANIMOUS
  - Opposed 
  - Abstained 
  - Motion PASSED

====
TREASURER'S REPORT
 

====
MEMEBER RECOGNITION

   - BoD recognizes and thanks Stephen Wylie for arranging the Pinball Tournament
   - BoD recognizes and thanks Tim Bene for everything done at the space
   - BoD recognizes and thanks Jason Woods for arranging the NTCA event
   - BoD recognizes and thanks Freddy Calvert for his work massive effort to improve Logistics' supply arrangement this past month

 

====
CONSENT AGENDA

CA1 
9.1  Vision update (Curtis)
- AS WRITTEN: The current DMS Mission statement is not written to ...
MOTION: to Approve
  - Proposed: Justin
  - Seconded: Tails
 - Proposed: Justin
 - Seconded: Tails
- Vote
  - For UNANIMOUS
  - Opposed 
  - Abstained 
  - Motion PASSED

----

CA2 Machine Shop Door (Tails)
- PULLED to NEW BUSINESS

----

CA3 Floor Scrubber and Sweeper Purchase (Freddy Calvert)
- PULLED to NEW BUSINESS

====
NEW BUSINESS
 

NB1
9.2   Machine Shop Door (Tails)
Motion: For the time being the machine shop door be kept locked until a window or access control is installed and re-evaluated.
  - Proposed: Tails
  - Seconded: Justin
- Vote
  - For 3
  - Opposed
  - Abstained 1 - Julie
  - Motion PASSED

----

NB2
9.3   Purchase Floor Scrubber and Sweeper (Freddy Calvert)
Motion: Table this item until we have news on the SBA loan
  - Proposed: Justin
  - Seconded: Julie
- Vote
  - For UNANIMOUS
  - Opposed
  - Abstained
  - Motion to table PASSED

----

NB
9.4  Procure New oven for metal shop (Tails)
Motion: Table this until requirements for purchase are in order
  - Proposed: Justin
  - Seconded: Julie
- Vote
  - For UNANIMOUS
  - Opposed
  - Abstained
  - Motion to table PASSED


NB4
9.5  Require Meeting Details in Advance of Meetings (Tails)
Motion: Table for now since we have a new meeting process in the works that includes a defined committee meting link
  - Proposed: Justin
  - Seconded: Julie
- Vote
  - For UNANIMOUS
  - Opposed
  - Abstained
  - Motion to table PASSED
 
====
EMERGENCY BUSINESS
 - none

====
NEXT MEETING: 

October 20, 2021 @ 7pm
  - Proposed: Julie
  - Seconded: Justin
- Vote
  - For UNANIMOUS
  - Opposed
  - Abstained
  - Date set


====
Motion to Adjourn
  - Proposed: Justin
  - Seconded: Curtis
- Vote
  - For UNANIMOUS
  - Opposed
  - Abstained
ADJOURNED

Action Items

Status Item Description Responsible Party
[ ] Finance
[ ] Finance
[ ] Finance
[ ] Finance
[ ] Finance
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