Board of Directors Meeting 20180820

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Link: https://source.dallasmakerspace.org/display/Board/2018-08-20+Board+Meeting

Time, location

20180820 19:00 Dallas MakerSpace

https://calendar.dallasmakerspace.org/events/view/5901

YouTube Live Link

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

Financial Statement

Profit and Loss	
January 1 - July 16, 2018	
	
                                Total
Total Income             $ 611,754.15  
Total Cost of Goods Sold   $ 4,316.07  
Gross Profit             $ 607,438.08  
Total Expenses	         $ 424,160.40  
Net Operating Income     $ 183,277.68  
Total Other Expenses       $ 9,192.29  
Net Other Income          -$ 9,192.29  
Net Income               $ 174,085.39

File:Board of Directors August 2018.pdf

File:Board of Directors August 2018 Profit and Loss Summary.pdf

File:Board of Directors Profit and Loss Report Per Month Detail.pdf

Member Recognition

Member recognition (above and beyond) 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.

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 Metal Shop Committee Chair (Chris Marlow)

Problem: The Metal shop committee elected a new Chair. Chuck Graf stepped down.

Solution: Confirm the following Committee Chair elections:

• Metal Shop: Jim Hartnett elected at Metal Shop committee meeting, 8/4/2018; after serving as interim chair since 6/27.

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

New Business

Solve DMS disorganization problem (Brandon Green)

Problem: DMS is growing more and more disorganized and messy, reaching unsafe levels. See recent talk post "Why is DMS such a mess?" The volunteer approach of committees reaching conensus has failed to address the needs of an organization this size, especially in common areas like general work tables and general maintenance. Does anyone think it is good enough to have pallets of garbage taking up project storage space for a year or to have missing ceiling tiles for 2+ months or to have tripping hazards in all the walk ways? As an organization is that the best we can do?

Solution:Hire person to work 40 hours a week who is empowered to ensure organization and safety across all areas of DMS.

Relevance: Keeping all areas safe and useable is a fundamental requirement of being able to fulfill DMSs organizational goals.

Missing Financial Statements (Brandon Green)

Problem: It appears that no financial statements have been posted in board meetings since February. Members being able to know what is going on with our finances is important for confidence in the strength and growth of the organization.

Solution: Instruct book keeper to post financial statement including committee balances in each board meeting minutes.

Maker Scholarship Payments to Member (Steve Blanchard)

Problem: We have recognized several people who were granted Maker Scholarships. The members of the Expansion Committee, Stan Simmons, the Kuber brothers, and Paul Wilson and Astrud Aguirre, who have all been recognized for outstanding service and have not been given the grant money. (There may be members who have been missed. They would be added to this list as well.)

Solution: Sit down with the book keeper and get checks cut to each of these deserving members.

Increase Dues for New Members (Steve Blanchard)

Problem: Dues at DMS have not changed in the last 5 years, at least. Figure out a fair rate increase for new members. Current members would be exempted from the rate increase.

Solution: Increase Standard membership to $60, Add-on to $15, and discounted rate to $40. Increase would occur on January 1st of 2019. Also, add an annual November BOD item to review if rates need to be increased. This does NOT force an annual increase, just makes it an agenda item for the November BOD meeting.

Fix Infrastructure Monthly Allocation (Brandon Green)

Problem: I cannot find any record of why infrstructure is being allocated $9,075 a month, electricity and internet are not being charged to that account in quickbooks, causing that account to accrue to a current balance of $74,502.99. Which is a very large percentage of cash available to the organization if you remove other committee balances from our checking account balance.

https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20170623 Mentions adding $75 per month to Infrastructure for a backup internet connection, the action items then say "Add $75 per month to Infrastructure's recurring budget. Now $9,075/month" But there is no record of where the $9,000 number came from

The only previous increase in allocation I could find is https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20161217 Increase Infrastructure's monthly allocation from $2000 to $6500 due to electric and gas bills now being classed to infrstructure instead of general fund

But since February 2018 the electric bill is no longer being charged to infrastructure. See talk post for tables of quickbooks entries

Solution: Reduce Infrastructure monthly allocation back to $2,075 / month and transfer $60,000 from Infrastructure to general fund

Sell SpaceMobile (David Kessinger)

Problem: We are not using it, repair costs are too high, monthly cost to rent storage space.

Solution: Sell SpaceMobile.

Sell Electric Truck (Steve Blanchard)

Problem: We are not using it and repair costs are too high and it breaks the 48 hour parking rule.

Solution: Sell the Electric Truck.

Expansion Group to include Committee Relocation sub-group (David Kessinger)

Problem: There may be some logistics issues with what Committees move where and when.

Solution: Add a subgroup to the Expansion team.  Build-out will be seamless with Expansion layout group. Provides oversight of process of staging for moves.

Committees to set recurring monthly meeting date (David Kessinger)

Problem: Committees meetings are random and difficult to plan when to attend.

Solution: Set monthly meeting dates at a standard date, time and location. Allows members to plan in advance, helps ensure regular committee meetings are held monthly. Dates could be changed at member meeting for next meeting. Would like to set a minimum of 11 meetings in any calendar year. Special meetings not counted. Meetings should be coordinated with maintenance days and not required. Meetings must be posted to calendar (official notice). Committees need to be engaged in the Expansion effort.

Formal Adoption of Expansion Layout proposal (David Kessinger)

Problem: The BOD has not formally accepted the expansion proposal.

Solution: Formally accept the Expansion Proposal. This supports the Expansion committee and puts responsibility on Board.

Propose Fellowship Fund provide for 3-6 months dues for the Expansion team (David Kessinger)

Problem: We have offered to give the Expansion team recognition through the Fellowship Fund. They put out a lot of effort and still have about 4 or 5 months to go.

Solution: Grant the Expansion Team a 6 month Fellowship Scholarship each.

Committee chairs election completed by Sept 14 for terms ending in the Spring (David Kessinger)

Problem: Committee chairs will change during the expansion which might cause some lack of focus as a new chair gets settled into the job.

Solution: Have elections early so whoever assumes position will know they are there for the whole transition and will be responsible for that through next March/April Committee Elections.  The transition needs to be as smooth as possible. Extend the term through May of 2019 so the Chair elections occur after the Board election.

Committee must maintain 50% of their balance as of August 1st through March 1st. (David Kessinger)

Problem: Concern that Committees will be spending too much before the Expansion occurs.

Solution: Limit Committee expenditures to 50% of their funds available as of August 1st, 2018. Ensures DMS could “borrow” funds from Committees if needed (Not expected and only if needed.) Better right sizes Committee purchases to the space they setup in.

Member Complaints

Member complaints will be considered after other business. This will allow members that are interested or involved with MakerSpace business to leave without having to sit thru personal business.

Emergency Items

Items requiring immediate action by the BoD for safety.

Minutes

Meeting called to order 19:07

3. PRIOR MINUTES

Motion: Approve minutes from meeting on 7-16-2018

Proposed by: David Kessinger

Seconded by: Steve Blanchard

Call for vote

- In favor: Unanimous

- Opposed: 0

- Abstain: 0

Motion Passes

6. CONSENT AGENDA

Motion: Approve all items on the consent agenda.

Proposed by: David Kessinger

Seconded by: Steve Blanchard

Call for vote

- In favor: Unanimous

- Opposed:

- Abstain:

Motion Passes

7. NEW BUSINESS

7.1 Solve DMS disorganization problem (Brandon Green)

No motion proposed. Failed due to lack of motion.

7.2 Missing Financial Statements (Brandon Green)

Motion: Instruct bookkeeper to post financial statements to the Financial Group wiki.

Proposed by: David Kessinger

Seconded by:Kris Anderson

Call for vote

- In favor: Unanimous

- Opposed:

- Abstain:

Motion Passes

7.3 Maker Scholarship Payments to Member (Steve Blanchard)

Motion: Add the following to the Rule and Policies under the category "Membership Dues":

"The Board of Directors may, to recognize certain members, award fellowships to cover membership dues. Fellowships awarded by the board will be applied as a credit to a member's account. Fellowships are non-refundable, non-transferable, and may be declined."

Proposed by: David Kessinger

Seconded by: Kris Anderson

Call for vote

- In favor: Unanimous

- Opposed:

- Abstain:

Motion Passes.

7.4 Increase Dues for New Members (Steve Blanchard)

7.4.1 Motion: Increase Standard membership dues to $60, Add-on to $15, and discounted rate to $40. Increase would occur on January 1st of 2019.

Proposed by: Kris Anderson

Seconded by: Luke Strickland

Call for vote

- In favor: Unanimous

- Opposed:

- Abstain:

Motion Passes

7.4.2 Motion: Add the following to the Rules under the section "Membership Dues":

When membership dues increase, members shall be grandfathered until a lapse of 14 days occurs, the current rates will apply.

Proposed by: David Kessinger

Seconded by: Kris Anderson

Call for vote

- In favor: Unanimous

- Opposed:

- Abstain:

Motion Passes

7.4.3 Motion: Add the following to the Rules under the section "Membership Dues":

Members who pay for a Yearly Membership will be given a 10% discount off the standard Regular Membership rate.

Proposed by: Steve Blanchard

Seconded by: David Kessinger

Call for vote

- In favor: Unanimous

- Opposed:

- Abstain:

Motion Passes

7.5 Fix Infrastructure Monthly Allocation (Brandon Green)

No motion proposed. Failed due to lack of motion.

7.6 Sell SpaceMobile (David Kessinger)

Motion: Sell Ford E350 "Space Bus". All proceeds will be allocated to the General Fund.

Proposed by: Kris Anderson

Seconded by: David Kessinger

Call for vote

- In favor: Unanimous

- Opposed:

- Abstain:

Motion Passes

7.7 Sell Electric Truck (Steve Blanchard)

Motion: Sell the Ford Ranger Electric Truck aka "Purple Lightning." All proceeds will be allocated to the Automotive Committee.

Proposed by: Kris Anderson

Seconded by: Steve Blanchard

Call for vote

- In favor: Unanimous

- Opposed:

- Abstain:

Motion Passes

7.8 Expansion Group to include Committee Relocation sub-group (David Kessinger)

Motion: Add a Relocation subgroup to the Expansion team to oversee the process of staging for moves.

Proposed by: Kris Anderson

Seconded by: Steve Blanchard

Call for vote

- In favor: Unanimous

- Opposed:

- Abstain:

Motion Passes

7.9 Committees to set recurring monthly meeting date (David Kessinger)

Motion: Add the following line to the Rules under section 9.1 Formation, item 4:

Committee meetings shall be regularly scheduled on a either a specific day of the month (for example, the 13th) or a specified weekday (for example, the second Monday of each month.)

Proposed by: Kris Anderson

Seconded by: Steve Blanchard

Call for vote

- In favor: Steve Blanchard, Kris Anderson, Chuck Baber, Luke Strickland

- Opposed: David Kessinger

- Abstain:

Motion Passes

7.10 Formal Adoption of Expansion Layout proposal (David Kessinger)

Motion: Formally accept the proposed expansion layout as of 8/20/2018.

Proposed by: Kris Anderson

Seconded by: Luke Strickland

Call for vote

- In favor: Unanimous

- Opposed:

- Abstain:

Motion Passes

7.11 Propose Fellowship Fund provide for 3-6 months dues for the Expansion team (David Kessinger)

Motion: Offer a 3 month Fellowship to each member of the expansion team, including Chris Marlow, Adam Oas, Alex Rhodes, Jeff Ray, mrjimmy, and Richard Meyer.

Proposed by: Kris Anderson

Seconded by: Steve Blanchard

Call for vote

- In favor: Unanimous

- Opposed:

- Abstain:

Motion Passes

7.12 Committee chairs election completed by Sept 14 for terms ending in the Spring (David Kessinger)

Motion: Change the deadline for the next round of Committee Chair Elections to September 30, 2018.

Proposed by: Kris Anderson

Seconded by: Steve Blanchard

Call for vote

- In favor: Unanimous

- Opposed:

- Abstain:

Motion Passes

7.13 Committee must maintain 50% of their balance as of August 1st through March 1st. (David Kessinger)

Motion: For all Committees with a balance of $5,000 or more, restrict Committee spending until March 1, 2019, such that the Committee's balance is never less than 50% of their funds available as of August 1, 2018.

Proposed by: David Kessinger

Seconded by: Luke Strickland

Call for vote

- In favor: Unanimous

- Opposed:

- Abstain:

Motion Passes

10. SET NEXT BOD MEETING

Next meeting set for September 17, 2018 at 7:00 PM.

Meeting adjourned at 21:46