Regular Member Meeting 20161110

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This meeting will be held in MIBS SRC3 format.

Time, location

20:00, Dallas Makerspace

Approval of prior minutes

Officer/Committee reports

Committee chairs are requested to provide their reports in writing. Reports can be short bullet-points.

President

Treasurer

Discuss our 6 Goals for November:

  1. Envelopes with USPs with a code
  2. List of all monthly invoices
  3. Set up restricted cash for large purchases
  4. Write process for deposits
  5. Paypal QR code adjustments
  6. Petty cash set up (By Committee or overall)

Committee Chairs

Agenda

Note: The normal cut-off time for agenda items is the Sunday prior at 11:59pm.

Old business

New business

  • Discuss rules for events, classes, and honorariums (Walter Anderson for Nicole)
  • Discuss solutions to create a procedure to notify teachers and committee chairs on the outcome of the honorarium denial (Nicole Franczvai)


Minutes


====DRAFT MINUTES====

DALLAS MAKER SPACE MEMBER'S MEETING : NOVEMBER 10, 2016

20:13 meeting called to order

====
IN ATTENDANCE (start of meeting)

Jai Sondhi
Zach Metzinger
M.Blatz
Amelia Young
Richard Bauman [?]
Erik Smith
Alex Rhodes
Robert Davidson
Ken Purcell
[UNKNOWN MALE: grey longsleeve shirt, jeans]
Nicole Franczvai
Mellinda Rhodes

12 MEMBERS IN ATTENDANCE AT START OF MEETING, QUORUM IS NOT MET

IN ATTENDANCE (after start of meeting)
Adam Oas
Patrick Thompson
Mark Reynolds
Erin Robertson
Bitta Gray
Pearce Dunlap
Mitch Cerroni
Britton
Andrew LeCody
Lisa Selk
Chris Wychowsky

====
TREASURER'S REPORT

Finance goals for the month:

1. Envelopes with USPs with a code 
 - To be supplanted by scanning automation to reduce delay, expense
2. List of all monthly invoices
 - comprehensive list in order to...
   - improve visibility
   - additional resiliency
 - quarterly audits
3. Set up restricted cash for large purchases
 - fellowship
 - committee capital purchase accumulations
4. Write process for deposits
 - binder/wiki to clarify process and eliminate ambiguity
5. Paypal QR code adjustments
 - Old codes coming down!
 - Better segmentation and tracking
 - Accounts
   - Dues
   - Committee consumable funds (via sub-codes w/ add'l segmentation)
6. Petty cash set up (By Committee or overall)
 - Reduce payouts / overhead for small purchases up to $35 (>$1 to send a check)
 - Will implement a minimum for check reimbursements
 - Process to be developed in the future, subject to further development

====
DISCUSSION

Member meetings (Robert Davidson)
 - Robert: Quarterly or as needed rather than monthly
 - Richard: Would rather have something to merit the drive in
 - Alex: Prefer structure and hard cutoff
 

====
COMMITTEE REPORTS (in addition to agenda)

3d Fab: 
 - 2x new printers in the near future
   - double-wide never happened
   - some contention about utilization
   - printer cameras may soon be public
 - Defaced printer has been remedied by Pearce (new plex)
 - New cash box

Autmotive: Gone to Lemons

Blacksmithing: Spooling up for the cooler weather; working on propane

Classroom: OpenCast, new projector

CA:
 - CA store 
   - might necessitate sales taxes collection / administration
   - commitee administration concerns
   - Discussion
     - Robert Davidson: past attempts at committee sales have failed; Fastenal 
     vending machine may be a thing
     - Zach Metzinger: Of opinion we should not be supplying routine small 
     consumables out of DMS funds
     - Alex: Feel that supplying small/inexpensive consumables improves the 
     utility of the space
	 
Digital Media: Mighty-Mite transmitter class

Am-Radio SIG: 
 - Antenna work ongoing, nearing readiness
 - AC units have issues w/ plumbing
 
Infra: 
 - Printer has been solid
 - Additional calendar features
   - W9's imported to QBO automatically
   - Money classified automatically for honorariums
   - File uploads can be private to instructor/auditors
   - Eventbrite link in event form w/ disclaimer
   - Braintree automation
   - Update pay fields w/ additional statuses

Machine Shop: Need a new chair; Bryan Gangwere is leaving DMS

Metal Shop:
 - sheet metal equipment purchased, inbound
 - plasmacam training is ongoing!
 - welders being repaired
 
PR:
 - Trebuchet won heavyweight class for distance
 - Tour guide pieces of flare
 - Hackathon thing next week

====
INFORMAL AGENDA (Quorum not met, no actionable agenda items)


1. Discuss rules for events, classes, and honorariums (Walter Anderson for 
Nicole)
 - Bitta: impractical for atendees to source items on their own for some 
 classes or activities due to economy of scale
 - Erik: person-to-person cash transactions are outside of DMS responsibility
 - Alex: verbiage may need to be altered at next BoD meeting; have discussed 
 chairs approving reimbursement or pre-purchase for reasonable class/event 
 consumables 
 - Jai: Indicating that material may be purchased at time of class from 
 instructor in event description should be OK
 - Nicole: informal transactions are already occurring
 - Ken: Description should simply be descriptive enough to ensure clear 
 communication of independent fees
 - Alex: Chairperson filter/approval to ensure reasonable materials fee / 
 eliminate double-dipping potential for honorarium classes
 - Alex INFOMAL POLL: Honorarium no matter what (fee+honorarium)? 
 [zero support]
 - Pearce: Secondary additional fee is a bit weird; indirect DMS involvement 
 with advertisement of the person-to-person sale
 - Jai: Materials going through DMS payment systems should be the basic/minimum 
 in order to teach the skill
 - Pearce: Offer class on condition that basic materials are included no matter 
 what - all attendees pay for the base level upgrade or no
 - Marshall: Vaguearies for better material ... 
 - Alex: Eventbrite fee will auto-disallow honorarium; basic kit should be the 
 standard
 - Nicole: Generally OK With CA stocking the basic kit...


2. Discuss solutions to create a procedure to notify teachers and committee 
chairs on the outcome of the honorarium denial (Nicole Franczvai)
 - Nicole: No interest in discussing this issue
 - Alex: [Calendar demo]
 - Bitta: Reverse order on event history?
 - Alex: iCal feed available-ish
 - Brit: quota for new members?  help retain new members / reduce churn.
   - Alex: Join date not something we track
   - Ken: This has been an issue since the start of time
 - Brit: LMS adds massive overhead vs a simpler testing system - no need to 
 secure content, track page views, etc
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