Minutes:Board Meeting Minutes 20161108

Agenda for 11-08-2016

Chair: Jamie

Officer Reports

Treasury and Budget Report for Oct, 2016

• Financial Grade: A

• Emergency: $11K Checking : $4.9K BNektar: $4.2K Paypal: $1K Total: $21.1K

• GM (Jamie) Donation of $200 came in. (Oct deposit)

• $100 from Chicago
  • Came in from a Law Firm in Chicago who said "We like what you do, here's some money, put our name on your web page"
  • Apparently https://www.i3detroit.org/donations/ says "If you donate $100 or more we will post your logo, website address and name if desired on our sponsors page."
  • Charlie will send them a thank you and update the sponsors page

Action Item: Charlie - Send a thank you for donation

• No significant indication of Dues Revenue falloff. Still on Budget for Income.

• Budget Meeting Sat Dec 3 12-4

• Emergency ^ $1k.

Observations

• Class income has almost reached our target for the year.
• We skipped spending the $800 halloween party. Yay.
• Does James want that for the New Years party? Some
  • TShirt budget has been mostly unspent.
  • Does anyone want to order shirts now, or put it off for next year's budget?
  • Do we need shirts? Some sizes are out, so yes.

Action Item: Evan - Do something about shirts

Secretary

Move budget requests from Treasurer report to new business for meeting flow.

President

Action Item: Charlie - Discuss expansion plans with neighbors/landlord.

• Charlie would like help managing Contact@ emails. Charlie and Vivian have been busy with work.

Action Item: Charlie - Ask more members to get involved in Contact@

• This is the last year Charlie wants to be President. We can start asking for/looking for a replacement. There are a few other positions that we know will be empty in the future, we can start looking for those sooner. Tangential discussion tabled to board list.

VP of Membership-Onboarding

• Matt is starting to track the time it takes for people to make it through onboarding.
• Has worked through the backlog of people who were in the system when he took over.
• Old scholarship forms are outdated, will proceed with something new and simpler.
• New member forms are outdated and being replaced
• Net +7 active members, -1 Hiatus
• Those in Onboarding queue went from 12 to 21
• Still not a good system for handling people who have become stale in the system and for knowing when people need to be followed up with. Being worked on.

VP of Membership-Retention

• Position is unfilled
• Terry is doing some of the duties
• Evan wants to work with Matt C and Terry to make a concrete list and solicit the membership for a volunteer.

Action Item: Evan - Find a person to do the thing.

VP of Membership-Member Advocate

• Nothing has come up in the past month.

Old Business

Vision Meeting

From the meeting to discuss part 1 results, there are three groups working on:

• Better system for classes and training
• Order and cleanliness
• Sense of community and clique-iness

Results of the second survey are in. Leora will set up a whenisgood for the meeting to discuss.

Action Item Review

Action Item	POC	Status
Send Out a whenisgood to schedule the vision meeting	Jamie	Done
Follow up with zone coordinators who haven't responded.	Evan	Bike - Arthur will continue, but would like to be replaced CNC - Thad and Jim want to be co-coordinators Treehouse - Max stepped down a while ago, apparently Welding - Jody's staying
Follow up on wood shop and welding zone incidents to take some of the burden off the zone coordinators	Matt A, Alec B, Tony S	Done
Send out camera system update email to membership - 2 requests, system is unstable, new cameras are budgeted for	Mike	Done
Send out an email to members to ask for volunteers for new zone coordinators after Evan does his follow up.	Mike	waiting
Ensure the position duties for officers are updated on the wiki in the How to pages.	Mike	Done

• Evan will take over the general task of finding people for vacant positions.
• Leora is pretty overwhelmed with both Kiln and Jewelry zones. Leora would like to find a replacement to take over as cocoordinator for Jewelry. Potential ceramics person is still in onboarding but more help may be needed. Also wants a cocoordinator for glass kilns.

Action Item: Evan - Send out an email to members to ask for volunteers to fill open positions

Board Responsibilities

Tabled at last two meetings. How can we better support zone coordinators and officers? Many Board responsibilities are loosely defined, and responsibilities often get too spread out between seven people.

What are some of the problem responsibilities?

• Vision was one, but Leora is working on it.

Action Item: Every board member - Identify one necessary task and one "nice to have" task that wouldn't break the space if not done

• There is an unprioritized list of duties on the Zone Coordinator page, it could use some more coordination.

• Leora wants a meeting of Zone Coordinators in January, and solicit input from past zone coordinators, to talk about what kinds of support they need.

Action Item: Leora - Schedule zone coordinator meeting in January

Summary of Board List/Slack Discussions since last meeting

Cameras

• Have gotten one quote for an off the shelf system.
• It could probably work, and we testing out our own system which is promising. It's cheaper, and we'll actually know what we're getting.
• Evan will decide on a purchase option in two weeks.

Board List moved

Moved from regular @googlegroups.com to the i3 GSuite as board@i3detroit.org.

Shell Eco Marathon Team

Charlie gave them a good "Please no" response.

Nation of Makers Memebership

• This is a new organization that has spun out of the meeting earlier this year in D.C. that has invited us as a founding member.
• Charlie suggests we join, but notes that their conference calls and slack channel are hard to keep up do to volume.
• Consensus is we are generally in favor, but Charlie will look out for any onerous requirements.

New Business

Finish Appointing Zone Coordinators

Proposal:
Appoint Jim Kemp and Thad Johnson co-coordinators of the CNC Zone
Moved by Evan, Seconded by Leora
5 Ayes / 0 Nays
Result: PASS

Proposal:
Re-appoint Jody Raiford coordinator of the Welding Zone
Moved by Evan, Seconded by Leora
5 Ayes / 0 Nays
Result: PASS

Future of the Treehouse

Jan, via email: I have wondered if it could be better used. I know some like it but it feels like a dumping ground. I would support configuring it to be a project work space, or a zone. Not sure what zone... Space is limited. What I would do is rebuild it a bit bigger, possibly with walls, and use it as a zone space. I really like the idea of building up. I think zones without space, or not enough space, could really benefit from that concept.

Andrew would like to call dibs, and notes that the treehouse is significantly more floor and wall space than the fab lab, and would love to move the fab lab there.

Evan points out we would be losing 3 couches and a few other things which have some value to members.

Leora points out the treehouse is commonly used by, and uniquely suited to introverts who want to get away from everything for a bit.

Budget Requests

Proposal:
Disolve the $800 halloween party budget item, and budget $200 for the New Years party James is planning
Moved by Evan, Seconded by Matt G
5 Ayes / 0 Nays
Result: PASS

• Request approval of funds to purchase 2-3 different task stools (similar to: https://smile.amazon.com/dp/B00KCLKXRC ) for commons area. Initial purchase not to exceed $150. If these work well, plan to purchase several more of the best one at a later date. - Alec B.

Proposal:
Budget up to $150 for stools for Commons Area
Moved by Matt G, Seconded by Evan
5 Ayes / 0 Nays
Result: PASS

Space & Zone Discussions

Floor Plan

Leora points out that elab overflow may not be an efficient use of floorspace. Evan suggests we could get all of extra zone storage out of member storage and overflow and move to the West Mezzanine

Meeting Metrics

• Time completed: 9:17pm
• Funds appropriated:-$600
• Attendees: 11

Action Items

Action Item	POC
Do something about shirts	Evan
Discuss expansion plans with neighbors/landlord.	Charlie
Ask more members to get involved in Contact@	Charlie
Send out an email to members to ask for volunteers to fill open positions	Evan
Send a thank you for donation	Charlie
Identify one necessary task and one "nice to have" task that wouldn't break the space if not done	Every board member
Find a person to do the thing.	Evan
Schedule zone coordinator meeting in January	Leora

Proposals

Proposal	Moved By	Seconded By	Aye	Nay	Result
Budget up to $150 for stools for Commons Area	Matt G	Evan	5	0	PASS
Appoint Jim Kemp and Thad Johnson co-coordinators of the CNC Zone	Evan	Leora	5	0	PASS
Re-appoint Jody Raiford coordinator of the Welding Zone	Evan	Leora	5	0	PASS
Disolve the $800 halloween party budget item, and budget $200 for the New Years party James is planning	Evan	Matt G	5	0	PASS

Attendance

1. Jamie B
2. Mike F
3. Matt G
4. Alec B
5. Charlie R
6. Mike W
7. Leora D
8. Matt C
9. James O
10. Andrew M
11. Evan A

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