Minutes:Board Meeting Minutes 20151208

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Agenda for 12-08-2015

Chair: Mike Fink Cowbell @ 7:36 PM

Introductions

  • Andrea is visiting again and is going to be a member.

Announcements

Old Business

  • 'how to use the tax id' guideline Defer to Dec 1. Terry Wynn DONE HOWTO_Use_Our_Tax-Exempt_Status
  • Give old air compressor back to former members. Completed. No longer at i3.
  • RFID System - Get approval in writing for installation of door lock on entry door.
  • Camera Policy - Approved at 2nd November member meeting.

Special Proposals held via email vote

Held via special email vote with notification rights waived between November 21st and November 23rd.

Proposal:
Kiln Zone Coordinator

Make Leora Druckman and Joseph Baumann co-coordinators of the Kiln Zone.

Moved by Matt Arnold; Seconded by Leora Druckman
7 Ayes / 0 Nays
Result: PASS

Held via special email vote with notification rights waived between November 21st and November 28th.

Proposal:
Classroom wall budget

I propose we authorize a budget amendment of $200 for classroom walls (studs, soundproofing, other required supplies) to Terry Wynn.

Moved by Mike Fink; Seconded by Leora Druckman
7 Ayes / 0 Nays
Result: PASS

Held via special email vote with notification rights waived between November 21st and November 23rd.

Proposal:
Injection Zone Coordinator

Make Thad Johnson Injection Molding Zone Coordinator.

Moved by Matt Arnold; Seconded by Matt Huber
7 Ayes / 0 Nays
Result: PASS

Held via special email vote with notification rights waived between November 28th and December 5th.

Proposal:
Compute Zone Coordinator

I propose that Bruce Weber be Zone Coordinator for the Compute Zone, with Terry Wynn as a 90 day co-coordinator.

Moved by Leora Druckman; Seconded by Matt Huber
5 Ayes / 0 Nays
Result: PASS

Held via special email vote with notification rights waived between November 28th and December 5th.

Proposal:
Bicycle Zone Coordinator

I propose that Arthur Bledsoe be made Zone Coordinator for the Bicycle Zone, with Terry Wynn as a 90 day co-coordinator.

Moved by Leora Druckman; Seconded by Matt Huber
5 Ayes / 0 Nays
Result: PASS

Held via special email vote with notification rights waived between November 28th and December 5th.

Proposal:
Metal Shop Zone Coordinator

I propose that we appoint Brandon Biller Zone Coordinator for the Metal Shop with Terry Wynn as a 90 day co-coordinator.

Moved by Matthew Gardeski; Seconded by Evan Allen
6 Ayes / 0 Nays
Result: PASS


New Business

Media Lab Zone

Discussion points

  • Does making the space under the tree house single vs. multi-purpose limit its potential for use?
  • Future space upgrades include monitors and computer upgrades to support editing using the new Adobe suite.
  • Lucas feels the space does get use frequently.
  • Plans for editing and film classes.
  • Matt A plans to use the space for an Adobe workshop with the goal of learning and creating a new brochure.


Proposal:
Establish the Media Lab Zone and Coordinator

This proposal is to take the lower floor of what now is the Tree House Zone and split it off to its own zone, called the Media Lab.

  • Proposed Zone Coordinators are Lucas Del Castillo and Nico Raftis.
  • Zone will be about audio recording/music/video.
  • No new floor space will be needed.
  • Orientation classes will start in January.
  • Max will remain Zone Coordinator for the now 2nd floor only Tree House Zone.


Moved by Leora Druckman; Seconded by Matt Arnold
4 Ayes / 2 Nays
Result: PASS


Request for Proposal - Board Report - Terry W

Just like the Officers file a short, text based report on the progress/issues in the last 30 days outside of the meetings, the Board does several things outside of the meeting which could use documenting to the General Membership. This would also provide a standard spot for online votes outside of the meeting. I propose that a "Board Report" for work/issues outside of the meetings in the last 30 days be a part of the Board Minutes.

I request that a Board member propose the following:

The Board will make a short, written report in the Board Meeting Minutes that documents the work they have done in the time since the last public meeting.

Tabled to next meeting.

Request for Proposal - Board Zone Report - Terry W

The rules state that for all zones without a coordinator, the Board will act as a coordinator for that zone. Thus it would be good if the Board made a short written report about the Zones that they control in the Member Meeting minutes in the First Tuesday Member Meeting.


I request that a Board member propose the following:

The Board will make a short written report about the Zones that they control, similar to reports by other coordinators, in the Member Meeting minutes in the First Tuesday Member Meeting.

Tabled to next meeting.

Request for Proposal - Spending Freeze and 12/13 Budget Start - Terry W

I request that a Board member propose the following:

In order to get an accurate tally of our cash position, I am asking The Board to FREEZE all spending effective immediately. The Treasurer would then call for all reimbursements to be filed immediately to get our cash position.

Then the 2016 Budget would be set for 12 months at the Dec 12 meeting, with the January spending starting on 12/13

Discussion:

  • How to limit spending so we can get through the budget process but not totally impair any process or purchases needed.
  • Should we also set this up next year also?


Proposal:
Spending Freeze
  • Limit zone spending to $200 per zone, limited to budgeted amount for the remainder of December 2015.
  • Board approval will be required to spend budgeted amounts in December 2016.


Moved by Evan Allen; Seconded by Matt Huber
7 Ayes / 0 Nays
Result: PASS


Request for Proposal - Re-vote on 5/12/15 Proposals - Terry W

I request that a Board member propose the following:

At the May, 2015 Board Meeting minutes

https://www.i3detroit.org/wiki/Board_Meeting_Minutes_20150512

Two Proposals were made and the vote/result was not recorded. I request that each proposal be moved and voted upon at this meeting.

Tabled to next meeting.


Proposal:
Vinyl Zone Coordinator
  • The Vinyl Zone Coordinators will be co-coordinated by Yajie Wang and Charlie Rysenga.
  • No additional floor space is needed by the zone.
  • The Zone Coordinators will make the zone budget proposal for the 2016 budget meeting.
  • By the end of January, orientation/training classes will be held.


Moved by Evan Allen; Seconded by Matt Huber
7 Ayes / 0 Nays
Result: PASS

Kiln zone proposal. The remaining Kiln Zone Budget for 2015 be used toward purchase of a modern glass kiln with a TAP controller (see details in email to board this week)

Tabled until after budget.

Floor Plan Report

  • New lights in Sky Zone highlight the dirt on floor.

Officer Reports

Treasury and Budget Report for November, 2015

  • Financial Grade: A
  • Emergency: $10K Checking : $12.4K
  • Classroom Structural Paid.
  • 94 Subscriptions 12 annuals - Goal 100 total
  • Dunning emails 2 times per month, before 15th and about 25th.
  • Terminating membership for those who haven't paid anything in 2 months (except those people that pay ahead).
  • In August, September, October and November we exceeded planned dues. This is a good trend.

TReportNov15.JPEG


Secretary

  • Have access to secretary mailbox (forward is working).
  • Evan assisting with fixing the officer list template. Expect display issues have something to do with new positions created. Manually put the current positions in until the template issues are resolved.
Action Item: Jamie and Evan - Fix officer list template for new positions
  • Review of the vote and discussion process outlined in Robert's Rules of Order. It makes sense for a meeting with members present, but doesn't work as well when we try to do the process without a chair and via email.
  • On line voting process using Google forms for votes held between meetings is working better now, but some official formal change could improve the overall flow.
  • I think the majority of email vote proposals still took a week and would think that calling a special meeting would be more efficient. I'm sure it could be done via a fairly brief audio conference.
  • Would like a formal decision on if it is acceptable to announce the result of a proposal once it is known there are a sufficient number of votes for it to pass. This change would have given all of our new coordinators several more days to work on budget and other process changes.

President

  • Working on setting up a meet and greet with 4-H mentors. Planning on a Solid Edge class.
  • Working on the end of the Siemens event.

Senior Vice President

  • Charlie recommended to Vivian to look into Letterpress and Scholarship committees.

VP of Activities & Classes

Current Classes:

  • December 10th, Laser Cutting Introduction Class
  • January 28th, Injection Molding Introduction

Past Classes:

  • Jewelry Making Class went very well
  • Demand for another session and advanced class
  • CNC Haas Training every Wednesday
  • New series will start in the Spring
  • Zone Coordinators: Please contact me if you have regularly scheduled zone/tool orientations or activities

Upcoming Activities:

  • December 11th, 4H Tech Wizards at i3
  • December 25th, Holiday Meetup at i3
  • December 31st, Tin Foil Hat Night at i3

VP of Membership-Onboarding

  • Can self invite to slack through CRM

VP of Membership-Retention

  • n/a

VP of Membership-Member Advocate

  • Nothing to report

Lost & Found Party

Action Items

Action ItemPOC
Fix officer list template for new positionsJamie and Evan

Proposals

ProposalMoved BySeconded ByAyeNayResult
Bicycle Zone Coordinator I propose that Arthur Bledsoe be made Zone Coordinator for the Bicycle Zone, with Terry Wynn as a 90 day co-coordinator.Leora DruckmanMatt Huber50PASS
Metal Shop Zone Coordinator I propose that we appoint Brandon Biller Zone Coordinator for the Metal Shop with Terry Wynn as a 90 day co-coordinator.Matthew GardeskiEvan Allen60PASS
Spending Freeze
  • Limit zone spending to $200 per zone, limited to budgeted amount for the remainder of December 2015.
  • Board approval will be required to spend budgeted amounts in December 2016.
Evan AllenMatt Huber70PASS
Establish the Media Lab Zone and Coordinator

This proposal is to take the lower floor of what now is the Tree House Zone and split it off to its own zone, called the Media Lab.

  • Proposed Zone Coordinators are Lucas Del Castillo and Nico Raftis.
  • Zone will be about audio recording/music/video.
  • No new floor space will be needed.
  • Orientation classes will start in January.
  • Max will remain Zone Coordinator for the now 2nd floor only Tree House Zone.
Leora DruckmanMatt Arnold42PASS
Kiln Zone Coordinator Make Leora Druckman and Joseph Baumann co-coordinators of the Kiln Zone.Matt ArnoldLeora Druckman70PASS
Injection Zone Coordinator Make Thad Johnson Injection Molding Zone Coordinator.Matt ArnoldMatt Huber70PASS
Compute Zone Coordinator I propose that Bruce Weber be Zone Coordinator for the Compute Zone, with Terry Wynn as a 90 day co-coordinator.Leora DruckmanMatt Huber50PASS
Classroom wall budget I propose we authorize a budget amendment of $200 for classroom walls (studs, soundproofing, other required supplies) to Terry Wynn.Mike FinkLeora Druckman70PASS
Vinyl Zone Coordinator
  • The Vinyl Zone Coordinators will be co-coordinated by Yajie Wang and Charlie Rysenga.
  • No additional floor space is needed by the zone.
  • The Zone Coordinators will make the zone budget proposal for the 2016 budget meeting.
  • By the end of January, orientation/training classes will be held.
Evan AllenMatt Huber70PASS

Meeting Metrics

  • Time completed: 8:55 PM
  • Funds appropriated: $0
  • Attendees: 15

Attendance

  1. Matt Arnold
  2. Nate Bezanson
  3. David Henry
  4. James O'Dell
  5. Charlie Rysenga
  6. Terry Wynn
  7. Evan Allen
  8. Matt Arnold
  9. Jamie Burdeski
  10. Leora Druckman
  11. Mike Fink
  12. Matt Gardeski
  13. Matt Huber
  14. Brian McPherson
  15. Amelia Meyer



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