Minutes:Board Meeting Minutes 20200714

Agenda for 07-14-2020

Chair:Jamie

Meeting Location

i3 Detroit Virtual meeting

Meeting was Called to Order At: 1934

Officer Reports

20 minutes

Treasurer & Budget

Treasurer's report: https://www.i3detroit.org/wi/images/a/a4/June2020ProfitandLoss.pdf

Bank balance	$87,961.21
Emergency Fund	($30,000)
Allocated to Zones/SIGs/etc.	($25,201.64)
Allocated to Expansion (MEDC)	($31,579.02)
Net	$1,180.55

Our worst case outlook: 13 months if all bills kept going and all income stopped.

Income is still down, and the majority of that is from people paying $49 instead of $59 (About $1000 a month is being lost to this, though it is being reflected on all these people have a growing Past Due Balance). The rest is from the 10-ish people who took hiatus, and some number of people who just haven't paid dues lately. (VP-Membership and Treasurer are looking at the best way to poke folks, or start turning off keys)

Overall outlook is positive as yearly subscriptions from the fundraiser are running out and people are expected to renew, either as monthly or as annual.

Changes to the treasurer reporting process were discussed, and a simplified alternate report will be submitted along side the normal report. To see about a possible permanent change over.

President

• Continuing to work on developing knowledge of meeting procedures, and covid policy development.

Senior Vice President

• Developing i3 specific procedural knowledge.

VP of Activities & Classes

• Up coming Events https://www.i3detroit.org/#upcoming

VP of Membership-Onboarding

• Membership changes since last meeting:
  • 1 Member => Hiatus
  • 2 Hiatus => Member
  • 1 Scholarship => Member
  • 2 NULL => Scholarship
  • 1 NULL => Member
  • NET = +2 Members, +0 Hiatus, +0 Scholarship

• Scholarship fund update:
  • 14 Members on scholarship
  • $666 Allocated (of $944 available)
  • Average value of $47.57/scholar

• Key re-activation progress:
  • 107 keys have been reactivated (of the 267 currently in the door)

Member Advocate

• Currently working on a report to be filled soon.

Committee Reports

20 minutes

Bylaws Committee

-Is taking feed back on availability from people who wish to participate. Tentatively scheduled for 1906 on the first odd Thursday after the gibbous moon unless mercury is in retrograde.

CRM Committee

• Main issue is that we cannot currently set up single payments. Only automatic payments.

Expansion Committee

• Following up with architect about future costs, about the next phase of expansion.

Fundraising Committee

• MEDC set a hard deadline of August 1 to show that we've submitted our application for a Solicitation license
• Mel has all the bank statement data now and is reconciling records to file our 2018 taxes

Safety & Compliance Committee

• Fire extinguisher inspection identified two issues, which were fixed.

Moderation Committee

• None

Limited Use Approval Committee

• Has been suspended until further notice.

Camera Review Review

• Mike and Thomas preformed a camera review. To investigate Covid policy violation.

Old Business

5 minutes

Motion:
Motion to approve last months minutes. https://www.i3detroit.org/wiki/Minutes:Board_Meeting_Minutes_20200609
Moved by Mike; Seconded by Mel
7 Ayes / 0 Nays
Result: PASS

• Action Item|The Board|discuss the possibility of creating a 3rd member advocate position.
  • There has been an application and the process is moving forward
• Action Item|The Board|Next month the board will consider sending an email asking for zone coordinator applications.
  • Email was sent, no official responses yet.
• Action Item|Que|Discus updating the emergency contacts system
  • Working on formal proposal

Proposal:
Suspend member A for two weeks for violating the COVID-19 rules
Context
TODO:Failing to wear a mask while in the space & being there outside the reported period on the calendar (Covid Rules 7 & 10)
Moved by Thomas, Seconded by Mel
7 Ayes / 0 Nays
Result: PASS

Proposal:
Suspend member B for two weeks for violating the COVID-19 rules
Context
TODO: Failing to fill out a health screening form and failing to mark work time on the calendar and failing to disinfect work surfaces. (Covid Rules 6 & 7)
Moved by Mel, Seconded by Jan
7 Ayes / 0 Nays
Result: PASS

Summary of Board List/Slack Discussions since last meeting

• Discussion and vote on covid-19 policy violation.
• Discussion and vote on covid-19 policy violation the sequel.
• Discussion that led to joint email about discipline for actions outside the space.
• Discussion on undisclosed disciplinary issue.

New Business

20 minutes

Proposal:
The number of Directors of i3 Detroit for the board term running from 2020.09.01 through 2021.09.07 shall be seven (7).
Moved by Paul, Seconded by Mel
5 Ayes / 1 Nays
Result: Passed

• Thomas moved to amend the above motion from seven (7) to nine (9) but was not seconded.

Proposal:
Direct the president to form a committee for the purpose of drafting and updating i3 covid 19 policy
Moved by Mike, Seconded by Mel
6 Ayes / 0 Nays
Result: Passed

Covid Rules Stuff

• Should there be a Covid Rules Committee?
  • Member meetings get really long when Covid stuff is on the agenda, and some people don't want to hear about it
  • Jamie would like to keep some kind of real-time discussion opportunity since covid rules are Important
  • Jamie volunteers to be chair if committee is desired
  • Not sure if board committee or member committee or if member committees are even still a thing? Reading bylaws just made confusion worse....

• Allowing minors in the space
  • Not disallowed per executive orders, but was recommended against by lawyer consultation
  • Tentatively thinking to allow 2 minor guests per member, minimum age 10. Have to sign a youth waiver (needs to be electronified)
  • If the membership were to pass this, would the board vote to close the space due to liability concerns? (This isn't a vote, just a straw poll/discussion)
    • Different question than "Are you in favor of or against doing this as a member?". Question is more "are you SO against this that you would move to close the space if this motion passed?"
• Two board member are strongly opposed to this due to liability, the rest of the board is not opposed or supportive.

• Legality of the Board closing the space
  • Brought up on the mailing list by Charlie, see exchange below
    • Question: "Can the board 'close' the space?"
    • Charlie: "No, the board has no power to close the space. They should probably not threaten to do this either. We were closed earlier because the LAW said we had to and the board acted as the first firefighter at the scene of a fire. The board should not have tried to dictate "terms" to the membership for reopening either. The board can only attempt to dissolve the corporation but that would not likely survive a member-vote."
    • Jamie: "Yes. I'm not speaking on behalf of the board here, but I am very close to this process. Right now all places in Michigan are closed EXCEPT for places that are following the executive orders for re-opening. So when the board "threatens" to close, it's only if i3 cannot follow the executive orders for safe re-opening. This could happen for a couple reasons. 1) Some of our standing rules might be in conflict with the current executive order, which means that we are operating illegally (for example allowing social events). 2) If i3 cannot effectively execute the rules we have put in place - like if we put up rules but don't enforce a culture of following the rules, then we would be operating illegally because we wouldn't be doing what our rules say we're doing. I'm honestly not sure how closing compares to dissolving the corporation, but I'm guessing i3's members would prefer temporary closing vs dissolution of the corporation. "
    • Charlie: "Jamie's response is not based in fact. The organization must follow the law and the Board must serve the interests of the organization. It is generally accepted that continued operation is in the best interests of the organization. The standing rules are wholly superseded by law, it doesn't really matter what is in them when the question of legality of operation is considered. "
  • Do we need to change how we're looking at closing/opening the space?
  • Do we need to communicate the board's reasoning to the membership in a formal way?

• Article 5 Section 3 of the bylaws give the board authority to close the space, if they feel that the covid policy voted on by the membership is in violation of the law. But that such closure would be strictly temporary.
  • Mike directs the president, to have the covid committee investigate the legal basis for the board closing the space

Meeting Metrics

• Time completed:2112
• Funds appropriated: 0
• Attendees: 12

Action Item Summary

No action items.

Proposal Summary

Proposal	Moved By	Seconded By	Aye	Nay	Result
Suspend member A for two weeks for violating the COVID-19 rules	Thomas	Mel	7	0	PASS
Direct the president to form a committee for the purpose of drafting and updating i3 covid 19 policy	Mike	Mel	6	0	Passed
Suspend member B for two weeks for violating the COVID-19 rules	Mel	Jan	7	0	PASS
The number of Directors of i3 Detroit for the board term running from 2020.09.01 through 2021.09.07 shall be seven (7).	Paul	Mel	5	1	Passed

Attendance

1. Chair Jamie
2. Secretary Que
3. Thomas
4. Mike
5. Mel
6. David
7. Charlie
8. Matt
9. Jody
10. A’Lisa
11. Jan
12. Paul

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