Minutes:Board Meeting Minutes 20200908

From i3Detroit
Jump to: navigation, search

MinAgenda for 09-08-2020

Chair: Jamie

Meeting Location

Virtual

Meeting was Called to Order At: 1948

Officer Reports

Treasurer & Budget

Treasurer's report: https://www.i3detroit.org/wi/images/d/d4/August2020ProfitandLoss.pdf

Bank balance $138,032.02
Emergency Fund ($30,000.00)
Allocated to Zones/SIGs/etc. ($25,450.36)
Allocated to Expansion (MEDC) ($79,116.82)
Net available $3,464.84

Secretary

President

  • Covid policy committee work is ongoing. Working on organizing a leadership meet and greet.

Will likely be virtual and is geared toward being several informal hours in september. Hopefully with the help of the outgoing board members, and with the goal of updating the how to be the director page.

Senior Vice President

  • Has finished checking in with some outgoing members, as well as participating in the online community that is continuing to hold events. Is working on hosting more social things.

VP of Activities & Classes

VP of Membership-Onboarding

  • Membership changes since last meeting:
    • 5 Member => Hiatus
    • 31 Member => Inactive
    • 1 Hiatus => Inactive
    • 1 Started onboarding
    • Treasurer cleaned up a lot of zombie members over the last month, which is why so many people were switched to inactive
  • Scholarship fund update:
    • 12 Members on scholarship
    • $578 Allocated (of $808 available)
    • Average value of $48.17/scholar
    • Total available value revised to reflect current count of active members (137) according to the CRM
  • Key re-activation progress:
    • 121 keys have been reactivated (of the 270 currently in the door)

Member Advocate

  • Several reports were submitted to the board.

Committee Reports

Bylaws Committee

We met. We came up with a framework for new rules. They are in the Bylaws Committtee wiki page. The committee wants to dissolve as a committee.

CRM Committee

We met. We have an overarching plan for the new database and related software.

Expansion Committee

We met with the architects. We have a meeting scheduled with the fire marshal to get a basic COO. Door company will be remeasuring the hole in the wall by woodshop for the firewall.

Fundraising Committee

We got the grant and did our customer satisfaction survey. Also, emailed an update to backers.

Safety & Compliance Committee

  • None

Moderation Committee

  • None

Limited Use Approval Committee

  • Still on hiatus.

Camera Review Review

  • on 20200812 Mel and Jan performed a camera review of the front door and classroom on 20200627 1600-1800

Old Business

Action Item: Paul - Follow up with fundraising committee on details for raffle license.
  • To be continued.
Action Item: Matt - Develop hiatus expiration plan as membership and on boarding VP.
  • Tabled
Action Item: Que - Send out email announcing that Thomas stepped down
  • Completed
Action Item: Mel - Send out email soliciting feedback on the updated harassment policy.
  • Completed
Action Item: Several - Follow up to make sure people added Disciplinary Factors to their appropriate places.
  • Que,completed

Summary of Board List/Slack Discussions since last meeting

board slack and e-mails consisted of discussion of the following topics:

  • camera reviews
  • missed health screenings and/or calendar entries
  • Disciplinary warnings to be sent out
  • Disciplinary actions to be addressed
  • Zone coordinator appointment and re-affirmation
  • solicitation license granted (for MEDC grant)
  • we received the MEDC money
  • Needing a new insurance company by next year (July?)
  • making treasurer the head of a committee all of whom get board approval to preform treasurer duties

New Business

New Policy Things

  • Decide term link
    1. Ashley 1
    2. Evan 2
    3. Matt 2
    4. Jan 2
    5. Mark 1
    6. Mel 1
    7. Paul 1
  • Finalize covid discipline guidelines.
    1. For very small mistakes (missing a calendar entry or health screening, but not both), the consequence is an unofficial warning.
    2. For other minor violations (missing both a calendar entry and a health screening, accidentally going the wrong way through the hallway once, etc.), the consequence will be a warning.
    3. For repeated minor violations or more serious infractions (failing to sanitize anything, not wearing a mask for a significant amount of time, etc.), the consequence will be a two week suspension.
    4. For second offenses or repeated major violations, the consequence will be a one month suspension.
    5. Anything further will require using the regular disciplinary methods, including a meeting between the board and the violator.


New Positions

  • Talk about appointing officers & zone coordinators.
    • Specifically need to appoint someone in Woodshop.
Proposal:
Appoint Tim Clayson to be Woodshop Coordinator.
Moved by Mel; Seconded by Paul
7 Ayes / x Nays
Result: Pass
  • Assist Treasurer with Finance Committee.
Proposal:
Create a Finance Committee to help the Treasurer. This committee should be made up of Jody Raiford, Mike Fink, and Melissa Gilchrist, and it should be chaired by the Treasurer.
Moved by Mel; Seconded by Paul
7 Ayes / x Nays
Result: Pass

Discipline Issue

Proposal:
Suspend Member D for two weeks for violating the Covid Policy. Specifically for refusing to create a calendar entry and improperly wearing a mask inside the building.
Moved by Mel; Seconded by Mark
6 Ayes / 0 Nays
Result: Pass
Proposal:
Dissolve the Bylaws comittee
Context
This group does not hold board powers and so doesn’t need to report or exist
Moved by Mel; Seconded by Mark
7 Ayes / 0 Nays
Result: PASS
Proposal:
Dissolve the Limited Use approval committee.
Context
Does not need to exist anymore.
Moved by Evan; Seconded by Ashley
7 Ayes / 0 Nays
Result: PASS

Free Vending Machine

Habitat for Humanity has a set of vending machines they would like to give to anyone who will haul them away. I suggested that they give them to i3. The owner has disappeared and has not serviced the machines in 2 years. Their attempts to find the business and the owner have turned up nothing. They think the business went under. The machines are in very good condition. There are photos on the Slack space-business channel.

Action Items

Action Item: A’Lisa - contact membership and onboarding and activities to coordinate efforts.
Action Item: Ashley - will report on her findings about insurance companies at the next meeting
Action Item: Mel - Will bring up the covid disciplinary policy on slack.
Action Item: Mel - Will a send out a survey calling for officers but not ZoCo’s
Action Item: Que - Will start a email vote to appoint officers on the 20200922
Action Item: Mel - Talk about budget in regards to the MEDC grant.
Action Item: Que - Present revised edition of secretary concil


Meeting Metrics

  • Time completed:
  • Funds appropriated:
  • Attendees: 15

Action Item Summary

Action ItemPOC
contact membership and onboarding and activities to coordinate efforts.A’Lisa
Send out email soliciting feedback on the updated harassment policy.Mel
Follow up with fundraising committee on details for raffle license.Paul
Will bring up the covid disciplinary policy on slack.Mel
will report on her findings about insurance companies at the next meetingAshley
Will a send out a survey calling for officers but not ZoCo’sMel
Follow up to make sure people added Disciplinary Factors to their appropriate places.Several
Will start a email vote to appoint officers on the 20200922Que
Develop hiatus expiration plan as membership and on boarding VP.Matt
Send out email announcing that Thomas stepped downQue
Talk about budget in regards to the MEDC grant.Mel
Present revised edition of secretary concilQue

Proposal Summary

ProposalMoved BySeconded ByAyeNayResult
Create a Finance Committee to help the Treasurer. This committee should be made up of Jody Raiford, Mike Fink, and Melissa Gilchrist, and it should be chaired by the Treasurer.MelPaul7xPass
Dissolve the Bylaws comitteeMelMark70PASS
Suspend Member D for two weeks for violating the Covid Policy. Specifically for refusing to create a calendar entry and improperly wearing a mask inside the building.MelMark60Pass
Dissolve the Limited Use approval committee.EvanAshley70PASS
Appoint Tim Clayson to be Woodshop Coordinator.MelPaul7xPass

Attendance

  1. Chair Jamie
  2. Secretary Que
  3. Matt
  4. Mel
  5. Mike
  6. Ashley
  7. Paul
  8. Jody
  9. A’Lisa
  10. David
  11. Mark
  12. Evan
  13. Jan
  14. Paul
  15. Gary


Previous Meeting Next Meeting
Board Meeting Minutes 20200811 Board Meeting Minutes 20201013