Minutes:Board Meeting Minutes 20251021

Meeting Location

Meeting was Called to Order At: 19:33 by Matt

i3 Detroit 1481A Wordsworth St. Ferndale, MI 48220

And

Virtual

Pre-Meeting Preparation

• If you'd like to be included in the attendance, please add your name to the thread in the #meetings slack channel.
• Check mailbox for mail (bills, letters, etc.)

Virtual Meeting Etiquette

• Be excellent.
• Attendance and voting can be found in the #meetings slack channel.
• Please show up early if you are concerned about your audio.
• If there is no one waiting to speak feel free to do so at the next opportunity.
• If there is someone waiting to speak, please say that you are raising your hand in the google call chat. (This will be demonstrated)
• Please refrain from other side conversations, these can be distracting for the rest of the meeting and make it difficult for the chair to keep track of what's going on.

Officer Reports

Treasurer & Budget

Bank balance EOM	(includes $25,000 Grant in April 24, 2024)
Sept	$22,792.57 Net $12,770.16. Grant balance remaining $10,022.41 after CNC purchase
Oct	$24,432.28 Net $14,409.87.
Nov	$21,519.24 Net $11,672.21. Two rent checks (~5300) hitting in same month due to transition to EFT for rent payments
Dec	$22,826.76 Net $13,306.28.
Jan 2025	$22,607.51 Net $13,087.03.
Feb 2025	$24,771.69 Net $15,251.21.
Mar 2025	$30,289.94 Net $20,769.46.
Apr 2025	$30,915.44 Net $21,394.96.
May 2025	$31,492.38 Net $21,971.90.
June 2025	$22,114.92
July 2025	$21,805.41
August 2025	$25,082.21
September 2025	$31,970.90
Savings Balance	$19,574.36
COD due 1Jan2026	$45,000

• Includes $1761 IRS refund of late filing penalty
• Includes $1472 in zone fund and class fee contributions
• Bank balances continue trending higher.

• FY2025 Forecast discussion
  • Media:2025 9+3Fcst.pdf
  • 9 Months actual + 3 months forecast
  • Expenses generally in line with expectations.
  • Zone funds will get updated in the next few days

• Next month report will include Initial FY26 Budget and reconciliation of available investment funds.
• November decision on Investment budget amount, prioritization and review criteria and begin solicitation of budget requests.
• There is no current budget remaining for activities and classes.

Senior Vice President

• Check of alcohol policy on insurance. There is some coverage related to events. Unsure on day to day usage.
• Has a PDF of the insurance policy.

VP of Membership

• 7 phase 1, 8 of 12 in process completed membership.
• 40 people in the new CRM, includes all scholarship members.
• If creating the new account results in double billing, then contact treasurer if reimbursement is needed. It's also possible to set the billing date in the new CRM to try and avoid this situation.

Upcoming Events

I would like to thank everyone who did events and kept events going. -Thomas

• Volunteers to host upcoming Friday tours?
• Up coming Events Calendar
• Need people to teach classes.

• halloween-party 31 Oct 2025
  • We need help, decorations, and people!!!

Date	Event	EventBrite Link
21 Oct 2025	BOARD MEETING
23 Oct 2025	Kicad PCB Workshop
24 Oct 2025	In-Person Friday Night Tours!
25 Oct 2025	Sewing and elab buildout
31 Oct 2025	In-Person Friday Night Tours!
31 Oct 2025	Halloween party!
11 Nov 2025	Member Meeting	N/A
25 Nov 2025	Member Meeting	N/A

• Woodshop and Jewelry classes were held.

Pulse Check

• This is a reminder to check if any officer provided no report in three consecutive board meetings. If so, at this point in the Board meeting, we add an item to the subsequent Member Meeting agenda, to call for nominations or volunteers for the Board to appoint to that office at next month's Board meeting.

Committee Reports

Safety & Compliance Committee

• No update.
• Reports only expected in July.

Old Business

Prior Minutes

• Motion:
  Motion to approve last months minutes
  Moved by Jeff; Seconded by AJ
  6 Ayes / 0 Nays
  Result: ?
  • Board Meeting Minutes 20250926 Special

Camera Review Review

• Frank & AJ completed one on Oct 2nd of Auto Zone due to a mess left in the Zone. Found who we thought to be the culprit, but Sid disagreed. Recommended a follow-up review Sid could attend. Also woodshop Saw Stop.
  • Sid and Jeff reviewed on Oct 3rd
• Leather Lew and Jeff completed one on Oct 7th of Laser Zone
• Frank and AJ completed one of the front door on Oct 14th
• A failure to send out emails when reviews were done was noted by Jeff B.

Summary of Board List/Slack Discussions since last meeting

• A lot of discussion about a now-resolved situation with a member who was not respecting the rules of the space.
• We need to work together as a group and all stand behind decisions once they're made.
• Another member has not been following permit rules and has been leaving things improperly around the space. Summary of this + added to agenda under 'New Business'
• Need to work with Paint Zone coordinator to determine if the current rules are working or need to be changed, and to ensure whatever is put in place is enforced.
• Glass Zone needs to submit a budget proposal in December, or the Zone will not be kept.
• Discussion on determining budgets for next year and how we should do it.
  • Spreadsheet was recommended. This seemed to be an overall agreed upon idea.
• We now have a Canva account with Non-Profit membership status. storage@i3detroit.org has access, and additional members can be added to the 'team' so more people have access without going through the storage account

Proposal:
Approve $200.00 for Classroom Zone Funds.
Context
General use funds needed to keep the classroom in good condition. Classroom Zone currently has $0 funds and received $0 funds this year.
Moved by Paul A, Seconded by Matt A
6 Ayes / 1 Nays
Result: PASS

Outstanding action items

• AJ: Solicit feedback from Auto Zone Coordinator and have a finalized parking proposal for the meeting next month
• Paul A: Research notification requirements for board meetings and email voting requirements
  • We have something stricter than required by law. May want to put new requirements in standing rules.
• Matt A: Summarize board and slack discussions for the October Board Meeting

CRM Update

• Invites sent to all active and hiatus members. Currently 56 members have completed registration.
• Several Board members not yet signed up.
• Plan to have everyone over by end of year and then archive old CRM. That means anyone who hasn't migrated by that time will have key access turned off.
• Reminder invitations and emails will be sent out every 3 weeks or so.
• 223 members added to new CRM, 56 have registered with active memberships.
• A few signup problems with members overlapping with duplicate payments across both CRM systems. This is due to timing of setting up the membership. This is easily corrected.
  • Possible solution to help migration: Once the new CRM starts syncing door data, anyone not migrated will need to setup the new CRM to have an active key.
  • Should send out an email to announce iterating with whats on the wiki.
  • Thanks to Hans for printing out signs about the migration.

New Business

Proposal:
Allocate one parking spot for short term parking of Auto Zone projects that are currently being worked on. In order to leave something in this spot, the person must book it on a calendar and place a parking permit visibly on the dash / in a window.

Space: To the left of the garage near the wood post and yellow pole. 8.5 ft parallel to the garage door, going out from the wood post, and 17 ft long going out from the yellow post. (Reference: average parking spot size in the US is 7.5-9 ft x 16-20ft)
Context
There will be additional rules for this spot defined by the Auto Zone. These rules include:

• Your vehicle cannot block access to the garage in any way. It is ok if it extends past the 17 ft length limit as long as there is at least 1 ft clearance between whatever is in the space and the street.
• It cannot be used for anything long term: you cannot leave the same vehicle in it for more than 3 consecutive days, or more than 6 days per calendar month. Zone or Board approval is required to go beyond this.
• If someone is using this parking spot and does not have it booked, you can ask them to move their vehicle so you can use it for your booked time.
• The space is intended for temporary overnight parking of projects. You cannot book it just to ensure you have a parking spot close to i3.
• If you leave something in this spot past the time limit or without booking it, it will be towed. You must book the spot to leave anything in it while you are not at i3 (ex: overnight). Calendar bookings must be left once completed, do not remove old calendar entries.
• Need to determine if signage can be placed to indicate the parking rules.
  Moved by Tim, Seconded by Frank
  7 Ayes / 0 Nays
  Result: PASS

Proposal:
Allocate $200 for the Halloween Party.
Moved by AJ, Seconded by Paul A
7 Ayes / 0 Nays
Result: PASS

Entire permit / leaving-things-at-i3 situation with specific members

• Summarized in members and advocates channel. Discuss.
• On or after Friday Jan 9 can present to the board the parking permit process.
  • Unfair and targeted. Wasn't able to speak to issue and explain.
  • Proactive vs reactive.
  • Feels harassed.
  • Needed to present the parking permit and ticket rules to any two board members.
  • Board was looking for proactive imitative.

Cat Food

• Yes the cat food in the media zone should be removed promptly.

COWBELL

Action Item Summary

No action items.

Proposal Summary

Proposal	Moved By	Seconded By	Aye	Nay	Result
Allocate one parking spot for short term parking of Auto Zone projects that are currently being worked on. In order to leave something in this spot, the person must book it on a calendar and place a parking permit visibly on the dash / in a window. Space: To the left of the garage near the wood post and yellow pole. 8.5 ft parallel to the garage door, going out from the wood post, and 17 ft long going out from the yellow post. (Reference: average parking spot size in the US is 7.5-9 ft x 16-20ft)	Tim	Frank	7	0	PASS
Allocate $200 for the Halloween Party.	AJ	Paul A	7	0	PASS
Approve $200.00 for Classroom Zone Funds.	Paul A	Matt A	6	1	PASS

Meeting Metrics

• Time completed: 20:53
• Funds appropriated: $200
• Attendees: 11

Attendance

1. Matt A
2. Frank A
3. Thomas B
4. Jeff B
5. Jan H
6. David H
7. AJ H
8. Tim C
9. Paul A
10. Drew L
11. Jeff P

Previous Meeting	Next Meeting
Board Meeting Minutes 20250926 Special	Board Meeting Minutes 20251118