Minutes:Board Meeting Minutes 20160712

Agenda for 07-12-2016

'Chair: Mike Fink 7:32pm'

Introductions

• Tom Levin
  • Letter Press
  • Working on Tongue Twister Videos

• Joselyn
  • Ceramics
  • Teaches at Cranbrook.

Old Business

i3Detroit 2020

• Discuss member driven visioning process that would begin with an online survey. (Leora)
• Send any questions or thoughts to Leora.
• Action Item - Survey will be prepared and then discussed before sending it out.
• A non-visionary survey was done by Konrad a couple years ago.
• Thinking of 3 mini-surveys vs one long one due to the long question list.

Officer Description

• The Task Force on Officer Descriptions submitted their report to the Board. What is status of Descriptions and who defines those descriptions (Board or President)?
  • Debate on if Membership On-boarding and retention should be combined or split.
    • Change the name of retention to Off-boarding to better define the role.
  • Membership Advocate
    • Should a second Membership Advocate position be added?
    • Overlapping terms so knowledge isn't lost.
    • Should the name be changed?
  • Senior Vice President

Proposal:

Make the following updates to Officer position duties.

VP of Classes and Events

• Administer listing and ticketing of classes
• (EB, Cal, Blog, FB)
• Authority over scheduling space reservations for classes
• Authority over class revenue/budget
• Encourage and assist new classes
• Reporting
  • Monthly written in board minutes
  • Number of classes
  • Class Attendance
  • Revenue: Gross/Net revenue to Materials/Instructor/i3

VP Member Off-boarding

• report: number of members leaving, why people leave
• Assist in off-boarding tasks

VP Membership On-boarding

• Reporting
  • Number of new members, total members.
  • Provide a report to the general membership at the first Tuesday meeting each month.

VP-Member Advocate - wiki good

• Do we want two of them? Yes

Senior Vice President

• Friday Night Tours
• Site survey/Internal Ambassador - Day to day shop ops
• Fill in gaps in officers
• Coordinate with President
• Daytime availability valued
• Provide a report to the general membership at the first Tuesday meeting each month.

President

• Provide a report to the general membership at the first Tuesday meeting each month.

Moved by Jamie, Seconded by Leora
7 Ayes / 0 Nays
Result: PASS

• If updates are required, do so by August, prior to nominations.
• Discussions and information are in the [channel on Slack] on May 26th.

Summary of Issues brought up since Last Board Meeting

Slack

• Another car was left next door. Owner was contacted by Evan and the situation is now resolved.

Emails

• Spray Paint stains outside - Still unresolved. Need someone to power wash.
• Confirmed sponsorship for learn to solder - Radio Shack & Xuron.
• Hackerspace Administration Conference - September 15th in New York. Anyone interested?
• Vision Survey input
• Kiln for sale
• Maker Wedding Shower - Charlie hasn't heard anything on this yet.
• Borrowing tools from the space (2 emails).
  • Actual removal is an issue how to prevent it in the future?
  • Is the process working as expected?
  • Concerns on if standards are consistently applied.
  • Overall good, but much confusion.
• Insurance policy. Overall OK. Should increase the amount of property insurance. Would probably take ~ $500 - $1000 additonal budget to adjust to a more reasonable level.

New Business

Selection of # of Board Members for Next Term

• Jamie's attempt to consolidate power and have only 6 board members failed as there was no second for the proposal.

Proposal:

Elect 7 board members for the next term.

Moved by Evan, Seconded by Matt H.
6 Ayes / 0 Nays
Result: PASS

Proposal to split the kiln zone into a ceramics zone and a glass zone (sent in separate email) Leora and Sam

Proposal:

Proposal to split the kiln zone into a Ceramics Zone and a Glass Zone for a 3 month trail period.

The current co-coordinators of the Kiln Zone, Leora and Joseph would become coordinators of the Glass Zone. Samantha Letvin and Joselyn Graziadei would become co-coordinators of the Ceramics Zone. Both are experienced working with and teaching ceramics and have indicated an interest in managing the ceramics zone.

Responsibilities of Zone Coordinators (Based on: https://www.i3detroit.org/wiki/HOWTO_Be_A_Coordinator )

Note: These responsibilities can be divided and delegated as the coordinator(s) see(s) fit and do not necessarily need to be done by the coordinators themselves.

• Coordinate, drive and determine the future plans and directions for the zone
• Create a yearly Zone Budget and participate in the annual Budget process for i3
• Manage the Zone’s budget, including approving reimbursements and keeping track of expenditures and incoming donations and fees
• Maintain the zone’s equipment functionality, availability of consumables and overall organization and cleanliness .
• Purchase equipment, tools and consumables for the zone. Approve loaned tools for the zone.
• Make available orientation and certification on equipment and classes on techniques and other zone related topics
• Communicate and work with other zones to cooperate on common issues and resolve any conflicts
• Set standards for the zone, including equipment use and placement, safety rules and any needed start up or shut down procedures
• Communicate to members what is happening in the zone including sending emails to i3Detroit lists and posting on Slack
• Submit a brief (three sentence) update for the 1st and 3rd Tuesday Member Meetings on what happened in the prior 2 weeks, what will be happening, and any equipment issues
• Write and update the zone wiki page, including equipment information, rules, procedures and any other useful information as the co-ordinator(s) see(s) fit
• Find ways to tell potential members (who are interested in the zone’s craft and equipment) about the zone and about i3Detroit
• Seek funding and donations for the zone
• Follow up on shared and delegated tasks

Equipment and Materials

Current equipment and materials to be retained in the Glass Zone

• New glass kiln
• Large grey cabinet
• All glass and glass related tools and materials
• Wedging table
• Bakery Cart for glass
• Shelving on South side of kiln zone
• All cold working and wet working equipment (tile cutters, wet grinder, etc)

Current equipment and materials to be retained in the Ceramics Zone

• Pottery Wheel
• Ceramics Kiln 1
• Ceramics Kiln 2
• Large beige cabinet
• All clay and clay related tools and materials
• Wedging table
• Bakery Cart for ceramics
• Shelving on North side of kiln zone

Equipment and materials to be shared

• Kiln shelf paper
• Kiln shelves
• Kiln furniture
• Use of storage on the pallet rack in the kiln zone

Moved by Jamie, Seconded by Evan
6 Ayes / 0 Nays
Result: PASS

Transfer coordination of the media lab workstations to the compute zone

Proposal:

Terry W will contact the Media Lab coordinator and provide a written recommendation to the board in 14 days. Evan

Moved by Evan, Seconded by Matt H.
4 Ayes / 1 Nays
Result: PASS

Budget Requests

Plan to move $400 that was allocated to Yuri's night and never used to Maker Faire Project support.

• This wouldn't add any money to the budget, just move it around. The money would still be in the "special events" category, just allocated to a different special event.
• The Maker Faire tent could use more money for various event supplies - more tablecloths, materials to make a stand for the banner, extra gallery walls, various signage.

Proposal:

Move $400 that was allocated to Yuri's night and never used to Maker Faire Project support.

Moved by Jamie, Seconded by Evan
5 Ayes / 0 Nays
Result: PASS

Officer Reports

Treasury and Budget Report for June, 2016

• Financial Grade: B+
• Emergency: $7.5K Checking : $4.0K BNektar: $1.4K Paypal: $.4K Total: $13.3K
• 105 Subscriptions 13 annuals.
• Big ticket item schedule out
• Moderate dues low Donations (Eaton in July)
• Matt G and I working thru CRM bug

Secretary

• Action Item: David H. - Add location of the banned member list on the wiki. Actual location will not be public. List is referenced in the standing rules https://www.i3detroit.org/wiki/Standing_rules#Banning, but no known electronic version exists. Electronic version exists, but needs to be placed on the server and a portion of the page added to the wiki.
• Should start access audit after Maker Faire.

President

• MOPOP - may involve longer shifts due to limited wristbands.
• Learn to solder is going ahead.
• Membership brochure is in progress. Consulting with a designer.

Senior Vice President

• Will meet with Ron about giving a talk on acrylics and how his products can be used at i3.
• Still looking to do the Etsy workshop will get on Jessica's calendar when she returns from out of town, want to also work with James on structuring the workshop.
• Currently planning a How to use TinkerCAD workshop for i3 members and a second one for community/visitors and guests. First week of August may be delayed as early August is close to Maker Faire.

VP of Activities & Classes

• No new classes for July.
• Looking for people to teach new classes after Maker Faire. Need to work on projects and ideas for Halloween.

VP of Membership-Onboarding

• 4 new people between phase 1 and 2.
• 4 new members in the last month.

Committee Reports

Scholarship Committee

• Checking to see where applications are submitted.

Action Items

Action Item	POC
Add location of the banned member list on the wiki. Actual location will not be public. List is referenced in the standing rules https://www.i3detroit.org/wiki/Standing_rules#Banning, but no known electronic version exists. Electronic version exists, but needs to be placed on the server and a portion of the page added to the wiki.	David H.

Proposals

Proposal	Moved By	Seconded By	Aye	Nay	Result
Proposal to split the kiln zone into a Ceramics Zone and a Glass Zone for a 3 month trail period. The current co-coordinators of the Kiln Zone, Leora and Joseph would become coordinators of the Glass Zone. Samantha Letvin and Joselyn Graziadei would become co-coordinators of the Ceramics Zone. Both are experienced working with and teaching ceramics and have indicated an interest in managing the ceramics zone. Responsibilities of Zone Coordinators (Based on: https://www.i3detroit.org/wiki/HOWTO_Be_A_Coordinator ) Note: These responsibilities can be divided and delegated as the coordinator(s) see(s) fit and do not necessarily need to be done by the coordinators themselves. Coordinate, drive and determine the future plans and directions for the zone Create a yearly Zone Budget and participate in the annual Budget process for i3 Manage the Zone’s budget, including approving reimbursements and keeping track of expenditures and incoming donations and fees Maintain the zone’s equipment functionality, availability of consumables and overall organization and cleanliness . Purchase equipment, tools and consumables for the zone. Approve loaned tools for the zone. Make available orientation and certification on equipment and classes on techniques and other zone related topics Communicate and work with other zones to cooperate on common issues and resolve any conflicts Set standards for the zone, including equipment use and placement, safety rules and any needed start up or shut down procedures Communicate to members what is happening in the zone including sending emails to i3Detroit lists and posting on Slack Submit a brief (three sentence) update for the 1st and 3rd Tuesday Member Meetings on what happened in the prior 2 weeks, what will be happening, and any equipment issues Write and update the zone wiki page, including equipment information, rules, procedures and any other useful information as the co-ordinator(s) see(s) fit Find ways to tell potential members (who are interested in the zone’s craft and equipment) about the zone and about i3Detroit Seek funding and donations for the zone Follow up on shared and delegated tasks Equipment and Materials Current equipment and materials to be retained in the Glass Zone New glass kiln Large grey cabinet All glass and glass related tools and materials Wedging table Bakery Cart for glass Shelving on South side of kiln zone All cold working and wet working equipment (tile cutters, wet grinder, etc) Current equipment and materials to be retained in the Ceramics Zone Pottery Wheel Ceramics Kiln 1 Ceramics Kiln 2 Large beige cabinet All clay and clay related tools and materials Wedging table Bakery Cart for ceramics Shelving on North side of kiln zone Equipment and materials to be shared Kiln shelf paper Kiln shelves Kiln furniture Use of storage on the pallet rack in the kiln zone	Jamie	Evan	6	0	PASS
Terry W will contact the Media Lab coordinator and provide a written recommendation to the board in 14 days. Evan	Evan	Matt H.	4	1	PASS
Move $400 that was allocated to Yuri's night and never used to Maker Faire Project support.	Jamie	Evan	5	0	PASS
Elect 7 board members for the next term.	Evan	Matt H.	6	0	PASS
Make the following updates to Officer position duties. VP of Classes and Events Administer listing and ticketing of classes (EB, Cal, Blog, FB) Authority over scheduling space reservations for classes Authority over class revenue/budget Encourage and assist new classes Reporting Monthly written in board minutes Number of classes Class Attendance Revenue: Gross/Net revenue to Materials/Instructor/i3 VP Member Off-boarding report: number of members leaving, why people leave Assist in off-boarding tasks VP Membership On-boarding Reporting Number of new members, total members. Provide a report to the general membership at the first Tuesday meeting each month. VP-Member Advocate - wiki good Do we want two of them? Yes Senior Vice President Friday Night Tours Site survey/Internal Ambassador - Day to day shop ops Fill in gaps in officers Coordinate with President Daytime availability valued Provide a report to the general membership at the first Tuesday meeting each month. President Provide a report to the general membership at the first Tuesday meeting each month.	Jamie	Leora	7	0	PASS

Meeting Metrics

• Time completed: 10:10 pm
• Funds appropriated: $0
• Attendees: 16

Attendance

Evan Allen Matt Arnold Nathaniel Bezanson Jamie Burdeski Leora Druckman Michael Fink Matthew Gardeski Matt Huber David Henry James O'Dell Charlie Rysenga Vivian Sanders Ken Siegner Terry Wynn Samantha Letvin Joselyn Graziadei

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