Board of Directors Meeting 20140515

This meeting will be held in Modified SRC3 format.

Time, location

19:30, Dallas Makerspace

Prior minutes

Board_of_Directors_Meeting_20140328#Minutes

Officer/Committee reports

Committee chairs are requested to provide their reports in writing. Reports can be short bullet-points.

• 3d Fabrication Committee - Andrew Falgout
• Amateur Radio Committee - Benjamin Groves
  • 14 new Amateur Radio Licenses - Woot!
• Aerospace Committee - Romeo Espana
• Automotive Committee - Michael Lass and Aaron Leiter
• Bio Committee - Andrew Floyd
• Civic Hacking - Stephen Wylie
• Classroom Committee - John Fields
• Creative Arts Committee - Julio Nieto and Haley Moore
  • We had our first canvas printing class. Wide format printer and basic photo software training continue this month. We're adding several new roll media.
  • Doug Emes has set up our Silhouette cutter to do registered cutting, which will allow us to teach some pretty awesome pepakura/cnc scrapbooking classes.
  • Doug is also self-training on, and we are planning a curriculum for, the CNC embroidery machine.
• Electronics Robotics Committee - Daniel Jackson
• Financial Committee - Paul Brown
  • Presentation: Link
• Foundry Committee - John Kuhlenschmidt
  • Had a bisque fired last Sunday. It went great!
  • Plan on sand casting demo Sunday
  • Have been having throwing techniques demo by one member.
  • Planning on a DVD viewing on Throw on the Wheel & Glazes in June.
• Laser Committee - William Petefish
• Operations and Facilities Committee - Andrew LeCody
• Photography Lab (Darkroom Committee) - Nicole LeCody
• Public Relations Committee - Cone Johnson
• Workshop Committee - Greg Needel

Consent Agenda

Newly proposed agenda items appear in the consent agenda. Any member present at the meeting may pull an item out of the consent agenda for discussion, at which point it goes under "New Business". If nobody objects to the solutions presented by the consent agenda, everything in the consent agenda passes by consensus. Items that have more than one proposed solution should be moved to the "New Business" section.

Any member may edit this wiki page and place an item on the consent agenda. However, discussion of agenda items should be done via the forums. The cut-off time for addition to or revision of the the agenda's items is 48 hours prior to the meeting.

Blacksmith Equipment purchase (John Haskins)

Problem: Blacksmith classes and open forge routinely have more participation than is easily handled by our current loaned equipment.

Solution: A deal on some Blacksmith equipment has been found, $2300 covers 2 new anvils, a post vice, a large swage block, 24 assorted hammers, tongs, punches, chisels, and hardy tools. Authorization of the purchase of this equipment would allow for larger and more productive classes.

Relevance to our tax exempt purposes: This helps DMS accomplish its educational mission by enabling the blacksmiths to have larger and more productive classes.

New business

New Lease

We are awaiting the final build-out costs for the Monetary #104 location, as well as the finalized lease agreement. If both of those are in before the meeting we can discuss and vote to approve the lease agreement. If some of the information is missing or not verified as final, this will be a discussion and non-binding vote. If consensus is reached and the numbers/agreement does not materially change, we'll hold an emergency board meeting for formal ratification.

Fixed Asset Capitalization Policy (Paul Brown)

Problem: For the upcoming Form 990-EZ filing (deadline extended to 8/15/2014), we are asked to report the value of our fixed assets (things like computers, large tools, and furniture). It's important for us to establish a written policy to ensure assets are classified consistently in the future. The goal is also to be realistic about reporting only what would worthwhile to sell if we were to pay someone to liquidate DMS's assets. A good capitalization policy will also save us work on record-keeping because we won't need to worry about depreciation for assets only worth a small amount.

Sources:

• "Sometimes referred to as fixed assets, the property, plant, and equipment of a not-for-profit organization represent its long-lived assets used in the conduct of the organization’s business. These would include land, buildings, equipment, office furnishings, computers, vehicles, and other similar assets. What gets recorded as a capital asset is generally determined by a not-for-profit organization’s capitalization policy. This policy determines what purchases are recorded as assets and what purchases are recorded as expenses. If a purchase of one of these types of assets meets the capitalization policy’s criteria, it is recorded as an asset. The capitalization policy is usually based on the useful life of the item. Normally, a minimum useful life of three to five years is required before an item is recorded as an asset. The capitalization policy usually also sets a minimum dollar threshold in order for an item to be recorded as an asset. The threshold amount varies based on the size the organization. A $500 threshold is reasonably popular among average-size organizations, although amounts as low as $100 and as high as $10,000 are not uncommon for very small and very large organizations, respectively." - Not-For-Profit Accounting Made Easy by Warren Ruppel, CPA
• http://www.hhcpa.com/blogs/non-profit-accounting-services-blog/adoption-of-a-capitalization-policy/
• http://www.nonprofitaccountingbasics.org/reporting-operations/budgeting-terms-concepts
• http://www.controller.vcu.edu/finreporting/FixedAssetPolicies.pdf
• http://www.middlebury.edu/media/view/276848/original/fixed_asset_policy__070522__-_fy11.pdf

Solution:

Establish the following capitalization policy under the finances section of the standing rules:

• All property purchases equal to or greater than $500 and having an useful life of one year or more are to be capitalized.
• All individual items purchased for less than $500 and having a useful life of less than one year are to be expensed.

Modification to the Event Policy Encouraging Classes (Robert Davidson)

Problem: Teaching classes requires a lot of planning and work. There are often cost's associated with the classes.

Solution:

Establish the following policy under the Event's section of the standing rules:

• All Teachers will be eligible for a 50$ Honorarium per approved class (http://en.wikipedia.org/wiki/Honorarium)
• A Honorarium can be forfeited and given to a committee.
• Committees's are also eligible for a matching honorarium for every class sponsored by a committee a matching 50$ will goto the committee (Committees will need to keep track of class's they offered for the month and notify the treasurer at the end of the month)

• Definition of Approved Classes Classes that are scheduled on the calendar and the curriculum is approved by the Majority of the BOD

Switch Merchant Account (Paul Brown)

Problem: We're currently using Flagship Merchant Services as our merchant account for accepting credit card payments. A merchant account is required to accept credit cards through Authorize.NET. However, Chase Paymentech is able to offer a lower rate now that we no longer need to worry about not meeting the monthly minimum fee amount.

Research available here: https://dallasmakerspace.org/wiki/Paypal_Vs_Authorize.net#Chase_Vs_Flagship_Vs_Merchant_Warehouse_Table (big thanks to Will Stewart for helping get some of this info!)

Solution:

• Authorize Paul Brown to sign Chase's "Merchant Application and Agreement".
• Authorize monthly spending on fees to receive credit card payments.
• Authorize spending $50 for the setup fee.
• Thank Will Stewart for helping.

Relevance to our tax exempt purposes: This helps us save money on credit card fees. We can use the money we save for our tax exempt purposes.

Reimburse the Arts Committee for SSD Purchase (Haley Moore)

Problem: Earlier this month, the Arts committee installed new educational software from AutoDesk that required more hard drive space. We purchased an SSD drive for $250 out of funds previously allocated for the mat cutter.

Solution: Allocate $250 to retroactively pay for the SSD purchase.

Relevance to our tax exempt purposes: Allows us to offer instruction to the public in Maya, 3DS Max, Softimage, MotionBuilder, and Mudbox, as well as the previously installed Adobe Creative Suite.

CNC Embroidery Machine (Haley Moore)

Problem: The space was recently given a CNC embroidery machine, and several members have expressed interest in a class on custom embroidery. The committee already has a volunteer teacher and is developing a curriculum for this class.

Solution: Allocate $250 to the committee, $175 going toward software and hardware for creating custom designs, and $75 going toward an initial buy of thread and backing which will be supported through a supply fee going forward.

Relevance to our tax exempt purposes: This helps DMS to accomplish its educational mission by getting us the equipment to educate the public about embroidery.

Arts Buildout (Haley Moore)

Problem: The arts room will double in size at the new space, allowing us to hold classes in the room. The new room will need tables and a power setup to support a larger number of tools operating at once.

Solution:

• Allocate $380 for tables.
• Allocate $500 for ceiling drop power cords. This includes wiring two new circuits to the Arts room. This amount is an estimate and can be adjusted (and funds returned to the general fund) once we know the electrical situation at the new space.

Relevance to our tax exempt purposes: This helps DMS to accomplish its educational mission by equipping the Arts room with the equipment it needs to facilitate education.

Electric Provider Change

Problem: We are month-to-month with a variable rate plan on the Ladybird location. This is overly expensive.

Solution: Sign a contract with Summer Energy (our provider for the Monroe location) that covers Ladybird and Monroe. When we move we can add the new location to the plan, and then delete Ladybird/Monroe as needed.

Quoted Rates:

1. 12 months - $0.0619/kwh
2. 24 months - $0.0606/kwh
3. 36 months - $0.0605/kwh

Relevance to our tax exempt purposes: This helps us save money on energy charges. We can use the money we save for our tax exempt purposes.

Change of 3D Fab Committee Chairperson (Lisa Selk)

Problem: Current 3D Fab Committee Chairperson, Andrew Falgout, has asked Lisa Selk to take over as the new Chairperson for various purposes, including the fact that he is on the Board of Directors now. Andrew sent a message to the 3D Fab Committee about this proposal, and the idea was seconded by the following: Frank Lima, Tim Nielsen, Ben Groves, and Shaun Richardson.

Solution: Vote Lisa in as the new 3D Fab Chairperson

Relevance to our tax exempt purposes: Making sure the 3D Fab Committee continues to run smoothly and ensure resources are used to promote education of various 3D Fabrication technologies.

Change of PR Committee Chairperson (Lisa Selk)

Problem: Current PR Committee Chairperson, Cone Johnson, has left DMS and suggests that Steve Blanchard be voted in as the new Chairperson for the PR Committee.

Solution: Vote Steve in as the new PR Chairperson

Relevance to our tax exempt purposes: Making sure the PR Committee continues to run smoothly and ensure resources continue to be used to promote education through various resources available at DMS.

Minutes

meeting come to order at 8:11pm

Pearce is not present

Prior minutes passed.

***CONSENT AGENDA***

Blacksmith -- Consent Agenda Passes


***COMMITTEE REPORTS***
Workshop Committee - Chuck Graf
Amateur Radio Committee - Benjamin Groves
Financial Committee - Paul Brown


***NEW BUSINESS***

Fixed Asset Capitalization Policy
  Andrew LeCody nominates a vote as written, seconded by Andrew Falgout.
  4 Aye, 1 in Absence - Motion Passes

Modification to the Event Policy Encouraging Classes
  As written with these rules as Andrew LeCody has written them:
    Approved classes will be eligible for a $50 Honorarium, to be divided among the teachers of the class.
    To be eligible for the Honorarium, Classes must be approved by a majority of the Board of Directors via e-mail.
    Classes must be scheduled on the calendar at least 3 days before the date of the class.
    Classes must be attended by at least 3 people to be eligible for payout.
    A Honorarium can be forfeited and given to a committee.
    For every class eligible for payout, $50 will be given to the committee that sponsored the class.
    Honorarium payout requests MUST be submitted to the treasurer within 30 days.
    Teachers paid out more than $600 in a single year are required to fill out the appropriate tax forms.
  Andrew LeCody nominates a vote as adjusted (above), seconded by Andrew Falgout.
  4 Aye, 1 in Absence - Motion Passes

Switch Merchant Account
  Andrew LeCody nominates a vote as written, seconded by Andrew Falgout.
  4 Aye, 1 in Absence - Motion Passes

Reimburse the Arts Committee for SSD Purchase
  Noted that Arts Committee did not ask for enough money
  Requested that Arts Committee hosts a series of classes for reimbursement
  Andrew LeCody advises we close this topic

CNC Embroidery Machine
  Software called "SewArt"
  Robert Davidson nominates a vote as written, seconded by Andrew LeCody.
  4 Aye, 1 in Absence - Motion Passes

Arts Buildout
  Dropped - Topic to be brought back up at a later date
  Andrew LeCody advises we close this topic

Electric Provider Change
  Andrew LeCody advises we close this topic

Change of 3D Fab Committee Chairperson
  Andrew LeCody nominates a vote as written, seconded by Andrew Falgout.
  4 Aye, 1 in Absence - Motion Passes

Change of PR Committee Chairperson    
  Andrew LeCody nominates a vote as written, seconded by Andrew Falgout.
  4 Aye, 1 in Absence - Motion Passes

New Lease
  ADA compliance makes the tennant improvements an financially unreasonable burden on Dallas Makerspace.
  We will convert a bathroom for ADA access.
  We will not be installing a handicap accessible ramp to the front.
  The rear ramp and our policies provide reasonable handicap access.
  We will revisit aspects of ADA compliance in the future.
  Tabling this topic.

Next Board Meeting Sunday, June 1st at 3:00pm

Meeting adjourned at 10:30pm