Board of Directors Meeting 20160724

This meeting will be held in Modified SRC3 format.

Time, location

14:00, Dallas Makerspace

Prior minutes

Board_of_Directors_Meeting_20160626#Minutes

Consent Agenda

$300 for Air Monitor Sensor Network group build (Brandon)

Problem: I recently built a prototype air monitor that is running in woodshop, it would be interesting to build 3 more similar devices and deploy them around DMS. There would be a class / build day explaining the project, and then the devices would be setup around DMS. The data is to be uploaded to a free tier AT&T M2X account and is publicly available.

Solution: Allocate $300 for the purpose of holding a class and funding parts for building 3 devices.

Relevance: Holding a class about the build will be educational and the data will also be important for monitoring the health and safety of our space.

Access to Talk Admin Request (Nick)

Problem: Nick and other members are confused as to the flagging system on Talk. We have some instances where flags don't show up in the log as well as system generated messages for flags that don't seem to correspond to the post that was flagged. We also don't have a good way of allowing all members access to the back end of the system to study and find solutions for these problems without also giving them admin access which requires a level of trust most of the membership doesn't have.

Solution: Allow Nick Admin access to the Talk Forum to look into possible solutions for improving Talk rules and system messaging. Nick already has a level of trust with in the group to allow this level of access as he is a Badge System Admin and has been a Admin on the accounting system of DMS. Nick is also among the most active users of Talk in nearly all categories measured in discourse. Few in the group are as well qualified for the job and willing to take on the challenge.

Relevance: To improve interaction of the membership with DMS facilities and services.

New Business

Update Honorarium Process (Alex Rhodes)

Problem: Our current process is cumbersome and requires lots of manual interaction.

Solution: Require Members to use the new calendar system (calendar.dallasmakerspace.org) to input classes. The "Add Event" button on the calendar page should be changed to point to the new system. Also reduce the lead time from 12 days to 10 days. The new process will be to create your event using the new system. Once it is entered it will sit in a cue for 72 hours for review. Once a class is in the review stage if no action is taken the class is automatically approved and added to the calendar. If the class is rejected the teacher will be notified and given a reason why the class was rejected. Once it is rejected the person must re enter the class fixing the issues. Any Board of Directors can appoint other members to review honorariums and classes.

Discuss DPRG Contract (Scharff)

Problem: Our contract with the DPRG (written on 2/28/2012) has not been officially renewed, and we should consider rewriting the contract to make it more applicable to our current location (the contract, as it stands, has the Ladybird address and only mentions our classroom [singular]) or giving our four-month notice of non-renewal. Benefits to the DPRG:

• Every Tuesday (6:30pm to Midnight) and on second Saturday of each month ("DMS Access Periods"):
  • PRIORITY ACCESS to the DMS classroom (which one?)
  • Non-priority access to Electronics & Robotics Room
  • Non-priority access to the Lounge (entry room?)
  • Non-priority access to the Kitchen (Galley?)
  • Non-priority access to the Warehouse/Shop (all of the non-office area?)
  • Ability for DPRG members (not necessarily members of DMS) to use ANY DMS-owned tools
• Ability to use the DMS mailing address as official place of business and to receive mail
• Cross-promotion of the DPRG on all DMS events
• Exclusive access to four shelves of storage space.
• Right of first refusal to any to-be-disposed-of electronics components

Benefits to DMS:

• $200 per month
• Cross-promotion of DMS on all DPRG events.

Solution:: Discuss if DPRG contract should be rewritten and renewed or terminated.

Parking Day/Lobby Exhibit Funding(Mell Rhodes)

Problem: PR needs money to fund the group build of a Rube Goldberg machine that will be used at our Parking Day 2016 event in downtown Dallas and will be permanently on display in the front lobby of DMS and can also be used in future PR events. The piece will showcase many different aspects of our community.

Solution:: Give PR a $750 one time allocation.

Relevance:: To promote DMS as an organization with diverse interests and endless possibilities where creativity and collaboration are encouraged.

Minutes

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DRAFT MINUTES
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Dallas Makerspace Board of Director's Meeting July 24, 2016

In Attendance:
 - Robert Davidson
 - Ken Purcell 
 - Luke Olson
 - Erik Smith
 - Alex Rhodes

14:00 Meeting Begins

Previous Meetings’ Minutes
 - Approved without objection

*** CONSENT AGENDA ***
No consent agenda items passed without discussion

*** PULLED CONSENT AGENDA ITEMS ***
4.1 $300 for Air Monitor Sensor Network group build (Brandon)
 - PROPOSAL AS WRITTEN: “Allocate $300 for the purpose of holding a class and funding parts for 
building 3 devices."
 - MOTION: “Allocate $300 to Electronics Committee for the purpose of holding a class on and 
construction of 3 air quality monitors”
   - PROPOSED: Robert Davidson
   - SECONDED: Alex Rhodes
   - Robert Davidson, Alex Rhodes, Luke Olson voted in favor, Ken Purcell abstained, Erik Smith voted 
against - motion passes

4.2 Access to Talk Admin Request (Nick)
- PROPOSAL AS WRITTEN: “Allow Nick Admin access to the Talk Forum to look into possible solutions 
for improving Talk rules and system messaging. Nick already has a level of trust with in the 
group to allow this level of access as he is a Badge System Admin and has been a Admin on the 
accounting system of DMS. Nick is also among the most active users of Talk in nearly all 
categories measured in discourse. Few in the group are as well qualified for the job and willing 
to take on the challenge.”
   - MOTION: Dismiss
   - PROPOSED: Robert Davidson
   - SECONDED: Erik Smith
   - 4 in favor of dismissal, Ken Purcell abstains, motion dismissed

*** NEW BUSINESS ***
5.1 Update Honorarium Process (Alex Rhodes)
 - PROPOSAL AS WRITTEN: “Require Members to use the new calendar system \
(calendar.dallasmakerspace.org) to input classes. The "Add Event" button on the calendar page 
should be changed to point to the new system. Also reduce the lead time from 12 days to 10 
days. The new process will be to create your event using the new system. Once it is entered it 
will sit in a cue for 72 hours for review. Once a class is in the review stage if no action is 
taken the class is automatically approved and added to the calendar. If the class is rejected 
the teacher will be notified and given a reason why the class was rejected. Once it is 
rejected the person must re-enter the class fixing the issues. Any Board of Directors can 
appoint other members to review honorariums and classes.”
 - MOTION: “Modify Dallas Maker Space Rules and Policies Section 6.1 Honorarium as follows:
1. The hosting member is required to provide a current W9 form for the instructor prior to 
requesting non-committee- designated honorarium or teaching non-free classes 
2. Approved classes will be eligible for a $50 honorarium to be paid to a single instructor 
3. To be eligible for the honorarium, classes must be submitted to the calendar and honorarium 
system for approval at least 240 hours in advance of the class
4. Honorarium is granted unless pulled by a director or appointed volunteer within 72 hours of 
submission
5. Classes must be attended by at least 3 registered people to be eligible for payout 
6. For every class eligible for payout, $50 will be given to the committee designated by the 
hosting member
7. Honorarium can be forgone by the hosting member and designated to a committee”
  - PROPOSED: Luke Olson
  - SECONDED: Robert Davidson
  - Motion passed unanimously

5.2 Discuss DPRG Contract (Brooks Scharff)
 - PROPOSAL AS WRITTEN: “Discuss if DPRG contract should be rewritten and renewed or terminated.”
 - Discussion:
   - DPRG
     - Use the scheduling system like other DMS users
     - Priority access is not utilized, DPRG subject to availability and has accepted substitute 
classrooms without complaint
     - DPRG has no intent to bypass DMS training requirements for tools
     - Not aware of major issues with non-DMS members using DMS tools
   - Robert Davidson
     - Moving towards interlock system and harder authorization for tools
     - Non-members will eventually be locked out of stationary power tools
   - Luke Olson
     - Would like to distill the contract down to how it is currently executed: DPRG has access to 
storage, classroom, specific tools
   -  Allen Wan
     - Should we continue to treat DPRG as distinct from other non-member groups that use DMS?
     - Storage is the main distinguishing difference between DPRG and other DMS-affiliated groups
   - David Kessenger
     - Utilize storage in Interactive room if locks were added?
     - Define storage in terms of square footage, vertical area, location, etc
     - Difficult to keep track of DPRG members due to size of DMS
 - MOTION: “Serve 4-month notice to DPRG that DMS is not renewing the contract as written; DMS intends 
to re-negotiate the contract with DPRG”
   - PROPOSED: Alex Rhodes
   - SECONDED: Ken Purcell
   - 4 in favor, Erik Smith abstains, motion passes

5.3 Parking Day/Lobby Exhibit Funding (Mell Rhodes)
 - PROPOSAL AS WRITTEN: “Give PR a $750 one-time allocation.”
 - MOTION: “Allocate $750 to PR Committee for the purpose of building a display for city of Dallas 
PARKing Day and permanent exhibition in the DMS lobby”
   - PROPOSED: Erik Smith
   - SECONDED: Luke Olson
   - 4 in favor, Alex Rhodes abstained, motion passes

15:30 Recess
15:51 Meeting called to order

5.4 Luke Olson Resigning as Interim Finance Committee Chairperson (Luke Olson)
 - MOTION: “Appoint Robert Davidson as Interim Finance Committee Chair”
   - PROPOSED: Erik Smith
   - SECONDED: Not seconded, motion fails

16:05 Recess
16:15 Meeting called to Order

5.4 Luke Olson Resigning as Interim Finance Committee Chairperson (Luke Olson)
 - MOTION: “Appoint Ken Purcell as Interim Finance Committee Chair”
    - PROPOSED: Erik Smith
    - SECONDED: Alex Rhodes
    - 3 in favor, Ken Purcell and Luke Olson abstain, motion passed

Comptroller
 - MOTION: “The position of Dallas Maker Space Comptroller is abolished”
   - PROPOSED: Alex Rhodes
   - SECONDED: Robert Davidson
   - Motion passed unanimously

Of note: Jai Sondhi has expressed interest in assuming the role of Treasurer

Next BoD meeting scheduled for 8/28/2016 14:00
16:57 Meeting Adjourns

Approved Spending Tracking

Journal 593735 in QBO.