Board of Directors Meeting 20160902

Time, location

19:02, Google Hangouts

This was an emergency meeting called by Robert Davdison.

Agenda

Managed Print Services

Problem: There exists an opportunity to save money by purchasing the multi-function printer approved at the last board meeting vs leasing

Solution: Pass a resolution of the Board of Directors to modify resolution (5.8) Managed Print Services to purchase the multi-function printer as opposed to lease.

Remove Allen Wan as a Procurement Officer

Problem: Allen Wan has requested to be removed from the list of Procurement Officers due to his involvement with Finance Committee.

Solution: Remove Allen Wan as a Procurement Officer.

Coffee machine

Problem: The member-operated coffee machine is being removed.

Solution: Allocate an allotment to rent a K-Cup machine.

Transcript

Note that this meeting occured via Google Hangouts, thus the formatting is from the perspective of a single user - in this case Erik Smith - thus the headings and footings will be inconsistent.

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MEETING TRANSCRIPT
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Robert Davidson ([email protected])
7:00 PM September 2, 2016 BOD meeting
Robert • Fri, 7:00 PM

Erik Smith
I waive the requirement for advance notice
Fri, 7:01 PM

Robert Davidson ([email protected])
I waive the requirement for advance notice
Robert • Fri, 7:01 PM

Luke Olson ([email protected])
I waive the requirement for advance notice
Luke • Fri, 7:01 PM

Ken Purcell
I waive the requirement for advance notice
Ken • Fri, 7:01 PM

Robert Davidson ([email protected])
Giving Alex a call now
Robert • Fri, 7:02 PM

Alex Rhodes ([email protected])
I waive requirement.
Sorry. At home depot.
Alex • Fri, 7:04 PM

Robert Davidson ([email protected])
Alright let's start the meeting at 7:05 PM
The item on the table is there was a vote on Sunday to lease a printer, I am 
proposing that we buy the printer up front vs doing the lease payment. which 
saved a considerable amount of money 
Approx 2,500 but let me pull up the number saved
Cash price is $9429.75
Brooks has lease at 11K but I don't have the full number on me 
We would also save as we own it and don't need to ship it back 
11516 for the lease
Thoughts?
Robert • Fri, 7:09 PM

Ken Purcell
What is maintenance plan going to run monthly?
Applies to either
Ken • Fri, 7:10 PM

Alex Rhodes ([email protected])
Minimum $30
Alex • Fri, 7:10 PM

Robert Davidson ([email protected])
Brooks was thinking average 30-50 but allocate 100
Robert • Fri, 7:10 PM

Alex Rhodes ([email protected])
But depends on pages printed.
Alex • Fri, 7:10 PM

Erik Smith
How did you calculate that?  Lease is $244.84 a month for 36 months - that's 
$8814.24 less taxes and a one-time $75 fee
Fri, 7:11 PM

Robert Davidson ([email protected])
Would need to ask brooks as he calculated the numbers that I was reading
Robert • Fri, 7:11 PM

Erik Smith
$10,614.24 w/ a $50 per month service plan
Fri, 7:12 PM

Robert added Brooks Scharff to the Hangout.
Fri, 7:14 PM

Robert Davidson ([email protected])
Added Brooks
Brooks wanted to see how you calculated the fees
Robert • Fri, 7:15 PM

Ken Purcell
Best way to plan if we save one way or the other is to calculate to total cost 
for 36/48 months.
Ken • Fri, 7:16 PM

Robert Davidson ([email protected])
Agreed
Robert • Fri, 7:16 PM

Ken Purcell
However paper is not included in either case, we can only guestimate that
Ken • Fri, 7:17 PM

Erik Smith
paper will be a relative constant since we already buy it
Fri, 7:17 PM

Alex Rhodes ([email protected])
Correct.
Alex • Fri, 7:17 PM

Ken Purcell
right
Ken • Fri, 7:17 PM

Alex Rhodes ([email protected])
Any specialty paper for booklets and such will be bought by pr.
Alex • Fri, 7:17 PM

Brooks Scharff ([email protected])
Erik, when calculating cost make sure you use the number that includes the 
finisher, and add $20 ish for the hole punch add-on that was never in the lease 
quotes
Brooks • Fri, 7:18 PM

Erik Smith
finisher was in the quote you sent to admin
Fri, 7:18 PM

Brooks Scharff ([email protected])
Yep
Brooks • Fri, 7:18 PM

Erik Smith
adding a nominal $25 to the monthly rate puts it at  $11,514.24 
Fri, 7:19 PM

Ken Purcell
If we are under $15K for 36 months, I'm fine.
Ken • Fri, 7:19 PM

Erik Smith
Do we propose to fund this as a cash purchase or do we have some sort of low(er)
 interest financing at hand?
Fri, 7:20 PM

Brooks Scharff ([email protected])
I do want to put it on the record that at the board meeting last week I did say 
I would email the other quotes to admin. I am unable to do that as the other 
quotes were only verbal/over the phone and I didn't remember that at the time
Brooks • Fri, 7:22 PM

Robert Davidson ([email protected])
No financing just cash 
Robert • Fri, 7:22 PM

Erik Smith
you feel that this quote is markedly better than the verbal quotes, Brooks?
Fri, 7:23 PM

Brooks Scharff ([email protected])
But the verbal quotes were significantly higher ($100+ more) and Konica Minolta 
failed to provide any vendors to provide a quote
Brooks • Fri, 7:23 PM

Luke Olson ([email protected])
If the cost between leasing versus buying is less than $1,000 then I don't have 
a preference. If there's significant cost savings to buy versus lease then let's
 buy it.
I take it the amount saved isn't clear?
Luke • Fri, 7:26 PM

Erik Smith
Maintenance wil be $50 a month regardless?
Fri, 7:26 PM

Robert Davidson ([email protected])
$9429.75 Cash
$11,514.24  Lease
2K over 3 years
Robert • Fri, 7:26 PM

Brooks Scharff ([email protected])
Erik, correct.
Brooks • Fri, 7:26 PM

Robert Davidson ([email protected])
~50$
Robert • Fri, 7:26 PM

Luke Olson ([email protected])
Okay, I have all the info I need to vote.
Luke • Fri, 7:27 PM

Brooks Scharff ([email protected])
Minimum of $30 each month, overages billed on top of that
Brooks • Fri, 7:27 PM

Erik  Smith
You have to deduct the maintenance from the calculation
which is ~$1800 over 3 years
So our lease costs are  $9,714.24 
cash price  $9,429.75
savings  $284.49 
Fri, 7:29 PM

Robert Davidson ([email protected])
Brooks that sound right to you?
Robert • Fri, 7:29 PM

Brooks Scharff ([email protected])
One moment, calculating
Brooks • Fri, 7:29 PM

Ken Purcell
My main concern is a member breaking it, is the maintenance plan for one or the 
other better?
Ken • Fri, 7:31 PM

Brooks Scharff ([email protected])
Maintenance plan is the same, regardless
Note that damage due to abuse is NOT covered because duh
Brooks • Fri, 7:32 PM

Ken Purcell
yeah, but we have a lot of that.
Ken • Fri, 7:33 PM

Brooks Scharff ([email protected])
Erik's calculations are definitely reasonable
Brooks • Fri, 7:33 PM

Robert Davidson ([email protected])
For 200 than I would rather lease
Robert • Fri, 7:33 PM

Brooks Scharff ([email protected])
I'm fairly certain that no maintenance company will cover abuse
Brooks • Fri, 7:34 PM

Alex Rhodes ([email protected])
If it's only $300 I'd rather lease.
Alex • Fri, 7:34 PM

Ken Purcell
lease it is, less $$$ up front
Ken • Fri, 7:34 PM

Luke Olson ([email protected])
If the motion fails on the printer we need to remove Allen Wan as a procurement 
officer.
Luke • Fri, 7:35 PM

Erik Smith
Yes, seemingly no business to conduct on the printer
I propose an item: "Allen Wan is no longer a Dallas Maker Space Procurement 
Officer as of 9/2/2016"
Fri, 7:36 PM

Robert Davidson ([email protected])
I will 2nd it 
FYI Allen requested to be removed as a procurement officer
Robert • Fri, 7:37 PM

Erik Smith
Noted.  Please cast your votes.
Fri, 7:37 PM

Ken Purcell
Aye
Ken • Fri, 7:37 PM

Erik Smith
I am in fvor
Fri, 7:37 PM

Robert Davidson ([email protected])
Aye
Robert • Fri, 7:37 PM

Luke Olson ([email protected])
Aye
Luke • Fri, 7:37 PM

Alex Rhodes ([email protected])
Aye.
Alex • Fri, 7:37 PM

Erik Smith
passed via unanimous consent
Do we have any other business?
Fri, 7:38 PM

Robert Davidson ([email protected])
Do we want to talk about coffee?
Not super critical
Robert • Fri, 7:38 PM

Brooks Scharff ([email protected])
Good idea
Brooks • Fri, 7:38 PM

Alex Rhodes ([email protected])
I'm for it.
Alex • Fri, 7:38 PM

Robert Davidson ([email protected])
but $50 a month seems to be the price
Robert • Fri, 7:38 PM

Ken Purcell
The gentleman with the Mazda?
Aye on Coffee service
Ken • Fri, 7:38 PM

Robert Davidson ([email protected])
Actually I do have one item after this also a negligible item but want to get it
 done before open house
Robert • Fri, 7:39 PM

Erik Smith
James vacated auto on time
Fri, 7:39 PM

Robert Davidson ([email protected])
Brooks want to take coffee fees?
Robert • Fri, 7:39 PM

Erik Smith
he was also not formally notified of a proceeding
Fri, 7:39 PM

Robert Davidson ([email protected])
Ya I don't think there is anything to do with james 
Robert • Fri, 7:39 PM

Brooks Scharff ([email protected])
I would rather logistics handle it but I can if needed
Brooks • Fri, 7:39 PM

Robert Davidson ([email protected])
Eric you good with that
Robert • Fri, 7:39 PM

Erik Smith
Logistics can handle 
Fri, 7:39 PM

Robert Davidson ([email protected])
Erik
Cool
Robert • Fri, 7:39 PM

Erik Smith
As such, I will abstain from any vote on the issue
Fri, 7:40 PM

Robert Davidson ([email protected])
I propose an increase of $50 to Logistics for the purposes of a coffee machine
A month
Robert • Fri, 7:40 PM

Alex Rhodes ([email protected])
Which one?
Alex • Fri, 7:40 PM

Robert Davidson ([email protected])
The Keurig B3000
The K cups would then be sold with Parks
Note that quote was as of 2015
Robert • Fri, 7:41 PM

Brooks Scharff ([email protected])
Can it hook into the water line?
Brooks • Fri, 7:41 PM

Robert Davidson ([email protected])
Yes
it would be directed fed
direct fed
also would need a filter not sure if that is parks or us
but it should be negligible 
Robert • Fri, 7:42 PM

Erik Smith
I will note the proposal as "Increase the Logistics Committee monthly allocation
 by $50 a month for the purposes of operating a coffee machine"
Fri, 7:42 PM

Robert Davidson ([email protected])
works for me 
Robert • Fri, 7:43 PM

Luke Olson ([email protected])
Can we please discuss this at the next regularly scheduled board meeting? So we 
can get a current quote from Parks.
Luke • Fri, 7:43 PM

Robert Davidson ([email protected])
Not opposed 
Robert • Fri, 7:43 PM

Alex Rhodes ([email protected])
We're already here.
Alex • Fri, 7:43 PM

Robert Davidson ([email protected])
Honestly I don't drink coffee
Robert • Fri, 7:43 PM

Erik Smith
Will Parks provide a machine?  At no cost?
Facilitates their sales after all
Fri, 7:43 PM

Brooks Scharff ([email protected])
I would also like to get a quote from them for a water+ ice machine
Brooks • Fri, 7:44 PM

Erik Smith
I have seen other 'mart operators provide such things
Fri, 7:44 PM

Robert Davidson ([email protected])
I will ask but the quote was $50 a month 
also covers cleaning and dumping of K cups
Robert • Fri, 7:44 PM

Erik Smith
Sounds like we would like to defer this decision
Fri, 7:46 PM

Brooks Scharff ([email protected])
Oh, before we close the meeting...
Brooks • Fri, 7:46 PM

Robert Davidson ([email protected])
There is one other item I had
Robert • Fri, 7:46 PM

Brooks Scharff ([email protected])
I want to add that at the end of the 36 month copier contract we DO NOT own the 
copier.
We would have to buy it for fair market value at that time, or pay to ship it 
back
Brooks • Fri, 7:46 PM

Erik Smith
Coffee maker rental motion fails for lack of a second
Fri, 7:47 PM

Robert Davidson ([email protected])
That is a good point
Brooks 
Alex  what is the life of a MFP?
Robert • Fri, 7:47 PM

Erik Smith
fair market value likely to be something like $2000 by then?
Fri, 7:47 PM

Luke Olson ([email protected])
Back to the printer.... Buy it? 😐
Luke • Fri, 7:47 PM

Brooks Scharff ([email protected])
Erik, it's definitely in that ballpark.  500 to 2500
Brooks • Fri, 7:47 PM

Erik Smith
I've seen the MFP's at my workplaces last for 5+ years, but not sure if they're 
comparable
Fri, 7:48 PM

Robert Davidson ([email protected])
what was the option for a .01 payoff
Robert • Fri, 7:48 PM

Alex Rhodes ([email protected])
Depends on usage.
Alex • Fri, 7:48 PM

Brooks Scharff ([email protected])
Also, USA Datafax will continue to service the copier as long as parts for it 
are still available
Brooks • Fri, 7:48 PM

Erikk Smith
that was the FMV buyout lease, which had a markedly higher monthly note
Fri, 7:48 PM

Brooks Scharff ([email protected])
$1 buyout lease is more expensive
About $75 per month more
Brooks • Fri, 7:49 PM

Robert Davidson ([email protected])
Well that's a lot
2,700
For sure don't want to do that
Robert • Fri, 7:49 PM

Brooks Scharff ([email protected])
OK, so we're sticking with a 36-month lease
Brooks • Fri, 7:50 PM

Erik  Smith
For lack of action, that is the plan
Fri, 7:51 PM

Robert Davidson ([email protected])
I was hoping to hear from alex
Robert • Fri, 7:51 PM

Brooks Scharff ([email protected])
final answer - no taksies-backsies.
Brooks • Fri, 7:51 PM

Robert Davidson ([email protected])
I don't know anything about the life of a MFP
Robert • Fri, 7:51 PM

Alex Rhodes ([email protected])
I've has some for 9 years.
Most we do are 4 or 5 year leases at work.
Alex • Fri, 7:52 PM

Robert Davidson ([email protected])
Well I am moving to the buy camp
if we can get 5 years that seems like a win
Robert • Fri, 7:52 PM

Erik Smith
if the FMV at the end of the lease ends up being 2500 - 500 then waiting to pay 
that premium seems better
I have a little trepidation about it being 
Fri, 7:54 PM

Ken Purcell
Given our users/environment, expecting it to be worth a lot and have 3 more 
years is wishful thinking bu tI'm fine either way.
Ken • Fri, 7:54 PM

Erik Smith
... Samsung vs Xerox, Canon, Konica, Minolta ... but Samsung has been around in 
the printing biz for a while
Fri, 7:54 PM

Alex Rhodes ([email protected])
I'm fine either way.
Alex • Fri, 7:55 PM

Erik Smith
Anyway.  Are we moving on this?  I am inclined to lease it as-is.
Fri, 7:55 PM
Robert Davidson ([email protected])
Ok let's just lease
Sounds like there is not much care
either way 
Robert • Fri, 7:56 PM

Erik Smith
Is there any other business?
Fri, 7:56 PM

Robert Davidson ([email protected])
Ya
Robert • Fri, 7:56 PM

Brooks Scharff ([email protected])
OK, I'm sending the email to the vendor.
Brooks • Fri, 7:56 PM

Robert Davidson ([email protected])
1 item 
So Steam Cleaning 
Robert • Fri, 7:56 PM

Alex Rhodes ([email protected])
Propose.
Alex • Fri, 7:56 PM

Ken Purcell
I'm inclined to lease, otherwise it would effect next months spending?!
Ken • Fri, 7:56 PM

Erik Smith
Their proposal was what ... $640?
Fri, 7:56 PM

Brooks Scharff ([email protected])
Already sent the email on the copier
Brooks • Fri, 7:56 PM

Robert Davidson ([email protected])
No I don't want to do that 
but I will do this I propose up to $640 to buy a steam cleaner. 
Robert • Fri, 7:57 PM

Erik Smith
$630 for Promises Services.
Fri, 7:57 PM

Robert Davidson ([email protected])
No
I want to buy a steam cleaner
Robert • Fri, 7:57 PM

Erik Smith
I simply wanted to get the correct figure for the record
Fri, 7:57 PM

Robert Davidson ([email protected])
and have them train our lady
A rug doctor is 375 
Robert • Fri, 7:58 PM

Alex Rhodes ([email protected])
Get real Robert.
Alex • Fri, 7:58 PM

Robert Davidson ([email protected])
I am absolutely serious Joon said he would teach her
He said it was our best option
I believe him
He is going to get a quote at his price for a steam cleaner
Robert • Fri, 7:59 PM

Erik Smith
I suspect it would not be beyond members to use this device as well
Fri, 7:59 PM

Robert Davidson ([email protected])
but I would expect it to be less than 640
agreed
Robert • Fri, 7:59 PM

Alex Rhodes ([email protected])
Doesn't logistics or infra have the money for that now.
Alex • Fri, 8:00 PM

Erik Smith
Logistics almost certainly
Fri, 8:00 PM

Luke Olson ([email protected])
Can we adjourn and just rent a carpet cleaner? Meeting scope creep here.
Luke • Fri, 8:00 PM

Robert Davidson ([email protected])
Works for me
Robert • Fri, 8:00 PM

Erik Smith
If we want to buy a carpet cleaner, Logistics can do it and request money at 
next BoD meeting
Fri, 8:01 PM

Alex Rhodes ([email protected])
Ok so did the printer get proposed yet?
Is it just leading nothing changed.
Alex • Fri, 8:01 PM

Brooks Scharff ([email protected])
Correct, Alex
Brooks • Fri, 8:01 PM

Alex Rhodes ([email protected])
Ok.
Let's adjourn then.
Alex • Fri, 8:01 PM

Brooks left the Hangout.
Fri, 8:02 PM

Erik Smith
Sorry.  Phone did something weird
Fri, 8:02 PM

Alex Rhodes ([email protected])
Ok meeting adjourned at 8:02.
Alex • Fri, 8:03 PM

Erik Smith
Noted.
Fri, 8:03 PM

Minutes

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DRAFT MINUTES
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Dallas Makerspace Board of Director's Emergency Board Meeting September 2, 2016

MEETING HELD VIA GOOGLE HANGOUTS

MEETING CALLED TO ORDER 19:05

In Attendance:
 - Robert Davidson
 - Ken Purcell 
 - Luke Olson
 - Erik Smith
 - Alex Rhodes
 
ALL PRESENT WAIVE THE REQUIREMENT FOR ADVANCE NOTICE OF A MEETING

1.1 Managed Print Services
- MOTION: "Purchase the printer authorized for lease during the 8/28/2016 Board 
Meeting (5.8 Managed Print Services (Brooks Scharff)) outright rather than 
lease.  Cash price for purchase is $9429.75."
 - PROPOSED: 
 - SECONDED: 
 - Item fails for lack of motion to proceed
 
 1.2 Remove Allen Wan as a Procurement Officer
- MOTION: "Allen Wan is no longer a Dallas Maker Space Procurement Officer as of
 9/2/2016"
 - PROPOSED: Erik Smith
 - SECONDED: Robert Davidson
 - Passed via unanimous consent
 
 1.3 Coffee machine
- MOTION: "Increase the Logistics Committee monthly allocation by $50 a month 
for the purposes of operating a coffee machine"
 - PROPOSED: Robert Davidson
 - SECONDED: 
 - Item fails for lack of a second
 
20:02 MEETING ADJOURNED