Board of Directors Meeting 20171215

This meeting will be held in Modified SRC3 format.

Time, location

20171215 19:00 Dallas Makerspace

YouTube Link

No recording available

Prior minutes

https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20171119#Minutes

Member Recognition and Complaints

Member recognition (above and beyond) and member complaints will be considered before other business. This will allow members that are interested or involved with either to leave without having to sit thru the entire meeting.

Member Complaints

• 1 Member behavior (expulsion)
• 1 Member complaint

Member Recognition

• Tim Bene for all the extra jobs that he takes on around DMS that now one else wants to, or has the knowledge to, deal with. He has worked on the compressed air system, the welders, the plasma cutter, the induction forge, the jewelry forge, the air conditioning... well, nearly everything. Thank you Tim for all you do.

• Ian Lee for helping out in the woodshop. He has helped out immensely with not only teaching but has built the Miter Saw cabinets in the wood shop. Ian is always helpful with people in the wood shop and helping maintain tools. From anyone who has set foot in the wood shop thank you Ian.

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 agenda. However, discussion of agenda items should be done via the forums. The cut-off time for addition to or revision of the consent agenda items is 48 hours prior to the meeting. Please note, agenda items (Consent, New, or Old) that request spending $250 or more must include a section on "Relevance to our tax exempt purpose".

Confirm Committee Chair election (Stan Simmons)

Problem: The new Software Development Committee doesn't have an official Chair confirmed.

Solution: Confirm the following Committee Chair elections:

• Software Development: Jim Shaw elected

Increase Monthly allocation for Insurance. (Alex Rhodes)

Problem: Insurance increased this year and will continue to grow as we gain membership.

Solution: Currently we put $2,000 per month aside for insurance. Increase it to $2,500 to keep up with our growth.

Relevance: Insurance is required by the landlord and to keep the organization protected.

Wide format printer lease to purchase (Kris Anderson for CA)

Problem: the Epson wide format printers have been a problem to keep running and are taking up space while sitting idle.

Solution: Replace existing 2 Epsons with a new technology (selling), 64 inch HP latex printer and cutter. The committee would like to lease to own option of $526.98 per month for 48 months with a buyout option of $1 at the end of this time from Imagenet consulting. Imagenet has also agreed to stock the media we use as to save us storage space.

Relevance: This tool will be one of the most used in Creative Arts and will be structured so it helps pay for itself. The 64 inch printer uses a latex technology that heat cures the image onto the media of choice. Items that can be created range from car wraps, wall murals, cloth and of course banners and photo prints ranging from 12 to 64 inches wide. The cutter can be used with the media and with vinyl as well. The printer has a barcode technology that allows the user to repeat any jobs they would like as well as telling the cost the job will entail. Creative Arts is very excited about this and seeks the Board of Directors thumbs up.

Update Asset/inventory List (Ken Purcell)

Problem: To update our DMS books, we need to update our list of assets. Your treasurer has so much to do with PureTax, PSKCPA, Honorariums and closing out the year that this would be very helpful! This is a very quick deadline needed for the accountants. We have a meeting with PureTax on 12/22 @ 3pm so by that date would be ideal but I know this a volunteer situation.

Solution: Request all the committee chairs make a list of all items in their area with a value of $1,000 and up. The Dollar value it what we really need, include: Name, Brief Description, Guestimated Cost. Eventually we will want to include Serial Numbers, Pictures, Date Purchased very much like our Tools List, which is a great starting point. https://dallasmakerspace.org/wiki/Tools.

Relevance; We need to have a complete and accurate picture of our assets for multiple purposes, DMS books, insurance, etc.

New Business

Revise Honorarium Rules (B. Davis)

Problem:Honorarium payments have been increasing rapidly, and are now consuming almost 1/3 of our total revenue. At this rate, we will be forced to take action soon to prevent spending more than we take in. Many of the classes have nothing to do with Making, are of low quality, and have very small class sizes. While the program has been very successful as a whole, we need to fine tune our rules to limit growth in paid classes to teaching making, and ensure classes taught are worth taking. Improving the quality of our classes, is a far better way to limit growth than capping payments.

Solution: Revise the rules, to improve the quality of teaching, ensure that the membership receives appropriate value for it's investment. Repeal existing rules and Adopt the following rules respecting the payment of honorarium:

Honorarium Rules

Honorariums are paid by the Dallas Makerspace to promote structured education about making. These rules are intended to encourage teaching topics which directly relate to making, including learning tools, software, methods, and techniques needed to make something. Honorariums are not intended to encourage the teaching of classes which have nothing to do with making, including subjects which are better learned through public schools or institutions of higher learning. Members may teach non-making classes, however these classes will not be eligible for honorarium, and, Makery classes will have priority over the use of any given space at DMS.

Requirements

1. Persons wishing to collect honorariums for classes must provide a fully completed and signed W9 to DMS prior to receipt of any honorarium, without exception.
2. To be approved for honorarium, a class must be submitted at least 240 hours prior to the beginning of the event.
3. All classes are subject to scrutiny where subject matter is vague, potentially unrelated to making, or instruction time is less than 90 minutes to ensure quality of material and value to the DMS and members.
4. Instructors must provide a syllabus or detailed outline of the class to be eligible.
5. If an instructor donates his/her portion of the Honorarium to a Committee, then a W9 shall not be required.
6. Only a single honorarium may be paid for any class.
7. Honorarium can be forgone by the hosting member and designated to a committee
8. Honorarium Auditors cannot discuss their own honorarium requests except through channels available to non-Honorarium Auditors

Minimum Class Sizes

1. For requirements classes (those listed in the tool matrix or required by committees or DMS prior to allowing a member to use a tool or resource), 3 attendees are required to receive honorarium.
2. For eligible non-requirements classes, 5 students are required to receive honorarium. However, upon an advance request of the Honorarium Auditors this number may be reduced to no fewer than three students, where a class requires hands-on instruction such that more students would create difficulty supervising, or an unsafe condition.
3. Honorarium auditors have the responsibility for enforcing these rules, however, their judgements may be appealed to the Board of Directors at the next available meeting.

Relevance:Educating makers is a principal goal of the Dallas Makerspace.

Automotive Tool Purchases (Tom Tansey)

Problem: Many of Automotive's tools have been broken or have gone missing.

Solution: Allocate $4000 for purchase of replacement tools.

Relevance: A complete tool set is needed for Automotive classes and operations.

Appoint New Procurement Officer (john a gorman)

Problem: Classroom Chair needs the ability to purchase supplies and equipment for the maintenance and improvement of the educational environment. john also serves as lead for the following SIGs: Silk Screen Printing, Vinyl & Buttons, and Woodshop Lathes. The current process of submitting individual receipts for reimbursements, or finding a procurement officer is not efficient.

Solution: Appoint Classroom Chairperson, john a gorman, as a procurement officer for DMS.

Relevance: To allow timely acquisition of tools and supplies for the committee & SIGs.

Authorize new flooring and installation for Interactive Classroom (john a gorman)

Problem: The floor in the interactive is hideous, and not conducive to a proper learning experience.

Solution: Purchase new flooring and installation by authorizing up to $5,000. Flooring and install has already been priced at two merchants, with at least one more to good. Flooring will be 100% waterproof and have a commercial to exceed our possible stay (at least 5 years).

Relevalance: This action is necessary for our Mission, specifically #1 Build and maintain spaces suitable for technical and social collaboration.

Emergency Items

Items requiring immediate action by the BoD for safety.

Minutes

DALLAS MAKER SPACE BOARD OF DIRECTOR'S MEETING : DECEMBER 15, 2017

MEETING CALLED TO ORDER 19:00

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DIRECTORS IN ATTENDANCE

 - Kris Anderson
 - Alex Rhodes
 - Robert Davidson
 - Brian Davis
 - David Kessinger
 
 
====
PRIOR MINUTES
 - Correction in the vote total for the complaint involving Merissa Green and 
 Walter Anderson : FOR 3, OPPOSED 1 (Kris Anderson), ABSTAINED 1 (Brian Davis)
 - Motion passed with unanimous consent

MOTION "minutes be pulled in advance of future meetings so that the members of 
the board can have time to read them"
 - PROPOSED David Kessinger
 - SECONDED Alex Rhodes
 - unanimous consent
 - motion passed


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TREASURER'S REPORT
 

====
MEMBER RECOGNITION AND COMPLAINTS

Complaint against James Jones
- MOTION "Kris Anderson's temporary ban of James Jones is upheld and he is 
permanently expelled from the physical and electronic premises of the Dallas 
Makerspace.  Any attempts to return to them shall be considered trespassing and 
a criminal complaint filed with law enforcement.  A trespass letter will be sent 
to James Jones by Dallas Makerspace's attorney."
 - PROPOSED David Kessinger
 - SECONDED Robert Davidson
 - unanimous consent
 - motion passed

Complaint against Joe King
- MOTION "Joe King is banned from the woodshop for 60 days from the date of the 
incident (26th of November 2017) for safety violations" 
 - PROPOSED David Kessinger
 - SECONDED Alex Rhodes
 - unanimous consent
 - motion passed


====
CONSENT AGENDA ITEMS PASSED WITH UNANIMOUS CONSENT

6.1 Confirm Committee Chair election (Stan Simmons)
- AS WRITTEN "Confirm the following Committee Chair elections:
Software Development: Jim Shaw elected"


====
CONSENT AGENDA 

6.2 Increase Monthly allocation for Insurance. (Alex Rhodes)
- AS WRITTEN "Currently we put $2,000 per month aside for insurance. Increase it
 to $2,500 to keep up with our growth."
- MOTION "Raise (insurance allocation) to $2500 per month"
  - PROPOSED: Brian Davis
  - SECONDED: Kris Anderson
  - unanimous approval
  - Motion passed

6.3 Wide format printer lease to purchase (Kris Anderson for CA)
- AS WRITTEN "Replace existing 2 Epsons with a new technology (selling), 64 inch
 HP latex printer and cutter. The committee would like to lease to own option of
 $526.98 per month for 48 months with a buyout option of $1 at the end of this 
 time from Imagenet consulting. Imagenet has also agreed to stock the media we 
 use as to save us storage space."
- MOTION none

6.4 Update Asset/inventory List (Ken Purcell)
- AS WRITTEN "Request all the committee chairs make a list of all items in their
 area with a value of $1,000 and up. The Dollar value it what we really need, 
 include: Name, Brief Description, Guestimated Cost. Eventually we will want to 
 include Serial Numbers, Pictures, Date Purchased very much like our Tools List, 
 which is a great starting point. https://dallasmakerspace.org/wiki/Tools."
- MOTION "Require Committee Chairs to report assets to Board of Directors 
  by December 31"
  - PROPOSED: David Kessinger
  - SECONDED: none
  - Motion fails


====
NEW BUSINESS

7.1 Revise Honorarium Rules (B. Davis)
- AS WRITTEN "Revise the rules, to improve the quality of teaching, ensure that 
the membership receives appropriate value for it's investment. Repeal existing 
rules and Adopt the following rules respecting the payment of honorarium:
Honorarium Rules
Honorariums are paid by the Dallas Makerspace to promote structured education 
about making. These rules are intended to encourage teaching topics which 
directly relate to making, including learning tools, software, methods, and 
techniques needed to make something. Honorariums are not intended to encourage 
the teaching of classes which have nothing to do with making, including subjects
 which are better learned through public schools or institutions of higher 
 learning. Members may teach non-making classes, however these classes will not 
 be eligible for honorarium, and, Makery classes will have priority over the use
 of any given space at DMS.
Requirements
1. Persons wishing to collect honorariums for classes must provide a fully 
completed and signed W9 to DMS prior to receipt of any honorarium, without 
exception.
2. To be approved for honorarium, a class must be submitted at least 240 hours 
prior to the beginning of the event.
3. All classes are subject to scrutiny where subject matter is vague, 
potentially unrelated to making, or instruction time is less than 90 minutes to 
ensure quality of material and value to the DMS and members.
4. Instructors must provide a syllabus or detailed outline of the class to be 
eligible.
5. If an instructor donates his/her portion of the Honorarium to a Committee, 
then a W9 shall not be required.
6. Only a single honorarium may be paid for any class.
7. Honorarium can be forgone by the hosting member and designated to a committee
8. Honorarium Auditors cannot discuss their own honorarium requests except 
through channels available to non-Honorarium Auditors
Minimum Class Sizes
1. For requirements classes (those listed in the tool matrix or required by 
committees or DMS prior to allowing a member to use a tool or resource), 3 
attendees are required to receive honorarium.
2. For eligible non-requirements classes, 3 students are required to receive 
honorarium. However, upon an advance request of the Honorarium Auditors this 
number may be reduced to no fewer than three students, where a class requires 
hands-on instruction such that more students would create difficulty 
supervising, or an unsafe condition.
3. Honorarium auditors have the responsibility for enforcing these rules, 
however, their judgements may be appealed to the Board of Directors at the next 
available meeting."
- MOTION "Honorarium Rules 
Honorariums are paid by the Dallas Makerspace to promote structured education 
about making. These rules are intended to encourage teaching topics which 
directly relate to making, including learning tools, software, methods, and 
techniques needed to make something. Honorariums are not intended to encourage 
the teaching of classes which have nothing to do with making, including subjects
 which are better learned through public schools or institutions of higher 
 learning. Members may teach non-making classes, however these classes will not 
 be eligible for honorarium. 
Requirements 
1. Persons wishing to collect honorariums for classes must provide a fully 
completed and signed W9 to DMS prior to receipt of any honorarium, without 
exception. 
2. To be approved for honorarium, a class must be submitted at least 240 hours 
prior to the beginning of the event. 
3. All classes are subject to scrutiny especially where subject matter is vague, 
potentially unrelated to making, or instruction time is less than 90 minutes to 
ensure quality of material and value to the DMS and members. 
4. Instructors must provide a syllabus or detailed outline of the class to be 
eligible. 
5. If an instructor donates his/her portion of the Honorarium to a Committee, 
then a W9 shall not be required. 
6. Only a single honorarium may be paid for any class. 
7. Honorarium can be forgone by the hosting member and designated to a committee 
8. Honorarium Auditors cannot discuss their own honorarium requests except 
through channels available to non-Honorarium Auditor. 
Minimum Class Sizes
1. For all honorarium classes 3 attendees are required to receive honorarium. 
2. Honorarium auditors have the responsibility for enforcing these rules, 
however, their judgements may be appealed to the Board of Directors at the next 
available meeting."
  - PROPOSED: Brian Davis
  - SECONDED: Kris Anderson
  - FOR: (4) AGAINST: Kris Anderson ABSTAINED: (0)
  - Motion passed

7.2 Automotive Tool Purchases (Tom Tansey)
- AS WRITTEN "Allocate $4000 for purchase of replacement tools."
- MOTION "table until a list can be provided"
  - PROPOSED: Alex Rhodes
  - SECONDED: Kris Anderson
  - Unanimous consent
  - Motion tabled

7.3 Appoint New Procurement Officer (john a gorman)
- AS WRITTEN "Appoint Classroom Chairperson, john a gorman, as a procurement 
officer for DMS."
- MOTION none

7.4 Authorize new flooring and installation for Interactive Classroom (john a 
gorman)
- AS WRITTEN "Purchase new flooring and installation by authorizing up to 
$5,000. Flooring and install has already been priced at two merchants, with at 
least one more to good. Flooring will be 100% waterproof and have a commercial 
to exceed our possible stay (at least 5 years)."
- MOTION none


====
EMERGENCY ITEMS

- Kris Anderson: We cannot see the back parking lot (on camera) because of 
trailers.  Please move them.


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NEXT MEETING JANUARY 19, 2018 DALLAS MAKERSPACE

Action Items

Status	Item Description	Responsible Party
[ ]		Finance
[ ]		Finance
[ ]		Finance
[ ]		Finance
[ ]		Finance