Board of Directors Meeting 20191117

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It is now <48 hours until the meeting, thus the agenda has been locked down. Negotiate with the Secretary if you'd like to add or update an agenda item.


Time, location

2019-11-17 15:30 Dallas Makerspace

Prior minutes

https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20191013#Minutes https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20191103_Special_Meeting

Financial Statement

2019-11 Financial Statement

Member Recognition and Complaints

Old Business

There is no old business this meeting

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 all agenda items is 48 hours prior to the meeting.

Please note, agenda items (Consent, New, or Old) that request spending $200 or more must include a section on "Relevance to our tax exempt purpose".

A capital equipment form (listed at the bottom of the Finance forms list) is required for all equipment purchase or lease exceeding $1000 for which funds are requested from the Board in part or total, at least two weeks in advance of the board meeting.

Appoint Chairs

Sponsor: Erik Smith, Dallas Makerspace Secretary

Problem: The rules stipulate that committees shall hold Committee Chair nominations prior to the November Board Meeting to be appointed by the Board of Directors.

Solution: Appoint the following Committee Chairs:

  • 3D Fabrication : Max Kirkland
  • Automotive : Jim Hartnett
  • Blacksmith : Mike Churchill
  • Ceramics : TBD
  • Creative Arts : Laura Gonzalez
  • Digital Media : Kevin Patel
  • Electronics Robotics : Art Givens
  • GlassWorks : Jennifer Goss
  • Hackerspace : Rafael Rincón
  • Hatcher's Armory : TBD
  • Jewelry/Small Metals : Johnny Bluejacket
  • Laser : Michael Bayern
  • Machine Shop : Tim Bene
  • Metal Shop : Jim Hartnett
  • Motorsports : Chuck Graf
  • Printmaking : Co-Chairs Jeff Whitcomb & Robert Hines
  • Science : Adair Claycomb
  • VECTOR : Stephen Wylie
  • Woodshop : Mike Jury

Clean up Firearms Policy

Sponsor: Erik Smith, Dallas Makerspace Secretary

Problem: The Firearms Policy is badly-written, wordy, and repetitive.

Solution: Update the policy to read as follows:

Dallas Makerspace Firearms Policy

All work on firearms, as defined by the Dallas Makerspace (DMS) in section 1 below, is strictly prohibited unless specifically exempted in section 2.

  • “Firearm” within this policy is deliberately far broader than most legal definitions
  • "Work" or "Working" on a firearm means creating, modifying, or assembling section 1 item(s) together with other section 1 item(s) or section 2 item(s)

Violation of this policy may lead to expulsion from DMS and/or filing a criminal complaint with the relevant authorities.

  1. Section 1: Work on the following items is explicitly and strictly prohibited:
    1. Firearm: a device that expels a projectile or projectiles by means of a deflagrating propellant (i.e. the deflagration or detonation of gunpowder or other similar propellant). This includes not only the BATFE definition of a firearm - its receiver - but also firearm-specific components that attach to a firearm (unless specifically exempted in section 2) including but not limited to barrels, cylinders, magazines, charging handles, safeties, buffers, actions, barrel bushings, linkages, extractors, firing pins, trunions, recoil springs, gas blocks.
    2. Replicas: Meant to closely resemble a firearm while lacking the ability to expel a projectile or projectiles
    3. Suppressors or Silencers: Reduce the sonic concussion of expelling a projectile or projectiles
    4. Reloading: All activities associated with the production of ammunition, including but not limited to processing primers, gunpowder/propellant, cases, and projectiles
  2. Section 2: Work on the following firearm-related items are exempted, subject to conditions:
    1. Devices that expel a projectile or projectiles by non-deflagrating propellant means: Examples include springs, compressed air/gas, electronic, mechanical action. Not exempted are components interchangeable with firearms as defined in the previous section.
    2. Slings: Slings and sling attachments opposite point of attachment to the firearm
    3. Fasteners and commodity hardware: Standard components used on firearms not specific to firearms
    4. Sights: Scopes, sights, lasers, flashlights, etc not integral to the firearm
    5. Bipods: And other firearm supports if removable without tools
    6. Stocks and grips: May be made, refined, or modified at DMS
    7. Props: Non-firearm devices that do not closely resemble actual firearms such as sci-fi, fantasy, steampunk creations. Must not include devices from section 1.
  3. Checking the fit of exempted items (i.e. stock, sling, sights, etc) from section 2 to a firearm in section 1 at DMS is prohibited. Section 2 items may be separated from Section 1 items at DMS, however they are not to be attached at DMS.

Harmonize Rules with SOP

Sponsor(s): Erik Smith, Dallas Makerspace Secretary

Problem: Adoption of the Financial Policy Manual (aka SOP) has resulted in conflicts between various rules and the SOP.

Solution: Harmonize the Rules with the SOP by updating the following:

Treasurer

  1. Remove the General Treasurer Charter section
  2. Remove text for Duties section, point to SOP Dallas Makerspace Treasurer’s Office section

Standing Rules, Committee Responsibilities and Rules

  1. Purchasing bullets remove
  2. Point to SOP Internal Controls, Board-set allocation and authorization limits

Standing Rules, Finances

  1. Remove all present text
  2. Point to SOP

Standing Rules, Organizational Roles and Responsibilities

  1. Remove section (redundant with the Treasurer definition)
  2. Point to Officer pages
  3. Point to chartered group pages

Clarify Committee Elections and Chair/Vice Chair-Elect Statuses

Sponsor(s): Erik Smith, Dallas Makerspace Secretary

Problem: The rules around Chair / Vice-Chair nomination preceding confirmation are not as clear as they could be, leaving room for confusion. In particular, the authority of the Chair Elect is not clear and the language also suggests there is no authority to name a Vice Chair until after BoD confirmation.

Solution:

Replace Committee Leadership section with the following:

  1. Committees shall have a Chair and a Vice Chair who will serve until a Chair-Elect is nominated by the committee during a Chair Election, dismissal of the Chair by the Board of Directors, or the Board of Directors appoints a replacement Chair
  2. Duties of the Committee Chair:
    1. The principal duty of the Chair is the recruitment of Committee members, and organization of volunteer activities needed to operate and maintain the Committee resources.
    2. Responsible for operations of the committee, providing reports on the status and activities of the committee at the monthly membership meeting, and managing the finances of the committee. This will include reviewing financial transactions attributed to their committee and working with the Treasurer or Accountant to correct any errors.
    3. Maintaining the safety of the Committee area, including ensuring the safe operation of all tooling.
    4. Maintaining good order of committee area and resources, ensuring adequate supplies of consumable items are maintained.
    5. Enforcing the rules established by the committee, and of the Dallas Makerspace within their area.
    6. Maintain an accurate inventory of all Tools in the format provided by the Board.
    7. Appoint a Vice Chair
  3. Duties of the Vice Chair
    1. Assist the Chair, as determined by the Chair or by the Committee at large
    2. Provide oversight and supervision of the Committee area when Chair is not present
    3. Serve as Interim Chair when:
      1. The Chair is not available for an extended period
      2. Has resigned

Insert the following as new Chair Elections section between Committee Leadership and Committee Responsibilities and Rules sections:

  1. Committees shall meet and vote on a Chair to nominate for confirmation by the Board of Directors
    1. In advance of the May and November Board of Directors meetings
    2. When directed to do so by resolution of the Board of Directors
  2. The winning candidate shall become Chair-Elect and assume the duties of the Chair
  3. The Chair-Elect shall appoint a Vice Chair Elect who assume the duties of the Vice Chair
  4. The Board of Directors shall consider the committee’s nomination of the Chair Elect at the soonest convenient Board Meeting, and may opt to do one of the following:
    1. Confirm the Chair-Elect, upon which the Chair-Elect and Vice Chair-Elect become Chair and Vice Chair, respectively
    2. Reject the nomination of the Chair-Elect and appoint a different Chair, whom shall name a Vice-Chair
    3. Reject the nomination of the Chair-Elect and direct the committee to hold another election which shall occur at the next scheduled committee meeting

Insert the following in Committee Responsibilities and Rules after current rule #4:

  • Committees shall make a good faith effort to publicly post meeting agenda items in advance of each meeting so that committee members may review and discuss them.
  • Committee meeting minutes must be posted in a timely fashion on the wiki following the conclusion of each meeting and shall adhere to standards established by the Secretary.

Purchase Tongs for Blacksmithing Classes

Sponsor(s): Mike Churchill, Interim Blacksmithing Chair, Brad Sims, Exiting Blacksmithing Chair

Problem : Shortage of tongs for Blacksmithing classes

The Blacksmithing Committee has a number of tools available, but a full class often does not have enough of the right-sized tongs for student use.  As a result, students often end up settling for undersized tongs vs having no tongs at all to use.  The last major tongs purchase for Blacksmithing was May 2014, and there has been some shrinkage (loss, breakage, possible isolate theft) in the intervening years.

The Blacksmithing classes are popular: routinely being completely full, and sometimes with additional stand-by attendees which we are loathe to turn away.  The October 2019 Intro to Blacksmithing and Open Forge ended up with 15 students for a scheduled 12 student class, even with one signup being a no-show.

We are petitioning the DMS Board for funds to allow us to purchase eight "wolf jaw" tongs for use in the Blacksmithing classes.  The bulk of these will be stored in the Blacksmithing trailer and used only for large classes.  One pair may be made available at the Induction Forge for general use as well.

Unlike some larger areas of DMS, the Blacksmithing Committee does not receive a monthly stipend from the Board, and much of the attendee fees collected (assuming the class isn't free) go towards fuel and metal used in the teaching of the Intro classes as well as maintenance and smaller purchases of tooling for Blacksmithing.

Solution : Authorize the use of DMS General Funds to purchase and ship eight pairs 19"/500mm Wolf Jaw blacksmith tongs from www.blacksmithsdepot.com.  Cost (as of this writing): [email protected]$45.00 = $360.00 + $26.12 for UPS Ground (cheapest option) = $386.12.  Request for authorization of up to $450 in case of a small price change.

Relevance to Our Tax Exempt Status : Helps expand blacksmithing knowledge within the membership. Using the right tongs for the task improves safety while also making for a more productive and enjoyable class.

Notes:

Last tongs Purchase: https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20140515   


Restore Talk Categories

Sponsor(s): Andrew LeCody

Problem: Most/all Talk categories were made private without notice, vote or discussion. While many categories were restored already, a number of categories remained locked which has caused some issues with usage of the forums and general discussion within the organization. For instance, the "READ FIRST: Welcome to the Dallas Makerspace" thread which explains how the forums works is locked behind the wall, making the forums needlessly difficult for new users. The "Issues & Requests" category is also hidden behind the wall, which makes reporting issues challenging for new members.

The Dallas Makerspace was built on open source ideals and principles, this very wiki is open to the public, as have been all of our communications mediums up until the unilateral change to Talk by one admin.

Solution: Return all categories (except "DMS Member's Only") to public access.

New Business

Emergency Items

Items requiring immediate action by the BoD for safety.

Set Next BoD Meeting

Minutes

====
15:30 CALL TO ORDER


====
ATTENDANCE
- Scott Blevins [teleconference]
- Julie Harris
- James Henningson 
- Ken Purcell


====
PRIOR MINUTES

- MOTION: APPROVE PRIOR MINUTES
  - Proposed by: James
  - Seconded by: Ken
- VOTE
  - In Favor: Unanimous
  - Opposed: 
  - Abstained: 
- MOTION PASSED


====
FINANCIAL STATEMENT

Delivered by Brad Sims, Dallas Makerspace Treasurer


====
MEMBER RECOGNITION

MOTION: Recognize Patrick Thomson and Paul LaChance for service to the Dallas Makerspace
  - Proposed by: James
  - Seconded by: Ken
- VOTE
  - In Favor: Unanimous
  - Opposed: 
  - Abstained: 
- MOTION PASSED

====
OLD BUSINESS

* No old business on the agenda


====
CONSENT AGENDA

6.1	Appoint Chairs
- AS WRITTEN: 
"
Appoint the following Committee Chairs:

3D Fabrication : Max Kirkland
Automotive : Jim Hartnett
Blacksmithing : Mike Churchill
Ceramics : TBD
Creative Arts : Laura Gonzalez
Digital Media : Kevin Patel
Electronics Robotics : Art Givens
GlassWorks : Jennifer Goss
Hackerspace : Rafael Rincón
Hatcher's Armory : TBD
Laser : Michael Bayern
Jewelry/Small Metals : Johnny Bluejacket
Machine Shop : Tim Bene
Metal Shop : Jim Hartnett
Motorsports : Chuck Graf
Printmaking : Co-Chairs Jeff Whitcomb & Robert Hines
Science : Adair Claycomb
VECTOR : Stephen Wylie
Woodshop : Mike Jury
"


----
6.2	Clean up Firearms Policy
- AS WRITTEN:
"
Update the policy to read as follows:
'
Dallas Makerspace Firearms Policy

All work on firearms, as defined by the Dallas Makerspace (DMS) in section 1 below, is strictly prohibited unless specifically exempted in section 2.

“Firearm” within this policy is deliberately far broader than most legal definitions
"Work" or "Working" on a firearm means creating, modifying, or assembling section 1 item(s) together with other section 1 item(s) or section 2 item(s)
Violation of this policy may lead to expulsion from DMS and/or filing a criminal complaint with the relevant authorities.

Section 1: Work on the following items is explicitly and strictly prohibited:
Firearm: a device that expels a projectile or projectiles by means of a deflagrating propellant (i.e. the deflagration or detonation of gunpowder or other similar propellant). This includes not only the BATFE definition of a firearm - its receiver - but also firearm-specific components that attach to a firearm (unless specifically exempted in section 2) including but not limited to barrels, cylinders, magazines, charging handles, safeties, buffers, actions, barrel bushings, linkages, extractors, firing pins, trunions, recoil springs, gas blocks.
Replicas: Meant to closely resemble a firearm while lacking the ability to expel a projectile or projectiles
Suppressors or Silencers: Reduce the sonic concussion of expelling a projectile or projectiles
Reloading: All activities associated with the production of ammunition, including but not limited to processing primers, gunpowder/propellant, cases, and projectiles
Section 2: Work on the following firearm-related items are exempted, subject to conditions:
Devices that expel a projectile or projectiles by non-deflagrating propellant means: Examples include springs, compressed air/gas, electronic, mechanical action. Not exempted are components interchangeable with firearms as defined in the previous section.
Slings: Slings and sling attachments opposite point of attachment to the firearm
Fasteners and commodity hardware: Standard components used on firearms not specific to firearms
Sights: Scopes, sights, lasers, flashlights, etc not integral to the firearm
Bipods: And other firearm supports if removable without tools
Stocks and grips: May be made, refined, or modified at DMS
Props: Non-firearm devices that do not closely resemble actual firearms such as sci-fi, fantasy, steampunk creations. Must not include devices from section 1.
Checking the fit of exempted items (i.e. stock, sling, sights, etc) from section 2 to a firearm in section 1 at DMS is prohibited. Section 2 items may be separated from Section 1 items at DMS, however they are not to be attached at DMS.
'
"


----
6.3	Harmonize Rules with SOP
- AS WRITTEN:
"
Harmonize the Rules with the SOP by updating the following:

Treasurer

Remove the General Treasurer Charter section
Remove text for Duties section, point to SOP Dallas Makerspace Treasurer’s Office section
Standing Rules, Committee Responsibilities and Rules

Purchasing bullets remove
Point to SOP Internal Controls, Board-set allocation and authorization limits
Standing Rules, Finances

Remove all present text
Point to SOP
Standing Rules, Organizational Roles and Responsibilities

Remove section (redundant with the Treasurer definition)
Point to Officer pages
Point to chartered group pages
"


----
6.4	Clarify Committee Elections and Chair/Vice Chair-Elect Statuses
- AS WRITTEN:
"
Replace Committee Leadership section with the following:
'
1. Committees shall have a Chair and a Vice Chair who will serve until a Chair-Elect is nominated by the committee during a Chair Election, dismissal of the Chair by the Board of Directors, or the Board of Directors appoints a replacement Chair
2. Duties of the Committee Chair:
2.1. The principal duty of the Chair is the recruitment of Committee members, and organization of volunteer activities needed to operate and maintain the Committee resources.
2.2. Responsible for operations of the committee, providing reports on the status and activities of the committee at the monthly membership meeting, and managing the finances of the committee. This will include reviewing financial transactions attributed to their committee and working with the Treasurer or Accountant to correct any errors.
2.3. Maintaining the safety of the Committee area, including ensuring the safe operation of all tooling.
2.4. Maintaining good order of committee area and resources, ensuring adequate supplies of consumable items are maintained.
2.5. Enforcing the rules established by the committee, and of the Dallas Makerspace within their area.
2.6. Maintain an accurate inventory of all Tools in the format provided by the Board.
2.7. Appoint a Vice Chair
3. Duties of the Vice Chair
3.1. Assist the Chair, as determined by the Chair or by the Committee at large
3.2. Provide oversight and supervision of the Committee area when Chair is not present
3.3. Serve as Interim Chair when:
3.3.1. The Chair is not available for an extended period
3.3.2. Has resigned
'

Insert the following as new Chair Elections section between Committee Leadership and Committee Responsibilities and Rules sections:
'
1. Committees shall meet and vote on a Chair to nominate for confirmation by the Board of Directors
1.1. In advance of the May and November Board of Directors meetings
1.2. When directed to do so by resolution of the Board of Directors
2. The winning candidate shall become Chair-Elect and assume the duties of the Chair
3. The Chair-Elect shall appoint a Vice Chair Elect who assume the duties of the Vice Chair
4. The Board of Directors shall consider the committee’s nomination of the Chair Elect at the soonest convenient Board Meeting, and may opt to do one of the following:
4.1. Confirm the Chair-Elect, upon which the Chair-Elect and Vice Chair-Elect become Chair and Vice Chair, respectively
4.2. Reject the nomination of the Chair-Elect and appoint a different Chair, whom shall name a Vice-Chair
4.3. Reject the nomination of the Chair-Elect and direct the committee to hold another election which shall occur at the next scheduled committee meeting
'

Insert the following in Committee Responsibilities and Rules after current rule #4:
'
* Committees shall make a good faith effort to publicly post meeting agenda items in advance of each meeting so that committee members may review and discuss them.
* Committee meeting minutes must be posted in a timely fashion on the wiki following the conclusion of each meeting and shall adhere to standards established by the Secretary.
'
"


----
6.5	Purchase Tongs for Blacksmithing Classes
- AS WRITTEN: 
"
Authorize the use of DMS General Funds to purchase and ship eight pairs 19"/500mm Wolf Jaw blacksmith tongs from www.blacksmithsdepot.com.  Cost (as of this writing): [email protected]$45.00 = $360.00 + $26.12 for UPS Ground (cheapest option) = $386.12.  Request for authorization of up to $450 in case of a small price change.
"


----
6.6	Restore Talk Categories
- AS WRITTEN: "Return all categories (except "DMS Member's Only") to public access."
- Pulled by James


----
MOTION: Pass Consent Agenda items 6.1, 6.2, 6.3, 6.4, 6.5 as written
  - Proposed: James
  - Seconded: Julie
- VOTE
  - In Favor: UNANIMOUS
  - Opposed: 
  - Abstained: 
- MOTION PASSED


====
NEW BUSINESS

6.6	Restore Talk Categories
- AS WRITTEN: "Return all categories (except "DMS Member's Only") to public access."
- MOTION: DISMISS
  - Proposed: James
  - Seconded: Julie
- VOTE
  - In Favor: UNANIMOUS
  - Opposed: 
  - Abstained: 
- MOTION DISMISSED


====
EMERGENCY BUSINESS 


====
NEXT BOARD MEETING 12/15 15:00
  - Proposed: James
  - Seconded: Ken
- VOTE
  - In Favor: UNANIMOUS
  - Opposed: 
  - Abstained: 
- MOTION DISMISSED


====
Statement on the expulsion of Stan Simmons by Brad Simms


====
MEETING ADJOURNED 16:02

Action Items

Status Item Description Responsible Party
[X] Update Committee Chairs Secretary
[X] Update Firearms Policy Secretary
[X] Update Rules to match SOP Secretary
[X] Update Committee Elections rules Secretary
[ ] Allocate $450 to Blacksmithing for the purchase of tongs Treasurer