Board of Directors Meeting 20200322
Contents
Time, location
202020322 15:00 Live Stream (Google Meet)
Prior minutes
https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20200216#Minutes
https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20200220_Special_Meeting
https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20200225_Special_Meeting
https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20200315_Special_Meeting
https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20200316_Special_Meeting
Financial Statement
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.
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 $1000 for which funds are requested from the Board in part or total, at least two weeks in advance of the board meeting.
Machine Shop relocation costs (Tim Bene)
Problem: The Machine Shop has longed for the expansion to happen. We voted in December 2018 to earmark 3500$ to pay for riggers to relocate the machine shop. This was given a cost of $350 per hour for 4 men, a forklift & associated rigging/tooling to move Machine shop. We as a committee decided upon 10 hours would be sufficient to finish the job. I do know that it will likely be less as long as we are ready for the move. The moving needs to be done by professional riggers. There may be cheaper riggers but in my experience over the past 20 years, you get what you pay for. I have dealt with Able, DFW Machinery movers & MEI as well as a handful of others. It is in my opinion that Able is the best I have seen & dealt with to date. MEI, I have had to yell at when they were moving machinery under my supervision to do things a certain way. They, after arguing with me, finally did as I told them. DFW is a little bit better, but seem to lack the finesse I feel comfortable with. While they all carry insurance, I do not want to go through the experience of having to deal with that process. I've been through that before which insurance usually takes about 3 months, which riggers try to downplay the damage.
Solution: Allow Machine Shop to pay up to $3500 from our committee funds to relocate.
Relevance:The relocation will be very quick & with little downtime due to riggers moving our equipment.
Machine Shop Existing Surface Grinder sale (Tim Bene)
Problem: Machine shop would like to get a better surface grinder. This existing grinder is not as safe as the new proposed grinder. In addition, it has not been repaired as of yet due to time contraints.
Solution: Allow the Machine Shop to sell the current surface grinder once we make the old machine operational. EST sale price 900-1900$ depending on market conditions. Several members including myself will follow through on the repair of the current grinder to make it ready.
Relevance: The sale of the machine will offset the cost for a new machine in our next proposal. It will also allow us the space for the new machine.
Machine Shop Surface Grinder Purchase (Tim Bene)
Problem: Machine Shop has a manual surface grinder that was donated was and is not in an operable condition. The opportunity to purchase a functioning automated Surface Grinder for $3,500 + any applicable sales tax, if any.
Solution: Allow Machine Shop to use Committee funds to purchase this surface grinder for $3,500. This is a unique opportunity and bargain and may be time critical. A surface grinder like this new would cost in the neighborhood of $25K to $30K. A tool with its capabilities can also act in drawing members such as the HAAS does.
Advantages of new to DMS Surface Grinder:
- Adds capability to preform precision surface finishes for roughness and flatness at a Tool and Die shop level of quality.
- Greatly adds to overall Machine Shop capability to make precision parts.
- Is in Operable condition As-Is vs current surface grinder.
- Has larger material capacity.
- Has coolant capability that will eliminate dust issues and extend wheel life.
- Machine has housing that surrounds machine further controlling any coolant misting, dust, and provides safety barrier if grinding wheels “explodes”. Current machine lacks all of these.
- Is Automated with additional control features current grinder lacks.
- Current electrical plan already has an electrical drop planned for future expansion so no change/additional cost to electrical bid required.
- Machine Shop would dispose of the existing non-functioning Surface Grinder to reduce total cost, As per previous agenda item.
Relevance:Adds to DMS Machining capability, available skills that members may learn, and is consistent with the educational and “Making” goals of DMS.
New Business
“Pay to Play” model for tool training
Sponsor: Lara Rosenblith
Problem: There has been an increase in the number of training classes being taught for private payment - cash/paypal/venmo/eventbrite. We used to only charge for “skin in the game” or to put money toward maintenance of a tool (i.e. Multicam) for our tool based classes. “Pay to Play” for required classes can become a conflict of interest/inurement problem and it is unfair to expect members to pay dues and then pay extra for classes before they can use tools.
Solution:
We will no longer allow required tool training classes for private payment (venmo, paypal, check, square or any private method akin to receiving cash.)
- Required tool training classes
- Must be submitted through the honorarium/calendar system. Furthermore, instructors cannot “double dip” by charging students for instruction and receive personal honorarium. For example: John Doe can’t charge students $25 on top of the honorarium for his time. Instructors cannot accept private payments at the time of the class unless it is to reimburse for supply/material costs on items that they have personally supplied. **Supply costs should not exceed actual cost of goods.
- If a teacher is not eligible for honorarium due to having reached the maximum, they cannot accept private payment for the class.
- Project classes using DMS tools
- Instructors may accept private payment for project classes but the project classes will not qualify as required training in order to use the equipment outside of this class.
Emergency Items
Items requiring immediate action by the BoD for safety.
Set Next BoD Meeting
Minutes
==== 15:10 Call to order ==== Attendance - Julie Harris - James Henningson - Ken Purcell - Brad Sims - Lara Rosenblith ==== MOTION: Approve Prior Minutes https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20200216#Minutes https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20200220_Special_Meeting https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20200225_Special_Meeting https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20200315_Special_Meeting https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20200316_Special_Meeting - Proposed by Brad - Seconded by James - Call for vote - In favor Unanimous - Opposed - Abstain - Motion Passed ==== FINANCES (Brad) - Presently very secure - Electricians working during the downtime - We are seeing higher than average cancellations - Do not anticipate that the downtime will last long enough to be a problem - No issue keeping things going for many months w/o help from landlord - Membership push post-reopening is important ==== CONSENT AGENDA 5.1 Machine Shop relocation costs (Tim Bene) - AS WRITTEN: Allow Machine Shop to pay up to $3500 from our committee funds to relocate. - not pulled ---- 5.2 Machine Shop Existing Surface Grinder sale (Tim Bene) - AS WRITTEN: Allow the Machine Shop to sell the current surface grinder once we make the old machine operational. EST sale price 900-1900$ depending on market conditions. Several members including myself will follow through on the repair of the current grinder to make it ready. - Pulled by Brad MOTION: DISMISS - Proposed by Brad - Seconded by - Call for vote - In favor - Opposed - Abstain - Motion ---- 5.3 Machine Shop Surface Grinder Purchase (Tim Bene) - AS WRITTEN: " Allow Machine Shop to use Committee funds to purchase this surface grinder for $3,500. This is a unique opportunity and bargain and may be time critical. A surface grinder like this new would cost in the neighborhood of $25K to $30K. A tool with its capabilities can also act in drawing members such as the HAAS does. Advantages of new to DMS Surface Grinder: Adds capability to preform precision surface finishes for roughness and flatness at a Tool and Die shop level of quality. Greatly adds to overall Machine Shop capability to make precision parts. Is in Operable condition As-Is vs current surface grinder. Has larger material capacity. Has coolant capability that will eliminate dust issues and extend wheel life. Machine has housing that surrounds machine further controlling any coolant misting, dust, and provides safety barrier if grinding wheels “explodes”. Current machine lacks all of these. Is Automated with additional control features current grinder lacks. Current electrical plan already has an electrical drop planned for future expansion so no change/additional cost to electrical bid required. Machine Shop would dispose of the existing non-functioning Surface Grinder to reduce total cost, As per previous agenda item. " - Pulled by Brad ---- 5.2, 5.3 DISCUSSION Brad: concerned about whether this is an appropriate time to procure equipment Tim: Appreciate the concern, however this opportunity may close James: Concerned that present market for current surface grinder is zero Brad: Would invite machine shop to resubmit once we're closer to re-opening, do not want these items sitting on Old Business ---- MOTION: DISMISS AGENDA ITEMS 5.2, 5.3 - Proposed by Brad - Seconded by James - Call for vote - In favor James - Opposed - Abstain - Motion dismissed ---- MOTION: APPROVE CONSENT AGENDA ITEM 5.1 BY CONSENSUS - In favor Unanimous - Opposed - Abstain - Motion Passed ==== NEW BUSINESS 6.1 “Pay to Play” model for tool training AS WRITTEN: " We will no longer allow required tool training classes for private payment (venmo, paypal, check, square or any private method akin to receiving cash.) 1. Required tool training classes 1. Must be submitted through the honorarium/calendar system. Furthermore, instructors cannot “double dip” by charging students for instruction and receive personal honorarium. For example: John Doe can’t charge students $25 on top of the honorarium for his time. Instructors cannot accept private payments at the time of the class unless it is to reimburse for supply/material costs on items that they have personally supplied. **Supply costs should not exceed actual cost of goods. 2. If a teacher is not eligible for honorarium due to having reached the maximum, they cannot accept private payment for the class. 2. Project classes using DMS tools 1. Instructors may accept private payment for project classes but the project classes will not qualify as required training in order to use the equipment outside of this class. " - MOTION: TABLE - Proposed by Lara - Seconded by Brad -Call for vote - In favor Unanimous - Opposed - Abstain - Motion Tabled ==== EMERGENCY ITEMS MOTION: - Proposed by - Seconded by -Call for vote - In favor - Opposed - Abstain - Motion Passed ==== 15:36 Meeting adjourned
Action Items
| Status | Item Description | Responsible Party |
|---|---|---|
| [ ] | Finance | |
| [ ] | Finance | |
| [ ] | Finance | |
| [ ] | Finance | |
| [ ] | Finance |
