Board of Directors Meeting 2020 July Provisional

Time, location

None. This was a provisional agenda for the inaugural meeting of the 2020-2021 Board of Directors; agenda items have been moved to the 2020-08-06 Board of Directors Meeting

Prior minutes

https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20200322#Minutes
https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20200326_Special_Meeting

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.

Old Business

Pay To Play

This item was tabled at the 2020-03-22 Board of Directors meeting for future consideration

Original Item:

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.)  

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.

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.

Scheduled Board Meetings

Sponsor: Erik Smith

Problem: The Board often needs to meet on short notice to address items of urgency or requiring closed meetings; the Rules should be corrected to allow for such meetings without the publication requirement so as not to impede the Board's requirements to act.

Solution: Update Rules & Policies Organization Meetings, rule 1 to read as follows:

Board meetings with open agendas shall be posted on the Dallas Makerspace Events calendar

Formal Complaints

Sponsor: Erik Smith

Problem: The present rules imply that the Board is obligated to hear formal complaints - a process that can waste organizational time if the complaint is obviously frivolous or lacking merit.

Solution: Update Rules and Policies Formal Complaints, rule 2 to read as follows:

The Board of Directors may decide through informal consensus to either hold a special meeting regarding this matter or consider it at the next meeting in its cycle.

Appoint Chairs

Sponsor: Erik Smith

Problem: The rules stipulate that committees shall hold Committee Chair nominations prior to the May Board Meeting to be appointed by the Board of Directors. Due to the realities of the COVID-19 shutdown and the 2019-2020 Board operating in caretaker capacity until the Annual Meeting could be scheduled, confirmations have been delayed.

Solution: Appoint the following Committee Chairs:

• 3D Fabrication :
• Automotive :
• Blacksmithing : Joe Brown
• Ceramics : April Burk
• Creative Arts :
• Digital Media :
• Electronics :
• GlassWorks :
• Hackerspace :
• Hatcher's Armory :
• Jewelry/Small Metals : Johnny BluJacket
• Laser :
• Machine Shop : Tim Bene
• Metal Shop : Jim Hartnett
• Motorsports :
• Printmaking :
• Science : Kobin Caddick
• VECTOR : Stephen Wylie
• Woodshop : Ian Lee

Committee Online Meeting Requirement

Sponsor: Jayson Woods

Problem: Currently Committees and other DMS meetings are not required to post an online meeting link for meetings. Members can't always make a meeting in-person, and with important votes may still want to participate. This has been made more urgent by the ongoing COVID-19 pandemic..

Solution: Require Committees and other official DMS meetings ( including but not limited to Board meeting, Member meetings, Committee meetings and Group meetings) to post on talk and add it to the information on the DMS Calendar. Committees and other official DMS meetings must hold an online meeting/Link along with their in person meetings so that members of that committee or other membership can have a voice in meeting and stay safe at the same time. This change would be required even after the COVID-19 pandemic.

New Business

NB1

Problem:

Solution:

Relevance:

NB2

Problem:

Solution:

Relevance:

NB3

Problem:

Solution:

Relevance:

Emergency Items

Items requiring immediate action by the BoD for safety.

Minutes

HH:MM CALL TO ORDER

(Meeting called to order by consensus)


====
ATTENDANCE
- Director 1
- Director 2
- Director 3
- Director 4
- Director 5

(note any absences and their disposition as noted by consensus of the Board; also note alternative means of attendance for Directors not present using primary meeting "location")


====
MOTION: Approve Prior Minutes
(URLs to each prior meeting with unapproved Minutes)
(Motion may specify amendments to be made to previous minutes)
  - Proposed [Director]
  - Seconded [Director]
- Vote
  - For [list Directors for]
  - Opposed [list Directors opposed]
  - Abstained [list Directors abstaining and any individual reasons explicitly noted]
  - Motion {PASSED if "AS WRITTEN" or alternative motion proposed AND majority For|FAILED if any action and no majority For}

(The expectation is that previous minutes will be approved either as-is or with amendments)


====
TREASURER'S REPORT


====
OLD BUSINESS

(Old business are items TABLED at a previous board meeting; expectation is that sponsors will have worked out any kinks or objections prior to the meeting and have updated the language.  Any item that ends up on Old Business more than once is a strong candidate for dismissal)

OB1
- AS WRITTEN: "[Agenda Text]"
- Motion: {AS WRITTEN|Text of Alternative motion|DISMISS|TABLE}
  - Proposed [Director]
  - Seconded [Director]
- Vote
  - For [list Directors for]
  - Opposed [list Directors opposed]
  - Abstained [list Directors abstaining and any individual reasons explicitly noted]
  - Motion {PASSED if "AS WRITTEN" or alternative motion proposed AND majority For|DISMISSED if "DISMISS" AND majority For|TABLED if "TABLE" AND majority For|FAILED if any action and no majority For}

----
OB2
- AS WRITTEN: "[Agenda Text]"
- Motion: {AS WRITTEN|Text of Alternative motion|DISMISS|TABLE}
  - Proposed [Director]
  - Seconded [Director]
- Vote
  - For [list Directors for]
  - Opposed [list Directors opposed]
  - Abstained [list Directors abstaining and any individual reasons explicitly noted]
  - Motion {PASSED if "AS WRITTEN" or alternative motion proposed AND majority For|DISMISSED if "DISMISS" AND majority For|TABLED if "TABLE" AND majority For|FAILED if any action and no majority For}


====
CONSENT AGENDA

(Consent Agenda items should have stakeholder consensus before the meeting and be extremely well-developed such that they can be moved AS WRITTEN.  Items that pass muster are collectively moved upon with an explicit motion.  Historically, items that are objectionable or require discussion can be pulled by anyone at the meeting where they are moved upon individually.)

CA1
- AS WRITTEN: "[Agenda Text]"
- Note if pulled and by whom

----
CA2
- AS WRITTEN: "[Agenda Text]"
- Note if pulled and by whom

----
CA3
- AS WRITTEN: "[Agenda Text]"
- Note if pulled and by whom

----
MOTION: PASS {Enumerated Consent Agenda Items} AS WRITTEN
  - Proposed [Director]
  - Seconded [Director]
- Vote
  - For [list Directors for]
  - Opposed [list Directors opposed]
  - Abstained [list Directors abstaining and any individual reasons explicitly noted]
  - Motion {PASSED if "AS WRITTEN" or alternative motion proposed AND majority For|DISMISSED if "DISMISS" AND majority For|TABLED if "TABLE" AND majority For|FAILED if any action and no majority For}

----
CAx {Pulled Consent Agenda Item}
- AS WRITTEN: "[Agenda Text]"
- Motion: {AS WRITTEN|Text of Alternative motion|DISMISS|TABLE}
  - Proposed [Director]
  - Seconded [Director]
- Vote
  - For [list Directors for]
  - Opposed [list Directors opposed]
  - Abstained [list Directors abstaining and any individual reasons explicitly noted]
  - Motion {PASSED if "AS WRITTEN" or alternative motion proposed AND majority For|DISMISSED if "DISMISS" AND majority For|TABLED if "TABLE" AND majority For|FAILED if any action and no majority For}


====
NEW BUSINESS

(New Business items are lacking stakeholder consensus before the meeting or are not sufficiently well-developed to be consent agenda items.  The Board should TABLE any such items that appear to lack a consensus among stakeholders, are not well-developed by their sponsors, or negotiable details of the item are objectionable.)

NB1
- AS WRITTEN: "[Agenda Text]"
- Motion: {AS WRITTEN|Text of Alternative motion|DISMISS|TABLE}
  - Proposed [Director]
  - Seconded [Director]
- Vote
  - For [list Directors for]
  - Opposed [list Directors opposed]
  - Abstained [list Directors abstaining and any individual reasons explicitly noted]
  - Motion {PASSED if "AS WRITTEN" or alternative motion proposed AND majority For|DISMISSED if "DISMISS" AND majority For|TABLED if "TABLE" AND majority For|FAILED if any action and no majority For}

----
NB2
- AS WRITTEN: "[Agenda Text]"
- Motion: {AS WRITTEN|Text of Alternative motion|DISMISS|TABLE}
  - Proposed [Director]
  - Seconded [Director]
- Vote
  - For [list Directors for]
  - Opposed [list Directors opposed]
  - Abstained [list Directors abstaining and any individual reasons explicitly noted]
  - Motion {PASSED if "AS WRITTEN" or alternative motion proposed AND majority For|DISMISSED if "DISMISS" AND majority For|TABLED if "TABLE" AND majority For|FAILED if any action and no majority For}


====
EMERGENCY BUSINESS

(Emergency Business items should be short-notice items necessary for the safety of the organization that do not require discussion among stakeholders.  They may also be items that have been discussed with stakeholders and are expected, but circumstances did not allow for inclusion in the agenda before the cutoff.)

MOTION: {Motion text} 
  - Proposed [Director]
  - Seconded [Director]
- Vote
  - For [list Directors for]
  - Opposed [list Directors opposed]
  - Abstained [list Directors abstaining and any individual reasons explicitly noted]
  - Motion {PASSED if "AS WRITTEN" or alternative motion proposed AND majority For|DISMISSED if "DISMISS" AND majority For|FAILED if any action and no majority For}


====
NEXT MEETING: 

(Time and date determined by consensus)


====
MEETING ADJOURNED HH:MM

(Meeting adjourned by consensus)

Action Items

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