Steering Committee Meeting 20110308

• To be held in MIBS SRC3 format

Time, location

20:00, Dallas Makerspace

Approval of prior minutes

Previous minutes Steering_Committee_Meeting_20110222

Officer/Committee reports

Committee chair

Updated meeting structure to MIBS SRC3.

Organizational committee

• Status of review of by-laws
  • Meeting, 20110104, went through first half of them
  • Last meeting, 20110111, went through the remaining half
  • Still some stuff remaining on the ByLaws, here: Proposed_Bylaws
• Incorporation document has been sent to the state; When? Sent during the holidays, Friday or Saturday.
  • Have scanned in the response letter, it is now in the Admin Wiki
• Status on getting the EIN, can be done before receiving the Incorporation document
  • SS-4 for EIN, pdf from IRS; Maybe able to file. Steve will get EIN, from IRS, assigned on 20100215.)
• Status on 1023 filing. (When these are complete, 1023 filing goes off) HIGHEST PRIORITY!

Building committee

• Building sub-committee (physical space ToDo list--Alyssa Pipe, Physical space sub-committee)
  • Alyssa Pipe, Eric Chaney, Paul Wilson
  • Status of upstairs space (Mark)
    • $300 on top of current rental
    • Would require budget update to show that we can afford it, probably refer to Steve's Monthly Budget Google Doc
  • Need listing of capital expenditures (Current Needs and Space_Checklist)--Need lists of WHAT, COST, and PRIORITY
    • Results of Forum Poll for in-space items.

Agenda

• Payment of $378.86 to Alyssa Pipe for purchase of router
  • Problem: Alyssa would like to get re-imbursed for the purchase of the router for the CNC table. The receipt is on the admin wiki.
    • Why: The CNC table is important to the overall use of the membership
    • Who: Steering Committee Chair will request payment by the DPRG Treasurer to Alyssa
    • Solution1: Pay Alyssa. Time required: 1 week
• File form 1023
  • Problem: We need to file the 1023
    • Why: The Dallas Makerspace membership would like a non-profit organization to manage and oversee the assets and budget of the Makerspace.
    • Who: This will require the Steering Committee
    • Solution1: Finalize the Bylaws. Time required: unknown
• To rent or not to rent the upstairs space
  • Problem: Some members would like to rent the upstairs space, however the leasing company may be unwilling to allow any changes to leases
    • Why: More space is needed for use by the membership
    • Who: This is to be handled by the Building Committee
    • Solution1: Pass on renting the upstairs space due to cost, inability to change lease, and other issues. Time required: no time, remove from agenda
• Standing Rules needed
  • Problem: We currently have no Standing Rules
    • Why: Standing Rules are all the rules and policies governing the organization that do not exist in the ByLaws
    • Who: This is owned by the Steering Committee (Board of Directors) and proposed by the Membership
    • Solution1: Accept Eric's Beta as a starting point.
• Dates and times required for Regular Membership meetings
  • Problem: Finalizing meetings are required for functioning 501c3 status
    • Why: Finalizing meetings are required for functioning 501c3 status
    • Who: the Steering Committee to determine this
    • Solution1: Regular Membership meetings held once a month, at 14:00 on the second Sunday of each month
• Dates and times required for Board of Directors meetings
  • Problem: Finalizing meetings are required for functioning 501c3 status
    • Why: Finalizing meetings are required for functioning 501c3 status
    • Who: the Steering Committee to determine this
    • Solution1: Regular Board of Directors meetings held once a month, at 20:00 on the first Tuesday of each month

Old business

• Search for new space
• Review Eric's Standing Rules, patch if necessary, and adopt
  • Potentially go over Standing Rules after meeting
• Seriously consider rules for meetings, check out HacDC's rules, MIBS SRC3
• Status of getting a new copy of our insurance for us to make some duplicates of for our records.
  • Contact leasing company for a copy.
• Consider dates and times for
  • Regular Membership meetings (once a month? twice a month?)
  • Board of Directors meetings (once a month?)

Minutes

Members in attendance

• Steve Rainwater
• Mark Havens
• Peter Smith (chair)
• Eric Chaney

Guests

• Paul Wilson
• Andrew LeCody (secretary)

Minutes

• Peter opened the meeting at 8:07pm
• Peter asked for items from the consent agenda
• Steve wants to pull out the dates and times of meetings agenda item, 8:10pm
• Paul also wants to pull out the dates and times of meetings agenda item, 8:11pm
• Eric wants to pull rent of the upstairs space agenda item, 8:11pm
• Steve requests that Andrew give a report on the website, 8:13pm
• Paul raised a complaint about the MIBS rules, 8:15pm
• Minutes from the previous meeting were ratified, 8:16pm
• Mark gave a report on the status of our financial records, 8:18pm
• Paul suggested that the financial records be sorted by the end of the month, 8:20pm
• Andrew gave a report on the website and IT infrastrucure, 8:23pm
• Peter moved on to old business, 8:26pm
• Discussion about finding a new space started at 8:27pm
• Steve suggested a page be created on the wiki for listing new spaces, 8:32pm
• Peter moved on to new business, 8:37pm
• Voted to pass on renting the upstairs space, 8:38pm
• Andrew suggested 2nd Tuesday at 8pm for board meetings and the 2nd Thursday at 7pm for member meetings
• Board voted for those times, 8:42pm
• Eric would like to add an agenda item for a cleaning day, 8:46pm
• Peter adjuouned the meeting at 8:48pm

Note: draft version of meeting minutes go to the Talk Page first, upon ratifying at the *next* meeting they will be moved to the normal page.