Board Meeting for November 20, 2014

Meeting Time: 6:30pm
Location: Lenox, Meeting Room

• All members are welcome to attend, and non-board members can join the conversation when invited.
• Tom gave his proxy to Brant by email to the BOD since he couldn't attend

• Brant and Joe working to revise, then will send out to members

• (added by Brant, suggested by JoeR last meeting)
• Lance suggested we table this discussion until we have a plan or something to work from
• Dan and Joe discussed how to start this exercise, which options to look at
• Joe mentioned pros and cons of considering mortgages
• Joe also wants to know value of building, CMA report, not an appraisal or assessment
• Vote to ask TomG to speak with realtor about getting a CMA report approved with 7 yeas

• (added by Brant, update from TomG)
• No update at this time
• Later in the meeting DL said that Kettle Moraine Hardwoods is ready when our status is cleared, we can send them a form to get discounts

• (added by Brant, update from DanJ)
• Dan explained how to read reports
• Dan suggested we use Mint to issue Treasurer's Reports in the future
• Not sure if it will

• (added by Brant, update from ?)
• Bounty not yet announced formally, we should email it out ASAP
• We don't pay the prize until someone produces the code and results
• Vishal noted this died before we determined what the requirements would be, need to draft guidelines

• (added by Brant from last meeting)
• Tiffany not sure current status of MattN's storage, if anything remains in East Room
• Lance was not sure whose clamps they are, or if MattN was going to sell them on eBay
• Tiffany said rate increases not needed if everyone moves out
• Lance doesn't think the Storage Changes were well communicated, we should announce it better
• Tiffany was concerned that people renting small amounts of space; we arbitrarily bumped TomK, ShaneT, AllanF, others
• Tiffany doesn't think renting floor space should preclude someone from keeping a normal shelf
• Carts are not considered rented storage per Lance and Tiffany
• Tiffany said anything above the cart height is not a cart
• Not clear if you lose free storage by renting a vault
• Not having enough room for long-term floor storage space is Tiffany's concern
• Tiffany suggested grandfathering in the 5 or 6 people who we don't have room for
• Lance had concerns about not being fair to new members and the perception that we would be treating some people as special cases
• Lance asked about using Vault Hallway between Vaults 18 & 19, no real discussion on this occurred
• Rate increases would not affect these people as it's not fair because we promised them space in the vault hallway
• DL suggested calling it “temporary overflow” instead of “grandfathering in”
• Lance agreed that changing the terminology made it more palatable
• Vote to allow members that were displaced by reorganizing the floor rental spaces to occupy a space in the East Room we designate as “Temporary Vault Hallway Overflow Storage” was approved with 7 yeas

• Tiffany asked whether or not if people lose their free shelf if they rent some other space temporarily
• Tiffany asked how much do you pay if you rent floor space and a shelf
• Tiffany said several members are using half pallets and it messes with the storage inventory
• Vishal asked why he would need to start paying for something he normally gets for free, Tiffany
• Joe brought up some concerns about bookkeeping and telling people different things
• Lance said his expectation is that $40 in dues includes a shelf
• DL noted we should charge a vault renter for a shelf because they get the vault
• Vote proposed:
  • If you rent short term storage, you continue to keep your free storage space (shelf, locker, cart)
  • If you rent long term storage (anything more than 3 months i.e. Green spaces on storage map) you pay for additional storage, you do not keep free storage
  • Approved with 7 yeas

• (added by Brant, update from Adrian)
• No update at this time
• Lance asked if we were to get a foot of snow tomorrow, who would shovel it?
  • We would likely ask for volunteers, no contracts yet
  • DL asked if we could find someone in the neighborhood to pay to plow our sidewalks and alley
  • Joe noted we could offer the job up to members
  • We will follow up with Adrian and get an update

• (added by Tiffany)
  • Will move them soon, trying to get others to help
  • Brant noted a big sheet of steel remains where the lockers will go, Joe offered to take it
  • Brant asked Tiffany for a plan of which lockers would fit where, Lance agreed

• (added by Tiffany)
• Tiffany presented new labels and tags for shelves, lockers, carts, etc.
• Tiffany asked that we remind members to label their storage with their real name
• Brant asked if Reminderbot could be made to send out a reminder, Joe said he ignores Reminderbot usually and thinks most others do too

• (added by Tiffany)
• Tiffany handed sketches of shelving to Lance
• Budget of $200 discussed to build new shelving
• Shelving would need to be built to organize all long stock storage
• Location
  • Tiffany proposed it be located in middle of east room
  • Lance suggested it be closer to the west room so long items can be loaded and unloaded
  • Overflow storage area and forklift, coordinate with where those best fit
  • Lance suggested two things
    • Add a gap at base to move unit with forklift
    • Make taller than 8 feet if you want to hold 8 foot tall sheets
  • Solid walls discussed, but don't need to be solid all the way up
  • The group discussed moving stock over
  • Lance offered to draw up a revised sketch for this
  • Tiffany asked for help building this, but could head it up
  • DanJ asked when will this get done, Tiffany indicated

• (added by Brant, ask JoeR)
• Lance asked if JoeR has any progress on it, Joe did not have an answer
• Lance asked when should it be completed, not clear at this time
• Joe said he's worked on it 2 days in 6 months, some people have helped

• Dan asked if he could help Joe with any payments or bills
  • Joe did not have anything at this time,did not know what to delegate
  • Brant offered to help as well
  • Brant noted that he still has a key to the Drop Box if Joe wants him to help process dues
  • Lance noted that he does not yet have a Drop Box key and asked Brant for the key he still had
• Tiffany noted that she spoke with MattJ about his key to the building
  • She said he would be willing to give his key back, but he has retained the codes/measurements as its common practice in case we need future keys
  • Brant said he was concerned about a non-board member having a key to the building and the IT Closet
  • This conversation has come up before with the Board
• Tiffany also said that some members have practiced lock picking on the Drop Box
  • Brant asked Tiffany to clarify donation boxes or the Drop Box where members place dues, Tiffany said it was the dues Drop Box
  • Vishal said he was aware of that but it happened about two years ago and has not happened since
• DL said that MattJ helped the last time that some lockers were moved
  • She was concerned that there might have been fragile or dangerous items inside
  • When asked to help open them, MattJ didn't feel it was appropriate
  • She trusted MattJ would not abuse having a key
• Lance was concerned about liability of having a non-licensed or bonded
• Lance suggested we put a camera on the Drop Box just as a thought
• Tiffany said she could explain our concerns to MattJ because she is friends with him
• Brant asked if we should contact him as a group, some didn't think that would be as well-received
• Tiffany also said she may have accidentally misrepresented MattJ's tone or intent
• No action or votes were taken

• (added by Brant, ask SteveP)
• Steve is working on it, no further update at this time

• (added by Brant, ask MattN)
• Motor drive needed, planning to buy one this week
• Lance asked when Kuka will be ready, MattN said January 1, 2015
• Vishal asked if anything other than drive was needed, MattN said he plans to upgrade to a different spindle eventually

• (added by Brant, update from DavidH)
• Temporary spot located in East room according to Tiffany

• (added by Brant, Tom gave update)
• Tom emailed his update prior to the meeting
• Ready to start running tests, details in the e-mail sent to the group
• EdC was working on software to generate Gcode, MattN asked about how Gcode would be generated
  • MattN suggested we add another CAD workstation
  • Tiffany asked when computer in Jewelry Area will move, MattN offered to move it tomorrow night

• (added by Brant, Tom gave update)
• Almost cut Tuesday, Tom expects it to be functional by the end of the month
• At that point we can see if the Metal Shop champions want it

• (added by Brant, Tom gave update)
• Tom said this is on hold until the previous two are finished
• Tom expects to start working on it in December

• (added by Brant, Tom gave update)
• Tom asked that we add these to list of incomplete projects that need regular updates
• SteveP gave an update, building a CNC router instead
• Patrick is a new plotter Area Champion, lives near DanJ

• (added by Brant, ask CharlesS/MattJ)
• Brant asked is there a plan to integrate parts into jewelry area? If so, when?
• MattN offered to move the computer tomorrow night
• Dan noted Charles posted an email to the members only list
• Tiffany wants the shelving and cabinets to be moved into the jewelry area

• (added by Brant from last meeting)
• Tiffany said this will go in the Vault hallway once lockers are moved

• (added by Dan)
• Marc and Dan and Lance discussed on Tuesday
• Logo and link on website requested if Marc's company donates multiple items over long period of time
• Dan indicated Marc is not the decision maker on this for his firm, but he will advocate for as much as stuff as possible
  • Vishal asked what our standard has been
  • Dan said we used to ask $100/year for a logo on the site, Vishal said we should probably increase this, he suggested $1000/year as a minimum and we revisit and review each year
  • Lance said a blog post would be our first step, then take it from there
  • Banners in the space still debatable for some Board Members
  • We agreed to continue discussing this topic via the BOD mailing list
  • Lance asked Dan if there was a deadline to respond to Marc, Dan said next 48 hours would
  • Tiffany asked about face safety masks as well, Dan said they should have some too
  • As an aside, Lance offered his face shield if anyone needs it

• Vishal said he was working with Ron Bean who offered to help

• Rock saw ready to set up whenever space is available
• Uncertain about attendance Make-A-Thon, could be huge since Maker Faire
• DL asked about designating some storage for Space events and supplies
• Lance suggested, even though he is next on the list for a vault, he would be interested in a vault be designated for event and outreach supplies
• Vote to designate shelving in the Women's Coat Room for event supplies approved with 6 yeas, 1 nay from Joe
  • Joe thinks supplies should be shared, used as needed
  • Lance noted that some members have volunteered to store event things in their own space and that's not fair to them

• Tiffany presented an list of responsibilities and duties
• Plans to involve Area Champions and Members
  • Dan noted many Members offer ideas, but Area Champions are usually the ones that get them done
  • Lance suggested meeting with Area Champions first to show them we appreciate their efforts
• Vishal asked how Area Champions should be chosen, Tiffany said she wants people to know what is expected of them
• Lance asked that we try to contact Area Champions who are members in good standing but we haven't seen lately to check if they still want to be Area Champions
• Dan, Joe, and Tiffany discussed having two or more Champions, reasons for more or only 2
• Tiffany said she has been monitoring and keeping track of which spaces are lacking Area Champions
• Vishal offered to become Wood Shop Area Champion again
• Joe asked about the line “all champions” versus “all champions in that area,” Tiffany acknowledged that part could be clarified

• Vishal spoke with Lexie about a place to store it
• Lance suggested we move the acrylic bender into the laser Cutter room
• Vote to bring in the acrylic bender once it arrives approved with 6 yeas and Vishal abstaining

Meeting Time: 6:30pm
Location: Lenox, Meeting Room

• All members are welcome to attend, and non-board members can join the conversation when invited.
• Tom gave his proxy to Brant by email since he couldn't attend

1. Legal/Financial:
   1. Treasurer's Report (October)
   2. Building ownership/purchasing shares report progress (added by Brant, suggested by JoeR last meeting)
   3. Non-profit, 501c3 status (added by Brant, update from TomG)
   4. Mint.com progress (added by Brant, update from DanJ)
   5. Quicken, accounting software progress (added by Brant, update from ?)
2. Policies and Procedures:
   1. …
3. Check on progress of Building Topics/Projects:
   1. How are we doing on moving people out of east room, implementing rate increases? (added by Brant from last meeting)
   2. Snow Removal (added by Brant, update from Adrian)
   3. Lockers (added by Tiffany)
   4. Storage Inventory Update (added by Tiffany)
   5. Long Storage Proposal (added by Tiffany)
   6. …
4. Check on progress of Member/Space Projects:
   1. 4×8 CNC Plasma Cutter (added by Brant, ask JoeR)
   2. 4×8 CNC Router (added by Brant, ask SteveP)
   3. Kuka (added by Brant, ask MattN)
   4. “Misty Field” project update (added by Brant, update from DavidH)
   5. “Red Dragon” RA-1F Vertical Mill update (added by Brant, Tom gave update)
      1. Tom emailed, ready to start running tests, details in the e-mail sent to the group
   6. Cold Saw (added by Brant, Tom gave update)
      1. Almost cut Tuesday, Tom expects it to be functional by the end of the month
      2. At that point we can see if the Metal Shop champions want it
   7. Induction Furnace (added by Brant, Tom gave update)
      1. on hold until the previous two are off my plate
      2. Tom expects to start working on it in December
   8. Large format plotters (added by Brant, Tom gave update)
      1. Tom asked that we add these to list of incomplete projects that need regular updates
   9. …
5. New equipment/donations:
   1. Watch/Clock Parts, is there a plan to integrate parts into jewelry area? If so, when? (added by Brant, ask CharlesS/MattJ)
   2. Machine shop desk/tooling space request progress (added by Brant from last meeting)
   3. Welding Gas + Safety Glasses donation possibility. (added by Dan)
   4. …
6. Events:
   1. …
7. Any topics from members who are present
   1. …