This is an old revision of the document!
Board Meeting Minutes for July 18, 2014
DRAFT OF NOTES - NOT YET MAILED TO MEMBERS
Meeting Time: 7pm-9pm
Location: Lenox
Pete P. gave Chris H. his proxy by phone prior to the meeting beginning.
Legal/Financial:
7:05 - Review Royce's email on letting the LLC expire
Nothing needed if we let it expire
$25 per year to keep or to re-file/transfer
Group decided to let it expire, will reapply for if needed later
Tom explained tax ID numbers are unique and many entities/companies can be under a single ID
7:07 - Non-profit status
Provisional at this time (applied and filed, not yet approved)
Tom said we should continue to use School Factory for donations for now
7:08 - By-Laws Revisions
Dan asked if we should open this back up
Group mostly agreed revisions should be ready for members to vote on prior to board elections
7:11 - Lapsed Members
Joe R. indicated that he is spending a considerable amount of time contacting lapsed and late-paying members
Joe noted asking lapsed members to complete a new application form also creates work for him
Tom and others considered the options available:
Do nothing, no penalty for paying late and no reapplication needed
Have the rule, but do not actively enforce it
Have the rule and enforce it (this is our current policy)
Create a new, simpler form that is less work for the Treasurer to process
Deny access for remainder of the month or longer (dismissed, would create other problems)
VOTE: The Board unanimously agreed to draft a revision to the By-Laws that would allow lapsed members to reapply at the Board's discretion, i.e. members with a history of billing issues would be handled on a case-by-case basis)
Board agreed to discuss the working of the By-Laws revision in greater detail on BOD mailing list
7:20 - Treasurer's Report coming soon
Joe R. noted it takes longer than it should to create a Treasurer's Report
Tom indicated reports and audits will be generated instantaneously once we have QuickBooks set up
Joe R. did state that we have roughly $18K in checking, $30K in savings, and $1K in the other accounts such as Paypal, Dwolla, Square, etc.
7:22 - Quickbooks migration
Joe R. said Royce was looking into how to integrate Quickbooks with the access control system
Dan J. and Chris H. said they should have what is needed to integrate the two, however Dan J. was too busy with work responsibilities to help at this time
Access control system is Linux-based and we need it to talk to the Quickbooks software, which is Windows and cloud-based
7:25 - Cash surplus and investments
The question was raised if we need to spend a certain amount of money to remain a non-profit
If so, how should we spend it?
The Board has previously discussed owning part of the building by purchasing shares from those in the Milwaukee Makerspace Investment Group, LLC (MMIG)
If we achieve non-profit status and own the building, we can apply for property tax exemptions and save money; possibly as much as $11K per year
Tom explained two ways MoMI could own the building:
Buy shares from individual MMIG shareholders
This has the benefit of purchasing shares slowly
Buying shares would be discretionary and we could start/stop as needed
Broker a deal with all MMIG shareholders to purchase all shares at once
This would tie up a lot of money all at once, but would move faster
7:33 - Joe R. asked if getting a separate mortgage would be worthwhile
Tom said it could, but it would have bank fees also; up to $5K possibly
Tom also noted the shares could be used as a down payment in some cases
Joe R. indicated that we have a surplus of approximately $1500 per month
Tom noted that means we have saved about $30K in 18 months (since moving)
Joe agreed that rate sounds accurate
Shares in MMIG (i.e. the building) cost $2500 each
When asked, Tom indicated the share price could change but he did not believe there would ever be a reason to change it; taxes and accounting would get trickier also
The group considered buying one or more shares each month whenever a surplus allowed it
VOTE: The Board unanimously agreed to purchase 3 shares of the building.
Tom indicated he would inform the shareholders on our behalf
Policies and Procedures:
7:44 - East Room Survey Results
Brant briefly reviewed the East Room Survey Results
The Board concluded that the responses show the status quo is sufficient for most of our members
Brant indicated that most of the participants felt floor and vault rental rates could be increased or remain as-is
After some discussion, the group generally agreed that vaults should always be more expensive than floor spaces
Tiffany introduced the idea of an “exploding” rental rate
Tiffany and Lance brainstormed this previously
Members would be rented floor space for specific projects with prescribed durations
After the duration lapsed, the rent rate would increase
One month over the deadline could be double, two months double again, etc.
This would encourage people to finish projects quicker
The Board had mixed opinions about this idea
Brant asked the group if any members were having problems finding space to work when needed
No one new of any specific problems at this time
Joe R. said he believed member storage is still in a state of flux due to the member dues changing in March 2014
Members who had storage prior to March are still determining if they want to purchase more space, keep what they have, etc. and that complicates the answer to this question
Tiffany said she believed we will need more storage (shelving) soon, but not immediately
7:53 - Reconfiguring current storage space
Dan J. suggested that carts stored in the East Room be moved under the pallet racking
Pallets under the racking would be relocated or moved up higher
This would free up floor space and space under the recently built member shelves (with snow fence dividers)
This would also allow both sides of the “snow fence shelves” to be utilized
The group generally agreed with this idea
Brant wondered if we should charge a reduced rate for floor space in the vault hallway to encourage people to rent there (out of the main rooms and out of sight) first
This idea was dismissed
8:03 - Limiting space rentals
The Board discussed setting a maximum limit for space rented by any one member
This would include vault and floor spaces
Tiffany suggested 100 sq.ft. as the limit for everyone
The group generally agreed with this idea, but noted it would affect some members who are currently renting more than 100 sq.ft.
These members include Tom, Willie, Char, Ray, and MattN
The Board agreed to discuss the possibility of a rental max limit on the BOD mailing list
8:03 - Someone (?) asked Tiffany if any one had requested floor space recently
Tiffany replied that two or three people have asked
She asked them if they had a specific project in mind at the time
Two members did not and ultimately they decided against pursuing floor space
One person was a guest looking to become a member and might still want floor space in the future
Tom expressed concern that Tiffany should not be discouraging people from renting floor space simply because they do not have a project in mind
(Tiffany indicated after the meeting that she had given floor space to others when asked)
Building Topics/Projects:
8:13 - Server rack closet
Brant and Chris H. indicated that they would like to build a wall between the server rack and the rest of the Telco room
They have concerns over the potential for damage to IT equipment, security camera system, and access control for the doors; either accidental or malicious
Chris has also personally loaned several pieces of equipment to the space (not to mention sweat equity)
A wall could also provide a more rigid backdrop for the photo studio, as previously discussed with Tiffany
The group had mixed feelings about the idea
Tom thought less expensive IT equipment could be donated/loaned to reduce the liability if something were damaged or stolen
Chris also noted that the need for a PoE (power over Ethernet) device could be avoided if power adapters were installed at phone locations
Chris was not interested in this approach as he has already put forth a lot of effort to wire the phone system for PoE with a centralized power supply
After some more discussion, the group voted
VOTE: The Board unanimously agreed to allow a wall and door be installed to secure the server rack with a maximum budget of $300
Tom asked that steel studs be used, they terminate a few inches under the ceiling tiles, and a scrap door be used to save money
8:20 - Picnic table and bike rack
Tiffany indicated that she and some other members would like to build a picnic bench and a bike rack
Tom noted that he thought he could get his hands on a bike rack from Harrison Metals
No funding was requested for these projects
VOTE: The Board unanimously agreed to allow a picnic table be built for the north side of the building and a bike rack be installed outside Door 4, under the awning near McDonald's.
Tom noted that someone should mount the access control box outside Door 4 so it can be used
Brant volunteered to do it
8:23 - Creating a Shared CNC & KUKA Room
Tiffany indicated that Matt N. plans to bring the Kuka to Maker Faire for demonstrations and that there would be an opportunity for the new 4×8 CNC Router to be moved into the Kuka Room
Tiffany and Steve P. said that the goal would be to create a room that houses both machines
Tiffany noted that some members are concerned that the 4×8 CNC Router will take up too much space and be too noisy if it is moved into the Wood Shop; smaller wood projects would be driven out of the room
Some members expressed concerned about moving the Kuka, the risk of damage in transit and mounting at the Maker Faire
Tom believed the Kuka could be moved out of the room without removing the door or walls
Some asked if the enclosure around the room would need to be modified or made bigger
Joe R. (?) suggested french doors be added to better facilitate moving materials and tools in and out of the enclosure
The group suggested looking into locating the pendant, Kuka controller, or transformer inside the room to free up space outside it if possible
The group asked Steve P. and Tiffany to submit a floor plan sketch of the proposed room layout
Member Projects:
8:30 - 4×8 CNC Router
Steve P. received $300 from the Board in matching funds today
Works continues on vacuum table and wiring the end stops
Tom K. is helping
Steve P. still plans to hold a class after it is finished
8:33 - 4×8 CNC Plasma Cutter
Joe R. said three parts have been milled
He plans to assemble them soon
Ed C. has offered to help with the wiring
8:35 - Jewelry Area
Jon H. working on the table
8:36 - Metal Finishing Area
Bill W. has moved some grinders over to the area
The metal stock rack has been relocated
8:38 - Pottery Area
DL has been unavailable lately due to other commitments
Tiffany indicated she has been updating the list of Area Champions on the wiki
She would like to see two champions per area
The group agreed with this approach, two champions per area makes sense
New equipment/donations:
8:40 - Steve P. indicated that he is heading up this effort and he left a voicemail with the donor recently
The Faro arm will be delivered soon, but the donor is very busy and has a newborn
Dan J. also knows the donor
New Cisco WAP and PoE switch on loan from Chris H
Tiffany and Pete speaking with Milwaukee Tool about possible sponsorship/donations
Events:
8:45 - Neighborhood Picnic
Date changed to August 8th so Tiffany and Lance have more time to plan
Dan J. and Brant indicated they don't care when the picnic is, they just want the event to happen eventually
Community rain barrels to be announced at picnic
Chris H. and others have been working on acquiring rain barrels, specifically intermediate bulk containers (IBC's)
Joe R. said he has some he could loan/donate
Two IBC's would be piped to/from the downspout to store approx. 500 gallons of rain water for later use
Chris H. and/or Tiffany said that neighbors would be invited to use the water as well
8:50 - Consumables
Joe R., Tom, and Dan J. noted to the group that donation box money is being deposited into our checking account and then used to reimburse Area Champions for consumables such as welding gases
The group generally agreed with this approach
8:55 - Restrooms
Dan J. noted that Karen has repeatedly offered to clean the restrooms in exchange for monthly membership dues
The Board has expressed concern over compensating any member in this way and has avoided doing so thus far
The Board is not interested in hiring any “employees” due to tax and insurance issues
However, the Board noted that the restrooms are not being cleaned regularly enough
Dan J. and Tom suggested hiring a cleaning company to come in twice a week for the restrooms
If a member wants to create a small cleaning company, we would be able to hire them
This is similar to the plowing/salt service in the winter
Tom mentioned that as long as we don't pay any company more than $800 per year, we don't have to report it to the IRS
VOTE: The Board unanimously agreed to actively look for a cleaning service, maximum $40/mo. budget
9:00 - Strategic Planning/Future
Mission statements intended to guide leadership in the future
SWOT analysis
Brant shared a draft SWOT table for discussion purposes
-
Brant asked everyone to take one copy of the SWOT table home and think of other topics to add
Brant said he would put the list on the wiki for others to see
Dan J. Proposal - The Milwaukee Makerspace Mission Manefesto (The M4)
Everyone read aloud from the draft copies Dan brought
Some suggested revisions were discussed, including removing references to ages and non-profits
The Board will discuss and revise the draft on the BOD mailing list
Dan and Brant noted some similar ideas they had on what the space “is and is not” as part of the mission statement
9:15 - Other topics
The group briefly discussed the prospect of MoMI buying new tools/equipment
Nothing was decided at this time
Staffing a booth in New York
We need to respond to Liquid Wrench soon
Four people have shown interest in attending if they could have their travel subsidized
Tiffany and Dan indicated that those attending the races could also staff the booth when not racing
The group generally agreed that it would be cheaper to send only a small group
Board Meeting Agenda for July 18, 2014
Meeting Time: 7pm
Location: Lenox
5 minute time limit per highest-level bullet point.
All members are welcome to attend, and non-board members can join the conversation when invited.
Legal/Financial:
Review Royce's email on letting the LLC expire (do we need to do anything?)
Non-profit status
…
Policies and Procedures:
East Room Survey Results
…
Building Topics/Projects:
Server rack closet (let's build a wall part deux)
Preliminary CNC/KUKA Room
…
Member Projects:
CNC Router
CNC Plasma Cutter
…
New equipment/donations:
Status of Faro arm (delivery?)
…
Events:
…
Strategic Planning/Future
Mission statements
Dan J. Proposal - The Milwaukee Makerspace Mission Manefesto (The M4)
SWOT analysis (Brant)
Any topics from members who are present