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boardmeetingagenda:2014-10-23 [2014/10/25 16:20] raster |
boardmeetingagenda:2014-10-23 [2014/10/27 03:21] branth |
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- Joe and others had concerns about the billing software | - Joe and others had concerns about the billing software | ||
- Dan thought it sounded possible, but difficult and he is not capable of programming it | - Dan thought it sounded possible, but difficult and he is not capable of programming it | ||
- | | + | |
- | - Tiffany felt that a 3 month period for long-term projects should be adequate | + | - Tiffany felt that a 3 month period for long-term projects should be adequate |
- | - Tom asked what do we do with a project that takes 3 months and 1 day? | + | - Tom asked what do we do with a project that takes 3 months and 1 day? |
- | - Tiffany suggested a one-time option to extend the storage for an additional 3 months | + | - Tiffany suggested a one-time option to extend the storage for an additional 3 months |
- | - Tom indicated he didn't care what the time periods were, just that they were consistent and enforceable | + | - Tom indicated he didn't care what the time periods were, just that they were consistent and enforceable |
- Tiffany said no matter what we'll end up being subjective | - Tiffany said no matter what we'll end up being subjective | ||
- Tom felt without clear, concise guidelines we'll end up with 5 year-long projects | - Tom felt without clear, concise guidelines we'll end up with 5 year-long projects | ||
Line 98: | Line 98: | ||
- SteveP asked how frequently the BOD is approached about long-term projects or requests for project space | - SteveP asked how frequently the BOD is approached about long-term projects or requests for project space | ||
- Dan, Lance, and others noted it is almost weekly | - Dan, Lance, and others noted it is almost weekly | ||
- | | + | |
- | - Lance asked if space in the middle of the East Room is ever available for free | + | - Lance asked if space in the middle of the East Room is ever available for free |
- | - Tiffany and others said yes, with green parking permits | + | - Tiffany and others said yes, with green parking permits |
- | - Tiffany asked that the BOD help members determine where projects should be located | + | - Tiffany asked that the BOD help members determine where projects should be located |
- Adrian asked about personal projects vs. group/space projects | - Adrian asked about personal projects vs. group/space projects | ||
- | | + | |
- | - Adrian noted those projects take up floor space | + | - Adrian noted those projects take up floor space |
- | - Tiffany replied that those and other projects are considered group projects and are not private workspaces or storage | + | - Tiffany replied that those and other projects are considered group projects and are not private workspaces or storage |
- Tom agreed and added that group projects will eventually benefit the space | - Tom agreed and added that group projects will eventually benefit the space | ||
- Lance agreed with Adrian and said he has some similar concerns | - Lance agreed with Adrian and said he has some similar concerns | ||
- | | + | |
- | - Tom asked how often the Women' | + | - Tom asked how often the Women' |
- | - Tiffany was not opposed to the idea, but would prefer to keep men out of the women' | + | - Tiffany was not opposed to the idea, but would prefer to keep men out of the women' |
- | - Tom and Tiffany discussed possibly putting lockers or folding table storage in the Coat Rooms | + | - Tom and Tiffany discussed possibly putting lockers or folding table storage in the Coat Rooms |
- | - 7:48 Area Champions Adding Storage | + | - 7:48 Area Champions Adding Storage |
- | - Lance asked what if Area Champions want to add public storage to their areas | + | - Lance asked what if Area Champions want to add public storage to their areas |
- | - Lance asked if there would be any concerns if storage starting showing up in the West Room | + | - Lance asked if there would be any concerns if storage starting showing up in the West Room |
- | - Joe was opposed and said it would create more clutter, less available space for equipment and supplies | + | - Joe was opposed and said it would create more clutter, less available space for equipment and supplies |
- Lance suggested we hold off on addressing personal storage in workspaces until later | - Lance suggested we hold off on addressing personal storage in workspaces until later | ||
- Tom agreed | - Tom agreed | ||
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- Tiffany explained that her concerns are that if Area Champions sign tickets for the East Room, the BOD will not be aware of them; the fewer people who can sign tickets, the better the BOD is kept aware of who has space reserved | - Tiffany explained that her concerns are that if Area Champions sign tickets for the East Room, the BOD will not be aware of them; the fewer people who can sign tickets, the better the BOD is kept aware of who has space reserved | ||
- Lance noted that the goal here is to stop storing stuff in work areas and shops for long periods of time | - Lance noted that the goal here is to stop storing stuff in work areas and shops for long periods of time | ||
- | | + | |
- | - Vishal raised a concern about gluing and setting up work as some jobs are comprised of multiple steps which take longer than 24 hours total to complete | + | - Vishal raised a concern about gluing and setting up work as some jobs are comprised of multiple steps which take longer than 24 hours total to complete |
- | - Lexie asked if a signature is required on a green parking permit for the East Room | + | - Lexie asked if a signature is required on a green parking permit for the East Room |
- | - Tiffany and others replied no, however the unsigned permit is only valid for 24 hours | + | - Tiffany and others replied no, however the unsigned permit is only valid for 24 hours |
- | - Lexie asked about projects in the East Room, who can sign for them so they can remain more than 24 hours? | + | - Lexie asked about projects in the East Room, who can sign for them so they can remain more than 24 hours? |
- | - Tiffany gave an example of a sewing machine that was found in the East Room and moved to the Vault Hallway prior to Maker Faire | + | - Tiffany gave an example of a sewing machine that was found in the East Room and moved to the Vault Hallway prior to Maker Faire |
- | - Tiffany noted that the green parking permit on the sewing machine was signed by Lexie, but it belonged in the Craft Lab | + | - Tiffany noted that the green parking permit on the sewing machine was signed by Lexie, but it belonged in the Craft Lab |
- | - Tiffany said Lexie' | + | - Tiffany said Lexie' |
- | - Tom stated he didn't care whose signature was on it, as long as the expiration date was observed; the time limits are the important part | + | - Tom stated he didn't care whose signature was on it, as long as the expiration date was observed; the time limits are the important part |
+ | - Vishal reiterated his earlier concern about gluing and set up work, adding that almost all of his woodworking projects would now need a Board Member signature | ||
+ | - Tiffany said that there is almost always a Board Member available | ||
+ | - Brant expressed doubt regarding that statement | ||
+ | - Brant asked Steve, as Wood Shop Area Champion, what projects he would sign off on | ||
+ | - Steve said small, desktop projects were more appropriate than large ones | ||
+ | - Tiffany, Lance, and Steve discussed members building things like shelving or furniture | ||
+ | - Tiffany cited a project currently in progress where their green parking permit is over one month old and the Member never approached the BOD or the Area Champion | ||
+ | - 7:58 Area Champions and Authority to Sign Parking Permits | ||
+ | - Brant asked if Area Champions could possibly sign for things in their respective areas AND the middle of the East Room | ||
+ | - Tiffany indicated that she wants the middle of the East Room dedicated to workspaces | ||
+ | - Tiffany said she envisioned rolling worktables and carts in the East Room, not storage | ||
+ | - Brant asked if the BOD should vote on Area Champions and their ability to sign parking passes | ||
+ | - Ultimately, the group agreed to table a vote until later in the evening | ||
- 8:01 Proposed changes to the Green Parking Permit/Red Parking Ticket System | - 8:01 Proposed changes to the Green Parking Permit/Red Parking Ticket System | ||
- | - | + | - |
- | - Check on progress | + | - 8:02 Item 1 |
- | - Chris Hemmerly' | + | - Proposed text: //"Any member can place a green parking ticket on their project. |
+ | - Tiffany asked if glue-ups take longer than 24 hours and if so, should the time period be extended to 48 hours | ||
+ | - Tom noted that enforcement and review | ||
+ | - Lance said he expected these time periods to generate the most discussion | ||
+ | - Lance added that some Members have been known to " | ||
+ | - Tom said he felt 12 hours would be too short of a time frame | ||
+ | - Dan was concerned about creating policies that inconvenience or frustrate good members who try to follow the rules | ||
+ | - Lance shared an anecdote regarding his schedule when working on the Maker Faire UFO and that he kept himself to 12 hours periods of time | ||
+ | - Tom suggested we add some text that explicitly says if a Member plans to return within 24 hours, they should put it away | ||
+ | - Adrian indicated that some members use the building during the day and others in the evening | ||
+ | - Adrian added that occasionally projects are set up during day hours and that leaves little space for others in the evening | ||
+ | - Tom said he believed members who expect to be away from the building should put their stuff away in their personal storage; transport items to and from their storage each day | ||
+ | - The group seemed to agree that green parking passes should only be used for critical stages of projects and not to leave things out in public work areas | ||
+ | - 8:10 Item 2 | ||
+ | - //"A green ticket can be signed by a board member or an area champion. | ||
+ | - Tiffany said some projects do take a full month to complete and that one month is a good duration | ||
+ | - Tiffany said she believed the BOD would address this better than Area Champions | ||
+ | - Tom said the 2 weeks was necessary to discourage people from getting 1 month of floor space or storage rent free | ||
+ | - Tom said he felt that projects always tend to take longer than 1 month, some people disagreed | ||
+ | - Tiffany added she didn't like anything less than 1 month | ||
+ | - Dan expressed concern that we have struggled to enforce even a 1 month rule | ||
+ | - Vishal asked how this would apply to Power Wheels projects | ||
+ | - Tom said Power Wheels people would need to work on their cars within the Power Wheels work area, otherwise they are subject to the same rules as everyone else | ||
+ | - Lance agreed that Power Wheels cars should always be stored in the Power Wheels area | ||
+ | - Dan agreed and asked that the welding area not be destroyed every summer | ||
+ | - Vishal said he was fine with using 2 weeks as the rule because he expects us to be lax in enforcing it anyway | ||
+ | - Dan, Tiffany, and others expressed concern at this assessment | ||
+ | - Dan said we should not be creating rules we don't intend to enforce | ||
+ | - The group ultimately agreed that 4 weeks was adequate time, not 2 weeks | ||
+ | - Tiffany added that members should work with Area Champions to find good locations to locate these sorts of projects | ||
+ | - Tom asked if we wanted to offer any sort of extension | ||
+ | - Tom suggested Members be required to email the group if they intend to keep something in public space longer than 24 hours | ||
+ | - Tom noted if Members were required to email the group, Tiffany would have less work to do | ||
+ | - Tom added this could be an extension of the current policy; green parking permits would still need to be signed off by the right people | ||
+ | - Tom also suggested we don't consider a permit valid until the email is sent, otherwise any Member would be capable of pulling the item into the Impound Lot | ||
+ | - Tom also suggested a Google Form be set up to allow Members to notify others automatically | ||
+ | - Adrian noted that some Members either don't check the mailing lists | ||
+ | - Joe and others suggested the Area Champions/ | ||
+ | - Joe suggested computer kiosks be set up for people to print their own green parking passes on demand, as they need them | ||
+ | - The group was generally in favor of such a set up | ||
+ | - Tiffany said she envisioned short term projects would stay on tables or rolling carts in the East Room | ||
+ | - Lance said he would prefer tables be used in work areas | ||
+ | - Lance indicated that he wants Members to consider how to best store projects before they begin working on them | ||
+ | - Joe asked if parking permits could be written to coincide with invoicing for dues and rental spaces | ||
+ | - Joe asked if parking permits could always start on the first of the month | ||
+ | - Tom said the 2 week limit discussed previously would seldom span over 2 calendar months | ||
+ | - Lance noted a signed green parking permit expires immediately 30 days after the date on the permit | ||
+ | - Tom said that any permit that expires before the end of a month should be charged for the floor rental space anyway since it was there | ||
+ | - Both Joe and Lance agreed that they want to keep billing simple and handle dues and rental spaces the same way | ||
+ | - Joe would like to have both dues and rentals all on the same invoice for any given Member | ||
+ | - Lance stated he would want any permit that expires on the 16th of a month or later to buy rental space for the upcoming month, similar to how we give people the remainder of a month when they sign up | ||
+ | - Joe was concerned about an increase in Members contacting him, confusion about extra items on their invoices | ||
+ | - Lance said we could encourage Members with questions to email the info@ account and not Joe specifically | ||
+ | - Ultimately the group agreed dues and rentals should be handled the same way to simplify billing and invoicing for everyone | ||
+ | - 8:31 Item 3 | ||
+ | - "Red tickets can be placed on any project, tool or item in public space by any member. | ||
+ | - Tiffany and Tom discussed which mailing list should be used | ||
+ | - The group agreed the Member' | ||
+ | - This section was reworded slightly during the discussion | ||
+ | - Joe raised a concern about Members who want to take a photo, but don't have a camera | ||
+ | - Lance suggested Members ask each other to help take photos or Area Champions or BOD could do it for them | ||
+ | - Joe and others suggested a Photo-Bot be created for this purpose | ||
+ | - 8:34 Item 4 | ||
+ | - "The board will send an e-mail to the members-only list (or to the announcement list) on a weekly basis with pictures/ | ||
+ | - Lance felt this section was rendered moot by the previous discussion and it should be deleted | ||
+ | - It was agreed that a digest of Impounded Items would be made available at regular intervals and that the info could reside on the wiki | ||
+ | - It was not clear how the MMS-Annoucement list should be used | ||
+ | - Some Board Members felt it was for only Members while others thought any one, public included, could join it | ||
+ | - Brant said it is open for anyone to join, but we originally populated it based on the Member' | ||
+ | - 8:36 Item 5 | ||
+ | - " | ||
+ | - Lance indicated that he wanted the total duration from start of ticket to disposal to not exceed 1 month | ||
+ | - Lance believed with the current system we are only giving Members 1 week after a red ticket expires before the item is junked | ||
+ | - Everyone agreed that green parking permits should automatically become red tickets once they expire | ||
+ | - Lance proposed that once a green parking permit expires, the item should sit as-is for 1 week, then be moved to the Impound Lot | ||
+ | - Lance and Tom agreed that the 1 month begins as soon as the green parking permit expires or the date when a red ticket is issued | ||
+ | - 8:42 MattN entered the meeting and informed the group that a cable on the Kuka spindle had been intentionally cut off | ||
+ | - MattN was visibly upset and expressed his frustration to the BOD and those present | ||
+ | - Tom claimed responsibility for cutting the cable, but that was so he could leave Matt the connector | ||
+ | - Tom indicated that it was his cable and he had decided to take back the motor drive he was loaning to the Kuka spindle | ||
+ | - MattN left and the meeting continued | ||
+ | - 8:49 Item 6 | ||
+ | - " | ||
+ | - This section was merged with others above and reworded. | ||
+ | - 8:51 Item 7 | ||
+ | - "If a member receives more than 3 red tags in a quarter, they will get a public warning." | ||
+ | - This section was merged with others above and reworded. | ||
+ | - **VOTE: 7 Board Members approved this new policy** | ||
+ | - The BOD agreed that the policy will go into effect 2 weeks after the Membership is notified (this has yet to be sent to the Membership) | ||
+ | - 8:55 Area Champions | ||
+ | - The group asked to table this discussion since the meeting had run long | ||
+ | - Tiffany indicated she had suggestions for how to best define Area Champions duties | ||
+ | - Brant reiterated the vote proposed earlier: Should Area Champions be able to sign green parking permits for their respective areas as well as extend their authority to sign permits for the middle of the East Room? | ||
+ | - **VOTE: 5 Board Members approved, 2 rejected | ||
+ | - Tiffany expressed concern over this policy creating more work for her | ||
+ | - Lance and others agreed to review in one month and assess its impact | ||
+ | - 8:58 Future Board Meeting Dates | ||
+ | - Once or twice monthly considered | ||
+ | - Lance suggested we meet once per month with the option to meet a second time if the first meeting runs long | ||
+ | - Dan suggested we divide the Board Meeting Agenda into two parts and handle some items during the first meeting each month and the remainder in the second meeting | ||
+ | - Vishal expressed concern that plan may be hard to focus and execute | ||
+ | - The group asked for everyone' | ||
+ | - Most agreed that we should meet on Thursdays | ||
+ | - Weekends were not preferable | ||
+ | - Making the meeting time earlier was suggested | ||
+ | - 6:00 or 6:30 were both considered | ||
+ | - **VOTE: Board Meetings shall occur on the 3rd Thursday of each month** | ||
+ | - **Starting at 6:30pm** | ||
+ | - **With the option to hold a meeting immediately the following Thursday should the agenda necessitate it** | ||
+ | - **All 7 Board Members approved** | ||
+ | - 9:04 Maker Faire 2015 Planning | ||
+ | - JimK addressed the Board | ||
+ | - Jim noted he was not looking for a vote on anything right now | ||
+ | - Jim would like to see more Makerspace support for content at the next Maker Faire | ||
+ | - Plan for 2015 and years in the future also | ||
+ | - Maybe just our booth, not the whole fair | ||
+ | - Interactive content preferred | ||
+ | - Jim said this could be handled | ||
+ | - Tom asked if Jim if the support he was looking for should come from the BOD specifically | ||
+ | - Jim said he felt the organization should take charge of their own presence at the Faire | ||
+ | - Possibly a standing committee with a clear mission | ||
+ | - Jim noted the possibility of allocating some space to store Makerspace Faire items, projects | ||
+ | - Tom asked if the Members should do it or the Board should do it | ||
+ | - Tom asked if Jim was looking for permission to recruit the people | ||
+ | - Jim indicated he wants to be involved, but is unsure about leading it himself | ||
+ | - Brant agreed with Jim that Makerspace efforts could be more coordinated next year | ||
+ | - Vishal said the BOD can only provide support by way of funding or communicate/ | ||
+ | - Vishal didn’t think Jim needed permission to recruit others to help | ||
+ | - Lance shared his personal opinions | ||
+ | - Lance noted he felt very eager and excited for Maker Faire | ||
+ | - Lance agreed the Makerspace itself should consider offering personal storage and/or project storage for the Maker Faire | ||
+ | - Definitive plans are needed in order for the Board to approve funds | ||
+ | - BOD has not been opposed to helping others, but does not do a lot of it on their own | ||
+ | - Lance agreed that this needs a leader outside of the BOD | ||
+ | - JimK said this is good direction, especially on approval for funding | ||
+ | - Tom said "go forth and be maker-ish" | ||
+ | - Dan asked for proposals with details such as dollar amounts, budgets, square footages, locations in a corner of a room, etc. | ||
+ | - Lance said like Area Champions, someone can " | ||
+ | - Jim indicated he wants representation from many groups within the Makerspace | ||
+ | - Joe noted that this could be shortsighted | ||
+ | - We should think beyond just Maker Faire | ||
+ | - Future parades and events mentioned | ||
+ | - 9:12 KathyC addressed the Board | ||
+ | - Kathy asked if Makerspace planned to host and/or co-host Maker Faire next year | ||
+ | - Brant noted a distinction between Members volunteering and the BOD supporting/ | ||
+ | - Funding noted as a main differentiator | ||
+ | - Kathy feels Makerspace should do more next year if they choose to co-host again | ||
+ | - Some ideas mentioned: | ||
+ | - Invitations to all groups | ||
+ | - Wrap up party | ||
+ | - Funding components of the Fair itself | ||
+ | - Continuing to take responsibility for a major art piece or fixture | ||
+ | - Tom agreed: | ||
+ | - Makerspace to host a party Saturday night | ||
+ | - An art piece for event | ||
+ | - Hosting meetings for planning | ||
+ | - Nerdy derby mentioned as an example | ||
+ | - Kathy indicated she doesn’t want to be the one to create the parameters | ||
+ | - Jim said we had just told him the BOD can’t do anything itself moments ago | ||
+ | - Tom mentioned levels of commitment and an outline of the process | ||
+ | - First, go recruit and generate content | ||
+ | - Second, the BOD reviews, negotiates, and approves it | ||
+ | - Vishal agreed, adding we cannot have nebulous things to vote on | ||
+ | - Kathy said our volunteers are great | ||
+ | - Kathy noted that hosted by two organizations keeps it more true to a maker faire | ||
+ | - Diversity of ideas and exhibits | ||
+ | - Event is not dominated by one set of ideals or a single motif | ||
+ | - Great for community also, shows collaboration is going on | ||
+ | - Hoping to get more members making and showing rather than doing administrative stuff | ||
+ | - Lance said keeping the status quo isn’t enough for next year, he understands that | ||
+ | - Vishal said our name has been attached to the Faire and we should support it | ||
+ | - Kathy C said the 2015 application is needed soon | ||
+ | - She will be in contact with people this weekend | ||
+ | - BOD offered help as needed | ||
+ | - 9:28 ChrisH' | ||
+ | - Dan noted that ChrisH currently has access to the BOD Google drive and a key to IT closet for emergencies | ||
+ | - Dan and Chris both work on the IT infrastructure | ||
+ | - Both men recommend there not be only one person with all of the access and knowledge of our systems | ||
+ | - **VOTE: Should ChrisH be allowed to retain his access priviledges and physical key to the IT Closet for a minimum of one year? (future Board will review again next year)** | ||
+ | - **All 7 Board Members approved** | ||
+ | - 9:30 SteveP asked that some Wood Shop tools be allowed in | ||
+ | - Steve presented photos of some tools in two toolboxes | ||
+ | - **VOTE: Should these woodworking tools be allowed into the Wood Shop?** | ||
+ | - **All 7 Board Members approved** | ||
+ | - 9:32 ChrisH asked that notices regarding monthly invoicing not be sent to the MMS-Announcements group | ||
+ | - No vote taken, but group generally agreed | ||
- | - Events: | ||
- | - Maker Faire 2014 Wrap-up | ||
- | - Maker Faire 2015 Makerspace plans (Jim Kelly) | ||
- | - Future Board Meetings (added by Brant) | ||
- | - Bi-weekly or monthly? | ||
- | - Discuss dates | ||
- | - ... | ||
- | - Any topics from members who are present | ||
- Items that were tabled; not discussed at this meeting: | - Items that were tabled; not discussed at this meeting: | ||
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- Do we want to add Harrison Metals on our website as a sponsor? (added by Brant, asking Lance/Tom, was this just with regard to Maker Faire?) | - Do we want to add Harrison Metals on our website as a sponsor? (added by Brant, asking Lance/Tom, was this just with regard to Maker Faire?) | ||
- Adoption of Official BOD Seal/Logo? (added by Brant)\\ {{: | - Adoption of Official BOD Seal/Logo? (added by Brant)\\ {{: | ||
- | |||
- | (test) |