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boardmeetingagenda:2015-04-16

April 16, 2015 Board Meeting Minutes

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

Meeting Started

Legal/Financial

Treasurer's Report

  • Previous Action Item: Joe and Dan to review Paypal, Square, etc accounts and what fees we can use now that we're a non profit
  • No further action was made
  • Previous Action Item: Joe to signup a new PayPal account for the space as a commercial entity, so that we can used PayPal for physical card processing.
  • Joe will take care of it this week
  • Previous Action Item: New space debit card from Joe R.
  • Joe has submitted the paperwork and the card should be here soon
  • Previous Action Item: Wild Apricot testing
  • DL was able to do some testing
  • Felisha mentioned that she was surprised to hear about the amount of people who didn't pay by the 7th - 30+ late members
  • DL mentioned that an Alpha test may be needed for Wild Apricot
  • Dan and Vishal will continue to work on Wild Apricot API
  • Currently DL is currently paying $50/month
  • Felisha asked how many members can we have at the $50/month subscription rate
  • Vishal said 500 members
  • Tom mentioned we need a wiki page for Wild Apricot transition
  • Lance asked how do we transition the members who have paid for 6 months
  • Dan said we can do that manually
  • DL said she details of current member storage
  • Joe said we need to can use the partially completed inventory as a starting point.
  • We'll do an Wild Apricot alpha test with 10-15 members
  • Vishal mentioned that we need to come up with a transition communication plan
  • Action Item: DL will up update Wild Apricot splash page with wiki page,etc.
  • Action Item: DL is going to create do transition instructions
  • Action Item: Dan will work on setting up Wild Apricot under “members.milwaukeemakerspace.org”
  • Action Item: Dan will update wild apricot site branding (CSS, etc.) to match milwaukeemakerspace.org

Building ownership/purchasing shares report progress

  • Previous Action Item: Tom to present a building purchase options report
  • Tom wants to get a quickbooks data entered before we go forward with a proposal
  • Several board members said we would like to see preliminary numbers
  • Tom will talk to city about tax exemptions
  • Tom will talk to bank about interest rates
  • Action Item: Tom will present preliminary numbers at the next board meeting.

Policies/Procedures

  • Previous Action Item: The board will incorporate the feedback and finalize the Area Champion Document
  • Action Item: Vishal and DL will work on finishing this up
  • Let Chris H. retain access to the server closet as Network Champion?
  • All (7) voted yes
  • Let Chris H. keep the networking material in the photo booth for another month? (Vote)
  • All (7) voted yes
  • Should be provide stores with an active member list for discounts?
  • Vishal brought up a a privacy concern
  • Dan said we could use member badges
  • Joe said our volume isn't high enough for stores to need such a list
  • Vishal suggested an opt-in list
  • Joe said we could use invoice
  • Others agreed that presenting that Invoice is a good approach. We might want to consider sending a sample invoice to interested stores.
  • Proposed rules to encourage on time dues payment:
  • Pay your dues late 3 times you loose your storage space.
  • Pay your dues after the 7th, your membership is still active but your keyfob won't work until next month.
  • Charge a late fee each time you pay after the 7th.
  • Dan thinks these won't reduce delinquents
  • Joe suggested a fee
  • DL says people lapse and get a month of free storage
  • Joe says he's been doing that for storage larger than shelves
  • DL mentioned that Wild Apricot will help with this issue too
  • Felisha said there is quite a waiting list for Vaults
  • Joe said if there is a waiting list for something and membership lapses, they have been
  • DL said this is why we have a mess in the Impound Lot now. People simply let there stuff stay.
  • Joe asked if this is a reasonable approach - only charging wait listed space
  • Vishal and Lance agreed that it is.
  • Felisha asked that if we need to implement any of the above 3 rules
  • The consensus was that we should wait
  • DL said Apricot does have the ability to set a different invoice dates.
  • Dan thinks the root is procrastination not the date
  • Felisha inquired about current storage lapse policy
  • Lance explained the flowchart
  • DL said we need to have a clause reminding about state storage policies - throwing stuff away or whatnot
  • we can put it on new member form and invoice
  • DL mentioned wiki has a raffle Rabble
  • Anything that comes out of Impound lot is not eligible for parking ticket
  • We had (3) people with vaults who lapsed. (2) people have been processed. One person is still lapsed
  • Joe will continue to provide a list of expired members
  • DL will cross compare it to vault and large space renters
  • Lance is next up on rental list and will recuse himself on any relevant votes

Building Topics

  • Wiring
    • Tom mentioned that materials are here and installation will begin soon.
  • Tickets
  • UPDATE: DL has new tickets with more information
    • Previous Action Item DL will be sending it to board list for review Done
  • DL sent them to the board
  • They are on the wiki
  • Brant approved
    • Does the board approve the ticket changes?
  • All (7) voted yes
  • Proposed West Room Changes
    • We have acquired a bunch of sheet metal equipment
    • Tom is proposing a sheetmetal area
    • There is a Pink Corvette in the Impound Lot
    • Lance asked if there is an area champion for Power Wheels - It is Rick
    • When is Maker Faire is going to need the space. Don't know yet.
    • Dan asked we can move some of the space soon
    • Action Item: DL will redraw West Room and send it to the board
    • Dan is okay with Devon and Jake as Metal Area Champions.
  • Electric Kiln Ventilation
  • Previous Action Item: Any progress on this since last meeting?
    • Brant drilled a 4“ hole in the metal door by the pottery area then installed a wall cap vent
    • Brant made two supports to hang the new kiln exhaust fan in the pottery area
  • Previous Action Item Dan J. to purchase new camera system
    • The system is in the mail
    • Tom said if we fill out a sales form stating we are a non profit, vendors have to automatically honor it.
  • Suggestion from Shane to place deactivated Cell Phones around building for 911 use.
  • Next to “Who to Call” sheets maybe?
  • Shane: I'm thinking near fire extinguishers since, by nature, those are supposed to be easy to see. (Shane T.)
    • Dan said in the US even deactivated cell phones are required
    • Tom mentioned magic jack may work for calling
    • Dan said he has (2) phones
    • Vishal said he has (1) phone
    • All (7) board members approve that deactivated phones should be placed around the building for emergency use
  • “Who to Call” sheets located around building need to be updated. (2) out of (4) people listed are no longer board members.
    • Pete, Brant, Tom Gr., and Dan are listed as contacts
    • Action Item: Dan will update the who to call sheets.
    • Vishal, DL, Lance, and Felisha will be added as contacts
  • Building keys: We have not gotten Tiffany's key back, do we re-key the building and get new keys? Matt can re-key the locks, but key blanks are going to cost $7 to $10 each.
  • Tiffany lost her key
  • Should we re-key all external doors?
  • Tom asked if we should hire external help
  • Dan doesn't think $100 is worth it
  • The board trusts Matt
  • Joe is of the opinion that we don't need to do it
  • Adrian asked if the building key is same as server closet
  • Vote - Should the building locks be re-keyed?
    • Yes - Felisha (Good periodic practice), Lance (need to have accountability), DL
    • No - Joe, Tom, Dan, Vishal
  • Adrian mentioned that then why doesn't everyone have a key
  • Many mentioned that physical key is supposed to be used for when electronic locks are down
  • Tom will talk to Matt to get Felisha a key
  • New member orientation needs to be updated as well.
  • Dan said that membership graph need to be updated
  • Action Item: Vishal will update the New Member Orientation powerpoint
  • Felisha mentioned that many woodworking machines are down - bandsaw, planer, jointer,
  • Felisha asked what to do if an area if not receiving enough funds
  • Lance mentioned that in the past board has discouraged from
  • Felisha asked about a budget
    • Vishal said it's been brought up before
  • Tom mentioned this payment system again (% of members fees go to a vote controlled distributive fund)
    • DL will look further into wild apricot's ability to do this
    • Tom knows quickbooks can do this.
    • Metal shop has been really good
      • Dan mentioned that he has personally spent $150 in the last 2 months which contributes to it
    • More of the woodshop users are amateurs versus metal shop
    • Lance mentioned that woodshop equipment is on the non-contractor side. Hence easier to break
    • Felisha mentioned woodshop is small
    • Tom mentioned that is a zoning issue - we can't get larger room. We can get more woodshops though of same size or smaller.
    • DL said that east room cleaning will help with floor space
    • Vishal mentioned cabinet grade stuff can't be built here
    • Tom mentioned we'll have more space when CNC room is built
    • Tom said we need to get better equipment
    • Tom mentioned that Area Champions should get together and propose something
    • Joe and Tom are interested in larger tools
    • Lance and Joe mentioned that the space should buy safety equipment.
  • Dan said we need auto dark welding helmets
  • Tom mentioned that woodshop is used by a lot of users but not any power users so board needs to support it.
    • Vishal said that this may have to be an exception to the rule.
  • Action Item Lance will put together a new questionnaire
  • DL said good idea with new board
  • Vishal said that with new non profit status this is a good idea anyway

Member/Space Projects Update

  • 4×8 CNC Plasma Cutter
    • Previous estimated date for completion: July 2015
      • Completion date remains that same.
      • Joe said it should hopefully be moving by end of this month
      • Joe asked for examples of acceptable documentation
      • There was no agreement on an acceptable level of documentation on the wiki
  • 4×8 CNC Router
    • Previous estimated date for completion: April 2nd, 2015
      • New estimated date: July 2015
  • Kuka
    • Matt is ordering replacement backlight for Kuka
      • Matt needs a larger motor - no status updates
  • “Red Dragon” RA-1F Vertical Mill update
    • Machine has accepted G-Code
    • Bob is building a fixture for it
    • We just need a test program
  • Induction Furnace
    • Previous estimated date for completion: July 2015
  • Tom brought steel and needs to make a mount
  • Large format plotters
    • Previous Action Item Steve will try to sell grey printer, if it’s not sold in 30 days, it’ll be scrapped
  • Steve will put that on craigslist
  • There was talk of removing the whole area
  • Steve said we can compress the space usage
  • Action Item: Steve will publicize the availability
  • Action Item: - Felisha - Add it to the list of underused items.
  • New Green Vaccuum Former'
  • No one has touched it for a while
  • Action Item: - Felisha - Add it to the list of underused items.
  • Vaccuum Former being built by Mykal
  • Previous Action Item: DL is going to follow up with Mykal
  • Action Item: - Felisha - Add it to the list of underused items.

New equipment/donations

  • Johansson radial arm drill
    • Tom mentioned that the machine is used in Industrial setting and won't be useful here.
    • The board discussed and declined acceptance
  • DIACRO 24” vacuum molding machine
  • Action Item: Joe will contact owner for more information

Events

  • Badge Competition is being judged on April 21st
    • Lance will send a reminder and figure out prizes
    • Lance picked up prizes in Hong Kong
    • There could be a speed badge competition
  • Previous Action Item: Joe mentioned holding a summer science fair
  • Action Item: Felisha - Annouce that we need champions
  • Fixit Day
  • Previous Action Item: Vishal will talk to Jason Haas
  • Nothing happened. Will contact him via email.
  • Sunday, the 26th is the space improvement day
  • Joe will bring pallet racking
  • Action Item: Felisha - Annouce that we'll have food
    • Will have food on the day.
  • Makerspace will continute to sponsor $5/head up to a $100.
  • Action Item: Lance will build large storage.
  • Saturday, May 2nd is the New Member Class
  • Action Item: Vishal will update Powerpoint
  • Dan will teach the class

Any topics from members who are present

  • DL bought scissors. Creepy knife guy will sharpen then.
    • Matching Scissor purchase: $25 Vote(6 yes, Joe no)
  • non-profit oppurtunities
  • Dan mentioned that there are plenty of good opportunities for Grants as a STEM organization.
  • Board agree that members should check with board before a grant is submitted
  • Dan mentioned that we could get Windows licenses, CAD software, other good deals
  • Tom said we need a wiki page describing the process
  • Board will have to be the grant submitter
  • Rick offered lawn mowing service
  • Several board members suggested that we could offer In Kind donation to his company
  • Tax Deduction
  • Joe thinks all members dues are tax deductible
  • Tom thinks they are not since it's not a donation so not deductible
  • This topic will be discussed with CPAs
boardmeetingagenda/2015-04-16.txt · Last modified: 2015/04/28 15:45 by vrana54