Board of Directors Meeting 20200112
Contents
Time, location
2020-01-12 15:00 Dallas Makerspace
Prior minutes
https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20191215#Minutes
https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20200102_Special_Meeting
Financial Statement
Financial statement as of 2012-12-31
Member Recognition and Complaints
Member recognition (above and beyond) and member complaints will be considered before other business. This will allow members that are interested or involved with either to leave without having to sit thru the entire meeting.
Recognition
- Shay Galland - resin pouring class
- Max Kirkland - Odin Makes Video
- Luke - Odin Makes video
- Tim Bene - Infrastructure projects and A/C repairs
Consent Agenda
Newly proposed agenda items appear in the consent agenda. Any member present at the meeting may pull an item out of the consent agenda for discussion, at which point it goes under "New Business". If nobody objects to the solutions presented by the consent agenda, everything in the consent agenda passes by consensus. Items that have more than one proposed solution should be moved to the "New Business" section.
Any member may edit this wiki page and place an item on the agenda. However, discussion of agenda items should be done via the forums. The cut-off time for addition to or revision of all agenda items is 48 hours prior to the meeting.
Please note, agenda items (Consent, New, or Old) that request spending $200 or more must include a section on "Relevance to our tax exempt purpose".
A capital equipment form (listed at the bottom of the Finance forms list) is required for all equipment purchase or lease exceeding $1000 for which funds are requested from the Board in part or total, at least two weeks in advance of the board meeting.
End Recurring Member Meetings
Sponsor(s): Erik Smith (on behalf of Lara Rosenblith)
Problem: Attendance at member meetings has dwindled, as have the number of Chairs in attendance. Historically, these meetings were used to share the goings on of committees with the membership and were a place to conduct business. As we grew, and meeting quorum became more difficult, and we stopped conducting business at these meetings as well.
Solution: Remove requirement for monthly member meetings in standing rules. We can essentially do most of what would be needed on Talk.
Schedule 2020 Board of Directors Elections
Sponsor(s): Erik Smith, Dallas Makerspace Secretary
Problem: The Board must schedule the Annual Meeting for Board Elections
Solution: The Dallas Makerspace 2020 Annual Member Meeting and elections for the Board of Directors shall be held April 10 2020, 7PM, at the Dallas Makerspace’s principal location. The Secretary shall be tasked with administering the election and will submit a plan for administering the election to the Board of Directors for approval prior to the March Board of Directors meeting.
Promote Tabletop SIG to committee status
Sponsors: Doug Emes (Education Coordinator), Joe Mattes (SIG leader), Daniel Acosta (member), Mark Reynolds (member)
Problem: With the change of Education from committee to group, the SIG no longer has a host committee. The SIG has asked a couple committees, but none have accepted adoption. The SIG is thriving, and can support itself as its own committee.
Solution: Designate the pillar room as the new committee space for Tabletop, with the understanding that expansion will be shrinking the room with construction.
Relevance: Board must approve any space assignment changes.
Relocate the Computing Committee area
Sponsors: Raffi Rincon (Computer Committee Chair), Kevin Patel (Digital Media Chair), Art Givens (Electronics Chair), and Doug Emes (Education Coordinator)
Problem: The entry way location is not large enough to perform any classes, and only enough room for solo work by an individual. This prohibits collaboration. The orange classroom has become a storage location by default, and is otherwise still unused.
Solution: Designate the orange classroom as the committee area of the Computing Committee. Stipulate a 4 month probationary window for the committee to produce three separate training courses / and / or tracks.
- ) Apple iOS development and/or android development
- ) Introduction to PC components, troubleshooting, and building of machines.
- ) Computer Language programming courses
Once the probabtionary window has expired and been successfully met, the existing alcove space would be available. It is suggested it would belong to Digital Media.
Relevance: Board must approve any space assignment changes.
PR Budget
Sponsor: Erik Smith (on behalf of James Henningson)
Problem: PR often gets short notice on shows and promotional opportunities. Getting board approval can force special meetings to authorize the cash.
Solution: Give PR a fixed budget of $2000 to be used on event expenses and supplies. Expenditures within the budget will be approved by the president. When the budget is exhausted or for expenses over that total PR will be able to request additional funds.
Relevance: PR is a crucial business function
Motion withdrawn by sponsor
Facebook Advertising Budget
Sponsor: Erik Smith (on behalf of James Henningson)
Problem: Two ads were placed for the craft show for a total of $75 and we were very successful. The ads gave us 7294 additional views and 617 additional interactions. We need to leverage this to promote the whole space.
Solution: Allocate $50 a month for a recurring tour ad and $50 a month for promoted posts (i.e. the Odin Makes video or Ceramics videos).
Relevance: PR is a crucial business function
New Business
Breach of Contract (Marlow)
Sponsor(s): Chris Marlow
Problem: Per the legal advice of the Treasurer, the current Board refuses to honor the signed contract entered into by previous Board; specifically lifetime membership for Chris Marlow.
Discussion: Pending outcome of this meeting, legal action may be taken against each member of the Board and relevant officers. Specifics of this action will be identified in our discussion.
Suggest that DMS Board consider having their attorney present as the contract was approved by the DMS attorney.
Solution: Move to immediately approve lifetime membership for Chris Marlow per the signed contract.
Alternative Solution (Andrew LeCody): Dismiss this agenda item unless proof, in the form of valid and legal minutes from a duly held meeting, is produced showing that the contract was voted on and approved by the board. Article 11 of the bylaws requires the board of directors to authorize signing of contracts and an exhaustive search of the minutes from 2016 until the present returned no results related to this contract or any authorizations to sign contracts that appear to apply.
Outdoor Conversion Vehicles Committee
Sponsor(s): Erik Smith (on behalf of Patrick Thompson)
Problem: 8 participants have expressed interest in this subject
Solution: So people who have taken the time, effort, and funds to convert awesome vehicles suitable for outdoor activity can showcase their projects. This committee will also show technical workings of products suitable for outdoor conversion vehicles.
Withdrawn at the request of the sponsor
Emergency Items
Items requiring immediate action by the BoD for safety.
Set Next BoD Meeting
Minutes
==Minutes== 15:01 Call to Order ==== Attendance - Julie Harris - James Henninson - Ken Purcell ==== Prior Minutes: https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20191215#Minutes https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20200102_Special_Meeting - MOTION: APPROVE PRIOR MINUTES - Proposed by Julie - Seconded by JAmes -Call for vote - In favor Unanimous - Motion Pass ==== Finance presentation by Julie Harris ==== MEMBER RECOGNITION Shay Galland - resin pouring class Max Kirkland - Odin Makes Video Luke - Odin Makes video Tim Bene - Infrastructure projects and A/C repairs ==== ***CONSENT AGENDA - DISCUSSION*** 5.1 End Recurring Member Meetings - AS WRITTEN: Remove requirement for monthly member meetings in standing rules. We can essentially do most of what would be needed on Talk. ---- 5.2 Schedule 2020 Board of Directors Elections - AS WRITTEN: The Dallas Makerspace 2020 Annual Member Meeting and elections for the Board of Directors shall be held April 10 2020, 7PM, at the Dallas Makerspace’s principal location. The Secretary shall be tasked with administering the election and will submit a plan for administering the election to the Board of Directors for approval prior to the March Board of Directors meeting. ---- 5.5 Facebook Advertising Budget - AS WRITTEN: Allocate $50 a month for a recurring tour ad and $50 a month for promoted posts (i.e. the Odin Makes video or Ceramics videos). ---- - MOTION: PASS CONSENT AGENDA ITEMS 5.1, 5.2, 5.5 AS WRITTEN - Proposed by Julie - Seconded by Ken -Call for vote - In favor Unanimous - Motion Pass ==== **NEW BUSINESS** ---- 5.3 Promote Tabletop SIG to committee status - AS WRITTEN: Designate the pillar room as the new committee space for Tabletop, with the understanding that expansion will be shrinking the room with construction. - Motion: Table - Proposed by Julie - Seconded by James -Call for vote - In favor unanimous - Motion Tabled ---- 5.4 Relocate the Computing Committee area - AS WRITTEN: " Designate the orange classroom as the committee area of the Computing Committee. Stipulate a 4 month probationary window for the committee to produce three separate training courses / and / or tracks. 1. Apple iOS development and/or android development 2. Introduction to PC components, troubleshooting, and building of machines. 3. Computer Language programming courses Once the probabtionary window has expired and been successfully met, the existing alcove space would be available. It is suggested it would belong to Digital Media. " - Motion: Table - Proposed by Julie - Seconded by James -Call for vote - In favor Unanimous - Motion Tabled ---- 6.1 Breach of Contract (Marlow) - AS WRITTEN: Move to immediately approve lifetime membership for Chris Marlow per the signed contract. - DISCUSSION: - Motion: Table - Proposed by Julie - Seconded by James -Call for vote - In favor Unanimous - Motion Tabled ==== **EMERGENCY BUSINESS** ==== MOTION: Next Board meeting to be held 2020-02-16 15:00 - Proposed by James - Seconded by Julie - Call for vote - In favor Unanimous - Motion passed ==== 15:48 Meeting adjourned
Action Items
| Status | Item Description | Responsible Party |
|---|---|---|
| [X] | Remove recurring member meeting from standing rules | Secretary |
| [X] | Schedule 2020 BoD election | Secretary |
| [ ] | Facebook advertising budged | Finance |
