Board Meeting Notes 2016-09-06: Difference between revisions

Latest revision as of 21:04, 8 March 2017

Board Meeting Minutes
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Meeting Start:

Attendance

Board Members
- Justin
- Lyn
- Michael
- Brian
- Simon

Other Members
- Andrew C.
- Matt H.
- Jim B.

Agenda

Check talk page for board meeting notes, see if any discussion on the agenda took place
Consent Agenda
Committee Reports
Read mail
Financial/membership report
Review the PayPal and banking transactions
Member leaving reason reports
Check RT queue
New business
- vote for space buildout charges over $500
- Area Host map per expansion survey. Map Draft
  - Revised map reflecting area host wishes Map Draft 2.0
  - Revised map reflecting request for a Small Metals Area to be created. Map Draft 3.0
  - Interim map with formal creation of a Small Metals Area position. https://wiki.pumpingstationone.org/File:Hosted_area_map_interim.jpg
- Review Tool Area Host plans
- member run classes could stand to have a variable requirement for attendance depending on tool availability
- space infrastructure - set service levels (RFID ront door is in pieces right now)
- Laser loan vs cash on hand
- Area Volunteer review
- Formalize requirements for HR data repository / management
- Utilities billing still in Abbey's name: ComEd, People's Gas, Waste Management are all currently PS1 accounts. Water/Sewer?
- grandfathered membership dues
- Closed session review of member complaints
Old business
Old Todos
- All board members to bug area hosts to sign area host agreements (other than Ron)
- Jennie to review proposals for tool area host committee and come up with a version
- Jennie to give Ray two member points for [July 14 https://rt.pumpingstationone.org/Ticket/Display.html?id=5139] & [July 20 https://rt.pumpingstationone.org/Ticket/Modify.html?id=5152] - Done
- Brian to research financing laser through Chase
  - Applied for loan in order to find out terms
- Brian to look at other options for space insurance
- Lyn sending reminder to not torrent copyrighted files - Done
- Simon to forward reimbursement requests to Brian, take care of reactivation of Ashley Matriciano (via Juan Ramos) - Done - thanks Brian!
- Michael to share current applications for authorizers with area hosts - Done
- Michael will ask buildout committee to give report for next week - Done

Minutes

Discussion on previous minutes

N/A

Consent Agenda

All in favor of approving previous minutes

Committee Reports

Reports from Committees

Space buildout committee

Andrew & Ron looked through all the expenditures and projected expenses
- Some things are missing - e.g. hot metals ventilation - and may be future votes
Everything is going well.
Spent about $1000 so far, mostly on painting.
About to spend money on electrical and air and sink plumbing materials
A few new ideas that would be new votes:
- Considering nice range hood, which would be ~$1500. Allocated ~$250 for hood, this may be another vote.
  - Would probably need to put a new hole for 10" duct in the roof, which would cost ~$500
- Spray booth ventilation roof hole would be another vote.
- Considering curtain all the way around hot metals

Schedule:
- The main things that needed to happen first have mostly happened (paint and lounge 2.0)
- Plasma cutter is coming Friday, once that's in place, most other things can happen in any order
- Woodshop dust collection is first before moving woodshop tool
- Task list is going into Airway and will be shared

Member shelving space is earmarked in hot metals and woodshop
- Bumpout in hot metals will be storage
- Brian is interested in helping with storage buildout

Bylaws Committee

Currently working on Membership agreement and dispute resolution committee
- These aren't part of bylaws, but related.
- There is lawyer that would be interested in helping review these documents

Mail

IMTS badges for

Financial Report

Chase Checking: $35,181.42
Chase Savings: $113,661.10
PEX: $8,128.64
PayPal: $9,019.78

Membership Report

Starving Hackers: 285
Full Members: 124
Total Members: 409
Quorum: 42

Review the PayPal and banking transactions

Looking for more documentation from Ray's PEX expenditures
First three months of the year are reconciled in quickbooks

Member Leaving Reason Reports

Leaving after summer
Can't justify in budget
Not enough time to get here
Too busy, will be back
Not enough time in the last few months
Personal scheduling, will return in winter
Moved to Baltimore
Was bummed that garment designer wasn't working
- Justin to respond that garment designer should be fixed - somebody should make sure that's actually true first.

RT

https://rt.pumpingstationone.org/Ticket/Display.html?id=5276
Painting party
- Matt Keith
- Daniel Peters
- Sam Paris
- Sloan Lavery
- Jim Brink (not sure of last name)
- Ron Olson
- Aaron Feigen
- Bob Loos
- Burton Kent
- Jonathan Bisson
- Jennie Plasterer
- Juan Rodriguez
- James Baker
- Jared Kanofsky
- Ken for 2 member points for donating supplies & work

(* Michael Skilton declines a point)

https://rt.pumpingstationone.org/Ticket/Display.html?id=5256
- 1 point for Lyn for hosting game night
https://rt.pumpingstationone.org/Ticket/Display.html?id=5205
- 1 point for Andrew C. for lathe authorization point

All points are approved unanimously
- Michael will assign points
- Justin will handle transfers on ticket: [1]

New Business

Assigning hosted areas post-sprawl
- Create Small Metals Host position & approving maps of area host control
- Area Host map per expansion survey. Map Draft
- Revised map reflecting area host wishes Map Draft 2.0
- Revised map reflecting request for a Small Metals Area to be created. Map Draft 3.0
- Interim map with formal creation of a Small Metals Area position.
  - Link to the map on the wiki. https://wiki.pumpingstationone.org/File:Hosted_area_map_interim.jpg
  - Unanimous approval of

member run classes could stand to have a variable requirement for attendance depending on tool availability
- i.e. are people avoiding running classes because they think they need more people in their classes
- Brian will clarify the wiki to show that we're

Paying for Laser: loan vs cash on hand.
- Three options
- Pay cash
  - $15,000
- Financing through Chase Loan
- Loan amount for $12,000, 6.05% rate, ~$2200 of interest and fees over five years, can pay off at any time without penalties
- Finance through direct capital company
  - Worse terms than Chase loan, not recommended
- Current finances:
  - $$165,000 in cash on hand
  - Need $70,000 of cash for five months of expenses / savings
  - Need ~$35,000 to have
  - Have about $65,000 available for spending (above and beyond what had already been earmarked for expenditure in votes)
  - Current income is about ~$2,000 month
- Vote of loan vs no loan: unanimously vote 5-0 to pay cash

Utilities billing still in Abbey's name: ComEd, People's Gas, Waste Management are all currently PS1 accounts. Water/Sewer?
- Separate gas bill and water bill on other side need to get changed to our name.
  - Brian will take care of changing these bills in our name
  - Brian will pay bill that Tony emailed us
  - Tony's business license expires February 15th

Closed session review of member complaints

Did not get to this time:

grandfathered membership dues
space infrastructure - set service levels (RFID front door is in pieces right now)
Area Volunteer review
Formalize requirements for HR data repository / management
Review Tool Area Host plans
- Push to next meeting

Old business
Old Todos
- All board members to bug area hosts to sign area host agreements (other than Ron)
- Jennie to review proposals for tool area host committee and come up with a version
- Jennie to give Ray two member points for [July 14 https://rt.pumpingstationone.org/Ticket/Display.html?id=5139] & [July 20 https://rt.pumpingstationone.org/Ticket/Modify.html?id=5152] - Done
- Brian to research financing laser through Chase
  - Applied for loan in order to find out terms
- Brian to look at other options for space insurance
- Lyn sending reminder to not torrent copyrighted files - Done
- Simon to forward reimbursement requests to Brian, take care of reactivation of Ashley Matriciano (via Juan Ramos) - Done - thanks Brian!
- Michael to share current applications for authorizers with area hosts - Done
- Michael will ask buildout committee to give report for next week - Done

Old Business

Votes

@@ Line 9: / Line 9: @@
 == Attendance ==
 * Board Members
-**
+** Justin
+** Lyn
+** Michael
+** Brian
+** Simon
 * Other Members
-**
+** Andrew C.
+** Matt H.
+** Jim B.
 == Agenda ==
@@ Line 25: / Line 31: @@
 * Check RT queue
 * New business
+** vote for space buildout charges over $500
 ** Area Host map per expansion survey. [https://drive.google.com/a/pumpingstationone.org/file/d/0ByyGnsLiSGNWbl9ZdjFiams4MC1CUmp3ZHVQM252cFpQd3I0/view?usp=sharing Map Draft]
 *** Revised map reflecting area host wishes [https://drive.google.com/a/pumpingstationone.org/file/d/0BxCkhnR2ZsJHNWk5OVJ4akRzWkM5VXRjaDNQVHJwSHpTekVJ/view?usp=sharing Map Draft 2.0]
 *** Revised map reflecting request for a Small Metals Area to be created. [https://drive.google.com/a/pumpingstationone.org/file/d/0BxCkhnR2ZsJHZThCQmFacFdhUU0/view?usp=sharing Map Draft 3.0]
-*** Interim map with formal creation of a Small Metals Area position. [https://drive.google.com/a/pumpingstationone.org/file/d/0BxCkhnR2ZsJHVE5DZEpXaWNRMzg/view?usp=sharing Map 4.0 Interim + Small Metals]
+*** Interim map with formal creation of a Small Metals Area position. https://wiki.pumpingstationone.org/File:Hosted_area_map_interim.jpg
 ** Review Tool Area Host plans
-** space infrastructure - set service levels
+** member run classes could stand to have a variable requirement for attendance depending on tool availability
+** space infrastructure - set service levels (RFID ront door is in pieces right now)
 ** Laser loan vs cash on hand
 ** Area Volunteer review
@@ Line 53: / Line 61: @@
 === Discussion on previous minutes ===
+* N/A
 === Consent Agenda ===
+* All in favor of approving previous minutes
 === Committee Reports ===
 Reports from [[Committees]]
+==== Space buildout committee ====
+* Andrew & Ron looked through all the expenditures and projected expenses
+**  Some things are missing - e.g. hot metals ventilation - and may be future votes
+* Everything is going well.
+* Spent about $1000 so far, mostly on painting.
+* About to spend money on electrical and air and sink plumbing materials
+* A few new ideas that would be new votes:
+** Considering nice range hood, which would be ~$1500. Allocated ~$250 for hood, this may be another vote.
+*** Would probably need to put a new hole for 10" duct in the roof, which would cost ~$500
+** Spray booth ventilation roof hole would be another vote.
+** Considering curtain all the way around hot metals
+* Schedule:
+** The main things that needed to happen first have mostly happened (paint and lounge 2.0)
+** Plasma cutter is coming Friday, once that's in place, most other things can happen in any order
+** Woodshop dust collection  is first before moving woodshop tool
+** Task list is going into Airway and will be shared
+* Member shelving space is earmarked in hot metals and woodshop
+** Bumpout in hot metals will be storage
+** Brian is interested in helping with storage buildout
+==== Bylaws Committee ====
+* Currently working on Membership agreement and dispute resolution committee
+** These aren't part of bylaws, but related.
+** There is lawyer that would be interested in helping review these documents
 === Mail ===
+* IMTS badges for
 === Financial Report ===
-* '''Chase Checking:'''
+* '''Chase Checking:''' $35,181.42
-* '''Chase Savings:'''
+* '''Chase Savings:''' $113,661.10
-* '''PEX:'''
+* '''PEX:''' $8,128.64
-* '''PayPal:'''
+* '''PayPal:''' $9,019.78
 === Membership Report ===
-* '''Starving Hackers:'''
+* '''Starving Hackers:'''  285
-* '''Full Members:'''
+* '''Full Members:''' 124
-* '''Total Members:'''
+* '''Total Members:''' 409
-* '''Quorum:'''
+* '''Quorum:''' 42
 === Review the PayPal and banking transactions ===
+* Looking for more documentation from Ray's PEX expenditures
+* First three months of the year are reconciled in quickbooks
 === Member Leaving Reason Reports ===
+* Leaving after summer
+* Can't justify in budget
+* Not enough time to get here
+* Too busy, will be back
+* Not enough time in the last few months
+* Personal scheduling, will return in winter
+* Moved to Baltimore
+* Was bummed that garment designer wasn't working
+** Justin to respond that garment designer should be fixed - somebody should make sure that's actually true first.
 === RT ===
+* https://rt.pumpingstationone.org/Ticket/Display.html?id=5276
+* Painting party
+** Matt Keith
+** Daniel Peters
+** Sam Paris
+** Sloan Lavery
+** Jim Brink (not sure of last name)
+** Ron Olson
+** Aaron Feigen
+** Bob Loos
+** Burton Kent
+** Jonathan Bisson
+** Jennie Plasterer
+** Juan Rodriguez
+** James Baker
+** Jared Kanofsky
+** Ken for 2 member points for donating supplies & work
+(* Michael Skilton declines a point)
+* https://rt.pumpingstationone.org/Ticket/Display.html?id=5256
+** 1 point for Lyn for hosting game night
+* https://rt.pumpingstationone.org/Ticket/Display.html?id=5205
+** 1 point for Andrew C. for lathe authorization point
+* All points are approved unanimously
+** Michael will assign points
+** Justin will handle transfers on ticket: [https://rt.pumpingstationone.org/Ticket/Display.html?id=5276]
 === New Business ===
+* Assigning hosted areas post-sprawl
+** Create Small Metals Host position & approving maps of area host control
+** Area Host map per expansion survey. [https://drive.google.com/a/pumpingstationone.org/file/d/0ByyGnsLiSGNWbl9ZdjFiams4MC1CUmp3ZHVQM252cFpQd3I0/view?usp=sharing Map Draft]
+** Revised map reflecting area host wishes [https://drive.google.com/a/pumpingstationone.org/file/d/0BxCkhnR2ZsJHNWk5OVJ4akRzWkM5VXRjaDNQVHJwSHpTekVJ/view?usp=sharing Map Draft 2.0]
+** Revised map reflecting request for a Small Metals Area to be created. [https://drive.google.com/a/pumpingstationone.org/file/d/0BxCkhnR2ZsJHZThCQmFacFdhUU0/view?usp=sharing Map Draft 3.0]
+** Interim map with formal creation of a Small Metals Area position.
+*** Link to the map on the wiki. https://wiki.pumpingstationone.org/File:Hosted_area_map_interim.jpg
+*** Unanimous approval of
+* member run classes could stand to have a variable requirement for attendance depending on tool availability
+** i.e. are people avoiding running classes because they think they need more people in their classes
+** Brian will clarify the wiki to show that we're
+* Paying for Laser: loan vs cash on hand.
+** Three options
+** Pay cash
+*** $15,000
+** Financing through Chase Loan
+** Loan amount for $12,000, 6.05% rate, ~$2200 of interest and fees over five years, can pay off at any time without penalties
+** Finance through direct capital company
+*** Worse terms than Chase loan, not recommended
+** Current finances:
+*** $$165,000 in cash on hand
+*** Need $70,000 of cash for five months of expenses / savings
+*** Need ~$35,000 to have
+*** Have about $65,000 available for spending (above and beyond what had already been earmarked for expenditure in votes)
+*** Current income is about ~$2,000 month
+** Vote of loan vs no loan: unanimously vote 5-0 to pay cash
+* Utilities billing still in Abbey's name: ComEd, People's Gas, Waste Management are all currently PS1 accounts.  Water/Sewer?
+** Separate gas bill and water bill on other side need to get changed to our name.
+*** Brian will take care of changing these bills in our name
+*** Brian will pay bill that Tony emailed us
+*** Tony's business license expires February 15th
+* Closed session review of member complaints
+Did not get to this time:
+* grandfathered membership dues
+* space infrastructure - set service levels (RFID front door is in pieces right now)
+* Area Volunteer review
+* Formalize requirements for HR data repository / management
+* Review Tool Area Host plans
+** Push to next meeting
+* Old business
+* Old Todos
+** All board members to bug area hosts to sign area host agreements (other than Ron)
+** Jennie to review proposals for tool area host committee and come up with a version
+** Jennie to give Ray two member points for [July 14 https://rt.pumpingstationone.org/Ticket/Display.html?id=5139] & [July 20 https://rt.pumpingstationone.org/Ticket/Modify.html?id=5152] - Done
+** Brian to research financing laser through Chase
+*** Applied for loan in order to find out terms
+** Brian to look at other options for space insurance
+** Lyn sending reminder to not torrent copyrighted files - Done
+** Simon to forward reimbursement requests to Brian, take care of reactivation of Ashley Matriciano (via Juan Ramos) - Done - thanks Brian!
+** Michael to share current applications for authorizers with area hosts - Done
+** Michael will ask buildout committee to give report for next week - Done
 === Old Business ===
 == Votes ==