2021 Annual Meeting

AGENDA

Board Members Present

• JaiPal Chauhan, President
• Paula Pankratz, Vice-President
• Patrick Hutchison, Secretary
• David Springs, Immediate Past President
• Scott Sullivan, At Large
• Terrence Laurendine, At Large
• Tom Bloom, At Large

Absent:

• Doug Wilson, At Large
• Beverly Schellenger, Treasurer

Members Present

(List taken mostly from the Participants box on Zoom)

• James Lancaster
• Rustin Atkeisson
• Gary Titus
• Dean Day
• Steve Owens
• Steve Saner
• Paul Tyson
• Dominic Canare
• Dave Hanson
• Christian Kindel
• Marti Secondine
• Joe Pajor
• Brian Pressnall
• Sean Reed
• Dan Kreis
• Cathy Bowman

Links

Link to Annual Report / Google Slides Presentation

Link to Video Recording of Meeting

Agenda and Notes

• Thanks and Recognition
  • To-do: Add businesses to website as appropriate
• Achievements
• Building Update
• Areas Update
• Membership Update
  • 100ish existing members who have not yet gone through re-orientation.
• Financial Report
  • Current projections show we will run out of money in our budget by October if we do not increase our membership or reduce expenses.
• Volunteers / Committee Opportunities
• Donations Needed
• Board Election
  • Additional nominations made during meeting:
    • James Lancaster, Secretary
  • Candidates who spoke during the meeting:
    • Jai Chauhan
    • Rustin Atkeisson
    • James Lancaster
    • David Hanson
    • Terrence Laurendine
    • Dean Day
• Q&A
  • Dave Hanson - Frequently in the space rather late at night and does see doors open and windows open and wants to make sure we keep reminding folks about this.
  • Paul Tyson - Have we considered adding sensors to the windows so we can see if they are closed?
    • Dave Hanson - There was a discussion on the forum a couple weeks ago.
    • Jai - We have 152 windows in the building
    • Cathy - the window would have to be locked as well as pulled shut
    • Dave Hanson - Windows and doors have to be pulled shut to make sure they’re latched. Dave does plan to check the east door that has had some issue latching and see if it can be fixed so it will latch more often.
    • Thomas Bloom - If we know what time it happened we could look back on video footage to see who it was and let them know / remind them.
    • Terrence Laruendine - Perhaps part of the issue is just a lack of sense of ownership from folks, since they’re not leaving their own home where they might take that extra time to double-check, which makes it challenging to do. We’ve got folks who just treat the space as a tool rental.
    • Discussion continued about ideas of what could or could not work.
    • David Springs - As far as the doors go, we're a makerspace. I can't believe that we don't have the wherewithal to make doors that positively latch when closed, whether with a magnet, spring, Arduino and servo and gears...whatever.
    • Dave Hanson - That's something that has always intrigued me - people who make stuff won't take the time or interest to fix stuff.
  • Dave Hanson - Thinking about how comfort in the space is a factor in folks coming back to the space.
  • Dominic Canare - In the financial report, I was hoping to see a comparison between our actual expenses in the new building versus what we estimated prior to moving in for the sake of transparency. I did have to step away from the computer for a moment, so maybe I missed it, but is that comparison available anywhere?
    • Jens’ projection spreadsheet and forward to Finance for reference.
    • James Lancaster - There's a good reason: So that we can also pass that knowledge onto other makerspaces.
    • Dominic Canare - Moving was contentious among some members, and it would be prudent to show how close our estimates were. I don't suspect any bad actors here. Just a little transparency, and, perhaps, a opportunity to learn for future estimation purposes.
    • Dominic Canare - To be totally transparent myself, I know some members (2 or 3) who dropped their membership when the move was approved because they didn't think it was financially wise. It would be great to have a conversation with them now, and this will certainly be a point to be brought up in it
    • David Springs - In fairness, Kim spearheaded a poll of all of our members in regards to pursuing purchase of this building, and the results were overwhelmingly in favor. Of the top of my head, it was like 83% for.
    • Dominic Canare - Indeed. Of those 17% though, some of the dropped and I'd like to get them back. I'd love to start that conversation with knowledge of how close our estimates were. (since the estimates were one of their primary concerns)
    • David Springs - I agree. On the other hand, we had a number of members who wanted to quit because they felt that we weren't pursuing the purchase with proper effort. We'll always have members who take their marbles and go home if the Board doesn't jump just right, it seems. But I'd like everyone who left to come back and bring ten friends with them.
    • Dominic Canare - David - Yes, that's true. But we put for the effort to make these estimates and we have real numbers now. Why would we NOT make that comparison and (in an effort to be transparent), share them with our members?
    • Sean Reed - You believe reviewing the estimates with members who dropped will help bring them back? I am confused on the tactic to get those members back.
    • Dominic Canare - I don't feel like this is that a big of an ask. Honestly, I'm kind of surprised it has to be asked at all. I assumed it would be included in the financial report
    • David Springs - I believe there's a spreadsheet Jens put together that actually breaks out the estimates for utilities, etc. I'm working to locate that.
    • Dominic Canare - In fact, in every previous annual meeting, don't *normally* include estimates vs actuals? Isn't that just standard practice?
    • Rustin Atkeisson - That is pretty good practise... and sounds like something that should go in the next newsletter
    • James Lancaster - A retrospective of the move is a good idea to allow for other spaces, and we frankly want other spaces to succede, considering things like the loan, zoning, etc. If there were a zoning for makerspaces, that would be great. We've benefitted from knowledge sharing and path paving from other makerspaces. It also gives us a benefit of planning, and the organizational decision cycle to share with our members.
    • Dominic Canare - I don't mind waiting. Just surprised it's not in our annual meeting / annual report
  • Mike Barushok - The elephant in the room re dues increase. What effort has been put into researching the possibility of a $5 dues increase. Perhaps more people might be more comfortable with a dues increase vs. just messaging about the doom and gloom. What process is being followed to evaluate if a dues increase should be made?
    • Jai Chauhan - The finance committee has looked at it briefly because our membership numbers have been on the rise. We’re not going under tomorrow. We have funding issues but they can be resolved with efficiency. If we want to talk about comfort like a/c that’s going to have to come from somewhere else than membership dues. Prefer to project forward with membership count because dues directly impact the bottom line. Monthly membership is about 75% of our dues income, so a change would affect that proportion of the membership. 254 current active monthly members. If the dues increased $10 that would be $2,540 per month, which would cover our current imbalance.
    • Sean Reed - Between now and Sept...when will we increase if membership hasn't risen enough.
    • David Springs - How many members will we lose as a direct consequence of a dues increase?
    • Mike Barushok - A dues increase also would entail an ask of longer term prepaid members to donate some to share the load and pointing out that longer renewal benefits us more
    • Terrence Laurendine - How do we get the membership to see the details to understand the reason for any proposed increase? 200 people $5 a month would give us $800-$1,000 to help that projected utilities increase.
      • Jai Chauhan - It’s discussed at Board Meetings and Finance Committee meetings every month. But with so many members who are not engaged with the operation of the organization, could we ever reach them?
      • Dave Hanson - Communication is something that he’s mentioned in his candidate profile. There’s a lot discussed on the forum, but nothing going out by email, like a newsletter, that could help address some of these questions.
      • Jai Chauhan - Is one of your suggestions emailing people that we’re having a board meeting.
      • Dave Hanson - I would say yes.
      • Jai Chauhan - It’s on the forum, it’s on the website.
      • Dave Hanson - If people don’t go and look for it, they won’t see it. Everybody is used to having stuff presented to us, not have to go out and look for it.
      • Cathy Bowman - By staying involved and using the forum these tool rental people could have the opportunity to learn more about MakeICT - a newsletter would probably be posted to the forum that they chose not to visit…
      • Steve Owens - That's why the Communications Committee needs help.
      • Paula Pankratz - There’s a whole lot of work and tasks that have to happen in order for MakeICT to run smoothly and seemingly effortlessly. We know it takes a lot of time to take care of these tasks and if it’s left up to just a few people they have to pick and choose. I implore people to look at what tasks they can do to help. Communications is struggling and need help. There are simple things like engaging on Facebook that everyone can do that are easy. But what committee you can join, run, etc., to help make that happen please do it!
      • Jai Chauhan - I do think that emailing people would be good, and a newsletter would be good. We did get some of that done but it takes effort. Regardless of the outcome of the election, if you want to help with those tasks please do. Committee meetings on the calendar would be great, but there’s currently nobody on the Events Committee.
      • Mike Barushok - I'm very involved in other organizations, all non-profit, and all having challenges currently both with fewer volunteers and lower revenues. A newsletter has demonstrable effect. Posting flyers on the walls helps. But not communicating the choices to be made and how they will be decided is never sustainable.
      • James Lancaster - So too many emails aren't good, but having information easily presented is good. Random thought: QR code for adding the Public google calendar to their phones.
      • Dominic Canare - FWIW, we built our membership/community initially by doing a TON of outreach events. Basically any opportunity we had to setup a table and bring a 3d printer, some hands-on activities for kids, and membership info, we were there
      • Thomas Bloom - Over the past year when we discussed finances and raising money, etc., should we have a specific meeting just about finances and the possibility of raising dues to try and really engage the membership if it comes to that point. Don’t know if we’d get more than the usual 30 or less people. We haven’t had a specific agenda item about the possibility of raising dues.
      • Jai Chauhan - Would expect if we were going to raise dues, there would be a series of discussions leading up to a meeting about that beyond just a board meeting.
      • Rustin Atkeisson - About two years ago we were approached by Curt Gridley about moving into Groover Labs. He wanted us to raise our dues to $35 a month and we did a Survey Monkey and think 70%-80% of membership said no, they would not make the move. We might look up the comments from the survey as a start to look into the issue of dues increases.
      • Jai Chauhan - Wouldn’t have made that choice either since we wouldn’t own the space. It’s the difference between paying rent and paying mortgage and what you value. Whatever extra you might pay would be going directly into the space you use. Somebody will be dissatisfied with any increase.
      • Rustin Atkeisson - If we’re interested in people who would be ok, just look at the locker situation. Several people with two lockers who don’t use them.
      • Jai Chauhan - We’ve also got members who pay more than there membership because they think it’s a good thing. My favorite way to address this situation is to increase our membership rolls by reaching out to the community. We haven’t had much reason to work really hard on that because the space was closed and the pandemic happened. While the prognosis is doom and gloom I do not think it is bleak. I’m just not an optimistic person. Just don’t want to sell something we can’t deliver because I do not know what the future holds.
      • Rustin Atkeisson - Historically we do tend to loose members in the hottest months of the year and am surprised that we aren’t right now.
      • Jai Chauhan - Also surprised. It was 83º the last Maker Monday but people still sat through and we had 7 folks sign up because after the presentation they went on the tour and they saw the building being used in several areas. They knew once they got a key they could come when it wasn’t hot in the building. I don’t think we’re going to crash and burn. I think it’s all blue skies, but I would be remiss not to point out the position we’re in.
      • Rustin Atkeisson - It’s not the same happy-go-lucky place we were in when we were bursting at the seams at the old space.
      • Cathy Bowman - We worked through last summer putting the space together. I find I don’t sweat nearly as much using the space to make.
      • Thomas Bloom - There is also an option to raise the rates for 24/7 access, give a lower access.. 4,5,x key access per month to keep the $25. I would hate to drop the $25 people that are coming to the space. it would be a technical change to the system to monitor the access and tie it to an account.
      • Dominic Canare - ^ only if you want to enforce it
      • Terrence Laurendine - and a challenge to accommodate those who work an off shift.
      • Steve Owens - It would be a pretty easy adjustment to the existing badge reader.
      • Sean Reed - I think that's a good idea, Thomas.
      • Thomas Bloom - No key access.. badge system. counts number of times you come in and when you exceed your quota it does not open.
      • David Springs - So why was MakeICT so successful then and not now? What have we stopped doing? Outreach - Outreach - Outreach A *very* low bar to making Events
      • Dean Day - The one thing I find entertaining is we are single source on our income tied exclusively to membership. We need to look for other sources of reliable long term income.
      • Dave Hanson - With regard to reducing expenses could we add timers to the heat and a/c?
      • Jai Chauhan - It was discussed maybe adding coin operators to the a/c. Don’t know if the cost to wire everything up in the rooms would outway the cost to operate them.
      • Steve Owens - Other than lower numbers at Maker Monday, how do you feel that we are less successful now?
      • David Springs - Leaving A/C and lights on is a technical problem. We are a makerspace.
      • Scott Sullivan - I am totally in favor of pay per use timers!
      • Dominic Canare - "how do you feel that we are less successful now?" - we have less presence in community events. COVID didn't help, obviously, but is outreach still a priority for us?
      • Sean Reed - That's totally something we could do. Someone needs to hack a minisplit for concept.
      • Terrence Laurendine - What about a whole-building type ventilation system that could help increase comfort in the building.
      • Jai Chauhan - The cost to do that is significant and likely prohibitive. The ventilation systems that are currently in place were quite expensive. The largest barrier really aren’t necessarily the cost though. It’s doing the research on the problem, researching the solutions, putting together the budget and plan to put it in place so we can then approach the membership with a plan to ask them to get behind it.
      • Rustin Atkeisson - Sounds like the current request for a digital readout on the mill. People are interested in it, in supporting it, but need to do the work to get the proposal together to ask people to support it.
      • David Springs - With the press, it took 3 days to get enough members behind funding the project.
    • Christian Kindel - Our PayPal fees are 2.2% + $0.30 per transaction. So that's $0.85 per $25 monthly payment.
  • Terrence Laurendine - Has there been any discussion about solar to off-set the electric bill?
    • Rustin Atkeisson - One of the problems is for however much they generate, we have to pay insurance on them. He posted recently about this on his own home. His insurance company increased cost would pretty much nuke the cost savings of the system.
    • Jai Chauhun - Not that I’m aware of, about a real discussion so far.
    • Terrence Laurendine - Just wondered if there was more than just the idea being floated around.