Board Meeting 2018-06-21

Roll Call

Previous Board Members

• President - Kim Burton
• Vice President - James Lancaster
• Treasurer - David Springs
• Secretary - Rustin Atkeisson
• At Large Director - Kip Landwehr
• At Large Director - LaDeana Dockery
• At Large Director - Malissa Long (absent)
• At Large Director - Kez Cook

Current Board Members

• President - Kim Burton
• Vice President - LaDeana Dockery
• Treasurer - David Springs
• Secretary - Kez Cook
• At Large Director - Paul Maseberg
• At Large Director - Jeremiah Burian
• At Large Director - Malissa Long (absent)
• At Large Director - James Lancaster

Members and Guests

• Sam Schurter
• Will Luther
• Tracy Hoover
• Ken Steadman
• Christian Kindel
• Zac Linhart
• Tom Bloom
• Joel Gutierrez
• Scott Sullivan
• Devin Halsey
• Trysten Jones
• Curt Gridley

Standing Items

• Treasurer's report
  • Balances presented, cash flow report for next month

• Previous minutes
  • May 4 2018 James moves to approve minutes, LaDeana seconds, 5 in favor, motion carries
  • May 21 2018 James moves to approve minutes, LaDeana seconds, 5 in favor, motion carries

• Safety & security
  • Review/disclose any recent concerns about safety and security
    • Fall awareness - don’t fall

• Thanks & recognition
  • Tons of riverfest volunteers!
    • Barb Davis is a most amazing person
    • Kim Burton
    • Patrick Hutchison
    • LaDeana Dockery
    • Malissa Long
    • Rhonda Davis
    • Mark Esau
    • Krissie Lagana
    • Drew Holler
    • David Span
  • Thanks Trysten Jones for cleaning
  • Thanks Malissa, LaDeana, Sam and David Span for a lot of Annual Meeting setup
  • Thanks Tracy for picking up the box funds while David is out
  • Thanks Curt, Kip and Christian for counting the ballots on a short timeline for our annual election
  • Thanks Devin and Joel for cleaning and prepping the space for Final Friday

New Business

Security

• Ken Steadman has been nominated as security lead
  • Kez moves, LaDeana seconds - 7 in favor
    • @DECISION: Vote passes to appoint Ken Steadman as the Security lead.
  • David moves that the security lead can dismiss members of the security staff without going through the board. Committee members must be up to date on Security team. Kez seconds.
    • side note: Kez to update the committee contacts on wiki.
    • @DECISION: The security lead may dismiss members of the security staff without board approval. Committee members must be up to date on Security team.
  • LaDeana moves that the security lead can appoint members of the security staff without going through the board. Committee members must be up to date on Security team. Paul seconds. 5 in favor. 2 opposed.
    • @DECISION: The security lead may appoint members of the security staff without board approval. Committee members must be up to date on Security team.

• Has membership form been updated per our last resolution? [IT] - have not had time to finish it

• Proposal that we notify members when keys are revoked
  • Discussion: not looking for details, just anytime there was a security concern and something was done, that information is sent to the membership. We should favor our membership and let them decide how to use that information.
    • Kim errs more toward the side of caution.
    • Curt, there’s no downside to communicating.
    • Possibly play “Danger Will Robinson” when a key is revoked.
  • Table to form into a policy to bring next month.

Programs

• DevICT/KLF moving out progress
  • No progress.
• Makerspace
  • Insurance questions were brought up at the last meeting (how do we count people, ages, etc) David Springs to report out on any meetings with our insurers. No report.
  • Mark Satoria has been suggested as ERP area lead.
    • Rustin said two of the area leads are currently in the meeting. They are not currently listed as assistants on the wiki.
  • Would anyone like to nominate Mark Satoria.?
    • David motions to appoint Mark Satoria as ERP Area Lead. Jeremiah Burian seconds.
      • Discussion:
        • LaDeana asked what the assistants think.
        • Zac wants to know if Mark is aware that Trysten and Rustin are assistants.
        • Christian appointed Mark as the interim AL.
        • Christian contacted others who previously showed interest.
        • Kez says let’s go with Mark. Zac agres. JB agrees.
        • JB said that Mark sought us out and asked if he could step up.
        • Curt: the membership probably doesn’t know that there was an opening.
        • The con of just appointing him now is not collecting information from the membership.
        • David: said something ??
        • Kim: next time have a vacancy, we need to announce to the membership and open the opportunity to the membership to step up. 5 in favor, 2 opposed.
    • @DECISION: Mark Satoria is appointed as the ERP Area Lead.
      • Let Mark know that he MUST appoint assistants.

Lake Afton Observatory Partnership

• James Lancaster to write up proposal. No update.
  • @TODO (James, no date): write proposal for partnership with Lake Afton Observatory.

Education Workgroup

• Kim to sent out incredibly large class interest survey http://bit.ly/makeict130
• Discussion about education: anything else?
  • A class in how to be a better MakeICT.
  • A class on volunteering, on leveraging volunteers, volunteer recruiting.

Offsite equipment

• Wiki page made: Offsite equipment Remade, now actually there.

Annual meeting planning

• How did it go?
  • Longer, too short. It’s also a social, we shouldn’t forget that.
  • Larger font on the announcement signs that are posted.
  • Food first is great.
  • Election Discussion
    • Survey Monkey was funky (went straight to spam).
    • Kip had already set stuff up.
    • The data was able to be pulled and analyzed easily.
    • Counting methodology was STV - single transferable vote.
      • weird…
    • Survey Monkey does averages and does not work for our purposes.
    • How many people voted? 115 voted.
    • Why did we do this ranking thing?
    • Why did we accept nominations after the nominations closed?
    • Solutions:
      • Nominations committee? Good idea.
      • Sam: there’s no point in a cut off policy.
      • Kip suggests that all nominations and acceptances are made public.
      • Kim: put it on the all member survey that will be going out.
        • @TODO (Kim Burton, no date): Put question on all member survey to determine if members want all nominations and acceptances to be made public next year.
      • James: offering to do the nomination/election committee.
      • Christian: the board has always run the election. It’s not a new thing this year.
      • James: it’s always been the responsibility of the secretary to run the election.
      • Discussing raw voting data: Curt’s concerned about providing raw data. Possibly have a Q&A session. Curt says that we should have an explanation session on how it was done regardless of if we just send it out or if we do the Q&A. Kim: can we send out the totals instead of the raw data.
      • LaDeana motions that we have an open, town hall style meeting about voting. James L. second.
        • Discussion:
          • Who’s will schedule?
          • LaDeana will.
          • @TODO (LaDeana, no date): Organize a town hall style meeting to discuss how the votes were analyzed.
        • Vote: 6 in favor. JB abstains.
      • @DECISION: Board to hold public Town Hall meetings to discuss election data and results.
      • LaDeana moves that we should send anonymized raw data to any members who request it. Kim seconds.
        • JB states that he has a conflict of interest, since he wants to see the data. (But was already involved in discussion, and proceeded to vote anyways.)
        • Vote: 5 in favor, 1 opposed, 1 abstained.
      • @DECISION: Anonymized raw data to be sent to members upon request.

Committee Reports

• Committee signup is at http://bit.ly/makeict11

Committees

• Finance (David)
  • Where are new building funds allocated? No update.

• New Building.
  • Jens was not asked for a report.

• How did NOMCON Santa Fe go?
  • LaDeana: networking meeting more than anything else. Volunteered to help write a book about moving our makerspace.
  • Kim would love a blog post about this.
  • Sam went to NOMCON too.

• Special Projects (Mike).
  • We voted to sell the bus but nothing has happened.
  • David offered to actively work on the bus.
  • Sam: what did the Dallas Makerspace want to trade it for?
    • No specifics were ever given.
  • It’s not really urgent. We got a new tag.

• Membership and Events (LaDeana). No update. - might like a new lead?
  • Who wants to give membership stats, membership or treasurer?

• IT (Christian K). We’ve had a lot of people volunteer to be on the IT committee. He will be contacting them this week.

• Security (David S). No update.

• Scholarships (Kim). No one has requested scholarships.

• Outreach (Barb). No update.

• Makerfaire (James S)
  • Really needs volunteers. Booths and volunteers.
  • Need volunteers for the wind tunnel.

• Fundraising/Donor recognition (Paul M)
  • Annual auction is coming up. Let Paul know if you want to help.
  • LaDeana and Malissa just worked on a grant proposal.
  • If you hear of a grant and want to try for it, talk to LaDeana.
  • Maybe we could make a grant group.
  • Devin has a friend who’s written grants (that is also a member (or former member?)).

• Communications (LaDeana)
  • Communications torch passed from James L. to LaDeana.

• Showroom (Dean D)
  • Devin and Joel cleaned up and prepped for the last Final Friday.

• Consignment
  • Kim is still working on it. Needs photos.
  • Consignment committee was dissolved at last board meeting.
  • Vortex is selling our gift cards.
  • Discussion about why don’t we want to make our consignment discussion public?

• NOMCOM to talk at quarterly meeting.

That Which May Arise

• Security Concerns - Where are we on weapons regarding bringing them in or making them at the space?
  • No guns being made or working on them.
  • David can re-invite the ATF guys to come and talk to us, but needs to focus on treasurer things.
  • Zac volunteered to help work on the policy.
    • @TODO (Zac Linhart, Before the next board meeting.): Create a policy proposal regarding working on weapons in the makerspace.

• James: Can we move the next board meeting up or back a week?
  • Discussion taken offline.

• Kez moves that we adjourn. LaDeana seconds. Passes.