Difference between revisions of "Board Meeting 2018-06-21"

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(→‎Standing Items: thanks updates)
(Entered completed minutes.)
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== Roll Call ==
 
== Roll Call ==
−
* Previous Board Members
+
=== Previous Board Members ===
−
** President - Kim Burton
+
* President - Kim Burton
−
** Vice President - James Lancaster
+
* Vice President - James Lancaster
−
** Treasurer - David Springs
+
* Treasurer - David Springs
−
** Secretary - Rustin Atkeisson
+
* Secretary - Rustin Atkeisson
−
** At Large Director - Kip Landwehr
+
* At Large Director - Kip Landwehr
−
** At Large Director - LaDeana Dockery
+
* At Large Director - LaDeana Dockery
−
** At Large Director - Malissa Long  
+
* At Large Director - Malissa Long (absent)
−
** At Large Director - Kez Cook
+
* At Large Director - Kez Cook
  
−
* Current Board Members
+
=== Current Board Members ===
−
** President - Kim Burton
+
* President - Kim Burton
−
** Vice President - LaDeana Dockery
+
* Vice President - LaDeana Dockery
−
** Treasurer - David Springs
+
* Treasurer - David Springs
−
** Secretary - Kez Cook
+
* Secretary - Kez Cook
−
** At Large Director - Paul Maseberg
+
* At Large Director - Paul Maseberg
−
** At Large Director - Jeremiah Burian
+
* At Large Director - Jeremiah Burian
−
** At Large Director - Malissa Long  
+
* At Large Director - Malissa Long (absent)
−
** At Large Director - James Lancaster
+
* At Large Director - James Lancaster
−
<br>
 
−
** From the bylaws: Each elected director shall serve from the time of their election at the annual meeting until the following annual meeting (1 year)
 
−
** Future bylaws revision should really include a more logical transition period (ie, July 1)
 
−
Shoulds we form a Bylaws Review Committee to tackle all the issues?
 
  
−
* Members
+
=== 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|who=James|what=write proposal for partnership with Lake Afton Observatory.|done=0}}
 +
 
 +
=== 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|who=Kim Burton|what=Put question on all member survey to determine if members want all nominations and acceptances to be made public next year.|done=0}}
 +
**** 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|who=LaDeana|what=Organize a town hall style meeting to discuss how the votes were analyzed.|done=0}}
 +
***** 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|who=Zac Linhart|what=Create a policy proposal regarding working on weapons in the makerspace.|when=Before the next board meeting.|done=0}}
 +
 
 +
* James: Can we move the next board meeting up or back a week?
 +
** Discussion taken offline.
 +
 +
* Kez moves that we adjourn. LaDeana seconds. Passes.
 +
 
 +
== Decision Summary ==
 +
{{decision-summary}}
 +
 
 +
== Task Summary ==
 +
{{todo-summary}}
  
 
== Standing Items ==
 
== Standing Items ==

Revision as of 19:50, 21 June 2018

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

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

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.

Decision Summary

    Task Summary

      Standing Items

      • Treasurer's report
        • Cashflow was presented at the annual meeting
      • Previous minutes
        • May 4 2018 - not on the wiki yet
        • May 21 2018
      • Safety & security
        • Review/disclose any recent concerns about safety and security
      • 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 the fridge
        • Thanks Malissa, Sam and David Span for a lot of Annual Meeting setup

      New Business

      Security

      • Ken Steadman has been nominated as security lead
      • Has membership form been updated per our last resolution? [IT]
      • Proposal that we notify members when keys are revoked

      Programs

      • DevICT/KLF moving out 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
        • Mark Satoria has been nominated as ERP area lead

      Lake Afton Observatory Partnership

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

      Education Workgroup

      Offsite equipment

      Annual meeting planning

      • How did it go?

      Committee Reports

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

      Committees

      • Finance (David)
        • Where are new building funds allocated?
      • New Building
      • Special Projects (Mike)
      • Membership and Events (LaDeana)
        • How did NOMCON Santa Fe go?
        • Who wants to give membership stats, membership or treasurer?
      • IT (Christian K)
      • Security (David S)
      • Scholarships (Kim)
      • Outreach (Barb)
      • Makerfaire (James S)
      • Fundraising/Donor recognition (Paul M)
      • Communications (James L)
      • Showroom (Dean D)

      Decision Summary

        Task Summary

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