July 20th 2023

AGENDA

Attendance

Board Members

• Rustin Atkeisson, President
• Nicole Reid, Treasurer
• Mindy McKinley, Secretary
• LaDeana Dockery, At-Large
• Michael Atherton, At-Large
• Gretchen Koch, At-Large
• James Lancaster, At-Large

Members

• Kez Cook
• Tony Reid
• Mike Barushok
• Russell Owens
• Aaron Rivers
• Serena Oden-Powers
• Jeremy Blackburn, online

Mission Statement

• Rustin reminds us of the mission statement: MakeICT is a 501(c)(3) charitable organization and is operated entirely by volunteers. It’s our mission to innovate, learn, and build community at the intersection of art, technology, science, and culture.

Thanks and Recognition

• To the new board members for already getting involved and actively trying to get up to speed
• James, LaDeana, Jeremy Blackburn, and Malissa Long for putting together everything for the Cultural Funding Grant!
• Tony Reid, Russell Owens, Nicole Reid, Michael Atherton, Sandra Zackula, Devin Halsey for keeping ceramics moving!
  • Rustin mentions garden gathering on Sunday. If you are interested in helping out with the garden, check out the garden gathering.
• Forum moderators for putting in a lot of time.

Reminder of Rights of the President during meetings

• President can set time limits for speakers
• President can shut down conversations as necessary
• President can eject people from the meeting if they do not cooperate
• President can decide whether or not meetings are in person or online (future meetings will be all in person)

Reminder of Rights of Board Members during meetings

• Any board member can force a vote to be called if a motion is on the table and has been seconded. This can be done by the board member saying ‘ask the question’.

Old Business

Surplus Auction

• Still got a couple items in room 2 to move
  • Rustin states we should consider these items trash
  • They are podiums/stages
  • Could list them for free on facebook marketplace?

MakerFair - Exploration Place

• Event is August 28th
• Rustin and John Harrison have been asked to lead up the ‘tinker corner’ of maker fair this year
• Exploration Place came out to MakeICT on 7/10 to talk with members about how they can get involved
• Will most likely have 3 booths representing makeict might include demos making:
  • foam hats
  • paper airplanes
  • LED stickers
• Need volunteers for this
• We can have an inside spot if we have volunteers who would rather volunteer in the A/C

ICTComic Con

• Event is 8/25-8/27
• Been asked to run a booth at the event
• Looking for help with running the booth and getting the patterns cut (maybe on the foam cutter)

Election Committee

• Election ending June 20th completed and met quorum to accept the results
• May need help in having a 2nd election to appoint a vice president
• Doug Wilson is willing to head the election committee
• Mike motions to accept doug as head of election committee
• Gretchen seconds
  • • Nicole Reid - yes
    • Mindy McKinley - yes
    • Michael Atherton - yes
    • LaDeana Dockery - yes
    • James Lancaster - yes
    • Gretchen Koch - yes
• Motion passes 6 yeses

Roof Funding

• Construction to begin mid-September and be completed by start of October
• Payment is not due until Construction is complete
• Need to raise $38,000 to keep from digging into reserves
• Currently raised: $500
• We are tentatively getting about a $3,800 grant from ARPA, up to $5,000 is possible from this grant

New Business

Approval of Previous Minutes

• Gretchen states the 6/29 minutes have a problem with “permanent” versus “indefinite” expulsion
• James says we need to check what the motion was during the meeting
• Gretchen states the motion was “permanent expulsion”
• Nicole states the person of concerns’ names should be removed from minutes, wiki, and COCRC determination
• 7/12/2023 Minutes: https://wiki.makeict.org/wiki/July_12th_2023
• 6/29/2023 Minutes: https://wiki.makeict.org/wiki/June_29th_2023
• 6/23/2023 Minutes: https://wiki.makeict.org/wiki/June_23rd_2023
• 6/15/2023 Minutes: https://wiki.makeict.org/wiki/June_15th_2023
• Mindy motions to approve the July 12, June 23rd and June 15th minutes
• Michael seconds
  • • Nicole Reid - Yes
    • Mindy McKinley - yes
    • Michael Atherton - yes
    • LaDeana Dockery - yes
    • James Lancaster - yes
    • Gretchen Koch - yes
• Motion passes 6 yeses
• June 29th minutes will move to August board meeting to be approved after recommended edits

Property Removal Policy Update - Taking Offers Form

• Current policy does not state what to do if no one puts an offer in the alloted time
• Would like to give the lead the options to either put the item into a group auction sale or list it on other sale platforms like craigslist and facebook marketplace
• Nicole states we leave this on the minutes and wait until the next board meeting to vote on this
• Should post this on the forum for transparency
• Need to rewrite to clarify that this is for items that do not pass the 3-nerd rule, this is not a replacement of the 3-nerd rule
• Mike B. states that 501c3 rules prohibit donations being sold before 6 months, need to define surplus better. He states we need a better policy for tracking donations
• James states there is a storage policy
• Rustin recommends this is a job for the inventory committee
• Inventory committee meeting is Wednesday, August 9th at 6pm
• Anyone who is interested in helping rewrite this policy should plan to attend this inventory meeting
• Kez points out that auction winners could be members, the policy states that every auction winner needs to be accompanied

Compensation For Instructors Policy Update

• There is currently no policy or rule that prevents the treasurer from printing a check for him/herself
  • Would like to revise policy to require the President to sign/approve payment for any transaction made to the treasurer
• Nicole states there will be further edits, comments, suggestions on this policy
• Good idea to separate this edit into two edits
• First edit changes how the class instructor is no longer paid if the student does not pay for the class
  • Nicole states that instructors should be checking in the participants and not letting the student take the class if they have not paid
  • The issue comes from people paying for a class without putting the class name, date, student name, etc. on the envelope, this is impossible for treasurer to track down
  • Russell recommends a separate policy for members than nonmembers, such as nonmembers must pay 7 days in advance
  • LaDeana thinks this policy used to exist
  • Recommendation that nonmembers must pay via paypal, only members can pay cash
  • Nicole states that we should have a meeting to discuss this policy further
  • LaDeana states that this would fall under the classroom meeting
  • Next classroom committee is July 25th at 8pm in classroom 3, we will discuss this policy further during that meeting
• 2nd point is about instructors volunteering their time
  • Instructors can donate their class fees back to MakeICT
  • This income is not reported on your taxes

Bento Card Policy Update

• Current Bento card policy limits the cards to only be assigned to leads
• Would like to be able to appoint additional people to help with other
• Rustin moves to revise the policy as stated
• Mindy seconds
  • • Nicole Reid - yes
    • Mindy McKinley - yes
    • Michael Atherton - yes
    • LaDeana Dockery - yes
    • James Lancaster - yes
    • Gretchen Koch - yes

Motion passes 6 yeses

VP Election

• Will have a special election for a new vice president
• Asking that the election committee
• Current VP candidates:
  • Dean Day
  • Aaron Rivers
• Election will tentatively start the 2nd week of August and run 48 hours like previous elections

Security/COC/IT/Board/Forum relationship

• COC’s purpose is to review issues that are sent by the reporting email or by the Google Form
• Security handles in person enforcement of results but does not need COC input to act on immediate issues under security’s perview
• IT will handles the electronic enforcement of results but does not need COC input to act on immediate issues under IT’s purview
• Moderators can take action without COC input including banning members from the forum
• Board is involved to approve or review of actions by all 3 groups
• Leads are responsible for reporting issues they come across to COC if they think it is something beyond what a lead should handle
  • Rustin would like to come up with a more formal procedure for how we handle issues that arise
• There are two people who would like to join the COCRC
  • The COCRC would like to vet the potential members before allowing them to join the COCRC
  • COCRC is a board appointed position
  • There is no formal vetting process
  • Michael states there is a book: “How to Respond to Code of Conduct Reports by Valerie Aurora and Mary Gardiner”
  • Serena asks for an executive session to discuss how the COCRC operates
  • Serena warns that the COCRC is the most stressful and dangerous committee
  • Aaron Rivers states that everything on the forum should not be considered someone volunteering, needs to be a direct contact
  • Kez asks that leadership respond to emails in a timely manner

Member on scholarship

• A member on scholarship has requested to extend their scholarship another 6 months.
  • Needs to be executive session discussion
  • Scholarships usually make monthly fee $10, and are usually 6 months at a time
  • Mindy moves to approve the scholarship
  • Nicole seconds
    • Nicole Reid - yes
    • Mindy McKinley - yes
    • Michael Atherton - yes
    • LaDeana Dockery - yes
    • James Lancaster - yes
    • Gretchen Koch - yes
• Motion passes 6 yeses

Open Positions / Lead Changes

• Several positions have recently been vacated and we need to find people willing to support these positions
• Positions include and suggested leads
  • Woodshop - Aaron Rivers
  • Ceramics - Russell Owens
  • Garden - Sean Sandefur
  • Visual Arts - (Kim Nguyen interim)
  • Textiles -
  • Jewelry - (Michael Atherton interim)
  • Communications -
  • Fundraising -
  • Security - Michael Atherton
  • ADAH - Serena Oden-Powers
• Inventory -
• Concessions/breakroom - Gemma Blackburn Interim
• Welcome Area - (Gemma Blackburn?)
• COC chair - Serena Oden-Powers
  • ADAH is the policies, COCRC is the investigation and determinations
  • If you are interested in taking on one of these positions, contact directors@makeict.org
• Nicole moves we accept the leads and chair below:
• Michael seconds
  • Woodshop - Aaron Rivers
  • Ceramics - Russell Owens
  • Security - Michael Atherton
  • ADAH - Serena Oden-Powers
  • Concessions/breakroom - Gemma Blackburn (Interim)
  • Welcome Area - Gemma Blackburn
  • COC chair - Serena Oden-Powers
    • Nicole Reid - yes
    • Mindy McKinley - yes
    • Michael Atherton - yes
    • LaDeana Dockery - yes
    • James Lancaster - yes
    • Gretchen Koch - yes
• Motion passes 6 yeses
  • Garden - Sean Sandefur
• Rustin moves to approve Sean for Garden lead
• Seconded by James
  • • Nicole Reid - yes
    • Mindy McKinley - yes
    • Michael Atherton - yes
    • LaDeana Dockery - yes
    • James Lancaster - yes
    • Gretchen Koch - yes

Motion passes 6 yeses

Ceramics Funding

• Russell asks for approx $1800 to purchase a new skutt wheel, would be able to purchase with personal funds and allow makeict to “rent to own”
• Nicole says ceramics has approx $800 to spend from old fundraiser

COCRC New members

• Mike B says in May of last year the board approved an amendment to the policies that allows the Board to appoint people to COCRC
• Mike objects to this to be pushed to the next meeting, he states he is here to be appointed to the COCRC
• Rustin states that there are three people here who are interested in joining this committee
• Rustin asks each of these people to think if they are willing to dedicate the time and hardship to joining this committee
• Serena is concerned that the male/female balance is off on the COCRC, her and Gretchen are only female members. The three people interested in joining the committee are male.
• The COCRC is especially asking for women or minorities to join the committee
• Kez states we need to be concerned about what people would think if the board keeps putting this off

COCRC Executive Session

• Serena asks for an executive session
• Rustin states executive session will start 8:35pm for 20 minutes
• Another executive session from 8:55pm to 9:15pm
• Rustin moves that we approve Russell Owens, Anthony Reid, and Mike Barushok as probationary members of the COCC, to be reviewed at the next regular board meeting
• LeDeana seconds
  • • Nicole Reid - yes
    • Mindy McKinley - yes
    • Michael Atherton - yes
    • LaDeana Dockery - yes
    • James Lancaster - yes
    • Gretchen Koch - yes
• Motion passes 6 yeses
  
  • Nicole moves to approve the purchase of a new pottery wheel contingent on ceramics department raising half the funds, no more than $950 will come from MakeICT General fund
  • Mindy seconds
    • Nicole Reid - yes
    • Mindy McKinley - yes
    • Michael Atherton - yes
    • LaDeana Dockery - yes
    • James Lancaster - yes
    • Gretchen Koch - yes
• Motion passes 6 yeses
  
• Mindy motions to adjourn
• Michael seconds

Upcoming Events

• Maker Monday
  • 2nd and 4th Mondays

• Member Orientation
  • Saturday August 12th @2:30pm
  • Tuesday August 22nd @6pm