Minutes:Board Meeting Minutes 20140812

2014-08-12

Agenda

Chair: Marie-Therese Enga

Action Item Review

Get Lease

• Terry put a copy of the un-signed lease on the i3 server and put the paper (but unsigned) copy in the filing cabinet.

Moderation Committee Announcement

• Moderation committee is a group of people who moderate the mailing list
• Nate B has not sent out an email
• Item tabled

Computing Systems Keyholders

• Konrad B - Make a list of all the online system key-holders
  • No significant progress made yet. Will be self-teaching PHP and management of wikimedia by next board meeting. ~Konrad B.
  • New action item: improve the Wiki so that CRM permission settings can be controlled correctly. Next, the secretary shall use the updated CRM and Wiki to assign the appropriate roles to directors and officers.

Legal Advice

• Marie E and Dave S - Research legal advice for improving bylaws and standing rules, compile requests from board and membership for improvements
• Latest meeting cancelled, we need a new board member to represent i3 when new board is elected
• Marie will retain responsibility

Plasma CNC Ventilation

• Levi has been working on it, it's coming along nicely

Emergency Fund

• Evan posted to the list about the emergency fund
• Evan will bring a proposal to the October board meeting
• Rough estimate is to double/triple emergency fund
• $5000 now, probably need to increase it to $10000+

Budget

• Terry held the budget meeting in July

July Membership sign-up

• Handled by Max

New Secretary

• Secretary made contact with people to get trained

New Zone Coordinators

Jamie to update wiki with approved zone warden appointments

Officer and Committee Reports

Treasurer

• We're still making money!
• General fund: Increased from $19933 last month to $22443 this month
• Money from B. Nektar is coming in, not square yet but getting closer

Budget

I will probably not be at tonight's meeting due to flood related issues.

We finished the last budget in good shape (8/1/13 - 7/31/14). No zone was over budget, only the General category which is electrical and other forecast expenses. With more historical data our forecasts on our next budget should be more accurate.

% of Plan YTD	'	'
Total Income		107%
Expenses	109%
Equipment	40%
Total Expenses & Equipment		94%

Our new budget is complete and has been published.

Any questions, send them to budget@i3detroit.com

- Terry

Membership Coordinator

Membership Count

• 144 active members
• 111 voting members
• 21 on leave

Action Item: Max will schedule training for CRM

Secretary

Elections: 13 confirmed nominees so far, 48 total nominees

Ballots: I want to use Google forms for Absentee Ballots, maybe also the day-of ballots

• Link to Ballot Feel free to play with it, I'll scrub it before making it official
• Requires voter name to confirm membership & voting status in CRM
• Name is selected from a drop-down list populated by export of Voting Members from CRM
• Checkboxes to choose up to 7 nominees
• Can't submit form with more than 7 choices
• Automatically counts everything and gives me the top choices

• For Absentee Ballots, would record responses in a spreadsheet to check for duplicates, errors, etc
• For day-of Ballots, would not record responses in a spreadsheet to protect anonymity
  • Still need to work out way to prevent duplicates using this method
  • Right now you can vote many times, and while I'll know and glare at you, I can't get rid of your fake votes

• Jamie will work with Nate to work out vote key system to prevent fraud

President

• Meeting with Mark Loeb about potential collaboration with Michigan Makers Market at Ferndale DIY Fair
  • More on Michigan Makers Market
  • DIY Fair happening September 12-14
• Talking to Siemens representative about SolidEdge for i3
  • Talk to Konrad if you think this will be useful to i3, especially CNC zones
• Using presidential powers to declare i3 in a "state of emergency" for the flooding that occured on Monday 8/11
  • Calling all hands to check the status of the zones, clean up, and put back together.

• People have projects left over since Maker Faire, they are hard to move around and should be removed ASAP

• Member storage is all crazy due to the flood. Please help clean up and claim your stuff

Vice President

Nothing to report

New Business

Insurance

• Details of our current insurance policy, seek quotes for improving coverage.
  • Covers $11000 of equipment
• Insurance renewal
  • Justin signed for property insurance policy renewal with Brower/Westfield Insurance which we recieved in July
  • Konrad mailed the following day.
• Secretary will check to see if we have flood insurance
• Treasurer will work with secretary to review our current insurance and determine our insurance needs

• No property damage from current flood that requires an insurance claim

Emergency Pot Lock to Clean up after Flooding

Point of Contact: Charlie R

• Let's schedule one for Saturday August 23rd
  • This weekend is the Woodward Dream Cruise which means this weekend wouldn't gather many people toward a potlock
  • People are still encouraged to organize and work on a zone
• Things that need to be done:
  • Check zones for water damage
  • Wash things that were soaked in flood waters
  • Put things that have dried back where they belong

Flooding!

• How do we prevent this happening in the future:
  • Emergency kit?
  • Install Sump Pumps?
  • Alarm system?
  • Charlie is now the head of the Emergency Preparedness Committee, and will report out at the next board meeting

Forklift Safety Issue

Point of Contact: Charlie R

• Forklift is unsafe
  • Charlie was almost injured last night as a result of malfunction & operator error
• Do we just want to pay to get it fixed?
• Do we need a forklift? Yes, we would like it
• Should we require in-house certification & training to operate?
• When it's working, we should require training, but for now it's locked out

• Warnick will get a quote to make the brakes functional by next board meeting
• Deadline to make a decision on repairing/selling is october board meeting

Strategy Meeting

• Discuss any items planned for board approval?
• Secretary will incorporate action items from strategy meeting in preparation for upcoming meetings.

Vote for Sky Zone as an Official i3 Zone

• Dave moves to propose
• Nate seconds

Proposal to appoint Joseph Baumann a.k.a. "Sky Zone Coordinator Baumann," as warden of the Sky Zone, which will be defined as the ceiling/roof of i3 Detroit warehouse area. Upon creation of this zone, the warden will be accountable for the maintenance of lighting fixtures, ensure proper maintenance of area ventilation units (greasing, opening/closing based on season, etc.), be consulted for rerouting of utility/service lines (air, electrical, gas, etc.),  and most importantly develop a policy with the board on the matter of short term and long term member and space storage on the ceiling.

• 3 in favor out of 3 present

Action Item: Joseph will announce the zone in the form of email/Wiki

Discussion request: Trying to do too much

• Jody would like to raise the point/opinion/possibility that i3 is trying to do too many things, and needs to focus on core mission, maximize current resources.
• Zones proliferating
• Many projects are in process, but not necessarily useful or people
• Jody will discuss it on the list or with other people. Jody is very happy with

Zones still without Coordinators

Graveyard

• appoint the Board

Injection Molding

• Nate W wants consideration
• Nate B moves to nominate
• Justin seconds

 Proposal to nominate Nathan Warnick as injection molding zone warden 

• 2 in favor out of 3 present, motion passes

Commons Area

• appoint the Board

Treehouse/Whiteboard Room

• Nate moves to nominate
• Justin seconds

 Proposal to nominate Max s treehouse/Whiteboard zone warden 

• 3 in favor out of 3 present, motion passes

Bicycle Shop

Justin moves to nominate

• Nate B seconds

 Proposal to nominate Justin Triplett as Bike Shop zone warden 

• 3 in favor out of 3 present, motion passes

Vinyl Shop

• Marie wants consideration
• Nate W wants consideration
• Both candidates present plans for the space

• Dave motions to nominate
• Nate seconds

 Proposal to nominate Marie as Vinyl zone warden 

• 2 in favor out of 3 present, motion passes
• Greg will make a key for Marie

Machine Shop

• Jon, Steve, and Ken are doing a trial period of being a warden threesome
• Action Item: Marie will confirm with all three that they wish to be co-wardens by the next board meeting

CNC Zone Coordinators

• Jim Kemp wants to be CNC Zone Coordinator
• Nate moves to nominate
• Justin seconds

 Proposal to nominate Jim Kemp as CNC zone warden, under the provision that he accepts in email to the board by the next board meeting 

• 3 in favor out of 3 present, motion approved

Justin will confirm with Jim

Sky Zone Lighting

Sky Zone wanted to make some pretties for the ceiling Should make something that can be taken to maker faire Sky Zone warden will make a plan and bring it to the next board meeting

Zone updates

Green cart in the cart zone-where did it come from? where does it go? Nate will handle, it's the FIRST cart

Action Items

CRM/Wiki Clean-up

Konrad: improve the Wiki so that CRM permission settings can be controlled correctly bythe secretary Maxwell: Schedule training for CRM

Legal Advice

Marie E and Dave S: Research legal advice for improving bylaws and standing rules, compile requests from board and membership for improvements

Emergency Fund

Evan: Bring a proposal to the October board meeting

Insurance

Treasurer: review our current insurance and determine our insurance needs

Emergency Preparedness

Charlie: report findings at the next board meeting

Forklift

Warnick: get a quote to make the brakes functional by next board meeting

• Deadline to make a decision on repairing/selling is october board meeting

Strategy Meeting

• Jamie: incorporate action items from strategy meeting into September Board Meeting

Zone Coordinator Appointments

Jamie: Update wiki with current appointments

Vinyl Shop Key

Greg: Make a key for Marie, preferably to match current compute zone key

Machine Shop co-wardens

Marie: confirm with all three trial co-wardens that they wish to be co-wardens by the next board meeting

CNC Shop warden change

Justin: email Jim to confirm nomination

Green cart

Nate: remove said cart from space

Meeting Metrics

• Time completed: 9:00
• Funds appropriated: $0
• Attendees:

Attendance

Marie-Therese Enga Levi Morey Matt Gardeski Maxwell GA Adrienne Patterson Justin Triplett Nathan Warnick Jon Anderson Joseph Bauman James O'Dell Greg Smith Nate Bezanson Charlie Rysenga Jamie Burdeski Konrad Brown Dave Scholl Jody Raiford Mike Fink Brian Wennberg

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