Agenda for 08-11-2015

Chair: Justin Triplett

Cowbell

7:31pm

Introductions

Visitor: Nassar. Kevin gave a tour, and he's chillin'.

Announcements

Elections for the next board of directors are Tuesday September 1st, 7:30pm

Greg would like to address the board re: wardens and board items to consider.
- As a non-board member, it's very frustrating sometimes being a warden becuase you only get half the story
- Coordinators should be active members; how can someone who isn't a member or not present frequently maintain wardenship?
- Classroom fiasco might be the worst decision i3 made in my history.
- /* slight aside on classroom */
- important that board have some authority over the scope of a zone.
- need some oversight over new zones and existing zones to better manage and improve efficiency and usability
Nate B: many of these points have been brought up before, and should be brought up again.
Justin: No doubt there will be more discussions on zones and wardens.

Old Business

Old Air Compressor

Nate B was contacting old owners

This has been handed off to Evan
Russ wolfe is waiting on email from i3 (evan) to say either "come get the compressor" or "here's a check" (as of July 23)
Evan: There is some issue perhaps with ownership percentages
Deadline for update is 8/25

Action Item: Evan - Update Russ Wolfe and i3 on air compressor by 8/25/15

Classroom Construction

Greg is helping Konrad and had a construction report at the last meeting

Greg has things well documented every conversation he has with someone
Landlord will get his construction crews to do it; i3 will still be financially responsible
this takes liability off of i3 and placed it onto the landlord and his company plus the engieering designer
Timeframe? We need to have the initial taping off and plastic barriers up soon, SWAG on completion is mid-september-ish.
when the ceiling is open, they will look at that for advice and study to see if there's something more we need/want to do
for whole room : ceiling, heating, power, etc
Terry: The Price for construction with landlord is $5k, if less we pay less.
Contract we will sign has a maximum $5k fee for i3 to pay; any overage is eaten by landlord
Andrew: I am more comfortable with us doing non-structural work (eg. drywall)
Mike: Is this something that should come from emergency fund?
Terry: For the $6500 total we will have to dip into e-fund, but we should be able to replenish in 60-120 days.
- will need about $5k from emergeny fund into checking, then leftovers replaced and re-bolstered soonish
Terry: Also ask no extraneous expecdetures if we can avoid it
Possibly skip Potlock, that's $750 right there
halloween party can be revisitied to be not so fund-suckageing
Gregg (as unofficial construction manager) will authorize the treasurer to may any payments as necessary.

Proposal:
A sum of $5000 will be appropriated from the emergency fund in order to finance the classroom repair by Ace Landscaping as described in the Sheppard Engineering Report.
Moved by Justin, Seconded by Andrew
7 Ayes / 0 Nays
Result: PASS

Proposal:
A sum of $1500 will be appropriated from the general fund in order to finance Sheppard Engineering to design ceiling support structure.
Moved by Justin, Seconded by Andrew
7 Ayes / 0 Nays
Result: PASS

Jewelry Zone

Is this zone progressing as the board had hoped? Is there anything that we want to communicate to the fledgling zone wardens?

The zone needs a wiki page
Seems to be progression, and things are being made
Terry: been in contact with them a lot, they seem to be doing fine, they want to have their first class in september which will be a big deal as the first test of operability.
NateB: There were a couple things that could have been thought through, i.e. they use a 15amp continuous device and there is only one 20amp circuit in that are
NateB: There was initially a small concern about chemicals and disposal thereof but Jewelry ZW said they weren't doing anything like that. Now it appears that may not be accurate, but someone needs to talk to ZW to find out what is being used and if it's of any concern or danger.

Action Item: NateB - Contact Jewelry ZW about potential or perceived danger or concern with chemicals and caustic substances

Tax Exempt Number Discussion/Aside

They may be using tax ID number improperly, can we check with them to make sure, and also get something from the treasurer that has guidelines?
Terry: I have lots of standard forms for various things, I can make a guidelines list on the wiki
Jamie: Should the board keep a list of people authorized to use the tax number? Might not be a bad plan.
NateB: Simply being a warden doesn't automatically grant use of the tax ID number.

Action Item: Terry - Generate a 'how to use the tax id' guideline

Off-site Storage

Any progress on this? Any action required by the board?

Terry: This is not an ongoing project. Offsite Storage is not being studied.

Dumpster Fire

Has this been fully resolved?

Smoker's update was sent out by Kevin, smokers and non-smokers appear to be getting along in harmony.
Permanent high-visibility cigarette butt disposal still needs to happen.
This should be brought up at the member meeting (Konrad)

Action Item: Konrad - Bring up cigarette butt disposal to general membership and then let Jamie know it happened by filing official forms in triplicate

Recap of Board List Discussions

Experimental new section that Jamie wants to try out. In the interest of transparnecy, I think it would be good to run through what we've talked about on the board list, what issues have come up, what proposals (if any) were pass in the last month, etc. It's easy to forget that most of the membership has no idea what's going on in the board list.

NateB: board meeting minutes are already public is there more?
Jamie: Yes, we don't need to air all the dirty laundry, but we do need to reveal notices and actions that were taken by the board via email.
- Example: a member was suspended for a month, but no notice to the membership
Andrew: Actions that the board takes should be posted in the board minutes.
Terry: Please remember that when someone emails the board list, replies don't automatically go to that member. Members must be manually added to replies.
// discussion on this
Members need better indication of response from board emails they send.

Plan for Future Meetings

Document any proposals passed via email
Document any issues that members emailed the board about, and their resolutions

New Business

Annual Vote on number of Board Members

The board can vote to change the number of board members as needed
The membership voted (about a year ago) that a good time to do this would be in July, before the September elections.
Better late than never!

ANdrew thinks it should stay at seven
Justin: Should the number increase as membership has increased?
Nate B: 7 is good number, down to 6 was odd. There isn't really evidence that a larger board is less representative. Being of a size that the baord can debate and reach conclusions is more important. Even in it's current size it seems to be a good size.
Jamie: I don't think we represent every type of user on the board. It feels like the diversity of the space is not reflected in the diversity of the board.
// discussion
Max: what's the worst thing that could happen?
Evan: odd numbers make decision easy. Having a larger board might make it easier to not be in the situation where we go for unaniminity at the cost of time and effort when simple majority would suffice.

Jampe proposes 8

Proposal:
Increase the number of board members to 8
Moved by Jamie, Seconded by Matt G
4 Ayes / 3 Nays
Result: PASS

*Roll Call vote: For: Jamie Evan Mike MattG, opposed: MattA, NateB, Andrew

Elections are coming up

(Jamie) As we start thinking about if we want to run again, and what we've learned from our term, I really really want to make some kind of a "Best Practices" page for the wiki.

Tabled for the board mailing list

Notice of Dissolution Board Standing Budget Committee

Contact: Terry Wynn

The position of Head of Budget Committee is too closely linked to Treasurer to be done by two people, much less one person and a committee. I therefore give Notice to the Board that this Standing Board Committee i.e. the Budget Committee which has no other members than myself is disbanding. I recommend and propose putting the tasks of Budget into the description of Treasurer, before selecting new Treasurer, else the job description is deceptive and wrong.

A future Treasurer could always parse tasks to be shared with a Asst Treasurer, but the split isn't Budget/Treasurer, it needs to be handled by the two people involved.

Action Item: Terry - Update Wiki to reflect dissolution of budget committee

Propose to Select New Officers by Oct 1 Each Year

Contact: Terry Wynn

LARA (State of Michigan) [ Jamie: BOOM ] Requires Filing an Annual Report (for non profit corps) with the names of Board and Officers no earlier than July 1 and no later than Oct 1 each year. The one for 2015 has already been filed for financial reasons. It would make considerable sense for us to file on Oct 1 with all new Board and Officers which will be valid for a whole year. Thus we would have to have new officers selected by the new Board, but prior to Oct 1. Filing is online and can be done in 20 minutes.

Andrew: we could move the whole election forward
Evan, can we shift board to calendar year?
Tabled for the next board to deal with.

Propose to Create a Board Standing Committee - Floor Planning Committee

Contact: Terry Wynn

Board members have the responsibility to do Floor Planning, but not the cycles to do it themselves. I propose opening a Floor Planning Standing Committee to the Board. With a draft of the structure and procedures for Floor Planning due from that Committee in 60 days for Board approval. I further propose Greg Smith and myself as co-chair.

There was a member group doing this, but should be a board official committes
Evan used to report this, but hasn't had time lately

Proposal:
Create "Floor Planning Standing Committee" with Terry and Greg smith as co-chairs.
Moved by Andrew, Seconded by Evan
7 Ayes / 0 Nays
Result: [PASS

`

Propose to Manage Board Standing Committees

Contact: Terry Wynn

Section 7.2 of the ByLaws allows the Board to appoint "other" committees for various tasks. For the purpose of discussion, let us call them "Board Standing Committees" to distinguish them for other ad hoc member committees. Currently there are 5 such committees listed at https://www.i3detroit.org/wiki/Committees

I propose that we abolish any committee listed without a chair, keep this list current as a responsibility of the Secretary, and require each Chair to make a short report in the minutes of each Board Meeting, with, at minimum, a current roster and any actions taken in the prior month.

Action Item: Jamie - cleanup committee list and send notice to members of difference between "member committees" and "board standing committees"

Propose to Provide Adobe Creative Cloud

Contact: Matt Arnold

Improved graphics processing unit for our VM server: $100
Windows 10: $100
Nonprofit discounted rate for a one-year license of the complete Adobe Creative Cloud: $240
Total: $440

Applications include: Photoshop (raster graphics editing), Illustrator (vector graphics editing), InDesign (laying out multi-page publications), After Effects (motion graphics), Audition (audio editing), Lightroom (photo enhancing), Premier (video editing), and Flash (interactive animation).

Using Windows Remote Desktop, one user at a time may log in to the applications on our VM server from their own laptop.

Andrew: This seems like a computer zone thing. Could be part of classroom zone, or infrastructure?
What zone's budget should this go to?
Andrew: Let's allocate it to Infrastructure zone for now, we can move it later
Konrad: Should this be delayed until after the classroom expenses are dealt with?

Proposal:
Spend $499.97 on GPU, Windows Licence, and Adobe Creative Cloud; to be in the Infrastructure Zone; to be spent after October 1st. Annual renewals of Adobe will be handled by yearly budgets and are not part of this proposal.
Moved by MattA, Seconded by Everyone Else
7 Ayes / 0 Nays
Result: PASS

Proposal to appoint new classroom zone warden

Proposal:
Matt A is now classroom ZW
Moved by Jamie, Seconded by Justin
7 Ayes / 0 Nays
Result: PASS

Floor Plan Report

Officer Reports

Treasury and Budget Report for July, 2015

Financial Grade: A
7/31 $15K in Emergency Fund
$ 7,508 in CharterOne $ 1,182 in Amazon $ 33 In PayPal

News:
- 65 Members on Subscription / 4 on Annual. Up from 52 last month. GOAL: 100 members.
- Once all the MF reimbursements clear in Aug, we should start building our checking to >10K again. (Excluding Construction)
- $5K Construction will require Board release of Emergency Funds. Funds to be quickly built back to $15K within 90 days(est.)
- four new subscriptions on the christmas special

Nateb: What kind of notice do people get From amazon of the old pay system?
Terry: None from amazon. I'm manually sending notices to those that aren't on the new system.
Terry: working through june payments now

Membership Coordinator

Max: having issue with CRM,will post later

Secretary

elections coming up.
Secretary might want to make changes to last years' election process. Thoughts?
should voting window be larger?
maybe we want to open voting after the speeches?
MAttH: do bylaws specify when the vote must take place? must it be at the member meeting?
Standing Rules: a little leeway

DECISION: Secretary's descretion

President

no update

Vice President

not present

COWBELL

9:05pm

Lost & Found Party

Action Items

Action Item	POC
Generate a 'how to use the tax id' guideline	Terry
Contact Jewelry ZW about potential or perceived danger or concern with chemicals and caustic substances	NateB
Update Russ Wolfe and i3 on air compressor by 8/25/15	Evan
Update Wiki to reflect dissolution of budget committee	Terry
cleanup committee list and send notice to members of difference between "member committees" and "board standing committees"	Jamie
Bring up cigarette butt disposal to general membership and then let Jamie know it happened by filing official forms in triplicate	Konrad

Proposals

Proposal	Moved By	Seconded By	Aye	Nay	Result
A sum of $1500 will be appropriated from the general fund in order to finance Sheppard Engineering to design ceiling support structure.	Justin	Andrew	7	0	PASS
Matt A is now classroom ZW	Jamie	Justin	7	0	PASS
Create "Floor Planning Standing Committee" with Terry and Greg smith as co-chairs.	Andrew	Evan	7	0	[PASS
Spend $499.97 on GPU, Windows Licence, and Adobe Creative Cloud; to be in the Infrastructure Zone; to be spent after October 1st. Annual renewals of Adobe will be handled by yearly budgets and are not part of this proposal.	MattA	Everyone Else	7	0	PASS
A sum of $5000 will be appropriated from the emergency fund in order to finance the classroom repair by Ace Landscaping as described in the Sheppard Engineering Report.	Justin	Andrew	7	0	PASS
Increase the number of board members to 8	Jamie	Matt G	4	3	PASS

Meeting Metrics

Time completed:9:01
Funds appropriated: $7000
Attendees:20

Attendance

{{Scroll Box |width=50% |height=100 |text=

Konrad Brown
Samantha Letvin
Vivian A Sanders
Terry Wynn
Nas Abdul-Migel
Matt Arnold
James O'Dell
Nate Bezanson
Matt Huber
Jamie Burdeski
Greg Smith
Justin Triplett
Maxwell Gonyea-Alexander
Mike Fink
Amelia Meyer
Evan Allen
Matthew Gardeski
Hangouts: Scott Sheraga
Hangouts: David Henry
Hangouts: Jamsters Henry

Previous Meeting	Next Meeting
Board Meeting Minutes 20150714	Board Meeting Minutes 20150818

Minutes:Board Meeting Minutes 20150811

Contents