Minutes:Board Meeting Minutes 20180626

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Agenda for 06-26-2018

Chair: Alec

Officer Reports

Treasurer & Budget

We haven't been tracking really great up until now, but Mel is working on getting our monthly income and expenses cleaned up. Evan will be getting a quote on how much we expect expansion to cost to help with budgeting for that. Here are the numbers for May:

  • Income: $12,526.81
  • Expenses: $(12,298.13)
  • Net: $228.68
  • Some timing issues with electric bills means expenses are higher than usual.
  • Alec thanks Mel for taking over and doing a great job so far. Applause
  • David: Do you need help from zone coordinators for the tax report?
  • Mel: hasn't touched that since taking over but will be working on that soon. Has heard from all zone coordinators in at least some way.

Secretary

  • Nothing to report

President

Work In Progress (W.I.P.):

  • Documentation for UM School of Social Work outlining "MakerRoom Project/Pilot" for Detroit area schools
    • Goal is to teach maker skills to upperclassmen in social work so they can implement maker oriented projects in their social work.
  • Working with Charlie on Lease for existing space and B. Nektar space. Charlie has a good rapport with the landlord. He's OK with us being month-to-month and when B. Nektar is ready to move we'll sign a new lease Also please do not pester B. Nektar people about when they're planning to move. We don't need many uncoordinated points of contact.
  • All things Maker Faire.
  • Discussion on Wood Working Zone re-arrangement
    • Plan is to move member storage tower south 4 feet
    • David: Doesn't think the board has any major issues with this, just have to deal with getting people to remove their stuff
    • Alec: Would it block sheet goods storage?
    • Greg: No, it will line up with the member storage on the wall.
    • Jeff suggests doing it at an August member meeting.
    • Greg suggests it will take more time and should happen at the next Potlock.
    • Matt H: Is four feet south the minimum necessary or the best of possible options?
    • Greg: It's the best option
Proposal:
Approve moving the member storage structure 4 feet south
Moved by Tony, Seconded by David
6 Ayes / 0 Nays
Result: PASS
  • Question: Did we ever decide to institute a document for i3 incidents that members can fill out?
    • Alec: there hasn't been any motion on that. Alec will talk to Vivian after the meeting.

Senior Vice President

  • Nothing to report

VP of Activities & Classes

  • 12 classes and 35 other events since last board meeting. Only 2 were member-only.
  • 77 guests counted on the sign in sheets since the last Board Meeting.

VP of Membership-Onboarding

  • Up 7 members since the last board meeting.
  • 2 new scholarship and 1 renewall.
  • Matt spoke to some others at NOMCon about onboarding and they thought our process was slick.
  • Contacted 5-10 people stuck in phase 2

VP of Membership-Member Advocate

  • Alec and Emily are each each addressing one item, nothing else to report.

Old Business

Action Item Review

Add discussion [Bathroom cleaning] to the next member meeting. - Jamie - Done.

Summary of Board List/Slack Discussions since last meeting

Appointment of New Treasurer

The following was adopted by email vote:

Proposal:
Appoint Mel Gilchrist as treasurer.
Moved by David, Seconded by Jody
7 Ayes / 0 Nays
Result: PASS

Postpone June Meeting

Proposal:
Postpone the board meeting on 6/12/18 until 6/26/18
Moved by Jody, Seconded by Jan
7 Ayes / 0 Nays
Result: PASS

Scholarship Applications

  • Several scholarship applications were discussed

Storage

  • Discussion of moving the storage tower and whether or not we should continue having storage.

New Business

Royal Starr Film Festival Partnership

POC: James O'Dell

  • Royal Starr (https://www.royalstarr.org) is looking to partner with i3Detroit.
  • i3Detroit would gain access to the established film maker community, including actors, directors, writers, prop makers, costume makers, special effects, digital effects, etc
  • i3Detroit would be able to advertise with logos on the big screen, a table at the monthly mixer events.
  • Royal Starr is asking for four (4) free memberships. Access to i3 space to hold board or director meetings and a future film maker mixer.
  • Royal Starr would like to add a maker element to the film festival and we are the best maker space around!
  • Joseph: is that 4 memberships they want free or do they just want to be members?
  • James: We would provide that for free.
  • David: That would be us giving up $2400 (annual cost of 4 memberships) and letting them use the space for meetings in exchange for advertising.
  • James: Some of those involved are former members. They want four so they can have two people availble at any time to host meetings.
  • Tony: Are they just going to use the memberships for hosting meetings?
  • James: They would be regular members.
  • Lew: If the intent is to only host meetings and we give them scholarships, that takes away from other people who could have them.
  • Mel: how many scholarships are we currently using?
  • Matt: We have 170 members so 17 potential scholarships. We currently only have 5 recipients.
  • Gary: Do they want full access to the equipment here?
  • James: Yes
  • Gary: What about just allowing them to host meetings and not giving them tool access.
  • Matt: That would require creating a new class of member. We could give them the scholarships for the 6-month period and then re-evaluate what we are getting out of it and how active they are in the community.
  • Alec & David suggests we sholdn't make any new classes.
  • Kevin: This is a very expectation-laden exchange. If they are going to be members, make sure they have expectations clearly laid out since both sides are getting something out of it.
  • Tony: The tangible benefit we'd be getting is advertisement, and 4 memberships is a lot. He likes Matt C's suggestion of if we do this with scholarships, re-evaluate after 6 months.
  • Vivian: why not give the representative who James spoke with to pitch this
  • Mel: From our tax and growth perspective, this could be another area we could expand into, and currently we have a lot of unused scholarships.
  • Lew: If they want to show off the space to their community, we could invite them to come in for a tour sometimes.
  • Mike: Do they want the memberships because they can't afford them?
  • James: No, it would be a trade.
  • Matt H, Joseph, ALec, Jan would like to hear from their representative or the four potential members.

Jewelery Zone

  • Tanya has been coordinating by herself with some help from Lew.
  • They've been teaching a lot of classes recently and they're having some space issues with having enough room for students to work. Some people have complained that we only have a hallway.
  • Tanya would like to be able to use the space currently taken up by carts.
  • Alec: So you want to add the cart storage area to the jewelry zone?
  • Tanya: Yes
  • Mel: If you move the carts to large project storage where does that go?
  • Lew: If you move the carts near the garage door area you don't have the disrupt large project storage.
  • David: Would the commons' tables be useful? They could temporarily be moved over there during classes.
  • Tanya: Yes, that would give more space. It was really crowded at the last class wtih 7 people.
  • Lew: We need a solid base to mount equipment to. We used the vinyl zone desk at the vinyl desk, until someone came in to use the vinyl cutter and we had to move.
  • Lew: We could swap spaces between Jewelry and Kiln zone.
  • Alec: thinks that would be unsafe when the kilns are running.
  • Joseph thinks carts can be moved and it's a solvable problem to move them.
  • Mel: Could we swap Leather and Jewelery?
  • Lew: There still isn't enough space and it's difficult to access.
  • Alec: Does any board member want to make a motion on this?
  • David: It doesn't seem like there's a clear consensus other than more space is needed.
Proposal:
Table this discussion to slack
Moved by Jody, Seconded by Matt H
6 Ayes / 0 Nays
Result: PASS

Wayne Metro Community Action Agency

  • Thomas, while tending bar at The Henry Ford, recently spoke to some members of the Wayne Metropolitan Community Action Agency
  • A collection of politicians and businesspeople. Their goal is to reduce poverty and help bring people out of poverty.
  • There was a desire to speak with someone more official to learn more about i3, and there was some talk of fundraising.
  • David: thinks it would be great if they wanted to come in for a tour and to talk.
  • Matt H: Agrees, and thinks it's important for them to see and understand our community.
  • Lew: We should avoid avoid anything overtly politically connected.
  • Mel: From their website, they don't look political. They're a nonprofit working to eradicate poverty that looks like they partner with many other organizations.
  • Thomas is looking for help in help communicating with them.
  • Joseph volunteers to communicate/phone/email with them for i3.

MAKER FAIRE

  • Request $1500 for Maker Faire.
  • Money to be used for truck rental, new brochures, flyers, new small tent? Previous tent was damaged. Plan to spend much less, but, don't want to under estimate.
Proposal:
Allocate up to $1500 for Maker Faire expenses
Moved by Matt H, Seconded by David
7 Ayes / 0 Nays
Result: PASS
Proposal:
Allocate up to $500 for the Maker Faire after-party
Moved by Joseph, Seconded by David
7 Ayes / 0 Nays
Result: PASS
  • David: is the expectation usually that recoup expenses at the party?
  • Joseph: We have in past years.

Rocket Fiber

  • Jeff: Has anyone else followed up about getting Rocket Fiber?
  • Mel: Has provided Swit our current internet expenses and he has talked to them. So far they aren't crossing the railroad tracks.

Advertising to Tech Shop Members

  • Gary has a list of tech shop mailing addresses and he is wondering if we want to do anything with that?
  • Matt H: Where did the list come from?
  • Gary: It came from the tech shop bankruptcy filing. It includes members, sponsors, and others who had dealing with them so we'd have to do some culling. It's all public info.
  • David: That seems really spammy and weasley.
  • Matt H: It seems really orthogonal to how we usually do things.
  • Vivian suggests if we were going to do anything, do it with an open house or when we expand.
  • Gary mentions the list will eventually get stale if we sit on it too long.
  • David: his personal view is that when an organization takes information that was exposed publicly and uses it to send unsolicited emails it really lowers his opinion of that organization.
  • Gary: It's mailing addresses, not email addressses.
  • David: That's still the same issue.
  • Gary: That's how a lot of marketing works, and it would just be an awareness thing, not asking for a sale.
  • Tony: Still doesn't think that's how we do things.
  • Alec: Summing up, it doesn't seem like there's a lot of support for this. Further discussion can happen in #Marketing on slack.

Meeting Metrics

  • Time completed: 9:15
  • Funds appropriated: $2000
  • Attendees: 18

Action Item Summary

No action items.

Proposal Summary

ProposalMoved BySeconded ByAyeNayResult
Postpone the board meeting on 6/12/18 until 6/26/18JodyJan70PASS
Allocate up to $1500 for Maker Faire expensesMatt HDavid70PASS
Table this discussion to slackJodyMatt H60PASS
Appoint Mel Gilchrist as treasurer.DavidJody70PASS
Approve moving the member storage structure 4 feet southTonyDavid60PASS
Allocate up to $500 for the Maker Faire after-partyJosephDavid70PASS

Attendance

  1. Alec
  2. Mike
  3. Lew
  4. Matt H
  5. Tony S
  6. Jeff P
  7. Vivian S
  8. Matt C
  9. Joseph B
  10. Tanya T
  11. Jan H
  12. David H
  13. Greg S
  14. James O
  15. Paul L
  16. Thomas T
  17. Gary G
  18. Jody R


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