Minutes:Board Meeting Minutes 20240820

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Minutes for 2024-08-20

Meeting Location

Meeting was Called to Order At: 7:32pm

i3 Detroit 1481A Wordsworth St. Ferndale, MI 48220

Or

Virtual

Virtual Meeting Etiquette

  • Be excellent.
  • Attendance and voting can be found in the #meetings slack channel.
  • Please show up early if you are concerned about your audio.
  • If there is no one waiting to speak feel free to do so at the next opportunity.
  • If there is someone waiting to speak, please say that you are raising your hand in the google call chat. (This will be demonstrated)
  • Please refrain from other side conversations, these can be distracting for the rest of the meeting and make it difficult for the chair to keep track of what's going on.

Officer Reports

Treasurer & Budget

Treasurer's report: https://www.i3detroit.org/something

Bank balance (includes $25,446 Grant in April)
Jan $14,129.88
Feb $10,899.90
Mar $10,672.09
Apr $36,102.06 Net $10,656.06
May $31,440.27 Net $5,994.27
Jun $33,397.93 Net $7,951.93
Jul $34,309.93 Net $8,863.93
Savings Balance $55,037

Secretary

Of those who were nominated for the Board election, six accepted their nominations and will be on the ballot. They are:

  • Lewis Dennison
  • Jeremy Glogower
  • Paul Askins
  • Tim Clayson
  • Jeff Burdick
  • Paul Lee

President

Senior Vice President

VP of Membership

10 members entered Phase 1 since the last member meeting and are now working on phase 2. Members entering phase 2 has been a little slower with four people submitting their phase 2 questions to us and two having completed the member process.

The work started last month to expand the membership committee has continued with Thomas Burns having completed a number of sessions around the process as well as actual member onboarding sessions and has successfully completed the process on his own. I will continue to work with Isaiah to get him to the same level of comfort and with the process and then discuss how we can incorporate two others who volunteered to be part of the process. This is already helping to improve our process and eliminate what had essentially been a single point of failure.

VP of Activities & Classes

posting from his email to the board: This year: EventBrite (Including upcoming sewing class) total: $625.00

Current upcoming events

Sewing 101: [1] 2/9 Tickets sold as of 19 Aug 2024- I was asked in slack to process a refund then the person re-registered differently. 

I see 4x orders but EB is showing 2/9.....

past events

I don't see the following events with my eventbrite reports

Info on Events from April that I have have dug into:

  • 4 May 2024 Welding class: "I ask for a minimum of $10 per attendee for materials costs. I also recommend a $50 contribution" I'm unsure what was brought in/how many people

There have been a few wood working classes- Full info onAttendance/Income unknown

  • 10 April 2024: Unsure if this class happened/ Don't see it in evenbrite with my logon- but do see it on this link:

https://www.eventbrite.com/e/woodshop-101-tickets-893655466557?aff=oddtdtcreator), https://www.eventbrite.com/e/woodworking-101-tickets-879630858577?aff=oddtdtcreator ]]


  • 29 Jun 2024 There was a Crochet class with at least 3 people attending- Income unknown (Class was $25- so at least $75 that I know of)


Member Advocate

No Member Advocates were in attendance.

Pulse Check

Good

Committee Reports

Fundraising Committee

Safety & Compliance Committee

No update.

Reports only expected in July.

Moderation Committee

Category:Infrastructure digital flavour

new hardware requests are coming

We're talking about standing up a new vmserver to replace hardac cause it's a decade old budget request will happen sometime

Also some network stuff

hass

HomeAssistant is still janky and hangs sometimes, I'm still hopeful a reinstall will fix it but motivation is hard and life is busy

volunteers

One thing we've had trouble with is brand new people wanting to help, but they want to help in ways that require privileged access, and they get frustrated when they are not just given that access

There are plans in place to change how we do some stuff so more things can be done by github pr, so there would be a clear way to contribute and get reviewed without any access, but these are medium term plans at soonest

So in the short term, how do we make it clear that j random hacker can't just have root, but not come off as saying "don't try to help"?

Summary of the discussion during the meeting

Evan raised an issue about the misunderstanding among members regarding root access to the infrastructure. Some members have been frustrated by not receiving root access simply because they are members. Evan emphasized the importance of guiding and collaborating with members on projects without immediately granting them root access.

A recent situation was highlighted where a member successfully worked on a project by first developing it on their own system before integrating it with the organization's infrastructure with assistance, demonstrating a preferred approach.

Thomas suggested an authorization or shadowing process where new members are closely monitored while they work on the infrastructure, gradually earning trust and access.

Matt proposed creating a test environment that mirrors the production setup, allowing members to experiment safely. Mara acknowledged this as a long-term goal but not feasible immediately. Current practices involve setting up smaller, isolated test environments for specific projects.

Frank and Evan agreed that root access should be restricted to a few trusted individuals. The idea of creating a wiki page outlining infrastructure access and expectations was discussed to manage member expectations.

It was noted that the infrastructure is treated like any other zone in the organization, with specific rules and designated leaders overseeing changes.

Thomas inquired about the stability of the home automation system. Mara mentioned that issues requiring a reboot are infrequent, and Evan suggested focusing on improving stability rather than creating quick fixes like a reboot button.

The group agreed to consider cultural and communication strategies to manage expectations and maintain control over infrastructure access.

Old Business

email votes

suspend Matt A a week

Proposal:
Put Matt on probation a week for reasons, I dunno someone please update this with actual wording
Context
done as an email vote
7 Ayes / 0 Nays
Result: PASS

Matt Arnold brought the following measure against himself:

"Whereas Matt Arnold exposed the identities, and the nature of the reports, of those who complained about Deb Scott, Matt Arnold is on probation from i3Detroit for one week, beginning at midnight after this vote completes in favor, and ending one week later."

The vote completed on the board list, and was unanimously in favor. The week probation was served.

Thomas Burns as VPAC

Proposal:
appoint Thomas Burns as Vice President of Activities And Classes
Context
done as an email vote
7 Ayes / 0 Nays
Result: PASS

Prior Minutes

Who should be marking approved minutes approved?

Have we been doing this?

It was decided that no more approved status for minutes

Camera Review Review

  • camera review of the wood shop from 7/17 to 7/18


Summary of Board List/Slack Discussions since last meeting

Measures were brought to a vote on July 24 on the i3Detroit Board list, and seconded. In case they have not yet been fully voted on, this is a reminder to call for the remaining Board directors to vote "For", "Against", or "Abstain" in this meeting.

No chat in the slack private board channel since April. No chat in the slack private board and advocate channel since January. In slack private leadership channel there was small discussion about VP position. In board email group: email to board about water leak issue, an email from Jeff P indicating interest in joining the board and the response to nominate self via the ballot, an email to the group making the announcement we'll be voting on the dishwasher sale at the board meeting, an email vote to appoint JG to co VPAC which had some discussion about whether or not email vote could be held, should it wait to the board meeting. Announcement of board member taking a short leave of absence, and discussion of votes etc. A vote thread for VPAC appointment change. Email vote on disciplinary issue. An email to the board from a member, and related discussion. (I am not sure if it's appropriate to share the message reason.) Email and discussion about camera reviews and votes outstanding at the time, discussion was a reminder and update. Discussion about VPAC position and efforts to contact former officer.

Outstanding action items

From two months ago

  • Clear out outdated signage
    • Evan

Evan noted that the signage throughout the building is highly inconsistent, with varied formats, legibility, and marking methods. While there are no outright incorrect or unnecessary signs, many are faded and difficult to notice, reducing their effectiveness.

Evan suggested that it would be beneficial for someone to undertake a project to standardize and improve the signage across the building. This would involve replacing the current signs with consistent, high-contrast, and easy-to-read labels.

Frank asked whether Evan was referring to specific types of signage, like notices or equipment labels. Evan clarified that he was referring to a wide range of signs, including labels on storage, equipment, and various instructions that have been added over the years in different styles.

Evan emphasized that he is not volunteering for this task but suggested that it could be taken up by someone else, possibly during a Potlock. He acknowledged that while it might be a time-consuming task, it could be done in small steps over a week or two. He is willing to assist initially by pointing out areas that need attention but would prefer to hand off the responsibility to someone else.

The group discussed potentially putting out a request for a volunteer to take on this project, either from the members present or more broadly within the organization. Evan is open to guiding the initial steps but emphasized the importance of allowing the volunteer to take full ownership of the project.

  • Approve May and June meeting minutes in July meeting
    • Board

Approved by consensus

  • Send out a note about the Kroger Program
    • Mel

Mel was not in attendance.

The issue is that we were removed from the Kroger rewards program, which used to provide credits based on money spent by members at Kroger. It's unclear why we were removed—possibly due to a time-out or expiration. The current action is to ask the treasurers, specifically Tim, to look into getting us re-added to the program. There's no need to inform the broader membership about how to participate until we're re-registered in the program. It was confirmed that Kroger still runs the program, but we're currently not on Kroger's list of registered nonprofits.

New Business

Jeremy Glogower for Vice President

Proposal:
Jeremy Glogower is appointed to the role of Vice President
Moved by ?, Seconded by ?
6 Ayes / 0 Nays
Result: PASS


Selling the dishwasher

Proposal:
sell the commercial dishwasher and its plastic dish trays
Moved by ?, Seconded by ?
consensus Ayes / 0 Nays
Result: PASS

It was decided we should have a Potlock on Saturday September 21. Thomas Burns will schedule this.


COWBELL

Action Item Summary

No action items.

Proposal Summary

ProposalMoved BySeconded ByAyeNayResult
sell the commercial dishwasher and its plastic dish trays??consensus0PASS
Jeremy Glogower is appointed to the role of Vice President??60PASS
Put Matt on probation a week for reasons, I dunno someone please update this with actual wordingNo Mover!No Seconder!70PASS
appoint Thomas Burns as Vice President of Activities And ClassesNo Mover!No Seconder!70PASS


Meeting Metrics

  • Time completed: 8:20 pm
  • Funds appropriated: none
  • Attendees: Jan Henry, Matt Arnold, Evan Allen, Frank Aloia, Dave Hurt, Alex Tsuker, David Henry, Matthew Gardeski, Tim Clayson, Thomas Burns, Paul Askins, Jeremy Glogower, Jeff Pynnonen.

Attendance

  1. Chair - Meeting was led by Mara Furland
  2. Secretary - none


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Board Meeting Minutes 20240716 Board Meeting Minutes 20240917
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