Minutes:Board Meeting Minutes 20250318

Meeting Location

Meeting was Called to Order At: XXXXXXXXX

i3 Detroit 1481A Wordsworth St. Ferndale, MI 48220

Or

Virtual

Pre-Meeting Preparation

• Check mailbox for mail (bills, letters, etc.)
• If you'd like to be added to the attendance list, please message your name in the thread in #meetings on Slack

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

Bank balance EOM	(includes $25,000 Grant in April)
Feb	$10,899.90
Mar	$10,672.09
Apr	$36,102.06 Net $11,102.06
May	$31,440.27 Net $6,440.27
Jun	$33,397.93 Net $8,397.93
Jul	$34,309.93 Net $9,309.93
Aug	$33,626.54 Net $8,626.54
Sept	$22,792.57 Net $12,770.16. Grant balance remaining $10,022.41 after CNC purchase
Oct	$24,432.28 Net $14,409.87.
Nov	$21,519.24 Net $11,672.21. Two rent checks (~5300) hitting in same month due to transition to EFT for rent payments
Dec	$22,826.76 Net $13,306.28.
Jan 2025	$22,607.51 Net $13,087.03.
Feb 2025	$24,771.69 Net $15,251.21.
Savings Balance	$55,047

• Member dues were $10,549 in Jan and $12,028 in Feb. I'm not comfortable with comparative numbers in Quickbooks for dues from 2024.
• February balance impacted by $2335.85 payment for Sewing Room buildout. Expense incurred in December 2024.
• I plan to provide a 1st quarter financial report (aka Profit/Loss Statement) at April BOD meeting.
• I plan to put remaining Grant money into savings and put $35,000 in 3 month CD as inflation hedge.

Approved budgets 2025

• Electronics lab $7000

Delinquent Dues

• As of March 1, 53 notices of termination have been sent. Remaining should be completed this month. At that point, active members in CRM should be reasonably accurate.
• Access cards need to be deactivated as well
• AJ is reviewing termination list for storage plots that can be recovered.

Secretary

• Link to proposals from member meeting
• For those who didn't attend, 3 standing rules changes passed at the last member meeting regarding using i3's address and use of storage. Notice was given to membership and the standing rules have been updated.
• 3 other proposals were passed that should be brought to the attention of the board:
  • Approval of $3,000 to purchase a Zoll monitor for the space
  • Formation of a storage zone with the floor space and zone coordinator to be designated during this meeting
  • Change member meeting dates and board meeting dates to every Tuesday in April and May

VP of Membership

1 New member onboarded Friday

3 new members are in Phase 1

5 new members are in Phase 2

Membership is currently showing at 200 active

VP of Activities & Classes

Per discussion @ last board meeting (to not go through all upcoming events)- not redoing the events listed on the Member meeting

Income:

WoodShop:

OSAMA!:

1 Feb 2025 $385

15 Feb 2025 $70 (event was sold out- but $229.62 Refunded due to weather)

Leather:

11 March 2025 $525

Pulse Check

This is a reminder to check if any officer provided no report in three consecutive board meetings. If so, at this point in the Board meeting, we add an item to the subsequent Member Meeting agenda, to call for nominations or volunteers for the Board to appoint to that office at next month's Board meeting.

Committee Reports

Safety & Compliance Committee

No update.

Reports only expected in July.

Old Business

Prior Minutes

• Motion:
  Motion to approve last months minutes
  Moved by Mover; Seconded by Second
  Ayes Ayes / Nays Nays
  Result: ?
  • Board Meeting Minutes 20250218

Outstanding action items

• Reach out to people involved in infrastructure to get passwords for IT and other infrastructure items.
  • Minutes:Board_Meeting_Minutes_20241015#Discuss_transition_from_zones_to_committees
  • Hi, your local digital infrastructure mtfurlan here, nobody ever reached out :(
  • As far as I can tell, there is nothing important that only a single person has access to, let me know if you have any questions via slack or email
  • Also I see a lot of pitfalls with turning infrastructure from a committee of two to a committee any zone coordinator can join at will, let me know if you want me to write up my thoughts or if I should just try to show up to the april board meeting
• Send an email to restart the fundraising committee (Jan H)
• Discuss establishing a disciplinary committee

New Business

Annual Dues

Proposal:
Affirm the verbal decision to cancel the "bonus" month for annual dues payments. It appears that neither the decision to implement bonus month nor the decision to rescind has been documented in meeting minutes. A search of Board meeting minutes going back to 2019 has not identified any formal action. We will not retroactively attempt to recover one month of dues from annual dues payers. Monthly dues are $59 and annual dues $708.
Moved by Tim Clayson
0 Ayes / 0 Nays
Result: PASS-FAIL

Expansion for Sewing Zone

Proposal:
Allocate $5000 to complete expansion of sewing zone.
Moved by Thing 1, Seconded by Thing 2
0 Ayes / 0 Nays
Result: PASS-FAIL

• [Estimate Details]

Bylaws and Standing Rules

• What are the powers of the board vs the members meetings? It needs to be outlined properly in the bylaws or standing rules. -Paul Askins
  • Bylaws, section 9 (Treasurer), #3: Disburse, or cause to be disbursed, the funds of the corporation as may be directed by the board of directors, taking proper vouchers for such disbursements.
  • Bylaws, section 8: Regular meetings of directors shall be held at a time and place decided by a resolution of the board of directors.
  • Standing rules, floor plan, #6: The Floor Plan may only be changed with the approval of the Board of Directors.
  • It's vague, but there is a reference to "How to be an executive" in the standing rules.
  • Funds allocation is outlined in How To Be An Executive/Board of Directors. If it's confusing to have it only here, we could paste the language to the Bylaws.
• Purchasing Zoll Plus AED as decided upon. Financial situation, reimbursement, setup. -Paul Askins
• Update on Bylaws and Standing rules review -Paul Askins
• Review of Roberts Rules for meeting proposals -Paul Askins

• Please note that if you add something that requires a board vote, you must also email board@i3detroit.org at least 10 days before the board meeting to notify them of the upcoming vote

CRM Replacement Status

• Discuss progress to replace MakePi and Seltzer.

Bylaws questions: email vote stuff

Hi, Mara here again, the bylaws draft is coming along, and the question of board vote policy is one of the few remaining open questions to resolve before sending it to membership for wider comment.

I'm probably going to miss this meeting, so I'm putting all the details in text, sorry.

Historically, if the board does an email vote, even if 4/7 board responds in favor, the vote doesn't close till everyone has voted or some number of days pass.

I think we should *not* keep this policy, and instead resolve email votes as soon as majority votes because there has been a lot of frustration historically over how slow the board can be, and making some things go a few days faster for literally no cost seems like common sense to me.

Either way we need to write it down, because a policy that isn't written down is bad for everyone.

I asked about this on 2024-09-17, and there was an action item to follow up, but it was never followed up on

Tire Machine Purchase

• (Jeremy G)
• Have raised money for purchasing a new tire machine/balancer
• Donations should have gone to Auto zone with "tire machine" in the comment
• This may be a zone expense, but would like to use tax ID to not pay taxes on it

COWBELL

Action Item Summary

No action items.

Proposal Summary

Proposal	Moved By	Seconded By	Aye	Nay	Result
Allocate $5000 to complete expansion of sewing zone.	Thing 1	Thing 2	0	0	PASS-FAIL
Affirm the verbal decision to cancel the "bonus" month for annual dues payments. It appears that neither the decision to implement bonus month nor the decision to rescind has been documented in meeting minutes. A search of Board meeting minutes going back to 2019 has not identified any formal action. We will not retroactively attempt to recover one month of dues from annual dues payers. Monthly dues are $59 and annual dues $708.	Tim Clayson		0	0	PASS-FAIL

Meeting Metrics

• Time completed:
• Funds appropriated:
• Attendees:

Attendance

1. Chair
2. Secretary

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