Minutes:Board Meeting Minutes 20250318

Meeting Location

Meeting was Called to Order At: 19:33

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.
• Some anomalies remain in the numbers, mainly revenue figures

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

Fundraising Committee

• Needs people
• Used to be headed by the treasurer
• It's geared towards external fundraising more than anything else (ex. grants)

Safety & Compliance Committee

No update.

Reports only expected in July.

• In member meeting, members wanted this to be re-activated
• We could try to reach out to Andrew to see if he’d be willing to head it
• Paul: quick report on safety
  • Stop the bleed class, bleed kits are now here
  • Wear safety glasses
  • Compliance: did electrical compliance check to make sure its up to code
  • There’s cracks in the walls but not known if there’s a leak in them

Old Business

Prior Minutes

• Motion:
  Motion to approve last months minutes
  Moved by Tim C; Seconded by Paul A
  6 Ayes / 0 Nays
  Result: Pass
  • Board Meeting Minutes 20250218

Camera Review Review

• None

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
• Theres a number of things that we have access to stop that’s not documented and if somebody leaves there’s at risk
  • Perhaps when there’s a new board, just give the board access to all the items. This is so that there’s a new set of people that have it.
  • Do it at the September meeting. The info will be passed to the next board of directors.

Action Item: Jan H - Next meeting will review the passwords and digital access to everything so that the board can be in the loop on this. Will send out an email to get this done.

• Send an email to restart the fundraising committee (Jan H)
• Discuss establishing a disciplinary committee
  • Make everything more transparent so people aren’t answering to the board, but to the members

Action Item: Daniel V - Daniel will bring proposal to the Board to discuss potential changes. Will send email with the document attached.

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, Seconded by Frank A
6 Ayes / 0 Nays
Result: PASS

Expansion for Sewing Zone

Proposal:
Allocate $5000 to complete expansion of sewing zone. Funds for this will be available through May 31st.
Moved by Paul A, Seconded by Jeremy G
6 Ayes / 0 Nays
Result: PASS

• [Estimate Details]
• For completing rooms nd fixtures
• Reviewed attached budget line item by line item
• There is a spreadsheet of a budget present dot the board
• We currently have one of the best serger machines purchased a while ago
• 3 types of insulation for different purposes
• Some items have been purchased already
• Questions about some higher dollar line items, including a coating. An alternative will be looked into
• There’s a lot of wood in the drawers and table top
• Will make sure that at the next potluck, the focus is finishing sewing zone

Establishing a Storage Zone

• Last membership meeting, membership voted to create a storage zone but didn't assign floor space since that's a power of the board

Proposal:
Create a storage zone. The floor space will be the existing storage plots as they are in the numbered plots in the CRM. AJ will be the zone coordinator. It includes member storage, long project storage, and i3 storage.
Context
Membership voted to create a storage zone but didn't assign floor space or a Zone Coordinator since that's a power of the board.
Moved by Frank A, Seconded by Tim C
6 Ayes / 0 Nays
Result: PASS

Approving Purchase of a Zoll Monitor

• Membership proposal wording: Approve up to $3,000 to purchase Zoll monitor with smart cabinet and online monitoring tool within 2 months
  • According to state law the board is required to approve spending
• The AED is 2k, cabinet and other things are like 200 add ons. The 3k would be to add some of them
• Another option: There is a 1600 year Cintas service for maintaining it and providing a loaner.
• Another Option (current proposal): purchase our own. With Zoll plus and cabinet.
• Cintas has a service to send somebody to do monthly inspections on it. May be possible to do it ourselves.

Proposal:
Approve the purchase of the $2450 option (plus any additional fees) for a Zoll AED, smart cabinet and online monitoring tool within 2 months.
Context
Membership expressed interest in purchasing a Zoll AED. Funding for this needs to be approved by the board.
Moved by Paul A, Seconded by Tim C
6 Ayes / 0 Nays
Result: PASS

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.
  • According to state law the board is required to approve spending
• Purchasing Zoll Plus AED as decided upon. Financial situation, reimbursement, setup. -Paul Askins
• Update on Bylaws and Standing rules review -Paul Askins
  • Updates are in google doc in rules working group. Updating it on how we do stuff in the space.
  • Will send it to a law firm
  • There will be a meeting on Wednesday. This will be announced to the broader membership.
• Review of Roberts Rules for meeting proposals -Paul Askins
  • We should use a hybrid Roberts Rules
  • Use slack if you’re online and voting so there's a record

• 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.
• Reviewed hello club. Went in and had a good discussion and demo. Did everything we wanted it to do. Questions on if we needed the API.
• One of the members wanted to research a few more things but it never happened
• We need to move people off the old system to the new system
• Will need to figure out the door system
• We are all set otherwise with funds approved. Will just do it.

Action Item: Frank and Tim - Schedule a meeting with Mara to get this CRM transition going and talk integration

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

• General agreement with the above. This can be discussed at the rules meeting on Wednesday and a proposal should be brought to the board.

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
• Raised $2286 and another 100 cash. Sell old tire machine. $3136.56 total. Extra will go to storage and tool chests.
• We need a way to pay to buy the machine
• Jeremy will work to get the money from Tim so he can take care of it.

COWBELL

Action Item Summary

Action Item	POC
Daniel will bring proposal to the Board to discuss potential changes. Will send email with the document attached.	Daniel V
Next meeting will review the passwords and digital access to everything so that the board can be in the loop on this. Will send out an email to get this done.	Jan H
Schedule a meeting with Mara to get this CRM transition going and talk integration	Frank and Tim

Proposal Summary

Proposal	Moved By	Seconded By	Aye	Nay	Result
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	Frank A	6	0	PASS
Allocate $5000 to complete expansion of sewing zone. Funds for this will be available through May 31st.	Paul A	Jeremy G	6	0	PASS
Approve the purchase of the $2450 option (plus any additional fees) for a Zoll AED, smart cabinet and online monitoring tool within 2 months.	Paul A	Tim C	6	0	PASS
Create a storage zone. The floor space will be the existing storage plots as they are in the numbered plots in the CRM. AJ will be the zone coordinator. It includes member storage, long project storage, and i3 storage.	Frank A	Tim C	6	0	PASS

Meeting Metrics

• Time completed: 21:37
• Funds appropriated: $7450
• Attendees: 10

Attendance

1. Chair: Jeremy G
2. Secretary: Daniel V
3. Paul A
4. Frank A
5. Alex T
6. Tim C
7. David H
8. AJ
9. Jan H
10. Wei G

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