Minutes:Meeting Minutes 20250304

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This is a mix of agenda and minutes, currently in progress of being put online.

MinAgenda for 2025-03-04

Meeting Location

Meeting was Called to Order At: 19:30

All members who wish to be marked as present (in person and virtual) must add their names to the thread in the #meetings channel on Slack

https://i3detroit.org/hangout and at i3Detroit

Hybrid 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.
  • If you're in the space remember that having a single person speaking at a time is helpful for those attending online.

Introductions

What does being excellent at i3 mean

An experienced member explains what being excellent at i3 means to them

Experienced Members

  • Matt A: been a member since 2011. President. Excellence is an expectation where you will make this place better since you've been here. Cleaner or as clean as you left it. Sweep even if you don’t have to. Other people are happy to be here because of the effect you had. Good to have the encouragement of other people. You can inspire others to be excellent. That is excellent.

New Members & Guests

  • James (guest): In phase 2. Saw the meeting and wanted to come out and see the meeting. Been doing woodworking as a hobby. Wants to be more involved in local community. Community of makers is the perfect fit.

Show and Tell

  • James (guest): brought a wooden bookmark!
  • Paul Askins: new first aid kits. Also an orange bleed box NOT a first aid kit! Has a tourniquet, gauze, wraps, etc. Free class for i3 members (stop the bleed): what to do if somebody gets a bad cut.

Old Business

Outstanding Action Items

  • Establishing a time after member meetings to clean out member storage
    • Maybe have a potluck for this, but nothing to report now
    • Might be good for another time
Action Item: N/A - Discuss at the next member's meeting after 30 days notice goes by
  • Creating a guide or checklist to help members give tours
    • This was completed

New Business

  • Google says that we are part of a botnet

Upcoming Events

  • Volunteers to host upcoming Friday tours?


Please join the i3 eventbrite- [1]


4 March 2025 Member meeting

7 March 2025 Friday Tour

7 March 2025 Quill pen meetup-Free [2]

8 March 2025 Combination class leather and laser Wallet making- EventBrite [3]

8 March 2025 EMPUG Python Meetup (Classroom)

9 March 2025 SEMCO Tech Meeting (Classroom)

11 March 2025 Memberification & Treasurer Paperwork Party

13 March 2025 Kicad PCB Workshop (Classroom)

14 March 2025 Friday Tour

14 March 2025 Leather Lounge Friday

14 March 2025 MRCA Robot Combat prep/setup in commans/classroom

15 March 2025 MRCA Robot Combat event in commans/classroom- Teams allowed in at 8:00AM, Competetion starting at 10:00AM

15-16 March 2025 Design and Make a Custom Cutting Board [4]

16 March 2025 Expansion buildout day: Sewing & Craft rooms, Elab exterior

18 March 2025 Board Meeting

21 March 2025 Friday Tour

21 March 2025 Still Life Art

29 March 2025 Expansion buildout data- Sewing, Craft, ELab

29 March 2025 POTLUCK- Bring something to share


Adding Proposals to the Member Meeting Agenda

  • (Secretary/Daniel V)
  • It's great that we have lots of members taking the initiative to make changes!
  • Sometimes proposals can end up on the agenda that can't be voted on in a member meeting
  • Bylaws outline how proposals are passed and also what matters can be decided at a member meeting vs board meeting
  • Good rule of thumb: anything money related and creating or changing major responsibilities (like adding zones) is generally a board responsibility that can't be decided by the membership
  • If you're either unsure if you should add a proposal to the agenda or want to run your proposal by somebody, perhaps sending a message in #rules-and-stuff can help
  • Otherwise, it can be added as a discussion topic
  • President and board member said votes on these proposals are possible and that this was done before COVID

Call for Assistant Secretaries!

  • Looking for a way to get involved??
  • Secretaries are responsible for typing up meeting minutes, becoming familiar with the rules and bylaws, helping make sure the rules are followed before and during meetings, helping with voting
  • I will train you! There are also really great ex-Secretaries that can help
  • Time commitment is flexible! It can be as much or as little as you'd like, but minimum one meeting per month (1-2 hours) is a good rule of thumb. Just be sure you're generally available during the times of the meetings
  • This is a position that the bylaws recognize! You do get a formal title


Proposals

Action Item: Daniel V - Will give notice to membership about passed proposals via email and on #space-business and also modify standing rules if needed


Proposal:
Increase number of member meetings to twice a month and board meetings to twice a month through the end of May. This will become effective in April and will be according to the following schedule before returning to a normal cadence:
  • April 8: Member Meeting 7:30pm
  • April 15: Board Meeting 7:30pm
  • April 22: Member Meeting 7:30pm
  • April 29: Board Meeting 7:30pm
  • May 6: Member Meeting 7:30pm
  • May 13: Board Meeting 7:30pm
  • May 20: Member Meeting 7:30pm
  • May 27: Board Meeting 7:30pm

Context
Proposal to increase member meetings and board meetings for the next 2 months

Member meetings twice a month through the end of May

Board meetings twice a month through the end of May.

In an effort to improve communication, efficiency, and to bolster community engagement, I would like to suggest that we double the meeting frequency for the next two months.

Through this increase in engagement, It is my hope that we can gain some momentum on existing and future projects such as expansions and member storage projects.

With an increase in meeting frequency, the meetings become more manageable and more enjoyable.

Meetings are currently exhausting and lengthy. I believe an increase in meeting frequency will alleviate this situation through improved communication.

This is a big ask from leadership as they will have to meet 4 times a month.

This is a simple trial run for a short period of time, to move through some projects, and there is no long term commitment.
Moved by Jeremy, Seconded by James
14 Ayes / 3 Nays
Result: Pass
  • Increasing meetings may not help get stuff done faster
  • We used to have 2 member meetings per month.. ended up getting rid of one since nobody wants dto go to both
  • What’s the harm of trying?


Proposal:
Amend the standing rules as follows:

In the section labeled "General", insert new points 3 and 4 displacing current point 3 to point 5. The contents of the inserted points being as follows:

3. Members may not have items that are not part of official i3 business mailed or delivered to i3's address

4. Members may not use i3's address for anything other than the address of i3 for i3 related activity, not, for example, as their home address, mailing address, business address, etc.

Context
It has recently been brought to our attention that a former member is using i3's address as the address of his business which is only a shell from which to launch frivolous lawsuits. Upon searching we could find nothing that explicitly forbids this. This proposal closes that loophole.
Moved by Paul, Seconded by Alex
18 Ayes / 0 Nays
Result: Pass

Storage stuff

  • SECRETARY'S NOTE: We may not be able to vote on the below proposal ("storage zone"). The board is in charge of creating new zones.
    • Instead, consider: discussing storage responsibilities more broadly and see if people are willing to volunteer and if there's enough member interest, add this topic to the board meeting agenda.
    • President and board member confirmed we are able to vote
    • Jewelry zone was created in a member meeting. The floor space is decided by the board.

Storage Zone

Proposal:
Formation of storage zone. The floor space will be decided by the board at the next board meeting and the zone coordinator will be decided at the next board meeting.
Context
This committee will be responsible for improving member storage and updating the CRM for information. They can also help with parking tickets, act as a point of contact for members who have storage-related questions or concerns, and help with clearing storage of former members and updating the CRM about storage when needed.
Moved by Paul, Seconded by AJ
15 Ayes / 0 Nays
Result: Pass
  • Somebody will need to champion the zone. This can be AJ.

Zone creation is board not member meeting - mtfurlan 13:44, 4 March 2025 (EST)

Flammable Rules

Proposal:
Amend the standing rules as follows:

In the section labeled “Storage,” insert a subsection labeled “Flammable Storage Cabinet” below the subsection labeled “Safe Storage.” The contents of the subsection will be as follows:

  1. Only flammable liquids are allowed in the tall flammable cabinet
    1. Different types of materials should be separated to minimize risk for reactions between stored materials.
    2. Non-flammable materials must be stored elsewhere
  2. Everything placed in the flammable cabinets must be labelled with:
    1. Name + contact info (or Zone if approved by Zone Coordinator)
    2. General Use (when applicable)
    3. Date

Context
Discuss and update the rules regarding flammable and hazardous materials. (Proposed by: Aj) We need to decide what our rules for the flammable cabinets are. The wiki needs to be updated, and the updated rules need to be printed and put on the flammable cabinets in place of the current ones.

Aj's recommendation:

  • Keep only flammable liquids in the tall flammable cabinet
    • Best practice for flammable cabinets is to separate different types of materials. This minimizes risk for reactions between stored materials.
    • Non-flammable materials are taking up a decent amount of space, and we need more room for flammable stuff. Find new homes for the non-flammable stuff.
    • Materials that are hazardous but not flammable need their own location. New cabinet? Keep hazardous non-flammable in shorter cabinet? Thoughts?
  • Require everything placed in the flammable cabinets to be labelled
    • Date (these things have a shelf life and eventually go bad + if something's been in the cabinet for years, it is not being used and is taking up space)
    • Name/General Use/Zone (accountability + someone needs to be responsible for potentially hazardous materials + discourages putting stuff people don't want to deal with in the cabinets to get rid of it)

Our cabinets are not following the current rules on the i3 wiki or best practices for flammable cabinets and safety. Almost nothing is labelled and nothing is dated. This has resulted in the cabinets getting full and members not having space to add new supplies they're working with. It also makes cleaning the cabinets a very time consuming, onerous task.

The current rules for the flammable cabinets are as follows: https://www.i3detroit.org/wiki/Chemical_Storage_and_Disposal

  • Please make sure all chemical containers are legibly labeled with at least these three things:
    • Chemical name (it's amazing how often people forget this) or at the very least the most hazardous component
    • Owner's name and contact information (in case we need more information about safe handling)
    • The date you stored it (so we can tell if something is abandoned)
  • While we generally discourage use of particularly hazardous materials in the space, if you do, please include what the primary hazard class is clearly on the label, such as: CORROSIVE, FLAMMABLE, OXIDIZER, EXPLOSIVE, or TOXIC and store chemicals from different hazard classes in separate cabinets and follow storage guidelines on the MSDS or SDS.
.
Moved by Paul, Seconded by Jeremy
18 Ayes / 0 Nays
Result: Pass

Member Storage Rules

Proposal:
Amend the standing rules as follows:

In the section labeled “Storage,” amend the subsection labeled “Member Storage” by inserting points 3, 4, 5, and 6 displacing current point 3 to point 7. The contents of the inserted points is as follows:

3. No perishable food. Non-perishable food must be stored properly in a pest-proof container.

4. Flammable liquids must be stored in the flammable cabinet

5. Hazardous materials must be stored properly and safely in an original container with a clear label

6. Members are strongly encouraged to use a container
Context
Discuss and update the rules and guidelines for member storage. (Proposed by: Aj) The current rules and guidelines for member storage as listed on the wiki need to be updated and more accurately reflect the space.

Aj's recommendations:

  • No food in personal storage (or at least 'food must be stored properly and in pest-proof containers')
  • Flammable liquids must be stored in the flammable cabinet
  • Hazardous materials must be stored properly and safely (original container, clearly labeled, no way for it to fall or be knocked over)
  • Members are strongly encouraged to use a container such as: this heavy duty tote

I would also like to re-instate storage 'reaping'.

Here are the current rules/guidelines: https://www.i3detroit.org/wiki/Storage

We don't seem to have any defined rules on what people can / cannot have in their storage spaces. The only related rules are:

  • that you get one space, and only one space
  • Stored items must fit totally within that plot, with no significant extension into an aisleway for safety.
  • any member may empty property that is not stored safely or does not fit in a plot

We do emphasize that it is supposed to be active storage, but this seems to have been forgotten. Starting up 'reaping' and checking over storage spaces every few months (could be a PotLuck task?) could help here. The current rules/guidelines include the following:

  • This is active project storage.
  • If you don't touch the stuff in your plot for several weeks at a stretch, please take it home.
  • If you're keeping things in your plot outside the container, every single item must be labeled.
  • Items in MAPS but not labeled are subject to ticketing procedure. (MAPS = Member Active Project Storage)
.
Moved by Paul, Seconded by Jeremy
12 Ayes / 2 Nays
Result: Pass

Safety Zone

Tabled_Proposal:
Implement a Safety Zone and Zone Coordinator (Proposed by Paul Askins)
Context
Several new first aid boxes are around the space, and they need to be maintained. A Safety Zone would include all first aid kits, PPEs, safety training and AED devices. A Safety Zone coordinator will also be the point of contact in the event there is an accident.
Moved by ; Seconded by
0 Ayes / 0 Nays
Result: Tabled
  • We currently have a Safety and Compliance Committee so it may be best to just reactivate that
  • The safety committee should be fire extinguishers too
Motion:
Motion to table the above proposal
Moved by Daniel; Seconded by Wei
15 Ayes / 0 Nays
Result: Pass
  • SECRETARY'S NOTE: We may not be able to vote on the below proposal (AED funding). The board is in charge of allocating funds.
    • Instead, consider: putting this proposal on the agenda for next board meeting.
    • President and board member confirmed that we can
Proposal:
Approve up to $3,000 to purchase Zoll monitor with smart cabinet and online monitoring tool within 2 months.
Context
The AED device is an automatic external defibrillator. In the event of cardiac arrest it can be used to save someone's life. It also includes automatic voice instructions for operation. Our existing AED device is non-functioning. In the event that this is ever needed and can't be used, i3D may be liable. Cintas offers a service where they will provide and maintain the Zell3 AED for us for 135$ a month. They will update and keep the device charged so as to avoid disrepair. Replacing the AED ourselves will cost at least $2000 and we will need to maintain the pads, battery and software ourselves. See presentation
Moved by Paul, Seconded by Jeremy
14 Ayes / 3 Nays
Result: Pass

Zone and moeny are board

We've had a safety and compliance committe that reports to the board in the past, but I think it died? I think a committee with powers from the board to handle this is better than a zone cause a zone has floorspace

-- mtfurlan 13:44, 4 March 2025 (EST)

Potluck money

  • SECRETARY'S NOTE: We cannot vote on the below proposal (potluck funding). The board is in charge of allocating funds.
    • Instead, consider: having a discussion about interest in using i3 funds for potluck food or seeing if there are existing allocated funds to tap into. If there's no other alternative, you can add this as a discussion item for the next board meeting.
    • President and board member previously confirmed that we can vote on this
Proposal:
Allocate some funds ($100) for food for large member gatherings (PotLuck) (Proposed by Aj)
Context
Everyone seems to really like and appreciate when someone cooks / brings food for us during event days like PotLuck, and having food can act as a big motivator and improves moral too. I know some people (Thomas) bring food for us that they pay for themselves, and I think it'd be nice if the space assisted with this, since it's something we benefit from as a group.
0 Ayes / 0 Nays
Result: Postponed for next meeting
  • There is a budget for the activities coordinator
Motion:
Postpone discussion of the above proposal for next membership meeting
Moved by Daniel; Seconded by Jeremy
15 Ayes / 0 Nays
Result: PASS

Money allocation is board, not member meeting. Traditionally VP of Events and Classes has had discretionary money for stuff like event food -- mtfurlan 13:44, 4 March 2025 (EST)

Woodshop storage

  • SECRETARY'S NOTE: We cannot vote on the below proposal (woodshop storage). The board is in charge of floor space.
    • Instead, consider: having a discussion about interest in doing this here. If there's enough interest, add this to the agenda for the next board meeting.
  • The below proposal was not discussed nor voted on
Proposal:
Allocate some space towards vertical storage for workshop materials (Proposed by Aj)
Context
i3's woodshop workshops are pretty popular and happen regularly. These workshops require a lot of wood boards, and we don't currently have any good options for storing this material (either doesn't fit well because the boards are too long, or runs the risk of getting mixed in with the general wood storage everyone uses). In order to support these workshops, we should have somewhere the supplies for them can be safely stored.
0 Ayes / 0 Nays
Result: Pending

Zone Floorspace allocations are board not member decisions. It would be easier to convince wood shop to allocate some of it's existing floorspace - mtfurlan 13:44, 4 March 2025 (EST)

Zone updates

Roof

Roof Leak: Above New Sewing Zone - Status Update (Hans C.)

  • Funding was approved during February's Board Meeting to replace exhaust vent shutter, including related supplies.
  • Next Steps: Andrew Y. and I are sourcing a replacement part and supplies.
  • See #infrastructure for more details.
  • More information to follow.

Roof Leak: General (Hans C.)

  • No status updates available on plans to fix overall roof.
  • The roof's deteriorating condition still needs attention and a plan, especially as Summer arrives.
  • Anyone else with interest in helping with the multiple leaks, please feel welcome to volunteer.
  • Use Slack Channels #infrastructure and/or #space-business to share news and coordinate efforts.

Automotive Zone

  • n/a

Bicycle Shop

  • n/a

Ceramics Zone

  • n/a

Classroom

HVAC (A-Side Office Area): Status Update (Hans C.)

  • Next Steps: Alex T and I are waiting on warm weather and then will be cleaning the mini-splits.
  • More Updates to follow.
  • See #infrastructure channel for updates.

CNC Zone

  • n/a

Commons Area

  • n/a

Craft Room

  • n/a

Electronics Lab

  • n/a

Fab Lab

  • n/a

Glass Zone

  • n/a

Infrastructure

  • n/a

Injection Molding

  • n/a

Jewelry Zone

  • n/a

Kitchen Zone

  • n/a

Laser Zone

  • n/a

Leather Zone

  • n/a

Machine Shop

  • n/a

Media Lab

  • Many printers in the space including cloth, mugs, and t-shirts
  • Might want to make podcast room in the area
  • Some members might want to keep all the hardware, so it may be best to ask the rest of the committee

Sewing Zone

  • n/a

Tool Crib

  • n/a

Vinyl Zone

  • n/a

Welding Zone

  • n/a

Wiki

  • n/a

Wood Shop

  • n/a

SIGs

MotorSports

  • n/a

HAM

  • n/a

Letterpress

  • n/a

Robotics

  • n/a

Combat Robotics

  • Event is on March 15th! We'll be taking over A side for the day, if you have any interest in helping out, I'll need a hand in the morning getting people signed in and stuff!

Cosplay

  • n/a

i3TV

COWBELL

Broom Party!


Action Item Summary

Action ItemPOC
Will give notice to membership about passed proposals via email and on #space-business and also modify standing rules if neededDaniel V
Discuss at the next member's meeting after 30 days notice goes byN/A

Proposal Summary

ProposalMoved BySeconded ByAyeNayResult
Amend the standing rules as follows:

In the section labeled "General", insert new points 3 and 4 displacing current point 3 to point 5. The contents of the inserted points being as follows:

3. Members may not have items that are not part of official i3 business mailed or delivered to i3's address

4. Members may not use i3's address for anything other than the address of i3 for i3 related activity, not, for example, as their home address, mailing address, business address, etc.		PaulAlex180Pass
Approve up to $3,000 to purchase Zoll monitor with smart cabinet and online monitoring tool within 2 months.PaulJeremy143Pass
Amend the standing rules as follows:

In the section labeled “Storage,” amend the subsection labeled “Member Storage” by inserting points 3, 4, 5, and 6 displacing current point 3 to point 7. The contents of the inserted points is as follows:

3. No perishable food. Non-perishable food must be stored properly in a pest-proof container.

4. Flammable liquids must be stored in the flammable cabinet

5. Hazardous materials must be stored properly and safely in an original container with a clear label

6. Members are strongly encouraged to use a container		PaulJeremy122Pass
Amend the standing rules as follows:

In the section labeled “Storage,” insert a subsection labeled “Flammable Storage Cabinet” below the subsection labeled “Safe Storage.” The contents of the subsection will be as follows:

  1. Only flammable liquids are allowed in the tall flammable cabinet
    1. Different types of materials should be separated to minimize risk for reactions between stored materials.
    2. Non-flammable materials must be stored elsewhere
  2. Everything placed in the flammable cabinets must be labelled with:
    1. Name + contact info (or Zone if approved by Zone Coordinator)
    2. General Use (when applicable)
    3. Date
PaulJeremy180Pass
Formation of storage zone. The floor space will be decided by the board at the next board meeting and the zone coordinator will be decided at the next board meeting.PaulAJ150Pass
Increase number of member meetings to twice a month and board meetings to twice a month through the end of May. This will become effective in April and will be according to the following schedule before returning to a normal cadence:
  • April 8: Member Meeting 7:30pm
  • April 15: Board Meeting 7:30pm
  • April 22: Member Meeting 7:30pm
  • April 29: Board Meeting 7:30pm
  • May 6: Member Meeting 7:30pm
  • May 13: Board Meeting 7:30pm
  • May 20: Member Meeting 7:30pm
  • May 27: Board Meeting 7:30pm
JeremyJames143Pass


Meeting Metrics

  • Time completed: 21:39
  • Attendees: 22

Attendance

  1. Chair: Jeff B
  2. Secretary: Daniel V



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