O&D Meeting 01/16/2024

Agenda

Old Action Items

• Metalshop Fan FAP (Passed)
• Bylaw Change (expense allowance)
• Lease
• Updated Budget / Receipts
• Set up Jim as Staff Member/Reporting access.
• Table Saw
• Miter saw Guard
• Phone Call Drive
• Turn flickr off

Old Business

• Broken E-mail Account - SOP required, O&D need instructions for how money can be spent to fix things
• Table Saw (Finally to be removed from Agenda!)
• Setting Dates For Meetings - Suggestion was ever Quarter have a non-3rd Tuesday meeting.
• OOPS update

Treasurer Report

Here are links to the two reports for January 2024

• LVL1-StatementOfActivities-202401.pdf
• LVL1-StatementOfFinancialPosition-20240131.pdf

Treasurer Topics

• January was an OK/good financial month and the treasurer encourages ongoing everyone's good OOPS efforts to increase membership and revenue.
• Investigating to transition from QuickBooksDesktop to Wave Accounting software (working with Tiffany & Daniel Johnsen)
• Discuss and obtain O&D authorization to use LG&E bill leveling
  • Reason and Rationale for this
  • Planned Implementation
• Discuss and obtain O&D authorization for "encumbered/designated/reserved" accounts shown on Statement of Financial Position

New Business

• Homeless at the point and new door protocol.
• Lawyer Stuff / Wavier
• Soda Machine Price - Lock-a-doc
• Classroom HVAC

Categorizing Monthly Purchases

• Will work toward a formalized procedure to make sure it continues; possible bylaw change for annual meeting

Minutes

Board meeting minutes, January 16, 2024 Attendees: Kevin F, Danielle B, Andy M, Adam T, Jim D, Tiffany H, Bill S, Raj S, Charles L, Pete R, other people in the main room who passed in and out of the board meeting

meeting commence 9:19 pm

Old action items:

• Metalshop Fan FAP passed: Will get fan ordered shortly. Kevin P did the FAP, Bill S has the information about the fan; Tiffany H will handle getting with Bill to order parts.
• Bylaw change, expense allowance: It passed.
• Lease: Have new board in place. Tiffany will text Barrett telling him, and that Kevin F is new president.
• Update budget/receipts: Shoestring budget is in effect now. Receipts were reimbursed for last month. New reimbursement allowance amount is $150 per reimbursement, up to $600 per month.
• Set up Jim D as staff member with reporting access on Pike13: Has been done.
• Table Saw: Fixed and set up with dust-collection requirement in place.
• Miter Saw Guard: Ordered one, not second one yet. Go ahead and order second one.
• Phone Call Drive: Did that. Still have a few contacts to make, but mostly updated.
• Turn flickr off: Tiffany tried, was unsuccessful. Danielle will try again to “fluck with flickr”, or we will have Jim D cancel payment on PayPal.

Old business items:

• Broken email account - SOP required, O&D need instructions for how money can be spent to fix things: Discussed last couple of months that “broken is broken,” the emails were only being received by two people.
• We’ve un-broken “broken” and now more people are receiving the emails. Regarding SOPs, our bylaws spell out how and when we can spend money to fix things, but we need to organize things so that directors know what we can and can’t spend money on.
• We want to get to where “broken” is more of a ‘membership initiative’ thing than a ‘spend money’ thing. OOPS will be addressing this.
• Moving forward, things that need to be purchased will be handled by O&D, things that need repaired or time investment will be handled by membership.
• Danielle discussed the possibility of using Google Forms for receipts and reimbursements, and that we’ll now go back to our former reimbursements protocol under the shoestring budget.
• Jim D discussed that, for the short term, use treasurer@lvl1.org to request reimbursements and copy the email to directors@lvl1.org just to be safe.
• Group discussion regarding what can be spent per month in reimbursements and FAPs, and discussed why ‘broken’ needs to be maintenance.
• Table Saw: Finally can be removed from the agenda; thank you to all who worked on it. People need to be aware that the table saw will not run without suction. The dust collector MUST be turned on first.
• Setting Dates for meetings: In the interest of making board meetings more accessible to membership, meeting dates have been changed up a bit. Every even month, beginning with February 18th and ending with December 15th, will be one the third Sunday at 2pm; every odd month, such as tonight, will remain on third Tuesdays at 9pm.
• OOPS update: Danielle discussed that she and Andy Mahoney will get a Discord channel and roles set up, then we can get the ball started rolling as an OOPS group to make things happen.

Membership Report:

• Membership count as of tonight, 1/16/24, is 77 members.
• The requirement for membership count under the shoestring budget is 63.83 members.
• Jim D’s goal for the year is to add 16 members, or to get to 93 members by December 31, 2024.

Treasurer’s Report:

• Net income for month is $1,716, which includes a $500 makership donation, so $1,200 net revenue for December.
• A check for $1,500 went out in December for January rent before I could get that changed, so a supplemental check for $500 went out in January. Rent total in January will be $2,500 because of that supplemental check.
• Utility bill was $390 for December. January bill will be low, too. However, in new business, the classroom heater is not functioning and has probably been not functioning for a couple of months, which is probably part of why this bill is so low.
• Zoom is $35; insurance is $153; CC processing fees are $122; spent $44 on supplies; spent $10 on low-cost tools and supplies. Need to spend a little money on supplies, 90% alcohol, bleach, dish liquid, Gojo/Goop, coffee, other basic supplies, etc.
• Jeff McCord donated all proceeds from his December laser class to makership, so total makership donation for December was over $560.
• Balance Sheet information: Total assets at the end of the year is $65,433. This doesn’t include interest on the CD, which is at 4% and will mature in May. Our Republic balance is $54,331; the CD is 10,000; PayPal is $1,101, and the total is $65,433. Some of that money is encumbered funds: makership fund, 3D filament, vinyl fund, t-shirt money, and now potluck/pizza money.
• Jim D will be back in town in two weeks, and we’ll handle getting Kevin F and Jim D onto the Republic Bank acct as signatories, and Charles L and myself off.
• 2023 Annual Financial report will be provided to membership before June 2024.

New Business/Round Table:

• Homeless at The Pointe and new door protocol: Barrett let us know that he’s having serious homeless person problems in the building, and that he’s had barrel bolts installed on ALL of his exterior doors, and now he is locking the building every night at close of business and opening them back up in the morning. He plans to have steel doors installed at the vestibule next week and having new locks on the exterior doors next week with stronger magnetic locks. Eventually, The Pointe’s keyfob system will be working again.
• Kevin will send a message to membership about not leaving LVL1’s exterior door and bathroom door unlocked while not in visual line of sight.
• Lawyer stuff/waiver: Raj has been emailing regarding new insurance. Our current waiver is insufficient, so we definitely need to update the waiver due to case law and needing updated language. When it comes time to pay an attorney for a waiver rewrite, we’ll be sure to retain someone whose specialty this is. For informational purposes, just gathering information regarding general legal questions is okay.
• Soda Machine, prices/Lockadoc: Vending fund had $109; spent $60-something stocking the machine. Doc presented options for soda vending to potentially raise extra money to buy a snack vending machine for future use, and to have money in the vending fund for maintenance of the vending machine(s). Soda machine has 9 slots for sodas; most slots will remain the same, some slots will rotate various stock. Adam can/will make labels for buttons for soda machine.
• Soda Machine, digital reader: Soda machine is currently cash only, discussion regarding different methods of debit card, RFID payments, there are additional expenses involved, STRIPE service, options.
• Waiver: Discussion that we need to update it, and that we have a desire to make it digital.
• Classroom HVAC: Is not working; we need to have it looked at. HVAC is LVL1 responsibility; LVL1 does NOT have to use The Pointe’s HVAC company. Tiffany will see if she can get her boyfriend’s nephew down here to look at it, fee free or cheaply.
• Discussion regarding getting treasurer’s keys to Jim, and regarding safe combination. The president’s keys are apparently lost, haven’t been seen since Charles gave them to subsequent president.
• Discussion regarding Google group, members’ list, emails, Discord, Slack, and what to use for official communication. We wish to develop Discord and Slack further, but will continue to use Google members’ list for official communication to membership.
• Andy M will be making some improvement changes to the Discord.
• Raj discussed that a raffle for the Potluck portion of Pizza donations is probably not a good idea, under the premise that it is charitable gaming and has too much state/Federal regulation. We are not selling food, it’s by donation only; people can eat the food whether they donate or not.

New action items:

• Collect new board’s information for Secretary of State website and new whitelist for parking. Tiffany’s action item to file with Secretary of State.
• Need to get updated parking whitelist to Barrett Tasman for PCM.
• Kevin F is to ask Lockadoc for the PIN to the security system.
• Tiffany do a group message with Kevin F and Barrett T introducing new president to landlord. Will have a conversation about lease signing. Want to review the lease before signing: Charles, Tiffany, Raj, Kevin F.
• Get new board members into appropriate Google emails and chats and suite and such.
• Need to get the whole board up and running on the Slack private directors’ chat.
• Tiffany going to have a discussion with an attorney regarding whether we need O&D insurance (eg, O&D negligence, not following bylaws, etc.), what changes waiver needs to have, etc.
• Set a meeting date between Danielle, Jim and Tiffany to discuss member management things.
• Metal shop fan FAP. Tiffany will order the fan and other parts provided therein.
• Tiffany will order other miter saw part(s).
• Adam and Danielle will try to turn off flickr.
• Kevin F will set new board meeting dates, put them on the calendar, and notify membership of those.
• OOPS update, Danielle.
• Kevin F to notify membership of homeless issues, Pointe locking doors daily, trash out during business hours until Pointe doors are fixed.
• Tiffany will get an HVAC person to come look at the classroom HVAC.

meeting adjourned at 10:54pm