O/D Meeting 1/21/2020

Agenda

Annual meeting business

• Paperwork
• Board meeting schedule

Workshops and events

• Elections (January 20-21)
• Member/wood-boneyard shelving (Sat. January 25, 10a-4p, approx)
• Cosplay United Open Build (Sat. January 25, 12-4p)
• Hardware Happy Hour - Circuit Playground Workshop (Weds. January 29, 6p-8:30)
• Star Wars: Mandalorian Armor workshop (Sat. February 8, noon-6p) - ORC & Mandalorian Mercaneries
• Space Upgrades

Space and equipment

• Window coverings need to happen, set up a workshop, aka "shop-upgrade-shop"?
• Rabbit service call?
• Ventilation fan in metal shop
• Progress on air conditioner mount for metal shop

New Business

• Vending machine
• Verifying members' ages

Minutes

LVL1 Board Meeting January 21, 2020

begin 9:28 pm

attendees: Charles Andy Danielle, Tiffany, Paul Strasser, Virgil, Randy S, Patrick, Paul Gossen, Raj, Rob, Kenneth, Madeline, Jim K, Steff, Jim D, Will

Charles: Our annual report due to the state, needs to be filed. Need to add new people to director's drive and remove the old. Andy will go over members group with Tiffany, Paul and Madeline. Does the new board have any input on board meeting schedule? [discussion] Stays monthly for now. Next meeting will be third Tues in Feb. Next, finance and member report.

Jim: First page, profit & loss, we came up $900 ahead of budget, a lot of that was savings from utilities. Bunker was dead for a month and a half, that helped. I send out the utility bill on the members list so everyone can see what we pay. March was the bad one last year, we'll see that on the last page.

Unencumbered funds, there are some scholarship and grants that are hanging around in the bank account, so that makes it look like we have more money than there is in the general fund.

Jose: Don't grants have a sunset? A time the funds need to be used by. We need to determine that, and either use it or send it back.

Jim: We're earning interest through the funds that are invested in CDs.

The second page is a breakdown of dues from credit cards and PayPal, and people who pay in cash. We get money from Amazon on occasion, last one was $98 from our Amazon Smile.

Expenses. Recurring expenses include rent, utilities, insurance, subscriptions that are broken down on the last page. We paid out some money to Amazon; there were not too many orders in Dec. We paid for Hackathons pretty regularly at the end, but we had several months with no Hackathon so that money was retained and stayed in the general fund.

We had some money returned from the bunker upgrade, Ned rounded up all the unused parts & returned them so we got some money back there. On the toolbox, we paid $919, so we spent less than was FAP'd for, so that also helps. I'll go back through all of this and make sure when we file taxes that we have accurate info.

Last page, utilities compared to last year. Rent has stayed the same, thanks to Raj. If they don't think about us, it'll stay the same this coming year. If they do remember to invoke the raise, it'll go up. We have subscriptions. We have MeetUp app, v-Carve, cad issue.

Andy: Autocad was - Brad somehow knew someone who donated it. That person is no longer with the company, so we no longer have that access. I will get back on the site and find out how much per month Autocad will be, I think it was $59 per month, which will get us a single-use general log-on.

Raj: Is there a demand for it?

Andy: Sometimes it comes up. Fusion360 is free.

Raj: AutoCad is professional level software; if someone is

Patrick: Talk to Solidworks. EAA has a deal with solidworks, EAA membership is $40 per year, and it's pretty much the full version.

Andy: I'll look into that and propose that.

Jim: That subscription will reflect whatever we decide on that. Insurance is up for renewal in July, so the July bill will be different, will reflect that.

Our bills are -- Pike13 is our billing software. Pay it monthly. It also does reports. Everyone has a page with Pike13. If you know your card is expiring, you can change it in your Pike13 page. We still have 9 members on paypal, who still pay us that way. I transfer out some money to keep that balance low. If money gets stolen from paypal, it's gone, as paypal is not a bank. Credit card processing has different numbers each month, but it remains pretty much the same. Depends how many members are processed each month.

On page two for income, if one month looks radically different than the next, such as June and July or November and December, if one month ends with a holiday, the CC company takes the money, but doesn't send it to us until next month, then that's what causes that type of discrepancy. The snapshot effect, rather than tracking things and putting them where they belong.

Same thing with FAPs, when the vote closes is when the FAP goes to the bank. If you propose it in end of Oct, and it closes in beginning of Nov, then ti goes into Nov. For those who are new, if we go into the red in a month, then all discretionary spending is suspended. We knew that would happen, with the bunker.

I'm going to get with Kevin and do the taxes, which should come out without too many headaches this year.

Andy: Check your email. Patrick: What's this number, this 5-thousand? Jim: That's our surplus. Patrick: So why is there a $10,000 discrepancy?

Jim: That's Makership, we got over a thousand from Tim van Sant's family, and there were other donations. Like I said, that money at the bottom isn't just our general fund.

Charles; What's our current membership? Jim: 87. Andy: It fluctuates. It goes up and down, some.

Danielle: This goes to the new board member people: The principal job fo the directors is to make sure that the officers are doing their job. Just make sure that we're doing our jobs, we know what they are, and all that stuff. Keep us in check. I'll transfer documents to you-guys, we have a drive, so you'll be able to access that stuff, as well.

Charles: If you want to know what your officers are doing, it's spelled out in the bylaws, you can check that document for those guidelines.

Danielle: Just want to throw that out there. Charles: Anything on finances? Paul Strasser: Asked about financials per calendar year.

Jim: We're passing the budget tonight, so we'll start the new budget money for hte new year now. I'll try ot have a head of each area, just kind of leep an eye on things, let us know what we need and can give us a head's up about that area and what needs to be done.

Andy: The large laser, been told that we need to look into having a service call. If the guy comes out and tunes it up, it's $400. Last year, he rigged the tube to get us through this We're losing power, I've been told. And it's out of focus. The tube is around 1400. That's something we need to look into. If that's the case, I think that's the way to go, to renew the laser. If he comes back out here, I think it's well worth it.

Jim: Since the budget was approved, we've got $500. If we have to do a FAP, that could take time.

Patrick: This is exactly the reason the emergency fund was created, so we can spend the money immediately, and then do a FAP to restore the emergency fund.

Danielle: What about the maintenance we need to do, that Kevin was talking about? Tiffany: That's not the same thing. Andy: It's been degraded, and now it needs to be totally fixed. Steff: Has the tube been replaced before?

Andy: No, it's not been replaced yet. They have our history at Rabbit in Cincy. I'll get a hold of them tomorrow.

Patrick: An 80w replacement tube is $850. Andy: Plus he comes from Cincy to do the service call for $400. Paul Gossen: Makes sense to have him come only once. Raj: Does it keep a log of how many hours we've used it for?

Andy: I'm not sure. I'll ask if there's a way to track how long the laser is firing, versus just how long the laser machine is turned on. I'll call them tomorrow.

We're going to fix it first using the emergency fund, then do a FAP to replace what is used from the emergency fund. Put it out there on a Sunday or a Monday, and it's open for one week.

Patrick: There are conditions for ending a FAP. If more than 50 percent of voting members approve it, then it ends. Second is, if we haven't got 50 percent yeses to approve it, then it's open for a week and when we hit quorum, and more than half of THOSE are yes, then it's approved. Third option is if there are not enough votes, then it doesn't pass.

Raj: Reads the existing FAP bylaw into the record [I didn't type it]. Tiffany: [asks Patrick] Did any of that language change? Patrick: Just shortened it down and changed it to "voting members".

Charles: All right. Moving on, workshops and events coming up in the next couple weeks. Just going to run through these. Congratulations to everyone who did get elected, and congrats to everyone who managed to avoid getting elected. Coming up this Saturday, member shelving.

Danielle: I've had people ask for shelving and we don't have any for them. After this is done, I'm going to send out an email to members and find out who needs shelving.

Charles: Coming up, Cosplay United, Hardware Happy Hour, Mandalorian Armor workshop, space upgrades coming sometime in February.

Andy: I have a workshop coming up, I'll need to get with Brian about when.

Charles: Generally, we don't spend money on workshops and regular meet-ups. If we need to get pizza to attract people to the shelving upgrade Saturday, we can do that. Space and equipment: Window coverings. Anyone want to discuss?

Paul Strasser: We kinda put that on hold when it was 60 degrees. We need to get back on it. Jim: We've go to get the materials, need transportation. 4x8 sheets. Danielle: It's still a work in progress.

Virgil: Francisco may be donating some of his clear plastic so we won't be losing, all the light. Danielle: So we need to reach out to Francisco to find out about that.

Jim: We can stand on top of the shelving in the boneyard to do those windows while those shelves are empty.

Tiffany: I think that's a good thing to do with Steff's upgrades date, since February is coming up quick.

Charles: So let's do upgrades on the same day as the Mandalorian workshop. Tiffany: Then we could do pizza that day, and have it for two purposes.

Charles: We were talking about doing it on the same day as the Mando workshop, but Steff stepped out so we'll coordinate with her to make sure.

Patrick: How much have we spent on the small laser lately? Because right now, the exact same laser is $450 brand new, so we should not spend too much money to repair it.

Andy: The smoothie board was apparently a grounding issue, Kevin and Tim fixed that. Charles: The ventilation fan in the metal shop. Patrick: It definitely needs replaced. I elected for lung damage over [SCREEEEETCH]. Danielle: Do we have a fund in the budget that covers this? Virgil: David wants to take it on. Tiffany: He's requested help.

Patrick: I built that duct, and I can't remember from which side the screws are put in, so I'm not sure. I remember it was the end of a frustrating day, so. . . I'll have to look at it. It's possibly an issue of finding a fan that size.

Danielle: Will you reach out to David to coordinate helping him figure this out? Patrick: No. Danielle: Pleeeeease? Patrick: Okay, I'll do it. Danielle: The air conditioner mount.

Virgil: I'm creating one. The air conditioner is too large. So this is creating a bracket for a larger unit to be put into the windows. It's an issue of getting it finished and mounted to the wall.

Jose: This is one that normally sits on a slab? Virgil: Yes. So we're crating a cradle to hold it, and it's actually pulling it into the window.

Charles: So, Virgil and David. Any other space and equipment issues? Okay. New business. The vending machine is on the agenda.

Rob: I'm a sponsor for the vending machine; Kenneth is the owner of it. I've heard people say there's been issues, like people shaking the machine because it's not vending properly. Kenneth is owner and was sponsor of the machine. His membership was terminated, so I'm now the sponsor of the machine. I've been lacking in addressing the problems because I didn't know there were problems. There's also been a suggestion to me that it should perhaps be a community-owned thing, so someone has suggested a FAP to change ownership of the machine. That's not up to me as I'm not the current owner. We had put contact info in there. I created a thread on the member list to discuss it. I'm a relatively new member also, so I'd just assumed they'd historically been privately owned.

Andy: I think you could start off by dropping th prices. Other vending machines in here were at cost, so there was not profit.

Raj: What does it mean to be a member sponsor? Rob: That's a good question, honestly. [Cody walked in, with a vogue pose :-)]

Rob: Basically I'm the representative of the vending machine sponsoring it for a non-member. Ideas have been discussed for how to [missed this part] -- If anyone has ideas for better way to do it, I'm open to suggestions.

Jose: You're now the point of contact for the vending machines? Rob: Yes. Charles: So traditionally, if a member does a thing, and it is stored at the space [missed this part] -- Rob: Again [missed this part] --

Paul Strasser: Knowing you're the one responsible for it Rob: Trying to address issues for the machine. It was anchored down. Virgil: And that was modification of the space that we rent, without clearing it with the landlord.

Discussion of do-ocracy and things having happened without clearing them with landlord. So small that these are possibly not an issue that needs to be worried about.

Raj: The lease does cover it and it does prohibit it, and any permanent modifications need to be run by the landlord first.

Danielle: Okay, well, that's on me, then. I was the one who started that conversation. I ran it past a friend of mine who owns vending machines, and it was suggested that the machine should be bolted down. But now you're getting an idea of the climate around this, the board is not really the governing body for this. The best thing you could do was open that member thread about this issue. We all own the space. The goal is to see how this works for everybody, have everybody chime in on it. We're a last resort, such as if we need to enact bylaws or sign off on paperwork, all the boring stuff. So to find out what works among the members, the first thing to do is to ask members.

Raj: You asked about the history of it. We've never had anybody run a for-profit machine. Jeff ran a thing, even that was at cost. It's all been done by volunteers. I do think there is an issue that should be raised, though, that if there's a for-profit business, what about electricity? Because we're paying for that. And what about the floor space? Because we're paying for that.

Rob: To address [missed this part] -- Andy: Let the owner speak. He's right behind you. Rob: I'm about to hand it off to him. I just want to say that [missed this part] -- Kenneth: I'll put that in writing for everyone. Rob: Again, I don't know the back story. Kenneth: Let me get that together.

Patrick: There's one issue. Members have the right to store a reasonable amount of equipment at the space. This is taking up a significant amount of floor space. It's not a project you're working on. It's someone else's equipment, and it's not being worked on. Members were informed of something that was different than what we have now.

Kenneth and Patrick have a discussion about the snack machine.

Virgil: There's one that is and one that isn't LVL1 property.

Patrick: Member sponsor is not a term that's recognized. There is an issue to discuss about whether it should be here or not in the first place.

[missed this part]

Kenneth: It's been here for four months, so we're discussing something after the fact. Patrick: I'm discussing it today. At the time you brought it, weren't you a member? Kenneth: Yes. Patrick: So that makes it a different issue now than it was then.

[missed this part]

Rob: So can it be made a productive part of the space? There used to be a kitchen here, it was removed because of issues.

Danielle: Rob is the most on point right now. Privated business, hackeershancks, this and than. WE all have different feelings on it and opinions about it. NO one has really addressed - and now we're nitpicking the bylaws, which is not what ehy're there for, and the bylaws are a last resort.

Jose: Unless the bylaws apply to the situation. Danielle : The thing though, is that this is so very bizarre. This is not being productive. Charles: So obviously, there is some disagreement over what should happen. The bylaws state that something that can't be resolved should be put forth to the membership for vote. So if we can't resolve it, we should put it to the membership.

Jose: Let's do it in an affirmative way. Not, "do you vote to remove it," but "do you vote to have it"?

Danielle: He wants to understand what people are saying about the space, so it's not fair to just launch bylaws right now. That's for issues that are in a deadlock.

Raj: These issues are for things that come before the membership. So, what happens if something were to happen, say the machine tipped, and a person here got injured by it? Do you have insurance on the machine? Is the machine insured to be operated in the space?

Kenneth: You're asking questions that should have been asked before. Raj: Legally speaking [missed this part] -- Kenneth: Let's table this discussion for now [missed this part] --

Raj: These issues have come up. Because it wasn't followed properly four months ago, that doesn't mean that the issue does not exist. If the issue of bringing it in didn't go before the member list, then it wasn't approached properly.

Kenneth: I'd like to no longer discuss it [missed this part] --

Charles: [gavels meeting back to order] If there are legal issues that need to be brought up, they can be brought up in the thread on the members forum.

Rob: I'll close by saying that's fair, I don't think we're going to make any progress right now. Issues are: We've got prices being too high, insurance --

Raj: Liability issue. Rob: [missed this part] Raj: Having official permission. Paul Strasser: Space and utilities. Raj: Electricity to run the machine. Rob: Whether he's had profit or loss. Virgil: And costs that's he's incurred. Equipment costs. Rob: Can you [missed this part] -- Virgil: Equipment purchased. Tiffany: This part of the minutes will be incomplete; I cannot catch all of this.

Rob Things to address moving forward: Failure to vend; cost too high; issues of liability/insurance; email list is the official thread of communication and that pertains to whether it should be here; finally, Kenneth will provide statement of profit/loss.

Kenneth: That's a request; I did not agree to provide all that information. Rob: Kenneth will consider the request, and I'll personally follow up on that. If I haven't heard back in a week --

Kenneth: Not that time frame. Rob: What would be suitable? Kenneth: I'll let you know [missed this part] -- Virgil: Discuss it later. Rob: Will it be best to do this on the member list [missed this part] -- Danielle: Do it on the member forum, they're the ones who have the say [missed this part] -- Raj: This should be a board issue [missed this part] --

Charles: Okay, next item under new business is age. Anyone want to catch us up on this issue?

Danielle: Long story short, Dash came here, had been telling us he was 18, apparently he was 17.

Andy: Since July.

Danielle: Which is a terrible issue, not only a violation of our policy, but also a violation of our trust. He was asked to come back with his parents or stay away for a long time. He was a non-member, so he was just a guest.

Paul Strasser: So the biggest thing with that is the liability, having a minor get hurt, even if they'd signed an adult form, and they'd gotten hurt, LVL1 could get screwed.

Charles; So what's the thing to do? Paul Gossen: If you don't look 45, we card you? Virgil: So, if you're not yet 21, the ID is sideways.

Patrick: It's an issue of members verus nonmembers. I don't think its unreasonable to ask someone for their ID if we're unsure of their age.

Raj: There was a recent Kentucky supreme court case, it was a for-profit business, a trampoline place; a minor fell, broke a leg, a parent had signed a waiver, and it was determined that a minor is incapable of signing their rights away, even by proxy of a parent signing the waiver. There was a review of the case done, and they said they're not going to go through the policy implications of whether this applies to a non-profit the same as it does to a for-profit business. It would be in our best interests, if somebody is questionable and we don't know, we should ask for an ID. In terms of our liability, I think we would be liable, and we should ask.

Charles: Well, if they do lie when they sign the waiver, what level of culpability do we have? Raj: Even if they're lying, they don't possess the capability to sign their liability away.

Discussion about field-trip injuries and needing to have a parent or guardian present.

Raj: Technically its an unsettled issue for non-profits. We should ask. We definitely should ask. We might need to announce it at meetings.

Danielle: This might be a good thing to send to the members list [missed this part] -- Paul Strasser: Should we be naming Dash by name, since he's a minor? Tiffany: I'll redact the name. Raj: No, keep it in there. It becomes a non-issue if we don't know what we're talking about.

Madeline: Being the person who is frequently by the door and guides people to signing the waiver, how do I handle this? So, just card them right there? If they don't have an ID on them, do we turn them away?

Charles: As a member keeping the space open, if you're uncomfortable, then you're welcome to turn that person away.

Madeline: Okay. I just wanted some type of guideline to go by, to know what to do. Danielle: I'll be addressing this in the email that I send to the members.

Discussion about how to handle this, if you are under 45.

Raj: Yeah, it actually be a very good idea to put up a sign for, if you are under 18, your parent or guardian must be present. In a very conspicuous location so it can't be missed.

Patrick: I've got one other thing. The bylaw passed allows the board to set some rules to protect equipment. I would ask that the people who know the most about the things make some suggestions and coordinate that. Obvious ones, rules about the laser, not choking out our upstairs neighbors with it, Vimark. Protecting the shopbot. Whoever knows the most about a piece of equipment, and can keep it from being destroyed or destroying our lease, that's a good idea.

Randy S: And about maintenance routines and doing routine maintenance for the different pieces of equipment.

Discussion about the new upgrades email and Steff.

Danielle: I'll email her about the maintenance and space upgrades. Like Nathan had been doing the maintenance of the rabbit laser. When he said, I can't do this anymore, and if no one else does it, that will lead to a catastrophic failure of the laser.

Charles: So Steff has agreed to do this. I'll ask her about setting up a meeting, because meeting has more effect than email. She's got energy and we appreciate her for this.

Virgil: I do have a question for next topic. In the policy for meeting minutes, there is a policy about review of meeting minutes. Approval of meeting minutes by the board is in the policy for meeting minutes.

Charles: Where is that?

Virgil: It's on the wiki. And I noted that the page was last edited on January 2010.

Patrick: There is in the bylaws - and I wrote this one, so I know it's there, we will follow the rules for [missed it] -- shall follow a format mutually agreed upon by the board.

Paul Gossen: Every other board I've been on, the board has been given an opportunity to review the minutes before they are released.

Tiffany: This is all just an issues because of the level of minutes I'm taking now. Paul Gossen: These are released before being reviewed by people who are in the room.

Charles: There is a difference between them being posted to the members list and put on the wiki. The wiki is public but the members list is only accessible by members.

Tiffany: So how about if posting the minutes to the members first allows for review -- Raj: So can you email them to the members of the board? Tiffany: I can. Paul Strasser: But my main concern hasn't been addressed. It's been passed over. Patrick: So, if we really want a procedure around them [missed this part] --

Paul Gossen: We don't make the minutes public until the people in the meeting have had an opportunity to [missed this part] --

Charles: I'm going to interject something here. Our meetings are open to the public, so the public already has access to everything we're saying. Also, if we need to have the email read by everyone in attendance, that could be too long.

Paul Strasser: Don't have to post to the wiki right away, I do [missed this part] -- Danielle: Do we post to the wiki? Rob: It could be automatically be sent to the members of the board.

Raj: Paul's point is to it being an accurate representation of what happened at the meeting. So email it to the board, give a couple of days for clarifications or corrections, then post to the members list and to the wiki.

Charles: The past several meetings have been posted to the member list and/or the wiki, and we need to decide what out standard is, and if they [missed this part] --

Danielle: How about we just vote? Raj: Just send it out , allow a couple days, and then post it. Charles: Okay.

Raj: One other issue. Parking. There are still people parking along that edge, where there are no spaces. This is a hazard that prevents emergency vehicles from being able to get in.

Paul Strasser: Is it possible to get the landlord to no-parking stripe it?

Charles: People who work here during the day also park there, and the landlord hasn't done anything about that.

Raj: It's too much of a risk. It's a very real issue, it has happened. Paul Gossen: One of the cars is mine, I didn't know it is an issue.

Charles: Are there any other things for round table?

Randy S: One more thing, though this might not be the right time. I'm with Cosplay United, and we have things along this wall. Tiffany and I cleaned up this area over the weekend and made a cosplay workspace. Some tools will be here for people to use, a schedule is up on the wall, and events are on the calendar. I also work at Rueff Signs, so we can do sandwichboard, I can help with that, and make signs, etc. [there was more, but I missed it]

Madeline: Could we do a sandwichboard and put it up in the parking lot saying "don't park here until they make smaller ambulances"?

Adjourned at 11:14 pm