O&D Meeting 12/19/2023

Agenda

Old Action Items

• Metalshop Fan
• Bylaw Change (expense allowance)
• Lease
• Back Door
• Budget / Receipts
• Bettering the Space Meeting
• Broken E-mail Account

Old Business

• Table Saw
• GFI outlets

Categorizing Monthly Purchases

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

Minutes

Called to order 9:12

In attendance:

Charles L, Tiffany H, Kevin F., Kevin P., Raj S.

Remote: Bill S.

Members: Jim D., Danielle B., Adam.

• note: Barret is our landlord*

Old Business

Metalshop Fan FAP - Failed. Kevin P. Will re-run at election

Bylaw change for reimbursement $100 to $150 - Charles and Tiffany will continue working on it.

Lease

Raj S: Met with Barret, looking at five year lease w/ annual rent. Digitze autopayment, Rent $2000. Annual increases will be in contract. No CPI.

Kevin P: Ownership of AC. Members and Landlord may both think they have ownership. Resolving or not resolving should be active, not passive. Reasons should be communicable to members.

Raj S: Barret Concientious about revenue and accounts payable, considered we owed money for failure to adjust lease amount. Air conditioner ownership should be considered.

Raj S: Barret taking lease back to family for approval

Charles L: Barret will replace back door.

Charles L and Raj S: will continue to negotiate lease

Charles L: will need to adjust budget for next months rent. Is budget valid?

Tiffany H: By $2,000/month. 77.3 members required at $50. Budget will need adjustment

Raj S: General agreement that dues should be increased.

Disorganized discussion about amounts, etc. Nothing decided.

Kevin P: Is rent set in stone?

Raj S: verbal agreement on lease for 2024 year. Barring major issues with owners will not change

Raj S: Integrated message system incoming. We will have a record of attempted to contact, payment, issues, etc.

Charles L: Landlord wants one point of contact going forward.

Space improvement

Danielle B. - Space improvement meeting went well, is organizing a discord.

Broken Email

Charles L: We know who is on broken now

Danielle B: Has not addressed what happens when people know things are broken. How do we get things fixed?

Tiffany H: In the broken arena - miter saw guards are broken. We can't fix. Over $100, Laptop Batteries Not in budget, but need reimbursement. Budget still broken, expenses not ready

Kevin P: Laxity on budget lead to laxity in authorizing big spending.Frustrating because people who proposed it have never been responsible for implementing it.

Danielle B: Email as point of contact as board problem. Larger functionalithy is broken

Jim D: Nobody has responsability

Tiffany H: Purchasing Has been seriously curtailed since air conditioner purchase, could spend from budget

Charles L: Tracking budget expenses still not done. We've got no idea how much is left in what category, cannot spend till done.

Charles L: Moving to old business

Table Saw

Bill S: Fixing table saw. Still working on it

GFI Outlets Kevin P: Done, can be removed from future agenda.

Membership report= 75 Memberships

Kevin P: We Need to do better about bad standing. Notices go to spam, emails go to spam.

Kevin P: We missed that a paypal member missed payments and they were not notified in a timely fashion.

Tiffany H: Have to actively pursue two members who pay by cash in the safe.

Kevin P: If they don't pay on time, have them get prepaids

Jim D: Cash is very hard to track trace

• Review of paypal data shows everyone in pike13 with paypal plan is paying*

Kevin P: Reviewing bad standing should be done every board meeting

Treasurer Report:

Net: ~$900 positive, but Something needed correction

Assets: $63,716.69

Raj S.: When does CD Mature

Tiffany H: opened may, closes may 4% interest

Jim D: Action item work to work with Tiffany

Tiffany H: Turn off flicker?

Kevin P: Only gives API access, can turn off.

New Business

Tiffany H: Can I reimburse batteries ($120)

Jim D: Two Reciepts, probably should.

Tiffany H: Reimburse makerships. Other maker needs to re-imburse

Charles L: Let them know to send email requesting reimbursement

Tiffany H: Miter guard?

Danielle B: Resolution last meeting was to just buy one for now.

Tiffany H: will order miter guard

O&D Time and scheduling

Kevin P: Should considering having a meeting quarterly on the weekend. Jeff McCord suggested, Danielle's turnout is impressive

Charles L: recommends new board decide

Notifications and Contact

Kevin P: Mailchimp? Emails go to spam, missed payment emails go to social

Kevin P: Pike13, check for text notification options

Dues Increase

Danielle B: How to get gears of increasing dues turning?

Kevin P: Members must pay dues or become non-members after three months. About 12 out of 60 members did not convert to pike13.

Kevin P: Should we create new class of member and accept partial dues payments

Charles L: Believes we should let them become non-members.

Kevin P: Dues can only be set at the annual meeting. If we don't know how many we will lose, we may set unsustainable dues. They cannot be changed unless we change the bylaws.

Kevin P: If we set dues at $70, but we catastrophically drop to 50 members it's a major problem.

Kevin P: Managed to contact 40 members. Still recovering from surgeries, unable to do more. Would have resigned, but unfair to inflict election this close to annual meeting.

Danielle B: Possible to raise dues like a gym? We do not have a clear agreement to do so.

Raj S: Certain percentage will lose. Raj will research miss rate and dues setting. We need to begin contacting

Kevin F: We have to start contacting people.

Kevin P: Who should have access to information? Phone #, Address, email?

Raj S: Most people would think email should be public. Rest should be limited

Raj S., Jim D, Charles L, Kevin F: we will have contact committee

Kevin F: Two weeks around holidays not a good time to contact people. Week before annual meeting too late. Suggests January 6th at 1pm

General agreement.

Charles L: Get everyone paying on same day, but need to figure out how to pro-rate and charge partial dues.

   Woman passed out in bathroom break:

Jim D: Best revenue is get more members. Make a concerted effort to challenge everyone to raise more members and operate at a loss for 3 months

Raj S: Delaying the inevitable. Rent will keep increasing, must raise dues

Kevin P: Consequence of operating at a loss is no budget. All Faps and reimbursement

Charles L: New board has to be able to operate. Handing them a challenge wouldn't be reight.

Action Item Review

Metalshop FAP rerun- Kevin P.

Reimbursement bylaw to $150 - Tiffanh H. and Charls L.

January 6th Saturday - 1PM - All except Kevin P.

Danielle & Raj Will make script for phone calls

Turn flickr off - Tiffany

Update Budget for New Amount. Tiffany H.

Order Saw Guard. Tiffany H.

Set up Jim as Staff Member/Reporting access.

Adjourned 10:57