O/D Meeting 5/18/2021

Attendance

Directors

Steffanie Maher, Madeline Stevens, Jim Kidwell, Danielle Blank, Andy Miller

Absent

Raj Shah, Paul Strasser

Guests

Larry Richardson, Jose Cabreras, Charles Lehman, Sean McPherson, Daniel Johnsen, Kevin Flispart, Rayna Fleming, Carter Anderson, Mike Neagle

Minutes

Meeting Called to Order by Steff M.

At 9:10 PM

Treasurers Report

• current treasurer report
  • total membership at 68

COVID-19

• Space Report
  • Supply report
  • Current state of the space
    • everything seems well

Unfinished Business

Definition of a Member in Good Standing

• Previous Status
  • What makes a member in good standing - 1/19/2021
  • Is payment to dynamic making it hard to know when payment should be expected for FAPS and if a member is in good standing - 1/19/2021
  • Steffanie proposes looking at this later and potentially looking at software that should make this easier - 1/19/2021
  • Board agrees to discuss this later and look into and talk about potential solutions - 1/19/2021
  • somewhat resolved by discussing the bylaws in prior meeting, but still worthy of discussion - 2/16/2021
  • will later have a meeting to cement some SOP for LVL1 treasurers to reduce ambiguity - 2/16/2021
  • Jim has concerns about how to handle member standing and voting rights for members with different due payment dates - 4/20/21
  • Steff and Paul suggest that FAP voting be available to all members in good standing on the day the FAP ends, no one disagrees - 4/20/21

• Update
  • resolved

Digital Outreach

• Previous Status
  • Andy discussed his upcoming events he's hosting - 1/19/2021
  • Madeline is continuing to host Threadsday Thursday - 1/19/2021
  • Danielle wants to make a virtual calendar to promote upcoming virtual Events - 1/19/2021
  • Look into encouraging members to host virtual events/ would like to see people teaching things easy to do in a virtual environment (ex. Blender, Maya , Unity, VCarve) - 1/19/2021
  • virtual calendar still on the way -- reported by Danielle - 2/16/2021
  • Andy continuing monthly Hacknights, hoping to expand, considering workshop - 3/16/2021
  • Danielle promises to create that stupid calendar eventually - 3/16/2021
  • Daniel Johnsen put event calendar on lvl1.org listing only online events - 4/20/21
  • Andy and Brian are hosting another open house May 4 - 4/20/21

• Update
  • continue more events, keeping it fresh and interesting
  • resolved

Laser Lens / Air Assist

• Previous Status
  • The lens on the laser is getting destroyed because the air assist it not being turned on - 1/19/2021
  • A member recently hooked the laser to the air compressor in the metal shop - 1/19/2021
  • Not knowing the dependencies of the air compressor the air assist is not being turned on - 1/19/2021
  • Jose brings up that the laser is a safety issue and that know one should hack the laser - 1/19/2021
  • Board Votes 6 to 1 (Paul voting against) to disable the laser until we can figure out a proper solution - 1/19/2021
  • Steffanie to send an email to the members letting them know about the laser will be disabled temporarily until it can be safely operated. - 1/19/2021
  • The board agrees to be quick and transparent the hope is not to punish the members but just figure out what needs to be done and access from there. - 1/19/2021
  • Steff did research--we should install secondary air assist or simply leave the air compressor on all the time - 2/16/2021
  • installing secondary air assist is preferable -- Steff will send out email to coordinate - 2/16/2021
  • laser was upgraded by Jeff M. in accordance with Rabbit's recommendations (he coordinated with service staff) - 3/16/2021
  • maybe have been also upgraded to only turn on with adequate airflow; Steff will check if that is the case, check for documentation, and place a "Do Not Hack" sticker or sign on the laser - 3/16/2021
  • Sticker has not been put on laser yet, but laser was functioning as expected with previously-discussed safety mechanisms - 4/20/21
  • Question about whether air compressor can be used for metal shop and laser at the same time - 4/20/21

• Update
  • yes, air conditioner can be used for metal shop and laser at the same time
  • resolved

Board to go over Bylaws together

• Previous Status
  • Board agrees to meet February 3rd at 6:30pm to go over bylaws together and things they want to be accomplished as a board in the upcoming year - 2/16/2021
  • found some "spaghetti bylaws" that we might push to clear up when we try making a handbook in the future - 2/16/2021
  • created regular "bylaw-handbook committee meeting" for all members to meet and discuss - 3/16/2021
  • Handbook committee has been meeting every other week to locate and correct any and all grammar errors or confusing sentences, with the intention of presenting a proposed edited form of the byaws for a vote by the membership - 4/20/21

• Update
  • Handbook Committee in progress
  • resolved

Adding New Members

• Previous Status
  • Steff agreed to send out email to members to get their opinions - - 2/16/2021
  • based on positive member feedback; board voted unanimously to take it upon ourselves to help streamline the membership process - 3/16/2021
  • discussed suggested process: - 3/16/2021
    • electronically accepted form--maybe PDF signatures - 3/16/2021
    • submit photo of ID, but also photo of them holding the ID (must delete immediately afterward) - 3/16/2021
    • contact member sponsors to verify support - 3/16/2021
  • will solidify process later
  • Daniel Volunteered to help get the process streamlined and online. - 3/16/2021
  • Daniel suggested having two directors agree to be in a very short Zoom meeting/breakout room to verify the IDs of prospective members - 4/20/21
  • Per the bylaws, membership requires a signature--it can be an e-signature, but it has to be a signature, not an email - 4/20/21
  • Steff volunteered to turn membership form into an online Adobe form that can be signed electronically - 4/20/21
  • Raj located KY law that states an emailed signature ("s/Firstname Lastname" formatting) can be used as a signature -4/20/21
    • Signature emails need to be saved/kept track of - 4/20/21
  • Secretary has to verify membership form, cannot be another board member - 4/20/21

• Update
  • Danielle will attempt to start streamlining the process with Andy's assistance

New Financial Software

• Previous Status
  • Steff to present possible options - - 2/16/2021
  • options were presented and there will be a meeting at a later time to discuss ideal software - 3/16/2021
  • Steff feels it would be preferable to learn how to use Pike13 for what we need rather than to switch over to another system right now, no disagreement - 4/20/21
  • Steff intends to set up Pike13 training - 4/20/21

• Update
  • Daniel has offered assistance, as Steff intends to table plans for now to avoid burnout

Lvl1 Board Email

• Previous Status
• new emails and lists being set up through our Google nonprofit - 3/16/2021
  • Secretary@lvl1.org and Treasurer@lvl1.org go to the new email addresses now, will not be automatically forwarded anymore like they used to be - 4/20/21
  • each @lvl1.org email is a Google group, emails and other data will be stored and searchable - 4/20/21

• Update
  • everyone has had success with this process, but only board members have logged in so far
  • concern that there was hangup with general member rollout; Steff will send email to members in an effort to clarify process

New Business

New CDC guidelines masks

• • discussion was had about member concerns regarding new CDC mask guidelines and our policy
  • changes to current rule were decided on and will be proposed to membership

Parking Lot cars being towed

• • Steff will introduce herself to the landlord and have conversation, as this issue has been (and will be) a longtime concern of the membership

Anthem Giving

• • Sean M. got LVL1 listed on the Anthem corporate donation site; Steff will confirm with our organization's info so we can register for fundraising opportunities
  • Benevity is the database used--Sean pointed out that a number of corporations also use this database, so it is beneficial for us to be registered

Close

Meeting was adjourned at 10:22 PM