View source for O/D Meeting 9/30/2014

== Attendees ==
* Officers and Directors present
** Brad, Danielle, Joseph, Nathan, Ben, Cherith, Tim M.
* Members present
** Joe L., Charles L., Tom D.

== Old Business ==

* LVL1 Moving
* Community Foundation Grant Fund Usage
* Makership Program Briefing
* LVLUp Kids Group
* Board of Advisers
* NEED MOAR WORKSHOPS
* LVL1 Announce Email?
* LVL1 Membership Application Processing
* Digitizing Waivers

== New Business ==

== Minutes ==

=== Old Business ===
* Meetings will happen every 2 months still
* Move
** Officially moved into new building and moved out of the old building
** Did overpay on electricity 
** New business of up
* Community Foundation Grant Fund Usage
** Still need to use funds
** Laser money spent mostly. Letting money ride in case we need a repair. In december will spend on extra mirrors and lenses.
** Cleaning service was in Monday morning. Targeting $200 a month. Floors were swept. 
*** Took out trash. Cleaned surfaces. 
*** Need dusting. Dust still falls from the ceiling. 
*** Things left out moved to Lost and Found.
*** Modify as we go along.
** CNC funding
*** Going to FAP for some things. Buying mods for ZenBot, Shapeoko, and funds for software.
** Air conditioning upgrades
*** Need to spend it to get AC going in the stair well
*** What's required? Drag over, electric hook up, mounted correctly, ducting through the window. Cannot modify bars in window.
*** Single 220 line about 10 ft. Have some duct work in boneyard.
*** Classroom needs some sort of airflow for the class room. Can pay for wall unit by selling dehumidifier and AC.
*** Spend $500 for the basic work then 
** Shelving: 
*** Need to use shelves that were used for boneyard for large member projects.
*** Do we need to close off the boneyard? Yes. Call it "LVL1 storage" and add signage. Joseph will add signage. 
** Open hours support
*** Directors and officers insurance paid for.
*** People brought up safety issues.
*** Would like to hire a part time worker to support 
*** Employee would have to be a member
*** Tax implications? Raises complications. Service firms offer help with this. Insurance hurdling. Additional unemployment insurance approx $600.
*** How much for this: $5000 originally, $1000 spent for insurance.
*** Should spend the money and try it versus not spend the money and have it disappear.
*** Does not fall under 1099.
*** Can we require a person to be a member in order to fulfill? Spend money to figure out.
*** Employee would contribute to safety and cleanliness which helps our mission statement.
*** Should find a lawyer for counsel.
* Makership
** Averaging 1 a month. Not as active as it once was.
** Do we vet the application if only one submitted? Historically, no so long as the reqs are met.
** Who determines validity? Ben so far.
** Jose believes we need to vet the applications even if one is submitted.
** It's fair to judge for feasibility.
** Had to turn down some for safety reasons.
** If no volunteers: compel directors to review it? 
** Need more community involvement to help Makership recipients?
** Rally call when it ends? Yes. Send it to member only list so they can chime in? Maybe not. Cast an interest email first and then let people volunteer.
** Ultimate decision: Need more members to vet submissions even if one is submitted.
** Funding: Approx $300 left.
** Need more advertising outside the traditional areas (like LVL1)
** Ben is the operator
** Do we publish success stories? Herman has succeeded. Need more help getting the write up.
** Is it worthwhile for Alex to help promote this via success stories? Yes.
** Benefits of the mentor: need them to help publish the results.
** Migrate the story from success to what people learned? Might work to reduce intimidation factor.
* LVLUP Kids Group
** Transferred energy to Girl Scouts makerspace
** First open meeting & make. Labels everywhere.
** Group seems to be growing. Culture being developed. Strangers becoming friends.
* Board of Advisors
** Still think this is a fantastic idea
** Unpaid professionals giving advice to board of directors
** Typical structure for nonprofits
** Idea: advisors have no binding to compel directors to follow advice
** Joseph: Should we pitch to members? How do we elect and appoint?
*** Idea: selected by directors and confirmed by the membership. Established in July, directors in January so you have overlap.
*** Size and selection: Lawyer, accountant and a priest (lol). Marketing person.
*** Do we codify the roles explicitly? Floating advisors? Max number cap? Maybe. Need some way to shoo away poor performing advisors.
**** Any one at any time can submit a full member vote. Can do this to remove advisors.
*** Do we allow advisors to be a member? No. They must drop.
*** No other hackerspaces have a board of advisors. Other organizations vary. Have not been able to find educational 501C3 membership based groups as examples.
*** Daniel example: Bylaw was not codified; but advisors helped with specific topics
*** Likely should not be in bylaws. 
*** Joseph believes that members should be shielded from this chaos since it really doesn't affect them.
*** General feeling: membership should have no say.
** Codification? Could work both ways. Some see the continuity and trust can be built across a group. Others believe the directors should seek advice on an as needed basis. 
* Workshops
** Need more workshops. No one had ideas.
* LVL1 Announce Email
** Google group announce. Only sends notifications. Low traffic and low drama. 
** Mail Chimp. Brad will make this
* LVL1 Membership Application Processing
** Need to reconcile. Need more documented workflow.
** Nathan will take care of this next week.
* Digital Waivers
** Daniel has been scanning them in.
** Stored on Google drive. Secure area on server. 
** Conversation prior to signing waiver is important and needs to be incorporated. 
=== New Business ===
* Door access
** Need help running CAT5 cable
** Should be done this week
* Laser cutter got set up & fixed
* Member list: Joseph will help Brad tomorrow reconcile the list
* Treasurer Duties
** Brad completed a number of tasks needed
** Proposed reform: need two signatures per check
** Need one transaction per year to prevent dormancy of saving account
** Need to add more funds to savings account to buffer higher expenses
** Paypal had a $2000 limit and hindered some spending for moving
** Need an audit on our books
** Now have access to Quickbooks for non profits; gnucash will be eschewed
** Prudent to hold off reimbursements until after the election
** Do not have record of cash, check, and months in advance
** Have books been audited in the past? No.
* ConMen
** Danielle is really thankful for the Maker Faire effort
** Needs email & group to handle these duties.
** How will LVL1 funds be used to help pay for supplies? 
*** If over $100, FAP for it. 
*** New banners. Fliers. How is that covered? Likely FAP.
** Group seems to have great support.
** Bravo to Justin and his effort at manning DerbyCon.
** Extra kits can be used for soldering workshops.