O/D Meeting 1/20/2015

Attendees

• Officers and Directors present
  • Danielle, Ben, Daniel, Nathan, Patrick, Sean, & Jose
• Members present
  • Pat M., Charles L., Raj, Robert, Brad

Old Business

• Community Foundation Grant Fund Usage
  • All money spent.
  • Need to ensure insurance papers are updated with new officers and directors
  • Spent money on lawyer & retainer to answer questions on hiring part time employees
    • Old waiver is not worth much legally. A new waiver was generated by law firm. Follow up: does everyone need to resign?
    • Risk of employment practices & policies can be covered by officers & directors insurance. Individual liability minimal, unlikely.
    • Independent contractor does not really fit the prototypical LVL1 employee.
    • Can LVL1 adhere employee to LVL1 membership bylaws? Answer: yes, but recommend a separate list of policies that can be identical.
    • Legal signage & training requirements: hire payroll/HR firm to take on risk. May be relatively cheap.
    • OSHA: Free consultation services provided by state of Kentucky
    • Differences between non-profit vs for-profit while hiring employee? No unless you're hiring a highly compensated CEO
    • Grant funding employee: Hire at will basis, lack of funding a valid reason for firing, notify employee their role depends on grant, let go employee ahead of money short fall
    • Impact on 501C3? Not really
    • Follow up: What steps can we mitigate liability of injury? E-signature vs ink? Maintenance, safety training & practices, record how you keep your shop safe. E-signature just as good as ink, but user can claim they were hacked, etc.
    • Follow up: Kiosk vs paper?
    • More follow up questions for lawyers:
      • Safety officer position mitigate risk further?
      • Safety videos / framework for risk?
  • Laser carbon purchased. Good for a year on laser carbon.
  • Milling upgrades incoming.
  • AC duct work to be installed in spring
  • Next cycle? August.
  • Community Foundation Day of Giving (May). Organized by another organization above Community Foundation.
  • Brad will upload 2013 application for template.
  • Brad will continue to write grants for LVL1 as he finds them.
  • Sean has been looking for additional sources of funds for tools
  • Brad has a report to write.
• Makership
  • Not much changed from last 2 month period.
  • Program made more efficient.
  • What can we do to help with timeliness?
    • Nag Ben.
  • List of winners on the wiki? Would be good to have a list of their projects.
  • Written project feedback was not formally required. May need to amend this?
    • Need to have them update the wiki, write a blog post, etc.
  • Jose will start documenting the makerships on the wiki.
  • Makership bucket: infinite re-up from benefactor.
• Workshops
  • If a free workshop given, have people pledge to give to Day of Giving.
  • Need to maintain current level.
  • List of workshops on the wiki.
  • Tele-workshop/remote education.
  • learn@lvl1.org setup if you want to learn something
• LVL1 Membership Application Processing
  • Nahtan will upload membership documentation process
• Digital Waivers
  • Discussed

New Business

• Director Meeting Details
  • Meet every other month still
  • Make goals to move toward
  • Need a one week notification
• Taxes for 2014
  • Difficult because LVL1 received grant money, donations, exceeded 990 postcard limit; 990EZ territory
  • LVL1 ahead of curve in treasury detail, behind the curve in consequences/accountability
    • Consequence could be forced resignation
• Action item for Danielle: Update officers of organization on secretary of state filing
• Voting System
  • Seems open to voting system based on web, not email
  • Probably needs a bylaw change
  • Other hackerspaces have systems developed and published solutions
  • Whenever votes are done on bylaw changes & FAPs, results are recorded in meeting minutes; start recording in minutes
  • Bylaw change for proxy cut off: no real reason for 24 hour deadline, but can be changed
• Need more business cards & stickers
  • Difficult to find entrance hinders business card development
• Danielle's Piece
  • Feb 11: Give & Glow Day, KSC members coming down. Need chores
    • Woodshop optimization
    • Lighting in welding area
  • Engineering week: Last week of February 26-28th
    • Calling on ConMen to establish presence
• Need to engage newer members with other members
  • Years ago, small group worked out well, but now we have a large group and they need to be engaged
• Ben Hibben takes a picture of the new officers & directors