O/D Meeting 5/18/2021

Minutes

Meeting Called to Order by

At

Treasurers Report

• current treasurer report

COVID-19

• Space Report
  • Supply report
  • Current state of the space

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

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

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

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

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

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

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

New Business

New CDC guidelines masks

Parking Lot cars being towed

Close

Meeting was adjourned at PM