Minutes:08 Jul 2015 Board Meeting Agenda: Difference between revisions

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* Meeting attendees:
{| class="wikitable" style="background: yellow"
* Meeting starts at: 19:11
|-
* Meeting ends at: 21:00
! AHA Mission Statement
|-
| We seek to establish, build, and support a collective of individuals organized around the principles of community-driven education in the arts and sciences, and to ensure ready access to the tools needed to pursue the realization of those principles.
|}''
 
* Meeting attendees: Mike Z., Greg G., Cindy T., Esty T., Nick R., Alec M., Jon H., Tyler S., Larry W., Deirdre D., Donnie J., Nate Y., Jordan S.
* Meeting starts at: 19:06
* Meeting ends at: 20:40
 




== Board Meeting Protocol==
== Board Meeting Protocol==


''* There must be time for ALL reports to be delivered BEFORE any New Business is conducted.''
''* Standing Committee Reports - Individual Updates by Assigned Director/Officer presented in the time allotted.''


''* Any NEW issues from Member Open time will be added to New Business, addressed and assigned, at the end of the meeting.''
''* Open Time is for anyone to bring anything directly to the Board.  If the Board agrees it's New Business needing discussion or action, it will be put into New Business and addressed at the end of the meeting.''


''* Standing Committee Reports - Individual Updates by Assigned Director/Officer in the time allotted.''




==SPECIAL ITEM==
==SPECIAL ITEMS - Until these items are resolved, no other business will be conducted.==


# DJ - Board Approved Request that "The first order business will be "Should Member computer usage be "public-friendly"?"


* At the Interim Board Meeting on June 19th, it was agreed that
'''''PLEASE NOTE:'''''  A petition addressing this issue (with names redacted) was submitted to the Board during discussion.  No immediate action was taken as the Board chose another route (see below).
'''"The first order business at the July Board Meeting will be "Should Member computer usage be "kid-friendly"?"
Until this item is resolved, no reports will be taken, no old or new business will be conducted.'''


==(15m) Open For All==
Nick R. would like user-specific accounts to isolate some issues we've had ''(added to New Business)''


* All Are Worthy. All Are Welcome
General reservations with behavior from a specific user on leaving obscene materials up on the public machines.


Larry recommends an action specifically against the member in question, rather than trying to establish overall guidelines for dealing with obscene material.


Daniel D. - Daniel will be running the Penguicon 2016 Makerspace with John B..  Wants to point out that he anticipates other hackerspaces will be involved with running the makerspace room next year -- he is anticipating roughly 8 hours of use of the room per makerspace.
Greg feels that the member is being targeted unfairly due to personality, suggested the Board should work with this person to rectify the problems directly before any bans, and that any bans should have a defined time limit.


Greg G. - Would like to discuss a three-strikes policy (New business)
Board agreed a meeting with the member would be a constructive way to address this issue as opposed to an outright and immediate ban from All Hands Active.  


Patrick H. - Brings us a grant opportunity (http://neweconomyinitiative.org/grants/apply/), would like to work on this in part for All Hands Active (also other local maker groups).  Is willing to take point on this, do a presentation -- Board OKs!
Donnie proposes to enact a computer ban on the member until the member can come in (as soon as possible, not to be later than the next Board Meeting) to discuss with the Board of Directors the list of issues members have had with this member.  Failure to meet beforehand results in a ban; use of the computers results in a ban.  Members who have a stake in the issue may submit in writing their griefs ahead of time to Donnie J. (Board Member).


Donnie J. - Donnie wants to clean up the hallway -- brighter, cleaner! Wants design ideas, will put out an email to the list.
Tyler S. seconds the motion.


Daniel D. - Wonders if we have google analytics (we don't really), we should resurrect it.
Motion passes: 4/4. Greg G. recused himself in keeping with Conflict of Interest form signed upon election to the Board.


John H. - Brings up the back door propping-open -- suggests purchasing a screen door with a lock so that we don't have people getting in through the alley.  The alley gate is sometimes propped open by other business' employees.


== (15m) Old Business==


'''Director & Officer Assignments:'''
# GG - Call for Censure of Board Member Larry W.
* All Conflict of Interest forms have been signed by new Directors.
* COI statement received 6/10/15 from Greg Gage (owner BYB)
* Transition letter delivered to new Board Members along with Member Survey Results
''* Reminder:  Board Directors starting a new term must submit Board Pledges to Financial Director (confidential)''
'''* Previously approved at May Board Meeting'''
* Director Assignments:  Volunteer = Tyler S., Governance, Ops/Fac. = Nick R., Financial = Larry, Fundraising = Greg G., Outreach/Events - Donnie J.


Proposal to use the above Board assignments: Board votes 4/4 (Tyler S. absent)
Greg would like to dissociate the recent action of Larry (shouting at neighbor) from the rest of the Board.


* Treasurer Assigned: Deirdre Devlin
Larry has previously apologized to AHA members, Danny and the Chef at Taste Kitchen, and Dena (landlord), and then also encouraged random folks to go eat at Taste Kitchenb.
* Email proposal to restructure to fill all Director Assignments (Nick over Governance - except Membership, Larry over Financial) was rejected by Greg G. via email.
* Last Board meeting there was a short discussion re. Conflict of Interest (tabled until Greg G. could be present)
* 4/5 Directors needed to agree on assignments.
* Emails for Directors?  i.e. gagegreg@allhandsactive.org


Donnie J. and Larry W. also want one.  Makes more sense to just set up role-based email addresses (governance, etc.) -- Nate Y. will set these up.
Board passes censure 4/4.  Punishment (Larry suggested) is to clean the bathrooms for a month.


==(15m) Open For All==


==Standing Committee Reports==
* All Are Worthy.  All Are Welcome


No open items to discuss.


==(15 min) Financial - from Larry W./Deirdre D. ==
* May 2015 P&L - [https://drive.google.com/file/d/0B9HAmLuqM06ZdUVyWDZRNENLZm8/view]  Check out the cool charts!
* '''We remain in a strong financial position.''' Charts a bit hard to read but the important point to make is that in 2015 there has been only POSITIVE cash flow even when iQGuys unexpected final payment (4 months) is considered.  That's because we made so much at Penguicon this year.
* Emergency fund (3mo expenses) has been restored!  ~$6800 (fyi $1560 from BYB Intern Memberships prepaid)
* IRS 990 has been received by the US Govt.  Thanks Zach!
* Deirdre has some suggestions re. how she'd like to do AHA accounting:


Go back to QuickBooks
==Minutes Approval==


Double-entry accounting
* Will formally start next month as our newest Standard Operating Procedure


==(15 min) Fundraising - Greg G. ==
General agreement to do this!
* Monthly Fundraising Report  - [https://docs.google.com/document/d/1vTeZZs11xE-E57YLpv6_TiPNu0_4VEu-3_4hhrKV01o June 2015 Fundraising Report]


As an aside, Greg suggests every Board member puts together a monthly report (document) to really think about what was accomplished in the last month.  Prior to the Board meeting.
==(90min) Standing Committee Reports==


Recommendations:
#Start using .org for everything we do!  Website allhandsactive.org currently goes only to wiki.  Emails should be from allhandsactive.org, as should signage/cards. 
#Collect 1-page CVs of every board member.
#Move our finances to an online double entry accounting system.  Xero or QB Online.  Easy transparent access to members, directors and accountants/auditors.
#We need a strategic plan!  AHA Board (or a committee) should revisit our mission, and derive goals that show that we are focused on our mission.  New programs will be developed and proposed that will meet and extend these goals.
#Talk to AAACF about how to build an external board of directors for AHA with expertise in leading 501.3c’s.  AHA directors could report to this board.


Discussion seemed to support first 4 items. All recommendations moved to New Business.
==Financial - from Larry W./Deirdre D. ==
* Jun 2015 P&L -  [https://drive.google.com/drive/u/1/folders/0B9HAmLuqM06ZLUZRbC1GakJRZFk]
* July Fundraising Report - [https://docs.google.com/document/d/1yw3yg3pO1Z6z5iYOf7TWvry1Vf_vwcvbHpYoFPIC11c/edit]


Note: Domain registered, aliases set up in Google Apps, still need to move the website/flip the switch to redirect site from .com to .org (Nate Y.)
Roughly $500 in profit last month.


Greg suggests we have a marketing position for monthly email blasts, promoting the AHA brand.
Greg would like a solid date to implement online bookkeeping.  Larry to implement an online accounting system before September Board Meeting.


Greg thinks we should focus differently on how we use volunteers/remove the front desk.  Agreements on removing the front desk -- is a waste of space.  Greg would like to discuss how we can get volunteers more in-line with our mission statement.  
==Fundraising - Greg G. ==
   
* Monthly Fundraising Report - [https://drive.google.com/open?id=1DpQ19uubxQ-Lp0xj9_5nLWX-JzNJFxQFT5Q_bFuoB5Y]
John H. mentions that we try to educate volunteers about the various resources offered by AHA.  Also points out that volunteers are there to keep things safe and secure.


* NEW Fundraising Workshop - Meet The Funders held on May 30th - Larry W. attended
Greg shares updates on the grants.  No luck with the NIH grant -- going to tweak it and resubmit.  Didn't have sufficient documentation to submit the Google Grant, going to try again this month.


Larry points out a checklist from NEW that lists milestones for Non-Profits.
We will need the required documentation in place before we can submit to many of these grants.


Larry shares his notes from the Meet the Funders Workshop.
==Governance - Nick R. ==


Greg updates us on the Neuroscience Makerspace grant, and it has been read by the grant committee.  Will receive a grant score soon.
* Monthly Membership Update (Larry W.) - [https://drive.google.com/drive/u/1/folders/0B9HAmLuqM06ZLUZRbC1GakJRZFk] - AHA continues to grow (unusual for midsummer)
* Monthly Maintenance Report - [https://drive.google.com/drive/u/1/folders/0B9HAmLuqM06ZLUZRbC1GakJRZFk]


==(15 min) Governance - Larry W. ==
Mike Z. recruited two new members after Larry called out for current members to get some friends interested.  We're going to have an AHA pizza party in August to thank him.


* Monthly Membership Update - [https://drive.google.com/drive/u/0/folders/0Bx1lMULI24OBakNmS2dPX2JrQ1U/0B9HAmLuqM06ZLUZRbC1GakJRZFk?ltmpl=drive TEMPORARY BOARD REPORTS]
==Facilities - Nick R.==
* 59 members this month (includes 8 BYB interns) - Lost 2
* Membership Tab on the website has been updated to match new forms
* Orange Staff Book created for quick reference (to respect members' privacy)
* Recurring payments links for AMF and BYB created (AMF using, BYB not yet)
* Business Cards - [https://drive.google.com/drive/u/0/folders/0Bx1lMULI24OBakNmS2dPX2JrQ1U/0B9HAmLuqM06ZLUZRbC1GakJRZFk?ltmpl=drive TEMPORARY BOARD REPORTS]


Larry displays his ideas for business cards.  Suggestions removing the QR code, use bigger font, use a white background with black text so it's easy to write on it.
John is putting up new lighting, coordinating with Nick.


== Operations & Facilities - Nick R. ==
Nick would like to add more power strips to the main desk area.


[https://docs.google.com/spreadsheets/d/1gHSisfPG0WRZRpiH2dqO-XdFD7ySqMpnkroWCBBo3xE/edit#gid=0 Monthly Report here]
Nick shared the new prototype Penguicon badge idea (visualLY reacts when in proximity to other badges) he and Donnie are working on. Should have a realized prototype in the next few weeks.


* Display Case - Gamestart declined (too heavy) - to be disassembled and tossed out.
Nick to prioritize Tools & Parts Spending Request
* Where will a 30 gallon fish tank go?
* Where will the Sand Blaster go?
* Small laser cutter relocated not yet hooked up.
* Exterior door sign now lit w/ LED's - Thanks Donnie J., Nate Y., Alex W. and Tyler S. (still needs buttoning up)
* Kossel rewired -- No longer eats black filament but needs new stepper motor
* Tyler Dence is working on setting up 1 Desktop to run 3D printers
* Lockers contents purged exterior cleaned
* Street door now fixed. Closes completely


== Volunteers - Tyler S. ==
== Volunteers - Tyler S. ==
* New Volunteers will be scheduled for staff training.
* Monthly Volunteer Report - [https://docs.google.com/document/d/1WCW6L1tWRLsqdW26ngsu6yUBMx0hzHYMMM1q9gwDw2U/edit]
* Tyler would like to schedule something for all volunteers so that he doesn't have to train them individually.
 
* After that training is done, will schedule a FULL VOLUNTEER meeting.
Tyler's goal is to recruit and train three new volunteers to cover the rest of the summer.
* Shift Staff - we should ID a few volunteer benefits (ie. 1 FREE water/shift)
 
Schedule volunteers for regular classes (fyi - FREE to volunteers)
 
== Education/Classes/Events - Donnie J. ==
* Monthly Report - [https://drive.google.com/drive/u/1/folders/0B9HAmLuqM06ZLUZRbC1GakJRZFk]
* Upcoming Special Events - [https://www.google.com/calendar/embed?src=allhandsactive%40gmail.com&ctz=America/Detroit]
 
* Planning for Detroit Maker Faire
* Need 6 names ASAP in order to procure the six armbands.
* Donnie will reach out to the Science Olympiad team tonight.
* Larry informed the group that the Washtenaw Area Maker Meeting will be on August 8th, AHA Tour then Meeting at Menlo
 
== (30m) Unfinished Business==


Tyler will start a volunteer snack bin! Everyone seems to be OK with volunteers getting a free beverage per shift.
'''Reference Interim Board Report IF status of Approved Items is necessary'''  [http://wiki.allhandsactive.org/19_Jun_2015_Interim_-_Board_Meeting_Agenda]


== Outreach/Events/Education - (Donnie J.) ==
* ''Items listed below were NOT addressed at the Interim Board Meeting on 19Jun15''
* Class Schedule - TBD (adding Bike Fix Night to New Business)
* GG - A suggestion was made that perhaps a dedicated role for 1 person should be created.
* Art Night has a pulse again - Need theme for July Art Party...


ANNUAL EVENTS
Everyone would love to see a full-time, paid employee.  We need the grant money coming in to do this.
* AAHOM TechTwilite - Done but very rough compared to previous years


Donnie would like to plan this better -- it was too disorganized this year.  BYB microscopes was popular.
* GG/DD - Move our finances to an online double entry accounting system.  Xero or QB Online.  Easy transparent access to members, directors and accountants/auditors.


* A2 MiniMaker Faire - Done.  All Rhino Badges gone, demo'ed 3D printer, showed off scorpions
Yes, this is something we want to do by September Board.  Larry W.
* Detroit Maker Faire - July 25-26 9:30am-6pm (deadline 6/1 to submit) - application submitted 6/7/15


Zach S. to do open source furniture?
* GG - How we can get volunteers more in-line with our mission statement.


Jacob M. submitted his race team application on time -- cars are just about raceable.  Joined forces with "Team Tebo" (Corey T.'s "team"?)
Carry forward to the next meeting.


* No other events shown on the AHA Google Calendar
* AM - As noted at last months Board meeting by Alec M., there are no formal agreements with BYB or AMF Nano. Open discussion about whether there should be and/or if yes, how often to review.
* AHA has been invited to participate on a panel discussion of Maker activities at [http://www.conclavesf.net/ ConClave] a Dearborn SciFi Con  - minimum 2 hour time commitment but costs $25 to participate.


== (45m) New Business==
Carry forward to the next meeting.
'''* IF a new item needs work (the Board decides) a Director must champion it.'''


Meeting ended abruptly at 9pm when Larry left the space to give some equipment to Patrick H. for his pop-up.  Greg G. left while this was happening.
* Many - Should we stay OR should we go?  Regardless, many members agree the current space has issues.  Should we form a committee dedicated to this topic?


''' Therefore, ALL items below WERE NOT discussed OR acted upon: '''
Carry forward to the next meeting.  Likely to be activity around creating a Strategic Plan before next Board meeting.  Required by many Grants.


* GG - Talk to AAACF about how to build an external board of directors for AHA with expertise in leading 501.3c’s.  AHA directors could report to this board.


* FYI - The FULL Board is NOT needed to get some of this done.
Carry forward to the next meeting.
<span style="background:#00FF00">* GREEN</span> - Go For It!
<span style="color:#FF0000">*  RED</span> - Requires Full Board Meeting.* 
<span style="color:#0000FF">*  BLUE</span> - Requires Director of Facilities Approval.* 


* GG - Does AHA need a 3-strike policy?  Greg G. to draft a document for discussion.


'''NEW ITEMS FROM MAY OPEN TIME (initals for who suggested):'''''
Greg rescinded his request for a three-strike policy.  Instead , would instead like to codify the discipline procedure we are using for the above member issue since it's more flexible.
* AM - <span style="color:#FF0000">Individual member space utilization (how much is allowed and for how long?)</span>
* LW - <span style="background:#00FF00">Spring Cleaning never really finished - [https://goo.gl/2UkMEq Workplace Worksheet]was started (needs Volunteers AND Members to finish)</span>
* AM - <span style="color:#FF0000">As noted at last months Board meeting by Alec M., there are no formal agreements with BYB or AMF Nano.  Open discussion about whether there should be and/or if yes, how often to review.</span>
* TS - <span style="background:#00FF00">We need more marketing of tools and tech we have at AHA  (ie. on front door).</span>  <span style="color:#FF0000">A suggestion was made that perhaps a dedicated role for 1 person should be created.</span>
* AM - <span style="color:#FF0000">Company space utilization.  BYB pays for mold-making room, should AMF Nano pay for shelf storage?</span>
* Many - <span style="color:#FF0000">Should Member computer usage be "kid-friendly"?</span>
* AM - <span style="background:#00FF00">AHA Wiki now has tags for determining currency of pages.  Should we organize a Wiki cleaning party?</span>
* LW - <span style="background:#00FF00">AHA has the opportunity to run DIY Curriculum created by PyroEDU aka [http://www.pyroelectro.com/ PyroElectro] at NO COST to AHA - "It would please us greatly to expand our user base to include students taught by your volunteer instructors. </span>
* Many - <span style="color:#FF0000">Should we stay OR should we go?  Regardless, many members agree the current space has issues. Should we form a committee dedicated to this topic?</span>
* ZS - <span style="background:#00FF00">Do we want a Bike Fix It Night?</span>


'''NEW ITEMS FROM JUNE OPEN TIME:'''
== (30m) New Business==
* DJ - <span style="color:#0000FF">Should front stairs & hallway be redecorated? - <span style="color:#0000FF">Donnie J. to send out email to members for suggestions on what they'd like to see happen.</span>
'''* A Director/Officer or Member must champion action items to ensure the work gets done.'''
* DD - <span style="background:#00FF00">Should we resurrect Google Analytics? - Daniel D. suggested it's a good way to understand online traffic.</span>
* ACTION ITEM - Greg G.  - scheduling special meeting with member (notice to be sent out)
* JH - <span style="color:#FF0000">Should we buy a locking screen door for the alley?</span>
* ACTION ITEM - Larry W. to Propose a 2015 Budget for Board Approval (based on 2014)
* GG - <span style="background:#00FF00">Start using .org for everything we do!  Website allhandsactive.org currently goes only to wiki.</span>  Emails should be from allhandsactive.org, as should signage/cards.</span>
* ACTION ITEM - Larry W. to setup online accounting system by September.
* GG - <span style="background:#00FF00">Collect 1-page CVs of every board member (send to GG).</span>
* ACTION ITEM - Greg G. to submit for 1 grant (dependent on receiving required documents)
* GG/DD - <span style="color:#FF0000">Move our finances to an online double entry accounting system. Xero or QB Online. Easy transparent access to members, directors and accountants/auditors.</span>
* ACTION ITEM - Nick R. will work with Tyler W., Nate Y., Alec M. for a user-account solution for computer log-ins.
* GG - <span style="background:#00FF00">We need a strategic plan!  AHA Board (or a committee) should revisit our mission, and derive goals that show that we are focused on our mission.  New programs will be developed and proposed that will meet and extend these goals.</span>
* ACTION ITEM - Nick R. to prioritize Tools & Parts Spending Request
* GG - <span style="color:#FF0000">Talk to AAACF about how to build an external board of directors for AHA with expertise in leading 501.3c’s.  AHA directors could report to this board.</span>
* ACTION ITEM - Tyler S. to recruit and train 3 new volunteers
* LW - <span style="background:#00FF00">AHA has been invited to participate on a panel discussion of Maker activities at [http://www.conclavesf.net/ ConClave] a Dearborn SciFi Con  - minimum 2 hour time commitment but costs $25 to participate.</span>
* GG - <span style="color:#FF0000">Should we create a marketing position for monthly email blasts, promoting the AHA brand.</span>
* GG - <span style="color:#FF0000">We should focus differently on how we use volunteers/remove the front desk.  .<span style="background:#00FF00">Agreements on removing the front desk -- is a waste of space</span>
* GG - <span style="color:#FF0000">How we can get volunteers more in-line with our mission statement.</span>
* JH - <span style="background:#00FF00">We should educate volunteers about the various resources offered by AHA. Also points out that volunteers are there to keep things safe and secure.</span>
* GG - <span style="color:#FF0000">Does AHA need a 3-strike policy? - .<span style="background:#00FF00">Greg G. to draft a document for discussion.</span>
* JN - <span style="color:#0000FF">*  BLUE</span>Put up new shop lights.</span>

Latest revision as of 16:09, 15 March 2020

AHA Mission Statement
We seek to establish, build, and support a collective of individuals organized around the principles of community-driven education in the arts and sciences, and to ensure ready access to the tools needed to pursue the realization of those principles.

  • Meeting attendees: Mike Z., Greg G., Cindy T., Esty T., Nick R., Alec M., Jon H., Tyler S., Larry W., Deirdre D., Donnie J., Nate Y., Jordan S.
  • Meeting starts at: 19:06
  • Meeting ends at: 20:40


Board Meeting Protocol

* Standing Committee Reports - Individual Updates by Assigned Director/Officer presented in the time allotted.

* Open Time is for anyone to bring anything directly to the Board. If the Board agrees it's New Business needing discussion or action, it will be put into New Business and addressed at the end of the meeting.


SPECIAL ITEMS - Until these items are resolved, no other business will be conducted.

  1. DJ - Board Approved Request that "The first order business will be "Should Member computer usage be "public-friendly"?"

PLEASE NOTE: A petition addressing this issue (with names redacted) was submitted to the Board during discussion. No immediate action was taken as the Board chose another route (see below).

Nick R. would like user-specific accounts to isolate some issues we've had (added to New Business)

General reservations with behavior from a specific user on leaving obscene materials up on the public machines.

Larry recommends an action specifically against the member in question, rather than trying to establish overall guidelines for dealing with obscene material.

Greg feels that the member is being targeted unfairly due to personality, suggested the Board should work with this person to rectify the problems directly before any bans, and that any bans should have a defined time limit.

Board agreed a meeting with the member would be a constructive way to address this issue as opposed to an outright and immediate ban from All Hands Active.

Donnie proposes to enact a computer ban on the member until the member can come in (as soon as possible, not to be later than the next Board Meeting) to discuss with the Board of Directors the list of issues members have had with this member. Failure to meet beforehand results in a ban; use of the computers results in a ban. Members who have a stake in the issue may submit in writing their griefs ahead of time to Donnie J. (Board Member).

Tyler S. seconds the motion.

Motion passes: 4/4. Greg G. recused himself in keeping with Conflict of Interest form signed upon election to the Board.


  1. GG - Call for Censure of Board Member Larry W.

Greg would like to dissociate the recent action of Larry (shouting at neighbor) from the rest of the Board.

Larry has previously apologized to AHA members, Danny and the Chef at Taste Kitchen, and Dena (landlord), and then also encouraged random folks to go eat at Taste Kitchenb.

Board passes censure 4/4. Punishment (Larry suggested) is to clean the bathrooms for a month.

(15m) Open For All

  • All Are Worthy. All Are Welcome

No open items to discuss.


Minutes Approval

  • Will formally start next month as our newest Standard Operating Procedure

General agreement to do this!

(90min) Standing Committee Reports

Financial - from Larry W./Deirdre D.

  • Jun 2015 P&L - [1]
  • July Fundraising Report - [2]

Roughly $500 in profit last month.

Greg would like a solid date to implement online bookkeeping. Larry to implement an online accounting system before September Board Meeting.

Fundraising - Greg G.

  • Monthly Fundraising Report - [3]

Greg shares updates on the grants. No luck with the NIH grant -- going to tweak it and resubmit. Didn't have sufficient documentation to submit the Google Grant, going to try again this month.

We will need the required documentation in place before we can submit to many of these grants.

Governance - Nick R.

  • Monthly Membership Update (Larry W.) - [4] - AHA continues to grow (unusual for midsummer)
  • Monthly Maintenance Report - [5]

Mike Z. recruited two new members after Larry called out for current members to get some friends interested. We're going to have an AHA pizza party in August to thank him.

Facilities - Nick R.

John is putting up new lighting, coordinating with Nick.

Nick would like to add more power strips to the main desk area.

Nick shared the new prototype Penguicon badge idea (visualLY reacts when in proximity to other badges) he and Donnie are working on. Should have a realized prototype in the next few weeks.

Nick to prioritize Tools & Parts Spending Request

Volunteers - Tyler S.

  • Monthly Volunteer Report - [6]

Tyler's goal is to recruit and train three new volunteers to cover the rest of the summer.

Schedule volunteers for regular classes (fyi - FREE to volunteers)

Education/Classes/Events - Donnie J.

  • Monthly Report - [7]
  • Upcoming Special Events - [8]
  • Planning for Detroit Maker Faire
  • Need 6 names ASAP in order to procure the six armbands.
  • Donnie will reach out to the Science Olympiad team tonight.
  • Larry informed the group that the Washtenaw Area Maker Meeting will be on August 8th, AHA Tour then Meeting at Menlo

(30m) Unfinished Business

Reference Interim Board Report IF status of Approved Items is necessary [9]

  • Items listed below were NOT addressed at the Interim Board Meeting on 19Jun15
  • GG - A suggestion was made that perhaps a dedicated role for 1 person should be created.

Everyone would love to see a full-time, paid employee. We need the grant money coming in to do this.

  • GG/DD - Move our finances to an online double entry accounting system. Xero or QB Online. Easy transparent access to members, directors and accountants/auditors.

Yes, this is something we want to do by September Board. Larry W.

  • GG - How we can get volunteers more in-line with our mission statement.

Carry forward to the next meeting.

  • AM - As noted at last months Board meeting by Alec M., there are no formal agreements with BYB or AMF Nano. Open discussion about whether there should be and/or if yes, how often to review.

Carry forward to the next meeting.

  • Many - Should we stay OR should we go? Regardless, many members agree the current space has issues. Should we form a committee dedicated to this topic?

Carry forward to the next meeting. Likely to be activity around creating a Strategic Plan before next Board meeting. Required by many Grants.

  • GG - Talk to AAACF about how to build an external board of directors for AHA with expertise in leading 501.3c’s. AHA directors could report to this board.

Carry forward to the next meeting.

  • GG - Does AHA need a 3-strike policy? Greg G. to draft a document for discussion.

Greg rescinded his request for a three-strike policy. Instead , would instead like to codify the discipline procedure we are using for the above member issue since it's more flexible.

(30m) New Business

* A Director/Officer or Member must champion action items to ensure the work gets done.

  • ACTION ITEM - Greg G. - scheduling special meeting with member (notice to be sent out)
  • ACTION ITEM - Larry W. to Propose a 2015 Budget for Board Approval (based on 2014)
  • ACTION ITEM - Larry W. to setup online accounting system by September.
  • ACTION ITEM - Greg G. to submit for 1 grant (dependent on receiving required documents)
  • ACTION ITEM - Nick R. will work with Tyler W., Nate Y., Alec M. for a user-account solution for computer log-ins.
  • ACTION ITEM - Nick R. to prioritize Tools & Parts Spending Request
  • ACTION ITEM - Tyler S. to recruit and train 3 new volunteers
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