Minutes:13 JUN 2012 Board Meeting Agenda

Present: Nate, Neonate, Heibai, Josh, Xander, AlisonC

Telepresent: Senkow, Echo

Agenda Items

Ventilation Proposal: Josh W.

• General Problem:
  • Bad Ventilation = Potential hazards + unpleasant smell
  • Good Ventilation = We can cut more stuff with less worry!, cut different kinds of things
  • More detailed explanation:
    • There is currently no appropriate ventilation for LASER Cutter, 3D Printers, CNC Cutting, etc.
    • There is currently no fresh air in take for the Proto Room or DogFort
    • When laser cutting acrylic, it emits a plastic burning stench that people complain about! (JW: Competing with poo smell)
    • With proper ventilation, we can cut more materials that we currently avoid due to health concerns.
    • Fumes from acrylic are bad for you. Not as bad as chlorine, but not good.
    • There are potential people willing to lend us money to make this happen, so long as we pay them back in a 6 month time frame and/or count towards membership.
• Costs:
  • $180 = Fans: http://www.amazon.com/Suncourt-Inductor-In-Line-2-Speed-Duct/dp/B0015S5DBM/ref=sr_1_2?ie=UTF8&qid=1338512898&sr=8-2 3x - $60 each = $180
  • $360 = Ductwork: $13 per 5 feet x 20 + $10 per join x 10 = $360 online. I bet they're way cheaper if you buy them somewhere local like stadium hardware though.
  • $150 = Fudge factor $150 (mounts, screws, vents, dampers, poking holes in walls, etc etc).
  • $50 = Bends / Joints / Angles / Connectors
  • Total cost: $750 -- but I suspect it may come down to ~$550 or less buying locally.
    • If we ONLY do Protoroom (not Dogfort), we can reduce by ~$100 (min ~400$, max ~600$)
  • XH: Two competing proposals, Shvartsman has priced out both
    • Through-ventilation Dogfort and Protoroom
    • Fume hood, duct for laser cutter
• Who can make happen?
  • Josh Williams
  • Michael Shvartsman
  • Tyler Worman

• Heibai: Liability waivers
• Nate Y: May as well do both
• Josh: Ductwork is biggest cost, then fans
• NY: Fume hood first, then expand later? (Laser cutter first) -- Could use flex tubing
  • Dust-generation makes this obsolete
• X: Fume hood: Drop the ceiling by 50cm and install fans to pull air up and out
  • FIlters over intakes
• NY: Dust generation makes that hard
• X: Wall mount shop vac, movable hoses for dust collection
• NY: DIY dust collector <100$ (cyclonic) is cheap, but ventilation is pricey unless we can find used stuff
• ND: Ducting in stages, reorganising Protoroom? (laser next to duct?)
  • Solves immediate problem
  • Dogfort will not be ready for at least 2 more months
• NY: Drilling the hole is hard but not expensive
• JW: Laser cutter in restroom? (already have Ceiling Cat hole)
• NY: Ducting is easy, fume hood idea builds in some expandability
• JW: Michael Shvartsman is willing to front the moneys (year membership)
• X, NY: Buy used equipment
• ND: Ventilation adds to value proposition

• X: Propose two plans.
  • If MSh isn't okay with getting a year membership, he can front the money and we pay him back month to month
    • ND: Don't like taking a loan from a member, also okay with spending out of the general fund because it needs done. Fundraiser since we have a plan
    • H: Party!!!
    • X: We should accomplish this by email. Capital investments to improve AHOps, fundraiser for them?

• ND: Directors are in agreement, this is a good idea

Proposal: To spend money as set forth by MSh, with the corollary that we look into reducing the cost by doing it sequentially or finding other parts. Spend up to 750$ on a ventilation system to be installed over the next several months.

• Yea: Nate Dotz, Nate Yost, Xander Honkala, Michael Senkow

• NY is willing to pitch in some money
• H: Give him free classes?
• NY: Name it after him

Stickers: XH

• VGKids: 1000 single colour 3*3" for 90$, two colour for 140$
• ND, NY: Crest?
• ND: Brand recognition? Too many logos
  • Flaming Rhino ++
  • Rhinoctopus
  • Crest (Once you are initiated)
• X: Multiple colours
• ND, AC: Can be monochromised
• X: Size?
• ND: Flaming Rhino + 'AHA'
• X: Colours? White on black? Black on white?
• NY: Wants black on white
• H: Draw it first
• ND: Mailing list, 2 weeks call for designs
• NY: SVG of Flaming Rhino?
  • H has it on her laptop
• ND: Illustrator?
• X: No big deal

Proposal: 100$, mailing list 2 weeks call for designs Yea: Nate Dotz, Michael Senkow, Xander Honkala, Nate Yost

501c.3 Submission Process: Nate Yost

• We need an EIN
  • ND: We have one since our Articles of Incorporation were approved.
  • ND: Beg variety of lawyer friends to help us
• Linh Song?
• People who know shit don't have time
• X knows and can make time
• NY can make time for forms
• X: Matt Bauer at Tech brewery
• NY: Hans at i3
• ND: James carlson at Bucketworks
  • X: Bucketworks's lawyer?
• ND's former employer?
  • Will contact
  • Missiles is interested in a lifetime Ops membership in exchange for giving help

501c3 party:

• X is available sunday evenings
  • NY is okay with sundays
  • JW: 24th evening
  • NY: 24th board game thingy 1300--2000
• H: Drinking on a friday or saturday?
• JW: Homework!!! pick an section and review it
  • Xander has section 8
  • Nate D has section 7
  • Dana has section 6
  • Nate Y has section 8 with Xander
  • Senkow has section 4
  • Echo hsa section 3

Agreement: 20:00 on sunday 24 june!!!!

Afterwards we will shove in front of a lawyers face so they can review it

Submit it after review

CLOSED

D&O Insurance: Nate Y.

Directors and omeletts officers

xander will follow up later

Shogun Update: Josh W.

• Space Improvements
  • Proto Room clean up, shelving, electrical made better
  • DogFort lighting 1/2 fixed
  • Bathroom floors replaced (landlord back in May)
  • Bathroom walls being repaired (landlord 11 & 12/jun)
  • Stench: Pipes patched behind old bathroom in back (landlord 12/jun)
  • Back alley gate: Closure spring added (landlord)
• Financial Status
  • $4359 in bank 6/13/2012
  • $859 in paypal 6/13/2012 ($825 of this is payment for Summer Camp Classes! JW: shouldn't be included as spendable money)
  • $400 in cash awaiting
  • $150 in pending credit transactions
  • Total: $5768 (NY: I'm always surprised to hear we have this much money.)
  • HOWEVER:
  • -$2,000 that iQguys has yet to deposit
  • JW: 245$/month to pay back to IQguys
  • -$535 owed to Bright Futures (check for $810 was received and deposited a few days ago)
  • $3233 remaining, 2400-2500$ after summer classes
    • Basic Monetary State
    • Memberships are up, once backyard brains goes through we will have brought in ~$1,300 for June ($500 = Nate Dotz)
  • Financial updates re: BGEi Dissolution & AHA Taking up accounts
    • Ops bank accounts are closing
    • Credit Card going through SquareUp (Thanks Nate & BB for temporary phone!)
    • All finances are now headed to go through TCF
    • Jess & Bearic are getting trained up, and we're discussing best way to keep track of everything

• General Infrastructure Improvements
  • Membership processes
    • Generating lists in Wiki on how to handle new members, extinct members, etc.
    • Dana is handling new member processing
    • Corey is in line for handling extinct member processing

Quickbooks Pro 2012 vs. Online: Josh W.

Quickbooks Pro 2012

• Cost: $1,100 over three years
  • $200 p/three years
  • $25 p/month if we want payroll
• Pros:
  • Much cheaper than Quickbooks online in the long run
  • Much more user friendly than QB Online (ie: You can open multiple windows at once!)
  • Jess, who is doing most of the data entry / accounting work is more familiar w/this interface
• Cons:
  • Can only use on one computer, unless we purchase more user seats
  • More expensive up front cost

Quickbooks Online

• $2,340 = Total cost over three years
  • $25 p/month now
  • ++$15 p/month for inventory
  • ++$25 p/month if we want payroll
• Pros:
  • Can use software anywhere we have a net connection
  • Cheaper up front cost
• Cons:
  • Much more expensive in the long run
  • Clunky interface

• NY: Offline version is just fine
  • JW: Downside is we need a machine for quickbooks
  • NY proposes setting up a machine then backing it up into the cloud
• X: Gnucash???
  • JW: Doesn't support payroll. One accountant hates it. Jess is most familiar with QB Pro 2010.
• JW: QB Pro 2010 expires after three years

Decision: QB Pro 2010 shall be migrated to. dOps and AHA finances shall be merged with the dissolution of Black Galleon Enterprises.

Detroit Maker Faire: ????

• X: Oh, fuck.
• X: Lots of herding cats. Wants a stronger presence than last year.
• H: Projects???
• NY: Something reasonable.
• X: Thread
  • Amanda/Valdés/Dome
  • Gamification
  • Pikey Spoint Tent
  • H2 Balloon Explosions
  • Cell Phone Wrecklab
  • Barbie Car
  • Projects (Scanmera)
  • Derpbots/Robot Repair
• X has contacted HackPGH and their yurt.
  • Interested in H2 explosions and pikey spoints tent.
• H2 is dangerous.
  • Probably not gonna happen.
• X: Barbie car!!!!!! Happening, don't worry about it.
  • Is okay for the moment as far as tasking/getting shit done
  • Worman gonna race at Chicago MF
• Derpbots. Josh ain't gonna lead it
• Josh will liaise with Amanda and Valdés about dome stuffs
• Josh wants a small wrecklab. Big ones are hard to clean up. Wrecklabs are common anyway.
  • NY: Shouldn't be the main focus.
• ND: Pine Junk Derby = Wrecklab + Pinewood Derby
  • At-booth retention so we can talk up the space. Or coming back again and again.
  • Modati dude to do custom screen printing?
  • Heibai: Modati wanted 100$ for Penguicon
  • NY: Modati could sell shit and promote themselves
  • X: Bilal had the problem that it took loads of time. 20 minutes per person
• NY: Bright Futures?
  • JW: Cheap supplies. Wants to invest lots of time into this.
  • ND: Demos and talk about us being the only hackerspace that has an afterschool program
• ND: Learn to program in ten minutes! (Borrowed laptops) Would be willing to staff that station but will be in Portland the week prior.
  • Someone else will need to handle the hardware prep.
• X: Knitting circle under the Pikey Spoints tent - Kimberly et al?

• X explains the Pikey Spoints tent. Build a yurt out of conduit and connect trashbag cones to it.
• X: Dome should be backup plan if we can't get Pikey Spoints to work.
  • JW: Needs to be definite yes or no.
• ND: Ceilinghanger?
• X: As a hackerspace, what the hell are we shooting for?
  • We're in a better place than i3 who just sit and talk about projects
  • What's our Big Thing?
    • NY: Pikey Spoints, but that sounds like a lot of work
    • X: Commit?
    • NY: Wants to hear moar about design
    • JW: Pikey spoints dome? JOIN FORCES
• ND: Brainstorming meeting! Mailing list! We need to wrap up cause it's læt!

Summer Camp: Nate Dotz

How many laptops???

• JW: 2-3 pentium m things

Website Theme Purchase: Xander

• X: Buy a goddamn theme and make it look better.
• NY: Wants to get the current theme to work.
• X: None of us has time.
• NY has time.
• Heibai can come up with the design and Nate Y can code it.
• X: Forum engine
  • AC suggests bbPress
• Become a Member button
• NY: Make it easier for who keeps track of it
• X: Will integrate Stripe - embeddable payment processing API

Treasurer Fun Times: Josh W.

• Jenn is moving away.
• Heibai suggests Jess since she's Ops's treasurer
• JW: Treasurer is IRS's first point of contact and must take their big barbed penis
• X: We need someone who is in town long term
  • Pavo?
• NY, X: Next month call on the mailing list?
• H: apprentice?
• JW: Redefinition of treasurer
  • Jess and Bearic will handle data entry and reports
  • Treasurer: Long term idea of our financial prospects, and financial documents to file
• NY: Approach Jess?
• JW: We need a long term person, Jess might not be right for this because she's busy and may not be interested in the legal aspects
• NY: Okay, let's put this on the mailing list soon

Donations

• Laptops from Justin Konen, Tess Gallagher, Nate Yost
  • need to send thank you to Nate!
• $100 from Ross (for dogfort buildout)
  • Need to send thank you
• New shift machine + OS from Chase, Stacy, Chris C., English G.
• The use of new Replicator from Backyard Brains
  • Need to send thank you
  • Need to train Tyler
• Backyard Brains donated microscope
  • ND: Don't fuck it up
• H: Obnoxious thank you for big donations
  • sponsor page

Cube's Fate: Xander

• X: Proposal was to take it down and rebuild it into a different form to have classes down there It would be a lot of effort in a short time.
• So how the question is, what do we do to do classes better?
• H: How does taking down the Cube help facilitate classes?
• X: Because it's not a good work space.
• NY: Facing different directions
• ND: Primary thing that we need is ability for everybody to see the presenter, the cube inherently prevents this
  • The cube is cool, but only æsthetically. Even double stacks would be way superior since they can all turn around
• H: Will classes bring in more money?
• ND: People are there for the computers. HOw much gaming business would we lose for lack of the cube?
  • Hoods?
  • The Cube sucks for at least one person, no matter where it is
  • A different desk setup would level the playing field
  • The Cube is not modular or scalable, movable desks are
  • The Cube is awesome, but not for what we need it for
• X: The Cube is too god damn large and makes it feel cramped and makes it hard to difficult to do shit
  • How much can we afford in renovations?
• JW: We can't afford much gaming station downtime
• ND: We can get four stations up over a long night, but we need a plan in advance
  • If we could get a Kickstarter up for our ultimate stations
  • Hit up our partners at EMU and BF, We want to bring your kids here and teach them to be better people! can you chip in?
  • There's a lot of people who haven't donated because we can't give them definite plans
  • Labour cost
  • Growth > Cube
  • Only one dude who uses only the Cube - Justin (hard sell)
• H: All the gamers are upset about this, even if they don't talk to AHA folks about it
  • Another idea the gamers had was putting renovation money toward laptops and netbooks set up for classes?
• JW: Tearing down the Cube would give us room for tournaments or classes of 20
• Everybody: We need gamers to raise their concerns constructively
• ND: We could build long benches for cheap (<700$). That's 3 laptops at best.
• X: Proto desk feedback: They're not big enough
  • V shapes may be a worse use of space
  • Cut down the front desk and glass table?, use one huge ass table?
  • Fastest solution
• NY: I just want to keep the gamers happy and make it reasonable for classes
• X: We can fit 20 on the big table if we double up at stations
• ND: We know what works for us, don't want to alienate gamers, draw up plans and ask for gamers' feedback
  • get a date for a general meeting
• H: Mondays or tuesdays
• ND: This is your chance to come up with something cooler that better fits your needs and allows us to fulfill our mission too
• X: To build, we need to close Ops for >=24h
  • Shut down the whole space for ~48h. If you are down here, you are working on renovation or bringing us food.
• ND: Backyard brains, can help out logistically
• H: Plenty of notice. Plan ahead for the downtime
• X: BYB in Dogfort
• ND: If we plan well enough, can get most things done in 24h - minimal setup for gamers
• X: Weekend is ideal for volunteers, but not for Ops. It has to be Sun/Mon
• ND: Get input, then do shit, then get money? September?
• JW: September is good because students are back in session
• X: Okay, run summer camps as we are in AHA. Put BYB in Dogfort