Minutes:14 AUG 2019 Board Meeting Agenda

agenda:

• marketing
• volunteering
• anti-harassment policy
• bylaws
• loud noise room
• state taxes update
• fire marshall visit?

Board members present: Mike, Ndu, Nate, Laria, Adam (remotely via signal)

marketing:

• board given homework from Veronica, who can help with marketing (google form)
  • follow up on this!
• Veronica has lots of experience marketing, currently on the job hunt
• good volunteer opportunity: reach volunteers, and find volunteers who will do marketing work
• (volunteering can be more than running shifts; classes, specific projects, space improvements)
• do things that make news!!!

• Action Item: fill out questionnaire

volunteering:

• Ndu new volunteer coordinator!
• need to remove DDA's get downtown bus pass info from our website (no longer eligible)
• 2 prospective new volunteers
• set up an accessible todo list for things volunteers should do.
• ideally can find volunteer's interests and find tasks they may prefer
• cleaning would preferably be done by members cleaning up after themselves
  • want to avoid burning out volunteers with menial chores
• how can we keep our public hours accurate, and make sure the space is open then?
  • volunteers email list if they can't show up, need someone to take a shift
  • should there be a volunteer-only email list/comms for coordinating schedules?

• Action Item: change bus pass info
• Action Item: set up accessible todo list for vols

misc. website chatter (spontaneous):

• would be great to update/redo the website
• will take design and tech work
• squarespace/wix vs. git-based ones have different pros/cons
• some members have done some work on this already, nothing finished yet.
• need to have a more specific meeting on this with people that want to do it

• Action Item: set up a meeting with people who want to re-do website

anti-harassment policy:

• James and Kale have a draft with some edits
• need to much better advertise the existing policy
  • it exists, people should be able to know about it by just physically visiting the space
• set up a google form to report (potentially anonymously) to the board
• better outline reporting mechanism. If you need to talk about something, how do you do that?
• need to handle the case of a board member being problematic; can't always just report things to the whole board
• conflict de-escalation and mediation can be helpful
• will review edits from James and Kale
• Make and install a more permanent sign
• make bylaws, anti-harassment policy, etc. MUCH more accessible and easier to find online
• send links to bylaws and anti-harassment policy to Keane

• Action Item: make google form for anonymous submissions
• Action Item: make & install sign re: policy
• Action Item: review James & kale's edits
• Action Item: send links to bylaws/policy to keane to format for website
• Action Item: make directly accessible on website

bylaws (spontaneous):

• change board vote for banning criteria to n-1 (handle case of having a short board)

• Action Item: make the edit, bring to next month's meeting as a proposal

loud noise room:

• members are already having a convo. Awesome!
• can possibly get shelving from Nate for better organization
• help schedule/facilitate a meeting for loud noise room users to figure out what changes make sense.
• Board can listen, figure out how to help make things happen
• member driven!!!

• Action Item: encourage interested people to take on the meeting/changes
• Action Item: facilitate a meeting if necessary

annex (spontaneous):

• Nate working on a new design that will be more reliable (80%)
• esp2866, off-the-shelf card reader
• drilling to install electromagnet is the hardest part
• should be done soon, once it's proven we can replicate the design in the annex

• Action Item: get main door fixed, then replicate work on annex door

state taxes update:

• registered as having sales, and thus sales tax
• need to file for 2017 and 2018 for having $0 in sales

• Action Item: file forms for 2017, 2018

fire marshall visit?

• board can do a quick sweep for things that will be obvious problems
• make sure circuit breakers are accessible, have clearance (~3ft?)

All Action Items in one place:

• fill out marketing questionnaire
• change/update bus pass info
• set up accessible todo list for volunteers when they work shifts.
• set up/facilitate a meeting with people who want to re-do website
• make google form for anonymous anti-harassment policy reports
• make & install sign about anti-harassment policy
• review James & kale's edits of anti-harassment policy
• send links to bylaws/policy to keane to format for website
• make bylaws/anti-harassment policy directly accessible on website
• make bylaws/anti-harassment policy edit fixing assumption of always having a full board, bring to next month's meeting as a proposal
• encourage people interested in loud noise room changes to take on the meeting/changes
• facilitate a meeting if necessary (loud noise room)
• get main door fixed, then replicate work on annex door
• file MI sales tax forms for 2017, 2018