Minutes:12 FEB 2014 Board Meeting Agenda

Meeting attendees:

Meeting starts at:

Meeting ends at:

(5 min) Facilities Management Update - Josh

Awaiting response from Dena Isley at MTBU about:

1. Emergency Exit still needs foundation support (it works much better, but it's cold due to lack of proper foundation)
2. Bathroom floors need replacing, but can't be done until back area is warmer.
3. The emergency exit/back alley has a solid layer of ice on the ground. For safety, can a layer of dirt / salt be put down in the alley?
4. HVAC / Duct work is failing, and leaks around alley have caused damage, and continue to do damage (salt/water leaked onto computer/CNC equipment).
   1. Requested meeting with landlord about patching these up.
5. The front door sticks open. Brrrr : )
6. The stench smell still comes in from time to time. Last we heard was that Guardian was going to do a follow up inspection / possibly try and pump smoke through the system again to find leaks, but I have not heard an update on this. Do you know what the status of this is?

New carpeting for the win. Need to start vacuuming : )

(5 min) Financial Update - Josh

1. Monthly Update
2. Any news on Quickbooks Improvements?

Previous Action Items!

Completed Items

• All: Print and Sign 501c3
• All: Bylaws, Standing Rules, Conflict of Interest read over by 11:59pm on Sunday Jan. 12th
• All: Bylaws, Standing Rules, Conflict of Interest Have voted on by 11:59pm on Wednesday, the 15th of January
• All: 12/18/2013 - Will provide options for UMSI Volunteer Day in January
  • Dana: AHA Kids Propaganda, ie: Tri Fold Brochure, Poster (ie: 11x17 in hallway)
• Dana ?? - Will make sure Calendar, AHA Events Web Page, and Monthly Printed Poster up to date with events
• Josh 12/20/2013 - Will have two keys and codes ready for MHardware Group
• Josh: Stench still happens Get log happening with John - When & How Long
• Larry: Will update standing rules for Friday
• Larry: Facilitate $ for 501c3
• Martin ?? - Will communicate with Josh & Dana about events & improving the process
• Martin ?? - Will pursue options for covering financial work AHA needs doing (Andrew has jumped ship)
• Tyler ?? - Will meet with Josh on Sunday to start reviewing what 'space management' means
• Nate: Will implement a policy page for borrowing tools
• Zach: Is willing to pay to get more trifold brochures made

Open Items

• All: Put in documents supporting 501c3 (Copies of testimonials, articles, etc.)
• All: Mail 501c3
• All: Martin submits updated wiki: If we could comment when that gets sent out
• Dana 01/01/2014 - Will work with Nate to have a rough draft of a plan of action on how to increase Staff involvement
• Dana 01/14/2014 - Will work with Nate to have a the plan of action implemented with Staff
• Dana: Get "Making Stuff" info from Josh and promote on Arbor Web, Parent web sites, etc.
• Dana: Meet up to rock out Staff Goals w/Josh & Nate (Getting Shit Done Meeting: 4th Wednesday)
• Larry: Will make sure everything involving memberships is documented and taken care of
• Larry ?? - Will provide an update on state of membership process
• Larry ?? - Will address Landlord should any egregious events arise
• Larry: Forward New.org board info data to the board crew!
• Martin: Go over with Josh Quickbooks Data entry!
• Martin: Work with Josh to get flier done one week before end of January
• Martin: When posting events to mailing list: Good to include times in event listing updates
• Tyler: Ongoing: make sure everything involving space maintenance is documented and taken care of
• Nate: D&O Insurance
• Nate: Get PDF/Electronic version of insurance policy and share with board
• Nate: Meet up to rock out Staff Goals w/Dana & Josh (Getting Shit Done Meeting: 4th Wednesday)
• Nate/Josh: Need to email mpowered group to do 3DPrinter training
• Nate/Dana/Josh: * Larry: Get measurements of the sign upstairs using the power of math + cameras
• Nate: Ongoing: Will continue to work with Staff to better coordinate their interests & availability
• Nate: Ongoing: Will make sure everything involving staff is documented and taken care of
• Josh 12/20/2013 - Will provide an update to the AHA group about state of facility issues (Heat, Carpet, Emergency Exit)
• Josh: Will make sure that our documents / file storage is consolidated and organized (in progress)
• Josh: Get Dana Copy/Paste info for NOVA/PBS Event for Arborweb, etc.
• Josh: Get a good sized mat for front door, talk with Zach (awaiting response from Zach)
• Josh: Share with Martin the google org document for Doc Organization
• Josh: Sit down with Martin and Clean Shit Up (old/dead docs)
• Josh: Meet up to rock out Staff Goals w/Dana & Nate (Getting Shit Done Meeting: 4th Wednesday)
  • Started First Day / Second Day Staff expectations/guide documents
• Josh: Work with Martin to get flier done one week before end of January
• Josh: When posting events to mailing list: Good to include times in event listing updates
• Tyler: When posting events to mailing list: Good to include times in event listing updates
• Tyler: Communicate with Zach about getting Floor Mat(s) for the upstairs entrance
• Tyler: Work with Nate, Josh, and Martin to integrate event automation : )