Minutes:13 July 2016 Board Meeting Agenda

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: Corey, Alex, Nate, Greg, Alec, Tyler (note taker)
• Meeting starts at: 7:12
• Meeting ends at:

Board Meeting Protocol

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

* Open Time: For anyone to bring anything up to the Board. IF the Board agrees the item requires action, it will be put into New Business and addressed at the end of the meeting.

(15m) Open For All

• All Are Worthy. All Are Welcome.

Corey - Marketing Corey accepts. Would be happy to migrate marketing duties to officers to avoid burnout. Greg agrees. Having more of the members meetings would be good. Alec agrees we should have a separate meeting. Corey will try to schedule a meeting. Greg suggested a monthly marketing email. Corey is interested in sending stuff out about current events and what's going on now. Content for the blog, lots of activities are going on but we don't publish it.

Nate will give Alec blog access.

Alec wants to give volunteer manager access to staff list.

Minutes Approval

• April 2016 Board Minutes -- Was not approved in June because 2 directors were missing.
• June 2016 Board Minutes

Corey, Alec, Greg and Tyler approved.

Education - Nick R.

Upcoming:

• Advanced Learn-to-Solder (surface-mount) using Penguicon badges.
• Amateur radio General license review class -- Do we have enough people to open on Saturday morning, and should we charge for use of AHA? Need to resolve these questions ASAP.
• Professional Development opportunity (i.e. AHA training educators) via middle school teacher Rebecca B.

Discuss fee structure for classes and use of AHA's space.

See more notes from discussion around classes and planning here: 19_June_2016_Planning_Meeting

Comments:

• Nate thinks we should increase cost classes, charge and rsvp in advance. Put skin in the game. Nate asks we look at it and review. Gist is re-organize how we run classes, so that the teachers don't burn out. Feels people will get good value out of the classes either way. Teachers are happier, paid, and better experience.
• Haven't had change in teacher in long time.
• Most people not involved won't teach a class for free or for low turn out.
• Feedback and student evaluation would help at the end.
• Will take discussion to email and decide on fee soon so we can get a number to Dan.
• Nate requests feedback via email
• Flyers where we get hits.
• Nick is working on class list for fall. Classes during welcome week.
• Greg proposes $50 one time fee for the class. Nate will tell him that number.
• Advanced learn to solder prob won't happen this month.
• Professional dev we need more info. Teaching teachers how to do making.

Finances/Membership - Alex W.

Greg (BYB) raised concern that he's yet to receive payment for laser use. We should compensate BYB for the member laser use as per the original agreement. They have invested significant money in the laser and it's installation for member use.

• Greg is OK with this for now. Should look into LDAP for the future.

Do we try to restart regular Member meetings? They have been poorly-attended in the past, but good to have opportunity outside of Board meetings to raise concerns.

• Nate is happy to coordinate and run them. More people engaged and getting people here. Newsletter might be helpful. Member meetings on this day at this time, blah, blah, and blah. Tyler is happy to help. We'll start with the pot luck meeting. Member meeting start schedule every other month.
• Corey said some do orientation of members at that time.

Alex update

• DTE decided to let us pay them. They will mail us packet to fill out.
• We need to send them new lease with new meter then.
• Nate suggested get a mailbox.

Transferring money from Paypal to TCF. New paying member, but lost one. Greg said he added a member but told him he has to start paying in November. Need to pick up a few more members to support new space. Nate will float us for a bit.

Electronic forms are mostly done but not uploaded yet. July 30th is ETA.

Fundraising - Greg G.

AHA Grant update: Working meeting on July 11 to discuss architectural designs for new spaces. Good turnout (7 members) to discuss two main concepts. All members present at the meeting agreed with creative concept 2 (See document here) which provides a larger space for maker space. Design was industrial and clean (wood, stone, concrete), with all fixtures and furniture all built in house.

SPARK Tour: Bill Mayer of Spark will tour AHA July 19, 2016 at 2pm to discuss the plans for making AHA into a co-working space 9am-5pm. The goal is to write an MEDC grant to fund 2-3years of rent, and full time employee for the MakerSpace.

New Lease Amendment: New amendment is available here. Covers 2 new places.

Greg thinks we have a good shot at this.

• Alec wonders about permits. Greg says yes we'd need them for renovations.
• Architect would design things up to code.

Marketing/Events - Corey T.

Upcoming:

• Art Fair - 12'x12' booth, in front of Jerusalem Garden. Only 1 person signed up for a weekend shift so far. Greg posted sign up list is [[ https://docs.google.com/spreadsheets/d/1oSwdiOrxQvqLFtVhYNl2ZCFWYczFqVopaLjBIngqx4k/edit#gid=0%7Con google a doc]].
• Makerfaire - We have a in for the learn-to-solder event. Current plan is to sell the Penguicon badges.
• Participation in Milan Flyers Open House
• Fall Open House

Operations/Volunteers - Tyler W.

Door lock on main room is working.

• Nate started administering cards.
• Plan to expand and place similar system on new room.
• Nate ordered the parts.
• Door lock randomly crashes and won't lock.
• Nate investigating.

Computers

• Network cable runs are finished
• NAS is up
• PC's starting to be restored.
• UPS is ordered for rack
• Face plates and more cabling for rack have arrived.

Laser cutter install is waiting for city approval for changes to exterior of historic building and resume of work by Altech.

Paint work continues...

Leak in ceiling in loud noise room - Haven't been able to verify anything except condensation in the room. Landlord can't do much for condensation.

Interior doors

• Door in loud noise room sloping - Probed a bit - it's going to be our responsibility. Would be best to shim it up and run screws back in for frame.
• Door stop bottoms were ordered.

Volunteer meeting held on 30 June 2016. Minutes/Notes: 30_June_2016_Volunteer_Meeting

• Many showed up.
• Only 2 volunteers scheduled on the roster.
• We should give notice and terminate any other members listed as volunteer at this time.
• Brian Morse and Demure are the only two volunteers. Demure has offered to run the space on all open days until he starts classes again in the fall.
• We'll need to recruit new volunteers before fall semester.

(30m) Unfinished Business

Alec wants to have some kind of long-term agenda of "things to do" (recurring events), viewable in the minutes.

- Donnie, Nate and Alec will put this together. Nate will send an email to coordinate -- going to do this in May.

- Nate didn't do this, suggests an offline meeting, set for June 19th at 3:00PM.

Nick R. mentions the Milan R/C Club has restarted, trying to get a non-profit status. Nick would like to see some cross-pollination between these groups. Interesting things coming up with that group includes a drone racing track.

Milan R/C club has invited AHA to attend their open house event in August. Nick floated the idea to build quadcopters at AHA, then bring them to the Milan R/C field to fly at the open house. Nate will possibly provide a generator for power at that event.

Nick wonders about cleaning the acrylic skylights and what the plan is for that.

Alex W. - Working on a Google Form for membership signup to replace current paper form.

Mostly done, could use more feedback, and we need to come up with new rules for this new space (bathroom use, loud noises before 3pm, etc.).

Alex W. - Drafting a Storage / Clean Tabletop Policy

Would like to leave the main classroom table clear, and the black tabletops in the back as well. Members would be free to move unattended items if found on tables.

Alec suggests also having a cheap "storage box" solution, you could rent a cardboard box to put your projects in for a limited time.

Tyler brings up the AHA phone number switch over. This needs to happen because we use our phone number on a few places. We've cancelled internet, struggling to get phone registered to provider, may just need to get a more recent phone.

Follow ups from landlord about new building

Mailbox - Q: Do we have a centrally located mailbox somewhere? If not, does the mailman generally just leave mail outside suite doors?

A: The mail carrier delivers to the suite.

Recycling - Q: The recycling bins behind the building are reserved for Afternoon Delight use. Is it acceptable if we get our own small bin from the city and place it there or do we have a shared recycling location somewhere?

A: Yes you may get recycling bins, I would suggest labeling them as AHA.

Bathrooms - Q: We have keys to the bathrooms on the lower floors. Are they intended to be reserved for employees or is it okay for customers to use them also? The upstairs restrooms are open during the day, but we weren't sure if they were reserved for Afternoon delight customers. Would it be acceptable to direct handicap/wheel chair users to the upstairs bathrooms if needed?

A: The lower level restrooms are intended for tenants and their guest. We just ask that they are mindful of the others in the building. The upstairs restrooms are common area restrooms. However, they may be locked after 3pm by Afternoon Delight.

Utilities billing - Q: Utilities billing for the locations are shared between tenants. How will we receive the bill for that?

A: Each of your spaces (soon to be leased spaces) are separately metered. If you have a share of the common area utilities you will be billed monthly for an estimated usage based on your pro rata share. I know we are currently working on an amendment to your lease to incorporate the new spaces and should have that information for you soon.

(30m) New Business

Tyler would like to introduce a formal harassment policy that allows us to directly deal with issues when they occur. Tyler feels the existing "3 strikes" policy doesn't go far enough. Some members have left the space because we don't take this issue seriously enough. Ana suggested a formal progression for persistent issues. Tyler wants to make sure that the board always has the option of instant banning if it's needed. Our membership entrusted the board with maintaining our space, so they should mediate between the two parties in a discrete fashion. Any retaliation to an action taken because of this policy should be an instant ban. The way i3 deals with it might be a good start: https://www.i3detroit.org/wiki/Harassment_Policy

Nate needs to contact insurance agent to update coverage for added square footage. Square footage of current space has been amended to 1420 sq.ft.. Square footage of salon space is 439 sq.ft (right??).. Nate will change the total coverage to be 1420 + 439 = 1859 sq.ft..