Minutes:13 JUN 2012 Board Meeting Agenda

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

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

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.

Donations

• Laptops from Justin, Tess, Nate
  • need to send ty 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