Minutes:10 Jun 2015 Board Meeting Agenda

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  • Meeting attendees:
  • Meeting starts at: 19:00
  • Meeting ends at:


Board Meeting Protocol

* There must be time for ALL reports to be delivered BEFORE any New Business is conducted.

* Any NEW issues from Member Open time will be added to New Business, addressed and assigned, at the end of the meeting.

* Standing Committee Reports - Individual Updates by Assigned Area in the time allotted.


(15m) Open For All

  • All are worthy, All are welcome.
  • FYI - IF the Board determines action is needed, the item will be added to New Business at the end of the meeting.

(15m) Old Business

Director & Officer Assignments:

  • All Conflict of Interest forms have been signed by new Directors.
  • COI statement received 6/10/15 from Greg Gage (owner BYB)
  • Transition letter delivered to new Board Members along with Member Survey Results

* Reminder: Board Directors starting a new term must submit Board Pledges to Financial Director (confidential) * Previously approved at May Board Meeting

  • Director Assignments: Volunteer = Tyler S., Ops/Fac. = Nick R., Governance = Larry, Fundraising = Greg G., Outreach/Events - Donnie J.
  • Treasurer Assigned: Diedre Devlin
  • Email proposal to restructure to fill all Director Assignments (Nick over Governence - except Membership, Larry over Financial) was rejected by Greg G. via email.
  • Last Board meeting there was a short discussion re. Conflict of Interest (tabled until Greg G. could be present)
  • 4/5 Directors needed to agree on assignments.
  • Emails for Directors? ie. gagegreg@allhandsactive.org

Standing Committee Reports

(15 min) Financial - from Larry W./Diedre D.

  • May 2015 P&L - TEMPORARY BOARD REPORTS
  • We remain in a strong financial position.
  • Postive cash flow
  • Emergency fund (3mo expenses) has been restored! ~$6800 (note, $1560 from BYB Intern Memberships prepaid)
  • IRS 990 has been received by the US Govt. Thanks Zach!
  • Diedre has some suggestions re. how she'd like to do AHA accounting.

(15 min) Fundraising - Greg G.

Recommendations:

  1. Start using .org for everything we do! Website allhandsactive.org currently goes only to wiki. Emails should be from allhandsactive.org, as should signage/cards.
  2. Collect 1-page CVs of every board member.
  3. Move our finances to an online double entry accounting system. Xero or QB Online. Easy transparent access to members, directors and accountants/auditors.
  4. We need a strategic plan! AHA Board (or a committee) should revisit our mission, and derive goals that show that we are focused on our mission. New programs will be developed and proposed that will meet and extend these goals.
  5. Restructure the board positions, fixtures, space to better align with the mission of the AHA.
  6. Talk to AAACF about how to build an external board of directors for AHA with expertise in leading 501.3c’s. AHA directors could report to this board.
  • NEW Fundraising Workshop held on May 30th - Larry W. attended

(15 min) Governance - Larry W.

  • Monthly Membership Update - TEMPORARY BOARD REPORTS
  • 58 members this month (includes 8 BYB interns)
  • Membership Tab on the website has been updated to match new forms
  • Orange Staff Book created for quick reference
  • Recurring payments links for AMF and BYB created (AMF using, BYB not yet)
  • Business Cards - TEMPORARY BOARD REPORTS

Operations & Facilities - Nick R.

  • Display Case - Gamestart declined (too heavy) - if we can disassemble it, AHA will deliver it.
  • Where will a 30 gallon fish tank go?
  • Where will the Sand Blaster go?
  • Small laser cutter relocated not yet hooked up.
  • Exterior door sign now lit w/ LED's - Thanks Donnie J., Nate Y., Alex W. and Tyler S. (still needs buttoning up)
  • 3D Printer sign under construction, more to follow
  • Scanner is broken - lid needs attention (anybody?)
  • Under table computer brackets being constructed by Alex W. & Nick R.
  • Kossel rewired -- No longer eats black filament but needs new stepper motor
  • Tyler Dence is working on setting up 1 Desktop to run 3D printers
  • Tachometer on the Ryobi drill press is dead. Still troubleshooting
  • Lockers purged
  • Exterior door now closes completely

Monthly Maintenance report - TEMPORARY BOARD REPORTS

  • Still no leaks - WooHoo!
  • Toilets still a problem. Not as much but yes. Gray water observed.

Volunteers - Tyler S.

  • New Volunteers will be scheduled for staff training.
  • After that training is done, will schedule a FULL VOLUNTEER meeting.
  • Shift Staff - we should ID a few volunteer benefits (ie. 1 FREE water/shift)

Outreach/Events/Education - (Donnie J.)

  • Class Schedule - TBD (adding Bike Fix Night)
  • Art Night has a pulse again - Need theme for July Art Party...

ANNUAL EVENTS

  • AAHOM TechTwilite - Done but very rough compared to previous years
  • A2 MiniMaker Faire - Done. All Rhino Badges gone, demo'ed 3D printer, showed off scorpions
  • Detroit Maker Faire - July 25-26 9:30am-6pm (deadline 6/1 to submit) - application submitted 6/7/15
  • No other events shown on the AHA Google Calendar
  • AHA has been invited to participate on a panel discussion of Maker activities at ConClave a Dearborn SciFi Con - minimum 2 hour time commitment but costs $25 to participate.


(45m) New Business

* IF a new item needs work (the Board decides) a Director must champion it.

  • Individual member space utilization (how much is allowed and for how long?)
  • Spring Cleaning never really finished - Workplace Worksheetwas started (needs Volunteers AND Members to finish)
  • As noted at last months Board meeting by Alec M., there are no formal agreements with BYB or AMF Nano. Open discussion about whether there should be and/or if yes, how often to review.
  • Company space utilization. BYB pays for mold-making room, should AMF Nano pay for storage?
  • Should Member computer usage be "kid-friendly"?
  • AHA Wiki now has tags for determining currency of pages. Should we organize a document cleaning party?
  • AHA has the opportunity to run DIY Curriculum created by PyroEDU aka PyroElectro at NO COST to AHA - "It would please us greatly to expand our user base to include students taught by your volunteer instructors. We invite you to please

proceed in using our content and thank you kindly for asking permission." - kits available at reasonable cost. Who wants to help develop for AHA?

  • Should we stay OR should we go? Regardless, many members agree the current space has issues.
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