Minutes:08 JAN 2014 Board Meeting Agenda

Meeting attendees: Larry W., Tyler W., Martin S., Nate Y., Dana N., Zach W., Josh W.

Meeting starts at: 1910

Meeting ends at:

(15 min) Open For All!

• Martin: Tyler = Automating events, want to meet sometime.

• Martin: Wants to send flyer to his group next month (February), wants to get that done before the end of the month

• Martin: Has a mentor, is interested, but not going to become a member. Willing to donate / sponsor, wants to propose a 'sponsored rate', ie: $15 or $30 p/month. So community members who like the concept can an opportunity to donate.

Martin: Subscribe option at $15 or $30 p/month.

Dana: Confusion over sponsor vs. member

Martin: Separate page?

Martin: Recurring option would be ideal if possible.

Dana: Sounds great, but need to reduce confusion.

Zach: Is this from the perspective of a company, or a person?

Martin: Feels like this is a targeted area that we aren't currently reaching that we could.

Dana: Perhaps try with the person Martin knows, and then apply that information further.

Larry: Mentioned that the sponsorship is for an "unrestricted donation". Steering away from becoming required to spend money on specific things.

Zach: I thought the idea of "What's going on at AHA this week", lacking times. Good to include times in event listing updates

• Martin: Working on new Wiki front end. Spawned out of project of "ways to donate", the information is all over the place for everything. If we could comment when that gets sent out

Nate: Keeping wiki up to date moving forward = pita. Would be nice to have a staff to help prune. D&O Insurance

(5 min) Appreciations! - All

• Josh: Larry is awesome w/face to face communication
• Larry: Agrees > Josh
• Josh: Tyler is awesome w/3D Printer
• Dana: Happy to see everyone (Martin + Josh + Tyler) picking up the Events madness!
• Need to email mpowered group to do 3DPrinter training

(2 min) Review Agenda (All)

• Should everything in this agenda be here? Some of these items might be be better off in a "Getting Shit Done" meeting...

(5 min) Financial Update -

Dana: Wall of Shame

(5 min) Facilities Update - Josh

• General Guidance for Landlord Communication
• Tyler: Get a good sized mat for front door
• Zach: I have some mats
• Stench still happens Get log happening with John - When & How Long

(30 min) Bylaws, Standing Rules, and Conflict of Interest amendments - Larry

zwick's feedback: Bylaws:

• "limited to 3 consecutive terms"
  • Does this mean that 2 terms on, 1 term off, 1 term on is okay?
• What is the intention of making the directors give an "unrestricted financial gift."

Standing Rules:

• Oxford comma missing in the "Board Committees Section"
• Governance section sounds like it is able to veto board nominations
  • This could very easily create a situation in which the board is no longer in-tune with the membership.
  • especially since the board members themselves can nominate people themselves. (seems like cronyism)
• "Process for establishing board roles and terms" section
  • "previous 6 month terms... count toward the 3 year maximum."
    • No mention of consecutive, unlike in Bylaw changes.

Conflict of Interest:

• paragraph beginning "in the course of meetings or activities" seems ambiguos.
  • Does it only apply to AHA meetings and activities or all of my meetings and activities everywhere?
• What are the consequences of violating this contract?

(5 min) Updates on The Core - All

• Membership
  • Goal: Improve Membership (What does this mean?)
  • Lead: Larry

• Events
  • Goal: Make sure events (new and recurring) are found, promoted, and run in a timely fashion.
  • Lead: Martin

• Finances
  • Goal: Make sure finances are kept up to date, supply monthly financial reports.
  • Lead: Ruh Roh

• Staff
  • Goal: Find, train, and maintain a balance of volunteer staff needs with the shop's needs.
  • Lead: Nate
  • Can we spend $50 on Zing Train staff training workshop?

• Landlord Management
  • Goal: Establish official communication channels with the landlord, communicate with them when general communication isn't working out, or when higher level (beyond basic maintenance / rent payments) communication is needed.
  • Lead: Larry

• Space Management
  • Goal: Make sure the space is accessible, organized, and working.
  • Lead: Tyler

• Documentation Organization
  • Goal: Consolidate and organize our existing documentation structure. Document how it should be organized so others can maintain.
  • Lead: Josh (w/Khevna's help)

(5 min) UMSI Day of Service - Josh

• Goal: Decide on a Project (or two) that UMSI Students can help AHA with
• Lead: Josh W.
• Contact: Maura Y.

(10 min) Review Previous Action Items!

• Everyone 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)
• Josh 12/20/2013 - Will provide an update to the AHA group about state of facility issues (Heat, Carpet, Emergency Exit)
• Josh 12/20/2013 - Will have two keys and codes ready for MHardware Group
• Josh: Will make sure that our documents / file storage is consolidated and organized (in progress)
• Larry: Will make sure everything involving memberships is documented and taken care of
• Larry: Will update standing rules for Friday
• Larry ?? - Will provide an update on state of membership process
• Larry ?? - Will address Landlord should any egregious events arise
• 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)
• Dana ?? - Will make sure Calendar, AHA Events Web Page, and Monthly Printed Poster up to date with events
• 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
• Tyler ?? - Will meet with Josh on Sunday to start reviewing what 'space management' means
• Tyler: Ongoing: make sure everything involving space maintenance is documented and taken care of
• Nate: Ongoing: Will continue to work with Staff to better coordinate their interests & availability
• Nate: Will implement a policy page for borrowing tools
• Nate: Ongoing: Will make sure everything involving staff is documented and taken care of
• Zach: Is willing to pay to get more trifold brochures made