Minutes:08 Jul 2015 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:
• Meeting starts at: 19:11
• Meeting ends at: 21:00

Board Meeting Protocol

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

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

SPECIAL ITEMS - Until these items are resolved, no reports will be taken, no other business will be conducted.

1. Interim Board of 19JUN15 requires that "The first order business at the July Board Meeting will be "Should Member computer usage be "kid-friendly"?"
2. GG - Call for Censure of Board Member Larry W.

(15m) Open For All

• All Are Worthy. All Are Welcome

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

• May 2015 P&L - [1] Check out the cool charts!
• We remain in a strong financial position. Charts a bit hard to read but the important point to make is that in 2015 there has been only POSITIVE cash flow even when iQGuys unexpected final payment (4 months) is considered. That's because we made so much at Penguicon this year.
• Emergency fund (3mo expenses) has been restored! ~$6800 (fyi $1560 from BYB Intern Memberships prepaid)
• IRS 990 has been received by the US Govt. Thanks Zach!
• Deirdre has some suggestions re. how she'd like to do AHA accounting:

Go back to QuickBooks

Double-entry accounting

(15 min) Fundraising - Greg G.

• Monthly Fundraising Report - June 2015 Fundraising Report

As an aside, Greg suggests every Board member puts together a monthly report (document) to really think about what was accomplished in the last month. Prior to the Board meeting.

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. 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.

Discussion seemed to support first 4 items. All recommendations moved to New Business.

Note: Domain registered, aliases set up in Google Apps, still need to move the website/flip the switch to redirect site from .com to .org (Nate Y.)

Greg suggests we have a marketing position for monthly email blasts, promoting the AHA brand.

Greg thinks we should focus differently on how we use volunteers/remove the front desk. Agreements on removing the front desk -- is a waste of space. Greg would like to discuss how we can get volunteers more in-line with our mission statement.

John H. mentions that we try to educate volunteers about the various resources offered by AHA. Also points out that volunteers are there to keep things safe and secure.

• NEW Fundraising Workshop - Meet The Funders held on May 30th - Larry W. attended

Larry points out a checklist from NEW that lists milestones for Non-Profits.

Larry shares his notes from the Meet the Funders Workshop.

Greg updates us on the Neuroscience Makerspace grant, and it has been read by the grant committee. Will receive a grant score soon.

(15 min) Governance - Larry W.

• Monthly Membership Update - TEMPORARY BOARD REPORTS
• 59 members this month (includes 8 BYB interns) - Lost 2
• Membership Tab on the website has been updated to match new forms
• Orange Staff Book created for quick reference (to respect members' privacy)
• Recurring payments links for AMF and BYB created (AMF using, BYB not yet)
• Business Cards - TEMPORARY BOARD REPORTS

Larry displays his ideas for business cards. Suggestions removing the QR code, use bigger font, use a white background with black text so it's easy to write on it.

Operations & Facilities - Nick R.

Monthly Report here

• Display Case - Gamestart declined (too heavy) - to be disassembled and tossed out.
• 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)
• 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
• Lockers contents purged exterior cleaned
• Street door now fixed. Closes completely

Volunteers - Tyler S.

• New Volunteers will be scheduled for staff training.
• Tyler would like to schedule something for all volunteers so that he doesn't have to train them individually.
• 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)

Tyler will start a volunteer snack bin! Everyone seems to be OK with volunteers getting a free beverage per shift.

Outreach/Events/Education - (Donnie J.)

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

ANNUAL EVENTS

• AAHOM TechTwilite - Done but very rough compared to previous years

Donnie would like to plan this better -- it was too disorganized this year. BYB microscopes was popular.

• 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

Zach S. to do open source furniture?

Jacob M. submitted his race team application on time -- cars are just about raceable. Joined forces with "Team Tebo" (Corey T.'s "team"?)

• 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.

(15m) Unfinished 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., Governance, Ops/Fac. = Nick R., Financial = Larry, Fundraising = Greg G., Outreach/Events - Donnie J.

Proposal to use the above Board assignments: Board votes 4/4 (Tyler S. absent)

• Treasurer Assigned: Deirdre Devlin
• Email proposal to restructure to fill all Director Assignments (Nick over Governance - 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? i.e. gagegreg@allhandsactive.org

Donnie J. and Larry W. also want one. Makes more sense to just set up role-based email addresses (governance, etc.) -- Nate Y. will set these up.

(45m) New Business

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