Minutes:14 AUG 2019 Board Meeting Agenda

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agenda: -marketing -volunteering -anti-harassment policy -bylaws -loud noise room -state taxes update -fire marshall visit?

Board members present: Mike, Ndu, Nate, Laria, Adam (remotely via signal)

marketing: -board given homework from Veronica, who can help with marketing (google form) --follow up on this! -Veronica has lots of experience marketing, currently on the job hunt -good volunteer opportunity: reach volunteers, and find volunteers who will do marketing work -(volunteering can be more than running shifts; classes, specific projects, space improvements) -do things that make news!!!

  • fill out questionnaire

volunteering: -Ndu new volunteer coordinator! -need to remove DDA's get downtown bus pass info from our website (no longer eligible) -2 prospective new volunteers -set up an accessible todo list for things volunteers should do. -ideally can find volunteer's interests and find tasks they may prefer -cleaning would preferably be done by members cleaning up after themselves --want to avoid burning out volunteers with menial chores -how can we keep our public hours accurate, and make sure the space is open then? --volunteers email list if they can't show up, need someone to take a shift --should there be a volunteer-only email list/comms for coordinating schedules?

  • change bus pass info
  • set up accessible todo list for vols

misc. website chatter (spontaneous): -would be great to update/redo the website -will take design and tech work -squarespace/wix vs. git-based ones have different pros/cons -some members have done some work on this already, nothing finished yet. -need to have a more specific meeting on this with people that want to do it

  • set up a meeting with people who want to re-do website

anti-harassment policy: -James and Kale have a draft with some edits -need to much better advertise the existing policy --it exists, people should be able to know about it by just physically visiting the space -set up a google form to report (potentially anonymously) to the board -better outline reporting mechanism. If you need to talk about something, how do you do that? -need to handle the case of a board member being problematic; can't always just report things to the whole board -conflict de-escalation and mediation can be helpful -will review edits from James and Kale -Make and install a more permanent sign -make bylaws, anti-harassment policy, etc. MUCH more accessible and easier to find online -send links to bylaws and anti-harassment policy to Keane

  • make google form for anonymous submissions
  • make & install sign re: policy
  • review James & kale's edits
  • send links to bylaws/policy to keane to format for website
  • make directly accessible on website

bylaws (spontaneous): -change board vote for banning criteria to n-1 (handle case of having a short board)

  • make the edit, bring to next month's meeting as a proposal

loud noise room: -members are already having a convo. Awesome! -can possibly get shelving from Nate for better organization -help schedule/facilitate a meeting for loud noise room users to figure out what changes make sense. -Board can listen, figure out how to help make things happen -member driven!!!

  • encourage interested people to take on the meeting/changes
  • facilitate a meeting if necessary

annex (spontaneous): -Nate working on a new design that will be more reliable (80%) -esp2866, off-the-shelf card reader -drilling to install electromagnet is the hardest part -should be done soon, once it's proven we can replicate the design in the annex

  • get main door fixed, then replicate work on annex door

state taxes update: -registered as having sales, and thus sales tax -need to file for 2017 and 2018 for having $0 in sales

  • file forms for 2017, 2018

fire marshall visit? -board can do a quick sweep for things that will be obvious problems -make sure circuit breakers are accessible, have clearance (~3ft?)


All Action Items in one place:

  • fill out marketing questionnaire
  • change/update bus pass info
  • set up accessible todo list for volunteers when they work shifts.
  • set up/facilitate a meeting with people who want to re-do website
  • make google form for anonymous anti-harassment policy reports
  • make & install sign about anti-harassment policy
  • review James & kale's edits of anti-harassment policy
  • send links to bylaws/policy to keane to format for website
  • make bylaws/anti-harassment policy directly accessible on website
  • make bylaws/anti-harassment policy edit fixing assumption of always having a full board, bring to next month's meeting as a proposal
  • encourage people interested in loud noise room changes to take on the meeting/changes
  • facilitate a meeting if necessary (loud noise room)
  • get main door fixed, then replicate work on annex door
  • file MI sales tax forms for 2017, 2018