Minutes:19 Jun 2015 Interim - Board Meeting Agenda

• Interim Board Meeting Called Due To Past 2 Meetings NOT Addressing New Business (including Member concerns)

• Meeting attendees: Nick R., Nate Y., Larry W., Donnie J., Alec M., Jon H., Mike Z., Bill H., Tyler S. (we had a quorum)
• Meeting starts at: 7:15pm
• Meeting ends at: 8:30pm

Interim Board Meeting Protocol

* If anyone has any items NOT on the following list, please hold them until the next official Board Meeting in July.

• This meeting will exclusively address NEW BUSINESS Items from May and June in an attempt to reduce the backlog.

• FYI - The FULL Board is NOT needed to get some of this done.

* GREEN - Go For It! * RED - Requires Full Board Meeting.* * BLUE - Agreement by the Board Members Present.*

NEW ITEMS FROM MAY OPEN TIME (initals for who suggested):

• AM - Individual member space utilization (how much is allowed and for how long?)

1. Discussion around what the guidelines are for member's usage of space for projects. Payment provides 1 locker/person. One member pays for two lockers.
2. There is a need for general shelf & space de-cluttering. Usage of a "parking ticket" system was generally agreed upon as a good way to alert members their projects/belongings could become community property if they remain stagnant.

Full Speed Ahead.

• LW - Spring Cleaning never really finished - Workplace Worksheetwas started (needs Volunteers AND Members to finish)

1. DJ - Suggested we hold a garage sale to profit from extra tools/equipment. LW reminded the Board we have an agreement in place with Encore Resale. Who will do all the work of collecting, cataloging and selling stuff and we get money. It doesn't mean we cannot do it, but we don't have the space on site to conduct one.
2. Spring cleaning continues and well as inventorying (NY) for replacement value of equipment (req'd by Westfield Insurance).

Full Speed Ahead.

• TS - We need more marketing of tools and tech we have at AHA (ie. on front door). A suggestion was made that perhaps a dedicated role for 1 person should be created.

1. talked about yet another online customer management tool. LW - suggested a proposal be written for what the duties of a Marketing person would be. Coordinate Event/Classes with the Education Director, conduct Media Blast for special events. Note: Media Blast list exists in Google Drive.
2. LW volunteered DJ to take a shot at it before next Board meeting.

Full Speed Ahead.

• AM - AHA Wiki now has tags for determining currency of pages. Should we organize a Wiki cleaning party?

1. After hours party suggested with those that volunteer to help.
2. There will be a note to members suggesting date/time (probably by LW)

Full Speed Ahead.

• LW - 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.

1. LW - Needs a couple of volunteers to test run curriculum at AHA to determine course length and price (cost to include ~10 Components kit.

• ZS - Do we want a Bike Fix It Night?

1. AHA will schedule a Bike Fix It night in July. We may want to build a bike stand and stock rags/shop cloths.

Full Speed Ahead.

NEW ITEMS FROM JUNE OPEN TIME:

• DJ - Should front stairs & hallway be redecorated? - Donnie J. to send out email to members for suggestions on what they'd like to see happen.

Full Speed Ahead.

• DD - Should we resurrect Google Analytics? - Daniel D. suggested it's a good way to understand online traffic.

1. NY - Who even owns this/has access? AHA used to have an account, may need to create a new one. NY to investigate. If costs would be incurred would need to be approved by Financial Director.
2. LW - Suggested this would be a good way to find out who's looking at our scheduled classes on the website.

Full Speed Ahead.

• JH - Should we buy a locking screen door for the alley?

 * might need to do fire safety and ceiling first, but "lets do it"

• GG - 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.

 * sip phone talked about, and phone numbers

• GG - Collect 1-page CVs of every board member (send to GG).
• GG/DD - Move our finances to an online double entry accounting system. Xero or QB Online. Easy transparent access to members, directors and accountants/auditors.

 * need original phone number...

• GG - 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.

 * we need an all members meeting(s). poll members.

• GG - 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.
• LW - 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.
• GG - Should we create a marketing position for monthly email blasts, promoting the AHA brand.
• GG - We should focus differently on how we use volunteers/remove the front desk. .Agreements on removing the front desk -- is a waste of space

 * everyone agrees to change desk. discussed fish tank after desk moved.

• GG - How we can get volunteers more in-line with our mission statement.

 * talked about staff managing certain parts of space. talked about computer rearrangement, but needing more money/grants first. staff meeting scheduling.

• JH - We should educate volunteers about the various resources offered by AHA. Also points out that volunteers are there to keep things safe and secure.
• GG - Does AHA need a 3-strike policy? - .Greg G. to draft a document for discussion.
• JN - * BLUEPut up new shop lights.

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* Requires Full Board Discussion in July

• AM - 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.
• Many - Should Member computer usage be "kid-friendly"?
• Many - Should we stay OR should we go? Regardless, many members agree the current space has issues. Should we form a committee dedicated to this topic?

• Group agreed that the "Elephant In The Room" would be the first order of business in July. Replacing Open Time until resolved.