2010 February 2 - Board Meeting Minutes

From St. Louis Hackerspace Wiki

Secretary's Note:  These meeting notes are lacking a standard format. This was the first board meeting for the 2010 board, and a standardized format for the meeting has yet to be determined.

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Meeting opened with talk about the fantastic results of the open house.

Stephen had suggestions for expenditures, such as keys and materials for the space. Discussion moved to the Tuesday night meetings. Talked about keeping Tuesdays as a “business meeting”. Seems that some people were inquiring about what nights were actual “work” nights. Stacy brought up the what the KCCC group said about having activities 6 days a week. There are different things going on at KCCC, even by other groups, but it allows someone to always be there.

Different Type of Meeting suggestions:

• Public public
• Member meetings
• Board meetings

Deech stated he would like the format of these board meetings to discuss how the board is to behave and to set up agendas for regular tuesday meetings

Question was brought up to Keith during the open house:

Could an expensive piece of equipment be exchanged for membership? After discussion it was determined that it depends on the equipment. Example: Old video cards, No. New laser cutter, Yes. Item becomes property of Arch Reactor. Everything would be subject to officer approval. This would be the same as exchanging membership for services rendered, as according to our bylaws.

Concept of an affiliate program was mentioned. The sharing of tools and space belonging to other groups that might be in the area.

Since the group has grown substantially over the past few months, it was decided that all the more tedious business doesn't need to be discussed in the public meetings. This is to spare the group of the more boring day-to-day operation. Though everything discussed during the board meetings will be kept open with the group, via published meeting minutes and updates during the public meetings.

Its agreed that board meetings probably only need to be held monthly as most of our buisness will be able to be solved online.

Joe suggested an FAQ. It is agreed on that its needed. Questions need to be identified, answered, and then posted.

Set Agenda for tonights regular meeting. See General Meeting notes.

Stephen wants to get training done on all the power tools, especially the table saw. Get this done while we are preparing a class schedule. Getting everyone trained before the classes start. Get a list of rules for each machine. Have members sign when trained. Top ten power tools rules on signage. Deech wants a giant sign clearly visible, making sure everyone who enters knows that safety is a huge concern. Suggested a safety glass case. Fire extinguiser. Smoke detectors.

Webmaster was unexpectedly compentative for election. Both Daniel and Derek were interested in seperate halves of the functions. Though Derek won, he is allowed to recruit and manage the website as he sees fit. He is certainly allowed to recruit Daniel to managed the infrastructure side if he desires. Daniel should be appropriately credited for his work.

Stephen was asking about having an inventory database, including who is trained to operate what. Something accessable online through a web interface instead of a spreadsheet as he is currently doing. Similarly, Stacy was interested in web functions to facilitate her job, such as a way to blast a mailing list with an event calendar. Chris mentioned that we do have a google apps backend allowing for much of that.

Keith questioned about those members that voluntarily payed a higher monthly rate to make up a shortfall in rent during our financially tight beginnings. That is between the board and those individuals that may or may not have paid. The way things worked out though, it didn't end up being much of an issue.

Keith mentioned a couple people overpaid at the open house. They accidentally paid for full memberships. Supporting membership is only available to new members per our bylaws. Should we refund their dues or should we consider it 3 months payment, or should we make an exception. One of the members is a friend of Stacy's. Deech said if Stacy is willing to sponsor him, we'll let it slide.

Discussed reimbursement the T-Shirt printing, supplies, and hardware to fix up the space.

Bob, Deech, Keith, Kevin, Chris, and Stephen all need to goto commerce bank and sign over the accounts for the finances. Saturday morning before noon is agreed to be the best time to do this. Treasurer, President, and Vice President are on the main account. Sargent At Arms is additionally on the account holding key deposits. 10:00 on the 13th is the scheduled time.

Joe will create a standard meeting format for future board meetings.

To Follow-Up

Send an email to those that gave an address at the open house, asking them to sign up to the forum.