2015-4-16

===April 16, 2015 Board Meeting Minutes===
Meeting Time: 6:30pm\
Location: Lenox, Meeting Room

===Meeting Started===

===Legal/Financial===
Treasurer’s Report

Previous Action Item: Joe and Dan to review Paypal, Square, etc accounts and what fees we can use now that we’re a non profit
No further action was made
Previous Action Item: Joe to signup a new PayPal account for the space as a commercial entity, so that we can used PayPal for physical card processing.
*Joe will take care of it this week
Previous Action Item: New space debit card from Joe R.
Joe has submitted the paperwork and the card should be here soon
Previous Action Item: Wild Apricot testing
DL was able to do some testing
Felisha mentioned that she was surprised to hear about the amount of people who didn’t pay by the 7th - 30+ late members
DL mentioned that an Alpha test may be needed for Wild Apricot
Dan and Vishal will continue to work on Wild Apricot API
Currently DL is currently paying $50/month
Felisha asked how many members can we have at the $50/month subscription rate
Vishal said 500 members
Tom mentioned we need a wiki page for Wild Apricot transition
Lance asked how do we transition the members who have paid for 6 months
- Dan said we can do that manually
DL said she details of current member storage
- Joe said we need to can use the partially completed inventory as a starting point.
We’ll do an Wild Apricot alpha test with 10-15 members
Vishal mentioned that we need to come up with a transition communication plan
Action Item: DL will up update Wild Apricot splash page with wiki page,etc.
Action Item: DL is going to create do transition instructions
Action Item: Dan will work on setting up Wild Apricot under “members.milwaukeemakerspace.org”
Action Item: Dan will update wild apricot site branding (CSS, etc.) to match milwaukeemakerspace.org

Building ownership/purchasing shares report progress

Previous Action Item: Tom to present a building purchase options report
Tom wants to get a quickbooks data entered before we go forward with a proposal
Several board members said we would like to see preliminary numbers
Tom will talk to city about tax exemptions
Tom will talk to bank about interest rates
Action Item: Tom will present preliminary numbers at the next board meeting.

===Policies/Procedures===

Previous Action Item: The board will incorporate the feedback and finalize the Area Champion Document
Action Item: Vishal and DL will work on finishing this up
Let Chris H. retain access to the server closet as Network Champion?
All (7) voted yes
Let Chris H. keep the networking material in the photo booth for another month? (Vote)
** All (7) voted yes**
Should be provide stores with an active member list for discounts?
Vishal brought up a a privacy concern
Dan said we could use member badges
Joe said our volume isn’t high enough for stores to need such a list
Vishal suggested an opt-in list
Joe said we could use invoice
- Others agreed that presenting that Invoice is a good approach. We might want to consider sending a sample invoice to interested stores.
Proposed rules to encourage on time dues payment:
Pay your dues late 3 times you loose your storage space.
Pay your dues after the 7th, your membership is still active but your keyfob won’t work until next month.
Charge a late fee each time you pay after the 7th.
- Dan thinks these won’t reduce delinquents
- Joe suggested a fee
- DL says people lapse and get a month of free storage
- Joe says he’s been doing that for storage larger than shelves
- DL mentioned that Wild Apricot will help with this issue too
- Felisha said there is quite a waiting list for Vaults
- Joe said if there is a waiting list for something and membership lapses, they have been
- DL said this is why we have a mess in the Impound Lot now. People simply let there stuff stay.
- Joe asked if this is a reasonable approach - only charging wait listed space
- Vishal and Lance agreed that it is.
- Felisha asked that if we need to implement any of the above 3 rules
- The consensus was that we should wait
- DL said Apricot does have the ability to set a different invoice dates.
- Dan thinks the root is procrastination not the date
- Felisha inquired about current storage lapse policy
- Lance explained the flowchart
- DL said we need to have a clause reminding about state storage policies - throwing stuff away or whatnot
- we can put it on new member form and invoice
- DL mentioned wiki has a raffle Rabble
- Anything that comes out of Impound lot is not eligible for parking ticket
- We had (3) people with vaults who lapsed. (2) people have been processed. One person is still lapsed
- Joe will continue to provide a list of expired members
- DL will cross compare it to vault and large space renters
- Lance is next up on rental list and will recuse himself on any relevant votes

===Building Topics===

Wiring
- Tom mentioned that materials are here and installation will begin soon.
Tickets
- UPDATE: DL has new tickets with more information
  - Previous Action Item DL will be sending it to board list for review Done
- DL sent them to the board
- They are on the wiki
- Brant approved
  - Does the board approve the ticket changes?
- All (7) voted yes
Proposed West Room Changes
- We have acquired a bunch of sheet metal equipment
- Tom is proposing a sheetmetal area
- There is a Pink Corvette in the Impound Lot
- Lance asked if there is an area champion for Power Wheels - It is Rick
- When is Maker Faire is going to need the space. Don’t know yet.
- Dan asked we can move some of the space soon
- Action Item: DL will redraw West Room and send it to the board
- Dan is okay with Devon and Jake as Metal Area Champions.
Electric Kiln Ventilation
- Previous Action Item: Any progress on this since last meeting?
  - Brant drilled a 4” hole in the metal door by the pottery area then installed a wall cap vent
  - Brant made two supports to hang the new kiln exhaust fan in the pottery area
Previous Action Item Dan J. to purchase new camera system
- The system is in the mail
- Tom said if we fill out a sales form stating we are a non profit, vendors have to automatically honor it.
Suggestion from Shane to place deactivated Cell Phones around building for 911 use.
- Next to “Who to Call” sheets maybe?
- Shane: I’m thinking near fire extinguishers since, by nature, those are supposed to be easy to see. (Shane T.)
  - Dan said in the US even deactivated cell phones are required
  - Tom mentioned magic jack may work for calling
  - Dan said he has (2) phones
  - Vishal said he has (1) phone
  - **All (7) board members approve that deactivated phones should be placed around the building for emergency use **
“Who to Call” sheets located around building need to be updated. (2) out of (4) people listed are no longer board members.
- Pete, Brant, Tom Gr., and Dan are listed as contacts
- Action Item: Dan will update the who to call sheets.
- Vishal, DL, Lance, and Felisha will be added as contacts
Building keys: We have not gotten Tiffany’s key back, do we re-key the building and get new keys? Matt can re-key the locks, but key blanks are going to cost $7 t o$ 10 each.
- Tiffany lost her key
- Should we re-key all external doors?
- Tom asked if we should hire external help
- Dan doesn’t think $100 is worth it
- The board trusts Matt
- Joe is of the opinion that we don’t need to do it
- Adrian asked if the building key is same as server closet
- Vote - Should the building locks be re-keyed?
  - Yes - Felisha (Good periodic practice), Lance (need to have accountability), DL
  - No - Joe, Tom, Dan, Vishal
- Adrian mentioned that then why doesn’t everyone have a key
- Many mentioned that physical key is supposed to be used for when electronic locks are down
- Tom will talk to Matt to get Felisha a key
- New member orientation needs to be updated as well.
- Dan said that membership graph need to be updated
- Action Item: Vishal will update the New Member Orientation powerpoint
- Felisha mentioned that many woodworking machines are down - bandsaw, planer, jointer,
- Felisha asked what to do if an area if not receiving enough funds
- Lance mentioned that in the past board has discouraged from
- Felisha asked about a budget
  - Vishal said it’s been brought up before
- Tom mentioned this payment system again (% of members fees go to a vote controlled distributive fund)
  - DL will look further into wild apricot’s ability to do this
  - Tom knows quickbooks can do this.
  - Metal shop has been really good
    - Dan mentioned that he has personally spent $150 in the last 2 months which contributes to it
  - More of the woodshop users are amateurs versus metal shop
  - Lance mentioned that woodshop equipment is on the non-contractor side. Hence easier to break
  - Felisha mentioned woodshop is small
  - Tom mentioned that is a zoning issue - we can’t get larger room. We can get more woodshops though of same size or smaller.
  - DL said that east room cleaning will help with floor space
  - Vishal mentioned cabinet grade stuff can’t be built here
  - Tom mentioned we’ll have more space when CNC room is built
  - Tom said we need to get better equipment
  - Tom mentioned that Area Champions should get together and propose something
  - Joe and Tom are interested in larger tools
  - Lance and Joe mentioned that the space should buy safety equipment.
- Dan said we need auto dark welding helmets
- Tom mentioned that woodshop is used by a lot of users but not any power users so board needs to support it.
  - Vishal said that this may have to be an exception to the rule.
- Action Item Lance will put together a new questionnaire
- DL said good idea with new board
- Vishal said that with new non profit status this is a good idea anyway

===Member/Space Projects Update===

4x8 CNC Plasma Cutter
- Previous estimated date for completion: July 2015
- Completion date remains that same.
- Joe said it should hopefully be moving by end of this month
- Joe asked for examples of acceptable documentation
- There was no agreement on an acceptable level of documentation on the wiki
4x8 CNC Router
- Previous estimated date for completion: April 2nd, 2015
  - New estimated date: July 2015
Kuka
- Matt is ordering replacement backlight for Kuka
  - Matt needs a larger motor - no status updates
“Red Dragon” RA-1F Vertical Mill update
- Machine has accepted G-Code
- Bob is building a fixture for it
- We just need a test program
Induction Furnace
- Previous estimated date for completion: July 2015
- Tom brought steel and needs to make a mount
Large format plotters
- Previous Action Item Steve will try to sell grey printer, if it’s not sold in 30 days, it’ll be scrapped
- Steve will put that on craigslist
- There was talk of removing the whole area
- Steve said we can compress the space usage
- Action Item: Steve will publicize the availability
- Action Item: - Felisha - Add it to the list of underused items.
New Green Vaccuum Former’
- No one has touched it for a while
- Action Item: - Felisha - Add it to the list of underused items.
Vaccuum Former being built by Mykal
- Previous Action Item: DL is going to follow up with Mykal
- Action Item: - Felisha - Add it to the list of underused items.

===New equipment/donations===

Johansson radial arm drill
- Tom mentioned that the machine is used in Industrial setting and won’t be useful here.
- The board discussed and declined acceptance
DIACRO 24” vacuum molding machine
- Action Item: Joe will contact owner for more information

===Events===

Badge Competition is being judged on April 21st
- Lance will send a reminder and figure out prizes
- Lance picked up prizes in Hong Kong
- There could be a speed badge competition
Previous Action Item: Joe mentioned holding a summer science fair
- Action Item: Felisha - Annouce that we need champions
Fixit Day
- Previous Action Item: Vishal will talk to Jason Haas
- Nothing happened. Will contact him via email.
Sunday, the 26th is the space improvement day
- Joe will bring pallet racking
- Action Item: Felisha - Annouce that we’ll have food
  - Will have food on the day.
- Makerspace will continute to sponsor $5/ h e a d u pt o a$ 100.
- Action Item: Lance will build large storage.
Saturday, May 2nd is the New Member Class
- Action Item: Vishal will update Powerpoint
- Dan will teach the class

===Any topics from members who are present===

DL bought scissors. Creepy knife guy will sharpen then.
- Matching Scissor purchase: $25 Vote(6 yes, Joe no)
non-profit oppurtunities
- Dan mentioned that there are plenty of good opportunities for Grants as a STEM organization.
- Board agree that members should check with board before a grant is submitted
- Dan mentioned that we could get Windows licenses, CAD software, other good deals
- Tom said we need a wiki page describing the process
- Board will have to be the grant submitter
Rick offered lawn mowing service
- Several board members suggested that we could offer In Kind donation to his company
Tax Deduction
- Joe thinks all members dues are tax deductible
- Tom thinks they are not since it’s not a donation so not deductible
- This topic will be discussed with CPAs

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2015-4-16

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