Board Meeting - April 11th, 2022

Board Meetings
Previous: March 14th, 2022	Meeting Procedure	Next: May 9th, 2022

Time: 7:30 PM
Place: Google Meet Telecom
To join the video meeting, click this link: https://meet.google.com/bdr-rjhv-cbk
Otherwise, to join by phone, dial [302-751-5581|+1 302-751-5581] and enter this PIN: 260 934 004#
To view more phone numbers, click this link: https://tel.meet/bdr-rjhv-cbk?hs=5

Agenda

Committees

Kitchen

• Kayla is overwhelmed and resigned

Outreach

• SHIRTS
  • LOGO SHIRT ORDER IS IN. HUZZAH.
  • Member designs did not get enough orders so it will not be put in. You live and you learn.
• PARADES
  • Pride stuff will be addressed at our next meeting (4/20/22)
    • Pride13 stickers from Kayla L.!
      • She's not stoked about any of them so far but is gonna keep fucking around!
      • Please let Kostas P. know if you need help.
  • BLINK installation planning is underway! Thank you Will B. and Ryan A.!
• HONEYCOMBS
  • Kayla L. is taking the reins and getting speakers!
    • Been corresponding with members individually to figure out what days do and don't work for them.
    • Planning on getting some stuff going after easter since many people are visiting family at that time.
    • A good amount of people have agreed!
      • Multiple people have a variety of topics they can cover, some more specialized ones include cosplay&fish, spotlights on Precious Plastic & nomad design shop & chameleon crafts, beekeeping, making musical instruments, raising feral cats, picking the perfect gift and many more!
  • Kostas P. can run tech and is happy to train others.
  • More digital content! Woo!
• NEW MEMBER ONBOARDING
  • Jackson B. is taking on our mentorship program!
    • Debut 4/20/22 at the Outreach meeting.
  • New member kits in the design process.
    • Lisa C. made a super cool laser/cross stitch project for it.
    • Bare minimum: safety glasses, a "guide to the Hive" packet, some form of Hive13 merch?
      • Kayla note here: Suggestions for "guide to Hive" - simple maps (light switches, dumpster, first aid, etc), reminder of alarm schedule, what to do if you trigger the alarm, contacts on leadership (I believe both John and I gave the a-ok to throw our numbers around)
  • First day - week - month - 6 months - year guide in process
    • Yay more wiki pages /s
• DIGITAL CONTENT
  • Kostas P. has been struggling with this and is so grateful for help from new member Jack M.!
    • Memes, graphics, and trend analyses coming soon.
• FOR MORE INFO, COME TO OUTREACH COMMITTEE MEETING 4/20/22💜

Finance

March 2022 numbers are in and it is fun to announce good news. Consider the following as a BRIEF SUMMARY:

• Membership is up by a net of 8 souls (from 146 to 154) which is an ALL TIME HIGH!
• Membership income is up from $5,697.62 last month to $6,637.73 for March but this includes a $600 lump-sum membership payment bump that will be held in reserve and decremented over the 12 months.
• Our March 2022 "Fixed Expenses" (Rent, Insurance, PP Fees, Warden Budget and MRO vote) were $6,632.07. Our landlord was late cashing our February $2,875.00 rent check last month. That amount was held reserve and now two rent payments are in this March 2022 total.
• Our March 2022 "Discretionary Expenses" were $1,173.33 for membership vote reimbursements.
• We started the month with $34,343.17 in operating funds and ended the month at $33,326.35.
• Of this ending balance, $23,910 is "encumbered funds" (for the 6-month rainy day reserve, lump-sum membership pre-payments, AC Fund Drive unspent balance, and budgeted-but-not-yet-spent membership votes).
• We have a current allowance of $9,416 available for discretionary purposes.

The open finance site has also been updated.

Know I have finally made some real progress this past month towards building a parallel accounting via QuickBooks Online Plus (QBO+). There is nothing to officially publish yet, but I have reconciled the PNC Main account records from January 2020 to March 2022. The PayPal account records are a bit more complex but that is the current task. I will also be finalizing the Ohio Attorney General annual filing and the Federal 990 annual filing in the next weeks before the May deadlines.

Wardens

• New electronics warden - Dave Schwinn
• Discussion of Warden Bylaw revision

Other issues

• Emergency Contact
  • Sheet has been shared on leadership drive by John.
  • Kayla has not done further action.
    • Will do so. Has been exhausted
  • John also has a lot to do yet.

• Leadership contact list
  • Post with phone numbers and other contact info

• Running low on member storage spots

• Clutter

• Too much stuff disappearing

• Strategic Planning
  • Propose a vote for $1500 to pay for consulting with OneSource to lead a Strategic Planning Process.
  • OneSource Strategic Planning Process
  • Hive13 Strategic Planning outline for 2022
  • Budget Planning.

Minutes

• start time: 7:35pm
• end time: 8:40pm

Attendees

Heath B.

Kayla L.

Kostas P.

Dax K.

Dave V.

John C.

Chris D.

Kate C.

Chris H.

Paul V.

Committees

Kitchen

• We will need to drum up support to help pick this back up
• Paul Picton might be interested. Should we inquire with him?
• Kayla's intent is to transition responsibility as more people are engaged
• Chris expresses his caution in that there has been no discussion about the $12,000 kitchen vote.
  • we should schedule more meetings (Dax's point) to keep interest going and discussion active)
• Kayla to also follow up with Malcolm about the free cabinets.
• Kitchen vote has been removed from the agenda tomorrow for vote
• Dave V. has mentioned that there is a lot of merit in doing this in "sections"

Outreach

• Next committee meeting is on 04/20/22 (April 20, 2022).

Wardens

• there is a lot to discuss. See the link posted above for what was discussed.
• There are proposed changes to the Warden's section of the bylaws and essentially rewrite how wardenship is handled.
• Should wardens get their discount?
  • board members and leadership operate without a discount. Is wardenship different?
• this is **discussion**.
• This should be discussed with the current wardens

Other Issues

• Running low on member storage spots
  • open up top shelf?
  • time to start considering expanding into the dungeon?
  • two racks for project space next?!
• Too much stuff disappearing
  • just need to keep making the posts (and posters)
  • the "missing children" posters were a good idea
• Strategic Planning
  • $1500 bucks (depending on Velzy's negotiation skills)

Follow up!

• Contact paul picton about handling the kitchen buildout
  • Jim will follow up on wednesday or thursday if he hasn't been contacted before then
• Kayla (or someone involved with the kitchen committee) to reach out to Malcolm about the free cabinets
• Chris D. and Dave V. to handle getting the form emailed to people