Difference between revisions of "Board Meeting - February 11th, 2019"

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=Agenda=
 
=Agenda=
* Review Tasks
+
 
** Ian - Late Payment Reminder E-mails
+
*Review Tasks
** Greg - "Who Signed You Up" field to the application
+
**Ian - Late Payment Reminder E-mails
** Greg - Open House Slack channel and Wiki Page
+
**Greg - "Who Signed You Up" field to the application
** Will - check for conflicts for Open House date
+
**Greg - Open House Slack channel and Wiki Page
** Will - Mailing List notice for Slack
+
**Will - check for conflicts for Open House date
** Ian/Will - Invite all Members to Slack
+
**Will - Mailing List notice for Slack
** Greg - Slack invite to intweb for new members
+
**Ian/Will - Invite all Members to Slack
** Greg/Will - Clean Up Saturday is 2/16/19
+
**Greg - Slack invite to intweb for new members
** Schedule Task Day
+
**Greg/Will - Clean Up Saturday is 2/16/19
* Open Finance Website updates
+
**Schedule Task Day
* Membership Status and intweb
+
*Open Finance Website updates
** PayPal IPN heading to intweb
+
*Mailing list approvers
*** Questions for Cancellation Survey
+
*Membership Status and intweb
*** Should members be allowed to link their own accounts? (For multiple people like spouses sharing one membership)
+
**PayPal IPN heading to intweb
*** Should we let the cycle run out on cancellations?
+
***Questions for Cancellation Survey
*** When should we send late-payment reminders?
+
***Should members be allowed to link their own accounts? (For multiple people like spouses sharing one membership)
*** Text for e-mails
+
***Should we let the cycle run out on cancellations?
**** Welcome to the Hive
+
***When should we send late-payment reminders?
**** Your payment is late
+
***Text for e-mails
** Adding a "Who Signed You Up" field to the application.
+
****Welcome to the Hive
 +
****Your payment is late
 +
***When should door access be denied to non-paying members? Only at the 3 month end of membership cycle? Or earlier in the cycle?
 +
**Adding a "Who Signed You Up" field to the application.
 +
*Project Status
 +
**Lounge completion
 +
***Audiovisual
 +
***Admin Computer
 +
***Painting
 +
***Carpet
 +
**Shapoko
 +
**Laser Maintenance schedule/plan
 +
**Metal Mill Replacement
 +
**Metal Shop
 +
***Incoming Shear and Block Bender
 +
***Sandblaster
 +
***Relocate Storage
 +
**Mobile Table Build
 +
**Seal windows
 +
**Miter Saw Bench
 +
*Warden positions to fill
 +
**We need to recruit Wardens in general to build interest and a queue of potential wardens. Better to have than to have not.
 +
**Make Open positions a topic of Tuesday meetings and a posting on the Google Group / News Letter.
 +
**Open Positions Metal/Welding, Fab Lab.
 +
**Encourage participation in clean up Saturdays as learning opportunities.
 +
*Open House
 +
**Slack Channel
 +
**GET BUSY PLANNING
 +
**Target April 13 for Spring 2019 Open house.
 +
*Newsletter - still no actual interest?
 +
*Slack gaining speed
 +
*Processes and Procedures
 +
**What can we improve
 +
**What is tripping us up?
 +
**More formal maintenance procedures for all machines in the Wiki.
 +
**Saturday clean up check lists.
 +
*Re-invigorating Hive Culture
 +
**Attracting new members and Engaging Members as they Join
 +
**Finish the new member cycle. We have Seven applications pending. How do we 'close the sale?'
 +
***Post a signup sheet near certification machines for people to leave contact info on interest to get certified. Mill, Lathe, Welding, CNC, Laser, Training for Table saw.  Create more How to Classes - Reduce barriers for some one to get started and do something.
 +
****Discussion - What base level of skill is prerequisite for certification? Example Outline of prerequisite skills are on the Mill, Lathe and CNC wiki.Concern: If we make simple classes that guide each step, the member may still not have enough training to operate safely without supervision
 +
***A sample questionnaire has been created for first timers to help with metrics.
 +
**Create Merch area? Create Bulletin board for cross advert to other groups like an end cap at the end of kitchen island.
 +
 
 +
= Minutes =
 +
* Outstanding Tasks
 +
** Ian - Sent one round of reminders. Needs to send another.
 +
** Greg - Who signed you up field - no progress
 +
** Gren Open House Slack Channel and Wiki page - no action
 +
** Will - Conflicts for open house. Rescheduled for 20th of May?
 +
** Will - Mailing notice went out for slack. Many people joined.
 +
** Greg/Will - Saturday cleanup has been announced for Feb 16.
 +
** Schedule a task day.
 +
*** Need to create a consumable refill procedure list to the wiki.
 +
*** TODO Hold scheduling until tables are completed.
 +
* Open Finance
 +
** Jim has added data for January.
 +
** Membership is trending up due to recent outreach efforts
 +
* Mailing list approvers
 +
** TODO Ry to reengage.
 +
** Greg was granted access.
 +
* Membership Status and Intweb
 +
** Paypal IPM to intweb. Intweb will process PayPal alerts when members cancel or miss payments.
 +
*** This will allow us to react in a more timely fashion.
 +
*** TODO Create an automated email asking if they intended to cancel, and if so, why.
 +
** Should members be able to link their own couples accounts?
 +
*** No. Granting physical access to the space should require manual review/intervention.
 +
** Should we let the cycle run out on cancellations?
 +
*** Yes. members should be able to use the full month they have paid for.
 +
** When should we send late payment reminders?
 +
*** TODO - Send late payment reminders after 40 days, 60 days, and 80 days.
 +
** When should door access be denied to non-paying members
 +
*** 90 days for the present. A future revision may have a soft warning after a shorter period of time.
 +
*** At the end of the month if cancellation is confirmed.
 +
** Adding a "who signed you up?" field.
 +
*** This is to track who assisted a new member with application, in cases of mystery applications. We've had a couple applications through the kiosk that left us no way to follow up.
 +
*** "Which Hive13 member, if any, helped you sign up?"
 +
** When a membership is approved, what should the welcome email contain?
 +
*** Links to the member orientation page.
 +
**** Bylaws
 +
**** Signing up on the wiki.
 +
**** Hive culture.
 +
**** Broken
 +
*** Mailing list.
 +
*** Invite to slack
 +
*** Basic Contact information for leadership and wardens
 
* Project Status
 
* Project Status
** Lounge completion
+
** Lounge
*** Audiovisual
+
*** We still need a sub-woofer.
*** Admin Computer
+
*** Admin computer is up and running
*** Painting
+
**** TODO - Split the HDMI off the lounge computer for appear.in use
*** Carpet
+
*** Painting - On hold until further motivation is found
** Shapoko
+
*** Carpet - On hold until a reasonable sale is found
** Laser Maintenance schedule/plan
+
*** Stretch Goal - Projector for main area for overflow during talks.
** CNC Router Rewiring
+
** Shapeoko
** Metal Mill Replacement
+
*** Trent is interested, but needs some assistance getting started.
 +
** Laser Maint schedule
 +
*** Outline of laser maintenance is in the wiki page. Thanks, Dave V!
 +
*** It is well aligned.
 +
*** Cleaning day remains to be scheduled.
 +
*** Will attempt on next cleanup day.
 +
** Metal Mill Replacement?
 +
*** Jim D will be loaning a mill to the Hive that is similar in purpose to the one on loan from Paul V. Is it useful to retain both mills?
 +
*** The MillDrill will eventually dehive, but this may be several months in the future.
 
** Metal Shop
 
** Metal Shop
*** Incoming Shear and Block Bender
+
*** Incoming Shear and Block Bender - Greg is looking
 
*** Sandblaster
 
*** Sandblaster
 +
**** One vote to replace
 +
**** One vote to add gloves and nozzle.
 +
***** TODO - Dave to buy nozzle to make the cabinet usable.
 +
***** TODO - Kevin to move the blaster over by the air compressor.
 
*** Relocate Storage
 
*** Relocate Storage
** Mobile Table Build
+
**** TODO - Kevin to relocate metal storage racks
** Seal windows
+
*** Should we move the lathe out of the room?
 +
*** Can we move the flammables cabinet and infrastructure shelves?
 +
*** The server must remain accessible, and ideally, we would not punch down new wires.
 +
*** We must protect the server rack from metal chips.
 +
*** Server requires a dedicated 30 amp circuits.
 +
** Surface Grinder must not be fired up in the main space.
 +
** Tables
 +
*** 3 are built. 2 remain. we need to pick up MDF for the tops, if it ever stops raining.
 +
*** Retain the current welding table unless a better idea presents itself.
 +
** Seal the windows
 +
*** This is waiting on non-shitty weather.
 
** Miter Saw Bench
 
** Miter Saw Bench
* Warden positions to fill
+
*** Kevin has a sketch available, but is now working on the metal tables.
** We need to recruit Wardens in general to build interest and a queue of potential wardens. Better to have than to have not.  
+
** Open Warden Positions
** Make Open positions a topic of Tuesday meetings and a posting on the Google Group / News Letter.
+
*** We need to actively recruit wardens.
** Open Positions Metal/Welding, Fab Lab.
+
*** Approach new members.
** Encourage participation in clean up Saturdays as learning opportunities.
+
** Open House - Target April 13?
* Open House
+
*** We appear to be having a bandwidth problem, and may need to delay.
** Slack Channel
+
*** Punt until beginning of June? Readdress next board meeting.
** GET BUSY PLANNING
+
* Newsletter - no interest
** Target April 13 for Spring 2019 Open house.
+
* Process and procedure
* Newsletter - still no actual interest?
+
* Reinvigorating hive culture
* Slack gaining speed
+
** New marketing to recruit new members is going well.
* Processes and Procedures
+
** TODO - Dave and Ryan to update orientation wiki.
** What can we improve
+
** Need to address open applications
** What is tripping us up?
+
*** Will has reached out. Two have replied.
** More formal maintenance procedures for all machines in the Wiki.
+
** Sample questionnaire has been created for first timers to help with metrics.
** Saturday clean up check lists.
+
** Create Merch Area?
* Re-invigorating Hive Culture
+
** Bulletin board.
** Attracting new members and Engaging Members as they Join
+
*** On hold until more of the current projects are complete.
*** Post a signup sheet near certification machines for people to leave contact info on interest to get certified. Mill, Lathe, Welding, CNC, Laser, Training for Table saw.  Create more How to Classes - Reduce barriers for some one to get started and do something.
 
*** A sample questionnaire has been created for first timers to help with metrics.
 
** Create Merch area? Create Bulletin board for cross advert to other groups like an end cap at the end of kitchen island.
 

Latest revision as of 18:51, 13 February 2019

Board Meetings
Previous: January 14th, 2019 Meeting Procedure Next: March 11th, 2019

Agenda

  • Review Tasks
    • Ian - Late Payment Reminder E-mails
    • Greg - "Who Signed You Up" field to the application
    • Greg - Open House Slack channel and Wiki Page
    • Will - check for conflicts for Open House date
    • Will - Mailing List notice for Slack
    • Ian/Will - Invite all Members to Slack
    • Greg - Slack invite to intweb for new members
    • Greg/Will - Clean Up Saturday is 2/16/19
    • Schedule Task Day
  • Open Finance Website updates
  • Mailing list approvers
  • Membership Status and intweb
    • PayPal IPN heading to intweb
      • Questions for Cancellation Survey
      • Should members be allowed to link their own accounts? (For multiple people like spouses sharing one membership)
      • Should we let the cycle run out on cancellations?
      • When should we send late-payment reminders?
      • Text for e-mails
        • Welcome to the Hive
        • Your payment is late
      • When should door access be denied to non-paying members? Only at the 3 month end of membership cycle? Or earlier in the cycle?
    • Adding a "Who Signed You Up" field to the application.
  • Project Status
    • Lounge completion
      • Audiovisual
      • Admin Computer
      • Painting
      • Carpet
    • Shapoko
    • Laser Maintenance schedule/plan
    • Metal Mill Replacement
    • Metal Shop
      • Incoming Shear and Block Bender
      • Sandblaster
      • Relocate Storage
    • Mobile Table Build
    • Seal windows
    • Miter Saw Bench
  • Warden positions to fill
    • We need to recruit Wardens in general to build interest and a queue of potential wardens. Better to have than to have not.
    • Make Open positions a topic of Tuesday meetings and a posting on the Google Group / News Letter.
    • Open Positions Metal/Welding, Fab Lab.
    • Encourage participation in clean up Saturdays as learning opportunities.
  • Open House
    • Slack Channel
    • GET BUSY PLANNING
    • Target April 13 for Spring 2019 Open house.
  • Newsletter - still no actual interest?
  • Slack gaining speed
  • Processes and Procedures
    • What can we improve
    • What is tripping us up?
    • More formal maintenance procedures for all machines in the Wiki.
    • Saturday clean up check lists.
  • Re-invigorating Hive Culture
    • Attracting new members and Engaging Members as they Join
    • Finish the new member cycle. We have Seven applications pending. How do we 'close the sale?'
      • Post a signup sheet near certification machines for people to leave contact info on interest to get certified. Mill, Lathe, Welding, CNC, Laser, Training for Table saw. Create more How to Classes - Reduce barriers for some one to get started and do something.
        • Discussion - What base level of skill is prerequisite for certification? Example Outline of prerequisite skills are on the Mill, Lathe and CNC wiki.Concern: If we make simple classes that guide each step, the member may still not have enough training to operate safely without supervision
      • A sample questionnaire has been created for first timers to help with metrics.
    • Create Merch area? Create Bulletin board for cross advert to other groups like an end cap at the end of kitchen island.

Minutes

  • Outstanding Tasks
    • Ian - Sent one round of reminders. Needs to send another.
    • Greg - Who signed you up field - no progress
    • Gren Open House Slack Channel and Wiki page - no action
    • Will - Conflicts for open house. Rescheduled for 20th of May?
    • Will - Mailing notice went out for slack. Many people joined.
    • Greg/Will - Saturday cleanup has been announced for Feb 16.
    • Schedule a task day.
      • Need to create a consumable refill procedure list to the wiki.
      • TODO Hold scheduling until tables are completed.
  • Open Finance
    • Jim has added data for January.
    • Membership is trending up due to recent outreach efforts
  • Mailing list approvers
    • TODO Ry to reengage.
    • Greg was granted access.
  • Membership Status and Intweb
    • Paypal IPM to intweb. Intweb will process PayPal alerts when members cancel or miss payments.
      • This will allow us to react in a more timely fashion.
      • TODO Create an automated email asking if they intended to cancel, and if so, why.
    • Should members be able to link their own couples accounts?
      • No. Granting physical access to the space should require manual review/intervention.
    • Should we let the cycle run out on cancellations?
      • Yes. members should be able to use the full month they have paid for.
    • When should we send late payment reminders?
      • TODO - Send late payment reminders after 40 days, 60 days, and 80 days.
    • When should door access be denied to non-paying members
      • 90 days for the present. A future revision may have a soft warning after a shorter period of time.
      • At the end of the month if cancellation is confirmed.
    • Adding a "who signed you up?" field.
      • This is to track who assisted a new member with application, in cases of mystery applications. We've had a couple applications through the kiosk that left us no way to follow up.
      • "Which Hive13 member, if any, helped you sign up?"
    • When a membership is approved, what should the welcome email contain?
      • Links to the member orientation page.
        • Bylaws
        • Signing up on the wiki.
        • Hive culture.
        • Broken
      • Mailing list.
      • Invite to slack
      • Basic Contact information for leadership and wardens
  • Project Status
    • Lounge
      • We still need a sub-woofer.
      • Admin computer is up and running
        • TODO - Split the HDMI off the lounge computer for appear.in use
      • Painting - On hold until further motivation is found
      • Carpet - On hold until a reasonable sale is found
      • Stretch Goal - Projector for main area for overflow during talks.
    • Shapeoko
      • Trent is interested, but needs some assistance getting started.
    • Laser Maint schedule
      • Outline of laser maintenance is in the wiki page. Thanks, Dave V!
      • It is well aligned.
      • Cleaning day remains to be scheduled.
      • Will attempt on next cleanup day.
    • Metal Mill Replacement?
      • Jim D will be loaning a mill to the Hive that is similar in purpose to the one on loan from Paul V. Is it useful to retain both mills?
      • The MillDrill will eventually dehive, but this may be several months in the future.
    • Metal Shop
      • Incoming Shear and Block Bender - Greg is looking
      • Sandblaster
        • One vote to replace
        • One vote to add gloves and nozzle.
          • TODO - Dave to buy nozzle to make the cabinet usable.
          • TODO - Kevin to move the blaster over by the air compressor.
      • Relocate Storage
        • TODO - Kevin to relocate metal storage racks
      • Should we move the lathe out of the room?
      • Can we move the flammables cabinet and infrastructure shelves?
      • The server must remain accessible, and ideally, we would not punch down new wires.
      • We must protect the server rack from metal chips.
      • Server requires a dedicated 30 amp circuits.
    • Surface Grinder must not be fired up in the main space.
    • Tables
      • 3 are built. 2 remain. we need to pick up MDF for the tops, if it ever stops raining.
      • Retain the current welding table unless a better idea presents itself.
    • Seal the windows
      • This is waiting on non-shitty weather.
    • Miter Saw Bench
      • Kevin has a sketch available, but is now working on the metal tables.
    • Open Warden Positions
      • We need to actively recruit wardens.
      • Approach new members.
    • Open House - Target April 13?
      • We appear to be having a bandwidth problem, and may need to delay.
      • Punt until beginning of June? Readdress next board meeting.
  • Newsletter - no interest
  • Process and procedure
  • Reinvigorating hive culture
    • New marketing to recruit new members is going well.
    • TODO - Dave and Ryan to update orientation wiki.
    • Need to address open applications
      • Will has reached out. Two have replied.
    • Sample questionnaire has been created for first timers to help with metrics.
    • Create Merch Area?
    • Bulletin board.
      • On hold until more of the current projects are complete.