Board Meeting - November 14th, 2022

Board Meetings
Previous: October 10th, 2022	Meeting Procedure	Next: December 12th, 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

Deadline for Agenda submissions is November 7th, 2022. Any late submissions must be added to the subsequent board meeting's agenda.

Review task items from last meeting

• All board members:
  • get your agenda items a week in advance. This will be strongly enforced going forward.
    • Follow up: Updated wording on Running your business at Hive13

Nomination for CMO

• Konstantinos Perentesis has been nominated to fill the CMO position.
• Do we need to hold a formal election or should the Board appoint Kostas to fill the role per Nominations rule 7: In the event that there is an unfilled Officer position, the Board may appoint an interim Officer that shall serve until a replacement officer is properly elected.

Reports

Financial Report

October 2022 was a busy month and the good news continues. Consider the following as a BRIEF SUMMARY:

• Membership has had some +/- churn and is down to 173 souls (-1 Full, -1 Student, -2 PlusOne) from last month's all time high of 177. This is a small dip, but things are still good!
• October operating income from membership was $6,874.36. The month benefited from a one-time $200 lump-sum membership payment. Other October operating income was minimal at $18.82 from Stripe soda credits.
• Our October fixed expenses were lower ($3,866.12) compared to September's ($4,904.64). Fixed expenses traditionally include rent, insurance, PayPal fees and warden expenses. Warden expense was down by ($145.70) from last month, and last month included a large one-time ($897.47) reimbursement for legacy Meetup subscription costs thru February 2023. Fixed expenses going forward will start to include five IT infrastructure subscriptions that total (~$556) per year. The changing payment details for these IT costs are being worked out.
• Our October discretionary expenses were way down to ($525.71) for reimbursements of minor member votes expense. We are being frugal as we recover from the recent major purchase of the new Laguna jointer and planer in the wood shop.
• We started the month with $36,319.90 in operating funds and ended the month at $38,930.69; a net improvement of ($2,610.79). Of this ending balance, $27,013.03 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.
• With October's frugality, we are rebuilding our discretionary reserve; now at $11,867.66, up from September's $9,147.25. We continue to be cash positive going forward. Continued frugality through year end will rebuild our available discretionary allowance (at about $3k per month) for our T.B.D. acquisitions in 2023.
• It was previously reported that our Outreach activity garnered a $200 grant from Blink/ISH for our parade participation. We reimbursed ($69.98) for parade related expenses and have received both the first $150 and final $50 grant payments. The parade event was $130.02 favorable to the Outreach account.
• In other financial news, a proposal is being made in this Board Meeting to merge two recent one-of member donations and the AC fund drive reserve to create a new/different encumbered reserve for "Dungeon Buildout". The goal is to take steps now to be ready to expand the Hive's floorplan footprint to the entire third-floor north space; whenever that may happen in the future. Stay tuned for further details...

The open finance site has been updated and this 2021/2022 summary PDF shows the details as of November 10, 2022.

COO / Operations Report

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Area/Warden Reports

Library

• Koha installation is up!
• Beginning to categorize materials and work out how to catalogue items in the system
• Working with Ryan and tech committee to set up emailing
• User sign-ups soon

CMO Report

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Tech Committee Report

• Tendenci development continues
• Member IT expenses aggregated. Working on centralizing
• Azure Credits Used: 1577/3500 (45% - Needs to be renewed on December 11, 2022)

Outreach Report

WHAT A YEAR.

• MiC, Blink, LTS revival IN TWO WEEKS and we did a great job!
• Revived socials, new Tiktok, Hive13 logo merch
• Lots of excellent Tuesday Talks
• AND SO MUCH MORE IN STORE FOR NEXT YEAR!
  • Join us at the Outreach committee meeting Wednesday November 16th!

Space Planning

Proposed for Board Approval:

• Plan to expand Hive13 to the entire north half of the 3rd floor (Occupy the Dungeon)
• Budget for Expansion to 17500 sqft.
• Seed the expansion fund with $3792 from two donations totaling $2250 and the $1542 remaining from AC.
• Begin 11/30/2022 to allocate $1000 per month as encumbered funds to the Expansion fund.
  • This would at first build a fund to cover a portion of a total estimated $40K in expansion costs.
• Open long term negotiations with 2701SG to complete the 2nd bathroom and mutually plan and execute the expansion. This is an opportunity that we should not lose through inaction.

https://docs.google.com/document/d/1tW4xVDIt4V6EWDSnxaLTg4mRQs2tVpWUdbBjwx2guL0/edit?usp=sharing

Meeting Notes

Attendees:

Jack Margeson, Ryan Anderson, Kostas P., Chris Davis, Dave V., Jim A., Paul Picton, Kate, Paul Vincent

Review:

All board members:

• get your agenda items a week in advance. This will be strongly enforced going forward.
  • Follow up: Updated wording on Running your business at Hive13

Nominations for CMO:

• With rule 7, Kostas is now elected as CMO as of 11/14.

Area/Warden Reports:

• Financial report:
  • Membership up to 173
  • Made money in Oct, didn't spend a lot
  • Not really spending much throughout the rest of the year
  • Currently have 3k+ dollars to spend on... something.
  • Check "space planning" for dungeon space discussion
  • privacy.com virtual credit card has been trial runned
    • Looking into using this for the 5 services paid for by members currently
• Library
  • lookin' good
• Outreach
  • Made in Camp, Blink, Learn to Solder all went great!
  • Check above for more notifications
  • Send Kostas feedback about what we want to be in next year!
  • This Wednesday is the final Outreach committee meeting
• Tech
  • Azure grant for credits, Ryan will talk to Jim about this

Space Planning

• Proposal for moving into the dungeon space
• Should we be working out some of the things that still need done in the current space before moving into the dungeon?
  • Bathrooms, doors, update air systems
• Launch endeavor in the new year--new year, new Hive:
  • Opportunity to expand
• Kevin notes a notional idea of how we should use the space and expand into it should be part of the proposal before we move into it fully
  • Maybe starting a committee of people who are interested in planning the space?
• From a landlord scenario, we don't pay rent currently with the dungeon
  • This will eventually come to a head and might be a problem
  • We need to start saving and preparing for this date
• Paul V wants to get people excited about expanding so that we can figure out what we need the space for
• Overall--general feedback from the board has been positive
  • Kate will announce a committee tomorrow about the planning of the Dungeon space

Action Items

• ALL MEMBERS: Review the business at Hive13 document and come prepared for next meeting. Start brainstorming about the next board meeting's big topic, being classes and paying instructors.

• Kate: Pick a date and announce a committee about the planning of the future Dungeon space during tomorrow's meeting. Follow up leadership on the business at Hive13 document.
• John: Work on financial spreadsheet, try to publish
• Ryan: Talk to Jim about Azure credits if needed
• Kostas: Work on the mid-year survey and ask about classes that are important to the members
• Jack: Put something on the agenda for next month talking about classes and paying teachers/members for classes