Board Meeting - September 8, 2014

Hive13 Board Meeting September 2014

Agenda

• applicant evaluation*

new member on boarding

• • what can new members expect from us
  • what do we expect of members
    • Hive operations manual
• maker faire
  • exhibits
• soda money
• area managers
• officer budgets
• officer goals
  • year
  • month

Attendees

• Jim Dallam (Treasurer)
• Jon Neal (COO)
• Dave Menninger (Board)
• Brandon Wooldridge (Secretary)
• Ryan Hershey (CTO)
• Daniel McNamara (Board)
• Jim Shealy (President)

Minutes

• New member Onboarding
  • People keep asking what we are, how we work, etc. We don't have a good answer
  • People who become members don't know how things work
• vetting new members/ applicant evaluation
  • board put the brakes on automatically approving people, don't sign it immediately
  • people should come around more than once or twice
  • start a thread on leadership@hive13.org for each new applicant
  • members must show some kind of work, like a project, something that benefits the hive?
  • makerfaire will be a big influx of new members
  • applicants should visit the hive a few times and begin working on a personal project, certify on a piece of equipment, or engage on a hive improvement project. Any of these would show involvement in the use or operation of the space.
• new people want to get certified on tools, can we pin down a night for getting certified on our tools
• new member orientation packet. ( actual paper )* already on the wiki a bit. Needs to be fleshed out more though.

OnBoarding* Name sent to leadership mailing group, need people to vouch for application* Sit down with new member and take them through the Wiki

• i3 in detroit has an actual checklist for an onboarding officer to go through with new people http://i3detroit.org/wiki/HOWTO_Process_a_new_member
  • Twice a month orientations before tuesday meetings
  • perhaps the new members sponsor walks them through this
• what is happening with paperwork?
  • ryan is keeping a folder full
  • ryan requests pictures of applicants, email to leadership@
  • jim requests pictures in the CRM

MakerFaire

• Current exhibits:
• Polar3d
• apiary
• shapeoko
• microcontroller monday blinky thing
• galileo
• hexapod
• video kiosk
• tesla coil
• possible: interactive exhibit
• Get banner printed
• get another banner printed
  • http://nextday-sign.com/

Soda Money

• ian controls the soda money rfid credits ( also he has sparkfun credit on a personal account ) this needs to be transferred to hive accounts
• dan and jim extracted cash from machine
• hive would need a stripe account, a sparkfun account, to take these over
• can jon get more access to the paypal api key or whatever is needed to look at the paypal info
• membership stats available to more people? old stats info page is flaky
• Jim can get backdated reports

Officer budgets

• does the procedure need refinement
• should there be a dollar amount that rolls over every month with an overall cap
• Jim S saw a good system at GT - they had a spreadsheet for each requested purchase

Officer Goals

• should officers have stated/published goals to be checked-in-on each month
• check in on at membership meetings - put it in the meeting agenda!!

Area Mangers

• we want some poeple to take some ownership of areas and keep things going cleanly
• question of whether to offer some kind of incentive ( half off membership ? ) possibly $ could be a counter-incentive / source of conflict
• other non-money things: square footage of storage, laser minutes, soda credits, mad props, ?
• maybe different "rewards" for different areas * ask the mailing list: what would incentivize you?

Next Actions

Applicant evaluation and new member onboarding

• Officers Taking Applications (All) - Get a picture of the applicant and forward it to leadership along with their name. Tell prospective member to visit the hive a few times before the hive accepts them as a member.
• Ryan - Scan Applicaitons, Waivers, and store along with pictures.
• Name sent to leadership distribution list and have board members officers vouch for them
• Sponsors - need to take responsibility for the people they bring on, take them through the Wiki and make sure they understand what's expected of them
• Jon, Dave, Elly - Flesh out operations on hive wiki

MakerFaire

• Ryan there will be a staging area on the cnc table for the next week
• Elly - get another banner for makerfaire

Money / Accounts

• jim/jon contact ian and get access to the stuff he currently has possession of
• jim will get up to speed on exporting reports manually from paypal site
• Ryan - Create purchase log

Officer Goals

• Jim Sheely - Power Series Racing
• Ryan - Offsite backups
• Jim Dallam - Will produce monthly reports.
• Jon - members storage
• Brandon - Will announce next board meeting

Area Managers

• Ask the mailing list what would incentivize them.

Next Meeting Monday Oct 13 7:30pm at Hive13

Meeting