Board Meeting - September 8, 2014

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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

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