Board Meeting - December 12th, 2022

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Board Meetings
Previous: November 14th, 2022 Meeting Procedure Next: January 9th, 2023

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 December 5th, 2022. Any late submissions must be added to the subsequent board meeting's agenda.

Review task items from last meeting

  • All board members:

Air Compressor Motor Vote

Board vote to finalize / clean up approval of $600 expenditure

Member vote / discussion: https://discourse.hive13.org/t/vote-replace-motor-for-air-compressor-600/8228/12

Improved financial reporting

Possible discussion topics:

  • Publish spreadsheet of treasurers report, warden expenses
  • Refresher - what is MRO / warden / maintenance budget - amounts and purpose -
  • Itemize discretionary spending, including warden exp

Classes & Certification

Any progress? Not so much during holidays..

Semi-annual Member Survey

  • Kostas P. (as CMO)
    • Our check-in survey is going out January 1st to membership! It will close January 8th @ 5pm.
    • Check out the survey here
    • Re: survey design: I wanted to ask what people have seen and what they would like to see with the same language as our initial survey. Plus comments.
    • Survey results will be analyzed January 9th and posted.
      • Going forth with them, we should absolutely have discussion in #discussion but also as leadership. We need to set expectations and goals as we move forward with this information.

Reports

Financial Report

  • Consider the following as a BRIEF SUMMARY of the November numbers:
    • Membership is down a bit, at 170 souls (-1 Full, -1 Full Warden, -1 Student). However, we are already signing up more new members in December so the trend should be back up next month. Things are holding and still good!
    • Operating income from membership was $6,585.99. Other operating income was $1,509.20, consisting of five transactions ($9.41 in soda credits, $49.78 from Amazon Smiles, $0.01 from a Privacy.com test, a KevinM $200.00 donation for lamp gas usage, and a DaveV $1,250.00 free-will donation.
    • Fixed expenses were ($4,155,27) up somewhat from the prior month. Fixed expenses traditionally include rent, insurance, PayPal fees and warden expenses. Warden expense were up $296.31 compared to October.
    • Discretionary expenses were only ($69.70) for replacement sodas and zero reimbursements of member votes expense this month.
    • We started the month with $39,989.74 in operating funds and ended the month at $43,856.48; a net improvement of ($3,664.73). Of this ending balance, $29,229.97 is reserved as "encumbered funds".
    • Encumbered funds have recently consisted of the 6-month rainy day reserve, lump-sum membership pre-payments, and the AC fund drive reserve. HOWEVER, the legacy AC fund drive reserve $1,952.00, has been combined with two recent one-of donations (thanks PaulV at $1,000.00 and DaveV at $1,250.00) to total $4,202 as seed money to start the "Dungeon Build-out" reserve.
    • We continue to rebuild our discretionary funds; now at $16,476.43, up from October's $12,808.22. We continue to be cash positive going forward.
    • The open finance site has been updated and (as a new feature) click on this current 2021/2022 summary to see the details.
  • Two specific Treasurer Requests
    • Board vote (Y/N) Proposal #1 = To follow-up from the last board meeting, requesting the Board vote to allocate $1,000 per month to go to the "DUNGEON BUILD-OUT" encumbered fund reserve. This would start this December for the next twelve months.
    • Board vote (Y/N) Proposal #2 = Requesting the Board vote to allocate $1,000 of operating funds to be an "EMERGENCY REPAIR" encumbered fund reserve. This sum would be maintained to be spent based on the authority of the COO (with ?) to quickly enable remediation expenditures (up to this limit) in case of unforeseen situations, in advance of the follow-up formal member vote with final numbers.

COO / Operations Report

  • Warden budget discussion
    • Explanation of general operation
    • Attempt at a better presentation
    • What information is helpful, needed?
    • What type of presentation works well?
  • Proposed $1,000 major tool repair budget and process
    • Only for repair or replacement of broken/defective parts
    • Not for new items
  • Additional help is needed getting things added to the wiki
  • Policy discussion of items left behind by ex-members
    • How long to keep
    • What additional consideration should be given for expensive items
    • Items abandoned in storage spaces
    • On-loan items (tools)

Area/Warden Reports

  • New warden votes needed
    • John Sikorski - Woodshop
    • Vince (Vincent) Linz - Photography
      • Discussion if needed
    • Possible other wardens as brought up in Dungeon Master meetings

CMO Report

(See survey info)

Tech Committee Report

  • RFID access for elevator door in progress
    • Proceeding at volunteer speed but progress is happening
  • Tendenci in progress
    • Working on main page theming & layout (plus previous tasks)
  • Microsoft Azure:
    • Azure Grant for $3,500 has been renewed until 12/11/2023
    • Used 251 (7.1%) credit last month.
    • 1828/3500 total credits used (52%).

Outreach Report

  • CMC friendship
    • Special thanks to Kate C. for joining me (Kostas P.) on a trip to the museum center to establish a friendship!
    • They remember us and want to rekindle our friendship (woohoo!)
      • Open availability for demos/classes in their maker program
        • Can be 2hrs to all day
      • LTS, fiber arts, they have a glowforge/block printing/sewing capabilities
        • LOTS of potential for classes/outreach
  • Hive is Real order form will go live Jan 1st and close Jan 15th
    • Sizes range from S-5XL
    • Black cotton Gildan shirts
    • Hoping to keep pricing @ $15/shirt (min 50 @ $7.15/shirt)

Dungeon Masters

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

Notes from 120322 Meeting

CURRENT HIVE

UNFINISHED PROJECTS/AREAS

  • BATHROOMS
  • WASHER/DRYER
  • CORNERSTONE SPACES FINISHED
  • DOORS to separate DIRTY VS CLEAN SPACE
  • COMPRESSED AIR SYSTEM
  • METAL WORK SHOP
  • FLOOR LEVELING, ETC.

DEVELOPMENT

  • CLASSES/WORKSHOPS/ETC
  • RELATIONSHIPS W/OTHER ORG'S
  • POWERTOOL DRAG RACING
  • WEBSITE DEVELOPMENT
  • “GRANULAR" LIGHTING CONTROL -SMART PLUGS, etc.

Short term actions

  • MORATORIUM ON DONATIONS "Sto' it yo'self"
  • DUNGEON EXPANSION PREP
    • CLEAR THE CRAP
  • Announcement made on Discourse by Kate on 12/3/22
  • Jax, Kostas and (hopefully) all Wardens to periodically “sweep” the dungeon for expired parking passes or newly dumped stuff
  • Date to be set for formal purge - end of January / beginning of February 2023 (THE "DONE-GEON")
  • There are items in the dungeon that could be sold - need to put out a call for a member/members to spearhead that effort
    • Can be a member auction prior to public listing

WANT / action LIST

  • NEXT SAT. IS A CLEAN-UP DAY, SO WE START PURGE
  • REMOVE SHELVES
  • LARGE, WHEELIE carts for crap
  • "ASSET TAGS" in a new color for large items that belong to the HIVE, and are destined for use
  • PHOTO DOCUMENTATION
  • DOOR INSTEAD OF TARP
  • BULK STEEL ORDER needs a new home
  • END of JANUARY deadline
  • PALLET DUMPSTER
  • MAINTAIN "SHUFFLE SPACE"

Long term actions for dungeon

  • RENT
  • PAINT
  • ELECTRIFY
  • CLIMATE CONTROL

POTENTIAL USES for dungeon

  • PHOTOGRAPHY
  • LOUNGE
  • KID'S SPACE
  • TOOL LIBRARY
  • RECORDING STUDIO/VIDEO/ STREAMING
  • INFRASTRUCTURE /SERVER ROOM
  • OVERFLOW STORAGE
  • CLASSROOM SPACE
  • MEMBER STORAGE (short term for large project work)
  • ADDITIONAL MEETING SPACE
  • BIG CNC ROOM
  • CERAMICS SPACE

Meeting Notes

Attendance: Jack Margeson, Chris Davis, Chris Hodapp, Dave Velzy, Jim Dallam, John Clark, Kate Cook, Kevin McLeod, Kostas Perentesis, Paul Vincent

Rough transcript link:


Review:

  • Running your business at Hive13
    • Everyone should have edit access now
    • Kicking this to next month to finalize before we present to members
  • Air Compressor Motor
    • Air compressor broke, an impromptu board vote 3/5 members voted on happened, Brad bought a replacement part for the air compressor
    • Brad has been reimbursed
    • We should look into future ways to mitigate this problem (check Proposal #2 from tonight)
  • Membership survey
    • Looking for a week long period of being open starting in Jan
    • Same idea as the last membership survey, except "what have you seen in the last 6 months and what would you like to see in the next 6 months"
    • Include that all responses are good responses so that we can get a good turnout


Area/Warden/Committee reports:

  • Finance
    • SEE PROPOSALS #1 AND #2 FOR MORE FINANCIAL RELATED REPORTS
    • Operating income was good, fixed expenses in line, discretionary expenses were "next to nothing"
    • Going to be trying to clean up some encumbered funds in places that have been inactive for a while (see: $600 from the kitchen fund being stagnant)
  • COO report
    • SEE PROPOSALS #3 AND #4 FOR WARDEN APPROVAL VOTES
    • Ongoing expectation to have an itemized spreadsheet of the warden budget expenditures
    • We should have a wiki cleanup day or maybe a class sometime soon
    • We should continue having an ongoing discussion on what deserves a warden position
  • Tech report
    • RFID access for the elevators is in process (very cool!)
    • Microsoft Azure grant renewed, $3,500
    • We're getting close to hitting our monthly usage quota--and we should research on trimming some of our services down so that we can keep not having to pay for hosting and other things
  • Outreach report
    • Friendship with the museum makerspace is going well, things are in planning to have classes and such with them
      • Current start date for this seems like a tenative Jan 21st
    • Hive is Real shirt set up for ordering
      • Order starts on Jan 1st, sizes from small to 5XL, $15 a shirt
    • Working with tech committee to design Tendenci page
  • Dungeon Masters report
    • Great meeting to talk about some of the things that need to be done in the dungeon
      • Please check out the notes from that meeting above
    • Need to set some definite action items moving forward, second meeting will be arranged for early Jan
    • Everyone needs to focus on cleaning up and getting rid of stuff in the dungeon
    • We should get/take some very accurate measurements of the space for planning purposes


Proposals

Board vote (Y/N) Proposal #1 = To follow-up from the last board meeting, requesting the Board vote to allocate $1,000 per month to go to the "DUNGEON BUILD-OUT" encumbered fund reserve.  This would start this December for the next twelve months.

Proposal #1 passes--all board members vote yay. 

Board vote (Y/N) Proposal #2 = Requesting the Board vote to allocate $1,000 of operating funds to be an "EMERGENCY REPAIR" encumbered fund reserve.  This sum would be maintained to be spent based on the authority of the COO (with ?) to quickly enable remediation expenditures (up to this limit) in case of unforeseen situations, in advance of the follow-up formal member vote with final numbers

Proposal #2 postponed until next board meeting--more discussion is needed. 

Board vote (Y/N) Proposal #3 = Enact John Sikorski as CNC warden.

Proposal #3 passes--5/5 board members vote yay, John Sikorski is the new CNC warden. 

Board vote (Y/N) Proposal #4 = Enact Vince Linz as Photography warden.

Proposal #4 passes--4/5 board members vote yay, Vince Linz is the new Photography warden.

Action Items

  • All Leadership:
    • Let Kostas know if you're interested in beta testing classes/new certifications
    • Continue discussion on proposal number 2, being the $1,000 encumbered
    • Cleaning out the dungeon and stuff when time permits
    • Check out the dungeon masters document for future board approval
  • Jim & Kate:
    • Work together and try to clean up any encumbered funds for previous projects like the Kitchen that are on long-term pause
  • Chris & Ryan:
    • Work on getting prelim reports for Azure credit usage
  • Kate
    • Set a date for the second dungeon masters meeting, early Jan
  • Kostas
    • Collect a list of people interested in beta testing those new classes and certifications
  • Jim
    • Start including the $1,000 from proposal #1 tonight in an encumbered "BUILD-OUT" fund for the next 12 months.
  • John Clark
    • Make sure the warden budget spreadsheet gets posted in #leadership-private
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