Board Meeting - February 11th, 2019

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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.
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