Board Meeting - February 13th, 2023

From Hive13 Wiki
Jump to navigation Jump to search
Board Meetings
Previous: January 9th, 2023 Meeting Procedure Next: February 27th, 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 February 6th, 2023. Any late submissions must be added to the subsequent board meeting's agenda.

Review task items from last meeting

  • Call for a recurring “Wiki Workday”
    • status?
  • Kate draft “items left at the HIVE” Procedure
  • Follow up on Dumpster date
    • Status?
  • Kevin M. Draft repair budget procedure
  • Follow-up needed on “Kitchen and Laundry Infrastructure” vote from last year
    • Status?
  • All board members:
    • get your agenda items a week in advance. This will be strongly enforced going forward.

New topics for discussion

  • VOTE - The bylaws allow for a "board chair" position, and we haven't elected one. I (Kate) nominate Dave Velzy.
  • It may be time to revisit and refine vote procedure
  • We should consider hiring an intern for support
    • DAAP has a program that suit our needs

Improved financial reporting

Possible discussion topics:

  • Publish spreadsheet of treasurer's report, warden expenses
  • Refresher - what is MRO / warden / maintenance / repair budget - amounts and purpose -
  • Itemize discretionary spending, including warden exp
    • A suggestion has been made to present expenses by ward, then by tool
  • Whatever happened to the Quickbooks effort?

[The above three bullets will be covered in the Treasurer and COO reports below]

Classes & Certification

Discussion topics:

  • how can we get this going and manage it so that it doesn't all fall to one person
    • Kate has proposed to do a short class on "How to structure a class for HIVE13" based on her previous experience as a freelance educator
  • Kate proposes getting a few on the calendar that are limited in scope and limited to membership only just to get the ball rolling
  • looking ahead, the general consensus is that teachers should be compensated for their time, and attendees would pay a fee for the class

CMO Check In

  • CMOffice Hours are Monday 4-6pm to answer member questions, find solutions to issues, and get feedback about member experience.
    • I'm still available via Slack but it's an open time to come talk to me one on one and work together. -Kostas P.
  • Ironing out mediation, arbitration procedures.
    • Hopefully done by March meeting.

Hive13 Expansion

  • Lease Negotiations
  • Budget and Vote for Expansion Approval
  • Timeline

Reports

Financial Report

COO / Operations Report

  • Warden budget discussion
    • January expenses allocated to the warden budget are WAY over budget
      • $1,363.38 on a $600 budget (227% of budgeted)
    • Reasons
      • We had repairs needed on two major tools
        • CNC for $192.35 (32.1% of warden budget)
        • Lasers for $264.77 (44.1% of warden budget)
        • Total of $457.12 (76.2% of warden budget)
      • Gas purchases
        • $244.53 (40.8% of warden budget)
      • Remainder "normal" warden expenses of $649.93 (108.3% of expected warden budget)
    • Why repairs and gas should no longer fall under the warden budget
      • Repairs are unexpected and urgently needed*
        • Financial advice is that this should come out of reserves
        • There should be some reasonable form of very quick approval
      • Gas purchases have been growing rapidly and don't fit the normal model of warden purchases
        • Specifically, we don't have:
          • A known cost beforehand
          • An opportunity to make a decision based on cost vs value
        • Some better method of management is needed
  • Proposed $1,000 major tool repair budget and process
    • Only for repair or replacement of broken/defective parts
    • Not for new items
    • $1,000 is now longer looking like enough since we have almost reached that so far this year.
  • Improved reporting abilities
    • We have detailed history back to mid-October of 2020.
    • The data can be reported in almost any way asked for.
    • What information do you want/need to see?
    • Question: This could be presented as data sorted by ward, and then by tool
      • Answer: Yes. It's a work in progress. It should be available before the board meeting.
    • See Warden purchase spreadsheet
  • Policy discussion of items left behind by ex-members
    • How long to keep?
    • What additional consideration should be given to expensive items?
    • Items abandoned in storage spaces.
    • On-loan items (tools)

Area/Warden Reports

  • 3 Warden changes for approval
    • Dave Schwinn as Kitchen warden
    • John Clark & Ryan Anderson as joint Electronics wardens
    • See the treasurer's report for suggestions.

CMO Report

(See survey info)

Tech Committee Report

  • RFID access for elevator door
    • Roughly 50% complete - Close/Stop buttons & wiring installed.
    • Need dedicated Raspberry Pi, RFID Scanner & enclosure to complete
  • Tendenci
    • Working on main page theming & layout.
  • Azure - used 537/3500 (15.3%) credits from 12/11/2022-02/07/2023
  • Winter/Spring goal: Azure Consolidation & On-Prem Hosting
    • Discourse-to-Slack bot now hosted in Azure
    • UPSs acquired for Hive13 MFD & IDF-1 racks (Thanks Chris D.)! Will need new batteries
    • In-Progress/Planning: Move VPN server to on-prem, move library server to webhost2 (Azure)

Outreach Report

  • BBIT
    • We have been invited to join BBIT on Feb 25th from 10a-1p for their drone building course
      • Specifically a detailed learn to solder
  • CMC friendship
    • Next date in March, we just need a consensus from CHCP on their date.
  • CHCP Madisonville
    • Tentatively scheduled for March 18th
    • Super exciting, we love our library
  • Redbubble
    • Big thanks to Jack M. and Jim D. for getting this up and running!
    • Continuous access to logo merch, maybe donated designs in the future?
  • Hive is Real shirt
    • Not gonna lie, this is my pet project -Kostas P.
    • Order form hopefully going out this (Feb 13th) week.
  • Looking for suggestions
    • Tuesday speakers, events, parades?

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


Meeting Minutes

Attendees:

- Jack Margeson

- John Clark

- Maryln Clark

- Kate Cook

- Kevin McLeod

- Paul Vincent

- Ryan Anderson

- Chris Davis

- Dave Velzy

- Jim Dallam

- Vince

Minutes: 07:31:00pm–9:30:00pm


Emergency member contact

1. With every breach, casual contact via Slack

2. Escalate on future breaches with the following protocol

3. Send email notification with hard date-of-response

4. If no response is received within a reasonable time, member suspension follows

5. Leadership responsible for suspension sends follow up email, "please get in contact with us to continue discussion"

- We should update the code of conduct on the wiki to reflect whatever the board decides tonight

- No objections from the board. Future experiences will refine this process

Task items review:

- Wiki workday

   - This is something that we still want to have

   - No progress has been made since the last board meeting

- Items left at the Hive procedure

   - Draft ready for review/approval, check link above

   - Do we want to look to put something in the membership agreement?

       - Velzy notes that it's already in there, actually

- Dumpster date

   - Kate will get with Velzy to talk about next month date for dumpster stuff

   - Tentatively the 11th of March

- Draft repair budget procedure

   - Overall, we are in favor of the emergent repair procedure

   - Currently might have some conflicts with the repair fund

   - Jim wants the words to reference the $1000 encumbered repair funds

   - Let's jump into the financial report

New topics for discussion:

- Board chair position—someone who's "signing" stuff as the face of Hive leadership

   - Vote for Dave Velzy to be the board chair—no objections

- Start thinking about how we should improve vote procedures

   - Transition the "optional things we want to see in votes" to "things that we need to see in valid votes"

- Hiring an intern for support

   - John does too much and we should look for an intern

   - Do we look at someone from DAAP?

Classes and Certifications

- Board vote for creating a committee under classrooms: no objections

- Kate will chair the new committee for understanding and working on classroom stuff

Hive Expansion

- Velzy got in contact with pro-bono partnership, they're matching us with a volunteer lawyer

- Incredibly tight dance we have to do with the landlords in order to get the build out of the dungeon moving forward

- We might need notes from external communications with the landlords

Reports:

Financial report

- **Please** see the linked financial report from Jim

- Executive summary: membership and revenue have been increased. We need to report financials better. Expenses are going up.

CMO report

- Kostas is hosting CMO office hours—check above for information

COO/Operations report

- Check above for financials as they relate to the warden budget

Tech Committee report

- 15.3% Azure credit usage year to date

- RFID for access door still working, roughly 50% complete

- A need to upgrade in camera usage—needs to be brought up at the next warden meeting

Outreach report

- Getting a team together for BBIT

- Stop the Bleed training second Tuesday in March

- Direct future Tuesday talks to Kate

- Redbubble

   - No objections from the board for setting up bank stuff in regards to getting paid from Redbubble

Dungeon Masters

- See dumpster day for more information on getting rid of stuff in the dungeon

- Separate "garden street" donation pile for metals, new item on the dungeon masters meeting

Area/Warden reports

- 3 warden changes for approval:

   - Dave Schwinn as the new Kitchen warden—no objections

   - John Clark and Ryan Anderson as joint electronics warden—no objections

Action Items:

- All leadership: start thinking about how we should improve vote procedures. Study the new financial stuff to get acquainted with it.

- Paul Vincent: organize/help work on setting up a wiki workday

- Kate Cook: talk to Velzy about solidifying the dumpster date.  Start preparing for the heading of the "classy committee", schedule next Dungeon Masters meeting

- Jim and Kevin: moving forward with repair budget procedure talk to find a resolution

- John and Jim: Slack post about a follow up on the kitchen and laundry infrastructure vote from last year

- John and Paul: continue to lead the effort about vote procedure improvements with a thread in Slack/committee/whatever you want to call it

- Kevin, John, and Chris: talk about gas payments

- Chris Davis: find out more about the intern program at DAAP

- Jack: continue work with Jim on getting banking details imported into Redbubble


Board Meeting - February 27th, 2023

Retrieved from "http://wiki.hive13.org/index.php?title=Board_Meeting_-_February_13th,_2023&oldid=20271"