Board Meeting - February 13th, 2023
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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
- [Draft Procedure for Items Left at the HIVE] - Draft ready for review/approval
- Follow up on Dumpster date
- Status?
- Kevin M. Draft repair budget procedure
- Emergent Repair Authorization Procedure - Draft ready for review/approval
- 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
- [Hive13 2022 Year-End Financial Report]
- Other items are delayed and will be provided later this week.
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)
- We had repairs needed on two major tools
- 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
- Specifically, we don't have:
- Repairs are unexpected and urgently needed*
- January expenses allocated to the warden budget are WAY over budget
- 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
- We have been invited to join BBIT on Feb 25th from 10a-1p for their drone building course
- 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