Board Meeting - March 13th, 2023

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Candidate: Board Meeting - April 10th, 2023

Time: 7:30 PM
Place: Google Meet Telecom
Video call link: [1]
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Agenda

Deadline for Agenda submissions is waived for this meeting.

Review task items from last meeting

  • Vote on proposed Termination of Matt Ziegler's Membership with cause.
  • Lease Negotiations - a brief update

Reports

  • COO report
    • Surprising results in the 2022 numbers.
      • Most (55%) of the “Warden” budget went to non-warden things, operational expenses. It’s expensive to have a space this large and with this many members.
      • It’s a legitimate question whether wardens are making as much use of the budget as they should.
    • 2023 so far
      • January
        • As reported January showed as significantly over budget.
          • Largely due to repairs (addressed in new approach to budget)
          • and Gas Purchase (discussed below).
      • February
        • A little under budget. ($565.04 vs $600 budget) Due to the timing of payments toward gas usage.
    • Gas Expenses
      • Have previously been allocated under the Warden budget without following normal warden budget procedures.
      • They have not been presented to the COO for prior approval and generally are larger than warden expenses that are typically approved.
      • They are unlike typical member votes in that they are ongoing, continuing expenses.
      • These mainly fall under Hot Crafts.
        • Kevin has been pitching in toward these expenses all along and has been making increasing efforts to get others to do so.
      • It also seems likely that as Hot Crafts continues to expand, these expenses may grow. (The same goes for welding.)
      • The COO advocates for a separate budget for these expenses and for both the COO and leadership to review them on a periodic basis.

Area/Warden Reports

  • After the last Wardens' meeting I (the COO) made it a point to personally talk to each of the wardens.
    • I only made it halfway through before I was interrupted by Marilyn's surgery and the need to stay home to help her.
    • I did get some great input and there is at least one item that I need to follow up on.
    • I plan to do it again this month.

Thoughts on the recent thefts

  • We do need to do inventories. Without it, we would not have known what had disappeared.
    • The most recent inventory is a little over 2 years old.
  • Membership agreement
    • Are members actually reading and understanding our membership agreement?
    • Should someone go over it with them?
    • At least, they should get a copy of it to take home.
    • Other ideas? Especially from CMO?
  • We need to recover from the damage done to our ability to operate. Specifically, we need to get the laptop for the Rolland going again.
  • Anything else?

Parking Lot for carry over assignments

- 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: Schedule next Dungeon Masters meeting

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

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

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

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

Classes & Certification

- Kate will reschedule the short class on "How to structure a class for HIVE13"

Meeting Minutes

Attendees

  • Kostas
  • John Clark
  • Kate Cook
  • Dave Velzy
  • Ryan Anderson
  • Jim Dallam
  • Paul Vincent
  • Chris Davis
  • Chris Hodapp
  • Dave Schwinn
  • Sean

Minutes

Previous Meeting Review

  • We are voting on Matt today. We are doing that next month.
    • Kate has not heard back from him, Also number of officers are not here.

Lease Negotiations

  • Dave has spoken w/ Pro Bono lawyer.
    • There are a number of reasons they might have sent us a new, standard form of lease. We don't know which reason there is.

Reports

Budget by Jim

  • 2023 Budget
    • Paul: Budget includes plan for expansion to the dungeon in April. Is this realistic? Does it matter? What is the impact of this assumption?
      • Jim: If we don't expand, it will make the budget look better. It is aggressive to consider an early expansion, a "worst case" scenario to make the budget more conservative overall.
    • Dungeon Masters is working on the 'Priority Plan' for how to prioritize expansion into the Dungeon
    • Assuming a 25% growth...
      • ~46 members needed. We are up 14 members right now, which is 36%
    • Ryan: Do we count paying vs +1's?
      • Jim: The chart (pg 6) shows paying & +1's. This is how we end up at an assumed $39.43 / member.
        • Future grown assumes a similar ration of paying & +1's.
    • pg 7
      • 10 new members in January
      • 4 new in February
      • If we have ~4 members a month, we should hit our goals.
    • pg 8 - Expenses (previous & projected)
      • Fixed = Rent, Insurance, Paypal Fees
      • Dave Velzy: He has quotes out to Insurance for the new space, including increase in liability to $2 mill
    • pg 10
      • Assuming 10% increase in maintenance
      • Assuming 13% increase in repair
      • Assuming 25% increase in 'Operations'
      • 'Warden' ends up just being $50 / month
        • Paul Vincent: What actually is an example of a Warden expense?
        • Jim: Coming up...
    • pg 11
      • There will need to be a decrease in 'Improvements' expenses, to allow allocating funds to Operations // Maintenance // Repair
    • [fin]

Discussion

  • Chris Davis: It will be interesting to see next month to compare Jan & Feb against the budget breakdown shown here.
  • Jim: Where should I publish this information?
  • John: The link in the meeting minutes is public.
  • Kate: We probably need a bit more thought before wider broadcast to membership.
    • Continue the discussion online.
  • Jim: Agree it shouldn't be closed, but just reading it w/o discussion leaves it open to mis-interpretation.
  • Jim: We need to talk about how we spend money.
    • What is a priority plan.
    • I have a suggestion: I have drafted a 'treasurers' post to the 3d printing channel on slack, but I haven't published, haven't even talked to Kostas yet.
      • Basically it challenges the people in the channel to figure out what they need.
    • Kostas: #1 thing they hear about is setting up a Resin printing capabilities.
    • Jim: Also wants to reach out to other areas we have invested less in historically (eg: Electronics)
  • Kate: Need a prioritized purchase list.
  • Jim: There is an ancient

TODO: Paul Vincent Setup purchase procedure meeting.

Urgent Item

  • Kostas: Admin computer died violently.
    • Sean: It is unplugged.
    • Kostas: We need a new admin computer. Ryan, Please?
  • Jim: Broken@lvl1.org
    • Frequent reminders to email that list.

COO Report

  • Paul: I understand the importance of the budget breakdown into MROI, but I am not sure what is separate from these that is 'warden'?
  • John: Still figuring this budget thing out
  • Chris Davis: Budget is saying we spend UP to these numbers each month. We need to monitor the numbers, and adjust the budget as needed.
    • It is about figuring out how to spend UP to this budget.
  • Dave V: There is only so much money, and the money being spent needs to be in a framework of expenditures.
  • Chris Davis: Channeling Kevin - We had a process, plan out the purchases throughout the month, then make the p
  • Paul: Maybe we really have a MROI category system, and the 'Warden' budget is how much we can spend of MROI in a month?
    • Jim & John seem to disagree. Say we should just look at the things that are purchased in the 'data'
  • John has concerns about the gas budget, and how it gets categorized.
  • Chris Davis: Out of the $1k or so gas expenses, we had about $900 covered by member donations. This isn't really reflected in the budget.

Warden Report:

  • John: tried to talk the various members, got to about half of them. He talks to them on a fairly regular basis.

Recent Thefts

Kostas: We have a bunch of incomplete waivers.

  • These have to be filled out in their entirety.
  • We need this information for legal issues, health reporting (COVID, norovirus, etc...)

Kate: We need inventory. Dave V: We need an inventory specifically just to know what we have. Not for tax reasons.

Member Agreement

  • Kostas: They signed it, doesn't matter if they read it.
  • Chris Davis: We need to re-iterate to members what the membership agreement is, emphasize members are responsible for their guests, and will be held accountable for the actions of their guests.
  • Sean: Waivers + Guests
    • Add a repeat disclaimer on the waiver "I agree I am responsible for my guest: _____________"
  • General agreement from all parties.
  • Question about Tuesday meetings?
    • Assign a "Responsible Party" to each guest.
  • Kostas: Problem is primarily NOT on Tuesday meetings.
  • Dave V: The issue is random member's bringing in their friends.

New member volunteering

  • She has a lot of time for data entry.
  • Has a lot of time for documentation
  • Checklists?
    • How to give a tour
    • How to on-board a new member
  • Dave V: There is a wiki for how to give a tour
  • Kostas: Point out bleed kits, fire extingishers, first aid...

Parking Lot for carry over assignments

  • 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: Schedule next Dungeon Masters meeting
  • Jim and Kevin: moving forward with repair budget procedure talk to find a resolution
  • John and Paul: continue to lead the effort about vote procedure improvements with a thread in Slack/committee/whatever you want to call it
  • Chris Davis: find out more about the intern program at DAAP
  • Jack: continue work with Jim on getting banking details imported into Redbubble
  • Kate will reschedule the short class on "How to structure a class for HIVE13"

Action items

  • Paul: Purchase procedure reform meeting schedule.
  • Ryan Anderson & John: New admin computer!
  • Kate: Draft membership agreement reminder + Guest responsibility + Liability Waivers
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