Board Meeting - March 13th, 2023
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Previous: March 6th, 2023 | Meeting Procedure | Next: April 10th, 2023 |
Time: 7:30 PM
Place: Google Meet Telecom
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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
- Presentation of 2023 Budget by Jim Dallam.
- 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
- 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.
- Surprising results in the 2022 numbers.
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.
- Jim: The chart (pg 6) shows paying & +1's. This is how we end up at an assumed $39.43 / member.
- 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]
- Paul: Budget includes plan for expansion to the dungeon in April. Is this realistic? Does it matter? What is the impact of this assumption?
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