April 2018 - Board Meeting

4/4/2018 - Area 515 Board Meeting

Attending:

President: Tim
Vice President: Don
Treasurer: Meg
Secretary: Brad
Director of Education: Bailey
Director: Tom
Director: Chris

State of the Space

Reimbursement for new door closer

Tom paid $33 for a new door closer. Board decided no discussion was necessary and vote was held to reimburse Tom.

   Vote to reimburse Tom $33 for cost of new door closer
   In Favor: 6 
   Opposed: None
   Abstained: 1 (Tom)
   Result: PASSED - Tom will be reimbursed $33 for cost of new door closer

Discussions of Artist in Residency Program

Last year all applicants not selected for the Artist in Residence program were offered 50% off their membership fees for the three months. Nobody accepted the offer.
The board discussed offering the same discount to applicants who will be turned down this year. There are 27 applicants to the program and only 5 slots available. The grant funding for the program would not cover the cost of this membership discount if offered.
The board decided that we will not offer the discount to applicants this year, however we will mention our Starving Hacker reduced rate program that we already offer.
One of the applicants for the program consists of two people. After discussion it was decided that, if they are chosen, they would only fill 1 slot in the program. They would share the $100 stipend for materials and be given 1 door key to share between them.

Financial Update

Some money came in and some money went out. We still have some money.

Moving Update

We have been verbally told that we will have access to the new space on July 1st, 2018.
We still do not have an actual lease on paper to review. As recorded in previous meetings, we understand that our new landlord has not written a lease before. We have a member meeting coming up later this month and need a lease in writing that everyone can review. In the interest of speeding up the process, the board will try offering our new landlord a basic rough draft of a lease as a starting point. Tim offered to contact the new landlord directly.
There are no known specific plans for the move yet, although a committee tasked with planning the new space and the move has already met.
We discussed how to plan for the move a little. A more thorough discussion will take place at the next member meeting. We should compile a list of expected moving expenses, some of which include...
- purchasing a glass front door for new space
- money to install the RFID door system at new space
- new utility sink?
- money for tearing out the wall and patching up the floor in the back office area

Member Meeting Agenda Items

We'll need to vote on the lease we don't have yet.
Announce selections for Artist in Residency program.
Plan the move. Perhaps we compile list of things that will need to be done and then organize chronologically.
Discussion then turned to finding rough drafts of commercial leases that we could offer to the new landlord as a starting point.

Misc

This past month the board voted by email to renew the Starving Hacker rate for one of our members, as is done yearly.
Brad will continue CC'ing the board on new member welcome letters he sends out.
Meg suggested printing a physical copy of the welcome letter, laminating it, and hanging it on the wall at the space so everyone can refer to it.
We were contacted about possibly providing workshop space for scouts building free libraries. A number of board members were interested and we agreed to post an invitation on our Google

group to other members wanting to volunteer to help.

Facebook reached out to us about attending a Des Moines workshop they're putting together. There was no enthusiasm for the idea from any board members.

End of Meeting

Paraphrased Quote of the Meeting: "Contracts are for when things go off the rails, not when they're running smoothly." - Tom P

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State of the Space

Reimbursement for new door closer

Tom paid $33 for a new door closer. Board decided no discussion was necessary and vote was held to reimburse Tom.

   Vote to reimburse Tom $33 for cost of new door closer
   In Favor: 6 
   Opposed: None
   Abstained: 1 (Tom)
   Result: PASSED - Tom will be reimbursed $33 for cost of new door closer

Discussions of Artist in Residency Program

Last year all applicants not selected for the Artist in Residence program were offered 50% off their membership fees for the three months. Nobody accepted the offer.

The board discussed offering the same discount to applicants who will be turned down this year. There are 27 applicants to the program and only 5 slots available. The grant funding for the program would not cover the cost of this membership discount if offered.

The board decided that we will not offer the discount to applicants this year, however we will mention our Starving Hacker reduced rate program that we already offer.

One of the applicants for the program consists of two people. After discussion it was decided that, if they are chosen, they would only fill 1 slot in the program. They would share the $100 stipend for materials and be given 1 door key to share between them.

Financial Update

Some money came in and some money went out. We still have some money.

Moving Update

We have been verbally told that we will have access to the new space on July 1st, 2018.

We still do not have an actual lease on paper to review. As recorded in previous meetings, we understand that our new landlord has not written a lease before. We have a member meeting coming up later this month and need a lease in writing that everyone can review. In the interest of speeding up the process, the board will try offering our new landlord a basic rough draft of a lease as a starting point. Tim offered to contact the new landlord directly.

There are no known specific plans for the move yet, although a committee tasked with planning the new space and the move has already met.

We discussed how to plan for the move a little. A more thorough discussion will take place at the next member meeting. We should compile a list of expected moving expenses, some of which include...

purchasing a glass front door for new space
money to install the RFID door system at new space
new utility sink?
money for tearing out the wall and patching up the floor in the back office area

Member Meeting Agenda Items

We'll need to vote on the lease we don't have yet.

Announce selections for Artist in Residency program.

Plan the move. Perhaps we compile list of things that will need to be done and then organize chronologically.

Discussion then turned to finding rough drafts of commercial leases that we could offer to the new landlord as a starting point.

Misc

This past month the board voted by email to renew the Starving Hacker rate for one of our members, as is done yearly.

Brad will continue CC'ing the board on new member welcome letters he sends out.

Meg suggested printing a physical copy of the welcome letter, laminating it, and hanging it on the wall at the space so everyone can refer to it.

We were contacted about possibly providing workshop space for scouts building free libraries. A number of board members were interested and we agreed to post an invitation on our Google

group to other members wanting to volunteer to help.

Facebook reached out to us about attending a Des Moines workshop they're putting together. There was no enthusiasm for the idea from any board members.