2017 Board Meetings agenda and minutes
This post is so that all of the members can stay informed:
Board meeting draft agenda for Monday Feb 6th:
Further to the Annual General Meeting of Saturday Feb 4 2017, I have drafted the following as a preliminary guide for getting organized; I believe it hits the high notes but look forward to your input and revisions as necessary.
Vaughn Chairperson Fundraising? Communications? s/a
Grant Treasurer All things financial , + Security (w/Pierre)? s/a
Kile Secretary info@makerspace, Membership coord?
Megan At Large Schools, Workshops and Events coord?
Bradley At Large Plant (with Dave Holley?)
Review and confirm current use of each space – coordinators?
Structural and maintenance diligence
Wish list and forecasting
Fire suppression and First Aid
Becoming a drop-in or keyholder member policy and procedure finalized
Members List automation/update
Monthly Newsletter to all Members
Membership dues tracking and management
Education and outreach
Goals and planning
Projects (like Haunted House)
Membership dues goals
Schools and people
Building security system plan, interior and exterior
Members information security
Update bylaws to reflect AGM consensus
Directors insurance review and confirmation
Thank past chair and treasurer with token of appreciation (wall plaque?)
What is meant by “Plant”?
@Chainmaildave, building operations and maintenance, or the green things that vegetarians eat, your choice
@kile Plants are not food. Plants are what food eats!
Damn. Now that I’ve said that I’m going to have to start doing BBQ burgers and smokies at the space again.
Kamloops Makerspace Board Meeting February 6, 2017
Attendees: Megan, Grant, Vaughn, Kile, Brad
Meeting was called to order at 8:34 pm
A list of potential areas that will require work from the board was put forward by Vaughn as a draft agenda. The list was edited by the group into the following:
-Review and confirm current use of each space – coordinators?
-Structural and maintenance diligence
-Wish list and forecasting
-Fire suppression and First Aid
-Tools - inventory
-Becoming a drop-in or keyholder member (getting policy and procedure finalized)
-Members List automation/update
-Monthly Newsletter to all Members
-Membership dues tracking and management
Education and outreach
-Goals and planning
-Projects (like Haunted House)
-Membership dues (goals & forecasting)
-Schools and people
-Spaces - how are spaces funded, which spaces are being subsidized?
-Update bylaws to reflect AGM consensus - forum
-Directors insurance review and confirmation
In light of the items listed above four committees will be formed in order to execute the work. Each committee will be headed by a board member (for administrative and procedural matters), and will have the direction set by the members participating in the committee (of which the committee head is one). Depending on the workload of each committee the committee head (at their discretion) may elect to further divide the work of the committee into working groups for specific tasks. The four committees and committee heads are to be as follows:
Building Operations and Maintenance - Brad
Membership - Kile
Fundraising and Events - Megan
Education and Outreach - Vaughn
Committee heads will be responsible for updating the society on the work of the committees at both the monthly members and board meetings. In addition to these updates the treasurer will provide similar updates relating to the finances of the society.
The following pending business matters were also discussed:
Building lease agreement
Refinement of the lease agreement will be negotiated with the landlords by Grant and Vaughn
Formal business plan
Someone from Community Futures has been in contact with Vaughn to offer business planning services to the society. Vaughn will hand this off to Grant with an introduction and Grant will assess and decide if we would like to proceed.
Emails for the kamloopsmakerspace.com domain (such as info and memberships) are currently being forwarded in a less than optimal fashion, proper email hosting is required moving forward
The website is due for a refresh to reflect the spaces and services available at the space
Kile will contact Aras to clarify current hosting arrangements and site access information
Building space coordinators
In previous meetings it has been suggested that a coordinator for each room at the space will be beneficial. Some names for various spaces have even been put forward. Brad will contact individuals who have expressed interest in this in the past to coordinate potential coordinators.
RFID building entry system
Three months was suggested as a target timeline for having a RFID building entry system that is connected to a membership tracking system in place
Brad will contact Tony and Pierre to see what work has been completed to this end, and to get a list of tasks that will need to be completed to see this in place. If the work to get this off the ground seems reasonable the board has approved in concept the allocation of Kamloops Makerspace resources (financial and otherwise) to see the project completed
Tool wishlist form
Grant would like to make a simple form to be located throughout the space where members can request a tool dedicated to that location
Meeting was adjourned at 10:19 pm.
The next board meeting will take place Sunday, March 5 at 6 pm.
Board Meeting - Sun Mar 5, 6-8 pm
- Roll Call
Review, finalize and approve agenda
Review and approve minutes from Feb 6 Board Meeting
-Insight Summer Camps
-MakerBus type project
-KTTA ProD presentation / Pro D at Makerspace?
-Building development / area assessment
-TRU Planetary Model Project
(please edit this post and add agenda items)
Board Meeting - Sun Mar 5, 6-8 pm
Meeting called to order: 6:05
Present: Grant, Brad, Vaughn, Megan, Kile
Review, finalize and approve agenda
-Pre-planning of agenda will be key.
-Within 24 hrs everyone to approve minutes, Kile will post next months agenda within another 24 hrs. Everyone is free to add/ edit the draft agenda over the month.
Building development / area assessment - Vaughn
-Distributed spreadsheet of rooms (appendix 1)
-Ran through list room by room
-Amanda, Janet and other potters are writing a Community Arts Grant to finance the install of the kiln room
-Timo is volunteering to build the pottery studio table and shelves, which is huge.
-KMS donation is looking great
-Woodshop cleanup/declutter of nonfunctional tools is required
Good committee meeting
-Darren working on scheduling/calenders
-Ashley/Megan working on tracking consumables
Building operations manual as a wiki proposed - documentation in terms of making things easy for people
Member Project Storage Strategy?
-promote the tote (encourage the use of yellow and black totes for storage by building shelving to suit)
Membership tracking system
-Update on Tony’s progress (astounding)
-April for rollout
-firstname.lastname@example.org not working? Kile to contact Aras today
-Need to figure out email hosting ASAP
-Need to refresh
–Update sponsors ASAP
–Rebuild site to follow, Kile to engage membership
-Hosting is still under Aras’ arrangement (he is paying still), this should be changed to the society
Calendar for tracking events being utilized, please allow administrators to edit while creating events
-Event documentation should be coming together now for planning and approaching potentials partners for the event
-Vaughn to start putting some details on forum
-Do less, better. All week long.
KTTA ProD presentation / Pro D at Makerspace?
-Present April 24? 15-20 min pitch
-Vaughn has form to fill out
-We will do a 90 min presentation - Brad, Kile, Vaughn to work out presentation materials
Homeschool group teaching commitment, April/May
-Should be good for instructors
-Brad to follow up and provide more details
Insight Summer Camps
-Current billing situation and contract with Insight? Grant will provide details
-Vaughn to contact and set up a meeting
MakerBus type project
-Longterm project idea - take it to the forum
TRU Planetary walk
-Vaughn has been in contact and will continue to coordinate
Income for Feb $2038.35
Money out $5125.11
Cash on hand $3691.06
Additional Kamloopsmakerspace domains
-Kamloopsmakerspace.org is available
-Examine idea of adding domain when hosting is transferred
Solar power composter
-Vaughn to follow up for information
Meeting adjourned at 8:39
Appendix 1 - Area Inventory
-Entry and Storage
-Needs a major cleaning, re-organization and re-allocation of shelving
-How can it be a better ‘Makerspace Entrance’?
–Bike rack or hanger for spring/summer
-Functional and reasonably clean.
-Upgrade / organization ideas? Additional shelving?
-Closed cupboards or doors on cupboards?
-Dishwasher hooked up?
-Display of work, Space Status, Coats
-Big flat screen
-Couches are very dirty – dog hair an issue?
-More could be done with shelves and art, etc to use walls
-Better spot for tools and supplies?
-Is there a non-fluorescent secondary lighting option? Lamps or track?
-Piano – should it go?
Coordinator: Chainmail Dave
-Computers, hacking, storage of electronics, meetings, CNC mill, non-functional 3D printers,
-Shelving could be filled in / optimized
-Cull non-viable/useless gack?
Coordinator: John MIPS
-Solder, assemble, store, magazine shelves, glue guns and fasteners
-Well organized now, but not used frequently.
-Ron_Ron has done wonders on the organization.
Coordinator: Colin Patch and Ron_Ron?
-Office desk, computer, filing, lock box, storage,Hole punch, paper cutter, stapler, stationary
-Better organized now, but still not optimizing the space.
-Is it possible to use it better? For something else? Do we really need an ‘office’?
-Laser cutter, Scorpion mill, spray booth, paint cabinet, metal working
-Needs more shelving and organization – space could be more optimized
-Organization – tools, fastners and materials
-Need slot built against wall in hallway to hold laser materials better.
-Organize tools – tools at hand
-Storage – cubbys, rons shelf, laser materials
-Make another 6 box cubbies
-Rns shelf to cubbys – organize Rons stuff
-Do wide slot against wall to hold laser materials neater and flatter
Womens Bathroom/Laundry/Shower room
-Washroom, bucket-water source, washer/dryer, empty shower stall
-Need laundry table
-Scooter? Whats the plan there?
-What to do with shower stall – move door to hallway? Welding? Storage?
-CNC Router, table saw, shopsmith, chopsaw, work benches and tables, wood storage, compressed air, tool box shelving, etc
-Need safety upgrade – guards on table saw and chop saw, more eye protection
-Fire extinguisher check?
-Need to cull non-working, non-viable tools
-More cleats and tools at hand
-Vinyl cutter, weed and premask, design, scan and print, airbrushing, layout, easle painting, light tables, projectors,
Flatfile, paper and films, paint, pens, pencils, etc
-Needs 2 more L-shelves up high.
-Vinyl storage upgrade
-Needs shelving for Elmo, scanner, printer and vinyl cutter
-Cleat system started – tools at hand
-Workshops: Mighty Makers, Four Directions, Airbrush 101, Vinyl 101, Logo 101, Laser 101
-Fabric and leather sewing machines, fabric and textiles, craft supplies, LCD screen, glue guns, ironing
-More shelving and table surfaces
-Upgrade lighting to non-flouresent
-Tools at hand?
-Workshops: Sewing 101
-Work table and bench, shelving, pottery wheels, other pottery tools and supplies
-Workshops: Amanda E. Coiled pots x2, plus Saturday drop-in, Janet
Coordinator: Amanda Eccleston
-Modular work surfaces, chairs, lighting, A/V support, power in center floor? Shelving?
-Need to furnish
-Need to write grants based on new classroom capability
-Timo may be interested in doing the reno.
Coordinator: Kile McKenna
-2xkiln, glazing bench, sink with filter system
-Writing Community Arts Grant to finance
-Timo may volunteer reno
-A major undertaking – need to bite it off in stages.
Coordnator: Janet Whitehead
Total area 4235 sq/ft?