Board Meeting 2021 12 21

Time and Location

Date: December 21st 2021

Called to order at 6:40pm

BOD Members present: Brian, Tayeb, Matt, John, Michelle

Members present:

Members remote: None

Others present:

Quorum

Quorum met?

   yes

Agenda

Agenda Item #1: Decision-making: requiring a quorum for all meetings

• General agreement this was the way to continue to schedule meetings and re-schedule meetings as necessary
• Where a quorum to meet = 1/4th of board members; quorum to pay $1000 item = 1/3rd of board members

Agenda Item #2: Board elections: clarification of roles and setting a date for elections

• must be in Feb or Mar (according to bylaws)
• Kevin open to being At-Large
• Tayeb planning on departing
• Karen can be asked for a position
• John glad to be At-Large
• set to vote on members meeting last meeting Mar 9th
• Matt glad to be Treasurer
• Michelle glad to be President

Agenda Item #3: Equipment - donations. Requesting and receiving donations

• Michelle will respond to donors and copy board and know who's nearby (Gabe, John, Tayeb are close by).
• Include in email "want it to be tax deductible? might take a little research on our end." to get estimate and receipt.

Agenda Item #4: Getting (and keeping) additional helpers

• Supporting instructors & potential new instructors
• Managing volunteers & types of volunteers we need & volunteer projects
  • Volunteers can do Remote - given that we meet them, a BOD vouches for them; can get into the space if supervised

Agenda Item #7: Communications - committee. “Unified Data” Phase 1: Wiki-Website-Meetup-Google

• Michelle: doing the web work
  • Michelle: for designs, will send out draft text to BOD for review
  • Michelle: will create a distribution email list (something like: [email protected])
• Ken: doing the wiki work and backups

Agenda Item #8: Covid - Health. Air quality monitor (to replace Ken’s) via Raspberry Pi HomeBridge OS

• Michelle: we've had Ken's air quality monitors over a year and we need to make a plan to return them and use our own system. Maybe do a DIY system and can use Ken's tools to compare/quality control before final return to him.
• John: has logged air quality monitor; will gradually phase out and use Ken's to QA our raspberry pi.
• Matt: open to trying a solution for HacDC space
• Matt: uses OpenHat (spelling?) now control home lighting
• Michelle: some (possibly) helpful videos:
  • Arduino system but maybe no logging, no wifi? @ YouTube
  • Quality Raspberry Pi Homekit (buuut...Apple?) @ YouTube
  • complete house system hook-up @ YouTube

Agenda Item #9: Safety - Waiver. Hold harmless agreement for existing and new members

• Tayeb: has anyone know what our insurance policy is?
• John: who would we even put a claim into with?
• Matt: wants quarterly / semi-annually to list everything and keep informed
• John: would get insurance for the space
• Michelle: should start that process now for new equipment
• Tayeb: should request this

Agenda Item #11: Government contracts. Apply for a SAM code & DUNS number.

• Michelle: will get this started end of Spring

Agenda Item #12: Comms Systems. TechSoup access for free Zoom access (see John).

• John/Matt: needs to reset his password: https://www.techsoup.org/ForgotPassword

Agenda Item #13: Newsletter. Regular newsletter.

• John: start with post-election news
• Tayeb: will solicit to membership for help to get this done every other month. Simultaneous announcement on Twitter, FB, Instagram, etc.
  • New elections
  • New grant
  • New website (ie. unified data)

Agenda Item #14: Membership clarifying information and changes.

• Meetup events are entirely open - nonmembers welcome
• Courses (on-site) => members only no charge; nonmembers for a charge
• Open Nights - MicroFab; AutoCAD - more social, more club events
• Virtual membership - tabled until we can be in the space

Agenda Item #15: The Space.

Someone to man the space -

• Way to track and equipment and fix equipment (must be person easy to get along with)
• Way to decide when something reached end of useful life => announce available to members (two week wait for anyone to take) => two weeks before for anyone to throw away => sell stuff on eBay

Decommission space / Health Check of Equipment

• John: do another annual "Spring Cleaning" clean-out to get rid of stuff not worth fixing

Basement space

• Matt: noticed there was water in the basement; space floods a lot but not to the level where its too high
  • Tayeb: there is drainage outside the door (John thinks is part of the problem)

Roof work

• John: (question really for HAM Radio Club)

Spring Cleaning: Feb / Mar -- probably multi-day; when new board takes over

• basement
• roof
• space decommission

Agenda Item: Miscellaneous.

• Due to holidays - cancelling all events until non until Jan 1st (even virtual ones)

Adjournment

Adjourned by at 8:01p by Tayeb