Board Meeting 2021 12 21

From HacDC Wiki

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 met?

Director Reports (Governance related stuff)

President's Report

Vice President's Report

Treasurer's Report

Secretary's Report

Director-at-Large Reports


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 #5: Membership. Policy for non-members attending virtual classes/events.

Agenda Item #6: Membership. Should institute a virtual membership plan?

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:
  • Ken: doing the wiki work and backups

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

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 #10: Basement improvements. Decluttering and organizing the basement.

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).

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)


Adjourned by at 8:01p by Tayeb