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== Agenda ==
== Agenda ==


# Decision-making: requiring a quorum for all meetings
=== Agenda Item #1: Decision-making: requiring a quorum for all meetings ===
# Board elections: clarification of roles and setting a date for elections
* General agreement this was the way to continue to schedule meetings and re-schedule meetings as necessary
# Equipment - donations. Requesting and receiving donations
* Where a quorum to meet = 1/4th of board members; quorum to pay $1000 item = 1/3rd of board members
# Getting (and keeping) additional helpers:
 
# Supporting instructors & potential new instructors
=== Agenda Item #2: Board elections: clarification of roles and setting a date for elections ===
# Managing volunteers & types of volunteers we need & volunteer projects
* must be in Feb or Mar (according to bylaws)
# Membership. Policy for non-members attending virtual classes/events.
* Kevin open to being At-Large
# Membership. Should institute a virtual membership plan?
* Tayeb planning on departing
# Communications - committee. “Unified Data” Phase 1: Wiki-Website-Meetup-Google
* Karen can be asked for a position
# Covid - Health. Air quality monitor (to replace Ken’s) via Raspberry Pi HomeBridge OS
* John glad to be At-Large
# Safety - Waiver. Hold harmless agreement for existing and new members
* set to vote on members meeting last meeting Mar 9th
# Basement improvements. Decluttering and organizing the basement.
* Matt glad to be Treasurer
# Government contracts. Apply for a SAM code & DUNS number.
* Michelle glad to be President
# Comms Systems. TechSoup access for free Zoom access (see John).
 
# Newsletter. Regular newsletter.
=== 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: data-unifed@hacdc.org)
* 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:
** [https://www.youtube.com/watch?v=esY_OtDLv7g&t=135s|Simple Arduino system but maybe no logging, no wifi? @ YouTube]
** [https://www.youtube.com/results?search_query=air+quality+raspberry+pi+homekit|Air Quality Raspberry Pi Homekit (buuut...Apple?) @ YouTube]
** [https://www.youtube.com/user/SuperHouseTV|Guy's 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 #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). ===
* 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 ==
== Adjournment ==
Adjourned by at xxx by xxx
Adjourned by at 8:01p by Tayeb

Latest revision as of 16:01, 27 December 2021


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

Director Reports (Governance related stuff)

President's Report

Vice President's Report

Treasurer's Report

Secretary's Report

Director-at-Large Reports

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 #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: data-unifed@hacdc.org)
  • 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)

Adjournment

Adjourned by at 8:01p by Tayeb