2015-12-13 Board Meeting

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Summary

7:30-8:30pm

Location

RMM 5502 1st ave N Birmingham, AL 35212

Participants

  • James - moderator
  • JC
  • Trey
  • Chris
  • Shirley
  • Shawn -minutes
  • Miriam (via skype)

Not present during vote

  • Kris
  • Kurt
  • Heather
  • Sandy

Board Meeting Agenda

Every last Sunday at 7:30pm

Old

New

  • Proposed document retention and destruction policy Document and Destruction Policy -- Shirley
    • Lays out guidelines for deciding what to keep and what records to destroy going forward.
    • Having a policy in place provides guidance for future leadership and eliminates decision anxiety arising out of lack of knowledge.
    • Having a policy in place was recommended at November Nonprofit Leadership Academy, as well as by "The Everything Guide to Starting and Running a Nonprofit.
  • Discussion and review of proposed sample language for a policy regarding children at theSpace.
    • Originally discussed early in June 2015.
    • Need to have in place for classes and for family events in 2016.
  • All proposed policies to go out to membership for review prior to March bi-annual general meeting.
  • Request from treasurer to prepare the 2015 year end financials with accounting help
    • Would ensure that first set of complete financial reports are structured appropriately.
  • Paypal account update - Shirley
  • Presentation of sample documents from Nonprofit Leadership Academy.

Treasurer's Report

  • Has been emailed to Board members.

upcoming events and deadlines

  • Year end - 2015 - December 31st
    • Donation reports need to be submitted so that they can be totalled and tax receipt letters issued.
    • Get your donations in!
    • December 15th - December 31st - renewal of City of Birmingham business license.

committee updates

Grants

  • Review and vote approval of UAB grant
  • Do we know when UAB will hear back if they received the grant?

outreach

makers or partner proposals

  • advisor nominations & votes

closing announcements

  • meeting adjourned till the last Sunday of next month at 7:30pm


floor is now open for discussion and RMM tours

Back Burner

Minutes

Old

  • Review of previous minutes 2015-11-01 Board Meeting and 2015-11-04 Special Board Meeting
    • Approval of previous Board Meetings
      • Shirley Motions
      • James Seconded
      • 6 Yeh, 0 Nay

New

  • Proposed document retention and destruction policy Document and Destruction Policy -- Shirley
    • Lays out guidelines for deciding what to keep and what records to destroy going forward.
    • Having a policy in place provides guidance for future leadership and eliminates decision anxiety arising out of lack of knowledge.
    • Having a policy in place was recommended at November Nonprofit Leadership Academy, as well as by "The Everything Guide to Starting and Running a Nonprofit.
      • James feels we are not to the point in our organization to apply this
      • Who would do it – recommends Biz admin person
      • Miriam & Trey will be putting together the policy
  • Discussion and review of proposed sample language for a policy regarding children at the space.
    • Originally discussed early in June 2015.
    • Need to have in place for classes and for family events in 2016.
    • All proposed policies to go out to membership for review prior to March bi-annual general meeting.
      • We needed to learn more
      • 13+ allowed
      • James - What is the next step?
      • Shirley’s goal is the have a policy prototype ready for next board meeting (January 3, 2016)
  • Request from treasurer to prepare the 2015 year end financials with accounting help
    • Would ensure that first set of complete financial reports are structured appropriately.
  • Gift Acceptance Policy
    • Steven Weiss – proposal for earmarking donations for special equipment


Treasurer's Report

  • Has been emailed to Board members.

upcoming events and deadlines

  • Year end - 2015 - December 31st
    • Donation reports need to be submitted so that they can be totaled and tax receipt letters issued.
    • Get your donations in!
    • December 15th - December 31st - renewal of City of Birmingham business license.


Grants

  • Review and vote approval of UAB grant
  • Do we know when UAB will hear back if they received the grant?
  • John’s proposal about sending donation email and changes made to wording about all donations until the end of the year will go toward equipment only…
    • Shawn motions
    • James seconded
    • 7 yah, 0 nay, 0 abstentions


makers or partner proposals

  • Discussion about what happened with Sally Khun
    • James apologized officially
    • We established some basic tenants when onboarding and offloading projects/responsibilities to new members (especially those to want to take initiative towards improving the space or executive level responsibilities.
    • Try to be more personable to new members
    • Design a sponsor system for new members taking on tasks/project related to marketing, biz dev and financial improvements to RMM. **This way the the enthusiasm can be throttled to stay within the boundaries of what has been established.
    • I.E. branding, relationships, processes and adherence to bylaws.



meeting adjourned till the last Sunday of next month at 7:30pm

floor is now open for discussion and RMM tours

Votes

  • John’s proposal about sending donation email and changes made to wording about all donations until the end of the year will go toward equipment only…
    • Shawn motions
    • James seconded
    • 7 yah
    • 0 nay
    • 0 abstentions