2016-03-27 General Meeting

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Summary

7pm- 8:18pm

Location

Crestwood Park Birmingham, AL 35222

Participants

  • Sally
  • Alex
  • John R
  • Greg
  • Trae- Moderator
  • Miriam- Minutes
  • James
  • Shirley
  • Kris K (joining in progress)
  • Sandy (Joining in progress)
  • Heather (Joining by phone, joining in progress)

Semi-annual Keyholders Meeting Agenda

State of RMM

Opening Review

Chair:

Financial Report

Treasurer: Shirley Hicks

Presentation of the 2015 Annual Report
Review of 2015 financials
Review proposed 2016 budget
Proposal to present 2017 budget at 2016 fall general meeting for membership approval and to keep doing so annually going forward.

Discuss Plans

proposals

  • Standing Rule Amendment: Splitting the General Lab Fund into an Equipment Fund and a Consumables Fund.
    • The Consumables Fund would take over the funds and consumables purchasing functions of the General Lab fund. Funds generated from sale of all consumables would be put into the general Consumables fund (including soda). This fund would continue to operate as the lab fund with $100 monthly additions from RMM's general bank account. The fund could be used for all reoccurring consumable purchases such as trash bags and soap etc. given that the proposal for the the funds were accompanied by deceleration that it would be an ongoing payment. Proposals must continue to be made to the entire membership with passive consensus met by Sunday or 48hours if requested by the Lab Host.
    • The Equipment Fund would be used with regards to Equipment. See Donation Acceptance Policy below.

(?) This isn't clear Velochicdunord (talk) 15:43, 15 March 2016 (EDT)

    • Reason:this is to make purchase of consumables for the space more accessible than having to ask the board. and redistribute funds that are more than needed.
  • Standing Rule: Donation Acceptance policy: allow donations to be earmarked for either an equipment fund or consumables fund. They May also designate a specific piece of equipment or consumables for their funds, however Membership reserves the right to return accepted funds that have been earmarked for a specific piece of equipment if they disagree with it's purpose at any point. Membership may also propose alternatives to the donor. Donor's may not dictate the use of the equipment or consumables to the membership, however they may vocalize requests before donation.
  • Standing Rule: Adoption of Do-ocracy policy as primary standing rule.
    • Reason: to ensure makers that they have the agency to do things on their own initiative
  • Standing Rule:Document Retention and Destruction Policy - two samples included, pick one.
    • Reason - to have easily found guidelines in place for future boards and leadership. Ensures that we are in legal compliance regarding corporate goverance (keeps us out of trouble).
  • ByLaw:Modified SRC3 - for running meetings instead of Robert's Rules of Order. Robert's Rules of Order is the legal default. By formally adopting the Modified SRC3 guide and stating that we do so, we can legally do shorter faster meetings.
  • Bylaw: No person or persons, including members of the Board of directors may spend more than $100 of RMM funds without a majority approval of the proposed expense by the RMM board of Directors. Recurring payments may be approved in one vote of the board given that the proposed payment is expressly defined as reoccurring in its proposal. If 48 hours elapses from the time that the vote is proposed to all board members, and no board member has apposed, then the proposal is approved by passive consensus.
    • Reason: ensure an agreement for spending the coops funds.
  • Bylaw from Standing Rule: Moving voting policies regarding membership election in the standing rules into the bylaws:
"Induction of Makers into membership: After a Maker has paid dues for one month. A Keyholder may nominate them to have key holding membership. if no one seconds them, they may be renominated the following month. Following one week after a seconded nomination, given that no negative votes are cast by email or proxy, makers may be elected into membership by consensus of voting members present at maker meets. If a negative vote is cast the vote is delayed until renomination."
    • Reason: to allow bylaws to accurately reflect current practice
  • Bylaws & Standing Rules Amendment: To distinguish cooperative "Members" in our bylaws, standing rules and all other documents as "Key holders" as apposed to community participants who pay to have access to the makerspace as "makers"
    • Reason:this is to clarify any confusion regarding if someone as a "member" of the cooperative or the community.
  • Standing Rule: Adoption of Document Retention and Destruction Policy
    • Reason - to lay out a set of ground rules before there is a problem and to detail how to meet our legal requirements regarding organization records.
  • Standing Rule: Children - draft policy, proposed guidelines.
    • Reason - we've been asked by members and community members if children are welcome at the space. This would spell out what we expect from parents, guardians and children as to what behaviour and actions we expect.
  • Standing Rule: proposed policy/guidelines for firearms in the makers space,
    • no change
    • no threats of use in rmm or community
    • have policy
      • no firearms; no exceptions
      • concealed only, don't ask don't tell,
      • holsters and cases only. No drawn, or unattended firearms.
      • have exception:
        • personal studios
        • metal lab
    • Reason: considering we allow children, and our trying to connect with the community we are in.
  • Bylaw & Standing Rules: All new Standing Rules and Bylaws proposals shall be function based (contain comments), such that the rules shall be accompanied and dependent on the intention, goal or purpose of the rule as described in its "comments" either on the front page or in the wiki markup.
    • Reason:This is to allow rules to be easily phased out without voting, or reevaluated.
  • Standing Rule Amendment: Dues rate increases
    • Reason- RMM has a small internet increase of $4 a month, starting in July we will have a rent increase from $850 to $1000 (last year our rent was $750). Our treasurer has projected a potential $4000 shortfall by the end of the year if we have no growth in membership or increase in income. Rate increases is one of the ways proposed to increase funds.
  • current rates are: Maker $20, Key holder $35, Draw $50, small room $100, large room $200, Lab host and family discount -$15
    • proposal 1. No increase to current rates. (see also voluntary additional donations policy)
    • proposal 2. No Increase to current rates, reduce Lab host discount to -$10, add Student Maker (enrolled college students) $10
    • proposal 3. raise Maker $25, raise Key holder $40, raise Drawer at $55, raise Rooms $105, $205, Lab hosts and Family discount -$15
    • proposal 4. Maker $20, raise Key holder to $40, reduce Drawer to +$10 (keep total at $50), raise Rooms to +$80 ($120 total), double +$160 (left at $200), raise Lab host and family discount -$20, Admin -$10
      • Reason:this is to address difference in size of drawers and rooms, but also provide a bump in dues income to accommodate the rent increase
  • Standing Rule: Voluntary additional donations: In addition to membership dues, members can subscribe to contribute an additional monthly amount of their choosing. Amounts contributed will be tracked and made available for purchases of equipment, consumables, etc. at the discretion of the membership. Tax receipts will be issued.
  • Standing Rule: Have Financial Aid policy. Create financial aid application to board in easy access on website membership application page
    • Reason: in keeping with our mission to make an more open work environment, this would make RMM more accessible.

nominations & votes

  • proposals (bylaws, standing rules)
  • Board Members
    • Chair
    • Vice Chair
    • board member at large
  • Admins
  • lab hosts
  • members: lynn trann

upcoming events

closing anouncements

  • Review mission: Our Mission as a technical cooperative is to engage in scientific and artistic research, experimentation, and education. To do so, we adapt a workspace for a collaborative and supportive community of peer and project based education related to technology and artistic expression. We also support the use and development of free and opensource software, hardware and design.
  • General meeting adjourned till the sunday following the next equinox at 7pm


RELAX

Minutes

State of RMM

  • Opening Review
  • Chair: Lots of progress in the space this year, lots of dirty work done.
    • circuits lab expanded, repainted, and currently usable
    • bathrooms remodeled
    • Shape lab moved and finished
    • ceramics lab created
    • metals lab in progress
    • multiple workshops and field trips for the group
    • group run by all hands on deck mentality
    • new members bringing in momentum and drive in moving projects forward
    • communal aspect of RMM meetings is important to the group as a whole but also to individuals
      • working within a group, a crowd, public speaking, ability to freely speak up in groups, provide agency in peoples own lives. Allows people to present their opinions, thoughts, reactions to ideas, projects, and proposals.
    • Future goals of needing to work on/improve intergration to the physical community RMM is within.
      • Woodlawn High School Robotics has been a great start to that community involvement and partnership.


  • Personal note from outgoing chair: appreciated time on the board and with the group, appreciates all those stepping up and into roles of leadership and responsibility. Has learned a great deal from everyone, and the shared skills of the group is more than I could expect to learn in a lifetime.

Financial Report

  • Treasurer: Shirley Hicks
  • (Details can be found in the 2015 annual report emailed out to the members)
    • 2015 started with $2327 ended with $3161
    • highest expenses are rent and electric
    • 2015 started with 30 members ended with 43 (not included in the number are the teacher makers)
    • no reserve in the bank
    • only have liability insurance for the space no equipment replacement

proposals

    • Standing Rule Amendment: Splitting the General Lab Fund into an Equipment Fund and a Consumables Fund.

Reason:this is to make purchase of consumables for the space more accessible than having to ask the board. and redistribute funds that are more than needed.

    • Standing Rule: Donation Acceptance policy:
    • Standing Rule: Adoption of Do-ocracy policy as primary standing rule.

Reason: to ensure makers that they have the agency to do things on their own initiative

    • Standing Rule:Document Retention and Destruction Policy

Reason - to have easily found guidelines in place for future boards and leadership. Ensures that we are in legal compliance regarding corporate governance (keeps us out of trouble).

    • ByLaw:Modified SRC3 - for running meetings instead of Robert's Rules of Order. Robert's Rules of Order is the legal default. By formally adopting the Modified SRC3 guide and stating that we do so, we can legally do shorter faster meetings.
    • Bylaw: No person or persons, including members of the Board of directors may spend more than $100 of RMM funds without a majority approval of the proposed expense by the RMM board of Directors. Recurring payments may be approved in one vote of the board given that the proposed payment is expressly defined as reoccurring in its proposal.
    • Bylaw from Standing Rule: Moving voting policies regarding membership election in the standing rules into the bylaws:


    • Bylaws & Standing Rules Amendment: To distinguish cooperative "Members" in our bylaws, standing rules and all other documents as "Key holders" as apposed to community participants who pay to have access to the makerspace as "makers"

Reason:this is to clarify any confusion regarding if someone as a "member" of the cooperative or the community.

    • Standing Rule: Adoption of Document Retention and Destruction Policy

Reason: to lay out a set of ground rules before there is a problem and to detail how to meet our legal requirements regarding organization records.

    • Standing Rule: Adoption of Conflict of Interest Policy

Reason: to lay out a set of ground rules before there is a problem.

  • We currently do have a policy but it is only one line and needs to be expanded on.
  • Also will help with grant funding to have a more thought out policy.
    • Standing Rule: Children - draft policy, proposed guidelines.

Reason - we've been asked by members and community members if children are welcome at the space. This would spell out what we expect from parents, guardians and children as to what behavior and actions we expect.

  • our draft is harsher to minors than what we expect of our own members.
    • Standing Rule: proposed policy/guidelines for firearms in the makers space.

Reason: considering we allow children, and our trying to connect with the community we are in.

  • check with regional/near by states makers spaces what their policies are?
  • safety seminar for all makers/key holders?
  • only key holders carry?
  • neighborhood is unsafe and why can't we have protection?
  • we shouldn't have firearms in view in the front room from the street?
  • community impact?


    • Bylaw from Standing Rule: Proposal, Adoption of standing rule on intellectual property to bylaws with exception for RMM trademarks
    • Bylaw & Standing Rules: All new Standing Rules and Bylaws proposals shall be function based (contain comments), such that the rules shall be accompanied and dependent on the intention, goal or purpose of the rule as described in its "comments" either on the front page or in the wiki markup.

Reason: This is to allow rules to be easily phased out without voting, or reevaluated.

    • Standing Rule Amendment: Dues rate increases

Reason- RMM has a small internet increase of $4 a month, starting in July we will have a rent increase from $850 to $1000 (last year our rent was $750). Our treasurer has projected a potential $4000 shortfall by the end of the year if we have no growth in membership or increase in income. Rate increases is one of the ways proposed to increase funds. current rates are: Maker $20, Key holder $35, Draw $50, small room $100, large room $200, Lab host and family discount -$15


    • Standing Rule: Voluntary additional donations: In addition to membership dues, members can subscribe to contribute an additional monthly amount of their choosing.
    • Standing Rule: Have Financial Aid policy. Create financial aid application to board in easy access on website membership application page

Reason: in keeping with our mission to make an more open work environment, this would make RMM more accessible.

  • The wording of scholarship may be more inviting to some people
  • students that might not need a student rate will take one anyway, this would help reduce that from happening.

nominations & votes

All votes conducted by emailed ballot to key holders, to allow for blind voting and voting for those who are absent from the meeting.

  • proposals (bylaws, standing rules)
    • Lab fund split into equipment and consumables fund: 14 yay 0 nay
    • Create donation acceptance policy: 13 yay 1 nay
    • Adoption of do-oacracy: 13 yay 1 nay
    • Document retention policy: 5 for option #1, 3 for option #2, 4 for none
    • modified rogers rules adoption: 13 yay, o nay, 1 abstain
    • Spending policy: 14 yay, 0 nay
    • Membership voting policy: 13 yay, 1 nay
    • change members to key holders: 14 yay, 0 nay
    • conflict of interest policy: 3 for national council for nonprofits, 2 nay, 3 river city, 2 for 4th
    • Children policy: 12 yay, 2 nay
    • Fire arm policy:

3 no change 7 have policy*: See following No verbal threat 2, No fire arms 2, Concealed only 3, Holsters and cases 4*

Personal labs 4 Runnoff: 7 for 0 against* metal lab 2, runoff 2 yay, 1 oppose, 1 abstain* Firearm host 6 yay, 1 abstain*

    • intellectual policy: 13 yay, 1 nay
    • function based laws: 10 yay, 2 nay
    • rates increase: 4 no increase, 4 proposal #4, 2 proposal #2, 3 for proposal #3
    • Voluntary additional donations: 13 yay 0 nay
    • accessible aid:12 yay, 1 nay


  • Board Members
    • Chair: Kurt fattig 14 yay
    • Vice chair: chris L 2, greg good 7, james 3
    • board: greg 7, james 4, sally 6, sandy 10, shawn 6 (runoff required between Sally and Shawn- Greg being voted in as Vice-Chair)
    • fiber lab shirley: 13 yay, 1 nay
    • print lab host sally 14 yay 0 nay

closing announcements

none