Council Meeting Minutes for December 1, 2009

Agenda

• Finances
• Treasurer election
• Duquesne Law Clinic update
• Door update
• Heat update
• Electrical build-out discussion
• Handling member hiatus
• Planning for 12/3 PCKIZ meeting
• Planning for 12/4
• Planning for the rest of December
• Preparing for 2010

Minutes by Agenda Topic

Finances

• We drew in a good bit of money on classes this month
  • Soft circuits
  • Arduino 1 and 2
• Discussion of EventBrite and its operation
• Balances were reviewed
• We need to build a budget
  • Track what is paying our bills
  • Track what can be used for shop improvement
• Class margins were discussed

Planning for 12/3 PCKIZ meeting

• Representatives will meet with the PCKIZ on Thursday
• Topics of discussion will include advertising and mutual relationships
• Topics will also include "getting to know each other"
  • We'd like a clear statement of mission
  • We'd like to know how we fit into that mission
• Matt and Marty will represent
  • Follow-ons may include larger representation

Treasurer election

• Nick was our treasurer
• Marty is nominated and seconded
• Vote: Marty is elected Treasurer unanimously. And there was much rejoicing.

Duquesne Law Clinic update

• Upcoming meeting will be rescheduled for January
• New intentions were communicated re: 501(c)(3), not-for-profit entity, etc.
• No new update

Door update

• Marty is almost done with the door for realz
• He has an enclosure for the inside
• He'll build a Hardcopy
• Software is done except for logging to SD card
• Volunteers are welcome
• Marty will make a wiki page for it

Heat update

• We have it (sort of)
  • This is a stopgap solution
  • Tracking has been happening via the ioBridge
• There have been reports of natural gas odors
  • The landlord was contacted
  • The landlord had it checked out, they don't smell gas
  • They can't find a gas leak
• We could do some testing ourselves

Electrical build-out discussion

• See the recent forum topic
• Discussion with the landlord about fiscal responsibility needs to occur
• Best way to proceed is probably a committee
  • Phased system
  • Incremental budget to do it ourselves
• Matt M. will organize the committee
• Discussion about conduit, Romex, etcetera

Handling member hiatus

• How do we handle non-payment for work deficits?
  • The initiation fee?
  • Like a security deposit?
• We need a formalized policy for how to quit and how to come back
• Discussion regarding policies and membership
• Proposal: whatever balance you leave with, you need to make up when you come back
• This will be put to a vote at the next member meeting
• How do we handle special cases for volunteerism?
  • Vote: will a "makeup month" be permitted for volunteer hours in one specific instance, with no additional policies being set for or against this permission in the future?
  • Vote is aye unanimously

Planning for 12/4

• Two possibilities for 12/4 event
• Decision will be announced tomorrow

Planning for the rest of December

• 12/11 is Deeplocal
• 12/18 is Hacky Crafty Holidays
• Maybe a New Years Eve/Day thing?

Preparing for 2010

• Taxes were briefly discussed
• Council elections will happen in February
  • Elections will happen at the second members' meeting in February
  • Nominations should happen at the first members' meeting in January
  • Nominations will close at the second members' meeting in January
• Workshops and recurring members-only events are an instant value add
  • We need more of them in 2010
• Targeted membership drives
  • DevHouse outreach

Action Items

Forest:

• Provide contact info for alternate legal counsel

Marty:

• Make a wiki page for the door project
• Get the C++ stuff organized

Matt M.:

• Organize electrical committee

Jon:

• Set up agenda for tomorrow's meeting (done 12/1/09)
• Ensure vote on member hiatus (done 12/2/09)
• Get the C++ stuff organized