Board Meeting Minutes Summary

**Date:** January 12, 2024

**Key Discussion Points:**

1.  **Health and Safety:**
    * Rising sickness trends in neighboring counties.
    * Emphasized staying home if sick and masking up.
    * Request for N95 mask donations (two dollars for a five-pack online).
    * Encouraged workers to consistently re-wear masks.
    * Donated masks should remain in the space, not taken home.

2.  **Facilities Update:**
    * **X-Tool:** Closer ride for the X-Tool is both "awesome" and "sucks," with ongoing efforts to improve it. It has a built-in fan.
    * **Bags:** Top shelf has trash bags, and one shelf below should have quart-size bags. If not, more are in a car.
    * **3D Printing:** Plans to fix the X-Tool first, then move the rest of 3D printing in. Movement of 3D printing is paused due to the mess of working on the X-Tool. New XL setup is in place.
    * **Community Room:** Working on knitting machines. Vinyl will relocate to the atrium wall once 3D prints are out. Donated laser, vinyl, and rolling plate engraver are at the back of the classroom.
    * **Kiosks:** Student-developed kiosks are functional, auto-updated, and intended to be interactive tools for answering common questions about the facility and processes. More software development may involve an international team or be finished in-house.

3.  **Finances:**
    * Current balance: Approximately $21,000.
    * Outstanding: $250 to the landlord due to banking issues with auto-pay changes.
    * Now paying for an external internet circuit with Spectrum.
    * Previous discrepancies in past due rent were clarified ($5,000 difference from $500 x 10 months and $2,400 from $250 x 12 months).
    * At a six-month financial threshold, hesitant to purchase large tools ($5,000-$7,000) unless membership increases to 150-175 members. A $1,000 tool at 150 members would be acceptable.
    * Current membership is around 130-140.
    * Discussion on annual rate discounts: They hurt cash flow and reliable income. Long-term members (3-5 years) are not leaving. Board needs to change the annual discount. Monthly rates ($40 retail, $20 discounts) are not changing. May need to revisit family rates from $15 to $20, but hesitant to do so if annual discounts are fixed.

4.  **EPICS Project (Access Controller Board):**
    * Developing a custom access controller board to overcome limitations of generic Amazon boards (which are limited to four actuations).
    * New design uses RS485 protocol, allowing for 32 endpoints on one set of wires. It's slow but sufficient for ID numbers.
    * Initial team meeting is January 18th at 4 PM. Registration link will be shared in Discord.
    * Goal is hardware agnosticism for authentication (NFC, 125kHz chips, fingerprint readers, etc.). This allows makerspaces to choose authentication methods.
    * The project aims to make it easier for members to use their smartphones for access instead of key fobs.
    * Cameron will no longer be the primary contact for EPICS but will still assist; main contact for hardware design. Looking for more assistance with EPICS.
    * Project involves basic circuit design (one or two-layer boards) to teach practical skills.

5.  **Upcoming Events:**
    * **Archive Demo:** Went well on December 2nd.
    * **Fin Con:**
        * Virtual digital scavenger hunt planned by Jordan and the speaker.
        * Will use QR codes and NFC tags for an exploratory game themed around makerspaces and technologies.
        * Different point levels for easy vs. hard-to-find items.
        * Call for volunteers for testing in a couple of weeks.
        * Awards: Custom aluminum business cards and potentially larger items like dice towers.
        * Discussion about membership coupons for Fin Con attendees; past attempts (free month) were unsuccessful, but willing to try again on the new platform.
        * Fin Con is now at the Galleria, making it closer.
        * Olivia will be showcasing her own items in the dealer's room.
        * Hannah may not be available due to finals.
        * Need help with Friday load-in for Fin Con. Speaker will handle Friday morning load-in.
        * Possibility of bringing sewing machines donated by DMS.

6.  **Other Business:**
    * **City of Richardson Grant:** Needs to be followed up on. Email sent about IQS, no response received yet. This is a high priority for income amendment.
    * **Lathe Training:** No immediate plans for intro classes in the next six weeks; schedule doesn't allow until after Renaissance Faire.
    * **New Hosts/Coordinators:** Lot of Lena for sublimation, Doug Freeman for Shipoko, and Chris as Facilities Coordinator.
    * **Board Elections:** Elections are in June. Members in good standing for six months are eligible to run. Need to confirm cutoff date for eligibility. The new system may be able to provide a list of eligible members.
    * **Treasurer Role:** Need a new treasurer as the current one is not effective with bills.
    * **Banking Issues:** Issues with the current business bank's interface and inability to change names on institutional logins. Need to find a different business bank.
    * **Power Cords:** Purchased five new power cords that are flush to the wall.
    * **Meeting Schedule:** Discussing moving the board meeting to the first Tuesday following the first X of the month to allow for financials to clear.
    * **Tours and New Members:** Had a very good week for tours and gained several new members, including two large donation members. Thanks to those learning to give tours.
    * **Website Update:** Tim is working on improving the website to be more functional and visually appealing for visitors and members. Goal is to have it ready before Fin Con. A new member joined specifically to review the website.