Board Meeting Minutes Summary: May 25th

Membership and Growth

* **Member Count:** The organization is up 36 members this year but down 11, indicating a positive but slow growth rate.
* **Growth Target:** The current growth rate is not fast enough to reach the break-even target without external funding.
* **Events:** More events are needed to drive membership growth.

Marketing and Outreach

* **Tours:** The organization received several new members, including two large donation members, from tours conducted last week.
* **Website:** The website is being updated to improve functionality for visitors and members, with an internal goal to be ready before FinCon.

Operations and Documentation

* **Storage Room ("The Dungeon"):**
    * **New Shelves:** Steel shelves have been donated and are in the atrium.
    * **Next Steps:** Dispose of unwanted items, reorganize, assemble new shelves, and create a system for members to store active projects with labeling (Discord handle, date) and a maximum inactive period.
* **Wiki Documentation:** More documentation is needed on the wiki for tools and processes, especially "how-to" guides and checklists. Checklists have proven effective in training new users (e.g., for Trogdor).

EPICS Program

* **Student Team Performance:** The EPICS student team has performed well this semester.
* **Access Control System:** The new class is focusing on the access control system due to previous disruptions. They are designing a custom board with RS485 communication, supporting various authentication methods (NFC, fingerprint, phone) and integrating with the backend system.
* **Kiosks:** Student-developed kiosks are functional, can point to any photo source, and subscribe to multiple RSS feeds.

Facility Needs and Relocation

* **Lease Overlap:** The organization prefers minimal lease overlap (ideally no more than two months) when relocating.
* **Location Preference:** The preference is to stay in Richardson, ideally within the Innovation Quarter (IQ) area, due to existing city relationships and accessibility.
* **Space Requirements:** A highly functional classroom space is needed, capable of accommodating tools. Expanding the footprint over time is preferred.
* **Utilities:** Clarification on electricity, water, and fiber internet costs for potential new spaces is needed.
* **Amenities:** A roll-up door is a preferred amenity.
* **Sublease Options:** Inquire about subleasing options from new landlords.
* **Property Search:** The board plans to get more serious about viewing properties, aiming to see at least two to three identified options this month.

Financial Health

* **Revenue vs. Expenses:**
    * August: $4,600+ in, $3,400+ out (net increase of $200)
    * September: $7,003 in, $3,500+ out (net increase of $3,500)
    * October: $5,500 in, $3,900 out (net increase of $1,500)
* **Overall:** The organization has been cash profitable without a formal budget and is growing its "nest egg" for a safer financial position.

Area Hosts and Leadership

* **Education Coordinator:** Kimber has been appointed as the new Education Coordinator.
* **Area Host Expectations:** Discussion about clarifying roles, responsibilities, and commitment levels for area hosts across different areas.
* **Board Meetings:** Leadership meetings will formally serve as official board meetings for voting.
* **New Banking Account:** A new bank account is being set up with Frost Bank in Richardson, and funds are being transferred from the previous bank.

Equipment Updates

* **Trogdor (Laser Cutter):**
    * Currently functional for cutting, but slow for rastering due to Arduino Uno controller.
    * Plans to upgrade to a 32-bit controller for faster rastering.
    * Needs new slats for its bed (1-inch or 3/4-inch MDF).
    * Power levels are different with the new power supply, requiring adjustments.
    * Jordan has cleaned up the wiring in the side panel.
* **X-Tool:** About 90% functional; works well for fills but lacks a repeatable machine home in XCS software.
* **Lathe Belt:** The belt for the lathes may need to be a size smaller in width to prevent fraying.

Other Initiatives

* **Texas Beyblade League:** A "gentleman's agreement" has been reached; events will typically be one weeknight and one weekend night (three-hour sessions, 12 participants max). The first event had no sign-ups, but future events are planned.
* **Trash Disco/Goth/New Wave Night:** Plans are in progress for the end of May or early June, aiming for music appreciation and a "sound and light evening."
* **Cosplay Repair Shop:** Discussion about setting up a cosplay repair shop at conventions (glue, sewing kits, etc.) to provide community service and promote the makerspace.
* **Model Paint & Brush Kit:** A member is working on a kit for holding model paints and brushes, potentially for sale at cons.
* **"Troll's Cross":** A member created a "troll's cross" from rebar, which needs further work (wire welding, shining).
* **Women Leading Technology Class:** A 3D printing course for this group is planned for November 9th and 16th, serving as a membership driver.

Important Reminders

* **Postcard 990:** 30 days remaining to file the postcard 990.
* **Relocation Notification:** Three bodies (likely government/regulatory agencies) will need to be notified upon relocation.
* **Trade War Preparedness:** Members are encouraged to find inexpensive materials or alternatives for crafts and supplies due to potential trade war impacts.
* **Health and Safety:** Members are advised to observe isolation if sick and contact leadership for unsafe behaviors.