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.