board_minutes_05_2025
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.
board_minutes_05_2025.txt · Last modified: 2025/06/16 02:29 by 01299ac6-5733-b5a3-d774-265fbfe8396b