TheLab.ms Wiki

Cleaned-Up Meeting Minutes

Board Meeting Minutes – November 2023

1. Health and Safety - COVID rates remain low in Dallas County. Members encouraged to stay home if sick and get recommended vaccines. - Doorbell system reviewed with reminders on how it functions and when to use it.
2. Facility and Room Changes - All 3D printing equipment will be moved to the laser event room. - Vinyl cutting equipment will be relocated to the current 3D printing area. - Stitch Lab reorganization is ongoing; vinyl removal is necessary for expanded knitting equipment. - Electronics will be relocated to better utilize space. - Ceramic materials, currently unused, will be removed to reclaim space.
3. Financial Update - Current bank balance: ~$26,000 after November rent cleared. - Rent is increasing to $3,500/month (from $3,000); board is negotiating due to unsustainable costs. - Additional grant funding from the City of Richardson is pending based on occupancy anniversary. - Membership dues and fundraising are critical to sustaining operations.
4. EPICS Student Project (UT Dallas) - Student team progressing on kiosk and calendar projects. - Final presentation due in December. - Lab will share open house details once finalized.
5. Raspberry Pi 5 Event (Dec 2) - Event to showcase Raspberry Pi 5 capabilities. - Hands-on demos planned (e.g., computer vision, GPIO, home automation). - Raspberry Pi Foundation is supporting the event with giveaways and promotion.
6. Membership and Billing System Overhaul - Transitioning from WHMCS to Stripe and DocuSeal. - Legacy systems being sunset to save money and improve usability. - Members will be migrated in phases; some may experience interruptions. - Refund policies clarified: responsibility remains with members to manage subscriptions.
7. External Partnerships - Richardson IQ was considered for relocation but space was not a fit. - City remains supportive and open to collaboration and grant assistance.
8. Event Participation and Future Outreach - Makerspace was invited again to participate in CodeLaunch and FinCon in spring. - Decision made not to attend CodeLaunch this year due to bandwidth constraints. - FinCon participation confirmed for February 2024.
9. Open Volunteer Roles - Increased need for volunteers to assist with events and facility rearrangement. - Call for engagement ahead of Raspberry Pi event and December showcase.
10. Closing Notes - Discussions ongoing about long-term sustainability and potential dues increases if necessary. - Transparency and accurate reporting of membership numbers remain top priorities.

Meeting Summary

Summary of Board Meeting – November 2023

• COVID conditions are stable; masking is optional. Doorbell procedures reviewed.
• Major room reorganization planned: 3D printing, vinyl, electronics, and ceramics being moved.
• Financial balance is ~$26,000; rent increasing to $3,500/month poses concerns.
• City of Richardson may assist via grants; membership growth is vital.
• EPICS students continue working on kiosk project, final deliverables due in December.
• Raspberry Pi 5 event scheduled for December 2, includes demos and a giveaway.
• Stripe and DocuSeal to replace outdated billing/waiver systems; member migration underway.
• Refund policy clarified—members must monitor their own payments.
• Richardson IQ partnership remains positive; future collaboration likely.
• Makerspace confirmed for FinCon (Feb 2024); skipping CodeLaunch this year.
• More volunteers needed for upcoming events and space improvements.