Board:Meeting Minutes

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Contents

Public

Please note that the meeting minutes for the monthly meetings are now being documented on our blog. Refer there for upcoming event notices and happenings. The ones listed below are historic.

November

December

Board

Board Meeting Calendar

January

7 Jan 2010
21 Jan 2010

February

11 Feb 2010
25 Feb 2010

June

July

August

August 12, 2010

HSL Board Mtg August 12, 2010 Jeremy, Jose, Rick, Andrea, Jacob, Joyce, David, Will (via Skype)

  • Move by mon or tue, preferably over the weekend: Last day for the move would be about Tuesday.

- mobile stations and storage needed for the space. encourage the members to spearhead these things. Begin to reengage the members. - discuss with Derek about the miscommunication with the space layout.

  • Finances: everything is up to date online etc. currently online at QuickBooks through July. Try to make purchases through org account instead for easier tracking purposes. Jose to research on sales taxes - how to handle once tax exempt.
  • PANIC :) we have a lot of amazing opportunities we need to double

down on or lose them

  • Poker night: gone bye bye, Lego League is hosting a poker night in Sept so we’re out for that. Ask to benefit HSL some other time. Blog post about the hardware hacking that went along with hacking casino games.
  • Laser Cutter: viewed it - not a lot of public discussion. What do we do from here? Need to get a secured “no” or “yes” on lease. Then go from there after the move.
  • Urban stew response: interested in us doing a workshop. 100$ per workshop. PR approach to this. Can we charge for supplies? Per person? How many people? Multiple workshops. Can we sell course materials? Can we sell shwag at the event? Time frame for workshop? When are we looking at?
  • Anniversary show: lasers, mustaches, catering/food, robots, community, music, fun. Need a big to-do list for things to work on. To be posted on wiki -- headed by Jeremy and Jacob.

 -mini bosses: Jeremy sent email out to group.  -TTW: are game for the show if we can’t book MiniBosses.

  • Solido night: 3D printer manufacturer in the valley. Looking for next Wednesday. Catering food. Posted out on the forum with a follow up blog post about the event.
  • Local motors: Empower members to begin work on this. Jose to keep in contact and try to motivate more members. Waiting for feedback from L/M.
  • Speakers: More speakers!!!! Todd? (speak to anything). discussed the “hypnotist” idea -- created a neuro hack idea instead. Repost to the Google groups with this info. Tear down party - everyone brings something from Goodwill and we break them down. Stuffed animal party - combine parts of animals. Rep Rap presentation or EL wire talk.
  • Kickstarter: nada to say at this point.
  • Phx2600: Unlimited Coffee closed down and now 2600 doesn’t have a meeting location. Let them know that Gangplank space is available. Refer to katie@gangplankhq.com.
  • Wednesday GP Community Board Mtg: Zach to spear head - everyone to coordinate with him about.
  • Projects: Put out all the projects and leads that we have and ask for help. Note that we might be forced to drop these projects if they are taken on by someone. Jeremy will be talking to Mark Chung about the badges for the Ruby conf.
  • Rick resigning from board -- moving to Oregon. Last board meeting. :( *tear*

August 26, 2010

HSL Board Meeting 8/26/2010 Jacob, David, Joyce, Jeremy, Drea, Rick, Zach

Membership Update Members get key access to Gangplank. Drea to coordinate with Katie about letting membership know that access is available. New membership Class or orientation Key?

  • Resource manager is open, mention at next meeting

Rick to email resignation Blog post to go out (Tuesday morning) with information about resignation and open position.

  • Anniversary Party

Decided on TTW (Through the Wires) for music Dates from Katie: Looking at October Continued work on the wiki Pick Name!!!!!

  • Community Meeting at GangPlank

From Wednesday 8/25 Requests micro waves and a fire creating device so they can practice using fire extinguishers. Request for us to build something. Construction starting next door and should be finished in February-ish. Not sure when we have to be out of the suite yet. Possibly a group moving over to the suite next door - to be called Gangplank Annex?

  • Teardown and Monster party

Next Thursday meeting; Sept 2. - TearDown Meeting Blog post about that to go out. Monster Party; John Aho to help lead.

  • Lego League

Twitters and Blog post about the poker night. Need more support: only 13 people registered at this point.

  • Local Motors

Need blog post about local motors. Possibly bring them out for the chase on Saturday morning for the balloon launch. 
- Rick to get a second tank of helium for the launch tomorrow.


July 8 2010

-Time for meetings will stay at 7pm. -Get your keys from Katie. They are for the back door 607(Has a 7 on it). Key can be difficult sometimes. Wiggle it just a little bit. Need to lock after you unlock. -New store front space is great. Kind of small. -Next step? Do we get to Derick before the build out.? Yes. We need to talk to him about installation of double doors and using the closet space. Roll out possibilities for tools. Where will other tools go? -Local foods? open later than 9pm? - San Tan, Irish Pub, Tea, Sandwiches -Journal on Quick books for monies. Reimbursements are incomplete. Not all of the receipts are in. We need the accompanying receipts. Jose will send out requests for receipts to everyone individually. -Capital expenses like equipment need to be by HSL account instead of reimbursements. -Capital Expenses - Objects of $100 or more that hold value. -Temporary Investor possibilities. Person loans money to HSL? HSL pays back? Is that ok? -Sales Tax info was sent out to board. Do we need an LLC to sell items? Can we resell kits if we repackage with our stuff. -Vending machine possibilities may conflict with mission statement. Kit's could be repackaged with our logos. Jose is going to verify this. -GP is asking for stuff. HSL needs stuff too! Let's get a wish list together and post it to the group -Water Balloon Fundraiser - Get the word out. Poll people on twitterfacebookverse to see if they are interested. And then get budget together and possible strategies for games. -Laser Cutter - Needs at least one person to present their social security number to look at our credit and see if we can lease it. Get contracts in to Will to get to the Laser Cutter Vendors. Then can judge a down payment that we can put down for the Laser Cutter and a possible monthly payment. We'll have to ask if we can even afford that monthly down payment. Then we can do a kickstarter which will judge if we are receiving a down payment or if we can buy it out right(which would be awesome). -Will is trying to see if the laser cutter vendors are interested in doing onsite presentations of their equipment. -Zach looked at our Analytics and found that most people have been visiting our main page. Traffic has been petering off but we get spikes when we have posts pimped by other blogs. -We had a long discussion about content on our blog. Ultimately we decided we would like posts of the following format: Quick List of Cool Projects/Activities HSL was Involved in(Pictures and Very Brief Explanation), Member write-ups that can be sent to David for polishing and publishing, and Editor News Columns that David is currently populating the blog with(HSL Announcements and David's Interview Columns)

July 21, 2010

HSL Board Meeting July 22, 2010 Zach, Jacob, Joyce, Andrea, Jeremy, Rick, Will, and Jose

Space constraints in new space, pay for keycard access?  Move to a modular cart based model? -- Came up in the GoogleGroups thread about creating mobile for certain things. Put wheels on tables. Part of this is talking with Derek about key card access to the space. Derek was quoted $5000 for the building. We want to do some research on pricing for the doors. Zach to get quote to Jacob about key card access. We are losing some space that we thought would be there. Need to keep our eyes and ears open - just keep up the discussion on what this is going to look like. Part of this would be the lease agreement or write up of some sort to get an answer of what is going on with the space. Look at what we want, what are we getting, what can we do? What we want - we want the space next door. Need more workspace. Jacob/Jeremy to talk with GP about this ASAP.

Anniversary? -- August 13 is the anniversary of HSL first public meeting. Sept 24 was our incorp date. See if Harold can contact the Mini Bosses about performing. Science Gone Right. Mustache Party (printed on the rep rap, pay $5 per stache). Laser wall, UV wall. BIg Ass Party. Coordinate with different performers (Through the Wires and Jacob to coordinate). Jeremy to contact Harold about MiniBosses. Joyce and Andrea to get press contacts and info out soon. Jacob will clear with Derek for Gangplank usage. Catering options too (Joe’s or 24 carrots or other options?) Most money for the least amount of work.

Water balloon fight is saturday! -- David explained that it was a team based strategy. No exact pricing structure set up yet. Need something to dissolve (lollypop or chalk or??). Joyce and David to pin down a game plan tonight and post on wiki. Everyone guerilla pimp tomorrow. Will be able to post on twitter and facebook after we learn more about the rules.

Kickstarter status -- Getting credit apps for the cutter. -- Need to brainstorm ideas for videos and promo type stuff for Kickstarter. -- Still deciding between the actual cutters and selection. Go with Chinese -- options on the lasers. Either set up the Kickstarter to have tiers.


Finances update from Jose -- Outstanding receipts to locate -- Jose emailed questions to Carolyn about some of the topics. -- Trying to sort through everything in the account.


Info request from penn school for global entrepreneurship, was this taken care of? -- Andrea to respond to tonight. (7/22)

Need presenter for next thursday, and several thursdays after that -- Andrea to go to the Mesa Arts Center to see if we can get the glass blowers to present the first week of the month (August). -- Kel to present police robots? Wont be very hands on or hack-able. Very cool and instructional too. Possibility for a bait car? -- Talk to guitar visualization presenter about presentation.

Urban Stew -- Has money to host workshops at MADCAP in Tempe. Want us to coordinate and teach something there that week. No clarity so far, but keeping up communication. Coming in Sept? possibly?

WorkSpace/Brainstorming/Socialization Space -- There is limited space in the workroom. Just be cautious about the space being limited. Try to use the room for working on projects instead of just socializing. Just make the move to the conference room. Not discouraging but just noting that some people find it hard to work in that space then.

HOPE Recap -- Handed out all the promo stuff -- Our website was set up on the hackerspace panel on the screen. People really liked our site. -- Joyce spoke on the panel - it was about our differences and our obstacles that we’ve overcome. Alot of hackerspaces have similar views and models, but we have some differences as well. Our model is a cross between NYC Resistor and Noisebridge.

June 10, 2010

HeatSync Meeting June 10, 2010 Jeremy, Joyce, Jacob, Zach, Rick, Drea, Jose

Liability Release from Gangplank - basic liability waiver for use of the space. Decided to get a lease with Gangplank - find out from an accountant if monetary exchange is necessary. Let Drea know if there are any concerns or issues with the release. BBQ - raffle and/or donations for someone doing something wacky. WIth the rearrangement, are things off limits? can we hook anything up? June 19th. David in San Fran. Lock picking up, Finance Update/Accountant - $40 a month for the first year. Reviewed after the first year to assess where we are from there. Use of Quickbook Desktop version. Need 30 days written notice to terminate contract. Starting 6/15. Outsource to independent CPAs and accountants. Treasurer Nomination/Appointment - unanimous vote, Jose Diaz is new treasurer. First Fridays Update - skipped June. All worn out from MakerFaire. Walk around next month, July, in lab coats and gadgets. Create balloons and LED throwies. Toolshare Kickstarter - didnt have an opportunity to contact any one for the laser cutters. Is HSL going to jump start the donations. What is our time frame look like? Need a decision on when and how much and what. Zach will go to laser cutter places and figure out costs and options for cutters. Will email within the next week. Need a video, descriptions, and goal for Kickstarter. Completed and posted Kickstarter posted by July 8th. Project Meetup Announcements Tool Update - leasing/buy tools - need a budget on that. Talk with Jose about costs. 501c3-donation Board Meetings - move meeting out of Solo and to Gangplank. People are torn - we like being seperated but at the same time we want to be there. Board meetings at Gangplank going forward. Pros and Cons to both, want seperation for the meetings. Decided to book conference room at Gangplank for privacy. Spam on Google Groups Future Activities - More tools. Tools. TOOLS. More people doing their own projects. GIrls Gone “Wired” -- women at HSL. Reach out to the kids as well. HSL in conjuncture with Gankplank Jr.(use Skyler link). Don’t slow down growth, don’t grow content. Continue to keep things going on in the group, like nightly things. Passing on duties to members going forwards (i.e. first fridays, etc). The idea that the board can move on as regular members at some point. Scheduling presentations in advance - more outreach and going forward. More fundraising.


Actions jacob • find name of people who can help with press coverage • get back to Hilary on FF • test batteries, attempt to get new ones in • contact that teacher from first friday • find tools prices joyce • going to look into getting press coverage for stuff (anniversary meeting) • start filling toolshare up drea • check into payments of board members, finances • get accountant and transition finances asap david get days and times for project meetups -- updating, eventification, gangplank, hsl etc jeremy- • board email on finances-drea - HIGH priority need finances ready to go • send email on cookout fundraiser • taking over first friday walk around committee-led baloons? will • get toolshare site into production zach • looking into ROI on events, polls, analytics • continue pushing on kickstarter--schwag, video, etc • research leasing laser cutters jeremy jacob and jose maybe zach meet friday may 28th 7th gangplank for finances

June 24, 2010

Board Meeting 06/24/2010 Gangplank Conference Room


BBQ Results: Attendees was 22 (board excluded) 182.00 - 40.00 = total profit of 142.00. Costs were $110.00, profit made of $32.00. Not a great profit but a great deal of fun. Rick still owes for his brother’s attendance. Market more and push for more attendance. Didn’t do any fundraising at the event. Charging more per person or being more strict on food. Crowd interactivity with the group/music; bring more interaction for people who were just sitting there.

Thursday 1/3rd Meeting; Rebranding of name; remove public. No need to rebrand it. Renamed general meeting. Show and Tell theme. Each meeting, people can expect people to see a presentation. Will for screenprinting Jeremy EL wire NearSpace update Laser cutter presentation Glassblowing David on HayStack project Conductive Ink

Board Role at Events: Discussion of when board members should be allowed to discount fees or such at events that they work or facilitate. Want to avoid the public image of elitism. PROPOSED: Create defined positions for each event - ie grilling, front table, etc. Put out the help to public and allow them to help out to waive costs for attending. Decision: Board members pay for all events and avoid negative perception.

KickStarter: No progress at this point - need to collect information about leasing/buying etc. Will and Rick to assist with this. Look into local places, leasing option. $2000 up front, $200 a month. David and Jeremy to concept and create a video for Kickstarter. Rick to push forward and start out pricing a Parts Wall.

Moving: July 4th to move to new Gangplank. No need rent truck -- move with Gangplank. Make a point to help move GP too. Need a blog post from David about move. Encourage people to move. Boxes and stuff needed. Start packing up stuff. Figure out where everything is going. NEED TO GET A BANNER - Will will get a banner. $200 cap on the budget for the banner. 6X2 or 7X3. Like to have before July 4th.

Fundraisers: Past fundraisers were poker night, LAN parties, etc. Jeremy said he’d champion a new fundraiser. Joyce to take lead on waterballoon fight. IDEAS poker cooking LAN DefCon Party BBQ Scavenger Hunt MST3K MiniBosses/Through The Wires Massive Waterballoon Fight Big Presentation Open Mic - buy balls Interactive Performance

Note: Joyce will be unable to pay dues starting in August. We need to look into sponsoring a member or having the board chip in to cover her costs.

October

October 14, 2010

HeatSync Labs 10/14/2010 Present: Jacob, Jeremy, David, Zach, Joyce, Andrea Absent: Jose, Will

  • Plushie Party

*Joyce heading with assistance of Jeremy/Jacob for electronics portion at next meeting. *Blog post to go out – ask people to bring own stuffed animals and electronics. Circuit Monkey donating electronics for the meeting. *Joyce to email Katie about pimping this event as well. *Each board member please bring extra animals and electronics for the meeting please! *Bring those by this weekend!

  • Anniversary Party

* Black Fabric decision: No purchase of fabric, clearing out room and using entire space. * PR – help/needs? David Uhlman to email Joyce Republic contact. * Projects – what are we going to have? Booklet print up? Drea to manage. * Day-Of Needs – inform makers what time to set up? Thru the Wires arrival?

  • Jeremy to email Drea the list of makers presenting.
  • Jacob/Jeremy/Drea to sketch out room for layout Friday. Email out example after.

* Volunteers throughout the night – listing of needs? Jacob/Jeremy to provide

  • Need to print more flyers. Make 4” flyers this weekend
  • Drea to print updated flyers this weekend.
  • Urban Outfitters has mustache stuff -- $40 on marketing stuff to use as a raffle.
  • HSL @ MADCAP with Urban Stew

* Update: Nov 13 at MADCAP in Tempe * Needs: Help needed for leading this event; no one taken it up. * We need to get back in touch with Simon Kits – possibly order regardless of MADCAP. * Kits are $15 (want to order 20)

  • 501c3 Update

*Delay of checking mail led to passing deadline; Jeremy and Drea to finish the process. * Letter was dated Aug 30, and we have 90 days. So…. We have til * Still attempting to contact IRS Agent *What we need to do in the meantime

  • HSL Survey

* Gangplank Survey that came out inspired Jeremy. * Send out a small list of questions about how everyone feels about their position & HSL * Feedback on the organization *Jeremy to email out later this week

December 4, 2010

Emergency board meeting Sat Dec 4th, 8pm

Attending: Matt, Jacob, Drea, Will, Jeremy, Joyce, Jose via phone, David leaving early

Agenda:

Discuss Epilog Laser and kickstarter conflict per member demand

Resolutions:

December 21, 2010

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