Board:Meeting Minutes
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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
February
June
July
August
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:
- Double down on kickstarter
- Contact Scott Cate within 2 business days
- Contact with a neutral message. Again restate pending questions re Exclusivity, Deadline, and any other hidden terms.
- Per kickstarter rules*, we are unable to support our own kickstarter financially. Resolve, however, that the board will do everything it can to ensure success.
