Board Meeting 098

Board Meeting 098
Address	33 Kent Ave., Kitchener, Ontario Canada
Date	2013/02/11
Time	19:30
Meeting Type	Board Meeting
Minutes	[[Media:]]
Financial Report	[[Media:]]

Contents 1 Agenda 1.1 Call to Order 1.2 Approval of the Agenda 1.3 Report from the President 1.4 Report from the Treasurer 1.5 New Business 1.5.1 Membership Dues Owed Follow Up 1.5.2 Reimbursements 1.5.3 Insurance 1.6 Old Business 1.6.1 Opening Night Planning 1.6.2 Kent Street Buildout / Prep 1.6.3 Trillium Grants 1.6.4 Family Collaboration - Family Day (To Be Named) 1.6.5 Health and Safety 1.7 Action item review 1.8 Adjournment 1.9 Director RSVP 1.9.1 Attending 1.9.2 Regrets 1.9.3 Unknown 1.9.4 Unknown

Agenda

Call to Order

• Meeting called to order by Darcy at 20:00

Approval of the Agenda

• All in favour: Unanimous

Report from the President

• We're busy with buildout and prep this week for Saturday

Report from the Treasurer

• With submitted receipts, we are out of RIM budgeted money
• Build out $7400
• Still have full Trillium Grant money
• Gas / Water bill was a little high this round, not unexpected
• Tool fund - $150 - purchases for tools recently
• Need to slow to stop any more build out expenses at this point

New Business

Membership Dues Owed Follow Up

• One member is up for suspension - going to communicate with the member - possible abandonment?

Reimbursements

• Rob - $13.77 - cleaning supplies
• Ben - $140.58 - Various buildout expenses including keys
• Taylor - $26.15 - plumbing
• Mark - $236.60 - various building items
• Mark - $458.61 - coming out of tool fund (compound mitre saw)
• All in favour - unanimous, Ben abstains from his expense, Rob abstains from his expense

Insurance

• insurance agent to come by tomorrow
• Need to have discussion about insuring new space - agent said it'll probably go up due to different location and situation
• No information on possible cost increase

Old Business

Opening Night Planning

• Darcy wants to ping press

• talked with Gus, said he couldn't do it
• Someone has talked with Cord
• Darcy to Martin De Groot. Mark said that he will be joining us for our party

• Two bands to provide live music for the event - bands are confirmed

• We'll need to contact the bands for follow up
• Discussion around not renting hardware for this event

• Cash bar for the event
• Action Item: pamplets/flyers to neighbours - created, being edited - distibuted the last week - DONE

• Post on posts? Universities? In Progress

• As far as number people that we can host, we should be good in regards to numbers as per square footage
• We need to make sure rear door is clear and accessible as a fire exit (already is)
• Any chance of getting printer working? Requires power. Looking into other avenues for the posters - DONE
• Action Item: Gus - alcohol selection - Gus taking care of alcohol selections
• Action Item: Kwartzlab swag - Ben - in progress, printed, just need to make the pins - Stickers and buttons are DONE
• Action Item: James/Agnes to look into Tshirts and/or creating them - James working on design, need to find shirt - TBD
• Action Item: Band - need to follow up with band for announcing / advertising / logos - Rob

Kent Street Buildout / Prep

• Prioritization for this week

• Doug - sign creations - XL Screen printing to do the signs - need to contact Doug for rear sign. Ben got front sign done - picking up tomorrow
• Action Item: Drywall panelling / mudding - Karl / Mark / Bernie - in progress
• Action Item: 2nd floor - Andrew, Chris B., Mark - electrical in progress, everything else is done
• Action Item: Network drops - Ben - waiting to do the ones in the back (waiting on Taylor and plumbing pipe). Drops for upstairs, use existing holes in floor to run lines - progress
• Action Item: Kitchenette - Andrew/Rob/Taylor - in progress - need to drywall / frame by end of this week - DONE for now
• Action Item: James - door security hardware investigation - been ordered. Strike can be put on the back door - need to pick up and install
• Action Item: Ben - rear door replacement - need to find a door - pausing this Action Item
• Action Item: Electrical for Kitchen - in progress
• Action Item: Laser vent tube preparation / work working vent tube prep - DONE

Trillium Grants

• Mark - Ontario Arts council - found other funds to investigate as well - deadline is this April - period doesn't start until 2014
• Mark - set deadlines for items to purchase after opening party. Fill out the list, have a membership/interested party meeting to make a decision on what to buy
• Once this purchasing round is done, we can focus on future grant applications
• Previous Action Item: Darcy to do press release and blog posting - Press advisory instead of a release - paused for now
• Previous Action Item: Need to pick a day for the party (TBD related to move) - Not done yet, need to give dignitaries 3-4 weeks lead time - paused for now
• Doug would like to look into getting the 3D printer with Trillium grant money sooner than later, possibly for the party event - no update at this time
• Need to re-get quotes for the items listed from the grant to help start the purchasing process - can be done by members to get 3 quotes and bring those back to the board for review
• Action Item: Darcy - original quote list can be scanned and put up on the wiki, currently sent via Admin mailing list
• Action Item: 3D Printer - Doug to order Wednesday latest (approved via mailing list) - in progress, James to provide card for purchase

Family Collaboration - Family Day (To Be Named)

• Followup
• Doug - email sent to members list with a bunch of information. The event is going ahead. 3D printer event needs to be hashed out. Hoping to get about 6 printers.
• Doug to talk with THEMUSEUM about the details around the event
• Monday Feb 18th, 10am-4pm
• Mark inquired about having a Kwartzlab table at the event - Action Item: Doug to look into this

Health and Safety

• Discussion came up after the vote about getting more information around this
• Doc is concerned about people not wearing eye protection. The board supports his advocacy to have proper protection. Glasses have been purchases and brought to Kent for the build out
• Discussions over changing policies for Tuesday open nights for non-members and usage of tools and restricting usage of them
• Tagging of tools for various
• No updates this meeting

Action item review

Adjournment

Move to adjourn at 20:44 Forwarded by: Karl Second: Mark In favour: Unanimous

Director RSVP

• A minimum of 4 Directors are needed to make quorum

Attending

• Darcy
• Karl
• Rob
• Mark
• Ben

Regrets

• Doug

Unknown

Unknown