Meeting Minutes 14 Dec 2013

Meeting Begins at 14:26

19 members present

Minutes taken - Matt

Chairman - Jim Akeson

Directors Present: Jim Akeson, Kevin Loney, Shannon Hoover

Finances

14:27 - Christine Akeson

Christine has finished putting all finances into Quickbooks
- Siobhan Crothers will now be updating members spreadsheet regularly
Monthly/Quarterly statements are now easy
Finance info soon will be on Google Drive folder for all members

We are cash-flow positive, but close. Some months ahead some behind. Close enough that donation bin is the difference.
- ~~$700/month in the positive~~ CORRECTION - Jim mispoke, we are actually close to zero
- Actual Financial Status = just barely staying afloat. Have a mild sense of paranoia about our stability
Square reader (credit card payments for dues/etc from any smartphone) is now available at the space
- Directors aren't the only ones who can accept payments anymore
Concern noted regarding earmarked donations (for Tormach, Laser, etc) appearing as generic donation income (change bin, recycling, fundraisers, etc), and giving us false impression of profitability
- Some confusion as to what does or doesn't count as what on spreadsheets

14:34 - Jim Akeson

Kevin Loney & Jim applied for Protospace credit card
- $2000 limit
- Used for purchases/expenses directly rather than via reimbursement to members
- Will be paid off every month, not used as a source of borrowing
- Will allow Protospace to establish a credit history, get better rates on many things

Space in the Space

14:35 - Jim

Space is a mess
People who are cleaning up and organizing need more help
Space was clean but then plasma cutting table arrived
Dave Bynoe & Janet Mader have begun labeling / color coding some tools
Reminder that tools painted yellow belong in lathe area
People encouraged to please clean up, at the very least
Please step up to help for infrastructure projects if available, give back to the community

Pick & Place
- Looking for somewhere to store it until commercial makerspace is up and running
- About 2 year timeline
- Dave Hrynkiw (Solarbotics) does not want us to throw it away, wants it to remain for maker use, will take it back if he must

Anyone wanting to scrap metal, can go into orange bin at far end of parking lot that belongs to Media Resources
- Metal can also be taken
- Nothing is allowed to be left hanging over the edge or protruding over the top, be respectful and responsible

Commercial Makerspace

14:40 - Shannon

Separate entity from Protospace
Approximately 2 years before opening
30,000 square feet target (~10x the size of Protospace)
~$150/month member fees estimate
Reliable, professional, maintained equipment
Generally for commercial/light manufacturing efforts
To develop a larger community so many organizations benefit
Partnerships with many other organizations (Beakerhead, Innovate YYC)
$3,000,000 in funding to get started
Industrial woodworking tools are looking for a new home, ideally there, Protospace does not have space, power, or training to run them
Wood Shaper, Planer, and Jointer are currently at Protospace. Tablesaw, HVAC, other equipment being held as a courtesy in another vacant bay.
- Safeway Holdings (landlord) wants them gone in a couple months, these need a new home. Speak up if you know somewhere they can be housed or used temporarily by the maker community until the comercial space opens

New Protospace Location Option (moving)

14:45 - Jim

Issue

We have lots of new equipment, are still growing, are already out of space
~4 more years on lease (of a 5 year lease)
Moving to a new location with same landlord is possible
A bay 2 doors down (same building) is available
- The one behind where our dumpster is

Comparison of Spaces

Does not include red or orange areas
Not to scale
Internal walls are drawn a bit wrong

Current Space

3500 sqf total (2600 sqf footprint)
- 1700 sqf shop space
- 900 sqf lower floor offices
- additional 900 sqf upper offices

Narrow bay entrance due to 10'x10' cutout
Upstairs/office are secluded from shop space

New Space

4400 sqf total (4400 square feet footprint)
- 2600 sqf full height shop space (yellow in sketch)
- ~1800 sqf in lower floor offices/bathrooms (1.5 bays [45 feet] wide)
- No upper floor (separate entrance, other tenants)
- Additional expansion rooms available for extra cost (orange in sketch), but not part of this agreement
- Does not include staircase or entrance, no access (red in sketch, upper floor tenants)
  - Upstairs tenants will not have access to our space or entrances either

Constraints

Shop floor (yellow in sketch) can be loud (tools / music)
Area below other tenants cannot be very loud, also, they do work odd hours sometimes
- Area will likely be used for storage, 3d printing, laser, lounge, quiet areas anyway, not shop tools
- Jim has suggested upstairs tenants be given big red bash button that will sound a short siren and flash red light, as a courtesy knock to alert us to please be quieter when necessary
Walls at back of bay (top of yellow in sketch) are open ceiling, and removable
Lower floor offices are accessible via separate entrance, and have internal bay door to open to shop floor, does not feel closed off
Offices have superb HVAC, formerly commercial soldering done there
Future expansion areas (in orange on sketch) have two sets of double doors, also do not feel closed off when doors are open
- Proposed area to generate funds by renting, or hosting events/workshops

Rental Changes

Current location rent $2500 including op costs, not including utilities
Proposed location rent $3000 including op costs, not including utilities
- For the first 6 months, rent will only be $2800 ($300 increase) + utilities, to allow us time to grow membership
Current rent price is $7/sqf, with increase to $8/sqf in year 4, and to $9/sqf in year 5 of the lease (currently starting year 2)
- During years 4 & 5, rent will reflect total floorspace occupied (4400), not just the +$500 difference
  - (Roughly $4800 [$1800 increase] for year 4, and $5400 [$2400 total increase] for year 5 - Matt's numbers added after meeting)
    - With current space, the lease we signed when we moved here says prices will increase to $2900 ($400 increase) and $3200 ($700 total increase) respectively - Matt's numbers added after meeting
  - Many people find this ridiculous, since the expanded space is double-billed with upstairs tenants, we do not get the full 25' ceiling. Half that amount at most would be fair.
  - Larger spaces should be cheaper per square foot than smaller ones, the proposed lease does not reflect this
  - Proposed new space has been unrentable for 5 years, is a low value property, current location is more rentable
  - Suggested clarifying that these were the numbers and deal offered
Negotiations are early and continuing
- Robb and Jim are leading this effort
Question about how the decision will be made to move or not
- Membership issue, whole membership will decide
- Reiterating, this is not a decision directors make
Decision will have to be made soon, probably at next member's meeting in early Jan.

Directorship Duties / Burnout

15:05 - Jim

Directors are overworked
- Mike Belanger resigned soon after being elected
- John Jardine is out of the country
- Shannon Hoover serves as an ambassador, not an administrator
- Needing at least one more active director, as Kevin & Jim are burning out
Directors are also some of our busiest volunteers doing non-directorial volunteer work too
Directors can be appointed by quorum of Directors. Paragraph 38 of Articles of Association document. "38. The directors shall have power at any time, and from time to time, to appoint a person as an additional director."
- Janet Mader volunteered to be a Director
- Members were asked for approval or dissent (non-requisite & non-binding)
- No dissent voiced from Membership
- Directors have appointed Janet Mader as a Director
  - Members are thankful to Janet for stepping up to take on official duties and responsibilities
    - (Hint - Say thank you in person to her, and your other directors who are burning out)

Tormach (mill)

15:10 - Jim

Tormach is nearly paid for
Will be paid out and the last $300 raised in person to ease paperwork

Manual Metal Mill

15:15 - Mike Morrow

Volunteered to clean up/fix up new big manual mill donated by Kyle
Also new large air compressor will be wired to a plug, not hardwired
- Just waiting on someone to do it

Pay Your Dues

15:19 - Kevin

Have you paid your dues?
- Then go pay your dues
  - Pay some extra dues if you can

Meeting adjourned

Adjourned 15:20.