Xerocraft Board of Directors

Approved Minutes from Monthly Meeting

Sunday, October  8,  2023  in person at Xerocraft

Meeting called to order at 1:01pm

In attendance:  Mike R, Dusty R, Don C, Ben W, Geoff S, Matt R, Robbie L by ZOOM, Jeremy B (guest).   Alexis L absent

• Approve Meeting Minutes Sept 10  Board Meeting 

  • Motion by Dusty, 2nd by Don to approve minutes as written

  • Unanimous approval

• President’s Report by Dusty

  • Discussion of new Work Trade document written by Don

  • Change the min work requirement to 12 hours/month for membership

  • We have to approve new work traders, they must be a fit for Xerocraft

  • Make changes to the document, then work to implement this on Jan. 1

  • Tabled until next month to make more changes to this document

  • We will re-name this document to Volunteer Policy instead of Work Trade

  • Moratorium on new work traders stays in place until Jan 1

• Treasurer Report by Ben

  • Checking and Saving account are holding steady

  • Move Maketopolis money to clear this account for the new Grant Money

    • Put approx $2500 to KMKR account

    • Put approx $2000 to XC General Fund

    • Grant has been approved for $9,800.  Will be funded sometime between Dec 15, 2023 and April 1, 2024. We will put this money in the old Maketopolis account to keep the accounting accurate

  • Selling snacks is a money loser, Jeremy will try to find a vendor to supply 2 machines to take this over so we at least break even

• Secretary Report by Mike

  • Yearly report needs to be filed with AZ Corp Commission by Dec

    • Mike will handle this report in the next 60 days

• Operations Report by Mike

  • Mike confirmed that Xerocraft members can get a 10% discount at Industrial Metal and Linde Gas.

  • Purchaser must mention Xerocraft at the start of the purchase

  • Some of the larger items don’t qualify for discount at Linde but all gas and welding rods etc do apply

  • Mike will get invoice to Ben for painting of the XC roof to forward to WAMO

  • WAMO will reduce our rent approx $300/month until this invoice is paid

  • Jeremy will get some signs printed to cover entrance to stoned or drunk members.  These signs will be placed at 4 locations (front door, back door, kitchen, lobby kiosk)

• Fundraising Report by Matt

  • Matt is considering leaving Fundraising duties

  • Still want to stay on the Board and possibly work with KMKR

  • This would require that he submit an application for a shop manager position and be approved

  • Board will look for a new fundraising person

• Public Relations by Don

  • Don continues to work on weekly updates, not much else to add

• Programming by Geoff

  • Working on a more advanced electronics class

  • Gene is now the Blacksmith shop manager assistant, helping Ed

  • Would like to add an oxy acetylene class but need to work on safety

  • Also considering a foundry class, also need safety

  • Both these classes tabled until next month

  • Considering having a monthly mandatory meeting for all shop managers

    • Talk about class projects

    • Strategy to develop more classes

    • Get feedback from students

    • Discuss different things than steering committee

• Membership Report 

  • Motion by Ben, 2nd by Matt: Do not allow memberships or volunteers to individuals under 18 . Persons under 18 may attend but must be supervised by a parent or legal guardian.

  • Unanimous approval

  • We now have 2 volunteer coordinators (Lisa and Stephanie)

  • We will ask Lisa to give the membership report at BOD meetings

  • We are still looking for folks to join the Board of Directors

  • We are still having a problem to get an accurate membership count 

  • Start thinking about a new website or tool to help track membership in real time

  • Jeremy will talk to several members who haven’t paid about converting to work trade and tracking hours

Next meeting Sunday, Nov. 12, 2023 1 pm at XC in person. Meeting adjourned at 3:42.