Board of Directors Meeting 2023-12-03

Board of Directors Meeting 2023-12-03

Xerocraft Board of Directors

Approved Minutes from Monthly Meeting

Sunday, December 3, 2023 in person at Xerocraft

Meeting called to order at 1:08pm

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

  • Approve Meeting Minutes Nov 12 Board Meeting
  • Motion by Dusty, 2nd by Don to approve minutes as written
  • Unanimous approval
  • President’s Report by Dusty
  • Shop Manager selection procedure presented at last meeting approved, ready to be implemented right away
  • Remember that policy is “law”, procedure is “suggestion”
  • The above document is procedure
  • Treasurer Report by Ben
  • Accounts are stable, still positive for the year
  • Xerocraft received a unanimous donation of $1000 from someone 
  • A discount for military users was discussed. No discount for military because we are a non-profit. We will still honor the student discount
  • XC will work to set up a “cap-ex” account for next year to handle big expenses and maintenance. Need to figure out to fund this account, and how much should be held in this account. Tabled until next meeting. 
  • For the first 11 months in 2023: 5 months were positive, 6 months negative. Should finish the year positive. 2022 was negative.
  • Secretary Report by Mike
  • 2024 annual report filed with AZ Corp Commission, fee paid w/ card
  • Corp Commission website changed to update Board members
  • Operations Report by Mike
  • Bridgeport repairs were approved, Geoff and Tom to order parts
  • WAMO has questioned our invoice for roofing, Mike will contact them
  • Mike will ask WAMO about replacing awning over front door that once existed. Will need to be historical.
  • Fundraising Report
  • Matt has resigned from Xerocraft Board effective Nov. 25, 2023. He has given the rights to the GoFundMe account for the mill to Geoff.
  • Board needs to find someone to be in charge of fundraising, advertising and grant writing. This person doesn’t need to be on Board.
  • Public Relations Report by Don
  • “AZ Illustrated” filming is complete. Things went well.
  • Velma is back as a work trader to help with social media accounts.
  • Lots of traffic on “First Saturday”, Dec. 2. Increase in tours.
  • Don spoke at “Nerd Night”.
  • Programming Report by Geoff
  • Gene has become the new Blacksmith Shop manager, replacing Ed.
  • Blacksmithing and safety classes will start up again in January.
  • The new safety class will be changed to include all things “metal”. 
  • Geoff is working on new classes for woodworking and tumblers. Tumbler class will need a demo and start up money before it can go online. 
  • Board approved Geoff to spend up to $250 to get a class started. Over $250 needs to inform the Board and needs a vote.
  • CNC mill class is getting close. We may split CNC into 3 sections: wood, metal, plasma. Each of these shops will be kept separate for accounting purposes to track costs. 
  • Casting shop will restart but needs funding. Will gather intel. Tabled until Jan meeting.
  • Membership Report by Lisa 
  • Lisa presented “Volunteer Open Hack Coordinator” document.
  • The goal is to have volunteers and work traders who are responsible and have proven themselves.
  • Shop managers will eventually “hire” these proven volunteers as assistants.
  • XC needs to improve the Code of Conduct. Tabled until next month.
  • Motion by Geoff, 2nd by Ben: Revoke Sean Lee’s 24 hour membership immediately. He is still a member and has member access 8am-10pm daily. Unanimous approval.  
  • Lisa will send text or email to some 24hr members reminding them to refrain from bringing any guests with them when using the 24 hr access method to enter XC after hours. 
  • Other Business
  • Jeremy reported that KMKR’s “Emergency Alert” system is broken and needs fixing. Estimated cost approx $500. Tabled until next month.

Meeting adjourned at 3:17 pm. Next Board meeting Sunday, Jan 21, 2024, 1pm at XC in person.