Meeting notes

2011 meetings are at Meeting_notes\2011 while 2010 is at Meeting_notes\2010

March 7, 2012 - 18:00 @ 125 Adelaide

Members Present: Courtney, Jay, G. Mike, Ron, Marcel, Jason W, Kenny, Justin 0, Justin 1, Stef 0, Stef 1, Hiking Pete, Shawn, Colin 0, Colin 2, Jeff 2, Craig, Alex, Mark, Thor, Mike L, Siu, Dave

Election Results

• President Ron
• Vice President Courtney
• Treasurer Jay
• Secretary G Mike (Title to be changed)
• Ops Manager Justin

Possible Bylaw Change

• Secretary's rolls to be transferred to the Vice President
• Change Mike's position to something more suited to what he is good at
• Mike is going to look at the emails we sent him and come up with something

Awesome Foundation

• Gives people money for projects
• Jay is going to look into this.

Project Funding

• Post your projects on the wiki
• At the end of the month we will vote on what projects to give money to
• Create a list of projects that we want to do but have no leader for

Responsibilities of Directors

• We are compiling a list for each on the wiki

Card Access

• Works (for now)

Bingo/Grants

• Mike is coming up with a list of renos that need to be done

Renos

• We need to decide what to do with the back room
• There was a discussion after the meeting
  • Jay is compiling the ideas with the highest votes

Fire Exits

• We are getting fire alarms and emergency lighting

Recording Meetings

• We might get a wireless usb webcam and a hand held microphone

Garbage

• We will use Mike's trailer for the rest of the garbage

February 28, 2012 - 18:00 @ 125 Adelaide

Members Present: Courtney, Jeremy, Thor, G. Mike, Mak, Stef 1, Justin, Alex, Ron, Marcel, Colin 2, Andrew, Dustin, Siu, Jay, Dave, Craig, Stef 0, Tina, Jason W, Kenny, Nate, Shawn, Colin 0, Chris, Dan S, Ben, Ric, Nick, Walter, Matt

Finances

• Most of our money was spent on rent and renovations
  • Other large expenses were the rent buffer and insurance
• 68% of our income came from dues
  • 27% from donations and the rest was sales etc
• The budget is on discuss
  • The majority of our budget is for rent and renovations

Projects

• $100 a month for a project
• Project that will get the money is to be voted on at the end of the month

President's Report

• Founded Dec 30th
• Met for 6 months to discuss plans
• Moved in to a place in June
• Renovated
• We currently have 53 members
• We are the biggest hacker space in Canada in terms of floorspace and members

Cook Book

• Meet on Fridays
• About 1/8th finished
• Will be out in time for next year's code camp

Garden

• Meets on Fridays
• Trying the window farm concept with a light bulb
• Its not in the bathroom

Renos

• Mike is looking into plans for the war room
  • A multipurpose room
  • and a games room for a 16 person game with a removable wall to make two smaller rooms
• Still need to take care of lights, carpet, heaters

C Course

• Mak is teaching it
• Starts this Sunday 2-4:30, 4:30-6 for questions/help
• For beginners

Clean Up

• Justin is in charge
• So far we are renting a U Haul to take to the dump this Saturday
• Justin Shawn and Dustin have volunteered to move stuff

Card Access

• Downstairs door is acting up
  • Press the doorbell to reset it
• Saturday upgrades will be made to elevator (sensors)

Election Results

• President Ron
• Vice President Courtney
• Treasurer Jay
• Secretary Mike
• Ops Manager Justin

February 21, 2012 - 18:00 @ 125 Adelaide

Members Present: Courtney, Jeremy, Thor, G. Mike, Mak, Jeff, Stef 1, Justin, Alex, Ron, Marcel, Colin 2, Andrew, Eric, Dustin, Siu, Jay, Dave

AGM

• In one week!!
• Vote is for a new board and a bylaw amendment
• Nominees are: Ron (incumbent), Courtney (incumbent), Justin (incumbent), Adrian, Chris B, Jay, Siu, G. Mike
• You can vote in person at the AGM
  • or give your code to someone to vote as your proxy
  • or email Mak your vote (he will be your proxy)

Renos

• G. Mike is coming up with different ideas for the back room
  • Could be game rooms and LAN room
  • Will be put up to a vote
• We are trying to make a deal with Assent Works (Mike, Mak, Justin will talk to Kerry)
• Phase balancing is going to be done tomorrow
  • There may be power interruptions

Garbage

• We have lots
• Make sure you label your stuff or it could get thrown out
• We are going to ask Mike to borrow his trailer/ get a quote from 1-800-got junk/ MAk knows a guy
• Clinton broke his leg :(
  • Clean up your mess (you should be doing this anyway)
  • If anyone wants to take over Clinton's duties temporarily let me know
  • If not we will need voluteers/tolds to break up the work

Card Access

• Systems were bought waiting for them to come in

Bingo/Grants

• Jay to pick a date for the strike force
• Possible projects
  • Bathroom
  • Carpet

Fire Exits

• Mike L is looking into getting someone to come install one

Gardening

• Need to build shelves
• Courtney to bring in mini green houses

Cook Book

• meeting on Friday

February 7, 2012 - 18:00 @ 125 Adelaide

Members Present: Courtney, Clinton, Jeremy, Chris B, Justin 2, Kenny, Mike L, Jason W, Alex, Jeff 2, Mak, Stef, Thor, Ron, Andrew, Justin, Colin 0, G. Mike, Siu

AGM

• In 3 weeks on Feb 28th

Chairs

• We have 50 of them

Keys

• Get your fobs from Colin
• There have been some problems with the front door staying open
  • It will be fixed tomorrow

Game Jam

• Was a success
• Need more wifi access points
• Need more tables
• Need more extension cords and power bars
• If we can figure out how to host a LAN party we should have everything we need for the next Game Jam

Code Camp

• Andrew and Ron are giving talks
• If you want to give a talk contact Ron

Renos

• We might be able to create a shared workspace with Assent Works
  • Or we could buy a business membership for $1200
  • If we do either we wont need a dirty room
  • Assent Works would share our painting room
• We might need to buy more doors
  • Kenny says we should check ReStore
• We are going to buy panels on Ebay for the doors
• Renos are on hold until Mike is back
• We have a fire pull needs to be installed (Colin 0)

Projects

• Gardening and Cook Book meeting are on Friday at 7
• Shelf is to be built in the kitchen for the garden
• Bingo/Grant needs a budget for submission
  • Wait until we see Jay

January 31, 2012 - 18:00 @ 125 Adelaide

Members Present: Courtney, Andrew, Chris B, Mak, Shawn, Jeremy, Justin 2, Justin 0, Stef 1, Russ, Jay, Gary, Thor, Stef 2, Ron, G. Mike, Adrian, Rylaan, Jeff 2, Dave, Clinton, Jason W, Colin 0, Kerry, Randal Siu, Scottie, Walter

Keys

• Your key to the yellow door no longer works
• Please contact Colin 0 to get a fob
• Key box (for emergencies/electrical problems only) is in the kitchen
• Directors need a key to the electrical room, and to the 3rd floor door
• The doors are not coming so we need to buy them
• Locks have a 12 hour battery back up
• We need a panic button so no one gets trapped in the space in an emergency (Colin is going to talk to Legary)

Lease

• Has been signed by SkullSpace and Assent Works

Game Jam

• This Friday, Saturday and Sunday
• We need to clean
• Colin says the network is good
• We might need extension cords
• 2 circuits should be enough

Code Camp

• On February 25th
• We might be able to get our own track
• If you want to do a talk contact Ron

Bylaw Amendment

• Add the ability to create officers appointed by directors
• Add the ability to delegate

Voting Policy

• We need a proper way to vote

Router (the wood kind)

• We are going to buy a plunge router and table

Woodshop

• There is a possibility of us sharing a space and tools with AssentWorks
• Need to figure out the insurance
• We would use the storage space if we do this
  • That frees up the War Room for a different use
• Mike is going to create a new plan for the war room

Budget

• Need to know if were breaking even/making a profit with the drinks (Andrew)
• How are we splitting the gas with Assent Works

Bingo

• With Manitoba Lotteries
• Need volunteers
  • So far we have Shawn, Jay, Justin, Adrian, Ron, Gary and Clinton
  • Courtney is looking into filling out the forms

Renovations

• War Room is on hold until after Game Jam and shared space agreement

Garden

• Can be put in the kitchen (not the bathroom)

Cook All the Things

• Next meeting is Feb 10th at 7
• We are testing recipes
• If you want to help look at the wiki page and put your name down for a recipe

Windows

• We have plastic to put over them
• We decided to wait until next winter

Door Bells

• Can be moved
• Colin is going to take care of moving them and wiring them

Webcam

• To me used for meetings, talks etc
• Shawn is going to look into doing it and what we need

January 25, 2012 - 18:00 @ 125 Adelaide

Members Present: Andrew, Courtney, Kenny, Chris B, Clinton, Jeff, Jeremy, Shawn, Stef 0, Tweek, Jason, Justin 0, Justin 2, Mak, Marcel, G. Mike, Jay, Ron, Hiking Pete, Thor, Colin 0, Colin 2, Mike L, Dave, Siu, Walter, Scottie

Budget

• See email sent to discuss for more details
• Budget assumes we have 45 members
• $21000 in income
• Half is going to rent and gas
• $2000 is for insurance
• $700 is to be added to our buffer
• $700 for promotion
• $1200 is for project subsidies
• $1200 is for a tool fund
• $4500 is for renos

Lease

• Waiting for the third document
• Is signed

Renovations

• Finish the war room
  • We need to insulate the back wall
  • Will cost around $500
  • We can start this Saturday
• Electrical
  • Need to balance the phases

Game Jam

• Colin is setting up switches
• Legary is providing back up internet from Seccuris

Card Access

• Fobs are ready
• Front door will cost $300-$1000
  • To be split between AssentWorks and SkullSpace
  • Pay $500 to G Mike's work and they will donate the rest

Inventor TV Show

• See discuss for email
• If you are and inventor and want to be on a Dragon's Den style show fill out the application

Dues

• We need to set up a subscription service with PayPal for dues
• Everyone who owes money should have received an email

Cook Book

• 1 recipe per meme
• Different hardness levels for the recipe
• Mak will create a subgroup and sent out a meetifyr email

January 17, 2012 - 18:00 @ 125 Adelaide

Members Present: Andrew, Courtney, Thor, Ron, Marcel, Craig, Jay, Mak, Dave, Chris, Shawn, Justin, G. Mike, Adrian, Colin 0, Jason, Clinton, Walter, Siu, Mike L, Colin 2

Lease/ Electrical

• Electrician says we are close to overload
• Solutions are:
  • Take the Cre8ery off
  • Balance phases
• We are getting a quote for two options
  • Move Cre8ery to basement power
  • Create a new phase for the Cre8ery

• Justin needs to look into the elevator license

Cleaning

• Vote results are:
  • 3 for hiring Enviro Clean
  • 4 for using volunteers
  • 20 for hiring Clinton

• It was decided that we are going to hire Clinton

Bylaw Amendment

• We are considering an amendment to out bylaws
• We would appoint officers to do certain duties in exchange for fees
  • ex. Clinton as cleaner and G. Mike as "Lord of Construction"
• If there were multiple people who wanted the position it will be put up to a vote

• Also to be noted:
  • There will be an AGM in June
  • 5 directors will be elected and amongst themselves they will decide their positions.

Card Access

• Card access is now available for the 3rd floor door
  • See Colin 0 of Justin to get one
  • You must turn in your 3rd floor key

Membership Dues

• Membership dues are still due on the 15th of the month
• We now will only accept dues in multiples of $40 ($40, $80 $120 etc)
• If you have not paid on the 15th we will send you a reminder
• If you have not paid by the 1st we will lock you out

Bitcoins

• CJOB is looking for people to discuss Bitcoins
• Contact Ron if interested

Meme Cookbook

• Interested members are Shawn, Walter, Thor, Nate and Ron (G. Mike said that Jeff would also be interested)

Member Projects

• There is currently a group hydroponics project being created in the space
• Do we want to help fund the project and future group projects?

January 10, 2012 - 18:00 @ 125 Adelaide

Members Present: Nick, Andrew, Courtney, G. Mike, Jeff, Justin 0, Justin 2, Craig, Jay, Jeremy, Siu, Thor, Ron, Gary, Chris B, Kenny, Matt, Shawn, Alex, Clinton, Colin 2, Scottie

Finances

• We have $3000 over our 3 month buffer

Lease

• Change 5 years to 3 years
• Lease is $18,000 per year or $1,500 per month
• Still has the 6 month clause (used to be 8? Justin to check)
• Hydro is included but not gas
• Justin is to get gas prices
• Lease allows us to get swipe cards
• Ask about roof access and signs

Budget meeting

• TBD
• Jay to put meeting time to a vote

Card Access

• Justin is going to talk to Mike
• If you have a key, you will get card access at no charge
• Colin 0 is going look after the system

Cleaning

• This Saturday we are removing garbage
• We are having an online vote to decide about cleaning duties
  • Clinton to clean for $40
  • Hire a cleaning company for $160
  • or volunteers

January 3, 2012 - 18:00 @ 125 Adelaide

Members Present: Jay, Clinton, Jeff, Jason, Courtney, Thor, Colin 0, Stef, Ron, Chris K, Matt, Chris B, G Mike, Mike L, Siu

Lease

• Remco is writing up a new lease for us
  • The rent is going up $200 per month
  • We have to pay the gas bill
  • Justin will email the lease to discuss when he gets it

Budget

• Meeting after we get the lease

Renovations

• Finish back room
• Lights
• Kitchen
  • If someone has kitchen cabinets to donate, we will take them
• Card access in Assentworks is almost finished

Cleaning

• Should be done every 2 weeks
  • and before hackathons