Board Meeting Notes 2026-01-06

Board Meeting Minutes
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Meeting Start: 6:04

Attendance

Board Members
- Nick
- James
- Jennie
- Locke
- Lindsay
- Aaron
- Thomas
- Ian (after some votes)

Other Members

Agenda

Board vote to make electrical DO NOT HACK
Board vote to make Dave Ciepluch a woodshop volunteer with WILD
Club Oversight committee appointments
DRC appointments
Treasury discussion
Cold Metals tool removal updates
Assign working teams/tasks for 2026
- Board/Genops partnership
  - Including roof planning
- Treasury
- Member Management
- Non-Board officer review
- Area Host review
- Volunteer review
- Q2-Q4 budget
- 2030 balloon payment planning
- 5 year financial planning (Requires data from treasury, q2-q4 budget, roof, balloon payment teams)
Discuss substance abuse policy
Member audit
Deep Harbor check in
Incident last week

Minutes

Committee Reports

Sky
- we’ve moved further along on the decommissioning of ESXi and our Proxmox servers are in production
- Ron has had some exciting updates to Deep Harbor and we are working to see how viable it is to kill WA prior to our March renewal. More to come when I’m back

Mail

Cintas is trying to extort us for a service we don't have
A water bill

Financial Report

Chase Checking: $63,875.12
Chase Savings: $1,017.06
PEX:
PayPal:
Contingency Fund: $40,000
- note that the Building and Contingency funds are within the bank accounts, not separate from them
Available for Votes: $24,892.18
- note that as of 9/2/2025, this is calculated as (Checking + Savings) - (Building Fund + Contingency Fund)

Membership Report

Number of Members: 724
Quorum: 73

Freshdesk

Login link: https://pumpingstationone.freshdesk.com

Business

Ed got our email re: clausing lathe, he is on it.
- Timeline to come after Ed talks to Wally
- Ed is shopping for machinery movers
Board vote to make electrical, structural, and mechanical genops systems DO NOT HACK
Board votes on stuff
Club oversight committee is a thing that exists
- Currently Nick, James, Ian, and Books
- Now it is James, Ian, Aaron, and Books
DRC appointments
- Thomas, Locke, Jennie, Nick, and Lindsay are all interested in serving on the DRC
- There is a general consensus that we can rewrite the governance document to allow for 5 board members and up to 4 non-board members, so that every person does not have to be on every issue.
- There was much discussion of DRC process, legal liability, etc
- James says that people who can't use Discord or email (or otherwise participate in modern society) cannot be appointed to volunteer positions
- Board votes on an initial DRC and revisit at the next meeting
Cold Metals tool removal updates
- Camardella to pick up Ramco bandsaw
- Vacuum former discussion ongoing, in asset removal process
- Cold saw adopted by hot metals
- Plastic shredder - no response yet from Books
  - James to reach out
- Ed discusses Clausing some more
  - Stresses that he has put a lot of work into the Clausing, and expresses concerns about having the LeBlonde as our only lathe
  - Wally enters at the perfect time, discusses specifics with Ed re: difficulties with cold metals, clausing, etc. They eventually leave for a sidebar, but for the time being the Clausing might remain where it is
Assign working teams/tasks for 2026
- Board/Genops partnership
  - Including roof planning
  - Locke and Jennie
- Member Management
  - Aaron is interested in membership meetings and helping with Freshdesk. Thomas wants to help with Scholarships. We should figure out how to get off of Freshdesk. Nick will continue supporting Freshdesk with Jennie and Wingate for now.
  - Rubin points out that we need an email replacement for WA - James says mailgun works and is a thing we already have.
- Non-Board officer review
  - Board to schedule a zoom call at some point
- Area Host review
  - Ian to setup form and emails to area hosts, we'll go from there with setting up video calls where needed.
- Volunteer review
  - Nick to update the volunteer list
  - James, Locke, and Thomas to handle conversations, etc
- Q2-Q4 budget
  - Locke is working on it
  - Wingate to coordinate a summit with the area hosts, maybe last week of January
  - Aaron, Ian, and Jennie offer to jump into supporting roles
- 2030 balloon payment planning
  - Ian and Lindsay will talk to banks about this process
- 5 year financial planning
  - Requires data from treasury, q2-q4 budget, roof, balloon payment teams
  - Ian and Lindsay will also begin to address this as part of the balloon payment planning
- Treasury
  - To come again at the end of the meeting
Discuss substance abuse policy
- Nick saw a member hit a dab pen in the woodshop while using power tools. He handed that issue off to the area host at the time, but wants to get a consensus of the board as to how we should handle these issues
- We discuss adding and subtracting individual words from the substance use policy
- This to be revisited offline
Member audit - reschedule for when Sky is back in town
Deep Harbor check in
- Ron hosting a meeting Sunday at noon about this
Incident last week
- Intentionally omitted from these minutes by the Secretary
- Will result in further offline conversation
Treasury
- Carl has sent two reports to board@
  - The financial report is Jan-April 2025. Carl says that there are roughly 30 transactions throughout 2025 that need to be figured out
  - Locke asks for a ballpark of 2025 total spending. Carl says he could do this, but wants more specifics on the ask.
  - Ian asks if the net revenue figure on the report is accurate.
    - Carl says yes, it is.
  - Back to Locke - he asks for how much money we spent in 2025, how much we earned in 2025, and a breakdown by area for 2025
    - Carl offers to have a conversation outside of this meeting with Locke, but otherwise says he will have these answers whenever he gets up through December, which is approximately May.
  - Jennie brings up PEX report from Carl missing one person
    - Carl says that he can spend an hour answering this question
    - Carl later says that he wrote off these transactions
    - When asked how many people he has written off transactions for, he said probably more but he couldn't elaborate on who.
    - Around $1,600 total was written off by carl. The board wasn't informed about any of this or given any specifics.
  - Locke asks if there is a plan for more transparency, etc
    - Carl says there is not currently a plan
    - We discuss that there is not really a treasury team currently, and a few people have a little bit of access
    - More people could get some amount of access
  - Nick asks if Carl had intention to inform the board about the potentially misappropriated money
    - Carl says no, not really. He acknowledges that maybe he should have
    - He says that he determined that it wasn't worth pursuing.
    - Jennie and Ian both sent messages to the main person involved in these transactions, they were not answered
    - Carl did not continue these efforts at all after Jennie and Ian were not on the treasury team any more
    - He says this was a unique exception, and he made a judgement call
  - This conversation spirals out of control pretty quickly. The Secretary can only take polite notes so quickly.
- There is intermittent attempt to re-form a treasury volunteer team.
  - Carl agrees to send a report of 2025 uncategorized transactions by tomorrow
- Various people discuss making a transition plan to a new treasurer, potentially with the board assuming the duties while searching for a new treasurer
- This eventually tabled, and the meeting is closed.

Votes

Board vote to make electrical, structural, and mechanical genops systems DO NOT HACK
- Vote passes
Board vote to make Dave Ciepluch a woodshop volunteer with WILD
- Vote passes
Board votes to take Nick off the Club Oversight Committee and put Aaron on.
- Vote passes
Board votes to make the DRC Nick, Locke, Jennie, Thomas, Lindsay, Lyn, Wingate, and Lydia
- Vote passes