Board of Directors Meeting 20190523 Special Meeting

PURPOSE: Discuss immediate need & emergency business items LOCATION: Tele-conference 16:00 MEETING CALLED TO ORDER

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ATTENDANCE
 - Scott Blevins
 - M.Blatz
 - Julie Harris
 - James Henningson
 - Ken Purcell


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CONSENT TO WAIVE REQUIREMENT FOR ADVANCED NOTICE
 - James Henningson  - waives
 - Scott Blevins – waives
 - Julie Harris – waives
 - M. Blatz – waives
 - Ken Purcell - waives


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MOTION: Accept Treasurer role description as currently exists (and lock it down):
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Office of the Treasurer (CFO)

The Treasurer is the Chief Financial Officer of the Dallas Makerspace, a 501(c)3 Non-Profit Corporation. This position is responsible for managing the treasury and the financial interests of the Corporation.

Duties:
* Establish and maintain a system of banking that safeguards the assets of the Dallas Makerspace, provides appropriate flexibility in their use, and earns a return where possible.
* Work closely with the Board of Directors to support and fund their initiatives.
* Establish and maintain a report structure, such that the Board of Directors is in full and complete possession of all relevant financial factors affecting the operations of the Dallas Makerspace Inc.
* Apply and enforce the financial rules, policies, and procedures of the Dallas Makerspace.
* Protect and improve the financial integrity of DMS.
* Implement and maintain processes and standards that ensure DMS complies with the law and that money isn't misappropriated.
* Identify and report on questions of Financial Risk.
* Prepare ad hoc financial reports and research for the Board in response to their queries.
* Manage Necessary Filings:
  * Prepare Annual Report
  * Form 990
  * Forms 1099
  * Sales tax returns
  * Prepare monthly report
* Supervise Purchasing.
* Liaise with CPA and supervise activity of Bookkeeper.
* Supervise bank accounts.
* Supervise credit cards.
* Draft policy as requested by Board.
* Lead Finance/Audit Workgroup.

Important Projects and Goals:
* Complete and implement SOPs.
* Develop a set of standard reports, automated to extent possible that includes committee financials.
* Draft any new rules needed as a result of above.
* Develop and implement a budget process
* Supervise and coordinate an audit.
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  - PROPOSED BY: Julie
  - SECONDED BY: Scott
- VOTE
  - In Favor: Unanimous
  - Opposed:
  - Abstained:
- MOTION PASSES


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- MOTION: Treasurer “applications” deadline to be Monday, May 27 at 10pm.
  - PROPOSED BY: James
  - SECONDED BY: Ken
- VOTE
  - In Favor: Unanimous
  - Opposed:
  - Abstained:
- MOTION PASSES


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- MOTION: Appoint David Ratcliff as phase 2 expansion manager.
  - PROPOSED BY: James
  - SECONDED BY: Julie
- VOTE
  - In Favor: Unanimous
  - Opposed:
  - Abstained:
- MOTION PASSES


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- MOTION: Give Rich Meyer a $5,000 limit for authorizing contracts and approving supply purchases for expansion within the existing approved expansion budget.
  - PROPOSED BY: Julie
  - SECONDED BY: Scott
- VOTE
  - In Favor: Unanimous
  - Opposed:
  - Abstained:
- MOTION PASSES


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16:18 MEETING ADJOURNED