HYH Meeting 2012-12-13

This page was automatically copied from HYH Meeting Template by User:Phong. If you would like to change the structure of how future meetings perform, please make any modifications to HYH Meeting Template. If you would like to propose something at the next meeting, bring it up on the mailing list with "PROPOSAL:" in the subject line and Phong will add it to the next meeting's agenda.

Instructions

• Read the instructions out loud for all to comprehend.
• Delete these instructions prior to posting completed minutes
• Pick a moderator and note-taker
• Review the last meeting's minutes
• If proposals have been amended or withdrawn, update this document accordingly before the meeting.

Note-taker

• Open a text editor to take down some detailed minutes.
  • Detail is important. If it isn't written down, it never happened.
  • Make sure you record vote counts and not only the final results
• Project the minutes and notes throughout the meeting on the projector in the centre of the room.
  • This is done in lieu of whiteboarding because screw whiteboarding.
• Follow the instructions in the End of Meeting section at the appropriate time.

Moderator

• Start by taking count of present voting members for quorom
  • Note Taker should note this count in the Agenda section
• Make sure everyone gets a chance to speak
• Speak minimally yourself
• Keep the meeting moving
• Handle the membership voting process
• Be sure to thoroughly follow the procedure outlined in this document, as the template may occasionally change without warning.

Participants

• Remain on-topic
• Remain respectful of other participants

Agenda

• Note Taker: FIXME
• Moderator: FIXME
• Number of Members Present: FIXME

Announcements

• Any cool new projects? Something you want everyone to know?
• Any happenings that people should be aware of?

Financial Report

• Funds in bank: ##FIXME## (Can be seen at Financial Report.)

Proposals

Create guest sign in book

• Proposal by Paul Hickey
• Proposed on Thu, 15 Nov 2012 08:32:57 -0700

I move to create a sign in book for guests to optionally sign and
optionally ask for their:

Name
Age
Zipcode
How they heard about us
What they are working on

I think this would be a great resource for HSL so we can see who the people
who visit HSL, why they are there and where they are from.

This could help our marketing efforts and help us see where our demographic
is.  This could also help inform us of where we should maybe move in the
future.

I'm open for more or less fields.

-- 
Paul Hickey

-- 

Discussion

• RESULT: #FIXME#

Better re/define Non Key-Card Member access

• Proposal by Michael Mathers
• Proposed on Thu, 15 Nov 2012 12:59:50 -0800 (PST)

Proposal:  Better re/define Non Key-Card Member access

Key-card Member access is 24/7 access.
Public access is M-F 7p-10p

Associate and Basic Member access is vaguer.  Here is a proposal:


   - If 2 or fewer Key-Card Members are present in the lab, the lab is 
   closed.  Associate and Basic Members can still be admitted at the sole 
   discretion of the Key-Card Members under any criteria.


   - If 3 or more Key-Card Members are in the lab between the hours of 
   9am-10pm, the lab is considered open for Associate and Basic Members. 
    Key-Card Members there under an official duty do not count towards this 
   minimum (ie, teaching a class or something).


   - To gain entrance during Open Member hours and with the necessary 
   threshold of Key-Card Members present, Associate and Basic Members should 
   "sign in".  The details of the sign-on are an implementation detail but see 
   additional proposal regarding "Kiosk sign-in".  Confirmation of their 
   active, up-to-date membership should be the only criteria for admittance.


   - Key-Card Members can eject any non-keycard Member at any time but will 
   have to report the ejection reason within 24 hours to be reviewed at the 
   next HYH meeting.  Reasons should be some perceived violation of HSL 
   behavior and/or rules.


   - If the number of present Key-Card Members falls below the required 
   minimum (proposed at 3), and/or the "Open Member Hours" expires then 
   Associate/Basic Members _may_ stay at the sole discretion of Key-Card 
   Members.


   - Associate/Basic Members should sign out when they leave.
   


-- 

Discussion

• RESULT: #FIXME#

Create a Kiosk Sign-In System

• Proposal by Michael Mathers
• Proposed on Thu, 15 Nov 2012 13:04:02 -0800 (PST)

Proposal:  Create a Kiosk Sign-In System


   - All entrances of HSL Members should be logged.  
   - All members will have a record and this record will be reasonably kept 
   up-to-date on whether they are paid-up in dues, expulsion, active, etc.
   - Sign-in will be easy and not intended to be "secure" (a quick PIN or 
   something, specific proposal below).
   - Certifications that a member has been awarded for tools that require 
   it will be viewable here so any Member can confirm that another has the 
   right to use a particular tool/station.
   - Members will sign-out upon leaving.
   - Signed-in members will be listed on http://live.heatsynclabs.org or, 
   at least, the "open" status of the space (see other proposal)


Here are some specifics I have in mind for the software. I am willing to 
develop it and have already started some design for it.  I could have 
something up in just a few weeks.


*Sign-In/Out*

   - Sign-in/out should be SUPER-DUPER simple easy to do.
   - Support all of the following means:
      - Can sign in by PIN/code.  Suggestion: 4 digit PIN.  Example:  8509 
       (Numeric keypad up front)
      - Can sign in by mouse/UI.  Find, name, click Sign-In button
      - Near Future:  Sign-in by scanned/printed QR code or some other 
      quick id access (cheap).
      - Possible Future:  Key-Card access would conveniently auto-sign in a 
      Key-Card Member.
   - Sign-out by the same means
   - Suggested "grace" period for sign-ins: To accommodate that a member 
   may be paid-up but not reflected immediately in this Kiosk, a grace period 
   is suggested to allow sign-ins despite a membership being expired.  The 
   period to be configurable.
   - If Member photo not on file, suggested that a software be able to take 
   a photo right then and there on first sign-in.

*Guest Sign-In/Out*

   - Guests of a Member should be signed in by the member.  First name only 
   required.  Guest sign-in will always be attached to the member sign-in and 
   is the responsibility of the member including any/all violations of HSL 
   rules/processes/safety procedures.  Guest policies are not determined in 
   this proposal, just that the kiosk should have a guest sign-in feature.

*Certification List*

   - Any member can walk up and see a list of certifications for any member 
   (possibly available on the web as well).
   
User != Members:  Only certain users, as defined by role and board, will be 
able to actually authenticate into the application to maintain things like
certificate lists, member lists, etc.

-- 

Discussion

• RESULT: #FIXME#

Define Safety Incident Reporting Procedures

• Proposal by Michael Mathers
• Proposed on Thu, 15 Nov 2012 13:08:34 -0800 (PST)

The Incident Report Form link does not point to anything and I did not see 
any procedures.  Create some procedures.

-- 

Discussion

• RESULT: #FIXME#

Purchase Craftsman Miter Saw to replace RAS

• Proposal by Ben Humpherys
• Proposed on Thu, 15 Nov 2012 15:00:59 -0800 (PST)

I propose that HeatSync Labs purchase a Craftsman 10" Single Bevel Sliding 
compound Saw, item #21237, for no more than $250. If unavailable, the 
nearest equivalent miter saw available can be substituted. 

http://www.sears.com/craftsman-10inch-single-bevel-sliding-compound-miter-saw-21237/p-00921237000P

This will replace the current radial arm saw. The current price tag is 
$190. Adding sales tax makes it just over $200. It is currently in stock at 
multiple local Sears stores for in-store pickup. The extra limit on 
spending is in case of any changes in price.

Many have complained about the radial arm saw. It is unintuitive for many 
to use, leading to frequent improper and unsafe use. It takes a lot of 
space in the shop, constricting foot traffic through the shop. After 
shopping around online for some time, this particular model seems to be the 
best value. Craftsman is a well-known and high quality brand. It can cut 
boards up to 12 inches deep, which is only 4 inches less than the current 
radial arm saw. It includes a dust bag to limit the sawdust scattered in 
the lab. It has a laser for precise alignment of cuts. It has a 15 amp, 3 
horsepower motor. It weighs 52 pounds.

This will take up less space than the RAS because it can be left on a 
table, or stowed away underneath the table when unused. It can be moved 
outside if necessary for cutting of particularly long pieces of wood. It 
allows us the same wood cutting capabilities but in a more flexible and 
safer package. And it isn't very expensive either. To get a sliding miter 
saw with more reach would require jumping up to $400+. 

-- 

Discussion

• RESULT: #FIXME#

Card Access for Mark 'Trunk' Kirschenbaum

• Proposal by Jacob Rosenthal
• Proposed on Thu, 15 Nov 2012 22:11:08 -0700

Did you see Mark's hot topics on how hes taken his ideas from prototype to
reality? Perhaps you've seen him online here where hes been looking to help
set up more classes for you all. Or maybe hes helped you out at the lab
while doing awesome hacking on his own projects?

I think hed like to finally get his card access and I'd like to sponsor
him.

-- 

Discussion

• RESULT: #FIXME#

Block nodejs.org

• Proposal by Ryan Mcdermott
• Proposed on Sun, 18 Nov 2012 18:11:16 -0700

Node still isn't in a 1.0 release, and I feel as though it is our
responsibility to protect people from it.  An unwitting newbie my
accidentally download node.js and DIE.

Please redirect anybody trying to load nodejs.org to this website:
http://codeslinger.posterous.com/if-youre-using-nodejs-youre-doing-life-wrong

-Ryan

-- 

Discussion

• RESULT: #FIXME#

Drink System moves to being a complete honors system.

• Proposal by Chad Stearns
• Proposed on Sun, 18 Nov 2012 22:39:46 -0800 (PST)

Hey guys,

As you know, we have a fridge up front that contains a lot of drinks which 
the lab pays for. We pay for it by providing a jar, and requesting that 
people put money in it when they take a drink. This is what I would 
describe as a partial honors system. Heatsync spends its own money to buy 
drinks, but it relies on people paying for the drinks out of the goodness 
of their heart. There is no enforcement to make sure people pay when they 
take a drink.

I think this has its problems. The process involves what I recognize to be 
three parts:

1. Since heatsync is buying the drinks, we have to account for it, and 
collect it. This takes effort and record keeping. 
2. From there once we have deposited it into a bank account, we have to 
find a vendor and buy drinks from them often in a impersonal and convoluted 
manner.
3.  Along the way we need some kind of survey mechanism to find out what 
drinks people want.

Each one of these three parts has had its problems. Regarding (1) we have 
at times mis-recorded, or failed to collect money. (2) we have had problems 
with the reliability and pricing of our vendor. And (3) is that sometimes 
we order drinks no one really likes. 

So whats the alternative? Well first let me tell you a story.

Recently we had no drinks at all. Tim Gerrits took matters into his own 
hands and took money out of the drink jar then went to the store and bought 
drinks. He didnt do it because he had to, he did it because he recognized 
it as easier and simpler than waiting around for our bureaucratic system do 
get those drinks. In doing it himself I think he actually got a better 
deal. As the treasurer, I cant really tolerate someone just grabbing 
heatsync's money and spending it. But at the same time, I dont honestly 
think the alternative is a better way. Recently we ran out of water, and I 
didnt have cash. I was tempted to just take some of heatsyncs money and buy 
water. But in doing so it would really not have been accounted for at all. 
So right now, we are collecting money, and buying drinks, but we are only 
managing to record some unknown percent of the spending/collection. The 
data about how much we are collecting and spending for drinks its 
meaningless. 

Here is what I propose:

*Complete Honors system:*
*
*
Lets replace the drink jar, with some kind of container. Some group of 
people will have access to this container, and they will go and buy drinks 
when they want to.

*Pre-emptive rebuttals:*
*
*
1. It could be argued that this opens us up to all kinds of un-policeable 
corruption, in which people constantly steal money from innocent donors. 
That certainly could be done, but I think the optimistic hacker spirit that 
we all share chooses to believe that realistically people wont take 
advantage of this. Or, at least it wont be taken advantage of to an extent 
to makes it relatively worse to what we have now.

2. What group has spending privileged? I dont know! Lets argue about this. 
We could just have a jar, which gives everyone the capacity to take money 
and spend it. If thats too open for you, we could put it under lock and 
key, and give some group of people keys. Or we could give one person a key 
and when someone else wants drinks the key-holder can open the box for them.

-ChadCS

-- 

Discussion

• RESULT: #FIXME#

Discussion Items

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End of Meeting

• Delete the "Instructions" section at the top of this page.
• Delete this section.
• Post the notes to the wiki
• Discuss any items for which there was not enough time during the meeting