EMSBo DMeeting Minutes030515

EMS
Board of Directors
Meeting Minutes
Meeting date: 3/5/2015

Call to order:

A Regular meeting of the Board of directors of EMS, was held at 687 McKinley street, Suite #2, Eugene OR on March 5, 2015. The meeting convened at 6:10 PM, Rick Osgood presiding and Ben Hallert secretary.

Board Members in attendance: Rick, Bob, Ben, Darrell
Board Members not in attendance: Kass

Quorum present? Yes

Also Present Were: Clif

Approve agenda, and previous minutes.

Agenda:

1. Approve the agenda
2. Review previous meeting minutes
3. Treasurer Report
4. Facilities Report
5. Maker Faire Update
6. Kassandra will secure the 501c3 forms and determine our next steps towards pursuing non-profit status.
7. Darrell will check up on Scott Nop's (new member) Pay Pal
8. Darrell write letter to IRS responding to their inquiry and seeking an extension
9. Bob will research adding a post notification plugin and subscribing discuss@ems to it so posts to the website receive wider visibility
10. Bob will create a Meetup account and add open hack nights
11. Rick will research the video tutorials idea further and flesh out the concept
12. Rick will coordinate offline with Darrell to have the two of them added as cosigners for the credit union account
13. Rick will file change of address, update all bills. He will attempt to contact our various vendors and will report back if he encounters difficulty
14. Six month lease - Is Rick still on the hook?
15. Approve buying tooling and consumable for CNC machine once it is working
16. Eugene Maker Social, past and future

Approval of Agenda: Motion was made by Rick, seconded by Darrel to approve this meeting's proposed agenda as ammended by Bob

The Motion carried with unanimous approval.

Approval of minutes: Motion was made by Bob, seconded by Rick to approve the minutes of the 02/19/2015 meeting.

The Motion carried with unanimous approval.

Treasurer Report

We are roughly where we were two weeks ago except UP two members!

No letter to IRS, we should just immediately apply for nonprofit. It will be backdated 27 months automatically when approved, then file for extension. Kassie has been looking at that. Darrell believes we qualify for the EZ form and Kass didn't see anything that raised red flags. Darrell has other responsibilities and requests assistance on making this happen, Kassandra is currently helping and he believes a group effort will be required by the time this completes.

Facilities Report

Meetup: Price break started at 6 months instead of 3 so Bob enrolled the EMS at that level instead of the agreed on 3. He submitted himself to the board for disciplinary action but the other members deferred with uncharacteristic leniancy.

Tapir started looking at the vinyl cutter, no update yet.

Dale had a setback on the CNC machine. A connector has gone intermittent so he has ordered a replacement. He spent much of tuesday night working on it. For want of a $3 connector, the horse was delayed and by horse in this context, it is meant the CNC.

Bob has been working with Tom to put together a shopping list for the mill and has much of it together. Bob is uncertain when to make the purchases but thinks waiting until the machine is working would be sensible. There is a $300-400 forecast cost.

Laser cutter: Bob received permission to install a vent on the back wall from the landlord from where the TOOLSHELF is currently located. He will work on this with Dale on Saturday and invited others to assist starting at 1:30.

Once the hole is in the wall, we will need to construct a work table for the cutter to live on with integrated storage and for the cooling pump and other support systems.

Bob has a plan to try a server frontend for it that offers a webserver interface and, if it works, would be neat. The name of the software is "Lasersaur".

Darrell reported that the Printr Bot "kinda works". It has problems with fine detail, but is generally functional. "You need to lubricate the bed, ever so slightly." A brief spray of near homeopathic-levels of WD-40 is apparently required.

Thingomatic - no update.

Squawk sheet - no update.

Darrell reported that someone had successfully printed to the large format printer with postscript.

We discussed a possible project to create a new parking lot sign using both the large format printer and eventually perhaps the vinyl cutter on coroplast.

Bob asked Darrell about lockpicks. There's a method for getting them that involves paying someone with Pay Pal and emails were being routed elsewhere so Darrell will investigate.

Trash: Dale took the trash last week. We continue to not have a long-term plan, Bob will continue to use a "hassle 'till someone takes it" method.

General mess in shop: no progress.

ACTION: Rick will send out an email to lure people in for a shop cleanup.

Maker Faire Update

The launch party has been announced. It is at the Broadway Commerce center, sponsored by Barnlight. It will be March 18th, 6-8PM. Mayor Piercy will be in attendance and there will be beer. The combination of the two certainly won't cause any trouble.

There is a call for Makers open so we should probably be encouraging members to sign up.

ACTION: Rick will send a mail to lure people to the launch party and to participate in the Maker Faire event. He will also put out a call for photos and video to be played at an EMS booth.

Old business:

Kassandra will secure the 501c3 forms and determine our next steps towards pursuing non-profit status.

Bob clarified that our plan is to make a go/nogo decision on this at our next meeting.

ACTION: Rick will coordinate with her to get status update and find out what she needs for us to progress.

Darrell will check up on Scott Nop's (new member) Pay Pal

Done.

Darrell write letter to IRS responding to their inquiry and seeking an extension

Not gonna do it, wouldn't be prudent. The act of filing the taxes will be sufficient.

Bob will research adding a post notification plugin and subscribing discuss@ems to it so posts to the website receive wider visibility

No update yet.

Bob will create a Meetup account and add open hack nights

Darrell noted that we don't show up for the default of 'within 5 miles of eugene'. Bob speculated that their geomapping is not working properly, he saw his location as 'Cottage Grove' when he logged in.

ACTION: Bob will investigate this to find out if he can figure out why we're not showing up
ACTION: Bob will edit the meetup account to allow Rick to post.

Rick will research the video tutorials idea further and flesh out the concept

Rick mailed the group, hardly any response. Bob suggested he just make one and Rick agreed this would be a good idea.

ACTION: Rick will make a video to demonstrate

Rick will coordinate offline with Darrell to have the two of them added as cosigners for the credit union account

No update, this will persist to the next meeting.

Rick will file change of address, update all bills. He will attempt to contact our various vendors and will report back if he encounters difficulty

EWEB is already coming here, Rick then described some extra things needed for Darrell to be on the account.

Comcast is sending content to our address so it looks like we're good.

Rick mailed Diane at the rental agency to request the statement come to the shop and has not received a response yet.

OCCU - He's not authorized yet but once he's on, he'll verify the address there.

O-DoJ and O-DoRevenue will get updated address

ACTION: Darrell will update address online for Oregon Department of Revenue

New Business

Six month lease - Is Rick still on the hook?

Yes. Bob asked if we might seek an updated lease without Rick listed. Rick would prefer not to be on it, but we're not sure how to progress.
Bob sought approval to sign the 6 month update. We concurred and as of April 1st we will be paying $480 instead of $495.

Approve buying tooling and consumable for CNC machine once it is working

Bob will clarify some items on Tom's $400 shopping list. Two collett holders to adapt the spindle from a morse taper MT1 to an ER16 or a somethingelse type collett and then you get bits that fit inside that collett. Two different kinds of collett adapter and then a group of colletts for different size bits. He also began to describe various other sets of bits before sort of petering out and offering to simply send it out to everyone.

Darrell suggested we adopt an incremental acquisition strategy to spread costs out over a sustainable period.

Rick asked when we would likely need it. "After the CNC machine is seen to be working".

Bob expressed concern that we will need to demonstrate a complete workflow to go from idea to CAM to cut file to shaved product.

ACTION: Rick will mail the group to give an update on the progress re: tools. He will offer update on Bob's laser cutter, vent, table, etc. He will also report on the CNC mill. He will also find some videos showing the machines in action so people can visualize.

Eugene Maker Social, past and future

Everyone had fun and everyone wants to do it again. Bob suggests we do this every two months. Bob checked out Steelhead and found they had a private room, but the menu is abbreviated.

Bob is cool with 4th Thursday in april but he looked for volunteers to also join. None of the rest of the board met his eyes at this and eventually he gave up and implicitly agreed to continue organizing these.

Bob suggested inviting people to bring some of their things to the meetups to show off.

Rick reported that someone else created some sort of maker group on meetup. Rick attended, there were about 12-14 people there. They met at the New Day Bakery around lunch to chat. There were introductions and one or two possible candidates for EMS membership, but overall it isn't an event he's likely to re-attend.

Action Items:

Kassie:

• None

Rick:

• Rick will send out an email to lure people in for a shop cleanup.
• Rick will send a mail to lure people to the launch party and to participate in the Maker Faire event. He will also put out a call for photos and video to be played at an EMS booth.
• Rick will make a video to demonstrate tutorials
• Rick will mail the group to give an update on the progress re: tools. He will offer update on Bob's laser cutter, vent, table, etc. He will also report on the CNC mill. He will also find some videos showing the machines in action so people can visualize.

Bob:

• Bob will investigate this to find out if he can figure out why we're not showing up as 'Within 5 miles of Eugene' in Meet Up
• Bob will edit the meetup account to allow Rick to post

Darrell:

• Darrell will update address online for Oregon Department of Revenue

Ben:

• None

Adjournment:

Rick moved for adjournment and Darrell attempted to second but was overcome by fits of some sort allowing Bob to jump in and perform this function.

The vote was unanimous, the meeting was adjourned at 7:17 PM.

____________________________ ___________________
Secretary Date of approval
Eugene Maker Space