EMSBo DMeeting Minutes060718

EMS
Board of Directors
Meeting Minutes
Meeting date: 06/07/2018

Call to order:

A Regular meeting of the Board of directors of EMS, was held at 687 McKinley street, Suite #1; Eugene OR on June 7th, 2018. The meeting convened at 6:13 PM Ben Hallert as secretary.

Board Members in attendance: Jeffrey, Karen, Ben, Jher, Piotr
Board Members not in attendance:

Quorum present? Yes

Also Present Were: Bruce, Beatta

1. Call to order

2. Approve this agenda

3. Review previous meeting minutes from May 3rd 2018

4. Approve previous minutes

5. Officers Reports

   1. President's Report

   2. Secretary's Report

   3. Treasurer's Report

6. Old Business/Action Item Review

   1. Jeffrey will continue to pursue outreach opportunities.
   2. Kevin and Karen will work together to announce the spring cleaning event.
   3. Ben will write a mail (for board approval) then reach out to the membership to try and connect payment methods being used with our own records and also remind users who aren't paying that we need their help.
   4. Piotr will research options for depositing to the EMS account that doesn't expose our account #.
   5. Karen will implement the new tagging/sticker/color scheme/system she presented

New Business (requested for inclusion by in brackets)

1. Plan for setting EMS up with a 'better' first aid kit/station (Karen)

2. David White would like to work out some kind of rental agreement with the board for the space he's using (Karen)
3. Suggestion to modify the large inside mailbox/dropbox (Karen)
4. Proposal to limit BOD mailing list to (current) BOD members only. (JG)
5. Moderation or spam blocking on board list (Karen)
6. Possible member sleeping at the space or using as residence (Kevin)
7. Proposal to have two meetings per month, one open to all members, one open to BOD-only, or one BOD-only meeting and a monthly 'town-meeting' with board members present. (Kevin)
8. Some folks interested in bootstrapping a Seattle makerspace want to meet up with some of our current and founding board members, to have a sort of jam session. I have David Duncan's phone number if anyone wants to coordinate with him following tonight's meeting. (Karen)
9. Review Shop Security / Key Access / Surveillance in light of Recent Vandalism (Kevin)
10. Excessive Member Storage at EMS (Kevin)
11. Ben stepping down from board, dissatisfied with board’s handling of threats against members and response to in-shop bullying.
12. Member Presentation: Topic: Hate Free and Zero Tolerance (Tanda)

8. Action Items Review

Approve agenda, and previous minutes.

Agenda:Approval of Agenda: Motion was made by Karen and seconded by Jeffrey to approve this meeting's proposed agenda.

The Motion carried with unanimous approval.

Approval of minutes: Motion was made by Jeffrey and seconded by Piotr to approve the minutes of the 5/03/18 meeting as amended.

The Motion carried with unanimous approval.

Officer's reports:

President

Not present.

Secretary

NOTHING.

Treasurer

Piotr noted that we are paid up on all of our expenses for the month of May. He tallied the payments, most of the people who have waivers on file since he took office are paying in some form.

Balances:

Pay Pal: $178.42
Bank: $915.70
= #1,095.12

The above balances do not reflect our Coin Base balance.

Our expenses:

Rent: $1,300
EWEB Roughly $130
Comcast $69.50
Insurance: $49.40

=$1,546.95

Currently a $453.83 shortfall to pay our June bills.

Note: The EWEB payment system did not process our payment on time so we also paid a $5 penalty.

He counted how 105 member waivers on file with a theoretical membership dues of $2,625 a month if all were paying. Even with 30% inactive, we would be bringing in more than $1,800 a month.

We expect enough money to meet our responsibilities for June in the form of remaining payments (if the continue as expected), but next month we'll fall short without intervention.

Old Business/Action Item Review

Jeffrey will continue to pursue outreach opportunities.

He reported on the upcoming swap meet on the 22,23,24th he's organized. He will advertise on Craigslist and advertise around town.

There's a festival ("Star" something?) that we have a booth at, Jeffrey will bring the EMS conference box.

The Eugene Parade is coming up at the end of July, he will tell the membership and reach out to the group that marched last year under the EMS banner.

ACTION: Ben will add PR report and Shop Status to agenda

Kevin and Karen will work together to announce the spring cleaning event.

There was no progress on this.

ACTION: Kevin and Karen will work together to announce the spring cleaning event.

Ben will write a mail (for board approval) then reach out to the membership to try and connect payment methods being used with our own records and also remind users who aren't paying that we need their help.

Piotr has additional info we need to collect, we will collaborate offline to determine that.

ACTION: Ben will write a mail (for board approval) then reach out to the membership to try and connect payment methods being used with our own records and also remind users who aren't paying that we need their help.

Piotr will research options for depositing to the EMS account that doesn't expose our account #.

Piotr visited OCCU and asked for money saving options re: members setting recurring payments to avoid Pay Pal fees. Any OCCU member may use their bank's Bill Pay function to pay either the EMS physical address or OCCU address (with a note of 'Eugene Maker Space'), we can bypass Pay Pal fees and not expose our bank account information. OCCU also confirmed that there is no similarly named organization so that if it's mail to OCCU directly, there will not be a problem with the money being misdirected.

He also asked if we could be added to OCCU's dropdown menu as a pre-configured vendor. The cashier didn't know but suggested Piotr meet with a representative to find out. He will do so.

ACTION: Ben will submit a fresh mail forwarding instruction for our address.

ACTION: Piotr will investigate becoming an officially listed business for OCCU members to submit payments to directly from their website.

ACTION: Karen will ask Piotr to see if getting listed as a Humble Bundle fee.

Karen will implement the new tagging/sticker/color scheme/system she presented

Karen caused stickers to be printed and the sign to be modified and they are being rolled out into the shoposphere. She also painted an EMS logo on many donations.

Piotr asked if we had a document or FAQ, Karen will create one.

ACTION: Karen will write a guide to the new donation labeling system and propagate it.

New Business

Plan for setting EMS up with a 'better' first aid kit/station (Karen)

Completed.

David White would like to work out some kind of rental agreement with the board for the space he's using (Karen)

To begin, Jher asked to know how much space he was using. There's a big collection of rocket equipment in the front window.

David will shrink "the mess" down over the next couple weeks. He has some rockets that need to be assembled that he's been waiting for parts & pieces for them. He'll remove the shelf unit, bring in a toolbox that takes up less space, and move his tools into it.

Ben asked how much space he would like to rent. David would like to rent 4'x10' space. Jher asked what he was thinking of paying. David suggested paying $75 a month.

Motion: Ben moves that we rent a 4'x10' marked space to David for $75 a month with a six month review starting first of July. The motion passes unanimously.

Suggestion to modify the large inside mailbox/dropbox (Karen)

She would like soeone to assist in shortening it so it can be turned sideways to fit the shelf.

Motion: Ben moves that Karen be allowed to modify the mailbox as needed. Karen seconds, motion passes unanimously.

Proposal to limit BOD mailing list to (current) BOD members only. (JG)

Jher asked if there are any non-previous board members, Karen asked for an accounting of who's still active. Previous board members were iterated and some had already left.

Current members: Ben, Clif, Darrell, Dean, Jher, Bob, Kevin, Piotr, Rick, Jeffrey, Karen.

Resolved without action.

Moderation or spam blocking on board list (Karen)

Karen noted that we get semi-frequent messages that's submitted through the Word Press that makes it into the list. Piotr said it still goes into a moderation queue but someone is periodically approving it. He said he's manually rejected much actual spam. Karen did say that most of the good content that comes through is actually aimed at the membership and shouldn't go to the board.

Piotr feels they should still go to the board (post-moderation) and then forwarded to Discuss as appropriate.

Possible member sleeping at the space or using as residence (Kevin)

Karen doesn't think there's someone sleeping here and suspects another tenant assumed the worst when they saw members working here late at night.

Jher suggested we review our contract to determine if having late night access to members might violate any part of our rental contract.

Piotr felt we should word our response carefully to the effect of "We reviewed the situation and determined that nobody was sleeping at the space and are expanding our surveillance system as an additional measure to help."

ACTION: We must respond to the management company that we are a 24x7 operation and do not believe we have anyone sleeping at the space.

Proposal to have two meetings per month, one open to all members, one open to BOD-only, or one BOD-only meeting and a monthly 'town-meeting' with board members present. (Kevin)

Tabled for Kevin.

Some folks interested in bootstrapping a Seattle makerspace want to meet up with some of our current and founding board members, to have a sort of jam session. I have David Duncan's phone number if anyone wants to coordinate with him following tonight's meeting. (Karen)

She has not heard anything back from them,

Review Shop Security / Key Access / Surveillance in light of Recent Vandalism (Kevin)

The DVR is being

ACTION: Bruce will configure a DVR for monitoring this going forward.

Excessive Member Storage at EMS (Kevin)

Tabled for Kevin's presentation: Excessive Member Storage at EMS (Kevin)

Member Presentation: Topic: Hate Free and Zero Tolerance (Tanda)

Tanda was not in attendance.

Action Items:

Kevin

• Kevin and Karen will work together to announce the spring cleaning event.
• We must respond to the management company that we are a 24x7 operation and do not believe we have anyone sleeping at the space.

Piotr:

• Piotr will investigate becoming an officially listed business for OCCU members to submit payments to directly from their website.

Jeffrey:

Karen:

• Kevin and Karen will work together to announce the spring cleaning event.
• Karen will ask Piotr to see if getting listed as a Humble Bundle fee.
• Karen will write a guide to the new donation labeling system and propagate it.

Ben:

• Ben will add PR report and Shop Status to agenda
• Ben will write a mail (for board approval) then reach out to the membership to try and connect payment methods being used with our own records and also remind users who aren't paying that we need their help.
• Ben will submit a fresh mail forwarding instruction for our address.

Others:

Adjournment:

Piotr moved for adjournment and was seconded by Ben .

The vote was unanimous and the meeting was adjourned at 7:54 PM.

____________________________ ___________________
Secretary Date of approval
Eugene Maker Space

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