EMSBoDMeetingMinutes081419

Eugene Maker Space Board of Directors meeting August 14th, 2019

Call to order

6:00PM Attending: Aidan, Karen, Ben, Piotr Also present: Kevin

Approve this agenda

Motion: Karen moved that the Eugene Makerspace Board of Directors approve the agenda as amended.

The motion was seconded by Karen.

Motion passes, the vote was Unanimous.

Approve previous minutes

Motion: Aiden moved that the Eugene Makerspace Board of Directors approve the minutes from the July BoD meeting as amended.

The motion was seconded by Ben.

Motion passes, the vote was unanimous.

Reports

President's report

Nothing to report.

Secretary's report

Nothing to report.

Treasurer's report

We have not paid rent yet because we've been short. Everything else is paid up so far. There's cash to be deposited and that will leave us $23 short for rent. Ben will PayPal $60 to help cover the gap.

$1,039.02 in bank account. Paypal has a balance of 0.00. Patreon has $64.43. We have $173 in cash.

ACTION: Ben will Send $60 to help cover gap.

ACTION: Ben will Deactivate canceled members at end of August.

ACTION: Piotr will Will refund Anthony.

Public Relations report

Karen reached out to SHInA to let them know that we would not be able to send anyone to staff a table. Piotr heard from Janet at SHInA who appreciated the timely cancellation.

Shop Status report

The DVR-access system was shut off. Karen will move it to the secured server box. She will also set up a camera aimed at the box to help troubleshoot who may tamper with it.

The webcam was apparently tampered with back in April.

The Keymaster was unplugged at the Pi side (which is why the door went offline today) and came back online once she re-seated the power connector.

Christina still has a lot of stuff at the shop.

Thomas Pierce/LaserTom changed the password on the DM4 CNC interface to shirley/emsguest and Karen labeled it clearly.

Aidan reported that we've had some issues with the ShopVacs not working. Ben reported that Beatta fixed the big ShopVac. Karen recovered an additional vacuum from the Pick-A-Part and it needs a filter.

ACTION: Ben will Will get a new filter for the Black and Red ShopVac that's on the workbench or adjacent.

Old Business/Action Item Review

Ben will provide the <6 month list to Aidan and he will contact folks with the 7/1 deadline

ACTION: Ben will Send an updated <6 month to Aidan, he will contact those folks.

Aidan will check out the text of the >6 month letter to OK it

ACTION: Ben will Send a link to the letter to Aidan.

Ben will ask Jeffrey to help remove some folks from the listserv

And: Ben will deactivate the keys for those people

Ben will talk to the member associated with other tenant complaints about the three items agreed on by the board as documented above

Done. She expressed frustration that the prohibition on the saw 'just happened' without discussion and informed me that she will be ending her membership as it no longer meets her needs.

Ben will ask our members to be conscious of the impact they have on surrounding businesses

It's not reasonable to expect us to be quiet, necessarily, but there's value in being aware of our impact. Also cover the subject of tarps and other steps that help us preserve the commons.

Karen will ask the membership to park friendly (and make a sign saying the same) to post internally

Pending.

Patreon sign

Pending.

New Business

Cleanup event followup

Ben thanked Karen for all the work she put into successfully wrangling a well-attended shop cleanup event. She acknowledged that and then made a special point to thank Thomas Pierce for his efforts above and beyond in cleanup. He spent several hours before and after working on the shop. She also thanked Todd for building a metal sheet-wood stand.

Karen reported that they got a lot of trash out of the pick-a-part. She also reported that she found evidence of months of food garbage at the shop. We filled a half-trailer load of trash for going to the dump. Piotr stated "This is a problem" and Aidan requested that we find out what trash service costs as a possible future goal.

ACTION: Aidan will Find out what trash service costs.

Harley's letter and next steps

We discussed the content of the letter Harley sent as an apology and the board agreed that it was not a compelling one. The portions that were posed as apologies did not come across well and there were other specific attacks that seemed to more than undue any of the efforts. Additionally, his primary defense of his actions was the amount of time he spent in the space. There was a unanimous agreement that staying in the space so much itself is not something that allows bad behavior.

Piotr suggested that we add signage to let people know about the cameras and DVR to clear any confusion.

Motion: Aidan moved that the Eugene Makerspace Board of Directors Revoke Harley Hill's membership at the end of the 15 day notice window 8/19.

The motion was seconded by Ben.

Motion passes, the vote was 3 in favor, Karen abstained.

The board agreed that Harley may petition the board to re-instate his membership the Maker Space as of 9/1/2020. It is a full suspension from the space (including Open Hacks).

Christina's situation and next steps

She contact the board to inform us that she plans to continue her membership for another month. Aidan noted that her lack of effort to clean up the driveway was a red flag. He suggested that we let her know that she must move her furniture supplies quickly so we can pursue the 4J space.

Kevin suggested that she be informed that she's on probation if she expresses interest to continue her membership in September.

ACTION: Ben will Will deactivate her key at the end of the month per her note that she's ending her membership.

How the board handles conflict with members (load distribution)

Aidan noted that Karen ends up being the voice of the Board's messaging disproportionately and that it has made her a target of attacks like what we encountered with the Harley letter situation.

Karen feels this is most likely an artifact of Board members spending less time at the shop than other members on average.

Piotr acknowledged her statement and wanted to make it clear that the board will work to be more supportive and avoid her being the sole Voice Of Enforcement.

Aidan asked that a function be added to allow notifications to the board when members that need to be spoken with badge-in regardless of their privacy setting (for public announcements).

ACTION: Ben will Implement a method for members badge-ins to generate a notification to the board that they've arrived if the board wishes to speak with the member.

ACTION: Piotr will Write a rough draft for polishing of the shop's surveillance/safety monitoring procedures.

4J Shop Deal update and planning

Aidan met with an administrative contact from 4J and a shop teacher on Monday. The fact that it was clean was very helpful. They seemed excited about it. They noted that the shop may be better suited for 10-12 students (as opposed to 15+) and that they would want to bring in additional lathes. Aidan felt we could expand the woodshop space to accommodate their needs and that we should work hard to make this happen. The shop teacher was interested in allowing one student to do some metalworking as well. Space for storage is a concern (there may be offsite options that the teacher is investigating). For tool storage, Aidan suggested moving the computers to PaP so that shelving could go there for this use.

Karen thinks we can move the breadcart over to where the Bridgeport is.

Piotr has heard from others that they would like a better metal lathe to replace the Smithy and would like Karen to keep that in mind as we re-organize the shop (his concern was that permanent shelves might interfere).

Aidan does not have any plans for the 2x6s he brought in and suggested that they go to making shelves. Karen endorsed this. "Let's build some shelves." Aidan, Karen, and anyone else who is interested will come in around 1 on the 17th to make some shelves.

The admin will talk to their money-person to run numbers and let us know if they're interested in pursuing this. Aidan requested that we close the shop for a 3 hour window on weekdays when class is in session.

Adjournment

Motion: Piotr moved that the Eugene Makerspace Board of Directors adjourn the August meeting.

The motion was seconded by Aidan.

Motion passes, the vote was unanimous.

The meeting was adjourned at 7:18PM.