EMSBo DMeeting Minutes100418

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EMS
Board of Directors
Meeting Minutes
Meeting date: 10/04/2018

Call to order:

A Regular meeting of the Board of directors of EMS, was held at 687 McKinley Street, Suite #1; Eugene OR on October 4th, 2018. The meeting convened at 6:16 PM, Kevin presiding and Ben Hallert as secretary.

Board Members in attendance: Jeffrey, Karen, Ben, Piotr, Kevin, Jher (on the phone)
Board Members not in attendance:

Quorum present? Yes

Also Present Were: Amanda, Dick, Tom

  1. Call to order

  2. Approve this agenda

  3. Review previous meeting minutes from September 6th Meeting.

  4. Approve previous minutes

  5. Reports

    1. President's Report

    2. Secretary's Report

    3. Treasurer's Report

    4. Public Relations Report

    5. Shop Status Report

  6. Old Business/Action Item Review

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

    2. Piotr will set up the one-way bank account for depositing

    3. Piotr will continue to monitor the Pay Pal giving fund qualifications for the EMS

    4. Karen will investigate the donation situation and possibly mock up a sign and/or live displays.

    5. Ben will work with Piotr to add the payment options to the new-member mail sent out by Key Master.

    6. Ben will implement (or cause to be implemented) the electronic waiver.

    7. Ben will try to install an ad at the library

    8. Kevin will work with Jeffrey to get us listed as an approved donation center with the University.

    9. Karen will send a 'hey, use the tarps' mail to the membership, we will work out the specific wording on Slack.

  7. New Business
    1. Upcoming Board elections
    2. Jeffery's super secret mysterious agenda item
    3. Insufficient time to review previously agenda and catch up on action items
    4. Ron & mold storage
  8. Adjournment

Approve agenda, and previous minutes.

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

The Motion carried with unanimous approval.

Approval of minutes: Motion was made by Kevin and seconded by Karen to approve the minute of the 9/06/18 meeting.

Oscon is the correct spelling for last month's spelling correction.

The Motion carried with unanimous approval.

Reports:

  1. President
    Nothing to report.
  2. Secretary
    NOTHING.
  3. Treasurer
    We have $129.56 in Pay Pal, $112.47 in the bank with a total of $242.03 liquid cash. Our outgoing expenses for next month are $1,523.96 with a delta $1,281.93. Between august and september, the difference in how much we were lacking was a positive of $184. This month, we're in $550 worse shape than usual. We are doing much worse, partially due to last month getting some eBay revenue and some catch-up membership payments that helped. David White is also behind one month on his dues, we expect $200 from him. In theory this is an improved month because we have additional members, but from a number's game we're not doing great and must continue growth and collecting membership dues and additional eBay sales. With Zeltzer coming online hopefully this month, it should additionally help us with the membership collection effort.
  4. Public Relations
    Jeffrey was unable to get in contact with Josiah to arrange a Shin A booth so we weren't able to get that together. Jeffrey was able to find a volunteer (Amanda) to assist with the Mini Maker Faire and they had a successful event and had a working arcade. The final King Pong event happened and shirts were being sold with our logo on it. Jeffrey has ideas for a couple things: Movie night and a 2019 Maker Space Calendar. Jher suggested we consider doing another open house. Kevin suggested themed open hack nights (Arduino, Raspberry Pi, etc). Piotr and Jeffrey discussed making electronic badges as another idea. Karen has updated our Meetup page with pictures so it no longer looks like a barren wasteland.
  5. Shop Status
    Karen described the current status of the shop re-org. Will will need strong backs to move some heavy things. Kevin suggested sending out an email requesting help on a specific day.
    ACTION: Karen will reach out to the membership requesting volunteers to help with shop re-org

Old Business/Action Item Review

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

Continuing

Piotr will set up the one-way bank account for depositing

Continuing

Piotr will continue to monitor the Pay Pal giving fund qualifications for the EMS

Continuing


Karen will investigate the donation situation and possibly mock up a sign and/or live displays.

Box has been relabled.

Continuing.


Ben will work with Piotr to add the payment options to the new-member mail sent out by Key Master.

Continuing


Ben will implement (or cause to be implemented) the electronic waiver.

Continuing


Ben will try to install an ad at the library

Continuing


Kevin will work with Jeffrey to get us listed as an approved donation center with the University.

Kevin found the person to learn what the procedure is and found that we need to provide a copy of it along with a cover letter describing our request.

Continuing, Karen will assist with non-profit letter


Karen will send a 'hey, use the tarps' mail to the membership, we will work out the specific wording on Slack.

Cotinuing

New Business

Upcoming Board elections

We must announce to the membership that it's time to start nominating candidates. Jeffrey asked if Tom would be able to help run the election and Tom is tentatively agreeable to it but notes that he cannot fully commit because he does not know what his end-of-November looks like. We discussed methods for maximizing exposure to the membership of this effort (including but not limited to announcement mailing list, the State of the Maker Space deep-dive list, and possibly Keymaster data.

There was a discussion about changing the structure of our board meetings and modifying the structure to include town-hall style meetings on occasion.

Jeffery's super secret mysterious agenda item

He forgot.

Ron & mold storage

ACTION: Kevin will reach out to Ron to discuss his use of space. Ben will provide Ron's mail address.

Insufficient time to review previously agenda and catch up on action items

Ben will send them out faster.

Action Items Review

Action Items:

Kevin

  • Kevin and Karen will work together to announce the seasonal cleaning event.
  • Kevin will work with Jeffrey to get us listed as an approved donation center with the University.

Piotr:

  • Piotr will set up the one-way bank account for depositing
  • Piotr will continue to monitor the Pay Pal giving fund qualifications for the EMS

Jeffrey:

Karen:

  • Karen will investigate the donation situation and possibly mock up a sign and/or live displays.

  • Karen will send a 'hey, use the tarps' mail to the membership, we will work out the specific wording on Slack.

Ben:

  • Ben will work with Piotr to add the payment options to the new-member mail sent out by Key Master .
  • Ben will implement (or cause to be implemented) the electronic waiver.
  • Ben will try to install an ad at the library

Others:

Adjournment:

Jeff moved for adjournment and was seconded by Jher.

The vote was unanimous and the meeting was adjourned at 6:59 PM.

____________________________ ___________________
Secretary Date of approval
Eugene Maker Space

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