EMSBoDMeetingMinutes120618

RAW Minutes - for later formatting

Convene 6:18 Approve the agenda karen/kevin - unaminous

Approve previous meeting minutes Ben/Piotr - unaminomous Confirm new board members Ben/Kevin -unanimous Elect officers

Officer's reports - President Kevin nominates Aiden, Ben seconds - Secretary Karen/Piotr. Unanimous - Treasurer Piotr would like to show someone else how to do it so he can transition out of the role with Amanda as possible assistant/replacement. Aiden/Ben. - Unanimous - Resource manager Karen/Bruce team Ben/Piotr - unanimous - Marketing Director Jeffrey & Jher - Shop Steward Bruce

President Has been elected.

Secretary Has been elected.

Treasurer Our financial situation seems to be getting very slightly worse each month. It took a few days after the beginning of the month before we had enough to pay our baseline expenses.

We have $71.91 in PayPal, $185.75 in the bank. $257.56 total in cash. We are paid up on everything currently. Insurance: $52.77 by 1/1 Rent: $1,300 by 1/1 EWEB: ~$112 by 12/25 Comcast: $69.50 by 12/29 Scaleway: $7.02 by 1/1 Total $1,541.29 that must be met before the end of the month. $1,283.63 is our current delta. Our monthly delta of $22.90 means we're right at the squeaking point. We had two cancellations and are losing David White membership and rent. We have two new members. We must gain 5 new members at $25 to compensate for last month's losses.

Old Business Announcing seasonal cleaning event Karen announced to the discussion and slack that there will be a shop reorganization party at next Tuesday's open hack. There will be cleaning! And organizing! And we will get closer to the ideal of the new shop design.

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 They haven't changed it, he will have to call them. Continuing. Karen will investigate the donation situation and possibly mock up a sign and/or live displays. Done! Ben will work with Piotr to add the payment options to the new-member mail sent out by Key Master. Continuing Kevin will work with Jeffrey to get us listed as an approved donation center with the University. Continuing. ACTION: Ben will get 501c3 letter to Aiden/Kevin Karen will send a call for assistance for the refrigerator project Done

New Business Discuss the role of former board members for continuity Kevin notes that in the past, former board members were kept on the board email list and Slack. We will continue this practice. Kevin asks if we should formalize this, perhaps in the form of inviting former board members back to discuss issues at board meetings or at an extended board meeting. Perhaps an offsite board meeting?

Raising membership fee Ben reported that when he broached the $35 figure at the membership meeting, there wasn't a big objection. $35 seems to be the ceiling for now. Roughly $300 extra per calculations with this figure based on The Usual Suspects paying. Piotr noted there is a danger that some members will cancel when they need to adjust their autopay, but Karen noted that we are slowly strangling. Aiden asked what our monthly loss is and Piotr noted that on average, it's roughly $100 down a month and that we depend on donations and things like the garage sale to stay afloat. Piotr: We will lose some folks because they were on auto pilot and we may lose some because they object to the price, but he believes the bulk will be in favor of it. Aiden: Once we decide, we announce the raise of the membership and explain that it's required. He feels that if we communicate this effectively, we will minimize our membership-losses. People who have paid in advance should not be charged extra for what they've already paid.

MOTION: Piotr moves that we increase our due to $35 Ben seconds. Unanimously

ACTION: Aiden will write a draft and send it via Slack. ACTION: Jeffrey will change the Wiki and the Wordpress ACTION: Ben will modify the membership form

Registering EMS with benevity ACTION: Ben will register us with benevity

Registering with Patreon We discuss this later

Reimbursing Bruce's expenses Bruce incurred roughyl $38, Ben will reimburse with Paypal. ACTION: Ben will reimburse Bruce

Review election process Jeffrey reports that some people had their election notices routed to spam. Aiden: Send the email to each person individually and then a mass mail saying 'Check your spam if you didn't get the vote'. Piotr: The nomination deadline should be the day before the mail goes out.

PR/Marketing Jeffrey will continue in his role and search for a replacement. We need to make sure we get into the basics like Mini Maker Faire, pumpkin chunking, etc. Science Factory may drop MMF involvement because of fees, Jeffrey has suggested they maybe rename in

One of the toilets is leaking

Action Items 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 Ben will work with Piotr to add the payment options to the new-member mail sent out by Key Master. Ben will get 501c3 letter to Aiden/Kevin for University Aiden will write a draft of the rate increase announcement and send it via Slack. Jeffrey will change the Wiki and the Wordpress to reflect new rate Ben will modify the membership form to reflect the new rate Ben will register us with benevity

Adjourn Ben/Piotr Adjourned at 7:36