EMSBoDMeetingMinutes121624
Eugene Maker Space Board of Directors meeting December 16th, 2024
Note: This is a draft of the minutes until accepted at the next BoD meeting
Call to order
6:14 PM
Attending: Ben, Sam, Piotr, Beata, Troy, Karen, Andrew Also present: jkkicks, deqster, Chef Juke, Jacob Munoz, Temo1
Approve this agenda
Motion: Ben moved that the Eugene Makerspace Board of Directors approve the agenda as presented.
The motion was seconded by Karen.
Motion passes, the vote was Unanimous.
Approve previous minutes
Motion: Karen moved that the Eugene Makerspace Board of Directors approve the minutes from the November BoD meeting as submitted.
The motion was seconded by Piotr.
Motion passes, the vote was Unanimous.
Certify results of the 2025 board election and install new officers
Karen reported that we received 13 ballots out of 52 requested. The winners were Sam Foster, Ben Hallert, Andrew Goulart, and Troy McFarland. There were no other candidates, the four have been elected.
Motion: Ben moved that the Eugene Makerspace Board of Directors Certify the election results as presented.
The motion was seconded by Beata.
Motion passes, the vote was Unanimous.
Define roles/positions for each member
Sam Foster was designated as President Andrew Goulart was designated as Treasurer Ben Hallert was designated as Secretary Troy expressed interest in performing event coordination and assisting in media contacts.
We discussed who would be handling most of our IT administration tasks. Andrew agreed to continue in this role.
Troy volunteered to identify opportunities to transition more of our governance out of the physical and into persistent electronic form.
Motion: Ben moved that the Eugene Makerspace Board of Directors we appoint Sam Foster as President.
The motion was seconded by Andrew.
Motion passes, the vote was Unanimous. Motion: Andrew moved that the Eugene Makerspace Board of Directors we appoint Ben Hallert as Secretary.
The motion was seconded by Sam.
Motion passes, the vote was Unanimous. Motion: Ben moved that the Eugene Makerspace Board of Directors we appoint Troy McFarland as Treasurer.
The motion was seconded by Unanimous.
Motion passes, the vote was {{{4}}}.
Identify any remaining transition tasks for outgoing members
Karen transferred physical documentation/receipts to Ben. She also has electronic documents such as letterheads and forms she's used and she can transfer them. Andrew will give her access to Paperless-NG to receive these.
We discussed future involvement by exiting members. Karen will remain active as a member, Piotr has some documentation and also gave counsel to the new board on recommended next steps including bank accounts and debit cards that the new members will need to get at OCCU. We discussed the process, the logistics of documenting board status (minutes signed by Secretary).
Reports
President's report
Nothing new to add.
Secretary's report
Nothing new to add.
Treasurer's report
Money accounts as of 12/16/2024
Bank $7058.19
PayPal $6717.58
Patreon $262.77
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Sum $14038.54 (diff since November +$773.34)
Piotr briefed us on the state of the finances. Our income rate is significantly decreased as expected, but this is offset by the lack of a rent obligation.
Sam reported that we expect to receive a roughly $2k bill from the abatement company for the recovered hardware.
We will formalize the termination the lease once our belongings are removed.
Shop status
Most of the shop status items were covered in previous items.
Old Business/Action Item Review
Terminate the lease for the space with Bennett
Covered in previous items.
Authorize Tom to talk to the abatement company regarding possible recovery of some heavy equipment such as the CNC table, Drill press, mill at an expense separate to EMS
Sam spoke to Tom and met up at the space with him. We don't know what Tom wishes to claim from the space and then separate that out from the abatement bill.
We will reach out to anyone we can regarding final updates on whether or not their items could be recovered.
Andrew to deactivate Wiki account creation
In progress.
Sam and Andrew will coordinate on next steps for the tool tracking and link shortening projects
In Progress (on hold indefinitely until a new space is available)
New Business
New space location-hunting report
Troy spoke with Springfield about the Booth-Kelly space. They referred him to a management company in charge of the space. Sam expressed interest as well, Troy will see if he can arrange a walk-through.
Sam spoke about a possible space in the general REI area, 3K woodshop.
Open PO Box
ACTION: Sam will will open a PO Box for the maker space..
Duplicate mailbox key
Ben and Sam will meet, Ben will give him a key to the current mailbox.
Events report
Troy reported on the different live events we've held. The most recent event was at MECCA and the group made Christmas tree ornaments with sculpy and 3d printed stamps. There were some challenges related to power availability but Sam was able to help coordinate some alternatives that worked out well.
Troy suggested changing the pace to once per fortnight to avoid burnout and to assist with giving more prep time.
Sam reported that the relationship with MECCA has remained good and that they continue to generously welcome us to hold events in their space.
Piotr suggested that we advertise in Eugene Weekly.
Review upcoming events
Weekly in-person meetings (Open Snack) at PLAY Eugene as the shop is currently unavailable. The next event is 12/17. The calendar will be updated, we expect some quiet during the holidays.
Adjournment
Motion: Ben moved that the Eugene Makerspace Board of Directors adjourn.
The motion was seconded by Andrew.
Motion passes, the vote was unanimous.
The meeting was adjourned at 7:46 PM.