EMSBo DMeeting Minutes080218

EMS
Board of Directors
Meeting Minutes
Meeting date: 08/2/2018

Call to order:

A Regular meeting of the Board of directors of EMS, was held at 687 McKinley Street, Suite #1; Eugene OR on August 2nd, 2018. The meeting convened at 6:14 PM, Kevin presiding, 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: Bruce, David

1. Call to order

2. Approve this agenda

3. Review previous meeting minutes from July 12th 2018 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. Kevin will respond to the management company that we are a 24x7 operation and do not believe we have anyone sleeping at the space
   3. Piotr will investigate becoming an officially listed business for OCCU members to submit payments directly from their website.
   4. Piotr will reach out to Michael re: creating new mailing list (irregulars)
   5. Jeffrey will reach out to Kevin re: Kevin reaching out to property management
   6. Karen will ask Piotr to see if getting listed as a Humble Bundle fee.
   7. Karen will continue rollout of donation labeling system.
   8. Reach out to Bruce to see if he is willing to coordinate Open Hack staffing.
   9. Karen will create a donation receipt for the Kaplans.
   10. Ben will submit a fresh mail forwarding instruction for our address.
   11. Ben will send out a 'get your stuff outta there' mail The board will complete the task of getting the 'we need monies' letter out to the membership.
7. New Business
   1. Painting in the parking lot, part 2
   2. Donation sign
8. Adjournment

Approve agenda, and previous minutes.

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

The Motion carried with unanimous approval.

Approval of minutes: Motion was made by Jeff and seconded by Karen to approve the minutes of the 7/12/18 meeting.

The Motion carried with unanimous approval.

Reports:

1. President
   Nothing to report.
2. Secretary
   NOTHING.
3. Treasurer
   All the bills for July were paid. We currently have $239.70 in Pay Pal, $371.96 in bank for total of $611.66. He has not received the EWEB bill yet. Our total expenses are anticipated to be roughly $1,522 dollars. That does not include the new server service which will be approximately $10. The delta is currently $910.61. He has done some rough calculations and expects that we may be able to anticipate ~$600 in additional dues leaving us short by around $300.
4. Public Relations
   99.1FM is offering free announcements of non-profits, Rick has contacted them and we are waiting to hear back. SHiNA has a neighborhood picnic scheduled and is an opportunity to get new members. SHiNA asked if we might consider giving away a one month membership as a raffle. Jher asked if we might do an open house again soon. Karen asked if we might get more 'stuff' from Jeffrey for another rummage sale, he said yes and suggested we avoid doing too many. Ben suggested we brand it something along the lines of a 'Mad Scientist Rummage Sale', Jher counseled that we look for something equivalent that doesn't treat mental illness lightly. We have some time to figure out alternatives. We didn't participate in the Eugene Parade this year and should consider staffing a table next year. David suggested we ask if we can post an advertisement at the library's maker space. Eugene Tech Kids is looking for a place to host a monthly or weekly kid tech class. They'd like to do a tour in late August. David suggested reaching out to KLCC or KRVM. Jeffrey suggested that we offer to restrict the shop to the ETK folks-only for an hour or so. David asked if the rocketry group that was here a few years ago would be worth reaching out to for something similar. Jeffrey will check with some people he knows connected to the local rocketry group. Piotr suggested we also set up a repeater or beacon as part of an effort to raise interest in the space. Kevin attended a ham meeting and presented about the Near Space Balloon and says they have member presentations that would fit this. Mini Maker Faire is coming up, Jeffrey is on the committee.
   
   ACTION: Ben will try to install an ad at the library
   ACTION: Jeffrey will check with some people he knows connected to the local rocketry group
   ACTION: Jeffrey will reach out to the membership to make a call for cool projects to be displayed at Mini Maker Faire
5. Shop Status
   David has hauled some trash and some expendables. Bruce fixed the A/C wiring and it works. The upper outlet is disconnected so the wiring is safe. He will probe the outlets on the ceiling over the router table to see what's up. He'll be researching the status of the wiring for the welder outlets to make sure it's kosher. David expressed concerns about some of the wiring he saw. Jeffrey has conduit benders if we need it. Bruce got a blueprint of the shop from Tanda and will be working to organize equipment and layout as necessary. Karen moved the shelves, shorted the mailbox and bolted it in place. She discussed some conversations in progress re: moving the Router Master and front desk 'pinch point' to get rid of the situation where guests feel they must be 'helped' at the door. Ben straw polled the board to demonstrate to Bruce that he has the board's confidence to make organization decisions about what changes are made around the shop. The board expressed agreement.

Old Business/Action Item Review

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

No change.

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

Kevin will respond to the management company that we are a 24x7 operation and do not believe we have anyone sleeping at the space

Done.

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

He made an appointment with one of their representatives. The list is provided by a 3rd party that is used by multiple banks. He will investigate to find out if we can use it but suspects it is not a free service. He asked about the privacy concerns about publishing our bank account number and learned that many landlords set up one-way account numbers that can be publicized safely. He wanted to make sure the board was ok with it, we did a straw poll and the board agreed. Karen discussed some concerns we've had in the past about the enforceability of an online waiver. Jher asked that we seek a lawyer that will offer a discounted or gratis review of our waivers. Karen has a stack of applications that need to be scanned into a retrieval system. She urges us to push ahead to implement the electronic waiver as soon as possible.

ACTION: Piotr will set up the one-way account

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

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

Piotr will reach out to Michael re: creating new mailing list (irregulars)

No update.

ACTION: Piotr will reach out to Michael re: creating new mailing list (irregulars)

Jeffrey will reach out to Kevin re: Kevin reaching out to property management

Done.

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

Piotr determined that a specific list of parameters are required to be met to be listed on the Pay Pal giving fund, parameters beyond non-profit. Our category has membership in the category which invalidated us. Piotr has attempted to change it and has encountered some obstacles, this is in progress.

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

Karen will continue rollout of donation labeling system.

She has continued the rollout of the labeling system. We now have trouble tickets, she has begun vinyl cutting for the big poster.

Reach out to Bruce to see if he is willing to coordinate Open Hack staffing.

Done.

Karen will create a donation receipt for the Kaplans.

Done.

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

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

Ben will send out a 'get your stuff outta there' mail

Done.

The board will complete the task of getting the 'we need monies' letter out to the membership.

ACTION: Ben will send Karen's draft

New Business

Painting in the parking lot, part 2

Addressed.

Donation sign

Kevin visited another Maker Space in SFO that had great luck with a big donation sign. They had things on it like rough daily operating costs and other things to help draw attention to our needs and increase our income.

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

Storage situation by front window

Karen would like to consider installing some workstations up front, the space that David is paying for has been exceeded and spilled over into the area she has in mind. Kevin estimated that David is taking up about 2.5x the agreed on space and asked when David would be able to get his space-usage under control. Kevin checked with Karen to see if she was ready to implement her changes and it sounds like she is. She proposed that his storage be either moved elsewhere or compacted so we can put some things out front to draw people in. Light up displays, things that draw the eye. Kevin suggested we make a bank of computers up front. Kevin shared his wish that the window space be used more effectively to draw potential members and that perhaps the bulk of his storage be moved to a more appropriate location. Piotr suggested we research solutions like barriers to allow the rocketry station to be moved away from the front window yet be protected from debris by machinery. There was a discussion about shielding the shop from router debris from enclosures to curtains. David expressed some concerns about where his things would go and there was a spirited discussion about those concerns and more. Kevin brought the conversation back to the original concern about storage. Karen suggested that perhaps it would make sense for him to move his stuff to the auto-bay, Kevin noted that this might limit the utility of the space for large projects (cars, trailers, etc) if the space is blocked.

The board tabled the discussion and informed David that he has a one month grace period to bring his space usage into alignment with the agreement made re: how much area he uses.

Action Items:

Kevin

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

Piotr:

• Piotr will set up the one-way bank account for depositing
• Piotr will reach out to Michael re: creating new mailing list (irregulars)

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

Jeffrey:

• ACTION: Jeffrey will check with some people he knows connected to the local rocketry group
  ACTION: Jeffrey will reach out to the membership to make a call for cool projects to be displayed at Mini Maker Faire

Karen:

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

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

Ben:

• Ben will submit a fresh mail forwarding instruction for our address.
• 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 send Karen's draft of the 'we need money' letter
• Ben will try to install an ad at the library

Others:

Adjournment:

Jher moved for adjournment and was seconded by Ben.

The vote was unanimous and the meeting was adjourned at 8:00 PM.

____________________________ ___________________
Secretary Date of approval
Eugene Maker Space

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