EMSBo DMeeting Minutes090618

EMS
Board of Directors
Meeting Minutes
Meeting date: 9/6/2018

Call to order:

A Regular meeting of the Board of directors of EMS, was held at 687 McKinley Street, Suite #1; Eugene OR on September 6th, 2018. The meeting convened at 6:14 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: Bruce, Dick, Josiah, Beatta

1. Call to order

2. Approve this agenda

3. Review previous meeting minutes from August 2nd 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 reach out to Michael re: creating new mailing list (irregulars)

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

   5. Jeffrey will check with some people he knows connected to the local rocketry group

   6. Jeffrey will reach out to the membership to make a call for cool projects to be displayed at Mini Maker Faire

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

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

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

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

   11. Ben will send Karen's draft of the 'we need money' letter

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

7. New Business
   1. Reimbursing Bruce for eBay software/fees
   2. Painting in the parking lot Part III: Skate or Dye
   3. Reassessment of David's extra storage space agreement
      - Has he reduced his footprint as requested by the board last month?
      - Revisit the issue of where his extra storage space should be, ie should he be getting the most prime real estate by the front windows?
   4. Superfluous Stuff Creep
      - Is EMS turning into a hoarder space? If so, what should we do about this?
   5. Shop layout
      - Get update from Bruce about on-going developments & direction of shop layout/design.
   6. Arcade
8. Adjournment

Approve agenda, and previous minutes.

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

The Motion carried with unanimous approval.

Approval of minutes: Motion was made by Kevin and seconded by Jeffrey to approve the minutes of the 8/2/18 meeting.

Note: Jher noted that Oz Con was misspelled in the July minutes.

The Motion carried with unanimous approval.

Reports:

1. President
   Nothing to report.
2. Secretary
   NOTHING.
3. Treasurer
   We have $809.87 in the bank account and Pay Pal. We have $1,536.01 in debts to pay this month. He is using EWEB estimated payment of $123.45 to guesstimate our power bill this month which he has yet to receive. The delta between where we are and where we need to be by the end of the month is $726.14. Last month the delta was ~$910. Piotr notes that without Bruce's spectacular efforts with eBay, we would not have made our rent payment. Piotr noted 2-3 members who had not paid previously did pay. The effect of the mail was not as big as hoped for, but he thinks this may be related to us being in the middle of Summer. While we can limp along a little bit here and there, he feels we must reach a one month buffer minimum before the state of emergency can be considered passed.
4. Public Relations
   Jeffrey noted that SHiNA is coming soon but he will not be able to staff it because of a schedule conflict. He said that if anyone wants to go, we have resources and a go-box ready. Josiah expressed interest.
   Jeffrey also said the King Pong event at the end of the month and that we are welcome to bring a table.
5. Shop Status
   (covered later)

Old Business/Action Item Review

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

ACTION: Continuing

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

ACTION: Continuing

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

The new server is being worked on and is working. It's running Media Wiki and a migration path appears to exist from Fos Wiki to it, but he's had some big time commitments elsewhere so progress on this has been moderate and continuing. Piotr expects that he will have the Wiki migrated shortly. We have one instance running $3.51 a month and plan to scale up to 3 instances eventually. We will set up the membership system on one of the new instances, possibly this month.

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

ACTION: Continuing

Jeffrey will check with some people he knows connected to the local rocketry group

No progress, dropping this.

Jeffrey will reach out to the membership to make a call for cool projects to be displayed at Mini Maker Faire

No change, but he saw that some other folks have done this.

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

Karen feels we should repurpose the suggestion box. She also described some possible updates to the messaging around donation.

ACTION: Continuing

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

Done. Piotr received an inquiry from the USPS about who might receive mail here and provided a list of names including EMS, Rick Osgood, and his own just in case.

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

ACTION: Continuing, this is tied to the one-way only deposit bank account.

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

ACTION: Continuing

Ben will send Karen's draft of the 'we need money' letter

Done. I will make the results so far available via spreadsheet and then send a followup to those who have not responded.

Ben will try to install an ad at the library

He did not.

ACTION: Continue

New Business

Reimbursing Bruce for eBay software/fees

$19.99 for the software. Ben moves that we reimburse Bruce $20.00 for the eBay software used. Karen second.

The motion passes unanimously. Bruce was paid $20 cash.

Jeffrey notes that there is a process where we can become an official donation center for the University. Kevin volunteered to run point on this.

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

Painting in the parking lot Part III: Skate or Dye

Sam painted some skateboard decks on the pavement and marked the pavement.

Karen acquired some tarps for use in painting outside to protect the pavement, we will need some signage.

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

- Revisit the issue of where his extra storage space should be, ie should he be getting the most prime real estate by the front windows?

No. Bruce marked the area agreed and in the last month, it has actually expanded. There are additional items that have been added to his storage including a crate. When Bruce began some of the work related to shop re-arrangement, there was some pushback from David where he was asserting ownership of some table before he left, leaving Bruce in a bit of limbo regarding the re-organization. There are untagged items in Pick-A-Part.

Karen notes that David is providing the space with money. $100 is the minimum, but last month he paid $140. Karen says this is for some equipment he's been purchasing from the rummage sale area.

Karen requests group assistance in clearing out the garage area, moving things in and out of Pick-A-Part as part of moving David to the office-wall.

There was a discussion about what the role of storage space versus 'territory', space that he can control. Kevin shared some experiences he had with a Maker Space in the Bay Area that counseled against allowing members to establish sole-use workspaces.

Kevin noted that we gave him a one month period to reduce his space consumption to the agreed-on space and he did not. The board discussed next steps. Karen suggested that we formalize on a new location for him by the garage door. Ben suggested that we provide a deadline for moving to the new area with the understanding that if he doesn't move his possessions to the new spot on schedule, volunteers will make a best effort to move it themselves.

Karen asked for volunteers to come in and help 'blitz' the area clean so he has a place to move to, we will work on this Sunday the 9th. Once it's clear, he will have two weeks to do the move before we move stuff for him.

- Is EMS turning into a hoarder space? If so, what should we do about this?

This is part of why Karen wanted to become donation handler because we've experienced a huge upswell in questionable donations.

We discussed the situation in general and all agreed that Karen is empowered to make instant decisions re: keep/sell/trash. We will also bring back the Trash Circle for helping keep the space clear.

Shop layout
- Get update from Bruce about on-going developments & direction of shop layout/design.

Bruce hasn't changed the layout yet but has presented his plans. Implementing it will result in cleaning-by-default, but he will need help. He has cut out parts for the fume hood and acquired a squirrel-cage blower. He's acquired ducting for the ventillation system and we hope that with Summer coming to an end, there will be more people available to help with the work.

Arcade

Karen has designs for changing her project from a personal home arcade machine into an EMS arcade that can be brought to events. She would also like to make a stand-up arcade for the shop space. There was widespread excitement at the idea of this as both an enhancement to the space and

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:

Kevin moved for adjournment and was seconded by Karen.

The vote was unanimous and the meeting was adjourned at 7:46 PM.

____________________________ ___________________
Secretary Date of approval
Eugene Maker Space

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