EMSBo DMeeting Minutes061815

EMS
Board of Directors
Meeting Minutes
Meeting date: 6/18/2015

Call to order:

A Regular meeting of the Board of directors of EMS, was held at 687 McKinley street, Suite #2, Eugene OR on June 6th, 2015. The meeting convened at 6:16PM, Ben Hallert operating the meeting with an iron fist in his role as secretary because Rick was out of state.

Board Members in attendance: Bob, Ben, Kass, Darrell
Board Members not in attendance: Rick

Quorum present? Yes

Also Present Were: CJ

Approve agenda, and previous minutes.

Agenda:

1. Approve the agenda
2. Review previous meeting minutes - Ben moves, Darrrell seconds
3. Treasurer Report
4. Facilities Report
5. Kassandra will seek out electronic copies of the training documents Kassandra created for the Maker Space
6. Ben and Kass will work with Clif to secure wiki access for Kassandra so she can post the training documentation
7. Rick was to film an equipment tutorial for the documentation project
8. Bob will invite Eric to a board meeting to discuss training
9. Darrell will consult with his dad regarding the CNC tooling list and report back
10. Ben will make some test magnets on his Silhouette for Maker Faire
11. Ben will recover the training documents Kassandra submitted from the physical folder
12. Clif planned to email discuss to seek volunteers for the OCF booth
13. Reimburse Clif for renewing our SSL certificate.
14. SERT using our space: What's the next step?

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

The Motion carried with unanimous approval.

Approval of minutes: Motion was made by Ben and seconded by Darrell to approve the minutes of the 5/21 meeting.

The Motion carried with unanimous approval.

Treasurer's report

Darrell reports that the bank account contains $3,083. We have two new members (Bill Harper and Bradley Keller), one paid. Our current count on file is 20 members.

Facilities report

Bob reports that we have facilities. Bob informed the board that he will be skipping the next two meetings while blitzing through various European countries. Kassandra has volunteered to take over the facilities reporting for the upcoming meetings during this absence. She also has plans for the wood lathe and plans to implement them (which involves a purchase of lumber). Bob inquired as to whether the organization should cover the cost of this lumber and Kassandra skillfully changed the subject without anyone realizing it until well after the meeting.

Old business

Kassandra will seek out electronic copies of the training documents Kassandra created for the Maker Space

She has done this and mailed it to the board discussion list for review and discussion. They will be formally added to the wiki once she has acquired access.

Ben and Kass will work with Clif to secure wiki access for Kassandra so she can post the training documentation

We requested the access immediately before this weekend. This time of year, Clif's availability is minimal because of commitments he has to the OCF preparations so we anticipate very reasonable delays before this is taken care of.

Rick was to film an equipment tutorial for the documentation project

Rick was unable to attend this meeting and report on his progress. The action item will be migrated forward to the next meeting and remain 'Live'.

ACTION: Rick was to film an equipment tutorial for the documentation project

Bob will invite Eric to a board meeting to discuss training

Bob did so, then a series of mishaps occurred. First, we cancelled our first June board meeting because of general board member unavailability. For the 6/18 meeting, Eric was unable to attend because of an existing conflict.

ACTION: Ben will invite Eric to the next board meeting as Bob will be out of country.

Darrell will consult with his dad regarding the CNC tooling list and report back

He's mailed his father who is reviewing the request and considering what he has that we can use. This item remains live.

ACTION: Darrell will review the status of this request before the next board meeting.

Ben will make some test magnets on his Silhouette for Maker Faire

Didn't happen. Ben got the materials for it but did not remember the assigned action item until he was actually in the process of leaving the Mini Maker Faire. He will make some EMS refrigerator magnets anyways because #yolo.

Ben will recover the training documents Kassandra submitted from the physical folder

Ben did spectacularly not. A discussion on the merits of self-flagellation for missed action items in a volunteer board happened and from it came the idea to 'tickle' the action items with a mail to the board mailing list partway between meetings.

Clif planned to email discuss to seek volunteers for the OCF booth

Done.

New business:

Reimburse Clif for renewing our SSL certificate

MOTION - Bob moved and Kass seconded that: We reimburse Clif for this expenditure of $17.90

Unanimous approval.

Motion Carried

SERT using our space: What's the next step?

Bob read the mail to the group for review. The proposal was to open the shop to approximately 30 Middle and High schoolers working as a group on a robotics contest at $10-each a month. We agreed that a team mentor would be necessarily present to supervise due to the age of the participants meaning only the mentors would have keys. We will advise them to avoid open hack nights as a 'pro tip' to reduce competition for space and resources. We performed a straw poll and determined that all of the present members favored the idea. Bob suggested we reach out to them to move forward.

Kass suggested using the extra $300ish for making the shop more enticing. Ben engaged the question of vitamins (high value enticing materials and supplies) like Arduinos and other high-value/low-cost project materials/consumables that would be both useful to members and memorable to people touring the shop. For specifics on the Arduino question, Ben referenced sites like Deal Extreme that offer sub $10 Arduino development boards like the Uno and Nano and suggested creating 'bins' of these so that prospective members could walk away with a real perception that joining opens vistas of possibility. He argued that the actual out-of-pocket costs of things like this is low compared to the possible benefits and supports the vision of the group.

ACTION: Ben will summarize the conversation for Rick and move the conversation to the board mailing list.
ACTION: Darrell will work with Rick regarding next steps for engaging SERT.

Action Items:

Kassie:

• Kassandra will e-mail copies of the training documentation guide to the board list

Rick:

• Rick will film an equipment tutorial for the documentation project

Bob:

• Bob will tour the western front

Darrell:

• Check in on status of the tooling request for his father
• Darrell will transfer the monies for certificate-renewal to Clif
• Darrell will work with Rick to move SERT conversation forward

Ben:

• Ben will invite Eric to the next board meeting
• Ben will send out an action-item reminder between meetings to see if that helps improve follow-through
• Ben will summarize the SERT and Vitamins conversation for Rick and move the conversation to the board mailing list

Adjournment:

Bob moved for adjournment and was seconded by Kassandra.

The vote was unanimous and the meeting was adjourned at 6:57 PM.

____________________________ ___________________
Secretary Date of approval
Eugene Maker Space