EMSBo DMeeting Minutes071218

EMS
Board of Directors
Meeting Minutes
Meeting date: 07/12/2018

Call to order:

A Regular meeting of the Board of directors of EMS, was held at 687 McKinley street, Suite #1; Eugene OR on July 12th, 2018. The meeting convened at 6:16 PM Ben Hallert as secretary.

Board Members in attendance: Jeffrey, Karen, Ben, Piotr, Jher (on the phone)
Board Members not in attendance: Kevin

Quorum present? Yes

Also Present Were: Beatta

1. Call to order

2. Approve this agenda

3. Review previous meeting minutes from May 3rd 2018

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 spring cleaning event.
   2. We must 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 to directly from their website.
   4. Karen will ask Piotr to see if getting listed as a Humble Bundle fee.
   5. Karen will write a guide to the new donation labeling system and propagate it.
   6. Ben will add PR report and Shop Status to agenda
   7. Ben will write a mail (for board approval) then reach out to the membership to try and connect payment methods being used with our own records and also remind users who aren't paying that we need their help.
   8. Ben will submit a fresh mail forwarding instruction for our address.

New Business

1. Shop Steward position
   Motion to formalize Bruce's assignment to this role
2. Open Hours
   How to insure member presence and access during published open hack nights
3. Painting in the parking lot
4. Server colocation (or cloud)
5. Kaplan donation
6. Jerry donation inquiry
7. Metal working and ventillation compressed air dust collection review (CNC Alley)

8. Security Camera situation

9. Pick-a-part/storage kerfuffle

Approve agenda, and previous minutes.

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

The Motion carried with unanimous approval.

Approval of minutes: Motion was made by Ben and seconded by Karen to approve the minutes of the 6/07/18 meeting.

The Motion carried with unanimous approval.

Reports:

President

Not present.

Secretary

NOTHING.

Treasurer

We have $48.25 in Pay Pal, $1,473.43 in bank. $1,521.68 total liquidity. He re-calculated our July expenses (Insurance, rent, EWEB, Comcast) with a sum $1,513.89. We are +$7 for this meet.

We had a Swap Meet and raised $311.53 for the Maker Space which means that had we not had this sale, we would be short > $300. Last month, in comparison, we were short $458.81. We have improved our situation by $155.10 but there are some other factors for consideration (such as us being one week later in the month) but it is still a real improvement. We are 'pivoting back and forth on the edge'. Ben thanked Jeffrey and Karen for their efforts in spearheading and running this sale.

Public Relations

Jeffrey reports that we have made many public relationships through the Second Star Festival (with Karen's assistance). They had good engagement at the event including people coming by and trying out the arcade and stuff. We also did the Swap Meet (he put an add in the Eugene Weekly, Register Guard, and Craigslist) and had about 200 people visit the sale and got upwards of 5 new members. One of the new members from Saturday even ended up helping run the sale on Sunday.

We met our neighbor from the printer cartridge shop and he both helped fix our printer and gave us a toner cartridge! Piotr noted that it's awesome to make friends with neighbors.

Shop Status

The shop steward wasn't in attendance, so this was skipped.

Old Business/Action Item Review

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

Ben noted that it is Summer. Karen agreed. There has been no further progress on this since an initial notice went out.

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

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

ACTION: Kevin will respond to the management company that we are a 24x7 operation and do not believe we have anyone sleeping at the space, Jeffrey will reach out to Kevin.

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

No change.

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

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

Karen checked and saw that we're not listed as a target despite being in the Pay Pal system. She will continue to work on this.

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

Karen will write a guide to the new donation labeling system and propagate it.

In progress. The system is already running and doing well as-is, she will continue efforts to get info out.

ACTION: Karen will continue rollout of donation labeling system.

Ben will add PR report and Shop Status to agenda

Done.

Ben will write a mail (for board approval) then reach out to the membership to try and connect payment methods being used with our own records and also remind users who aren't paying that we need their help.

First draft done, we will tune it to meet some changes in progress (such as new membership management system that might make regular reminders to people who haven't paid as well as a call to verify they've heard from our user management system).

ACTION: The board will complete the task and get a message out to the membership.

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

He did not.

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

New Business

Shop Steward position

The entire board has discussed the issue and unanimously appointed Bruce Newland as shop steward.

Open Hours

Jeffrey noted that we had a Friday when nobody was present until 6:45. We have no official way of requesting people be here nor do we consistently recognize the people who do put in this effort.

Karen suggested setting up a volunteer schedule for staffing Open Hacks.

Jher asked if Bruce might be best resource for scheduling volunteers to staff so we have a single contact.

Karen suggested a sign w/ contact info for an unstaffed shop during Open Hack (and a reminder that it's a volunteer organization). She also suggested making a volunteers@ems mailing list to send Google Voice messages to from the contact number.

ACTION: Reach out to Bruce to see if he is willing to coordinate Open Hack staffing. (Karen)

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

Painting in the parking lot

A member painted with much overspray in the parking lot. It appears to have been cleaned up.

Server colocation (or cloud)

Piotr spoke with Michael who reported that the current server is running at very lean resources levels and that installing even the test system was a real chore because of this. Michael subsequently recommended a host (Scaleaway) he uses for several other clients that maintain very good uptime and would cost $9 a month.

Jher asked if this was an opportunity to reach out to manufacturers to seek the grant of hardware or service to host this ourselves. He also noted that Oz Con is coming back to PDX and asked if we might want to send someone to make the request.

MOTION: Piotr would like to budget $10 a month to fund a new server service so that we can begin migrating to a new infrastructure.

Karen seconds the motion, the vote was unanimous, the motion passes.

Metal working and ventillation compressed air dust collection review (CNC Alley)

Karen reports that Bruce and Revo are very interested in upgrading our ventilation and compressed-air situation for better ventilation and Karen suggests that we immediately begin making some changes to our metalworking and CNC Alley area to accomodate both debris and smoke. Ben asked if the metalworking peninsula idea still had interested parties and Karen noted that there is a general plan and she's looking for a go-ahead on action. The board is totes ok with that.

Security Camera situation

We have installed 3 of the old cameras and connected them to the DVR and we have a big stock of cameras that all put out RCA video. We need a reliable DVR system. We either need our existing DVR configured or a replacement.

Pick-a-part/storage kerfuffle

A departed member was using Pick-A-Part as storage and telling new members that it was a storage area and has become a logistics nighmare because there is personal property in Pa P that should not be there. Some of it can be identified, some that may belong to members, and equipment. We need an emergency evaluation or to take some action about it.

Ben suggested sending out a notification to the membership describing the situation and requesting that personally owned items be removed from the area with a sharply defined deadline after which the remainders would be sorted and integrated into general shop resources.

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

Kaplan donation

ACTION: Karen will create a donation receipt for the Kaplans.

Action Items:

Kevin

• 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

Piotr:

• Piotr will investigate becoming an officially listed business for OCCU members to submit payments directly from their website.
• Piotr will reach out to Michael re: creating new mailing list (irregulars)

Jeffrey:

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

Karen:

• Kevin and Karen will work together to announce the seasonal cleaning event.
• Karen will ask Piotr to see if getting listed as a Humble Bundle fee.
• Karen will continue rollout of donation labeling system.
• Reach out to Bruce to see if he is willing to coordinate Open Hack staffing.
• Karen will create a donation receipt for the Kaplans.

Ben:

• Ben will submit a fresh mail forwarding instruction for our address.
• Ben will send out a 'get your stuff outta there' mail

Others:

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

Adjournment:

Ben moved for adjournment and was seconded by Jeffrey .

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

____________________________ ___________________
Secretary Date of approval
Eugene Maker Space

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