EMSBo DMeeting Minutes120617

EMS
Board of Directors
Meeting Minutes
Meeting date: 12/06/2017

Call to order:

A Regular meeting of the Board of directors of EMS, was held at 687 McKinley street, Suite #1; Eugene OR on December 6th, 2017. The meeting convened at 6:07 PM ____ presiding and ___ acting secretary.

Board Members in attendance:
Board Members not in attendance:

Quorum present? Yes, with forthcoming quorum wavers.

Also Present Were: Clif, Tom, Jher, Mary, Michelle, Kassie, Joe

Approve agenda, and previous minutes.

Agenda:

1. Call to order
2. Approve the agenda
3. Review previous meeting minutes
4. Confirm new board members
5. Elect Officers
6. Officers Reports
   1. President's Report
   2. Secretary's Report
   3. Outgoing Treasurer's Report
7. The fate of the Lasermaster
8. Discussion re: setting up a HAM radio station at EMS
9. Tanda requests polling for interest in changing the board meetings to a different day of the week
10. Tom Upchurch's CNC project offer
11. Techsoup - Should we register with this resource?
12. Discussion - Appointing an additional board member
13. Shop Layout - Joe
14. Action Items Review
15. Adjournment

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 Ben and seconded by Kevin to approve the minutes of the 11/15/17 meeting.

The Motion carried with unanimous approval.

Confirm new board members

Clif requested acknowledgement that Paris's failed ballot be discussed. Tom described what happened, it appears Paris submitted a blank vote. The voting system did not allow for it to be fixed.

After some discussion it was RESOLVED that the following directors, elected at the 2016EMS annual meeting, were found in all respects nominated, ratified, and confirmed.

• Ben Hallert
• Piotr Esden-Tempskiinde
• Jeffrey Garman
• Kevin Forsythe
• Karen Englebeck

Elect Officers:

Upon Further discussion the following officers were elected to fill vacancies:

MOTION - Ben moved, and Karen seconded that Kevin will take on the Office of President

Unanimous.

Motion carried.

MOTION - Ben moved, and Kevin seconded that Piotr will take on office of Treasurer.

Unanimous.

Motion carried.

MOTION - Kevin moved, and Karen Seconded that Ben will fill the office of Secretary.

Unanimous.

Motion carried.

MOTION - Ben moved, and Kevin Seconded that Geoffrey will fill the office of PR/Marketing Director.

Unanimous.

Motion carried.

That leaves the Facilities Manager, and PR Director yet to be determined.

Just for clarity, the end result of all this is the following board members and offices held:

Number	Name	Office
1	Kevin	President
2
3	Ben	Secretary
4	Jeffrey	PR Marketing
5	Piotr	Treasurer

Officer's reports:

President

Nothing new.

Secretary

NOTHING.

Previous Treasurer

Clif gave a short recap of where we are. We have three different places that hold money. We have a primary bank account at OCC, a Pay Pal account, and a coinbase account.

The savings account (OCC) we have $1,597.07

Checking: $57.71

Paypal: $417.82

Coinbase: 0.0125 bitcoins (approx $180 value at today's value)

Total: $2,248.45

Expenses:
$1,200 - Rent (due 1st of the month)
$50.23 - Insurance in February
$30.07 next month, then $64.95 a month - Comcast
~100 a month

All December bills have been paid.

Kevin wanted to know roughly how much comes in via Pay Pal each month. Clif noted that we have had a couple of cancellations (such as Cord), but reports about 2/3rds comes in via Pay Pal.

We're bringing in roughly $2,000 a month currently. This figure was given as a rough approximation as-of the current situation, Clif wanted to note that the situation is fluid and this is not a good enough number to do long term planning.

We did not file our 2016 taxes previous to Clif's term as treasurer. Clif filed 2016 taxes and it was accepted during his term. We paid $20 in taxes and $20 in fines because of the late filing.

We received grant money this year, the documentation for it is on the wiki.

Coinbase contacted Clif to inquire about us testing a new UI. Clif will work with the new treasurer if Coinbase follows up.

Clif contacted OCCU to inform them a new co-signer will be added. Darrell and Clif are Co-signers. To add the new co-signer, a physical trip to the bank will be required.

Clif will provide a list of members in good standing, documentation of who does not have a waiver on file (about half of the listed members in the door list). He guessed there was approximately 10 paying members who do not have waivers on file.

ACTION: Ben will add the waiver field to the door system and will implement a special announcement when non-waivered members join.

Finally, Clif briefed the board on the key status for the different boxes and reported on a letter he found from Jim Callaway from August about the New Member Letter/outreach effort. He would like to assist with this and is an active member in good standing.

ACTION: Jeffrey will reach out to Jim to loop him into the new member effort and get him involved.

The fate of the Lasermaster

Tom reported that the Lasermaster is probably not worth making back into a laser. It's a lot of effort to get it going and he has grave reservations about it. He can't get the optoisolated stepper drivers to work with a standardized controller like GRBL, but it did work with the Leetro controller.

He believes that a Z-Axis could be added with a reasonable amount of effort and, assuming the stepper drivers could be interfaced with, it could be made into a solid CNC router table.

Karen asked if the motors were up to the task of driving a router, Tom said they are very high torque and he suspects they will work. He estimated replacing the motors and getting controllers would be about $350-400 if we had to. Karen asked if we could get a consensus from the people who know about the machine to figure out what our next steps are.

Clif feels we should get the cooling system working for the K40 laser so we have a working laser, then expressed concern about replacing the steppers that are there and finding ourselves in the same position again. Tom acknowledged Clif's concern and described the replacement plan as a 'worst case scenario'. Clif then suggested we seek consensus from the membership if we want to convert it to a CNC table or not. Clif suggested an experiment to see if 5v signals could command the existing stepper drivers to move before the decision is made to convert the laser or not.

ACTION: Tom will attempt to run the steppers on the Lasermast to test Clif's suggested experiment. He will report back to the discuss list with his results and seek consensus for our next steps.

ACTION: Tom will install the K40.

Tom will be building a CNC table of his own and offered to station it at the shop if there's interest.

Discussion re: setting up a HAM radio station at EMS

Kevin noted that several members of the Maker Space have licenses and discussed setting up a ham station in the office. He proposed some non-permanent modifications to the structure for antennas and existing holes for running cable into the space.

Clif requests that the ham station be equipped with headphones. Karen requests instructions for safely shutting it down.

Consensus exists that this 'cool'.

Tanda requests polling for interest in changing the board meetings to a different day of the week

After a quick conversation, Thursday seemed to gel into a viable day for most of the

Tom Upchurch's CNC project offer

He will build one here at the shop and will seek participation from the membership. If the Lasermaster is determined non-viable, he may be able to station it at the space with a router.

Karen suggested that Tom form a committee of Lasermaster principals to create A Plan on what to do next.

Techsoup - Should we register with this resource?

There was a discussion about the merits and negatives to Tech Soup. Joe asked if it incurred a downside, Ben described to his best ability Clif's concerns from last year. Clif clarified some points and expressed his own concerns about the level of savings it brought. Karen described some of the example offers as well as the token system.

Karen moved that the Eugene Maker Space sign up with Techsoup, Ben seconded.

Unanimous

The motion passes

ACTION: Ben will complete the registration process for the organization with the authorization of the board.

Discussion - Appointing an additional board member

Kevin feels that adding another member to the board would allow us to hold a quorum with two missing members.

Ben expressed support to adding Jher based on his assistance during the 2017 session in seeking consensus during charged discussions.

MOTION: Ben moves that Jher be appointed to the 2018 Eugene Maker Space board of directors.

Unanimous

The motion carries

Ben moves, karen seconds that policy be updated

Unanimous

The motion carries

ACTION: Karen will update the document.

Shop Layout - Joe

Joe described some of the concerns members have brought to him as well as describing some of the plans he has to further expanding the tables he's been building. He suggests that we continue adding 8' sections to the back wall to increase the usable working space.

Karen asked about the big compressor. Jeffrey reported that the owner (Heather Higgins) is amenable to it being integrated in as the heart of a shop-air system and is ok with it being outside so long as it is protected from the elements by a roof. Joe asked if the landlord would need to be consulted. Clif affirmed that it would and believes there would be no objection.

ACTION: Clif will inquire with the landlord about the outdoor placement of the compressor and dust removal system.

Joe asked if the board had consensus as to his plans to extend the tables down the back wall and described the benefits of the new system. He has incurred approximately $150 in expenses so far during his shop improvement work.

ACTION: Piotr will reflect a $150 membership credit (6 months) to Joe Tyndall.
ACTION: Jeffrey will add Joe to the board list.

Action Items:

Kevin:

Piotr:

• Piotr will reflect a $150 membership credit (6 months) to Joe Tyndall.

Jeffrey:

• Jeffrey will reach out to Jim to loop him into the new member effort and get him involved.
• Jeffrey will add Joe to the board list.

Karen:

• Karen will update the documentation to reflect 6 board members.

Ben:

• Ben will add the waiver field to the door system and will implement a special announcement when non-waivered members join.
• Ben will complete the Tech Soup registration for the organization

Tom:

• Tom will install the K40
• Tom will attempt to run the steppers on the Lasermast to test Clif's suggested experiment. He will report back to the discuss list with his results and seek consensus for our next steps.

Clif:

• Clif will inquire with the landlord about the outdoor placement of the compressor and dust removal system.

Adjournment:

Ben moved for adjournment and was seconded by Kevin.

The vote was unanimous and the meeting was adjourned at 8:01 PM.

____________________________ ___________________
Secretary Date of approval
Eugene Maker Space

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