Difference between revisions of "EMSBoDMeetingMinutes021022"

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=Eugene Maker Space Board of Directors meeting February 10th, 2022=
  
=Eugene Maker Space Board of Directors meeting February 10th, 2022=
−  
−
'''Note''': These minutes have not been approved by the BoD yet, this is a '''draft'''
  
   
 
==Call to order==
  
==Call to order==
  +
5:05PM
−
XX
  
   
−
Attending: Beata, Karen, Ben, Michael, Piotr
 +
Attending: Karen, Ben, Michael, Piotr, Beata
 
Also present:
 
Also present:
   
 
==Approve this agenda==
  
==Approve this agenda==
−
{{Motion|XX|approve the agenda as amended|XX|Unanimous}}
 +
{{Motion|Ben|approve the agenda as amended|Karen|Unanimous}}
   
 
==Approve previous minutes==
  
==Approve previous minutes==
−
{{Motion|XX|approve the minutes from the January BoD meeting as submitted|XX|Unanimous}}
 +
{{Motion|Karen|approve the minutes from the January BoD meeting as submitted|Michael|Unanimous}}
  +
   
 
==Reports==
  
==Reports==
 
===President's report===
  
===President's report===
  +
Nothing to report.
−
XX
  
   
 
===Secretary's report===
  
===Secretary's report===
Line 30: Line 29:
 
--------
  
--------
 
Sum $2699.68 (diff from last month +$369.01)
  
Sum $2699.68 (diff from last month +$369.01)
  +
  +
Memberships:
  +
Cash from Sam Rainey: $35.00
  +
Cash from Sam Rainey: $35.00
  +
Check from Dick Penny: $105.00
  +
  +
Donations:
  +
Check from Systems West Engineers: $200.00
  +
  +
We will be able to pay our annual insurance in full.
   
 
===Shop status===
  
===Shop status===
  +
Beata and Ben set up the new printer Elegoo donated at the shop, it is now online. We would like to talk about the printer on social media. Some ideas Karen suggested:
  +
* Instructional video about how to use the printer
  +
* Blog post about using it
  +
* Some pictures of it printing/prints
   
  +
We received a large donation of IoT and development SoC boards and some computers including an All In One.
   
 
==Old Business/Action Item Review==
  
==Old Business/Action Item Review==
 
===COVID-19 status review - Open Hack closure status===
  
===COVID-19 status review - Open Hack closure status===
 
The State of Oregon has re-implemented indoor mask mandates due to a big uptick in infections (largely due to the the Delta and now Omicron variant). Karen has updated the text on the website to reflect our new mask-mandate status in compliance with state rules until further notice.
 
The State of Oregon has re-implemented indoor mask mandates due to a big uptick in infections (largely due to the the Delta and now Omicron variant). Karen has updated the text on the website to reflect our new mask-mandate status in compliance with state rules until further notice.
  +
  +
  ⚫
===Board will re-evaluate the Open Hack closure status at the February BoD meeting based on the pandemic status===
   
 
Karen asked if we should be having Open Hack right now consider both the pandemic and difficulties in staffing. We discussed the speed at which the Omicron variant is hitting.
  
Karen asked if we should be having Open Hack right now consider both the pandemic and difficulties in staffing. We discussed the speed at which the Omicron variant is hitting.
   
−
Ben proposed we formally cancel Open Hacks between now and the next board meeting and re-evaluate based on the pandemic status at that point.
 +
Ben suggested we continue to do no Open Hacks for another cycle. Piotr noted that the state-wide mask mandate will expire next month so re-evaluating our mask rules in conjunction with that would make sense.
   
  +
Karen provided some details on the Oregon state plan and agreed to recommend extending it another month.
⚫
===Board will re-evaluate the Open Hack closure status at the February BoD meeting based on the pandemic status===
  
  +
  +
Should the mandate be lifted sooner, the board will reconvene to make a decision at that time.
   
 
===Karen will Update webpage, post a note in Slack, remove open hacks from public calendar re: COVID surge===
  
===Karen will Update webpage, post a note in Slack, remove open hacks from public calendar re: COVID surge===
  +
Done.
   
 
===Ben will re-print and replace the signs in the shop window===
  
===Ben will re-print and replace the signs in the shop window===
  +
Continuing.
   
 
===Ben will sign lease and send copy to Piotr===
  
===Ben will sign lease and send copy to Piotr===
  +
Done.
−  
⚫
===Board will work out and implement if neccessary a Discord migration plan===
  
−  
⚫
==New Business==
  
   
 
===Piotr will give Karen access to the Bennett Portal===
  
===Piotr will give Karen access to the Bennett Portal===
  +
Done.
   
 
===Karen will request a door replacement===
  
===Karen will request a door replacement===
  +
Continuing.
   
 
===Piotr will fill out the form and send it to Elegoo===
  
===Piotr will fill out the form and send it to Elegoo===
  +
Done.
  +
  ⚫
==New Business==
  +
  ⚫
===Board will work out and implement if necessary a Discord migration plan===
  +
There has been a discussion about planning out the migration in Discord.
  +
  +
  +
  +
===Posted rules need to be updated re: garbage service===
  +
  +
===Review of governing documents===
  +
Karen has requested a review of the EMS governing documents. The current documents were written with enthusiasm but are ready for updating. Among other things, our Code of Conduct documentation does not cover the minimum requirements that Discord has and needs to be fleshed out. Piotr has adopted rules on his server that come from the open source community and has had great success with them and suggests formally implementing them as ours too, but our current governing documents limited the applicable reach of this type of ruleset so Piotr has made changes to a proposed ruleset that limits the rules to the electronic space as opposed to also encompassing the physical space.
  +
  +
Finally, before we can begin the migration, the board must review and approve the proposed rules.
  +
  +
{{action|Board|shall review Piotr's proposed rules for electronic spaces in anticipation of the Discord migration}}
  +
  +
We discussed what the role of including the rest of the community in the review of the proposed rules. Piotr suggested that we paste the proposed rules into Slack and invite community comment before the next BoD meeting. He modified his suggestion to using Patreon to make the announcement as an option as well.
  +
  +
{{action|Karen|Post the #welcome rules to Slack and invite comment}}
  +
  +
{{action|Piotr|Post the #welcome rules to Patreon and invite comment}}
  +
  +
Our physical rules must be updated to reflect the garbage service.
  +
  +
===Web page stuff===
  +
While working on the Elegoo tasks, Karen re-activated our blog and discovered lots of cruft in the cracks due, in part, to the method that was used by a previous blog admin to roll out posts. She wanted to check for consensus re: deleting useless drafts and making some changes to the organization of the menus.
  +
  +
The board said "go for it".
   
 
==Adjournment==
  
==Adjournment==
   
−
{{motion|XX|adjourn|XX}}
 +
{{motion|Ben|adjourn|Karen}}
   
−
The meeting was adjourned at XXX PM.
 +
The meeting was adjourned at 5:53 PM.

Latest revision as of 04:48, 4 March 2022

Eugene Maker Space Board of Directors meeting February 10th, 2022

Call to order

5:05PM

Attending: Karen, Ben, Michael, Piotr, Beata Also present:

Approve this agenda

Motion: Ben moved that the Eugene Makerspace Board of Directors approve the agenda as amended.

The motion was seconded by Karen.

Motion passes, the vote was Unanimous.

Approve previous minutes

Motion: Karen moved that the Eugene Makerspace Board of Directors approve the minutes from the January BoD meeting as submitted.

The motion was seconded by Michael.

Motion passes, the vote was Unanimous.


Reports

President's report

Nothing to report.

Secretary's report

Nothing to report.

Treasurer's report

Money accounts as of 02/10/2022

Bank $2564.14 PayPal $48.02 Patreon $87.52 

       --------

Sum $2699.68 (diff from last month +$369.01)

Memberships: Cash from Sam Rainey: $35.00 Cash from Sam Rainey: $35.00 Check from Dick Penny: $105.00

Donations: Check from Systems West Engineers: $200.00

We will be able to pay our annual insurance in full.

Shop status

Beata and Ben set up the new printer Elegoo donated at the shop, it is now online. We would like to talk about the printer on social media. Some ideas Karen suggested:

  • Instructional video about how to use the printer
  • Blog post about using it
  • Some pictures of it printing/prints

We received a large donation of IoT and development SoC boards and some computers including an All In One.

Old Business/Action Item Review

COVID-19 status review - Open Hack closure status

The State of Oregon has re-implemented indoor mask mandates due to a big uptick in infections (largely due to the the Delta and now Omicron variant). Karen has updated the text on the website to reflect our new mask-mandate status in compliance with state rules until further notice.


Board will re-evaluate the Open Hack closure status at the February BoD meeting based on the pandemic status

Karen asked if we should be having Open Hack right now consider both the pandemic and difficulties in staffing. We discussed the speed at which the Omicron variant is hitting.

Ben suggested we continue to do no Open Hacks for another cycle. Piotr noted that the state-wide mask mandate will expire next month so re-evaluating our mask rules in conjunction with that would make sense.

Karen provided some details on the Oregon state plan and agreed to recommend extending it another month.

Should the mandate be lifted sooner, the board will reconvene to make a decision at that time.

Karen will Update webpage, post a note in Slack, remove open hacks from public calendar re: COVID surge

Done.

Ben will re-print and replace the signs in the shop window

Continuing.

Ben will sign lease and send copy to Piotr

Done.

Piotr will give Karen access to the Bennett Portal

Done.

Karen will request a door replacement

Continuing.

Piotr will fill out the form and send it to Elegoo

Done.

New Business

Board will work out and implement if necessary a Discord migration plan

There has been a discussion about planning out the migration in Discord.


Posted rules need to be updated re: garbage service

Review of governing documents

Karen has requested a review of the EMS governing documents. The current documents were written with enthusiasm but are ready for updating. Among other things, our Code of Conduct documentation does not cover the minimum requirements that Discord has and needs to be fleshed out. Piotr has adopted rules on his server that come from the open source community and has had great success with them and suggests formally implementing them as ours too, but our current governing documents limited the applicable reach of this type of ruleset so Piotr has made changes to a proposed ruleset that limits the rules to the electronic space as opposed to also encompassing the physical space.

Finally, before we can begin the migration, the board must review and approve the proposed rules.

ACTION: Board will shall review Piotr's proposed rules for electronic spaces in anticipation of the Discord migration.

We discussed what the role of including the rest of the community in the review of the proposed rules. Piotr suggested that we paste the proposed rules into Slack and invite community comment before the next BoD meeting. He modified his suggestion to using Patreon to make the announcement as an option as well.

ACTION: Karen will Post the #welcome rules to Slack and invite comment.

ACTION: Piotr will Post the #welcome rules to Patreon and invite comment.

Our physical rules must be updated to reflect the garbage service.

Web page stuff

While working on the Elegoo tasks, Karen re-activated our blog and discovered lots of cruft in the cracks due, in part, to the method that was used by a previous blog admin to roll out posts. She wanted to check for consensus re: deleting useless drafts and making some changes to the organization of the menus.

The board said "go for it".

Adjournment

Motion: Ben moved that the Eugene Makerspace Board of Directors adjourn.

The motion was seconded by Karen.

Motion passes, the vote was {{{4}}}.

The meeting was adjourned at 5:53 PM.

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