EMSBoDMeetingMinutes121624

Eugene Maker Space Board of Directors meeting December 16th, 2024

Note: This is a draft of the minutes until accepted at the next BoD meeting

Call to order

6:14 PM

Attending: Ben, Sam, Piotr, Beata, Troy, Karen, Andrew Also present: jkkicks, deqster, Chef Juke, Jacob Munoz, Temo1

Approve this agenda

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

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 November BoD meeting as submitted.

The motion was seconded by Piotr.

Motion passes, the vote was Unanimous.

Certify results of the 2025 board election and install new officers

Karen reported that we received 13 ballots out of 52 requested. The winners were Sam Foster, Ben Hallert, Andrew Goulart, and Troy McFarland. There were no other candidates, the four have been elected.

Motion: Ben moved that the Eugene Makerspace Board of Directors Certify the election results as presented.

The motion was seconded by Beata.

Motion passes, the vote was Unanimous.

Define roles/positions for each member

Sam Foster was designated as President Andrew Goulart was designated as Treasurer Ben Hallert was designated as Secretary Troy expressed interest in performing event coordination and assisting in media contacts.

We discussed who would be handling most of our IT administration tasks. Andrew agreed to continue in this role.

Troy volunteered to identify opportunities to transition more of our governance out of the physical and into persistent electronic form.

Motion: Ben moved that the Eugene Makerspace Board of Directors we appoint Sam Foster as President.

The motion was seconded by Andrew.

Motion passes, the vote was Unanimous. Motion: Andrew moved that the Eugene Makerspace Board of Directors we appoint Ben Hallert as Secretary.

The motion was seconded by Sam.

Motion passes, the vote was Unanimous. Motion: Ben moved that the Eugene Makerspace Board of Directors we appoint Troy McFarland as Treasurer.

The motion was seconded by Unanimous.

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

Identify any remaining transition tasks for outgoing members

Karen transferred physical documentation/receipts to Ben. She also has electronic documents such as letterheads and forms she's used and she can transfer them. Andrew will give her access to Paperless-NG to receive these.

We discussed future involvement by exiting members. Karen will remain active as a member, Piotr has some documentation and also gave counsel to the new board on recommended next steps including bank accounts and debit cards that the new members will need to get at OCCU. We discussed the process, the logistics of documenting board status (minutes signed by Secretary).

Reports

President's report

Nothing new to add.

Secretary's report

Nothing new to add.

Treasurer's report

Money accounts as of 12/16/2024

Bank     $7058.19
PayPal   $6717.58
Patreon   $262.77
         --------
Sum     $14038.54 (diff since November +$773.34)

Piotr briefed us on the state of the finances. Our income rate is significantly decreased as expected, but this is offset by the lack of a rent obligation.

Sam reported that we expect to receive a roughly $2k bill from the abatement company for the recovered hardware.

We will formalize the termination the lease once our belongings are removed.

Shop status

Most of the shop status items were covered in previous items.

Old Business/Action Item Review

Terminate the lease for the space with Bennett

Covered in previous items.

Authorize Tom to talk to the abatement company regarding possible recovery of some heavy equipment such as the CNC table, Drill press, mill at an expense separate to EMS

Sam spoke to Tom and met up at the space with him. We don't know what Tom wishes to claim from the space and then separate that out from the abatement bill.

We will reach out to anyone we can regarding final updates on whether or not their items could be recovered.

Andrew to deactivate Wiki account creation

In progress.

Sam and Andrew will coordinate on next steps for the tool tracking and link shortening projects

In Progress (on hold indefinitely until a new space is available)

New Business

New space location-hunting report

Troy spoke with Springfield about the Booth-Kelly space. They referred him to a management company in charge of the space. Sam expressed interest as well, Troy will see if he can arrange a walk-through.

Sam spoke about a possible space in the general REI area, 3K woodshop.

Open PO Box

ACTION: Sam will will open a PO Box for the maker space..

Duplicate mailbox key

Ben and Sam will meet, Ben will give him a key to the current mailbox.

Events report

Troy reported on the different live events we've held. The most recent event was at MECCA and the group made Christmas tree ornaments with sculpy and 3d printed stamps. There were some challenges related to power availability but Sam was able to help coordinate some alternatives that worked out well.

Troy suggested changing the pace to once per fortnight to avoid burnout and to assist with giving more prep time.

Sam reported that the relationship with MECCA has remained good and that they continue to generously welcome us to hold events in their space.

Piotr suggested that we advertise in Eugene Weekly.

Review upcoming events

Weekly in-person meetings (Open Snack) at PLAY Eugene as the shop is currently unavailable. The next event is 12/17. The calendar will be updated, we expect some quiet during the holidays.

Adjournment

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

The motion was seconded by Andrew.

Motion passes, the vote was unanimous.

The meeting was adjourned at 7:46 PM.