EMSBo DMeeting Minutes092117

EMS
Board of Directors
Meeting Minutes
Meeting date: 09/21/2017

Call to order:

A Regular meeting of the Board of directors of EMS, was held at 687 McKinley street, Suite #2, Eugene OR on Sept 21st, 2017. The meeting convened at 6:10PM, Jher presiding and Clif Cox acting secretary.

Board Members in attendance: Clif, Jher

Board Members not in attendance: Dean

Quorum present? Yes

Also Present Were: Joe T, Beata G, Michael B, Tanda L, Ben H, Tom U, Dave W, Jeffrey G, Piotr E,

Approve agenda, and previous minutes.

Agenda:

1. Approve the agenda
2. Review previous meeting minutes
3. Reports and old action items.
4. Tanda's Resignation
5. Dean's Resignation
6. Frederic's Proposal
7. Beata's Proposal
8. Replace Vacant position on board - Tom U.
9. Discussion of snap election - Karen
10. Filling seats by member suggestions - Tom U.
11. New member sheet
12. Slack and TechSoup - Pitor
13. Donation policy
14. Joe T's Items
    1. Agreement on NO flame wars on on the list server
    2. Announcement in Weekly
    3. Workbenches in southeast corner
    4. More electrical outlets on the south wall

There was some discussion in the group about what to include in the agenda and what to leave out.

Approval of Agenda: Motion was made by Clif and seconded by Jher to approve this meeting's proposed agenda as amended.

The Motion carried with unanimous approval.

Approval of minutes: Motion was made by Clif and seconded by Jher to list all three files; Clif's, and Tanda's versions, and Tanda's MP3 recording of the minutes of the 09/07/17 meeting as the official record of those minutes.

The Motion carried with unanimous approval.

Officer's reports:

Champion

Clif talks about his intention to step down as Champion and take on the role of Secretary.

Jher

Jher reported that he had some good conversations with Tanda and Dean.

Tanda's Resignation

There was discussion of Tanda's resignation and if it needed to be accepted or not. The question of whether or not certain board members could work with Tanda. Some spoke about how Tanda and Clif are both hard to work with.

MOTION - Clif moved, and Jher Seconded that: we thank Tanda for her years of service and that we regretfully accept her resignation.

Unanimous approval.

Motion Carried.

Dean's Resignation

MOTION - Clif moved, and Jher Seconded that: we thank Dean for his months of service and that we regretfully accept his resignation.

Unanimous approval.

Motion Carried.

Frederick's Proposal

Frederick's proposal which relates an offer by the taxi company he works for, ties key fobs to cabs not people which is how keys are usually assigned at EMS. However, all drivers would sign membership forms / wavers. (Note the wording in the proposal was wavers but our sign-up sheets include both the membership form and waiver, so this is probably what Frederick meant.) The difference between assigning keys to cabs instead of people seems to be a problem we cant solve now. Perhaps they could give us a hard cap on number of drivers, that might be easier. Or we could just give out one key per driver and cap the dues at $100 ie. four memberships. A counter offer could be a membership per driver, Perhaps with a group discount. Then each individual person would be responsible in our eyes not the cabs. Some wondered if the taxi company liable or is the individual liable.

Some new and old waivers were passed around for review. We night might want to make a special waver just for the taxi drivers.

Ben mentioned that EMS has a history of talking good ideas (or was it good deals?) to death and not acting on them. Clif went on record as being for this proposal as it stands, and that he believes our insurance covers the liability. Joe will work with Frederick to get more details, and on a special waiver. This motion was tabled for more info later.

Beata's proposal:

Beata would like to place an order for More PLA for 3D Printers. he requests many colors, and the total would come to about $132.00. In the discussion we noted that we may not have the income to do this as we are in the red. Several members offered to chip in and cover a slightly reduced order. Clif asked why the second printer is down. It's print head is being upgraded. Thanks Beata!

Replace Vacant position on board - Tom U.

There was discussion on how adding at least one new board member so we had the minimum of three set in our bylaws. We started by nominating most of the people in the room as possible candidates. Then Clif moved to appoint Michael B to the board, some discussion followed and it seemed like there was no support in the group for that so there was no second. Then Clif moved to appoint Tom U to the board. More support this time and Jher seconded.

MOTION - Clif moved, and Jher Seconded that: Tum Upchurch be appointed to the board.

Unanimous approval.

Motion Carried

There was a discussion about the requirements to have a proper membership meeting. One such requirement was that it have a quorum of members which is set to over 50% of the members in good standing. There was some discussion about paper vs electronic ballots. Ben is neutral Clif is for electronic Joe is for paper ballots. Michael notes that there are well known security problems with paper ballots.

Discussion of snap election - Karen

Karen removes her proposal for the snap election.

Filling seats by member suggestions - Tom U

This agenda item title is probably incorrect, but we did vote to change officers roles here.

MOTION - Clif moved, and Jher Seconded that: Tom takes the office of Champion, Clif takes the office of Treasurer, and Jher takes the office of Secretary.

Unanimous approval.

Motion Carried

New member sheet

Tanda hands out her draft of the new membership sheet, which has helpful info to get new members up to speed. In line with other upgrades to electronic documents, there was a suggestion to send it out with each new door key-fob. Tanda is requesting input to help flesh it out. Michael volunteers to have it emailed out to new members. Though it needs some finalization.

Slack and TechSoup - Pitor

We don't seem to have enough time to address it now, so it was tabled.

Donation policy

Tanda would like to accept donations but says some are in violation of our policy, though we didn't have one available for review. We have guidelines for member storage but not for donations. We should have a list of objects that we are in control of and where they are. Tanda wants to form a committee to come up with a policy for donations.

Joe T's Items

Agreement on NO flame wars on on the list server

Some discussion about the tone of mailing list discussions. Noted that one document alludes to better communications standards. Someone volunteered to work on fleshing that out.

Announcement in Weekly

We agreed that we should have a weekly add for our open hack nights in the Eugene weekly.

MOTION - Clif moved, and Tom Seconded that: We should put free adds in the Eugene weekly for our open hack nights.

Unanimous approval.

Motion Carried

Workbenches in southeast corner

Joes idea of nice workbenches and shelves in the SE corner was discussed and, got the go ahead. He also had a cool idea of having a combo Table saw and router table.

More electrical outlets on the south wall

Again it sounded great. Additionally, Clif may have noted that one of the preexisting outlets has a problem that is being trouble shooted.

Move meetings to Wednesdays

This item wasn't on the agenda but we intended it to be so we added it. :-)

MOTION - Clif moved, and Tom Seconded that: We move our regular scheduled board meetings to the first and third Wednesdays of the month.

Unanimous approval.

Motion Carried

Action Items:

Clif:

• Send Tanda info on where the communication guidelines might go in the GD - Done
• Send Karen links to where in the Bylaws it says the membership can take action without board approval. - Done

Tom:

Jher:

Joe

• Joe will work with Frederick on getting more info, and waiver.

Adjournment:

Clif moved for adjournment and was seconded by Tom.

The vote was unanimous and the meeting was adjourned at 9:17PM.

____________________________ ___________________
Secretary Date of approval
Eugene Maker Space