EMSBoDMeetingMinutes030719

Eugene Maker Space Board of Directors meeting March 7, 2019

Note: These minutes have not been approved by the BoD yet, this is a draft

Call to order

6:11PM

Approve this agenda

Motion: Karen moved that the Eugene Makerspace Board of Directors approve the agenda.

The motion was seconded by Piotr.

Motion passes, the vote was Unanimous.

Approve previous minutes

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

The motion was seconded by Aiden.

Motion passes, the vote was unanimous, Ben abstains (not present).

Reports

President's report

He emailed some people this month. We should talk about having someone here on 3/8 open hack to meet some new members. Karen and Bruce will attend to assist. Karen asked if maybe we should remove the one-off payments, Aiden suggested we table that for now.

Secretary's report

Nothing.

Treasurer's report

Piotr reports we have 33.68 in PayPal, 838.82 in the bank for a sum of 872.50. We have a deficit of $566.35 for the overdue payments. Accounting for IPFS, we expect to be charged roughly $300. WIth that in mind, we believe we are $2,367.51 short for the end of the month. In January, the number was $1,283.63. Aiden asked to understand what kind of PayPal fluctuations we are seeing. Piotr suggested we consider banning cash payments; the blizzard may have demonstrated.

We should also immediately reach out to people who did not pay or did not pay

ACTION: We will work out an emergency request for money in the slack ACTION: Piotr will find out what our cut-off is for bankruptcy

Public Relations report

He did an interview with Amanda for her graduate paper. He signed up for the BRING Design Challenge and put a link in the Slack. There was someone who wanted to do a class on EV, he responded to him.

Shop Status report

Damn cold. Karen bought another heat, but they are being left on. She put a timer on the hot-water control to help cut some of our power consumption, but our EWEB bill was $20-30 higher last month. She started to try the trash square but it petered out. We are having some tool failures and collecting some broken tools.

Old Business/Action Item Review

(Continuing) Piotr will set up the one-way bank account for depositing

In progress. ACTION: (Continuing) Piotr will set up the one-way bank account for depositing

(Continuing) Piotr will continue to monitor the Pay Pal giving fund qualifications for the EMS

Our PayPal account type is wrong for this. Karen will look into it. ACTION: Karen will continue to monitor the Pay Pal giving fund qualifications for the EMS

(Continuing) Ben will work with Piotr to add the payment options to the new-member mail sent out by Key Master.

ACTION: (Continuing) Ben will work with Piotr to add the payment options to the new-member mail sent out by Key Master.

Send out email to give people specific instructions re updating their payment

Aiden feels there are maybe only 15 or so people paying the new rate. He feels that if we are switching to Patreon, we should do it this week and maybe keep PayPal active in a backup sense only until the final people are moved over.

Ben to check if Kevin/Aiden received 501c3

Done.

Karen contact Ben re: access to webpage

Done.

Aiden check to make sure emails go through

Done.

Karen needs to talk to listserv admin

Done.

Bruce to move laser cutter

Done.

Aiden to email about donations needed

An email was sent, ongoing. ACTION: Continuing efforts

Bruce look into selling fridge or seeing if fixable

Not fixable. He posted parts on eBay, then cancelled because no response.

Amanda find out what Nation of Makers is

It's a thing we don't care about. ACTION: Piotr will remove us from mailing list

Amanda/Karen: Scan and stamp forms

Done.

Karen: Put together presentation for board re digitizing forms

Given change in membership management, we may need to revisit our long term plans re: digitizing and cross-referencing the forms. Aiden suggested we table this conversation until next month.

ACTION: Karen: Put together presentation for board re digitizing forms

New Business

Update on server infrastructure

Michael introduced himself to the new board. He doesn't monitor slack closely and asks to be called or contacted via Signal.

For many years, EMS existed as a VM on Clif's server. It was running nightly Debian builds which he feels contributed to some stability challenges. It was also very under-resourced. Clif is spread thin and hasn't been able to increase the resources or invest time on this so we have since moved things to Scaleway. We have three servers in Paris (Neo, Trinity, and Morpheus). The Wiki has been moved, Nageos, backups, and we will move Seltzer soon. What's left on the old box is Wordpress, mailing list, and a bunch of abandoned projects. There is also the web forums for the mailing list.

Motion: Piotr moved that the Eugene Makerspace Board of Directors Set up Patreon with a single $35 tier for membership to replace PayPal and work to handle holdouts on a per-user basis as we phase out other payment methods. People not paying at the $35 level will have access revoked with a grace period until the issue is resolved..

The motion was seconded by Karen.

Motion passes, the vote was Passes unanimously (except for Amanda who was not present).

ACTION: Ben will get the registrar login info to Michael

We have an offer of $20 for the upper right door of the fridge.

Motion: Aiden moved that the Eugene Makerspace Board of Directors Sell it and scrap the rest.

The motion was seconded by Piotr.

Motion passes, the vote was Unanimous.

Walmart + other grant ideas

Amanda was looking at some community project grants. She made a request to WalMart for $5k, we will see what happens. She also found that the UO has some grant opportunities. We will need to wait until next year, but it's another $5k opportunity worth pursuing. She knows of an 'up to $1000' donation that can be made towards a specific activity, she research more.

Adjournment

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

The motion was seconded by Piotr.

Motion passes, the vote was unanimous.

The meeting was adjourned at 7:30PM.