EMSBo DMeeting Minutes101817

EMS
Board of Directors
Meeting Minutes
Meeting date: 10/18/2017

Call to order:

A Regular meeting of the Board of directors of EMS, was held at 687 McKinley street, Suite #1, Eugene OR on Oct 18th, 2017. The meeting convened at 6:16PM, Tom Upchurch presiding and Jher secretary.

Board Members in attendance: Tom, Jher, and Clif
Board Members not in attendance: none

Quorum present? Yes

Also Present Were: Karen, Ben, Jo Tyndall

Approve agenda, and previous minutes.

Agenda:

1. Approve the agenda
2. Review previous meeting minutes
3. Officer’s reports
4. Exhaust from Metalworking and Dust Collection
5. Donation Policy & Loan Policy
6. Continuing Discussion on Formalizing Advisory Roles and Related Issues
7. Continuing Discussion of Workplace messaging / cloud-based team collaboration
8. Follow-up Electronic Documents
9. Continuing Brainstorm finances (short-term and medium-term)
10. Consideration for meetings for the Future Board and 2017 Election (Proposal to change the Policy) —Time Commitment
11. Calendar (updates)

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

The Motion carried with unanimous approval.

Approval of minutes: Motion was made by Clif and seconded by Tom to approve the minutes of the 10/04/17 meeting.

The Motion carried with unanimous approval.

Officer's reports:

President:

Reported on the Laser Master (not as powerful as the one in the blue box), each are 17-20 years old. Marcel/Tom agree on the switching it to dual-use for a laser and router. Blue Box laser pieces are working now with GRBL.

Secretary:

Reported that multiple events have been added to the calendar, the website is being updated, and new additional resources have been added. The brand of the EMS is being made consistent across various platforms.

Treasurer:

Reported on getting a hold of Dean. Steel is getting moved tomorrow to the Art Barn. Working on action items, passwords to social media user names and passwords, there are LinkdIn and Flickr accounts that are still unaccounted for. Spreadsheet for member list has been put together, members need to be contacted now that we know who has forms, access, or other requirements. Some keymaster users are (apparently) not subscribed, we need to have consistent email address across the various electronic databases. Clif contacted Diane (property manager) about the railing on the area above the office, and whether or not adding in flooring will suffice for the property management concerns.

Exhaust from Metalworking and Dust Collection

Ben offered a recommendation to have signage that requests users of these machines to open the bay doors and setup fans. Ben offered to make a sign and he will do so.

Jo, Dale and Les requested that we move the welding area over toward the bay door. Combine shelves, the grinder and cut-off tools, then make a better welding table that moves around and can be moved. This does not include putting an exhaust in the classroom corner. We need Dale at the next BoD meeting to confirm this approach.

Donation Policy & Loan Policy

Although we have a storage policy, we have lack of coherent policy on donations and the need for a method for receipts. There is currently no one in charge of deciding if a equipment is useful and what we should get rid of. Donations that require a receipt need to make arrangement with EMS to receive one. Regarding whether a piece of equipment has “strings attached” is important to revisit, because there may be circumstances where something can be sold. We need clarification on the distinctions and preferences between donations, loans, and other possibilities.

Action item: Tom has agreed to draft a donation and loan policy.

Continuing Discussion on Formalizing Advisory Roles and Related Issues:

Membership discussion on creating advisory roles for the organization went very well. Discussion on Roles

• Shop Steward — responsibility for equipment maintenance, upkeep, and safety
  • n/a; Dale still needs to report to the board what his total responsibilities actually are.
• Cleanup — shop, once/month on the last Saturday
  • We need to reiterate that the trash square needs to be brought back so as to make sure no projects or art is thrown away.
• SysAdmin:
  • Clif will update documentation on the wiki; Others would like the opportunity to rebuild the system
  • Comcast (commercial account, technical issues): Clif
  • Keymaster (doorlist, access control system with RFID fobs): Clif, Ben, and Michael
  • Root access:Clif, Michael, and Tapar (and Rick & Cord)
    • Shell access on Virtual Machine: Ben
    • Physical password to the physical machine: Clif, Piotr, and Jacob
    • CMS: Wordpress: Ben and Jher
    • !MailingList: Clif, Michael, Rick, Bob Miller
  • Social Media:(includes clarifications):
    • Facebook: Ben, Tanda, and Rick
    • Twitter: Clif (has access to the account)
    • Google+ and GoodleVoice: Clif
    •  !MeetUp.com Clif and Bob Miller (*)
    • LinkdIn: username/password (Rick and/or Weston?)
    • Flickr (Yahoo!): username/password (Rick and/or Weston?)
• Asset Manager:
  • Needs further review: Role should be connected/disconnected from BoD?
• Marketing/PR/Communication Manager:
  • Needs further review: Role should be connected/disconnected from BoD?
  • Relations with Outside Entities/Organization. Lane STEM and listing, Cliff will follow-up with Erin about listing EMS on their website.

Continuing Discussion of Workplace messaging / cloud-based team collaboration

Discuss with membership other alternatives to current forum approach and other (Slack?)

Follow-up Electronic Documents

• Clif has identified all members (someone who is good standing or not and is continuing to pay with forms in)
• Clif will have members not in good standing sign a new physical membership form/liability waiver and have them on file.
• The membership file has been collated to door access and Fobs (active/deactivate); still need to collate when was last door access date); in progress: Mailing List (announce list); up-to-date dues (Clif needs to follow-up with Dean); and have the Board will again review spreadsheet and statuses.
• Clif will give Ben problematic RFID for debugging.

Continuing Brainstorm finances (short-term and medium-term)

Tabled for next meeting.

Consideration for meetings for the Future Board and 2017 Election (Proposal to change the Policy) — Time Commitment

A recommendation from the previous meeting of the current board was to meet once per month. Members attending that meeting and this one expressed that this is a good idea. Tom will be added by Clif to the Announce list as a moderator, so as to send a (canned) notice to the membership regarding the December election. Please be advised to be a member in good standing and be able to vote, your dues must have been paid on-time on/by November 4, 2017 (please consider this a grace period).

MOTION – Clif moved, and Tom seconded that considering some membership forms/waivers cannot be located, we will waive this requirement for the 2017 election.

Unanimous approval.

Motion Carried.

MOTION - Tom moved, and Jher seconded that there will be only one (1) required meeting per month, beginning with the newly elected board in December 2017.

Tom and Jher yea, Clif nay.

Motion Carried.

Calendar (updates)

• Pumpkin Chunkin takes place on November 4th at the Science Factory
• Innovation Summit takes place on October 27th at UO.
• Monthly Cleanup takes place on October 28th at EMS.

FUTURE

• Future discussion of Workplace messaging / cloud-based team collaboration

Action Items:

Tom:

• Tom has agreed to draft a donation and loan policy

Jher:

Clif:

• Follow-up with Erin about listing EMS on the Lane STEM website.
• Continue to update documentation on the wiki.
• Finalize the membership spreadsheet; have members not in good standing sign a new physical membership form/liability waiver and have them on file; collate when was last door access date.
• Give Ben problematic RFID for debugging.

Adjournment:

Clif moved for adjournment and was seconded by Jher.

The vote was unanimous and the meeting was adjourned at 8:53PM.

____________________________ ___________________
Secretary Date of approval
Eugene Maker Space