Meeting Minutes
Meeting date: 09/23/2017

Call to order:

A Regular meeting of the membership of EMS, was held at 687 McKinley street, Suite #1, Eugene OR on Sept 23rd, 2017. The meeting convened at 10:30AM, Tom Upchurch, presiding, and Clif Cox acting secretary.

Members in attendance:
  • Ben Hallert
  • Mary Bach-Jackson
  • Jim Callaway
  • Michael Burlingame
  • Cord.
  • Dale
  • Paris
  • Dick McRill
  • Leslie Allen
  • Beata G
  • Michael Bacarella
  • Clif Cox
  • Tom Upchurch
  • Jher
  • Cord Slatton
  • Piotr Esden-Tempski arrived 11:56 am
Quorum present? ??

Also Present Were:

Approve agenda, and previous minutes.

  1. Introductions
  2. Approve the agenda
  3. Reports
  4. Clif
  5. Jher
  6. Quorum procedure
  7. Advisory counsels.
    1. membership gets formal accounting of all expenses and assists
  8. Documentation problems
  9. Equipment pool and maintenance.
  10. lumber cleanup
  11. discussion of insurance
  12. Railing on pick-a-part.
  13. scheduling more cleanups.
  14. Discussion of board being dissolved.
  15. cleanup discussion list
  16. statement of intent to clean up.
Approval of Agenda: Motion was made by Clif, and seconded by Cord to approve this meeting's proposed agenda

Unanimous approval.

Motion carried.

Ben proposed that we time limit our items to 5 minutes each unless we get enough thumbs up to continue for another five, so that's what we did.



Clif did a quick summary of the previous board meeting. Karen, Tanda and Ben requested a snap election to replace the BoD. Though it was noted that the general EMS BoD election is in 73 days, a short time away. EMS has no precedent (or bylaws) for mid-term elections, so would have to develop a new one in a short time frame. The BoD offered to appoint a third member with the good faith approval of those present to settle the matter. Tom was elected as the third BoD member and appointed president with the good faith approval of all present. The Snap election request was withdrawn.

Clif introduced Michael Bacarella our new sysadmin. He's been taking on sysadmin duties at the EMS both to lighten Clif''s workload and also bring some fresh ideas from my 20 years of experience as a Site Reliability Engineer at Google and other firms.
  1. Added a few levels of system monitoring, so we have more visibility if things go down and when. Really helps with after-the-fact reports of site outages.
  2. Added off-site encrypted backups for the keymaster, so if the device dies or is stolen we can recover quickly. Also monitoring to make sure the backups are happening smile
  3. Handling mailing list and mail system tasks
  4. Added a dynamic DNS name so you can go to shop.eugenemakerspace.com to view the web cam instead of having to dig up the IP address from the web site (which is often out of date). Monitoring in place of course to check that the DNS name is up to date.


Jher did a summary of the previous meeting that there was a general consensus of members in the room to carry on. We also rotated our office positions.

Meeting minutes

The BoD decided (during the last BoD meeting, two days prior) with the feedback and the approval of all present, since there was disagreement over which meeting minutes were completely accurate (Karen's notes, Tanda's notes, and Clif's notes), and that it would designate that all of the reports would be entered into the record as the official minutes.

No treasurer's report given, Dean didn't make it

On flame-wars and treating people respectfully

All people present, despite beginning from quite adversarial and heated positions eventually shook hands or came to an understanding. A sentiment for adopting a no-flamewar rule in communications was carried

Quorum procedure

Clif talked about wavers Cord said we should follow our own procedures. Clif should find who is in good standing and who has paid up and has forms in. Clif needs the paper work to do that. Michale is concerned that not everyone is on the mailing lists and don't know they are not members in good standing.

Cord feels the lists are not being used appropriately. Cord went on to express frustration over how he was informed that waivers were missing, and that it was publicly announced that a third of our waivers are missing due to paperwork mismanagement. Would have preferred if each member was contacted via email. There was general agreement in the room on this point.

Missing waivers should not exclude you from voting

Tom and Cord and others did not feel that a missing waiver should preclude dues-paying members from voting. Perhaps just from not being allowed to use the shop. Michale talked about electronic forms, and how it might solve these problems.

Advisory councils

Jeffrey arrives at 10:50am

Jher notes that the BoD's overwhelmed by tasks. he says advisors will provide more transparency. If we have advisory councils for various things like shop stewards, sysamins, and a grievances council, it seems like a good way to get buy-in from more members. The members of these councils will reduce the BoD workload, and counsels can then distill things down and present them to the board and have them acted on.

Michael says there is actually a de facto sys admin committee (the sysadmin@ list). Jher noted that this was not very well publicized. Michael agreed and is taking efforts to make it more widely known that IT/systems issues should be reported here.

Do we have a suggestion box?

Some talk about channels for member input like the board list or another suggestion list and possibly a physical suggestion box. smile

Paris says every thing is a horse commit now taking about a committee to be a shop steward. what it means to be a shop steward.

Dale volunteered to be a shop steward to fix broken equipment general maintenance shop upgrades. but not janitorial. Would be they be in charge of that.

Micheal talks about mailing lists and how its similar to advisory committees.

Dale would like some training videos on equipment.

consensus to help as shop stewards dale temporary appointed.

Lesly arrives at 11:11am

Daile talks about problems with getting training. Jher suggest finding some training videos.

Dale wants to add

Expense report income expenses cash flow and membership. Hared cutoff date. by Wednesday for status and next Wednesday.

Documentation problems

Mary gets most of her info on the discuss list and misses a lot of stuff. she needs more channels of communication. need a better way to sign people up to the mailing lists. Jher talked about meeting minutes and the three documents.

in this section? Jher makes Clif promise to not to accidentally delete things from minutes.

Equipment and maintenance.

Laser cutter time line and table saw maintenance like new blade.

In new member list we have instructions on how to report equipment problems. Ben's squwk list. perhaps have a wiki page of maintenance issues. Paris offers to write a system that would include all avenues of input. some further discussion.

Lumber cleanup.

Ben talks about how its untenable

sheet and stick goods are hard to navigate. We had a good system in the past but had some problems.

AI have Joe get in touch in dale.

Insurance problem


get Dale basic insurance requirements for shop safety. Then dale can make determinations of safety requirements.

Railing around pick-a-part Dale will address that.

Scheduling more shop cleanups.Looks like Weekend cleanups are best.

Clif suggests cleaning up after your project and leaving the shop slightly better than you found it. Les is empowered to help coordinate monthly cleanup he picks last sat of month.

Dissolve the board Cord says lets move on.

Clean up some more talk about announce good communications.

Piotr arrives 11:56 am

Jher's closing comments

Holiday Project:

  • Create an EMS Contest
  • Sponsorship by James only
  • Public relation to be submitted to board when developed

Dues concerns:

  • Annual meeting additions to vote on
  • Due raise
  • Low cost dues
  • Discussed Sponsorship by business
  • Discussed EMS work for due off set

Wording for a proper business pitch/letter:

  • Talked about an event committee
    • James working on a press kit
  • Possible benefit for high pay members


Clif moved for adjournment, Seconded by Cord.

Unanimous, the meeting was adjourned at 11:57PM.

____________________________ ___________________
Secretary Date of approval
Eugene Maker Space

Topic revision: r3 - 03 Oct 2017, ClifCox

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