Meeting date: Thursday December 13, 2012
Call to order:
A regular meeting of the SEPTL was held in St. Davids Church Grace Room, Portland, Oregon. The meeting convened at 7:00 PM, President Steve Couche, presiding, and Robert Weber, Secretary.
Members in attendance: (a Board quorum is present 8 of 8 )
Steve Couche (Board President) *
Sean Barnett (Board Treasurer) *
Robert Weber (Board Secretary) *
Casey Cotton (At Large Board member) *
Jeff Horne (At Large Board member) *
Hindi Iserhott (Board Volunteer Coordinator) *
Pete Stuchlik (At Large Board member, collections) *
Aaron Andrade (At Large Board Member) *
E Michael Brandt (IT guru)
Barbara McLean (Newsletter editor)
Patrick DeBoard (member)
(* = Board Member)
Members not in attendance:
TREASURER : Sean will change the legal entity on our Rivermark CU
account to SEPTL. Sean reimbursed Michael $198.08 for website and database expenses.
Rivermark Credit Union account $4357.44
Southeast Uplift account $797.33
Paypal account $290.00
Cash to be deposited $572.00
Minutes of previous meeting: approved
- Steve suggested we have Letters to Editor in the Newsletter to get member feedback, and perhaps members of the Board can submit some samples.
- January isue will double with Volunteer Newsletter
- Jeff asked how many members opened the Newsletter email – 500 looked at the last issue and about a dozen unsubscribed.
- Steve asked for a newsletter request for help looking for a new TL space – the basic requirements for a TL space are on the website
- Hindi discussed pros and cons of VolunteerSpot – it sometimes lets members sign up twice for slots
- We need volunteers for tool maintenance
- Volunteers are getting 2 emails — 1 from VolunteerSpot which everyone can see and 1 from Hindi — we should only send 1 from Hindi with Password and KeyBox Code
- Hindi tried to set up a group volunteer training session but only got 1 response who cancelled — she will try this again if she gets somebody to help with training.
- Aaron will cover for Hindi should any Volunteer issues arise in her absence over the Holiday period.
3. LATE TOOL POLICY AND CALLS
- Hindi hands off caller names to Pete who vets them before Michael gives Admin Login rights and info to callers to access and update Late Tool Call List.
- Board discussed Peter Bowman’s offer to buy tools from estate sales — Peter sees lots of bargain tools at his weekly visits to estate sales and is knowledgable about tools. — Casey has a tool wish list of tools we need, and Board can reimburse Peter for tools he buys. — Michael suggested we start slowly and see how this works out – give Peter a list of the tools we want with price limits set (ie $25-$50-$100)
- Pete Stuchlik compiled a list of very long overdue high value (over $20/$40 tools since June 2010 with replacement costs from Amazon.com. The top 5 missing tools were worth $600 and the whole list cost $3000.
- Board discussed Collections policy — what is trigger?? $value of tool or demand by users. What to do when fine is greater than cost of tool?? Do we want to tool back or the fine income??
- Pete suggested home visits after so many weeks overdue
- Board agreed to try and implement Sylvia Orduno’s Late Tool Policy – maybe tier by amount of fine plus value of tool.
- SEPTL has never sent late tool letters out – maybe start with:
- Declarative letter “Your tool is XX weeks late and you owe $$fine.. please return it so other members can use it
- Threaten referral to collection agency or smal claims court
- Board discussed requiring credit card number before lending as security — Michael said there are lots of security issued with having credit card info on the SEPTL server.
- Board will discuss at next Board meeting
4. GET AROUND CAR SHARING proposal — SEPTL would publicize and get $20/$25 if any members signed up as referral fee from getaround.com
- GetAround is a community car sharing service that lets members rent unused vehicles from owners at a low daily rate using their smartphone
- Steve Gutmann is the Portland rep of GetAround.
- Jeff moved, Aaron seconded and Board approved displaying GetAround fliers in SEPTL and talking with Steve Guten about implementation.
5. TOOLTUNES : Casey has printed and will mount on board to post in SEPTL
6. NEW SEPTL LOCATION – nothing yet
- We need free donated space –
- Maybe ask for SEPTL volunteers to scout possible locations — unused school buildings or Portland city properties
- Steve will contact PDX property staff
- Sean said Lentz TL got free donated space but it took a lot of hard work
- Are there any fire code issues with spaces – we should match demographics of SEPTL membership — look in 1 mile radius of 28th and Harrison
- How did Free Geek get their space???
- Jeff asked has St Davids gotten value from SEPTL in the church – maybe make a handout for churches listing SEPTL benefits to them in traffic and visibility
- Jeff will write an email appeal for our new space
- Board will revisit next meeting
7. SEPTL CURRENT SPACE EXPANSION
- SEPTL member Patrick DeBoard ( a remodeling contractor) presented his plans to almost double SEPTL’s space in St Davids by adding a second floor in the high ceiling space with stair access and using the walls for tool storage only.
- Cost of materials would be several thousand dollars and use member volunteer labor to build.
- Patrick will draw upa detailed remodeling construction plan and find cost of city building permits.
Board will evaluate plan at next meeting.
8. TOOL LIBRARIAN SOFTWARE
- Michael let us know that Tool Librarian has just gone International, with the BrunswickToolLibrary.org in Melbourne, Australia now in the process of implementing our software for their startup library.
- A major update which adds, among other things, the ability to track tool repairs, is about to be installed.
Recorded by Robert Weber, secretary
Meeting adjourned 8:58 PM