Members in attendance: * is Board Member
Steve Couche (President) *
Sean Barnett (Treasurer) *
Robert Weber ( Secretary) *
Casey Cotton (At Large r) *
Hindi Iserhott (Volunteer Coordinator) *
Pete Stuchlik (At Large, collections) *
E Michael Brandt (IT)
Blaine Delancey (helping with Volunteer Coordinator)
Garrett Duncan (helping with Volunteer Coordinator)

Members not in attendance:
Aaron Andrade (At Large ) *
Jeff Horne (At Large) *
Barbara McLean (Newsletter)

Minutes of previous meeting: approved

Reports:

TREASURER :  Average $300/month in donations/late fees — Just paid St Davids rent til June, Paid Casey and Bob who bought 2 hammer tackers for sharpening event publicity

Onpoint Credit Union account    $5412.69
Southeast Uplift account               $1475.13
Paypal account                                   $200.00
Cash to be deposited                         $572.00

TOTAL                                                   $7087.82

VOLUNTEER COORDINATOR:

Michael moved the shift log to be the 1st screen seen when volunteers sign on — this will help tracking volunteers

Sign up to fill slots was good — by Wednesday 5 of 6 slots were filled for Saturday and 3 of 3 for Tuesday.

Volunteer training — nobody has signed up yet

Hindi requested a paper sign in sheet for volunteer slots with date and name

Discussion of Silvan a 14 year old who wants to volunteer starting April 23 Tuesday — Board agreed that he should only handle the computer, and in the presence of a experienced volunteer, and his parents should sign the Volunteer Disclaimer form in drawer — Silvan will be evaluated at end of month.

REPLACING HINDI :

• Garrett Duncan and Blaine Delancey interested in sharing Volunteer Coordinator position when Hindi leaves June 1.
• They will all go over procedures for handling volunteer passwords and covering problem calls on Saturdays and Tuesdays, and work out details of sharing Volunteer Coordinator responsibilities.
• Transition from Hindi during May.
• Sean made motion, seconded by Pete to make Blaine a board member – Board Approved.

TOOL SHARPENING EVENT/FUNDRAISER APRIL 20:

• Steve mentioned that fliers have been posted with strawberry cups and seed library seeds to be given out at gardening table
• Oregonian should have notice
• Bob will pull, mark, and check out to Michael Brandt tools needing sharpening before April 20th, and will bring a traffic cone to reserve parking.
•  Casey will set up canopy.

ESCALATED LATE FEE SCHEDULE:

• Pete discussed possible changes to late fees.Low late fees make members abuse overdues– 70 extremely late tools are unavailable for use.
• Don’t charge at all for 1st late week — charge double for 2nd late week and increase fees geometrically each additional late week until replacement cost of tool reached i.e $1 – $2- $4-$8-$16-$32- etc stops at tool $ value– still much cheaper than renting tool commercially.
• Hindi asked how current collections system is going/ or not?  Big fines may keep people from returning tools at all. Pete said we need to assess tool replacement first and post on tool record
• Michael said high fines are a barrier to returning tools, scares people away — he has done some research locally and no collection agency will handle our small volume and dollar amounts
• Sean asked what is point of no return time overdue 3 weeks, 1 month???  Overdue letters are now mailed after 1 month overdue
• 4 of 27 letters sent resulted in tools returned – worth it??
• We should just write off tools more than 6 weeks, focus on
  getting tools returned within 4-5 weeks overdue
• Now borrowing privileges are suspended with a red flag on member name on screen after 1 month late letter is mailed
• Members who can’t pay fine MUST email SEPTL saying they have no money to pay fine
• Ask members via Newsletter survey what should be done about unreturned tools
•  We should do physically inventory of tools on overdue list regularly – monthly??
• Board will explore this further at May meeting.

EXPANDED/NEW SPACE:

• ADX space is too small ( 500 feet less than promised 1000) and too costly ($1000 month) so is not going to work for us

FIXIT FAIR was discussed and Board needs someone to organize partnering with them

• Web site is http://www.portlandoregon.gov/bps/41892

RAIN GARDEN PROJECT GROUP TOOL LOANS:

• Board approved letting volunteer Robin Koch sign out tools one time only on her membership IF:
• Robin signs a Group Loan Form & St Davids pays SEPTL $50 for lost/broken tools and abused gloves

Meeting adjourned 8:50 PM

Approaching SEPTL’s third birthday (!), I thought it might be interesting to look at some of the numbers.  As you will see, our annual membership growth is still accelerating, as is the number of tools loaned each year as well as the number of member visits.

I think it’s clear that we all owe our volunteers huge thanks. Wouldn’t it be great to have enough volunteers to open another day of the week?  (Here’s my chance to remind you how easy it is to become a volunteer.)

Update 4-22-13: One of our member/volunteers noticed a bigtime error in the second graph below which severely UNDERestimated the number of Tool Loans.  I’ve redone the graph to reflect the actual numbers.  Thanks to Glenn!

GET YOUR TOOLS SHARPENED AND HELP SEPTL TOO!

DATE: Saturday, April 20th
TIME: 10:00 am to 5:00 pm
WHERE: Parking lot of St. David’s Episcopal Church on the corner of SE 28th and Harrison Street.

This is the time to get your kitchen knives, axes, chisels, pruners, straight mower blades, and many more items sharpened so they work with maximum efficiency.

Last year’s event was a tremendous success that raised nearly $800 for the tool library. SEPTL is hoping to net at least that much or more in this spring fundraiser.

Brian Beeson, a professional tool sharpener, who also ran last year’s event, does all the sharpening on site out of a cargo trailer. Brian focuses mainly on garden and kitchen tools with prices generally between $5 to $8 per tool. Cash, checks and plastic are all accepted.

Brian commented, people often say they don’t have any “tools” but when you think about pocket knives,kitchen shears, shovels and hoes most people have quite a few tools. According to Brian sharpening tools really makes them safer because you have more control and less resistance with a sharp tool.

Brian also says that while sometimes people feel their tools are too old to bother sharpening, older tools are often of better quality metal than newer ones.

Brian has been sharpening tools all his life and he feels using his sharpening business to raise money for community groups helps him to give back to society.

Because of last year’s huge turnout, come early to be able to receive your finished items on the same day. If there are too many items to finish on Saturday, they will be available for pickup the following week during regular tool library hours (Tues and Sat).

Have your tools sharp and efficient for spring gardening and home projects and help your neighborhood tool library at the same time.

- Barbara McLean, SEPTL Newsletter editor

Beginning on April 20th, Kitchen Share will be open on Saturdays from 10:30am to 12:00pm, as well as Tuesdays from 5pm to 8pm.

Did you know that next time you visit the tool library, you could also borrow kitchen items like ice cream makers, grain mills, and juicers? Kitchen Share Southeast is located in the same building as the tool library — just enter through the main front door of the church. This community resource is very similar to SEPTL: Free one-week loans of kitchen equipment are available to any (adult) resident of Southeast Portland. Browse the entire collection here.

On April 20, 2013, noon-2pm, Kitchen Share will hold a unique Indian cooking class where you can learn to make savory crispy lentil crepes, called adai. Sign up for this class by emailing events@kitchenshare.org.

Members in attendance: (* is Board Member)

Steve Couche (Board President) *

Sean Barnett (Board Treasurer) *

Robert Weber (Board Secretary) *

Pete Stuchlik (At Large Board member, collections) *

Casey Cotton (At Large Board member) *

Aaron Andrade (At Large Board Member) *

E Michael Brandt (IT guru)

Members not in attendance:

Jeff Horne (At Large Board member) *

Hindi Iserhott (Board Volunteer Coordinator) *

Barbara McLean (Newsletter editor)

Minutes of previous meeting: No meeting in February!!

Reports:

TREASURER :

Rivermark Credit Union account  $5990.66

Southeast Uplift account        $1097.33

Paypal account                   $200.00

Cash to be deposited                none

TOTAL                               $7287.99

Less 1/2 2013 rent & $100 to

Michael for IT svcs     ($418.00)

Balance in Mid-March   $6869.99

NEW BUSINESS:

A) The St Davids Raingarden Group took some garden tools without checking them out or getting permission — they broke and discarded 2 tools – Steve is talking with St Davids about paying to replace them and clarifying that church members cannot just take our tools.

B) VOLUNTEERS

To fill vacant slots ask frequent borrowers from list to volunteer at least once

COORDINATOR Position vacancy soon :  Hindi is leaving in June for a new job in Bali, so the Board needs to start looking for a replacement(s)

ACTION ITEMS -

1. Put article in next newsletter and website listing skills needed and coordinator responsibilities – person could shadow Hindi
2. Steve will mention this when speaking to PDX Youth Builders – a non profit
3. Somebody mentioned a non-profit web site that lists non-profit jobs – office near Hawthorne and 50th.
4. Bob will talk to Anthony Leong during next shift together about being Volunteer Coordinator.
5. Ask our regular shift volunteers to assume parts of Hindi’s tasks
6. If no Volunteer Coordinator – we need to get regular Volunteers to sign up for 16 Saturday shifts.
7. Pete will work with Barb to put short volunteer survey in newsletter

C) VICE CHAIR Position needed to help Steve with some tasks including speaking for SEPTL – and eventually to take over as SEPTL Chair.

D) TOOL SHARPENING EVENT IN APRIL

Brian Beeson of Sharpening4You wants to do another day-long Saturday 9am-4pm event on either April 13 or 20

ACTION ITEMS -

1. Place ads in SE Examiner, Sellwood Bee, Oregonian Garden Section, etc
2. Make flyers & posters — Send email to members
3. Put notice in next Newsletter and Web Site.
4. Brian doen’t sharpen reel mowers – so Bob and Michael could sharpen our push mowers again – we still have valve grinding paste and instructions – we would need a few volunteers to help disassemble and push and rebuild mowers some evening during daylight.
5. Bob or Casey will buy some hammer tackers to post flyers.

E) GROUP TOOL LENDING POLICY -

• Volunteers should always have group form in cabinet signed before lending tools
• NO power tools loaned to groups and only for a single event.
• Clues to identify group loans are more than one of the same tool.
• NE Tool Library is set up for Group loans so refer people to them

ACTION ITEMS:

Aaron will write group lending instructions

F)  UPDATE VOLUNTEER HANDBOOK with Broken & Dirty tool and Group Loan Policies — There is a form in the drawer to fill out and sign if member returns broken tool

OLD BUSINESS:

DONATIONS AND OUT OF SERVICE TOOL RECYCLING

Casey found a donor with  free high end tile saw.  It needs a 3′ X 4′ space which we don’t have until existing out of service tool clutter and/or organ stairway is removed.  Board will discuss temporary storage at next meeting.  Casey will take box of metal scrap to recycling center.

LATE TOOL POLICY ENFORCEMENT:

We won’t call unless tool is overdue 2 weeks or more – don’t call bottom part of list  - only call for valuable & heavy demand tools

Collection steps 1) Get replacement value of tool 2) friendly information letter  3) dunning refer to collection agency letter sent certified mail 4) signed member agreements say member is liable for cost of tool and collection fee

Michael sent 26 letters for tools over 1 month overdue — 4 members returned tools and 4 were undeliverable

What are enforced collection agencies we might use?

NEW SPACE AND IMPROVING PRESENT SPACE –

Sean emailed Central Eastside PDC to find available cheap spaces and will talk to Eastside Business Association requesting free space

Discussion of getting more light – install solatubes or a window in the brick wall — add more cfl lights

Discussion of removing organ loft ladder and what is size and cost or folding ladder replacement.

Steve will talk with St Davids about SEPTL using space in the Robing Room door #8 and behind TL desk for maintaining donated/out of service tools

Aaron asked that meeting notes include action plan to ensure follow up on things we agree to do

ACTION ITEMS – Bob will add this to meeting minutes

Recorded by Robert Weber, secretary

Meeting adjourned 8:50 PM

You know Bob as the volunteer who’s at SEPTL helping you just about every Tuesday evening. He’s also a Board Member, the Recording Secretary for all the Board meetings and does a large share of the tool repairs.

Well, PGE has recognized just how valuable Bob is to us and how valuable we are to the community! They’ve notified us that through Bob’s ongoing efforts we’ve just won a much needed and much appreciated $400 cash grant.

Here’s a snip of their letter:

Portland General Electric Company
PGE Community Service Grants
121 SW Salmon Street Portland, Oregon 97204

March 14, 2013

Dear SEPTL,

Congratulations! Southeast Uplift SEPTL is the recipient of a PGE Community Service Grant of $400 in honor of Robert Weber’s volunteer service. Robert has requested this grant be used to support the Southeast Portland Tool Library…

Congratulations again and thank you for your organization’s dedication to improving the quality of life in our communities.

Sincerely,

Kregg Arntson
Community Affairs Manager
Portland General Electric

Next time you run into Bob, give him a big hug. Okay maybe not a hug, but a big thanks. He’s earned it.

Mt. Tabor Neighborhood Association will celebrate spring by hosting a FREE Naturescaping Workshop.

Naturescaping is the practice of using native plants to create sustainable landscapes that are good for people, animals and the environment.

The workshop offers a plethora of low-cost, sustainable landscaping tips & resources for all levels of do-it-yourselfers who are just itching to dig up fresh ideas for their yards, gardens and outdoor spaces.

You’ll learn how to design a low-maintenance, chemical-free landscape that conserves water and minimizes pollution, all while saving you time and energy!

You’ll get natural gardening and landscape design tips, take a field trip to a nearby naturescaped garden, and receive a comprehensive workbook and a native plant to get started!

Register online at www.emswcd.org/workshops-events/register-for-a-workshop

What: Naturescaping Basics Workshop
When: Saturday, March 30th from 9am – 1pm
Where: Tabor Space – Muir Room, 5441SE Belmont, Portland OR 97215
Cost: FREE!

And here’s the thing, when you rent a car from (or to) your neighbors using this link, SEPTL gets a referral bonus!

Getaround is Portland’s largest (with 450+ vehicles) personal/peer-to-peer carsharing program. You sign up your car online, set your car’s hourly & daily rental rates, and review and approve (or decline) rental requests from your neighbors. Getaround screens every driver, provides full (liability, comprehensive and collision) insurance coverage and 24×7 roadside assistance, and then collects and sends you your monthly rental income.

So let your car earn you money… while you help the environment. Learn more and sign up your car using this special link and SEPTL will earn a $100 referral bonus. Or borrow a car with the same link  and SEPTL will get a $30 bonus. Remember, you’ve gotta use the special link for SEPTL to get its bonus.

Thanks for using Getaround to help SEPTL get some much needed cash to buy and maintain the tools you borrow!

So we’ll only be able to take tool returns tonight.  Please be prepared to pay any overdue fines in cash.  Thanks.