General Meeting Sept 20, 2006 Minutes

Here are the minutes of last night's General Meeting. You can read them:

1) On site: http://gobiodiesel.org/index.php? 
title=General_Meeting_September_20% 
2C_2006#Important:_Logging_Hours_in_Carma_Tracker_Now_Mandatory

2) On the attached pdf

3) Here in the email:

==Next Actions==
* Biodiesel Bash November 11th, 2006 - Lola's Room
*Chris getting bands for bash
* Bill to call members on phone tree for getting Open tasks handled.
* Finish Oil Separation Rack
* Install sink for dumping of 5 gallon jugs
* Karen to confirm with Brian re: getting containers
* Zac, Brian arrange photo shoot for members
* Scouting buyers of crude glycerin
* Locating testing facilities for checking composition of glycerin/fuel
* Assembling methanol still
* Board to figure out relationship of Karma Points to fuel allotments.
* Brian working with student to get coop to non-profit status.
* Omi to help with email response.
* Sheri and Abi (sp?) to lead monthly new member orientation meetings.
* Brian to announce an orientation meeting for the orientation leaders.
* Pilot Safety Committee to meet again to discuss organization & next  
steps.
* Zac, Felix working on completing methanol still.
* New Membership Agreement to be finalized.
* Brian to announce firm date for next quarterly strategy meeting
* Pete will contact Katy and Ryan about choosing a venue for  
quarterly meeting

==Help Needed & Questions Unresolved==
* Need more site coordinators.
* Need help with oil consolidation.
* Need help clearing rubble and brush on site.
* Need a media contact.
* More window decals for oil donor institutions. Running out.
* Using rubble to build wall by creek.
* Getting site winterized to avoid fuel production slow-down.
* Need Board positions filled. Contact Brian.
* Need help with the next quarterly strategy meeting agendas!
** Team Building exercises
** Recognition Ceremony
** Soap Making
** Mentoring clinic
** Finding guest speaker (in biodiesel industry). Contact Pete

===Quote===
"One ant doesn't build an anthill. A thousand ants move a few grains  
of sand."

==Attending:==

*Zac
*Bill Dodds
*Karen Kruse
*Steve
*Omi
*Tracy
*Brian
*Sherry
*Evan
*Pete Kramer
*Jordan McCann
*Amanda Rice
*Brian
*Tom
*Seth
*unidentified gentleman in wheelchair


==Greasemasters==

*Vegetable oil storage is getting consolidated
*Bill Dodds finishing rack for new grease separator, a wooden rack  
with stairs and 275 gallon tank. Two taps, one on bottom for crude  
removal, one halfway up for clean oil. Paint the tank black to heat  
up in sun, which aids in impurities breaking out and falling.
*GOing To install old sink for dumping oil from 5 gallon jugs.

==Oil Collection==

*Things going better than ever.
*We now have 11 establishments donating oil, set up on a regular  
schedule with one of our collectors.
*There are 3-5 places who may be willing to come on board.
*We have asked the establishments to provide the oil in closed 5  
gallon jugs.
*Need an extra collector immediately.
*We are running out of window decals for establishments Update on the  
earlier idea of switching from 5 gallon jugs to large barrels and a  
pickup truck: We have decided that this idea is not feasible at the  
given time due to costs of liability for the truck.
*Karen asked whether the cardboard containers over the jugs could be  
removed, but Pete said that the collectors like those containers and  
Brian added that we can easily mulch them.
*Karen said she had a plastic container and Brian asked her to  
document to him that she is willing to offer it.
*Mention made of cement mixer trays to hold 5 gallon jugs during  
transit.


==Mixmasters==

*We are producing a great quantity of fuel.
**Last month we produced 225 gallons
**This month we produced 320 gallons.
*We are currently producing 100 gallons per work party, but not yet  
reacting oil in 100 gallon batches.
*The processor is getting refined.
*Seth gave a sense of urgency for the need to get more volunteers to  
work.
*Seth also voiced concern over a slow-down in fuel-making this winter  
because of the cold. Until we have adequate electricty and shelter,  
fuel making will slow down.
*Our site plan is holding us up on going forward with the next  
generation site processor.
*A mixmaster meeting needs to be scheduled.
*Seth starting school next week and will be stepping down as chair of  
the mixmasters.

==Oil Support==


*Still working on way to get oil from 5 gallon containers to bigger  
totes.
*Need help with oil consolidation.
*Separation container being finalized (as mentioned above)
*We are having problems finishing the separation tank.

==Site==

*All the rubble and brush needs to be dealt with immediately.
* We might be able to cart it off on Bill's truck.
* Seth suggested we use the concrete rubble to build a wall on back  
of the property down by the river Seth extremely worried that Johnson  
Creek will flood this winter and thinks the wall, along with other  
things, will help mitigate any flooding.
* He expressed concerns that flooding could cause our standing  
barrels to wash away.
* Property needs to be organized so that barrels can be contained and  
also be easily moved Seth digressed on the idea for having a path  
down to the creek and clearing a picnic area there.
* Seth again mentioned that in the past 3 weeks, we've had no general  
membership work participation.
* 8-10 people are doing everything.
* Brian mentioned that DEQ is very happy with us, but we cannot spill  
anything.
* He urged members to be extra careful when working with materials on  
site.
* DEQ wants to see us moving forward with our spill containment plans.
* There is no current legislation specifically on handling biodiesel  
fuel or waste oil, which is good, but also leaves us exposed.

==Tech==

*Brian has added the new Task List to the web site
* He encourages all members to review it frequently and get more  
involved
* Karma Tracker is live!
* He said that Karma Tracker use is mandatory and will explain why  
later in the meeting
* Subtraction of karma credits when fuel is purchased will be done  
manually until automated
* Zac mentioned need to update the photo on the front, since none of  
those people seem to be current members
* Zac volunteered to set up photoshoot on site in next two weeks.  
Will work with Brian

==Co-Products==

*We are focusing on a commercial site degreaser to be sold to  
industrial businesses.
* We are going to be locating a University willing to let us use  
their GC Mass Spectrometer to analyze samples of both our glycerin  
and oil.
* We need to know the composition of the glycerin so that we can  
determine how best to purify it for making degreaser.
* Brian mentioned that Star Oil Co is willing to sell our degreaser  
for us.
* Bill said he will put in some time on the phone tree.
* We need to contact members and get more people working.
*

==Board==

*We will be meeting Thursday on site at 5:30, covering mostly  
accounting, but members are welcome to attend.
* Cheryl has agreed to step up as board member. Welcome and many thanks.
* We still need qualified candidates to fill open board positions.
* Check the open positions and contact Brian if you are interested.
* Prior board or operational experience is required.
* We are working with DEQ and City of Milwaukee to make sure our site  
changes are reviewed and acceptable.
* The next board meeting will focus on Karma and how it is valued.
* Board meetings are the second wednesday of every month, on site at  
7:30pm Brian helped lead first biodiesel class at PCC He met a  
student who is interested in non-profit work as his major and the  
student has gotten approval from his instructor to set up the coop as  
a 501C12 non-profit organization.
* It will be his thesis project.

==Inreach==

*Karen working with Pete to get up to speed on being a site  
coordinator, to direct the work that goes on during site work parties.
* Brian stressed that we need 3-4 site coordinators, so that one  
person isn't committed to being at the site every weekend.


==Member services/Outreach==

Need a media contact.
* Need an email responder to deal with outsider inquiries and answer  
general information for prospective members.
* Omi volunteered to do this.
* Need leader for montly new member orientation meetings.
* Sheri and Abi volunteered for this Brian mentioned that we have a  
new member "packet" on-line.
* Bill mentioned he had DVD from Biodiesel America and it could be  
used for new members.
* It was decided that there needed to be an orientation for the  
orientation leaders.
* Brian said he would send out an announcement with a date that would  
be 2-3 weeks from now.

==Fundraising==

*Biodiesel Bash
**It's official: November 11th 7pm at Lola's Room: Biodiesel Bash
**Chris is working on getting bands
**Randy Leonard to come and speak
*Brick Campaign
**we don't have a vision of how bricks will be used on site. We do  
have an architect on the board who may be able to help solve this  
problem.
**Until then, no donor bricks.

==Safety==

* Karen, Amanda and Zac have meet and discussed the need for a safety  
committee for the coop.
* Everyone is in agreement that the coop cannot afford an accident.
* The tentative concept would be for a committee made up of members  
from the committees that do on-site work and it would be both a forum  
for raising safety concerns and also an independent group to take on  
the task of solving those concerns by implementing solutions.
* The committee would also be tasked with drafting a full and  
compliant Safety Guidelines Manual and for training ALL new members  
on this.
* Jordan mentioned that he has haz-mat training and would be  
interested in offering his input.
* Karen, Amanda and Zac (Jordan?) will meet again to determine next  
action steps.

==Financial==

*We have $3,500 in the bank.
* We've had our first profitable month.
* Biodiesel sales are rapidly becoming an increasing share of our  
income.
* Still hoping for fundraising to provide us with income needed for  
capital improvements.


==Processor Design/Site Planning==

*Zac and Felix are working on the methanol still this Friday.
* It will need to be tested with water and then with a water/methanol  
mix before proceeding to test with glycerin by-product.

==New Membership Agreement==

Brian and others have spent month preparing this.
* Here are the details.
* Input is still being accepted, but the general gist is pretty much  
set.
* All members must work.
* You must work 3-4 hours minimum per month.
** We have a regular open task list on the web site; it is also  
posted on site; it is also emailed once a week.
** We will hopefully back that up with calls to the phone tree.
* Members have to choose at least one committee to join.
* Members can choose to suspend their membership.
** Either temporarily or permanently.
** during suspension, you cannot vote, buy fuel or collect Carma points.
* Members much follow our safety policy.
* Members must sign a waiver.
* Members must respect everyone.
* Members must complete a statement of involvement.
** Why you are involved in the coop.
** What help you would like to provide.
** Members must log their time in the Carma Tracker Coop reserves the  
right to amend hours posted.

==Important: Mandatory logging of hours rules:==

*Log work hours within 15 days of work
**Beginning November 1st, 2006
**Work hours have to logged into Carma Tracker within 15 days of
work.
*Any hours worked that have not been entered into the Carma Tracker  
will need to be entered before the end of October.
**Hours not entered will be gone forever and cannot be redeemed.

==Members not working for 4 months will have membership suspended==

*If you fail to log hours for 4 months straight your membership will  
be suspended.
*You will have to reapply for membership.
*You will need to pay a $50 reinstatement fee.

==Discussion of new work rules==

*Tom indicated he thinks this system might be premature and may turn  
away members from working.
* Zac expressed concern that coop needs to make sure it has fuel for  
working members.
** If you are requiring a commitment of work on behalf of members,  
the members should require the coop to provide fuel.
* The maximum amount of work allowable to be logged is currently 15  
hours every two weeks.
* The board is working on a slightly different form of equivalating  
work hours to fuel.
* For example, it will probably not be a 1 hour = 1 gallon  
equivalency, but 1 hour = % of available fuel.

==Quarterly Strategy Meeting==

*It has been decided that the annual strategy meetings be held  
quarterly. These meetings are a chance to discuss where the coop is  
going but it is also a social event.
* We can combine the annual elections for the board into one of our  
quarterly meetings.
* Seth suggested we combine our next quarterly meeting with the  
Biodiesel Bash
*So Nov 11, 2006 was set as the tentative date for the next quarterly  
meeting.
* Tom  suggested the Rose and Rain Drop as a possible venue for a  
quarterly meeting Discussion of where to hold the quarterly meeting.
* Pete will contact Katy and Ryan about choosing a venue and if they  
are not available, he will do it himself.
* Omi is interested in helping with venue selection.
* Agenda for next Quarterly Strategy Meeting
**Team Building exercises
**Recognition Ceremony
**Structural Evaluation (strategy) meeting
**Soap Making
**Mentoring clinic
**Guest Speaker - Biodiesel Expert
***Seth suggested someone from OSU come and speak, so that we can  
also start an ongoing communication with that person.
*** Need recommendations for guest speaker sent to Pete




--------------------------------------------------------------
Zac Imboden
[email protected]
1534 SE 35th Place
Portland, OR
97214
971-563-2477