Minutes:8 MAY 2024 Members Meeting Agenda

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Meeting begins: 1911

Meeting ends: 2044

Participants: David G., Nate Y., Joe D., Sarah B., Robyn D.



Agenda

  • Announcements/new business - 10m
  • Operations
  • Financial
  • Membership
  • Outreach
  • Education

Minutes

  • Announcements/new business:
  • Operations:
    • PC upgrades:
      • still need something for laser? (e.g. cheap Amazon option)
      • need something for CNC
        • Robyn has dispo leads
    • Access control (interior and exterior): - Nate Y. (see also Trello)
      • Interior door is good to go -- could use some wiring cleanups (will be easy once we remove the legacy system)
        • Timeline to sunset the legacy entrance system? How do we make this clean so members who haven't been around in a while don't get locked out? Member news blast, reminders to meet Nate/others who have been trained on how to add users at Repairsdays/Open Hours, any other things?
          • need to send an email to members of impending change and how to get access
      • Remaining needs for exterior door:
        • Coordination with Oxford for card reader installation (Oxford should do this)/camera installation (we should be able to do the camera install ourselves)
        • Select a suitable (i.e. PoE, tamper-resistant) camera to monitor the external door
        • Reroute existing ethernet run(s) from the far bathroom back over to the external door reader. Nate believes there are two old ethernet lines we can reroute.
        • Need to ensure port capacity on the switch for two more PoE devices (access controller and camera)
      • Camera
        • recommendations? (PoE)
    • Elections - Sarah B. & James K.
      • Hoping to get everything ready to go out to members tomorrow afternoon or Friday
    • Bylaw review needed? (some time this year?)
    • LaunchX planning - July 1st-26th - Joe D.
      • Joe D. will respond to email/arrange a meeting
      • safety briefing/tour?
      • Have we finalized any arrangement with them?
    • Plea for help: small tasks and other low-hanging fruit - Nate Y.
      • Reaching out to new members in a timely fashion
      • Responding to emails in a timely fashion
      • How do we get simple tasks done more quickly when folks are feeling overloaded?
        • weekly study hall(s)? -- Nate Y. to set up infrastructure
          • Wednesday evening,
          • Sunday morning?
        • list of things that need to be taken care of, posted each Monday
          • Trello -- Nate Y.
          • +chat integration
        • please check Trello weekly <3




!!! looks like I was somehow updating April instead of May from this point beyond, so need to incorporate all of these changes here instead:

https://wiki.allhandsactive.org/index.php?title=Minutes%3A10_APR_2024_Members_Meeting_Agenda&diff=7509&oldid=7493



    • Matrix channels redux
      • board, emeritus; tied to next election
    • Sticker re-order? - David G.
      • 5/10/2022 order was $222.17-33.33=$200.17 for 500 3x3 die cut circles (Sticker Giant)
      • current inventory level?
      • new design? Sarah B.
    • safety
  • Financial:
  • Membership:
    • Membership tracking
      • Nate set up Appsmith
        • need more server - Nate Y.
        • James K. not ready
    • Follow-up/Tickler system?
    • Customer Relationship Management (CRM) options - Sarah B.
      • TechSoup Discount Options
        • CitySoft:
          • Choose your own pricing. Small plan (50-75/mo) probably good enough
          • Discount seems to be for medium or large tiers, so may not even be needed
          • All inclusive price; all modules, upgrades, support avenues, data import, backups included
        • Springly
          • Discount looks like it includes the Professional tier features
          • Pricing jumps after first year; not clear if you can repeat the discount but it seems like you can
          • Pricing also increases per number of members, but the cap is high (for us) at 250 members
          • Pro tier 119/149, Serenity tier 45/79
      • Truly free options
        • CiviCRM:
          • Caveat is that some of the modules we might need could have a cost associated
      • Next step:
        • Consider what features we actually need
        • Learn more about the install/set up process & learning curves
        • Goal: Balance cost - ease of use - efficacy
  • Outreach:
    • Future grants?
      • Free-form MEDC grant - James K./Ben N.
      • SA2T (Sustaining Ann Arbor Together) - Sarah B./Nate Y.
        • Will start January 1st
      • SPARK cooperation, can we give them more bang for their buck? - David G.
    • Upcoming events:
      • Chelsea Amateur Radio Club Swap & Shop - Sunday June 2nd 8am-12pm -- do we want to get a table?
      • A2Zero week - June 9th-14th https://www.a2gov.org/departments/sustainability/Newsletter-Events/a2zero-week/Pages/default.aspx-- various circular economy-themed events around Ann Arbor
        • Will be hosting extended Repairsday hours on 6/13 (5pm-9pm), and stamping visitors' A2zero passports
        • A2 Summer Fest Annex tent on the evening of 6/15 -- tentatively doing solar-powered CNC portraits, although lighting under the tent was an issue last time. If we want to do something else, need to decide before 5/1!
          • Need to finalize staffing for both events.
      • Art Fair (July 18th-20th @ E. Liberty St. close to AHA) - missed initial application period so no double booths left, can still potentially get two singles.
        • Fees paid for single 6'x6' booth. We are on a waiting list in case a 10'x10' booth opens up, or a second 6'x6' booth remains vacant. Will know more by Jun. 1st.
        • Create staffing schedule
        • Let's come up with some activity ideas (CNC portraits on a postcard? others?).
          • donations?
      • Crowd Supply Teardown (June 21-23, Portland OR) -- can get free tickets from Helen
      • STEAM Expo (5/14, Skyline)
    • Future goals & pitch deck - Sarah B.
      • Come up with 3-5 year goals for the pitch deck
      • use long term planning channel for brainstorming -- Sarah B. will seed with gathered ideas
    • schmooze cruise - everyone reach out to 3 people and ask for donations, and/or attend events to promote AHA! and our fundraiser
    • Cahoots - James K.
      • very 2-3 happy hours
      • Bob Ross-style soldering workshop (leverage PCBway sponsorship)
      • other workshops where knowledge workers can use hands instead
      • discounted memberships/annual donation
      • 2-3 access cards for staff after orientation in exchange for use of their event space(s)
    • Workantile - James K.
    • Bamboo - James K.
    • Newsletter owners needed
      • Tango tutorials on hold pending migration to Sendy - Sarah B.
      • Sendy/AWS - Nate Y., James K., Sarah B.
  • Education:
    • 2024 education goals/classes
      • How to transfer some responsibilities for classes to more people?
      • form own sub-committee?
    • Bonus: DIY fob/badge idea
    • Miniatures class - should be ready by April - Victoria W.
    • Artisan Market events -
      • Starting April 28th with cardboard Swords and Wands (approved). Joe D. is running this activity.
      • Need to hire help for later events
    • Repairsday Road Show/Community Outreach/A2Zero ambassadors
  • Communications improvements
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