View source for Minutes:13 DEC 2023 Members Meeting Agenda

Meeting begins: 1907     

Meeting ends: TODO  

Participants: David G., Victoria W., Nate Y., Brian J., Andrew C., Ben N., Joe D., James K.

=Agenda=
*Announcements/new business - 10m
*Operations
*Financial
*Membership
*Outreach
*Education

=Minutes=
*Announcements/new business:

*Operations:
**PC upgrades: buy new vs. upgrade (i.e. more RAM/switch to SSD)? - James K./Nate Y.
***Focus on donated machines instead of buying?
***Use existing Mac Mini for the public PC 
***https://www.ebay.com/itm/285309742776 as an example of new PCs
***3dp/slicer should be priority
**Access control (interior and exterior): pivot to off-the-shelf Unifi solution? - James K./Nate Y./Ben N.
***We should test out some of the higher-end Unifi cameras for the main entrance, to control the number of alerts.
***Access control -- we will order some Unifi gear at the beginning of 2024 (returning if it doesn't work out), could roll into the fundraiser.
**Can we define a group of people "responsible" for each machine who would document/maintain/organize the main trainings? (i3-style "zone wardens")
*Financial:
**Financial Position: https://drive.google.com/file/d/1U_IURRK7QLhnVKWiRDk4u64dw7JJ2WuK/view?usp=sharing
**Financial Activity: https://drive.google.com/file/d/1M8axPee9qlmCH8ajU5dZQKTJLn3bK7ZE/view?usp=sharing
**Monthly financial report https://docs.google.com/spreadsheets/d/1fCZ2j8G5ZXTxQlR_fnR_BoUldrVSsgBDnbztHpAYgGw/edit?usp=sharing
**Accountant/tax advice/Payroll solutions - Joe D.
***Accountant + Quickbooks would be too expensive
***Joe will come up with 2-3 more options in January.
*Membership:
**Membership objection reduction brainstorming session (January)
**Volunteering SOP/color-coded task list?
***Joe: we should ensure we're getting more volunteer metrics/tracking before we engage with this too much
****Nate: More folks have been logging their hours (Benevity has helped a lot with this since there is real money attached!).  Seems to be largely a discipline issue that can be improved with a bit of PR effort.
***CiviCRM can potentially track hours also to nudge folks, if needed.
***Joe: can we take any existing documentation on volunteering stuff, update/distill it, and post in the space for easy reference.
***Joe will do some color-coding of tasks
**Election updates - James K.
***Election period currently running, have received 12 ballots (~28% of membership).  Polls closing on 11/10 @ 10pm.
**Membership tracking
***We have something terrible, but functional! Long term is to get this into something more suitable (CiviCRM?)
*Outreach:
**Future grants?
***Michigan Arts and Culture Council (MACC) 
****$5 million total available, up to $250,000 per grant
****Due Wednesday, December 13, 2023, before 5:00 pm ET
****Haven't looked too closely at this one to see if we are eligible
*****Sarah will look into eligibility.  Nate will send Sarah whatever EIDL application we had (has already sent the CW grant info).
***Free-form MEDC grant
***SA<sup>2</sup>T (Sustaining Ann Arbor Together) - Sarah B.
****Will start January 1st
***SPARK cooperation, can we give them more bang for their buck? - David G.
**Upcoming events:
***End of the year fundraiser:
****CiviCRM fundraising management - Sarah B.
****Events: Winter Workshop, Gift-repairsday, 14th Anniversary party
*****Regulations for buying/selling Winter Workshop kits - Sarah B.
******Materials for the kits may be sales tax exempt. If we want to do this, need to check deeper on regulations & fill out MI Form 3372 to give to retailers
******The kits count as "tangible personal property," but because we won't do over $10,000 in sales or $25,000 in aggregate sales, MI regs say we don't have to charge sales tax
******What we're proposing will not end up under Unrelated Business Income Tax because this is a short term sale related to a fundraiser
*****Social media planning for events - Sarah B.
******Need to get meetups made, kits ordered, FB/Insta posts up.
**Future goals & pitch deck - Sarah B.
***Come up with 3-5 year goals for the pitch deck
*Education:
**2024 education goals/classes
***How to transfer some responsibilities for classes to more people?