Minutes:8 MAY 2024 Members Meeting Agenda

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:
  • Financial Position: https://drive.google.com/file/d/1d8Jj7XxF39wGVP-lCZmAwjuggisEKF0d/view?usp=sharing
  • Financial Activity: https://drive.google.com/file/d/1oIfCveS4lUi_K4LD7TpfBrGK8j6x1EAf/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.
    • Joe's solution: try doing paperwork ourself with payroll service. Switch to CPA if its overwhelming; needs review (fwded to board)
      • Artisan market starts 4/7
    • Setup will be a big job either way. Management may not be that much work.
    • This needs at least two people.
    • https://docs.google.com/document/d/15guo7zZOTvUhtWUuEZ3JxxUewXUzQSMBxMrQysdqxFo/edit?usp=sharing
  • Taxes all done for 2023, how-to process updated on the wiki here: Finances#Taxes
    • James K. to add further info from screen-share on how to do Sales Tax?
  • What to do about 2025 rent negotiations with Oxford? - Nate Y.
    • Latest proposal: five-year lease, one month rent abatement, $12.68/sqft/yr. with $0.50/sqft/yr. increase each year after the first. Last chance for discussion/input!
  • SBA disaster loan repayments starting in April, need to make sure more than just Nate is aware of how to do this - Nate Y.
    • Nate tried to get an account set up to repay this, but the SBA is asking him to email or fax his SSN and driver license to them on official letterhead. Faxing seems the least-worst of the two options, but need to locate a fax machine or other service to do it.
    • Joe D. will take the lead on figuring out and faxing as required
  • Other action items:
    • Send thank you for $500 donation - James K.
    • Generate activity on our account so it doesn't get $5 stolen from it each month
      • James and Joe to investigate CD with UMCU
• 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