Minutes:10 JUL 2024 Members Meeting Agenda

Meeting begins: 1912

Meeting ends: 1932

Participants: David G., Joe D., Brian J., Jame K.

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)
    • camera, door connected, not sure if implemented?
      • Mike might test tonight
    • 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:
      • Ethernet terminated properly, fix wiring from controller to strike, camera needs mounted and wired. Still in progress; ETA sometime later in June? - Nate Y.
  • Bylaw review needed? (some time this year?) - Jame K. offering to advise/provide info
  • LaunchX - July 1st-26th - Joe D.
    • going fine
    • waiver signed
    • red/yellow/green safety system implemented
  • Lathe - Robyn D.
    • large/capable machine
    • ferrus-capable
    • good candidate for pairing w/ desktop vertical milling
    • ideal for classes
    • safer
    • could retain existing for reference
    • asking $650
    • board approves
    • Joe can write a check or provide cash
  • 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.

• Financial:
  • Financial Position:https://drive.google.com/file/d/14m82r9e1gKDtdKT5KuiqwjPiuTeSEFvm/view?usp=sharing
  • Financial Activity:https://drive.google.com/file/d/1Z8KQZ6jrwwvAnHHwizNHRvWnMW2XuWEZ/view?usp=sharing
  • Monthly financial report https://docs.google.com/spreadsheets/d/1fCZ2j8G5ZXTxQlR_fnR_BoUldrVSsgBDnbztHpAYgGw/edit?usp=sharing
  • LaunchX set up, ability to get paid, etc.
  • 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
    • Jame 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 October, 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
• Membership:
  • Membership tracking
    • Nate set up Appsmith
      • need more server - Nate Y.
      • Jame K. not ready
  • Follow-up/Tickler system?
  • Customer Relationship Management (CRM) options - Sarah B.
    • TechSoup Discount Options
      • CitySoft - Jame K. to coordinate demo scheduling
        • 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 - Jame 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.
    • Knight Foundation grant? Jame K/Joe D.
  • Upcoming events:
    • 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)
      • up to dual 6'x6' booths
      • Create staffing schedule
      • Let's come up with some activity ideas (CNC portraits on a postcard? others?).
        • donations?
  • 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 - Jame 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 - Jame K.
  • Bamboo - Jame K.
  • Newsletter owners needed
    • Tango tutorials on hold pending migration to Sendy - Sarah B.
    • Sendy/AWS - Nate Y., Jame 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 - details/status update required (grant was 9 months ago) - or pivot? - Victoria W.
  • Artisan Market events -
    • Starting April 28th with cardboard Swords and Wands (approved). Joe D. is running this activity.
      • next is 6/23 (take and make earrings)
    • Need to hire help for later events
  • Repairsday Road Show/Community Outreach/A2Zero ambassadors
  • Computer Club?
• Communications improvements