Minutes:10 JAN 2024 Members Meeting Agenda: Difference between revisions

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Meeting begins: TODO
Meeting begins: 1907   


Meeting ends: TODO
Meeting ends: 2108


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


=Agenda=
=Agenda=
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*Operations:
*Operations:
**PC upgrades: buy new vs. upgrade (i.e. more RAM/switch to SSD)? - James K./Nate Y.
**PC upgrades: buy new vs. upgrade (i.e. more RAM/switch to SSD)? - James K./Nate Y./Ben N.
***Focus on donated machines instead of buying?
***Focus on donated machines instead of buying?
****try a returnable CPU replacement?
***Use existing Mac Mini for the public PC  
***Use existing Mac Mini for the public PC  
***https://www.ebay.com/itm/285309742776 as an example of new PCs
***https://www.ebay.com/itm/285309742776 as an example of new PCs
***Victoria to look at getting a few https://www.amazon.com/GMKtec-Nucbox5-Desktop-Computer-Windows/dp/B0B75PT2RY/?th=1 for $140?
***3dp/slicer should be priority
***3dp/slicer should be priority
***IT committee ?
**Access control (interior and exterior): pivot to off-the-shelf Unifi solution? - James K./Nate Y./Ben N.
**Access control (interior and exterior): pivot to off-the-shelf Unifi solution? - James K./Nate Y./Ben N.
***Parts received -- parallel install this weekend (partial) - Nate Y.
***reach out to Lynn RE wall mount - Joe D.
***We should test out some of the higher-end Unifi cameras for the main entrance, to control the number of alerts.
***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.
***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")
**Can we define a group of people "responsible" for each machine who would document/maintain/organize the main trainings? (i3-style "zone wardens")
***somewhat happening organically?
***or a list of subject matter experts?
**Candice' lathe
*Financial:
*Financial:
**Financial Position: https://drive.google.com/file/d/1U_IURRK7QLhnVKWiRDk4u64dw7JJ2WuK/view?usp=sharing
**Financial Position: https://drive.google.com/file/d/1U_IURRK7QLhnVKWiRDk4u64dw7JJ2WuK/view?usp=sharing
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**Monthly financial report https://docs.google.com/spreadsheets/d/1fCZ2j8G5ZXTxQlR_fnR_BoUldrVSsgBDnbztHpAYgGw/edit?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/tax advice/Payroll solutions - Joe D.
***Accountant + Quickbooks would be too expensive
***Joe's solution: try doing paperwork ourself with payroll service. Switch to CPA if its overwhelming
***Joe will come up with 2-3 more options in January.
****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
***reach out to i3, Maker Works -- how do they handle this?
*Membership:
*Membership:
**Membership objection reduction brainstorming session (January)
**Membership objection reduction brainstorming session (noon before space improvement starts at 2pm)
**Volunteering SOP/color-coded task list?
**Volunteering SOP/color-coded task list? - Joe D.
***need more beginner-friendly tasks
***Joe: we should ensure we're getting more volunteer metrics/tracking before we engage with this too much
***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.
****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.
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**Membership tracking
**Membership tracking
***We have something terrible, but functional! Long term is to get this into something more suitable (CiviCRM?)
***We have something terrible, but functional! Long term is to get this into something more suitable (CiviCRM?)
***James K. open to creating a custom open-source solution for us over an upcoming weekend (with prodding/reminders!)
*Outreach:
*Outreach:
**Future grants?
**Future grants?
***Free-form MEDC grant - James K./Ben N.
***Free-form MEDC grant - James K./Ben N.
***SA<sup>2</sup>T (Sustaining Ann Arbor Together) - Sarah B.
***SA<sup>2</sup>T (Sustaining Ann Arbor Together) - Sarah B./Nate Y.
****Will start January 1st
****Will start January 1st
***SPARK cooperation, can we give them more bang for their buck? - David G.
***SPARK cooperation, can we give them more bang for their buck? - David G.
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***End of the year fundraiser:
***End of the year fundraiser:
****CiviCRM fundraising management - Sarah B.
****CiviCRM fundraising management - Sarah B.
****Events: Winter Workshop, Gift-repairsday, 14th Anniversary party
****Events:
*****Regulations for buying/selling Winter Workshop kits - Sarah B.
*****Science thing at Lawton Elementary 1/24 5pm
******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
*****Sam's bat mitzvah
******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.
**Future goals & pitch deck - Sarah B.
***Come up with 3-5 year goals for the pitch deck
***Come up with 3-5 year goals for the pitch deck
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***form own sub-committee?
***form own sub-committee?
**Bonus: DIY fob/badge idea
**Bonus: DIY fob/badge idea
*Communications improvements
**always-on #general on TV/RPi
**Matrix vs. Discord?
***bridging as stopgap?

Latest revision as of 22:23, 10 January 2024

Meeting begins: 1907

Meeting ends: 2108

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

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./Ben N.
    • Access control (interior and exterior): pivot to off-the-shelf Unifi solution? - James K./Nate Y./Ben N.
      • Parts received -- parallel install this weekend (partial) - Nate Y.
      • reach out to Lynn RE wall mount - Joe D.
      • 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")
      • somewhat happening organically?
      • or a list of subject matter experts?
    • Candice' lathe
  • Financial:
  • Membership:
    • Membership objection reduction brainstorming session (noon before space improvement starts at 2pm)
    • Volunteering SOP/color-coded task list? - Joe D.
      • need more beginner-friendly tasks
      • 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
    • Membership tracking
      • We have something terrible, but functional! Long term is to get this into something more suitable (CiviCRM?)
      • James K. open to creating a custom open-source solution for us over an upcoming weekend (with prodding/reminders!)
  • 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:
      • End of the year fundraiser:
        • CiviCRM fundraising management - Sarah B.
        • Events:
          • Science thing at Lawton Elementary 1/24 5pm
          • Sam's bat mitzvah
    • Future goals & pitch deck - Sarah B.
      • Come up with 3-5 year goals for the pitch deck
    • schmooze cruise - everyone reach out to 3 people and ask for donations, and/or attend events to promote AHA! and our fundraiser
    • Cahoots and Workantile partnerships - James K.
  • Education:
    • 2024 education goals/classes
      • How to transfer some responsibilities for classes to more people?
      • form own sub-committee?
    • Bonus: DIY fob/badge idea
  • Communications improvements
    • always-on #general on TV/RPi
    • Matrix vs. Discord?
      • bridging as stopgap?
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