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

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Meeting begins:       
Meeting begins: 2015      


Meeting ends:  
Meeting ends: 2120
 
Participants: David G., Nate Y., Brian J., Joe D., Victoria W., Sarah B., James K., Victor M.


Participants: 




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=Minutes=
=Minutes=
*Announcements/new business:
*Announcements/new business:
**Discuss who is in board chat / planning room


*Operations:
*Operations:
**PC upgrades:  
**PC upgrades:  
***Nate found a mini-PC in the box by the network rack -- machine posts, appears to be decent Ryzen 5 machine, 8GB, only lacking m.2 SDD drive.  Could be a good replacement for the laser or public PC.
***Nate will install HD for new Public PC this weekend
****If we get this one running, then we should only need one more "modern" machine to be in a relatively good spot.
***still need something for laser? (e.g. cheap Amazon option)
****Robyn might have an m.2 drive?
**Access control (interior and exterior):  - Nate Y.
**Access control (interior and exterior):  - Nate Y.
***Interior door is good to go -- could use some wiring cleanups (will be easy once we remove the legacy system)
***Interior door is good to go -- could use some wiring cleanups (will be easy once we remove the legacy system)
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****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.
****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)
****Need to ensure port capacity on the switch for two more PoE devices (access controller and camera)
**Elections - James K.
**Elections - Sarah B. & James K.
***To meet an end-of-April timeline (approx. 4/25) for the end of the election, '''we will need to get out the call for nominations by 3/21''', launch the actual election period by 4/18. - Sarah B. will incorporate into Mailchimp etc.
***Initial email to announce that nominations are open was sent
**LaunchX planning - July 1st-26th - Joe D.
***Will send a reminder email on the 15th
***Have two certain nominations (Robyn & Joe), one 'if needed' nomination (Nate, interim)
****Have bios from Robyn & Joe, need one from Nate
****Will announce Robyn & Joe soon, probably tomorrow some time
**Bylaw review needed?
**LaunchX planning - July 1st-26th - Joe D.  
***Joe D. will respond to email/arrange a meeting
***safety briefing/tour?
***safety briefing/tour?
***Have we finalized any arrangement with them?
***Have we finalized any arrangement with them?
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***Responding to emails 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?
***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
****David happy to be official greeter if corresponding Trello cards can be created and assigned
**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. aiming for next month or so
*Financial:
*Financial:
**Financial Position: https://drive.google.com/file/d/1U_IURRK7QLhnVKWiRDk4u64dw7JJ2WuK/view?usp=sharing
**Financial Position: https://drive.google.com/file/d/1M6cD3dwFuJ5VvWWaiwMcEJ-8aF1XSt9F/view?usp=sharing
**Financial Activity: https://drive.google.com/file/d/1M8axPee9qlmCH8ajU5dZQKTJLn3bK7ZE/view?usp=sharing
**Financial Activity: https://drive.google.com/file/d/1LDDX6TZdGBGjU5IFIzQqIQk2ekB0VdKN/view?usp=sharing
**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.
***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]]
**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?
***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.
**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!
***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.
**SBA disaster loan repayments '''starting in <s>April</s> October'''
**Other action items:
***Send thank you for $500 donation
*Membership:
*Membership:
**Membership tracking
**Membership tracking
***Nate set up Appsmith -- next steps? - James K.
***Nate set up Appsmith
****need more server - Nate Y.
****James K. not ready
**Follow-up/Tickler system?
**CRM
***Sarah investigating CitySoft vs. Springly on TechSoup ($75/mo budget) (conclusion by next month)
***CiviCRM still on the table but hard to use and some modules have costs
*Outreach:
*Outreach:
**Future grants?
**Future grants?
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***SA<sup>2</sup>T (Sustaining Ann Arbor Together) - Sarah B./Nate Y.
***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.
**Upcoming events:
**Upcoming events:
***Penguicon/Hackerspace Party -- Evening/early morning of 4/25 - 4/27 (setup afternoon of 4/24; teardown late morning 4/27)
***STEAM Expo (5/14, Skyline)
***AACME (May 5th 11am-3pm @ AADL Downtown) -- submitted application; will do CNC portraits, LED art, button maker (possibly?)
****Need to figure out staffing still... Nate Y. is open to any help!
***A2Zero week - June 9th-14th https://www.a2gov.org/departments/sustainability/Newsletter-Events/a2zero-week/Pages/default.aspx<nowiki/>-- various circular economy-themed events around Ann Arbor
***A2Zero week - June 9th-14th https://www.a2gov.org/departments/sustainability/Newsletter-Events/a2zero-week/Pages/default.aspx<nowiki/>-- various circular economy-themed events around Ann Arbor
****Will be hosting extended Repairsday hours on 6/13 (5pm-9pm), and stamping visitors' A2zero passports
****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!
****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.
*****Need to finalize staffing for both events.
***[https://www.crowdsupply.com/teardown/portland-2024 Crowd Supply Teardown] (June 21-23, Portland OR) -- can get free tickets from Helen
***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.
***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.
****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.
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****Let's come up with some activity ideas (CNC portraits on a postcard? others?).
****Let's come up with some activity ideas (CNC portraits on a postcard? others?).
*****donations?
*****donations?
***[https://www.crowdsupply.com/teardown/portland-2024 Crowd Supply Teardown] (June 21-23, Portland OR) -- can get free tickets from Helen
**Future goals & pitch deck - Sarah B. (July?)
**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
***use long term planning channel for brainstorming -- Sarah B. will seed with gathered ideas
***use long term planning channel for brainstorming -- Sarah B. will seed with gathered ideas
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**Bamboo - James K.
**Bamboo - James K.
**Newsletter owners needed
**Newsletter owners needed
***Tango tutorials - Sarah B.
***Tango tutorials on hold pending migration to Sendy - Sarah B.
***Zoom during next one? - Sarah B.
***Sendy/AWS - Nate Y., James K., Sarah B.


*Education:
*Education:
**in-person/hybrid mtg to figure it out?
**drop-in/meetups vs. "classes"
**2024 education goals/classes
**2024 education goals/classes
***How to transfer some responsibilities for classes to more people?
***How to transfer some responsibilities for classes to more people?
Line 103: Line 118:
**Bonus: DIY fob/badge idea
**Bonus: DIY fob/badge idea
**Miniatures class - should be ready by April - Victoria W.
**Miniatures class - should be ready by April - Victoria W.
**Artisan Market events - Starting April 28th with cardboard Swords and Wands. Joe D. is running this activity.
**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
***Need to hire help for later events
**Repairsday Road Show/Community Outreach/A2Zero ambassadors
**Repairsday Road Show/Community Outreach/A2Zero ambassadors
*Communications improvements
*Communications improvements
**always-on #general on TV/RPi
**Matrix vs. Discord?
***bridging as stopgap?
***Is this working out for everyone? If so, let's publish links to the other apps on our webpage/new member materials/flyers? Currently there is no easy way to direct users to join via Discord or Slack - Nate Y.
****General feeling is there's no need to push the other options, but to keep them as alternatives when someone is not happy with Element.

Latest revision as of 19:31, 8 May 2024

Meeting begins: 2015

Meeting ends: 2120

Participants: David G., Nate Y., Brian J., Joe D., Victoria W., Sarah B., James K., Victor M.



Agenda

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

Minutes

  • Announcements/new business:
  • Operations:
    • PC upgrades:
      • Nate will install HD for new Public PC this weekend
      • still need something for laser? (e.g. cheap Amazon option)
    • Access control (interior and exterior): - Nate Y.
      • 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?
      • 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)
    • Elections - Sarah B. & James K.
      • Initial email to announce that nominations are open was sent
      • Will send a reminder email on the 15th
      • Have two certain nominations (Robyn & Joe), one 'if needed' nomination (Nate, interim)
        • Have bios from Robyn & Joe, need one from Nate
        • Will announce Robyn & Joe soon, probably tomorrow some time
    • Bylaw review needed?
    • 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
        • David happy to be official greeter if corresponding Trello cards can be created and assigned
    • 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. aiming for next month or so
  • Financial:
  • Membership:
    • Membership tracking
      • Nate set up Appsmith
        • need more server - Nate Y.
        • James K. not ready
    • Follow-up/Tickler system?
    • CRM
      • Sarah investigating CitySoft vs. Springly on TechSoup ($75/mo budget) (conclusion by next month)
      • CiviCRM still on the table but hard to use and some modules have costs
  • Outreach:
    • Future grants?
      • Free-form MEDC grant - James K./Ben N.
      • SA2T (Sustaining Ann Arbor Together) - Sarah B./Nate Y.
        • Will start January 1st
    • Upcoming events:
      • STEAM Expo (5/14, Skyline)
      • 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.
      • Crowd Supply Teardown (June 21-23, Portland OR) -- can get free tickets from Helen
      • 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?
    • Future goals & pitch deck - Sarah B. (July?)
      • 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:
    • in-person/hybrid mtg to figure it out?
    • drop-in/meetups vs. "classes"
    • 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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