Minutes:10 APR 2024 Members Meeting Agenda

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:
  • Financial Position: https://drive.google.com/file/d/1M6cD3dwFuJ5VvWWaiwMcEJ-8aF1XSt9F/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
  • 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 October
• 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