Minutes:14 AUG 2024 Members Meeting Agenda

Meeting begins: 1906

Meeting ends: TODO

Participants: David G., Victoria W., Robyn D., Brian J., Jame K., Nate Y., Joe D., Mike Z.

Agenda

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

Minutes

• Announcements/new business:

• Operations:
  • 2600 sub -- Mike
    • Dan R. interested in hosting meetup
      • non-profit or other benefit related to this?
      • Mike, Victoria interested in helping to host
    • should be under board email vs. Mike's personal etc.
      • Mike to verify AHA account
      • and reach out
  • office-grade printer -- Mike
    • double-sided 11x17 for zines
    • University Office Technologies? (Robyn)
    • all in agreement that we're happy to house it
  • PC upgrades:
    • still need something for laser? (e.g. cheap Amazon option)
      • maybe something from that email? (Andrew?)
      • Nate to eval -> purchase if infeasible
    • need something for CNC
      • Robyn has dispo leads
    • Tech Soup licenses?
  • Access control (interior and exterior): - Nate Y. (see also Trello)
    • camera, door connected, not sure if implemented?
    • 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.
    • overall experience was good. I Joe doesn't know of any real problems. Kids left a few messes but nothing overwhelming
  • 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://https://drive.google.com/file/d/1YCDXc7tRcvICRGwouIpNKNCO0vNW6zTM/view?usp=sharing
  • Financial Activity:https://drive.google.com/file/d/1-GBQjhil3KKPrk4OjMTP_Y_kNlNTrzro/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
    • 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.
    • Joe has this set up and will start payments in Oct
• 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:
    • Tech Trek - Friday September 27th @ 1pm - 5pm; located somewhere around E. Liberty St., probably close to AHA
      • We planned to bring CNC portraits, WLED LEDs projects, etc.
    • Zero Waste Fall Festival - Sunday September 29th @ 12pm - 3pm; new for this year, will take place at Kiwanis Club
      • Activities offered there are ugly pumpkin carving, goats, cider and donuts, a cornhole tournament, games etc.
      • Let's brainstorm some ideas for a demo we can bring that showcases something sustainable/zero waste?
  • 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?
  • zine workshop -- Mike Z.
• Communications improvements