Minutes:10 MAR 2021 Members Meeting Agenda: Difference between revisions

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Meeting begins:  
Meeting begins: 1912


Meeting ends:  
Meeting ends: 2100
   
   
Participants:  
Participants: David G., Joe D., James K., Marcus D., Nate Y.


= Agenda =
= Agenda =
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* Announcements/new business:
* Announcements/new business:
** Posting this meeting on meetup?
** Posting this meeting on meetup?
*** We all agree to give it a shot.  Some trepidation about this attracting folks who then become extremely bored due to the business-related matters discussed, extrapolating that lack of fun to the rest of our events.  Ultimately we think people will see the event description and have reasonable expectations.


* Summer camp?
* Summer camp - Marcus Darden
** Computer Science Professor at UM
** Marcus does a presentation on how AHA could do a summer camp, make it self-sustainable, bring in interest in what we do, and get some funding also.
** Some existing camps: https://annarborfamily.com/feature/2020-summer-camp-guide/
** Set up meeting to flesh out ideas - James
** Research legal/insurance hurdles.
*** Joe will look into legal definitions of what makes a place a "day care".
*** Nate will reach out to insurance folks to determine how this might impact our coverage. 


* Membership update:
* Membership update:
** 16 current memberships, 2 unknown status.
** Nate checked out Tendenci -- seems reasonable but no Docker support.  Figure it out or try something else?
** Nate checked out Tendenci -- seems reasonable but no Docker support.  Figure it out or try something else?
*** Old business, but related stuff pulled in here:
*** James thinks we can keep looking since there might be better options for support under Docker.
**** Motion to replace new-member vouching system with n-hours of volunteering/vote on it? - James
** Motion to replace new-member vouching system with n-hours of volunteering/vote on it? - James
*** Create an "exit survey" that can help identify why a person is leaving, but also can try and convince them to stay by pointing out our reduced cost options available. - Joe
*** This has been posted to the email list.  Not a lot of feedback received, so we might just go ahead with it as a member vote during the April election.
*** Make sure we are on-boarding new members consistently -- specifically we should try much harder to ensure that they join the mailing list (using an "opt-out" basis, even?).  This needs to be a specific part of the on-boarding process that is always done, possibly during the point at which we add them to the membership roster.
** James: no real feedback received about the current membership process.  Suggests we should move on with defining a better process based on what we know.  Probably on hold while we get the CRM/membership item squared away.
*** James: get feedback from new members on how the process currently works, and see how we can use that information to get the above things done.


* Financial update:
* Financial update:
** https://docs.google.com/spreadsheets/d/1MTjgdvGJI9-FI7OFxkDdw-hJbirdUaxwBpERWVGVSQs/edit#gid=0
** https://docs.google.com/spreadsheets/d/1MTjgdvGJI9-FI7OFxkDdw-hJbirdUaxwBpERWVGVSQs/edit#gid=0
** Received a good donation turnout from our last Show & Tell!
** Joe: All finances should be caught up in Freshbooks now.


* Outreach:
* Outreach:
** Corporate donations/solicitations - David
** Corporate donations/solicitations - David
*** Probably won't get started until end of the month or so, check in again (still working on it; will check in again later this month!)
*** No progress yet -- has been busy with Huron HS expo and show & tell planning
** Huron High School expo event - David
*** We give some Huron HS students a creative task to solve and they will try to do the thing!
*** Important dates: April 21 interviews, May 19th expo
*** Still waiting to flesh out more details with the folks running the event
** Show & tell
*** Went very well! Lots of good feedback on the event, and lots of good participation in the event itself.  We will be continuing these for sure.
*** David has a number of people lined up for the next Show & Tell
** James will figure out donation page stuff
** James will reach out to his contacts to see if we can get more guidance on how to raise funds.  James mentions that we could come up with some initial questions before meeting to get better feedback, e.g. come up with some ideas for fundraising that we can compile together to ask them about.
** James will reach out to his contacts to see if we can get more guidance on how to raise funds.  James mentions that we could come up with some initial questions before meeting to get better feedback, e.g. come up with some ideas for fundraising that we can compile together to ask them about.
** Joe brings up the concept of a 5-year plan.
 
* Events:
* Events:
** Work with AADL on virtual-AACME -- Any news?
** Work with AADL on virtual-AACME -- Haven't heard from AADL yet.
** ATMegaZero class with Eddie - April timeline so we can get this in the Observer? - David
** ATMegaZero class with Eddie - Scheduled for April, and should make it into the Observer! - David
** Companion bots with Alex G. - David
** Companion bots with Alex G. - In a holding pattern! - David
** Get a music event on the schedule by March 10th (electronics, chip-tuney stuff) in time for April - James
** Get a music event on the schedule by April, will schedule for sometime in May (electronics, chip-tuney stuff) - James
 
* Operations
** James will reach out to DO about extending credits.
** New network hardware donated, will be able to upgrade virtually our entire network - James and Nate
** Add .well-known to website for easier Matrix logging-in - James and Nate
** Idea to start off the next meeting as a sort of lightning round of space/related updates for all members, so folks can check in real quick even if they don't want to stay for the whole meeting.  Joe will lead using this format at the next meeting.
** Re-opening plans need to be discussed.  Also volunteer hours requirement to make sure we're still alright with the 20/hrs./mo. requirement there.  Use the next Zoom AHA Work-Hour for this.
** Elections for April - Nate will send out the call for nominees before the end of the month.
** Joe is now on point about tracking down our lent-out oscilloscope
** Lonely Space Hardware cleanup/organization effort -- James will schedule it for this month, near the end of March.


** Old business:
** Old business:
*** Joe is adding places to promote events to a page on our wiki: [[Promoting][ ...And also adding a cross-promotion section
*** Joe is adding places to promote events to a page on our wiki: [[Promoting][ ...And also adding a cross-promotion section
*** Tool lending thoughts from Joe: feels things have been out for a while, feels that we might be losing track of things, and in addition could possibly make use of software to help us out in the future.  On another note, he has come across some construction tools that could be lent to AHA.
*** Tool lending thoughts from Joe: feels things have been out for a while, feels that we might be losing track of things, and in addition could possibly make use of software to help us out in the future.  On another note, he has come across some construction tools that could be lent to AHA.
*** James will try to track down the remaining tools that have been lent out


* Even Older Business:
* Even Older Business:
** Volunteering:
** Volunteering:
*** A task that could be done is to pull the list of donors/sponsors (via GoFundMe, Duo, etc.).  Also DigitalOcean for hosting our website.  Also SPARK, maybe?
*** James would like to figure out how to get our name on the list (presumably through the various schools) for future volunteers.  This was also a suggestion from our Nation of Makers call: reach out to schools and other volunteer hubs to attract more help.
*** James would like to figure out how to get our name on the list (presumably through the various schools) for future volunteers.  This was also a suggestion from our Nation of Makers call: reach out to schools and other volunteer hubs to attract more help.
**** Improve the process to find and recruit volunteers
**** Improve the process to find and recruit volunteers
**** Joe recommends following suite of another space that has "job descriptions" for new volunteers, so that they can start up doing something well-defined instead of some nebulous "volunteering time":  https://www.acemakerspace.org/monster-corps/ https://www.acemakerspace.org/member-contribution-portal/
**** Joe recommends following suite of another space that has "job descriptions" for new volunteers, so that they can start up doing something well-defined instead of some nebulous "volunteering time":  https://www.acemakerspace.org/monster-corps/ https://www.acemakerspace.org/member-contribution-portal/
**** Volunteer hour tracking
**** Volunteer hour tracking
**** Lonely Space Hardware cleanup/organization effort -- When do we want to do this? Ask James for update.
** Events:
** Events:
*** Joe connected with two people from Nation of Makers who are possibly interested in cross-promoting classes with similarly-sized hackerspaces.
*** Joe connected with two people from Nation of Makers who are possibly interested in cross-promoting classes with similarly-sized hackerspaces.

Latest revision as of 22:26, 10 March 2021

Meeting begins: 1912

Meeting ends: 2100

Participants: David G., Joe D., James K., Marcus D., Nate Y.

Agenda

  • Announcements/new business - 10m
  • Summer camp - Marcus
  • Membership update - 5m - Joe
  • Financial update - 5m - Joe
  • Events - 10m - Nate
  • Old business updates

Notes

  • Announcements/new business:
    • Posting this meeting on meetup?
      • We all agree to give it a shot. Some trepidation about this attracting folks who then become extremely bored due to the business-related matters discussed, extrapolating that lack of fun to the rest of our events. Ultimately we think people will see the event description and have reasonable expectations.
  • Summer camp - Marcus Darden
    • Computer Science Professor at UM
    • Marcus does a presentation on how AHA could do a summer camp, make it self-sustainable, bring in interest in what we do, and get some funding also.
    • Some existing camps: https://annarborfamily.com/feature/2020-summer-camp-guide/
    • Set up meeting to flesh out ideas - James
    • Research legal/insurance hurdles.
      • Joe will look into legal definitions of what makes a place a "day care".
      • Nate will reach out to insurance folks to determine how this might impact our coverage.
  • Membership update:
    • 16 current memberships, 2 unknown status.
    • Nate checked out Tendenci -- seems reasonable but no Docker support. Figure it out or try something else?
      • James thinks we can keep looking since there might be better options for support under Docker.
    • Motion to replace new-member vouching system with n-hours of volunteering/vote on it? - James
      • This has been posted to the email list. Not a lot of feedback received, so we might just go ahead with it as a member vote during the April election.
    • James: no real feedback received about the current membership process. Suggests we should move on with defining a better process based on what we know. Probably on hold while we get the CRM/membership item squared away.
  • Outreach:
    • Corporate donations/solicitations - David
      • No progress yet -- has been busy with Huron HS expo and show & tell planning
    • Huron High School expo event - David
      • We give some Huron HS students a creative task to solve and they will try to do the thing!
      • Important dates: April 21 interviews, May 19th expo
      • Still waiting to flesh out more details with the folks running the event
    • Show & tell
      • Went very well! Lots of good feedback on the event, and lots of good participation in the event itself. We will be continuing these for sure.
      • David has a number of people lined up for the next Show & Tell
    • James will figure out donation page stuff
    • James will reach out to his contacts to see if we can get more guidance on how to raise funds. James mentions that we could come up with some initial questions before meeting to get better feedback, e.g. come up with some ideas for fundraising that we can compile together to ask them about.
  • Events:
    • Work with AADL on virtual-AACME -- Haven't heard from AADL yet.
    • ATMegaZero class with Eddie - Scheduled for April, and should make it into the Observer! - David
    • Companion bots with Alex G. - In a holding pattern! - David
    • Get a music event on the schedule by April, will schedule for sometime in May (electronics, chip-tuney stuff) - James
  • Operations
    • James will reach out to DO about extending credits.
    • New network hardware donated, will be able to upgrade virtually our entire network - James and Nate
    • Add .well-known to website for easier Matrix logging-in - James and Nate
    • Idea to start off the next meeting as a sort of lightning round of space/related updates for all members, so folks can check in real quick even if they don't want to stay for the whole meeting. Joe will lead using this format at the next meeting.
    • Re-opening plans need to be discussed. Also volunteer hours requirement to make sure we're still alright with the 20/hrs./mo. requirement there. Use the next Zoom AHA Work-Hour for this.
    • Elections for April - Nate will send out the call for nominees before the end of the month.
    • Joe is now on point about tracking down our lent-out oscilloscope
    • Lonely Space Hardware cleanup/organization effort -- James will schedule it for this month, near the end of March.
    • Old business:
      • Joe is adding places to promote events to a page on our wiki: [[Promoting][ ...And also adding a cross-promotion section
      • Tool lending thoughts from Joe: feels things have been out for a while, feels that we might be losing track of things, and in addition could possibly make use of software to help us out in the future. On another note, he has come across some construction tools that could be lent to AHA.
  • Even Older Business:
    • Volunteering:
      • James would like to figure out how to get our name on the list (presumably through the various schools) for future volunteers. This was also a suggestion from our Nation of Makers call: reach out to schools and other volunteer hubs to attract more help.
    • Events:
      • Joe connected with two people from Nation of Makers who are possibly interested in cross-promoting classes with similarly-sized hackerspaces.
      • Another hackerspace would be interested in having us check out their bi-weekly show-and-tell events -- microcontroller/electronic. https://www.meetup.com/Robot-Garden/events/gvcgvrybcqbqb/
      • Are we allowed to post upcoming classes in the NoM group?
    • Bylaws revision:
      • Nothing really to report here since James is busy with a lot of other things; so just keeping it on the radar. We all agree that the bylaws could use a little attention after 5+ years, especially to better fit how the organization has been running (or could be run!). Follow-up again next month.
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