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

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= Agenda =
= Agenda =
* Announcements/new business - 10m
* Announcements/new business - 10m
* Operations - 10m
* Membership  - 5m - Joe
* Membership  - 5m - Joe
* Financial - 5m - Joe
* Financial - 5m - Joe
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= Notes =
= Notes =
* Announcements/new business:
* Announcements/new business:
* Operations:
** Sink is ready, in the classroom.  Needs a nice fixture, ideally with spray handle -- possibly usable for eye-wash.
** Have a separate list from the wish-list for bigger-ticket items?


* Membership:
* Membership:
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* Financial:
* Financial:
** Financial health outlook: https://docs.google.com/spreadsheets/d/1MTjgdvGJI9-FI7OFxkDdw-hJbirdUaxwBpERWVGVSQs/edit#gid=0
** Financial health outlook: https://docs.google.com/spreadsheets/d/1MTjgdvGJI9-FI7OFxkDdw-hJbirdUaxwBpERWVGVSQs/edit#gid=0
** Joe is tracking funds raised for space improvement (i.e. a utility sink) separately from the general funds.
** Some back-pay received that buoyed our finances a bit this month.
** Some back-pay received that buoyed our finances a bit this month.
** SBA grant money, loan money?:
** SBA grant money, loan money?:
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* Membership:
* Membership:
** Lost three members (2 full, 1 reduced); but three members got their autopay fixed and settled their tab.  Lost members mostly due to lack of finances, or lack of use for AHA at this time.
** Meet to discuss membership retention: some progress, but still more to do - Joe and James
** Meet to discuss membership retention - Joe and James


* Financial:
* Financial:
** Financial health outlook: https://docs.google.com/spreadsheets/d/1MTjgdvGJI9-FI7OFxkDdw-hJbirdUaxwBpERWVGVSQs/edit#gid=0
** Consider adjustments to membership rates -- we have How do we do this? Grandfathered rates? - proposed $60 standard, $30 reduced. Should work on the math here to make sure this makes sense. Ideally we should not change these rates very often -- review this rate every 2/3/4/5 years?
** Profit & Loss: https://drive.google.com/file/d/1aINPisScO9ZlYywtfP5kuiyGuiaIlUEq/view?usp=sharing
*** Nate: does this still make sense in the context of receiving grant/loan money?
** About 5 months of in the bank
*** Can we use the rate increases as a drive for members prior to the increase -- i.e. lock in the old rate.
** $4500 at the end of September, plus a few catch-ups in membership
*** Look at the scheduled lease increases, inflation, potential increases in operational costs between now and the next potential rate increase, in order to come up with a reasonable amount to raise rates at this time. - James
** We have a couple recurring donations from M&ST and CTF
** Consider adjustments to membership rates -- we have How do we do this? Grandfathered rates?
** Finances meeting related to fundraising and membership rates
** Set up Stripe for alternate payment methods - James and Joe
** Set up Stripe for alternate payment methods - James and Joe
** Reimbursement Google form for purchases - Nate
** Reimbursement Google form for purchases (DONE) - Nate


* Fundraising/outreach:
* Fundraising/outreach:

Revision as of 01:42, 11 November 2021

Meeting begins: 1905

Meeting ends:

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

Agenda

  • Announcements/new business - 10m
  • Operations - 10m
  • Membership - 5m - Joe
  • Financial - 5m - Joe
  • Old business - 30m

Notes

  • Announcements/new business:
  • Operations:
    • Sink is ready, in the classroom. Needs a nice fixture, ideally with spray handle -- possibly usable for eye-wash.
    • Have a separate list from the wish-list for bigger-ticket items?
  • Membership:
    • We lost one standard member, gained one volunteer member
  • Financial:
    • Financial health outlook: https://docs.google.com/spreadsheets/d/1MTjgdvGJI9-FI7OFxkDdw-hJbirdUaxwBpERWVGVSQs/edit#gid=0
    • Joe is tracking funds raised for space improvement (i.e. a utility sink) separately from the general funds.
    • Some back-pay received that buoyed our finances a bit this month.
    • SBA grant money, loan money?:
      • Grant of around $15k
      • Loan is low-interest (<3%), more like a mortgage -- 30 year payback
      • The money from the loan by itself would sustain us over 30 months, given current financial trends.
      • Is it worth it to take the loan unless we have a long-term plan on how to use it?
      • Could it be used as a reserve to dig into, i.e. invest it (assuming that's possible), then use it as-needed? If it turns out we don't need the money, then we can return it.
      • Would it make sense to take the loan money in any case, since the deadline is approaching (12/31/2021) to secure the money beforehand, then decide on a deadline to figure out some plan to use it.
      • Not clear yet on whether the requested amount on the application will guarantee us getting that amount, or if it's merely an approval to later receive that amount.
      • Board votes 5 to 0 in favor of adopting the form "ODA Form P-022 (08-2021)" with James Kruth and Nathan Yost as executives of the SBA loan.

Old business updates

  • Membership:
    • Meet to discuss membership retention: some progress, but still more to do - Joe and James
  • Financial:
    • Consider adjustments to membership rates -- we have How do we do this? Grandfathered rates? - proposed $60 standard, $30 reduced. Should work on the math here to make sure this makes sense. Ideally we should not change these rates very often -- review this rate every 2/3/4/5 years?
      • Nate: does this still make sense in the context of receiving grant/loan money?
      • Can we use the rate increases as a drive for members prior to the increase -- i.e. lock in the old rate.
      • Look at the scheduled lease increases, inflation, potential increases in operational costs between now and the next potential rate increase, in order to come up with a reasonable amount to raise rates at this time. - James
    • Set up Stripe for alternate payment methods - James and Joe
    • Reimbursement Google form for purchases (DONE) - Nate
  • Fundraising/outreach:
    • TechGlow - Nate & David
      • Coming along to the "assembly phase" -- need to build a frame to hold the quilt, and it needs to break down to fit reasonably in a sedan.
    • Tech Trek debrief - Nate
      • Met a lot of interested folks, gave out lots of flyers; got some contacts for volunteers/interested groups
      • James suggests creating a "go-kit" for events -- flyers, donation jar, other merch?
    • Go Fund Me update - Joe
      • Met goal! Hooray! Send out thank-yous to everyone. - Joe
    • End of Year fundraiser scheduling - Joe
      • Set up a meeting for next week
    • Casual recurring payment platforms? Patreon -- cool badge in Matrix chat as reward?
  • Operations:
    • Board Elections: nominations open, Nov. 11 voting closes - Nate
    • Google poll of members to see when they might be able to hold open hours? - Nate
    • Membermatters successfully installed on our server, but has a decent amount of setup still required - Andrew
      • Nate will give access to Andrew
    • Plotter: ink-jet plotter, *almost* ready to use. What should we do with this? - Andrew & James
      • Craigslist it -- seems to be the general feeling?
    • Pick and Place machine -- No takers. Use for parts? Use for fancy plotter?
      • Nate will take the gantry off, keep the controller board, and then break down the cabinet.
    • Organizing parts and things from donated equipment, sorting items, for November - James
    • Open hours -- could use some more help -- could use more help on Thursday?
    • Emergency Exit signs on the alternate door -- vinyl cutouts? Arrow pointing at the deadbolt knob? - James and Joe
    • Networking equipment:
      • Security gateway still needs to be hooked in - James
      • Bug Comcast about modem issues? - Nate
    • Organize sink installation - Joe
  • Education
    • Restart training events - document how to use the main machines, start running classes on how to use them again.
    • Require folks to run the machines as part of the training
    • Regular (quarterly?) check-ins on how the education mission is going
      • Set up an initial meeting before next Members' Meeting.
    • Do classes more on a schedule, vs. on-demand, since it is more sustainable
  • Outreach/fundraising
    • Go around to local techie businesses and see if any of them would be willing to kick in some sponsorship money? - James
  • Finances
    • Add James and Joe to bank account - Joe and James will send Nate some dates/times to do this
  • Operations
    • Tool library - Joe (DONE, but available tools must be added to Lend Engine. Joe/Andrew will add info on the Wiki)