Staff Meeting Notes 2015-06-30, 8pm
Notes: Ricky
Meeting runner: Paul
Attendance: Paul, Lucio, Freda, Amanda, Pablo, Ricky
Late: Michelle, Kevin, Andi
Absents but expected: Min Lin
Observers: Silvia
Lucio leaving for Portugal on July 6th
Paul working from Japan Thursday to Sunday

Pending items

next generation: Staff, Members, Interns, Employees, Partners, Corporate customers (workshops)
Bylaws: https://github.com/xinchejian/bylaws
Grant to Seltzer developer Edward L. Platt
MIN LIN pitch for corporate workshops
Financial projections and budgeting of our funds
- FREDA and PAUL to report on current financial state
- always have a year in advance in the account

PROJECTS

Hacker Scholarships

ROGER update next week
ROGER to administer, 3 months have a cool project
Good way to get new projects
APPROVED AT THE MEETING/CONFIRMED: 3000 RMB as budget in equipment to be administered by Roger for the hacker scholarship
Suggest ROGER to move the description in the wiki

SPACE

DOOR PROBLEM

PROBLEM: The issue is people constantly knock on the door, and ask XCJ people to open the door. PROBLEM: Question to be solved: How do members get into the space?

(All people supposed to do this are not there)

OPTION A - P2 KEYCARD
ONLY UP TO STAFF TO DECIDE (AT STAFF MEETING)
Problem: cards never expires
Preferable to interns, staff

OPTION B - Membership and DOOR Setup
- LIO has prototyped for the members to have access using a pin
- LIO trust based to give access to the internal door
- LIO to CC: membership creation to the staff mailing list

OPTION C
- LUCIO bought off-the-shelve intercom; install with LIO

Membership

i200.cn - Xinchejian Membership System
- AMANDA to change email to i200cn@xinchejian.com

STAFF ISSUES

Space Manager

PABLO Pictures of the space and tools available
- Put on site, wiki
- LIO to send pictures to PABLO, to update
- PABLO to talk Spencer: parts.xinchejian.com
- Picture gallery of the equipment could be sufficient

Job Description

Should we protect ourselves against liability (insurance)?
Should we have one or two persons?

APPROVED AT THE MEETING/CONFIRMED: we want to have a paid employee hired in the next month
- Tasks list:
  - RICKY to kick off recruitment
  - RICKY to interview candidates and report to staff
  - RICKY conversation with firms such as Fesco for all-inclusive costs employee (in case the employee wants above board)
  - RICKY to figure out a budget that fits a sufficiently long runway within the amount suggested (55K)

Xinchejian Website and Wiki

http://xinchejian.com - Print out a FAQ.
- KEVIN to help draft.
- KEVIN still working on it.
- AMANDA has sent the questions (docs)
RICKY and PAUL do not believe Jekyll is the solution: http://xinchejian.github.io/
- Need a better solution for something we don't get hacked

Taobao

canceled since no one wants to take responsability for it, on hold
on hold until we have an employee (will be associated to a group)

Space - SPACE

Shelving

shelves during the weekend
Kevin, Pablo, Roger to help install the shelves on the weekend

FINANCES - Sponsorship

Jing'an District: no responses, dead DONE

XCJ Intro Video

PABLO to send script by Friday 3rd
- ROGER, LIO, ANDY (technical) will help PABLO to make intro video
- Matthieu/Chromaphase can do the video recording on request
- PAUL can help, see the script for hackaday

Current Events

Wednesday Open Night

4 presenters tomorrow (see in email titled Wednesday)
Paul to send the newsletter
Amanda to do the wechat
Amanda to host Wednesday

Ricky Basic Github workshop

- intro to using Github
- Sunday evening July 5th 18h to 20h

XinFab CNC Workshop

- Thursday, July 2nd, 19h (2 to 3 hours)
- Basic CNC

Upcycling

Saturday July 4th, 13h to 15h workshop: make stuff with trash (Jing'an activity centre)
30 people in the workshop (4500RMB)

Future Events

Wednesday Open Night alternative

RICKY proposes new format for Wednesday nights, discussing with PABLO and MICHELLE
RICKY will start new format in July
PILOT Wednesday July 15th 2015, announced July 8th 2015

Design Thinking

workshop leads proposed: Simone and Azure
PAUL will follow with a date next week
Design Thinking: workshop for designers (half-day, details need to be worked out)

Power Tool Dis-assembly Workshop

CANCELED (targeted to kids)

Pernod-Ricard Workshop

ROGER followed up, sent the proposal to Pernod-Ricard, still waiting for feedback

Drone

Drone assembly, flight, 3 days, proposed Andrew workshop
Following up in Andrew

Creative Kids Workshop

project based learning workshops kindergarten
spaghetti bridge
WeChat group created (ask Pablo) with Maciej
end of July? trial workshop?
be careful: parents can treat XinCheJian as a daycare center
parents also take a lots of space
Refer them to the public library (AMANDA will send contact to Ricky)
PROPOSAL: minimal at least 13 years old

DFRobot Edison workshop

DFRobot money from Intel (business); 42RMB/hour
Two workshops, 2 hours setup, 10 to 15 people
Standard charge: RMB2000 per workshop minimal
- Should be above RMB2000
- Find the number of the corporate workshop Allianz
  - 2000RMB/hour, total 13400RMB for the workshop
- ...co-branding and marketing should be even more expensive workshop (corporate events)
DFRobot is not giving away the Edison board

iOS programming Workshop

Content: Swift introduction + Parse backend
WeChat group created (ask Pablo) with brian (member/volunteer)
after July 6th, 42/rmb/pax/hour

PCB Workshop

LIO will organize for Saturday July 11th
MICHELLE will arrange the workshop and document the workshop (video and pictures)
PAUL volunteers to help

Ella Hackathon workshop

LIO will organize in 2 weeks Sunday July 12th
WeChat group join

Arduino Hackathon

Arduino Shanghai Online Community Hackathon (non-profit?)
http://arduino.cn
AMANDA to confirm it's a non-profit, it's not a company
Membership is 100RMB
lunch times on weekend? poster will be up?

Roles

Roles to prepare content and information before the meeting

Support Staff Manager - Manages Support Staff: RICKY and SEAN (ask Sean)
Treasurer - Responsible for finances: PAUL (gatekeeper) and FREDA
Communication - Responsible for managing PR, inquiries, representing the space, etc: LIO, AMANDA
Wednesday night event manager: AMANDA, PAUL
Corporate workshops: MIN LIN?

more:

3 month nominations / terms CONFIRMED
PABLO to send out additional proposed roles to staff email before Wednesday July 6th 2015
- review groups for @xinchejian.com

Rules & Regulations

Github Rules and Regulations
- Are we unregulated? No.
- APPROVED/CONFIRMED: RICKY will write first draft and have the staff discuss and work towards a finalized R&R
- Final version will be on the wiki once the Github version

Enforcement of Rules & Regulations

Re-establish financial transparency as a prime directive
- PAUL and FREDA to review the Google Spreadsheets (as updated with Amanda)
- not to be published outside of staff

Companies hosting workshops

PROPOSAL FOR RATES:

Workshops are following existing rule: 42RMB/hr/pax minimum, 50/50, host can forfeit.
- Non-profits, volunteeers, individuals

Corporates cannot run free meetups (that is co-branding)

Corporate for workshops
- Renting the space (photoshooting): 50K RMB/day (24 hours), 4K RMB/hour
- In addition to any labor fee (using staff time)

Corporate/partner
- Example: DFRobot (Ricky Ye is stakeholder, support)
- Partner get 50% of the corporate rate
- Come up with a rule on partner

if non-profits/makers/hardware making/all XinCheJian members: can be free

Every event still need to be accepted by staff (based on availability)

Weekly Staff Meetings/2015-06-30