Weekly Staff Meetings/2015-07-14

Staff Meeting Notes 2015-07-14, 8pm
Notes: Pablo
Meeting runner: Ricky
Attendance: Michelle, Pablo, Ricky, Amanda, Kevin, Andi
Late:  Roger, Andi
Absents but expected: 
Observers: Hanyon, Jonas

Props

• Members fixing the doorknob - big thanks to 老窦!
• Amanda answering emails
• Lio doing the bouncer system
• Yu doing the membership fees report and accounting
• Very interesting Q&A session before meeting
  • Staff applause for all of the above

STAFF ISSUES

Finances

• Financial status: update google spreadsheat - possible task for interns

Membership

• 2015.06.20 to 2015.07.14: RMB 4377 (5252-875 for Lio's PCB workshop)
• door control: https://github.com/xinchejian/bouncer
• migration from i200cn to bouncer MySQL database
  • make sure that all the fields are mapped
  • missing email addresses for some entries (that's supposed to be our unique key)

Sponsors

• innov8 needs to be removed from the main site xinchejian.com - LIO will do, and he did. DONE.

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?

Recruitment

• next generation: Staff, Members, Interns, Employees, Partners, Corporate customers (workshops)
• 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
• Candidate found: Hanyon Wu (junior software developer, speaks Italian/English/Japanese/Chinese) - waiting for results of another interview

Social updates (website, blogs, social network)

• How do we get interns to contribute to managing social networks? How do they get access?
• Meetup
• http://xinchejian.com - Print out a FAQ.
  • printing QR code instead.

Space

• Lots of shit, time to throw stuff away
  • Lio objects.
  • One week notice to be sent out to people.
  • Force people to label their project/stuff
• ANDI is going to make a poster with tagging instructions
  • Stickers for tagging already sent out to staff

Marketing

• XCJ Intro Video: PABLO to send script by Friday 3rd, DONE.
  • If xinchejian has youku - who has login details?
  • will start interviewing people in the space, DONE.
  • 1st interview with 老窦
• Kevin suggested interns to document maker projects
  • Best would be to tag projects with QR codes linking to xcj website

Shelving

• shelves arrived, need help setting up.
• Silence - MICHELLE says she can do it, min. one man to help

This week events

Wednesday Open Night

• If there's a talk, then from 19:30 to 8pm

Wednesday Maker's night

• From 8pm on
• RICKY to host
  • Announcement tomorrow will explain the details, RICKY to send out email

Future Events

Arduino Workshops

• Given by our new intern, Yu Sun
• Three consecutives Arduino workshops in Chinese (Arduino I, Arduino II, Arduino III)
• Sunday morning 10am: July 26th, August 2nd, August 9th
• Focus on high school seniors and university sophomores with interest in Electronic Engineering
• Uses the DFRobot Arduino Kit, requires XCJ membership and

Hacker scholarship

• for details contact Roger

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)

Pernod-Ricard Workshop

• Doesn't want a team building workshop, but does want a few recommendations for workshops
  • needs suggestions of workshops
  • probably run during the business week

iOS programming Workshop

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

Ella Hackathon workshop

• LIO will organize *postponed for one more week* *pending update/19th of july*
• 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?
• dates? nothing yet.
• AMANDA managing

Other Events

• Techyizu
  • Fail faster - August
  • Barcamp - October
  • 2min Film festival - September
• UAE delegation visit
  • yes to visit, will accept them, amanda, lio, kevin and andi to help host.
  • maybe September, they didn't reply to Paul.
• Maker carnival - 17/18th October

Past Events

PCB Workshop

• LIO will organize for Saturday July 11th - DONE.
• MICHELLE will arrange the workshop and document the workshop (video and pictures) - DONE.
• Successfully executed. 6 attendees, 1750rmb total income.

Rules & Regulations

• Bylaws: https://github.com/xinchejian/bylaws
  • please review as staff
• Discussion about name: ANDI doesn't approve Bylaws; Italians would disregard them^^
  • Rules or Regulations to be used instead

Companies hosting workshops

PROPOSAL FOR RATES:

• ACCEPTED.

• Workshops are following existing rule: 42RMB/hr/pax minimum, 50/50, host can forfeit.
  • andi wants: 50rmb, minlin proposes 60rmb, lio wants 69rmb/hr/pax*
  • new proposal: 100rmb for first hour, +50rmb for every hour, material not included, still 50/50 split
  • Non-profits, volunteeers, individuals

nothing below was challenged

• 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)