Weekly Staff Meetings/2015-08-04

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Staff Meeting Notes 2015-08-04, 20:00 to 22:00
Notes: Ricky
Meeting Organizer: Ricky
Staff: Min Lin, Ricky, Amanda, Paul, Edward
Late: Kevin and later Roger, later on Andi
Observers:  Alberto


  • No props this week?


Junk Pile

  • Lio complained that there was stuff useful that was getting thrown; please go through outgoing pile and label it

Managing the Ayi


  • need to go through the money boxes weekly
  • This week: Paul & Edward

Box Rental

  • Kevin Yu (the intern) is abroad
  • Need to think of a system
    • Restate: 30 RMB / month
    • track who paid and who didn't (with the bouncer system?)
    • in the meantime, keep manual system working: track down who has which box? free the box or collect rental fee


Roles to prepare information before the meeting:

Support Staff Manager Update

Manages Support Staff: RICKY and SEAN: mostly interns, we want more interns, make intern program more regular


Interns can take on many of the tasks that we've had in mind for a full-time position at XinCheJian in addition to providing a valuable service to the community by providing entry-level work experience to high school and college students. With that in mind, we should create a benefits package for interns to create an incentive for them to join and work seriously towards the space benefits

Incentives for interns that are committed to 100+ hours in minimal 5 hours/day:

  • manager day-to-day
  • clear set of measurable OKRs
  • free membership for the duration of the internship + 1 month after internship
  • recommendation at the end of internship (blog post and/or LinkedIn and/or email)
  • reimbursement of 10 RMB for transportation per day they come to XinCheJian
  • referral for follow up internship with our partners and sponsors (ex: DFRobot)
  • ensure help at least complete one physical computing project (to be presented to the community)

Treasurer Update

Responsible for finances


  • LIO, AMANDA (with Ricky and Paul jumping in):
  • Look at our spam folder
  • Generally, emails are asking for visitors
  • Ricky to come up with a generic reply email and instructions for how to set it for Gmail
  • Communication - Responsible for managing PR, inquiries, representing the space, etc:

Wednesday Event Manager

  • Wednesday night event manager: AMANDA, PAUL
  • Presentations
    • XinFab has 3 projects that they want to present
    • Rebecca Innospace to introduce Maker Carnival
    • Teacher Huang
    • From Maker's Hour (ROGER to checkin with them): Motorcycle: off-the-shelf part, may want to present
  • Makers's hour: roundtable, to go to the Wednesday announcement
    • last week was pretty popular
    • share information with one translator to get overview
    • see if we want to split Chinese/English

Corporate Workshops

Corporate workshops

  • MIN LIN: no promise, but will try to prepare something for next week
    • Need more marketing video material
    • corporate workshops are difficult because we want to do it in the weekday
    • RICKY needs to make a new robot
    • RICKY to learn something and teach it


Postponed for next week

  • Next generation: Staff, Members, Interns, Employees, Partners, Corporate customers (workshops)
  • New staff members, no continuity plan for the future
  • Employees
    • Should we protect ourselves against liability (insurance)?
    • Should we have one or two persons?
    • APPROVED AT THE MEETING/CONFIRMED, PENDING IMPLEMENTATION: we want to have a paid employee hired in the next month

People sleeping in the space

  • Person X
    • Person X offered a XinFab job, but declined
    • Person X antisocial, hard to communite with, known to sleep in the space, not paying XinCheJian membership
    • Keep an eye on it, give him a chance to do an internship. Maybe needs direction?


  • External LCD screen to advertise
  • Goal (intern: Kevin Yu): Introduction video of Xinchejian to public
    • all our videos in a continuous loop
    • ANDI upload the video on Youtube

Taiwan Hackerspaces

  • Taipei Fablab, Futureword, Taipei Hackerspace, Makerbar
  • Kevin visited three Taiwan Hackerspaces
  • Groups facing the same issues (memberships, type of people, long term community, real makers, financial corporate workshops such as teambuilding)
  • Futureword is really cool, great space, university supported
  • Kevin to present his pictures about Hackerspaces
  • Taipei Fablab has woodworking tools
  • Expensive membership

This Week's Events

Wednesday Open Night

  • Host (Chinese/English): Ricky & Amanda
  • Makers' hour (8pm and on): Ricky & Amanda
  • Announcement: Paul (newsletter), Amanda (WeChat)

Other events

  • Ricky we'd like to having XPRIZE meetup in XinCheJian: Thursday evening
  • PROPOSAL/REJECTED: non-profit, community-oriented, non-commercial, technology-related events can be opened to all on other days than Wednesday
  • PROPOSAL: Run XPRIZE meetup at 8pm on Wednesday as XinCheJian sponsored event
  • PROPOSAL: XinCheJian to sponsor XPRIZE Think Tank Shanghai (promote and support XPRIZE)
    • core members of XPRIZE Think Tank members of XinCheJian
    • XinCheJian logos on marketing material
    • blog posts on xinchejian.com
    • have monthly public events at XinCheJian

Arduino Workshops

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

Hacker scholarship

The hacker scholarship grant is marketing, propose project, have budgets, mentor, signup as partner, propose timeline, propose budget, 3 months, display at the space, property of the space.

    • ROGER has a lot on his plate right now, can't take care of it
    • get longevity out of the project and have application process to weed out people that are not committed
    • do the least process possible, don't have a committee decide, use trust in the staff member
    • report how the money got spent at the staff meeting


    • any one staff member can sponsor a project
    • create a wiki page on projects (on wiki.xinchejian.com) and send it to the staff@xinchejian.com
    • purchase the components out of the already approved budget of 3K RMB (total)
    • reports how the money got spent at the staff meeting
    • fast track limited to first three projects


  • still down, served by cloudflare, disk has an error (Microsoft Azure disk errors)
  • Paul: setting up Linode Tokyo instance
  • Edward has concerns about spread out across multiple members (use XinCheJian, use Paypal for payment)


  • DFRobot vending machine:
    • this could also get useful - is it a donation?
    • get a commission from them or space rental?
    • can we sell stuff our own stuff?
    • could go in place
  • more sponsorships?

XinFab collaboration

  • PROPOSAL: Get regular observer from XinFab (example: Eva Xiao)
  • Lucio last proposal to drop the membership at XinFab

Future Events

Design Thinking

need update

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

Pernod-Ricard Workshop

MIN LIN to get updated by ROGER and follow up

  • 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

Ella Hackathon workshop

  • LIO will organize for next weekend (August 15th)
  • WeChat group for people interesting in joining

Arduino Hackathon

PROPOSAL: Sponsor and run the Hackathon

  • Xinchejian Hackathon (with their help)
  • Arduino Shanghai Online Community Hackathon (non-profit?): http://arduino.cn
  • Arduino.cn event is already sponsored, wants to get their branding over (Beiyun)
  • 5000 RMB to organize the whole thing
  • AMANDA: marketing, recruit teams, organize the hackathon
  • other hackerspaces doing, some of other sponsors
  • expecting us to do too much for too little

AMANDA: to submit counter-proposal and send some hardware details to Edward

  • memberships of XinCheJian for the participants
  • poster only during the weekend of the actual event
  • posts on our social media to promtoe
  • distribute the hardware from the space

Other Events


    • Fail faster - August (28th, 29th)
    • 2min Film festival - September
    • Barcamp - October ~20th

UAE delegation visit

    • yes to visit, will accept them
    • Amanda, Lio, Kevin to help host.
    • maybe September, they didn't reply to Paul, still no follow up

Maker Carnival

  • Maker carnival - October 17th/18th

Young man from Taiwan

  • Michael Liao (stakeholder, giver of tools): see email forwarded to staff
  • august 28th or August 31st

Past Events

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