Weekly Staff Meetings/2016-07-05

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Staff Meeting Notes 2016-07-05, 20:30 to 21:30
Staff: Freda, Ricky, Eduardo, Paul, Roger, Amanda 
Notes: Ricky

Props and Announcements

  • Chris is away: back next week
  • Two new interns in addition Dooho & Yu: Raphael & Tien!
    • Freda started creating a document for Wednesday techtalks

Past Week's Events

Coming Week's Events and Workshops

  • Jerry & Kin's this weekend workshop on July 9th afternoon (helicopter simulator)
  • Arduino Workshop July 16th and July 23rd:
  • DIY PCB Design by Paul: July 17th, write up description by Paul
    • fixing Arduino-workshop robots that MWC follow up
    • making a robot from scratch (170RMB cost), 280 RMB, 4 hours
    • marketing by Helen

= Later Workshops

  • 3D modeling by Amanda: POSTPONED. software, fusion360, manufacturing and industrial design
  • Roger's July 10th Aquaponics is probably postponed due to still working on prototype aquaponics system
  • July 16th and 17th, a printer workshop
  • July 23rd or 24th, Rocket workshop about detecting water and air pollution
  • Workshop with Xinchejian and Xinfab. KIDS MAKER EDUCATION
    • mid-August for 40 kids total, 2 groups
    • August, 16 and 17th Tuesday and Wednesday to Xinfab

XinCheJian Budget

  • burning cash and not making cash
  • Alipay/Amanda: 3months of rent, WeChat/Freda:
  • 3 years commitment is up in May; renewal (money in the bank)
    • new space possible, but we still have a commitment in March
  • KEVIN to update: Kevin is not ready to update


  • Rent paid until end of June.
  • New change from government affecting P2. From 7% to 11% on invoices for rent / property (VAT).
  • 7 months PURE BURN
    • This is the last 6 months we can pay, then Paul is out
    • More workshops
  • Could not do lump payment
  • NEED SPONSORS (3 SPONSORS to survive another 2 years (estimate))

Wednesday Open Night

HOST: Freda (Dooho & Yu)

  • Sean: from Flexlab digital fabrication from design to merchandise
  • Nicolas Sanchez: Nickolino self-built Arduino Uno
  • Teacher Wang
  • John from Makercollider: everyone can make with artificial intelligence

Membership Have Dropped Off

  • Roger suggests being a Nazi about checking if current members have paid their dues
    • interns: asked them if they paid their dues, ask for email address
    • Chris says that the space is active enough, but there is a money issue from the low amount of membership fees collected every month
    • less people coming. more membership cost to raise? more sponsors needed?

XCJ Trademark

  • Chris and Paul to print and stamp documents after today's meeting
    • who is the legal contact for XCJ trademark: contact person
    • legal faren in China, new stamp at the bank
    • change legal faren from Paul to Ricky


Sponsorships updates:

  • Japanese company sponsorship (Amanda) 大告广告 Daiko: Company producing hardware similar to Arduino, their advertising company looking to sponsor XinCheJian
    • 50K/day for workshop, Freda was supposed to follow up (2 weeks ago)
    • 3rd party advertising/parent need to approve
  • Bosch: feels too much money
    • Paul asked for the equipment list - waiting for reply
  • Google (Andi & Amanda have contacts): no direct money sponsorships, GDG user groups community, free stuff?
  • Panasonic lead (Amanda): to work on sponsorships
    • 50K / 100K sponsorship
    • yes if we exchange media exposure, newspaper
    • opening a new lab in Pudong to advertise - media exposure
    • PR company? Eva @ Technode? Xinchejian.com?
    • MakerCarnival with sponsors, present at events, more media exposure (gold sponsorship level)
  • Foxconn (Paul): Meeting in person in July, Paul gonna do it. Investment an something. Reached out to us the were in a tour.
  • Huawei lead (???)
  • iRobot: ANDI to follow up -- pitch in August. iRobot is setting up operations.
  • TO DO: What we did with the money for next sponsors.

CHRIS & KEVIN to work on the below:

  • Everyone feedback on retrospective
  • Check google docs for XCJ 2015 Events for retrospective of 2015 and our accomplishments
    • Chris to add Wan Gang & mayor of shanghai photos to google doc -DONE
    • CHRIS to contact Amanda about Metro TV pics/vids - TO DO
    • ANDI to send video link to Chris to add to google doc - DONE

2016 Plan

Goals for 2016

  • What did we do in 2015
  • Documenting ongoing projects
    • Chris - some event once a year
    • Chris - invite other hacker spaces to shanghai
    • Kevin - training people about hackerspaces??
    • Paul - one big party
    • Chris - bring everyone together to work on something.
  • We are going to tie up this event to maker carnival.

Hackerspace Convention

  • CHRIS proposes Hackerspace Convention for sharing best practices, building community of hackerspaces in China
    • PAUL to follow-up with David for hackerspace contacts
    • Amanda and Paul to follow up making a list of contacts.
    • China makerspace alliance

Friends of Xinchejian

Eduardo's idea to inform sponsors, alumni, stakeholders updates on XinCheJian (email template is ready)

  • PAUL to provide feedback/assistance
    • he did not do it
  • Also need to assemble list of friends (businesses/corporations)
    • also didn't do it
  • PAUL suggests looking through email list for business/corporation domains, CHRIS suggests looking at sponsors for events such as Maker Faire/Fail Faster for potential email targets

Labeling equipment

  • Labeling the equipment that are our own with our stickers APPROVED/TODO
  • Xinchejian: Stickers -- ANDREA to make stickers (small enough)
    • Budget 400 RMB.. andi!!!! update!
    • ANDI TO DO THIS SEVEN WEEKS AGO...and counting

Space usage/large projects

    • Have a Contract for x months / project page
    • Require documentation on XinCheJian Wiki
    • Update project room rules
    • create application form
    • PAUL TO DRAFT SPACE USAGE AGREEMENT before next staff meeting.
    • paul did not do it. Paul to present it on the 28 when he is back
  • Main candidates this: Kin's helicopter simulator & transportation project
  • Kin's helicopter simulator
    • been in the room forever, removing it? how long can he stay?
    • Application process - AMANDA to deal with it. Proposal method and scheduling for the room.
    • chris to give heads up to kin: one month left for kin starting from when we have the scheduling in place.

Staff Roles

Xinchejian Rules Changelog

Rules Changes: rules_changelog

Box Management

  • CHRIS to check who has paid for boxes, those that are not paid for will be opened and claimed after 2 weeks (announce ultimatum at Wednesday night, wechat groups, etc)

Xinfab-Xinchejian Relations

Space Safety

  • Sean write the rules, and stuck on the membership box and on the door. make the member sign the thing
  • Sean to do a presentation of what he did wrong in order to tell people what not to do at the space.
  • ask him to make a safety presentation to each new member for a month.
  • Sean to open and close and maintain the space for the 3 weeks that Chris is away

SAFETY AT THE SPACE: no chemicals, no gasses, no radioactive materials, no fires.

Project Room

  • ROGER proposes hosting his project for beef aging system for the project room
    • move hydroponics and higher fridge, more floor space
    • ANDI says it would be OK if XCJ could keep the fridge and as long as it can take up the space that the urban farming area currently takes up, ROGER to follow-up with Haier to see if XCJ could keep the fridge
    • APPROVED: No more space used than currently used. We keep the fridge.
    • 3 months, documenting
    • Sean doesn't need the project room for now

Work project fundraised

How does the space survive in 6 months

  • find more corporate sponsorships
  • workshops: more workshops?
  • members: high-level memberships, another stakeholders round
  • universities: better fit with our own? looking for labs for their students?
  • marketing for get sponsorships: more efforts, close smaller brands


  • 3 weeks leave starting from 18th June: colorado, then end of June in California