Weekly Staff Meetings/2021-04-28

 Date: 04-28-2021
 Attendance: Jiji, Andy, Eduardo, Changbai, Heyou, Leyis, John
 Note-taker: Changbai

AGENDA

Finance for April & March

• The expense data has not been fully collected - we will have a higher red number.
• Total balance in the XCJ bank: ~100000
• Total balance after we moved to new space: ~120000

Andy:

• We are almost sustainable but not yet. In the long run, at some point we will run out.
• Looking at month report, March is a profit and April is roughly break even.
• We need to maintain the push for activities & memberships.

Heyou:

• There's another ~13000 in Yoopay that has not been added to the bank yet.

Eduardo:

• April is a low month for education. Before, we used to prepare summer camps & annual maker convention. These increase our yearly income. All in all - summer = profit opportunity.

Heyou:

• Some workshops have been rescheduled to May: Game, sewing, dark room
• Renting our space on May 1st, 500/hour, for 6 hours.
• Security guy was paid 400 for the opening party in March.

Eduardo:

• available to make workshops in June.
• Seeing lower amt of people who are coming to workshops. Anyone else seeing this?

Heyou:

• Movie nights are popular - 20+ ppl come.
  • 30/person for non-members
  • cocktail ~1000
• Sewing workshop last week had 5 ppl.
• Many new types of events.

(Eduardo) possibility to rent desks?

Andy: available spaces are quite full

Heyou: Some spaces are still empty and we can upgrade them.

Can we fix the lights in project room?

Mentioned many times but electricion never came. Talked to boss man, *hopefully* gets resolved soon.

Subwoofer

DIY: ~900

Eduardo:

• use @all to ask community for donation again?

Andy:

• next party we rent. afterward let's find another solution

Miniapp

Heyou:

• it takes a lot of labor to track everyone, more people are coming.
• The urgent functionality:
  • track membership payment.
  • schedule workshop & events.

John:

• hire other people to do this?

Andy:

• we can work on it at the side
• Buy taobao system for membership. Around 400
• Develop our own app on the side

Changbai:

• second the taobao system solution - no bandwidth for development.

New member training & lasercut workshop

Heyou:

• Jiji's doing 3d printing workshop
• Need someone for new member training & lasercut. Training material's available already.
• Electronic booklet that everyone receives. (Andy: I like)

Changbai:

• Reach out to the community? If we have material available, it'd be a low skill barrier.

Andy:

• Andy can do new member training once a month.

Locker

Heyou:

• More members need

Workload

Heyou: Workload is too much currently. 6 days a week. Need more hands to help with organizing.

Eduardo:

• have internship resource
• Profile can be "assistant to space manager". Heyou handles managing them.

Jiji:

• use the platform 实习僧
• something like "new media internship" can be a more attractive title.

Eduardo:

• New media internship sounds shiny but what we need to do is - help heyou organize the space.

Heyou:

• Responsibilities such as coordinating with the workshop teacher

Andy:

• Where do we find them & who can take the lead on that?

Jiji will take the lead on this.

Neighborhood Committee

Jiji:

• A 居委会 (neighborhood committee) guy came in and wonders what he can help with.
  • offers promoting the workshop
  • offers applying to the government funding if Xinchejian's company moves to Huangpu
  • He wants further meetings.

"Company moves to Huangpu" means company needs to be registered in Huangpu.

Andy:

• Lots of strings attached in regards to government help
• Lots of beauracrazy that John, Leyis, & Heyou needs to deal with.

John:

• Main "string" is we need to be in good relationship with the neighborhood committee (居委会)
• Our old company is in Jing'an. Difficult to move (time & money)

Sponsorship requirement

Heyou:

• Document for Bask is ready. Can send to other companies.

Eduardo: pessimistic

Andy: Before we had connections from members to those companies. We can try but maybe not so much energy.

Eduardo: If companies approach us we can use it. But we are better off being reactive than active.

Space Manager Agreement Contract

Heyou: Contract renewal for space manager, how is it processed?

Eduardo: We are working on an offer.

Andy: Based on the finance check, we are on the way to becoming sustainable. We are discussing increasing the base salary a little + a commission based on Xinchejian's profit.

We are having an open night tonight, Berlina's residency sharing.

Yay.

Monthly meeting

Andy: will schedule

Changbai: record action points for each meeting.

Decisions

• For company sponsorship, we can take a reactive stance and send our sponsorship documents when they approach us.

• Build an electronic booklet that new members receive when they join. The booklet can include instructions on how to use the space.

• Miniapp development can happen on the side, but for now let's buy an existing taobao solution for membership.

• Rent a subwoofer for the event on May.1.

Unresolved

• Huangpu neighborhood committee (居委会) suggested finding government funding for us. But if we move the company to Huangpu. This move would take lots of time and money.

• Need to discuss & purchase lockers for members.

• Need to find someone to run the monthly lasercut workshop.

• Need to have the electrician fix up lights in project room. (talked to boss. still waiting.)

• For renting desks, the current available spaces are quite full. Need to investigate how we can upgrade rooms to produce more usable space.

Action Points

• Eduardo to make workshops in June.

• Andy to schedule the staff meeting every month.

• Staff to send Heyou a new contract in the next couple days.

• Jiji to take the lead on finding interns using 实习僧.

• Andy to run the new member training course every month.

• Andy, Eduardo, and Changbai to help find Taobao system solution for membership.

• Changbai to take the lead on sound system development or sourcing.

• Changbai to record action points for each meeting.