HYH Meeting 2024-04-25

Instructions

• See HYH and HYH Meeting Template

Agenda

• Note Taker: Bob
• Moderator: Rick
• Number of Members Present: 14 (12 cardmember)
  • Limary, David, Rick, Eric, Moheeb, Dave, Embry (non-member), Sheldon, Bob, Shaundra, Beau, Darryll, Elljay, Luis

New Business

• Two new fundraising events are going well!
• Shaundra has a plasma cutter on long-term loan.
• Shaundra may have to step down as treasurer.
  • David is prepared to take over.
  • Action Item: Add David to finances email (Bob will ping Jeff Sittler)

Proposals

Arnob Key Access

• Proposed By: Robot Ambassador Eric Ose

Reminder this Thursday for HYH we have a proposal for @ATK to have 24/7 lab access. I'm trying to confirm we have enough people going to be there to vote. Arnob has a very busy week and school. I'm not sure he will be there in person, but we can still vote on this.

Oh this is the proposal; https://groups.google.com/g/heatsynclabs/c/agqWr0QGwN0

Discussion

Good discussion had, some questions raised and addressed.

Consensus: Some mentoring, maybe a few co-hosting sessions with an experienced host would be good.

Vote

Unanimous assent.

Eric notifying him. David or Nate can create the key.

Financial Report

• See #Discussion Items Below

Station Reports

Machine Shop

• Light is out by the drill press.
• CNC is still malfunctioning, complicated things are causing it to get lost, diagnosis in progress.
• There is an additional mini mill that is being prepared for service. Darryll is finding space for it.
  • It's currently in the biochemlab, Darryll is very conscious of the misuse of space and is addressing it ASAP.

Welding

• Shaundra has taught a few classes this year, but Summer is here.
• Shaundra is looking toward doing classes with a focus on sculptural artworks.

Discussion Items

What's My Game

Topic By: Bob Bushman

Why the sudden surge of activity on my part? Main reason: Our location is evolving.

City of Mesa is proactively vitalizing downtown nightlife. We have a lot of new foot traffic coming by. I want to convert those people into members.

I believe we can improve our initial engagement with potential new members. I'm creating new events and I see others ramping up new things, too.

Let's get some growth!

Wiki Upgrade

Topic By: Bob Bushman

The new wiki is live (this is it). I have a point version upgrade to do and a bit of documentation, and it will be fully live.

Proposal for HYH 2nd Thu in May: I propose that we point wiki.heatsynclabs.org at heatsynclabs.wiki.

Window Flyers

Topic By: Bob Bushman

I briefly had posted window flyers for my recurring fundraiser events, and intend to again.

Purpose: People walk by and only dwell for a few tens of seconds. They look in the windows. If, within 15 seconds, they can see an appeal that will bring them in the doors, we win. Our rotating signage does not satisfy that purpose, since they have to wait more than a minute to see all the screens. The calendar is - while excellent for engaged members and students - ineffective for initial impact outreach.

Goal: As a pedestrian with 15 seconds of attention, I want to see several events I can come to, so that I can become an engaged HSL member.

Proposal for HYH 2nd Thu in May: Flyers in the front window will be used for recurring monthly events that directly benefit HeatSync Labs. They will remain eligible for display as long as there is an upcoming event within the next month, open to the public, and recurring. This proposal is not intended to place limits on other things that may or may not be permitted, and is not intended to imply that these ones are currently forbidden. This is only intended to create guidelines for things that are clearly in the interest of increasing community engagement.

Square Account

Topic By: Bob Bushman

In my new events I am selling things (proceeds going to HSL). Currently I only accept cash. I'd like to accept cards. Square charges $0.30 + 3.5% (or something like that) and we use it happily at Bike Saviours.

I'm going to set up an account that I can use for my events. I'd like to set it up in HSL's name (or someone else can, if they want), so the money goes straight to HSL's account. If that isn't acceptable, I will make my own account and pass the cash through, but that seems overly complex and unhelpful to anyone else who wants to sell things on behalf of HSL.

Proposal for HYH 2nd Thu in May: Bike Saviours should open a Square account and get one of those headphone jack credit card swipe thingies.

Financial Report

Topic By: Bob Bushman

What are the steps to resurrect the financial report?

I think I know the answer, and I think I (Bob, Secretary) am the current bottleneck. Here's my understanding:

1. Update our board of directors registration with the government. (Bob)
2. Wait for update to propagate so it is visible in public records.
3. Go to bank and ask them to change our account's accessors to the appropriate board members (Shaundra and who else? I (Bob) would like to be on it, since I love finance data).

Open questions:

• Should any current bank accessors who are not on the board continue to have access? For example, David does a lot of good for us managing the actual account balances.
• Are the above steps wrong?
• What board members should have access to the bank account?
• Who else should have access?

Proposal for HYH 2nd Thu in May: I propose that Bob Bushman update the government records then chaperones the rest of the process, doing as much of the leg work as he is able to do, and requesting support from others where necessary (eg: Shaundra or David may be needed to help with the bank account transfer work).

End of Meeting

• Delete the "Instructions" section at the top of this page.
• Delete this section.
• Post the notes to the wiki
• Discuss any items for which there was not enough time during the meeting