We had a State of the Union/Strategic Planning meeting on Monday, October 19, 2009 at 7:00pm at VHS. The intent of the meeting was to reflect on the past few months and plan a strategy for the future of the space.

• Facilitator: lukec
• Present: twirlip, b0wser, ooze, goldfish, jamesrf, SGNL, afreak, lawlypop

• We did a two-part squirm test: (a) what VHS is, (b) what VHS should be. No one squirmed = HUGE SUCCESS.
• What VHS should be:
  • bigger
  • more diverse
  • more tools/infrastructure
  • more teaching
  • busier!

• membership peaked in August when we got the space but has subsequently slacked and is lagging
• we're in decent shape (as per our original budget when we got the 45 West space) but we're in a holding pattern
• we need to push to grow
• PayPal will help ensure consistent dues payment
• monthly “pay your dues” generic reminder to members list ← good idea
• multi-month_subscription_model++

• everyone still likes our mission
• revised principles to the following:

  0. Be excellent to each other.  No racism, sexism, homophobia, or classism.
  1. VHS projects are group projects, not individual projects.
  2. Group projects are open projects.
  3. Eager willingness to learn is all you need.  Expertise is not required.  It's always okay to ask questions.
  4. Disclose your motives and affiliations.

• we brainstormed goals for VHS and organized/whittled down the results to the following:

• laser
• REPRAP
• bigger space
• server room
• lathe and mill

• kit sales
• T-shirts and lab coats
• member services (rack space, VOIP…)

• makerfaire.ca
• remote control balloon
• DTES project

• diversity
• de-school society
• be in Make Magazine
• collaborate with other groups
• larger events

• initial callout
• getting a space
• SHHH
• kit nights
• having a full calendar
• substances (beer++)
• the “take it easy” rule
• IRC community
• having bottom-liners for events
• stickers
• Operations Committee $150 purchasing budget

• losing our calendar
• main website
• insularity (tight core)
• lack of diversity (we talked about this a lot)
• sketchy space
• substances
• repeating speakers (e.g. only Joe giving talks at conferences)
• IRC tone
• craft night (good idea, did not work out)
• failing to collaborate with other groups

• easy calendar (Google Calendar?)
• nice website
• outreach to other groups
• cool events
  • track events and attendance
  • challenge each other to plan cool events
  • plan well in advance
  • solid bottom-liner
  • better communication and promotion
    • planning in advance and having a bottom-liner will help here
    • template of “how to organize an event at VHS”?
• follow up with lost members
• flyers
• safewalk
• all-ages nights
• safety equipment (e.g. goggles)
• have people besides Joe give talks at conferences
  • shared slides for giving talks
• safeword
  • say “safeword” if something is making you uncomfortable (disrespectful behavior, safety concerns, etc.)
  • everyone is expected to respect this
• media kit
• good nights – plan new ones and repeat past successes
  • kit nights (Atari punk, laser spiro)
  • soldering intro night
  • OGI Lumen
  • davidc's “Beyond the Arduino”
• plan events with pace and regularity
  • e.g. regular alternating intro/advanced Arduino nights
• field trips

• important but deferred

• our Build-Our-Own-Laser Committee has done plenty of research and feels buying one is our best option
• Joe will bottom-line laser but more people are needed!
• discussion around whether this is/should be our top priority

• Rene is stepping down as director due to other commitments
• Jeff will look into paperwork around replacing directors and changing mailing address
• Ryan is new treasurer
• Luke replaces Jeff on Operations Committee
• we are not actively seeking new space, but will follow up if opportunities present themselves