Move Meeting - March 12th, 2020

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Move Meetings
Previous: March 5th, 2020 Meeting Procedure Next: March 19th, 2020



Agenda

Reset

It seems like we got off the starting blocks and immediately landed on our face. Let's get back on the blocks and try this again. For this meeting we're going to readdress some of the organizational necessities for this project and some procedures for establishing individual authority going forward. We have a mandate from the membership to move. We can't not.

Discuss the potential of immediately going to 11,500 sq. ft.

A group of committee members have arrived at a conundrum. The layout for 7,000 square feet looks good for a 7,000 square foot space, but is a compromise if the space is going to grow quickly to 11,000 square feet. Likewise, if the space was laid out to grow better, it is too much of a compromise at 7,000 square feet.

We've arrived at an idea: We can grab 11,000 square feet first, and not have to do major surgery so soon by laying out that larger space in a way that will accommodate growth better.

  • Can the move committee propose a vote?
  • Are we in agreement on proposing the vote?
    • If the vote succeeds what is our path forward?
      • What will this do to our timeline?
      • How will this change our current position with 2701?
    • If the vote fails what is our path forward?
      • Can we get a consensus on floorplan V6?

Project Management Tools

Critical to our decision making process is a robust task management system. We're currently using Trello. We need to all be on board with this. If someone wants to help but has trouble working with the tools, they need to pair up with someone who can navigate the tools for the both of them. These tools need to be the heart of our operation going forward. We will be making decisions, creating tasks, and assigning authority through these tools.

  • What tools are we currently using?
    • How do we do higher level planning on Trello?
      • Free Trello will only export JSON data, which will not easily import to anything standard.
      • Will Ganttify do what we want? No. Ganttify won't, but BigPicture a Trello powerup could, however would need to disconnect Trello from Slack to use this for free.
    • What other tools might be easy to transition to and fulfill our goals?
      • MS planner?
      • GanttProject - A free desktop program running on Java Runtime is a free MS Planner substitute.
  • What documents are we currently working with?
      • Hive13 Google Drive Shared Folder Hive13Evolution
      • Slack 2701 Channels - attached and pinned documents
      • Trello board Moving Hive13
    • What information goes into them?
    • Where do we look for necessary information?
    • Who do we talk to if we can't find what we're looking for?

Communication Tools

People are getting lost in conversations and decisions are being made without input. Some of this is necessary, as we have a job to do and in many cases we've arriving at "good enough". In other cases input would be useful. For example, Velzy has found us some commercial discounts on material. Conversations are useful and constructive, but they should be brought back to the moving committee at large so that we're working together.

Based on this, we should establish some communications rules:

  • Slack is for conversation, not decisions.
  • Conversations outside of Thursday meetings should be summarized for others to digest and provide input on. This includes Slack conversations.
  • Summaries should go on the agenda for the next moving committee meeting.
  • We have tools for creating tasks and assigning authority. These roles should not be ambiguous.
  • Tasks and roles are agreed upon during the moving committee meetings. People given a role to execute a task are given decision authority within the confines of that task.
    • We aren't managers. We're peers. We're volunteers.

The Decision Process

  • Decisions are made during the moving committee meetings.
    • Decisions result in tasks and roles.
      • What's next?
      • Who's doing it?
      • That person now has authority to do that task.
    • Once a decision is made we're done pontificating about it.
    • If we come by new information or a novel idea, we should re-address our prior decision.
    • New information or a novel ideas should be summarized on the agenda for the next meeting.

Logistics

  • When is our "drop dead" date?
  • Updates from team leads
    • We should be able to see a lot of this in a gant or trello report
      • If we can't, then we need to get tasks into Trello so we can
  • What are we waiting on from contractors?
    • What can we do in parallel?
      • Material delivery?
      • Wall build out?
      • Asset move?
  • What low-utilization equipment can we move without necessarily making functional?
    • Mill
    • Surface grinder
    • ?
  • What order of operation do we need for infrastructure build-out versus move-in?
    • For each section, what infrastructure needs to be in place first?
    • How can we parallelize the infrastructure build-out and move in so that we're not waiting?

Dave's notes from 2020-03-10

Planning Tools being used Communication tools Doc storage Decisions not made on slack Talk things through then summarize and propose that summary on wiki for Thursday + Mailing List Determine a point of no return when we stop doing other things and just move

Expectations of communications tools summarize on wiki. Bullet point.

Resource plan – Time phased or bulk purchase?

Trello is not a gantt chart - but maybe it's good enough Status update by groups – Verbal summary Leadership – Who’s on first?

Dependency on contractors • Paint • Electric • Heater • Security • Plumbing

Hive13 Buildout • Walls • Electric • Dust Collection • Air Compressor • Shelving • Kitchen • Network

Minutes

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