Orion/2. Areas/Sapien/knowledge/Sapien Meeting Notes 5-4-26 Readout.md

type	source	meeting-date	batch	processed
meeting-readout	Sapien Meeting Notes 5-4-26.docx	2026-05-04	2/7	2026-09-05

Sapien Team Meeting — 2026-05-04 (Readout)

1. Decisions

decision	who	date
Asif: MOU written, not yet signed ("will be soon")	Jen	2026-05-04
Membership tiers fixed in detail: $350 = Sapien only (punchcard 10 meals, 10 Upgrade Labs sessions, intro to Kinetic Blueprint, co-working, sauna & gym, firepits/grills, events & meetings [conditions TBD], members' market, practitioners/healing community, free access to paid public events, tech support from Noderunner shop); $550 = same at all locations	Mackenze / Jen	2026-05-04
Event pricing fixed: Brian's official $400/hr, 4-hr min ($1,600), mandatory +2h setup/teardown (8-hr event = billed with 2h before + 2h after); members 50% off; private no-member events $1,000/hr; "leave no trace"	Mackenze	2026-05-04
Regular weekly schedule (biweekly cycle): Mon Men's nights, Tue tech nights, Wed women's indoor wellness, Truth Thursdays, Freedom Fridays, Sat piggyback Bitcoin walk 2-6pm, Sun "Lord's day"; alternate weeks = specialty events (chronic pain, IVs, hyperbaric — vendors show more interest in health than tech)	Mackenze / Tom (market research)	2026-05-04
Planning horizon: full month schedule published in advance; "always planned about a month out"	Mackenze	2026-05-04
Event layout templates: layout 1 speaking (chairs), layout 2 panel, layout 3 indoor-outdoor; vendor tables identified and priced	Mackenze / Jen	2026-05-04
Sapien repositioned as an event venue (worth $500/hr) serving the member community — not a clubhouse ("we're bleeding money... hand over fist")	Mackenze	2026-05-04
Regular events: free for members, $15/head for public	Collette	2026-05-04
Member-run events/meetings priced at 50% of public cost ($550 members) / 75% ($350 members); public base $500/hr 4-hr min or $1,000/hr private	Poly	2026-05-04
Upstairs room becomes a meeting room (not a sleeping room); next door = nap pod, desk room, meeting room, bodyworker studio (Asif currently there), reception, coffee, kitchenette; kitchen removed from Sapien; washer/dryer space in Sapien	Poly	2026-05-04
Immediate physical goals: replace warehouse glass door + security cameras	team	2026-05-04
Food/event payments must be tracked in a system (no more untracked Venmos to individuals)	team	2026-05-04
LLC required: L484 is not an LLC; need one to sign the lease / take over from Brian → then merchant account, PayPal, Stripe, Partiful ticket sales	Mackenze / Poly	2026-05-04
Sponsors must be promoted at events (intro at start; sponsor wall; Noderunner shop treated as a sponsor; Archipelago = main sponsor; Yerba Madre in cooler); sponsor + vendor info sheets to be created	Mackenze	2026-05-04
Justin building ATX Tribe for outside deals	Mackenze (re: Justin)	2026-05-04

Cross-check vs 06-DECISIONS:

• ⚠️ Upgrade Labs sessions conflict: Poly (4/27) said 15 sessions/membership; Mackenze (5/4) says 10; governance doc (4/27) says $15. Three different figures — needs a ruling.
• ⚠️ Membership cards conflict: Poly (4/27) said 100 trust + 150 lab cards ordered, "getting them next week"; 5/4 says order not placed (waiting on Poly's font choice).
• Consistent: $350/$550 tiers, $400/hr baseline, Sapien-as-venue direction.

2. Action Items

owner	task	due date	project	status
Jen	Membership + events one-pager (from info provided)	NO DATE	Sapien / Marketing	open
Mackenze	Next month's event schedule (with Jen)	NO DATE	Sapien / Events	open
Mackenze	Default event layouts (with Jen)	NO DATE	Sapien / Events	open
Mackenze (+Jen)	Sponsor information sheet for potential sponsors	NO DATE	Sapien / Sponsors	open
Mackenze + Jen	Discuss with Blaze what's needed for the Sapien LLC (incl. whether under Asif's LLC)	NO DATE	Sapien / Legal	open
Jay	Find open-source POS (note: many still tie to large payment processors)	NO DATE	Sapien / POS	open
Justin	POS via sole proprietorship next week (fallback before LLC)	week of 5-05	Sapien / POS	open
Justin	Website/social update (has website, not social; needs Zaza + internal team)	NO DATE	Sapien / Web	open
Jenelle	Set up Square/POS after LLC or sole-prop decision	NO DATE	Sapien / POS	open
UNASSIGNED	Poly to pick membership card font (blocking the card/lock/doorbell order)	NO DATE	Sapien / Membership	blocked
UNASSIGNED	Market research for Sapien website (Jen wants to take it over)	NO DATE	Sapien / Web	open
UNASSIGNED	Overnight/lodging option for event attendees (residential listing; sleeping pods, max 3-day stays)	NO DATE	Sapien / Events	open
UNASSIGNED	Warehouse glass door replacement + security cameras	NO DATE	Sapien / Facilities	open
Mackenze	Buy/do list (no owners per item): microphones, window shaker/AC for store, outdoor furniture, desks, flooring + new turf, replacement metal front door, fix back door lock, finish upstairs storage door/lock, new exhaust fans + bathroom furniture, mops/buckets, new sink + hot water heater, ceiling power strips w/ retractable cords, take down side fence, "MAKE 484 LLC WITH A TRUST (ASEF?)", move dumpster	NO DATE	Sapien / Facilities	open

3. Project Links

• Sapien → new project candidate (venue repositioning + LLC)
• Kitchen484 — kitchen moving out of Sapien (next door); food ops continue
• Noderunner shop → new project candidate (treated as sponsor + tech support provider)
• ATX Tribe (Justin, outside deals) → new project candidate
• Archipelago — main sponsor of Sapien events
• Upgrade Labs, Kinetic Blueprint, Kangan — partners
• Keynctr (keynctr 1) — not mentioned

4. Knowledge

• L484 is not an LLC; the entity path being discussed: new 484 LLC with the trust (possibly Asif's LLC + DBA); a PMA is a 508(c)(a); there's also an enterprise company LLC bound by the trust, the Noderunner shop entity, and Jay considering one for the bus. "That's the easiest part — just which is doing what."
• Square POS: tap with credit cards, 484 Labs collects all money, end-of-day reports, crypto wallet option; obtainable as sole proprietor (complicated, "talk to Square directly" per Jay).
• Real example of untracked revenue: a burger event — 5 people Venmo'd Apollo, 3 cash, 3 Bitcoin.
• Justin bought a new cash box; encourage Bitcoin payments.
• Partiful invited Mackenze to a beta for selling tickets.
• Sapien condition: hasn't been mopped in months; needs new furniture + water heater ($15-20k); consistent hours needed.
• Poly's enterprise thesis: "if we sold a CRM with accounting software with Nextcloud and a few other business features, we would be making tons of money"; his job = build the shop + enterprise company; call center moving to the other house; Safetech Solutions is no longer moving in.
• Vendors show more interest in chronic-pain offerings than tech (alternate-week specialty events).
• Brian has publicly posted his existing event prices (competitive anchor).
• "We can build Jabba the hut's robot" (upstairs meeting-room quip — context only).
• Justin & Jen: hotel/wedding-industry background (customer service, events, memberships).

5. Troubleshooting

• Untracked food/event income — Venmo to individuals (Apollo et al.), cash, and BTC with no system. Fix path decided: LLC (or sole-prop) → Square POS, one portal for member + non-member, tap-and-go, daily reports. Interim: cash box (Justin bought one).
• No merchant account — blocked on entity status (L484 not an LLC). Fix: 484 LLC with trust, or Asif's LLC + DBA.
• Membership card order stuck — waiting on Poly's font choice; contradicts 4/27 "already ordered."
• Upstairs room conflict — currently someone's bedroom (glass door to warehouse broken, "until we replace it, someone has to live here"); decision: convert to meeting room + fix door + cameras.

6. Open Questions

• Which entity structure: new 484 LLC, Asif's LLC + DBA, or non-profit/exemptions? (Collette asked; Poly's answer was the PMA=508cA aside — no decision)
• What are the conditions for member events/meetings (in the $350 tier)?
• Who answers for the website market research?
• Sleeping pods: real plan or "naps?" (Mackenze skeptical; max 3-day stays)
• Practitioner agenda (Jenelle's item) — deferred, she had to leave; no outcome recorded
• What is "Lucidity" (revenue line added to the model)? [LOW CONFIDENCE — unexplained]

7. Gaps

• Kitchen & Food Operations role still unassigned (was the open slot from 4/30).
• LLC: no owner for actually forming it (Jen: "who will open the LLC? Asif was opening one for the shop"); Mackenze/Jen only going to talk to Blaze.
• Mackenze's 15-item buy/do list has no owners and no budget owner ($15-20k estimate exists).
• The three-way Upgrade Labs number conflict (10 vs 15 vs $15) unresolved.
• Practitioner item dropped mid-meeting.
• No date on any action.

8. My Follow-Ups (Avi)

• None assigned. Avi is not mentioned.
• Adjacent [INFERRED]: the POS/LLC/merchant-account thread and the "CRM + accounting + Nextcloud = tons of money" enterprise product thesis both intersect with Avi's Keynctr skillset if he wants to offer help; no explicit ask exists.

Email Summary

5/4 hardened Sapien's commercial model: $350 (Sapien-only) and $550 (all-locations) membership tiers with itemized benefits, event pricing at $400/hr with a 4-hour minimum plus mandatory setup/teardown time (members 50% off; private $1,000/hr; public events $15/head), a biweekly themed weekly schedule published a month out, and layout templates for speaking/panel/indoor-outdoor events. The strategic call: run Sapien as a $500/hr event venue, not a clubhouse — it's "bleeding money" as-is and needs $15-20k in facilities work. Blocking item: L484 isn't an LLC, so no merchant account, no card payments, no Partiful ticket sales; Mackenze and Jen will take the entity question to Blaze, with a sole-prop Square POS as the interim. The membership card order is still stuck on a font choice, and the Kitchen & Food Operations role remains unassigned.