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

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