Kevätkokous 2021

Meeting agenda

1. the opening of the meeting
2. choosing a chairperson, a secretary, two inspectors of the proceedings and when needed, two vote counters
3. the legality and decision-making power of the meeting are stated
4. the procedures of the meeting are accepted
5. the financial report, the annual report and the statement of the auditors are presented
6. the ratification of the financial report and freedom of responsibility for the board and other responsible persons are decided
7. other topics mentioned in the call for meeting are discussed
   1. re-evaluation of income and expenses for 2021

Annual report 2020

Toimintakertomus vuodesta 2020 (in Finnish)

Additions and edits in the document are welcome

Income and expenses for 2021

Key facts

• The place is getting small for us
• The expectations in original budget for 2021 is not in line with realized income accumulation, mostly due to unpaid fees
  • The original plan assumed less subletting, so the gap can be compensated by changing this for example
• Our current rental contract is fixed term
  • First possible moment of termination on our behalf is on 31st March 2022, with three months period of validity following
  • This means, that the earliest moment of leaving the place on 30th July 2022
  • If we do not make any move, our current contract continues as open-ended
• Upstairs rental contract can be terminated with only one month notice time
• Ai4 has terminted their upstairs subletting contract recently, they're leaving in June 2021
• Woodworker's subletting contract has three months of notice time, if the termination is initiated by us
• In total, there is about 13 months of time for us in Takkatie 18 in minimum or more if we want to continue there
  • If choosing to move out, terminating Woodworker's contract immediatedly means 13 months of extra space use for us, minus three months of notice time = 10, minus the use downtime for preparations for moving out

More of less speculative thoughts

• Moving out would cost us 30k–50k€ depending on multiple factors, or even more unless we find a place that is more suitable for immediate use without extensive modifications
• The market for small industry properties for rent is looking quite good right now for buyer, but this might change after lifting corona restrictions
• We are limited in our possibilities in moving too far away from our current area, to minimize risks of people deciding to quit because of travel time
• We need to be accessible with public transport no matter where we are
• Buildings that are most usable for our needs are located close to Kehä I from east to west

What we need to decide

• The budgeting plan for 2021 needs to extend to anticipation of first half of 2022
• Do we want to start taking steps in moving out from Takkatie 18?
• What does it require from finances planning right now: what is the situation we are looking for in terms of money in waiting of summer 2022?
• Make a budget that is in line with the possibility of moving out
• What wishes and plans we still hope from Takkatie 18 before of a possible move?

The aim for saving for 2022

• Can we start building a transition fund that can cover some of the expenses that follow from moving out, if we decide so?
• Start minimizing costs?
• Try to keep income flow high?
• Allow new changes in Takkatie 18 in expense of a more limited 2022 war budget?
• Focus in possibilities we have now, or prefer saving for the next year?

What we want to do with Takkatie 18 in 2021 and 2022, if we wish to move?

• Stop improvements, modifications and leave the place as it is for now?
• Find ways to make use of the place for a growing demand?
• Plan all changes so that they are done keeping the possible move in mind, such as placing heavy machinery closer to the loading door?

The numbers

Sorry! The table might be difficult to read. The treasurer will explain these calculations in the meeting!

Scenario 1:

• Upstairs and downstairs in use the whole year
• Less income from member fees expected
• Subletting
  • Woodworker stays for 2021
  • Upstairs, one room sublet for 2021

Scenario 2:

• Start to build transition fund
• Less income from member fees expected
• Upstairs contract is terminated so that second half of 2021 it is not in our use anymore
• Subletting
  • Woodworker stays for 2021

Scenario 3:

• Same as scenario 2, but Woodworker's contract is terminated
• Expect income to fall by ~ 7 000

			Income and expenses 2021							NOTICE 2022!
	Income			Original	Expected 2021/5	x times	Original	Expected 2021/5 scenario 1	Expected 2021/5 scenario 2	The first half of 2022
			Membertship fees / year	410	375	42	17 220	15 750	15 750	18 942
			Key member fees / months * 12	120	105	30	43 200	37 800	37 800	23 760
			Subletting				5 000	10 080	8 640	3 600
			Deposit for rent						2 400
			In total				65 420	63 630	64 590	46 302
	Expenses
		Rent
			downstairs	3 000		12	36 000	36 000	36 000	18 000
			upstairs	1 200		12	14 400	14 400	7 200
		Changing expenses
			Metal work rooms				3 000	2 000	2 500	750
			Woodworking rooms				3 000	2 000	2 500	750
			Other rooms				900	900	500	750
			Materials etc.				1 000	1 000	500	750
		Fixed expenses
			Cleaning	250		12	3 000	3 000	3 000	1 500
			Waste				1 000	1 000	1 000	500
			Internet				500	500	500	250
			Service fees				700	700	700	350
			Insurance				300	300	300	150
			General expenses				1620	1620	1620	810
			In total				65 420	63 420	56 320	24 560
	Rahastointi
		Transition fund									Transition fund in total
			What can be put aside from changing expenses				0	210	8 270	21 742	30 012