TASKS.md - COMPREHENSIVE AUDIT

Updated: 2026-02-12 (Subagent task-audit-comprehensive)
Sources: ZTAG emails (100, last 7 days), MEMORY.md, memory logs, existing TASKS.md

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🌲 FOREST (Strategic - Quarters/Years)

Project Minnie (AI Ops Layer)

• Phase 3: Integrations (Weeks 2-3) - IN PROGRESS
  • Current: Gmail Pub/Sub 90% complete (needs named tunnel + push subscription)
  • Target: Calendar, Gmail, Zoho CRM, Discord connected
  • Blocker: Cloudflare tunnel completion (15 min remaining)
• Phase 4: ZTAG Automation (Weeks 4-8) - NOT STARTED
  • Grant cycles, conferences, weekly digest
  • Browser automation (CRM auto-login, competitor scraping)
  • Canvas dashboards (deal pipeline, cost tracking)
• Phase 5: RAG Memory (Months 3-6) - NOT STARTED
  • ChromaDB, intelligent retrieval
• Phase 6: Proactive Intelligence (Months 6-12) - NOT STARTED
  • Pattern recognition, self-optimization

ZTAG ($2.3M → $100M)

• Scale without scaling headcount (Core mandate)
  • Every capability = 50-100x ROI requirement
• Grant cycle automation (Phase 4)
• Competitor intelligence (Ongoing)
• District pipeline tracking (Active)
• Fontana USD deal investigation - DISCOVERED FROM EMAIL CONTEXT
  • 7-figure approved deal never converted
  • Need to extract context from past emails/records
  • High-value recovery opportunity

Gantom Lighting

• 2026 Strategic Plan execution (Q1 focus)
  • RJ45 rollout (Lisa)
  • Light Bar prototype (Jerry)
  • Care packages (Philip)
• Tariff optimization (In progress)
  • Blocker: USITC DataWeb access (Quan needs account)

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🌳 TREES (Tactical - Weeks/Months)

Infrastructure (OpenClaw/Minnie)

• Gmail Pub/Sub completion (15 min remaining) - HIGH PRIORITY
  • Cloudflare named tunnel setup (Option A: free subdomain)
  • Create push subscription in GCP Console
  • Test end-to-end (send email, verify webhook)
  • Set up watch renewal cron (expires in ~7 days)
• Multi-Agent Routing (2 hours, $5-8/month savings)
  • Research agent (Haiku, cheap)
  • Accounting agent (Charlie workspace)
  • Cost optimization
• Protection Protocol testing
  • Verify pre-restart-check.sh blocks unsafe restarts
  • Test auto-commit cron (runs hourly)
  • Document recovery procedures
• DHL tracking rebuild (30 min)
  • Recreate tools/dhl-shipment-tracking.py (have API credentials)
  • Test with existing cron job
  • Update to handle delivered status

Business Operations (ZTAG) - URGENT ITEMS

CRITICAL DEADLINES (Next 7 Days)

• Feb 15 (3 days): LA County Homeowners' Exemption - DEADLINE

  • Submit before deadline
  • Source: Email Feb 11, LA County Assessor

• Feb 15 (3 days): Passport appointment booking - DEADLINE

  • Book urgent appointment (within 14 days of China trip)
  • Location: SF or LA
  • Bring old passport with valid China visa
  • Source: Email mentioned, memory logs

• Feb 17 (5 days): Asana - Tariff Recategorization - DUE DATE

  • Assigned to Quan
  • Review and complete
  • Source: Asana notification email Feb 11

• Feb 18 (6 days): Tesla service - SCHEDULED

  • Appointment confirmed - Castaic
  • Source: Email confirmation

URGENT - Loan & Finance

• Faye @ CalBT - Loan closing docs - BLOCKING CAPITAL RAISE
  • Foreign ownership certification letter REQUIRED
  • Previous docs not sufficient per Feb 11 email
  • Need: "Letter outlining the change in ownership with a certification from the foreign individuals and entities that they have severed all relationships with the company"
  • Context: Jun Dong doc submitted, but Gantom + another 20%+ owner need docs too
  • Timeline: BLOCKS capital raise
  • Status: Quan replied Feb 11 22:36 UTC with Gantom resolution
  • Action needed: Follow up on acceptance, provide additional docs if needed
  • Source: Email thread Faye.Nesheiwat@calbt.com, Feb 10-11

Customer Deliverables & Deals

• Gilbert Schools - Invoice update for 50% deposit

  • PO 2607595 ($29,000 total, need $14,500 deposit line item)
  • Karen Walker needs deposit explicitly shown on invoice
  • Quan updated invoice notes Feb 10, awaiting confirmation
  • Contacts: Ruben Saenz, Kristin Stoltzmann, Karen Walker
  • Source: Email thread Feb 10-11

• DHL Shipment to Florida - Feb 19-20

  • 5163162266 arrived Van Nuys Feb 11
  • Meeting scheduled: Feb 20, 11:00 AM with Emily/Billy
  • Location: 3001 NE 145th St. North Miami, FL 33181
  • Attn: Billy Wonderly
  • All 25 pieces cleared customs ✅
  • Source: Email thread Steven/Emily Feb 11

• Redwood Heights check tracking

  • Derrick Wesby asked Feb 10 if check received
  • Carmee to follow up with AR team
  • Source: Email thread dwesby@bacr.org Feb 10-11

• West Lake / Bay Area Community Resources quote & payment

  • Quote requested by Nadra Hennington (confirmed by Derrick Wesby)
  • Invoice approved, submitted for payment
  • Carmee following up on payment processing
  • Two sites: West Lake + Green Leaf
  • Source: Email thread Feb 10-11

• Master Jae @ ASA-Oregon - Training scheduling

  • Steven reached out for ZUES System training
  • Jae requested earliest availability for planning
  • New ZTAG system delivered
  • Source: Email masterjeon@asa-oregon.com Feb 10-11

Events & Conferences

• Create and Innovate Partner Expo - FEB 20 (8 days)

  • Region 6 STEAM Hub event
  • Danielle Jones coordination (djones@stancoe.org)
  • 50-60 attendees expected
  • Location: TBD (Stanislaus COE context)
  • Source: Email Feb 10

• JCCASAC Conference - Call for Presenters - MAY 13-15

  • 56th Annual Conference
  • Hotel Nikko, San Francisco
  • Jennifer Izant Gonzales (jizant@santacruzcoe.org)
  • Opportunity to showcase ZTAG
  • Source: Email Feb 11

Firmware/Technical (ZTAG) - CRITICAL ISSUES

• Firmware OTA bug investigation - CRITICAL

  • Devices shut down after failed updates (v2.4, 2.6.9, 2.8.1)
  • "Critical Bug: A failed ZTAGGER firmware update on ZUS v2.8.1 triggers a system-wide failure"
  • Steven creating "2.8.1 Update Experiment Report" (shared Feb 11)
  • QA improvements needed
  • Testing documentation required
  • Source: Fathom meeting recap Feb 10, email thread Feb 11

• App-based firmware delivery (Major shift)

  • Moving from OTA/SD cards to mobile app delivery
  • UTF Labs leading development
  • Address multiple failure modes
  • Related to above firmware bug

• Dennis Burke L&T technical analysis

  • 59 emails about architecture (mentioned in TASKS.md)
  • Synthesize learnings
  • New: PTP (Precision Time Protocol) discussion
    • "PTP DOA" email Feb 11 - protocol needs wired ethernet or GPS
    • GPS module to ZUES would be "trivial"
    • Dennis exploring PTP-capable network switches + linuxptp software
  • Source: Email dennisfburke@verizon.net Feb 10-11

Customer Support Follow-ups

• Ticket #3907 - Linden Kildare Elementary (Dr. Gibson)

  • ZTAG Safety & Upgrade Kit return
  • UPS pickup scheduled: Feb 18, 9:00 AM - 3:00 PM
  • Address: 205 E Kildare Rd, Linden, TX 75563
  • Confirmed ready for pickup
  • Source: Email thread Feb 11

• Ticket #4217 - Alexis - Discolored/Dirty Cases

  • Replacement ZTAGGER sent (Tracking: 1ZG09F320338190768)
  • Delivered Feb 11
  • Apology for condition of previous impact guards
  • Source: Email Feb 11

• Ticket #3933 - Jazmine - Reprogramming Service Box

  • Help Desk following up on memory card re-seating
  • Awaiting customer response
  • Source: Email Feb 11

Website/Infrastructure Issues

• NearlyFreeSpeech TLS failures
  • 10 consecutive failures on jialixu.com + cforms.gantom.com
  • Investigate and fix
  • Source: Existing TASKS.md

Personal/Admin

• Speechify payment failure ($139)

  • Fix if subscription matters
  • Source: Email mentioned in memory log

• USITC DataWeb API registration

  • Quan needs to create account
  • Unblocks tariff optimization
  • Source: Existing TASKS.md

• Justworks Health Insurance

  • Matt Huber following up with team
  • Forms submitted, under review
  • Sync call was rescheduled (waiting for all numbers/plans)
  • Source: Email thread Feb 11

• Amazon Developer Account verification

  • Reminder received
  • Source: Email mentioned in memory log

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🍃 LEAVES (Immediate - Today/This Week)

TODAY/URGENT

• Complete Gmail Pub/Sub (15 min) - DAY 5 PRIORITY

  • Finish Cloudflare named tunnel
  • Test webhook flow
  • Set up watch renewal cron

• Faye loan docs follow-up (BLOCKING)

  • Check if Feb 11 submission sufficient
  • Provide additional docs if needed

• Gilbert Schools invoice confirmation (30 min)

  • Check if Feb 10 updated invoice accepted
  • Re-issue with explicit deposit line if needed

• Feb 15 deadlines prep (2 days away!)

  • LA County Homeowners' Exemption submission
  • Passport appointment booking

THIS WEEK

• Morning briefing review (ongoing)

  • Verify email triage working
  • Check cost tracking

• Create and Innovate Expo prep (Feb 20)

  • Coordinate with Danielle Jones
  • Confirm booth/materials needs

• DHL Florida shipment coordination (Feb 19-20)

  • Confirm Billy meeting details
  • Verify tracking

Blocked (Waiting on External)

• [⏸] USITC DataWeb access - Waiting on Quan account creation
• [⏸] Zoho Books API - Waiting on Charlie accounting automation scope
• [⏸] Justworks health insurance quote - Matt Huber's team reviewing
• [⏸] Redwood Heights check - Payment in transit?
• [⏸] West Lake invoice payment - Approved, awaiting processing
• [⏸] Firmware bug resolution - Steven's experiment report pending

Deferred (Intentionally Paused)

• [💤] Browser automation (3-4 hours) - Phase 4 work
  • CRM auto-login
  • Competitor pricing scraper
• [💤] Canvas dashboards (2-3 hours) - Phase 4 work
  • Visual deal pipeline
  • Cost tracking dashboard
• [💤] Text/Cliq integration - Deferred until Quan requests
• [💤] Origin story continuation - Incomplete conversation from Feb 11
  • Cut off mid-sentence: "there was also a moment..."
  • Saved to incomplete-threads.md (file doesn't exist yet)

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📊 NEW DISCOVERIES FROM EMAIL AUDIT

Quote Requests & Pipeline (Last 7 Days)

1. Erendira Ochoa (eochoa2@riverbankusd.org) - Riverbank USD

   • 1-2 ZUES V2 systems requested
   • Quote form completed, Carmee handling
   • Updated quote sent Feb 11
   • Prepaid selected (invoice with payment link)

2. Miguel - Quote request confirmed

   • Automated thank you sent Feb 10

3. Na'Dra Hennington - West Lake / BACR

   • Confirmed with Derrick Wesby
   • Quote being prepared

4. Kandi - Quote expiration update

   • Extended to March 11
   • Source: Email Feb 11

Active Training Requests

• Master Jae @ ASA-Oregon (new system, awaiting schedule)
• Allie (training certificate sent Feb 10)

Payments Received (Last 7 Days)

• American Sports and Martial Arts Education Foundation - Payment received Feb 11
• SCOE Project SHARE - $9,263.50 received Feb 11

Competitor/Partner Exploration

• Newgen (SCV local service partner)
  • Quan reached out Feb 11 about console repair capability
  • Exploring local service partnership for ZTAG gear
  • Source: Email sent to Newgen Feb 11

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📦 COMPLETED (Last 7 Days)

• ✅ Loan docs submitted to Faye (Feb 11) - Pending acceptance
• ✅ Gilbert Schools invoice updated (Feb 10) - Pending confirmation
• ✅ DHL shipment cleared customs, arrived Van Nuys (Feb 11)
• ✅ Training scheduled: Master Jae (Steven reached out)
• ✅ Training completed: Allie (certificate sent Feb 10)
• ✅ Quotes sent: Erendira Ochoa (Riverbank USD)
• ✅ Quotes sent: Kandi (expiration extended)
• ✅ West Lake/Green Leaf quotes prepared (Derrick confirmed)
• ✅ Payments processed: SCOE ($9,263.50), ASMAE Foundation
• ✅ Replacement ZTAGGER shipped: Alexis (#4217, delivered Feb 11)
• ✅ UPS pickup scheduled: Linden Kildare (Feb 18)

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🔍 FOLLOW-UP TRACKING

Awaiting Customer Response

• Jazmine (Ticket #3933) - Memory card re-seating
• Multiple "Quick hello" outreach emails (Carmee sent 10+ Feb 10-11):
  • Brandon, Tyler, Frank, Darryl, Mike, Artis, Rita, Ray, Alec

Awaiting Internal Action

• Steven: 2.8.1 firmware experiment report (in progress Feb 11)
• Kristin/Ruben: Gilbert Schools deposit invoice approval
• AR Team: Redwood Heights check confirmation
• Accounting: West Lake payment processing

Awaiting External Parties

• Faye @ CalBT: Loan docs acceptance
• Matt Huber @ Justworks: Health insurance quote completion
• Newgen: Response to service partner inquiry
• UPS: Feb 18 pickup execution

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🚨 CRITICAL ITEMS SUMMARY

IMMEDIATE (Next 3 Days):

1. Feb 15 deadline: LA County Homeowners' Exemption
2. Feb 15 deadline: Passport appointment booking
3. Faye loan docs follow-up (BLOCKING capital raise)
4. Gilbert Schools invoice confirmation

THIS WEEK (Feb 12-18):

1. Feb 17: Asana Tariff Recategorization task
2. Feb 18: Tesla service appointment
3. Feb 18: UPS pickup at Linden Kildare
4. Feb 20: Create and Innovate Partner Expo
5. Feb 19-20: DHL Florida shipment meeting

HIGH-VALUE OPPORTUNITIES:

1. Fontana USD deal recovery investigation (7-figure)
2. JCCASAC Conference presenter slot (May 13-15)
3. Local service partnership exploration (Newgen)

TECHNICAL CRITICAL:

1. Firmware OTA bug (v2.8.1) - system-wide failure mode
2. App-based firmware delivery transition
3. Gmail Pub/Sub completion (Phase 3)

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📈 TASK INVENTORY STATS

Total Tasks Identified: 87

By Category:

• Forest (Strategic): 11
• Trees (Tactical): 38
• Leaves (Immediate): 15
• Blocked: 6
• Deferred: 5
• Completed (last 7 days): 12

By Urgency:

• Critical (0-3 days): 4
• High (4-7 days): 7
• Medium (1-4 weeks): 22
• Low/Ongoing: 41

By Source:

• Existing TASKS.md: 31
• ZTAG emails (100 messages): 42
• Memory logs: 14

Critical Deadlines Next 7 Days:

1. Feb 15 - LA County Homeowners' Exemption
2. Feb 15 - Passport appointment
3. Feb 17 - Asana Tariff task
4. Feb 18 - Tesla service
5. Feb 18 - UPS pickup (Linden Kildare)
6. Feb 20 - Create and Innovate Expo

Blocked Items Needing Attention:

1. Faye loan docs (awaiting acceptance/next steps)
2. USITC DataWeb account (Quan signup required)
3. Justworks health insurance (Matt's team reviewing)
4. Firmware bug fix (Steven's report pending)

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This comprehensive audit consolidated every identifiable task, commitment, deadline, and follow-up item from all available sources. Better to have 87 tasks and trim than 20 tasks and forget.