Board Meeting Notes 2022-01-04

Board Meeting Minutes
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Meeting Start:

Attendance

• Board Members
  • Tim B, Skylar, Paul O, Donzell G, Jennie, Joe M, Nathan U, Ryan P

• Other Members

Agenda

• Check talk page for board meeting notes, see if any discussion on the agenda took place
• Consent Agenda
• Committee Reports
• Read mail
• Financial/membership report
• Review the PayPal and banking transactions
• Member leaving reason reports
• Check Freshdesk queue
• New business
• Old business

Minutes

Please note that this was the first meeting of year with a new board. It was kind of ad-hoc and when I (tbielawa) took the notes, I didn't realize we had a template I was supposed to be following.

The New 2022 Board Members are:

President: Paul Ocampo

Vice President: Nathan Upchurch

Secretary: Joe Mertz

Directors at Large:

Jennie Plasterer Donzell Gordon Jesse Seay Louis Stiehm Tim Bielawa

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Skylar: Objections to starting account transfer process? will create g-suite accounts for new directors will add access to last pass as necessary

Donzell: what do we do with this account anyway? Skylar: Log in, set up 2factor, use for official ps1 activities as necessary Will add new folks to director mailing lists, drc as necessary Convert accounts to "board" status in wild apricot Get DM's to google account sent to google listing

Keys to building: to be distributed, David's was returned One on on meet up with Sky to get bldg keys, or leave in secure area of building for individual pick up

Joe: Vote proposed by Ryan P https://discourse.pumpingstationone.org/t/discussion-2022-vaccine-requirement-policy-vote/1067

https://wiki.pumpingstationone.org/2022_COVID-19_Vaccine_Requirement_Policy_Vote

Joe: How to enforce? <Wild apricot integration possible, "airtable"> Joe: Manually add check to accounts to save vaccination status

Sky: People could submit digital proof Ported into Apricot

Joe: Exemption plan? <re: 72 hour testing requirement> <needs to be checked in vote language> <there's a lot to figure out about how to enforce this> Joe: Possibly have to ask sponsors to delay vote until more details are figured out Sky: committment from volunteers to process vaccination status data promptly is requirement <side-bar about door data>

Sky: What about data retention for vaccination PROOF? Delete proof data after entry?

Keep only in Air table? Fewer people can see that Ryan: How much data to keep? How granular?

<much more implementation detail discussion>

Tim: retention and processing should be part of the vote. it's too ambiguous right now Joe: Too much gray area in vote. Not fully defined plan. Thinking of asking them to push back after adding more data Ryan: How much info goes into the vote language to define how it's handled in the future Joe: more language about what's visible in WA. More language about how to handle exemptions. More language on volunteers committment enforcement. Right now enforcement is entirely up to the board. Gary: Language about vetting religious and medical exceptions should be included? Joe: What is that definition? Can't find anything official from Illinois state. Tim: Are enforcers expected to call Drs & Religious officiators to verify exemption?

Joe: Suggestion: see more language in vote before board runs the vote. Less vague and left up to the board to define later. Ryan: Proposing within 24h: enforcement and exemption language is rehashed for lock on thursday, so vote on 11th is possible. Less time for implementation by 24th

<ACTION ITEMS> Ryan: needs for updating vote language: data retention statement of volunteering for this stuff on medical exemptions

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Sky: New business Management of active volunteers in WA + other systems Some volunteers who are no longer here still have admin access to system WA has awful security controls Want to minize admin access to systems

Challenge: Who *NEEDS* access is a challenge. No single-source of volunteer data

<ACTION ITEMS> James: Discuss next board meeting? How to prune lists Sky: Volunteer/Member audit Ryan: Make sure wiki is up to date w/ WA

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Tim: concern over tuesday meetings w/ current covid spikes

We can do digital for member meetings

Paul: But, open houses are how we get members

Sky: Make sure everyone who shows up knows that it's digital only for tuesday meetings

Joe: VR tours were shit last time

<what about people who show up for open house>?

Donzelle: Open house people, do they just show up? yes d: add to posts: open house requires proof of vaccination d: add vacc status to waiver info for open house people, extra info

Sky: Note outside building: SORRY! Closed for next few weeks for member meetings/open house Get volunteer for someone to walk around and give tour on video call or slideshow w/ pics etc? Joe: People still ok w/ giving tours

<oh, turns out not a lot of people are actually going to member meetings these days>

<just a handfull of new members show up for open house>

<ACTION ITEMS>

Nathan: Add to agenda for next meeting to revisit the covid concerns

Joe: Vote to shut down in-person meetings for time being

Vote to cancel all future member meetings, and discourage public gatherings in the space, effective after tonights board meeting (2022-01-04), until further notice.

AGAINST: <none> ABSTAIN: <none>

Unanimous passage, 5 votes FOR

SKY: Will update website TIM: Add post to discord SKY: Update "People" page on website

Committee Reports

Reports from Committees

Financial Report

• Chase Checking:
• Chase Savings:
• PEX:
• PayPal:

Membership Report

• Number of Members:
• Quorum: