First Board Meeting
Decisions
| Decision | Context |
|---|---|
| Statutes amendment threshold: 50% quorum + 2/3 majority | Balanced accessibility with protection against hasty changes |
| General Assembly lead time reduced to 15 days | Allows flexibility while ensuring advance notice and agenda distribution |
| General Assembly may choose its own meeting leader | Provides a check on presidential authority |
| Budget provision retained as written | Assembly approval of accounts releases the board from liability |
| Board affirms intent to pursue the 2026 event | Unanimous support; formal feasibility assessment to follow |
| Twice-weekly board meetings for remainder of January | High workload during formation period requires increased meeting cadence |
| Postpone recruiting new board members until March | Focus on immediate priorities first |
Discussion Summary
Meeting Format
The board discussed structured facilitation models for meetings. After debate, the board agreed on the importance of advance agendas and in-meeting decision-making, without adopting a specific governance framework.
Association Statutes
The board reviewed lawyer comments on the incorporation documents. Quorum, majority thresholds, General Assembly lead time, and meeting leadership were agreed. Board size (proposed maximum of 15) and term length remain open for offline discussion.
Operational Setup
The board discussed the operational setup requirements for the association. The board acknowledged the need to build trust and working relationships with relevant stakeholders during this process.
Event 2026 & Communication
The board unanimously supports pursuing a 2026 event. Communication to the community will be framed positively. A timeline with critical-path milestones and hard deadlines is needed.
Working Groups & Roles
A Governance and Organizational Working Group was proposed. The board discussed consulting existing operational leads before making decisions that affect their work. The question of whether board members should also hold operational leadership roles was raised and deferred for future discussion.
Decision-Making Policy
The board agreed that any action taken on behalf of the board requires a vote. Individual actions in a personal capacity do not. A formal policy document with examples will be drafted.
Action Items
- Pablo: Finalize remaining statutes provisions (board size, term length)
- Daniel: Draft decision-making policy document; Draft communication to community about the 2026 event; Schedule regular board meeting times
- Victor: Draft employee/contractor role descriptions
Open Items for Future Meetings
- Board size: maximum of 15 or lower?
- Term length: 2 vs 3 years?
- Term limits: retain or remove?
- Board members holding operational roles: conflict of interest?
- Legal implications of event naming