Board Meeting

Decisions

Decision	Context
Register a short domain for the association	Digital infrastructure priority
Adopt Google Workspace for email and collaboration	Paid plan if needed; association's primary platform
Adopt Discord for board communication and coordination	Community already uses Discord; server created
Land acquisition is not an association agenda item	Must remain a separate, arms-length entity to protect association assets
Default to existing event site for 2026; new land for 2027	Reduces risk and simplifies planning
Board intent: "Make the 2026 event happen if we can fill necessary roles"	Confirms the board's standing position on the event
External relations work group formed (3 members)	Peter, Pablo, Chris to draft operational framework

Discussion Summary

Digital Infrastructure

The board agreed on core platforms: Google Workspace for email/collaboration, a short domain for the association, and Discord for day-to-day communication. A blog platform for publishing meeting minutes was proposed for transparency. The use of version control for official documents was discussed but deferred to the Secretary.

Land Acquisition

A request was made for funds to engage lawyers for a land reservation agreement. The board determined that the land project must remain legally separate from the association to protect against potential claims. The board's position: the 2026 event will use the existing site, with new land infrastructure targeted for 2027.

Event 2026

The board affirmed its intent to hold the event in 2026, contingent on filling necessary operational roles. Discussion included concerns about premature announcements before the association has a bank account and hired staff. The board agreed on cautious, positive communication.

Statutes & External Relations

Statutes are nearly complete - final legal checks required, followed by signature logistics. The external relations work group (3 members) was formed to manage discussions with third parties on operational matters.

Event Operations Staffing

An experienced event operations coordinator is available and was identified as key for pre-event logistics. Legal review of their engagement status (freelancer vs. employee) is underway.

Action Items

• Daniel: Confirm version control for record-keeping with Secretary
• Pablo: Investigate legal status of engaging operations coordinator
• Peter, Pablo, Chris: Draft operational framework for external discussions
• Peter, Pablo: Finalize statutes and coordinate signature logistics

Open Items for Future Meetings

• Version control for official documents: Secretary's decision
• Voting tool: tabled until specific need arises
• Signature logistics: digital vs. physical signing