Board Meeting
Absent: Michelle
Decisions
| Decision | Context |
|---|---|
| Table event naming discussion; focus on defining requirements for trademark use | Continue discussion asynchronously |
| Operational roadmap: Pablo to synthesize all inputs into milestone proposal | For discussion at upcoming community call |
| Managed membership growth | Deliberate, small numbers initially to protect organizational governance |
| Re-sign board documents to correct term length error | 4-year terms were signed in error; agreed terms are 2 years |
| Build & Strike and City Planning identified as critical early roles | Volunteers already confirmed for Build & Strike; City Planning needed by end of March |
| Community call scheduled (Thursday) | Ben to MC; positive origin story structure |
Discussion Summary
Operational Roadmap
The board discussed event naming requirements, including governance, financial readiness, and operational capability criteria. The board agreed to create an operational roadmap with verifiable milestones. Ticket sales could proceed once a trademark license is obtained - latest early March.
Event Naming & Trademark
The board discussed risks of selling tickets under the existing event name before a formal agreement is in place. If the name were rescinded after ticket sales, refunds would be required. Some members suggested using an alternative name initially. The board tabled the decision to focus on meeting the requirements first.
Membership Criteria
The board discussed recruitment of new members. To protect organizational governance, the board agreed on managed growth - careful vetting of applicants with deliberate expansion. Volunteers and collaborators do not need to be members to contribute. Detailed membership criteria proposals to be drafted in coming weeks.
Board Terms Document Error
A versioning error resulted in board members signing a document with 4-year terms and 8-year limits, rather than the agreed 2-year terms. The board unanimously agreed to re-sign the correct version.
Critical Operational Roles
The board reviewed the organizational structure and prioritized roles. Build & Strike has confirmed volunteers. City Planning work begins end of March. Creativity leadership and finance coordination are high-demand areas. Purchasing timelines were reviewed (end of March to mid-May).
Inclusion & Community Standards
The board discussed whether to adopt external exclusion lists. The board agreed that the association should define its own transparent processes for inclusion and exclusion, rather than adopting external decisions without due process.
Community Call Preparation
Structure: positive origin story (recent democratic elections) -> event planning and role applications -> brief land update -> moderated Q&A. Calls to action: volunteer for roles, spread the word. An expression of interest form will be created. The website mailing list will be fixed.
Action Items
- Pablo: Synthesize operational roadmap with milestones; Circulate corrected board terms document for re-signing
- Chris: Draft membership criteria proposals
- Ben: Draft new member onboarding process; MC community call
- Daniel: Facilitate next board meeting
- All: Add detail to operational roadmap in their areas
Open Items for Future Meetings
- Event name: proceed with existing name or alternative?
- Membership criteria: formal proposals for decision
- Consultant hiring for event operations
- Document and IP procurement process