Board Meeting
Absent: Chris, Victor, Michelle
Decisions
| Decision | Context |
|---|---|
| Use Discord + spreadsheet for task management | Board consensus to maximize simple systems before adding complexity |
| Publish sanitized AI meeting notes weekly on website | For radical transparency; twice weekly publication |
| Use estimated costs as starting point | Communicate to leads with note it will be revised in a month |
| Approved contributor's agreement and code of conduct | Provisional until GA ratification; to be published on public GitHub |
| Board members confirmed as association members | Unanimous vote |
| Approved multiple contributors as collaborators | Prioritizing speed over formal membership process |
| Approved engaging a consultant for one month | To confirm vendors, prices, and event viability |
| Publish association documents to public GitHub | Statutes and founding documents |
Discussion Summary
Task Management System
The board discussed concerns about managing 50+ untracked tasks in Discord threads. The board agreed to use Discord for discussions combined with a shared spreadsheet for tracking, maximizing the simple system before considering more complex tools.
Radical Transparency
The board emphasized the need to be radically transparent with the community. The board agreed to publish sanitized AI-generated meeting notes weekly/twice-weekly on the website to demonstrate momentum and openness.
Budget Approach
Given time constraints, the board agreed to use estimated costs as a starting point, with the understanding that these would be revised within a month. Leads will be notified to expect adjustments.
Collaborator Onboarding
The board approved a refined contributor's agreement and code of conduct (provisional until GA ratification). The board distinguished between collaborator status (immediate, for active contributors) and formal membership (requires more process). Multiple groups of contributors were approved as collaborators to accelerate work.
Consultant Engagement
The board agreed to engage a consultant for one month (20-30 hours/week) to quickly confirm vendors and assess event viability. Final cost clarification and vote scheduled for Thursday.
Critical Path to Ticket Sales
The board identified the critical path to enabling ticket sales: bank accounts, payment system, provisional permits, emergency services coordination, site rental, and insurance. A Discord thread will be created to track all requirements. The board discussed monthly ticket price increases to incentivize early buying.
Contingency Planning
The board discussed contingency planning for critical infrastructure, specifically the possibility that Ubertown may skip a year and not provide power generation for barrios. The board agreed to operate under the assumption that Ubertown may not participate, requiring backup power plans to be developed.
Action Items
- Daniel: Contact consultant to clarify one-month engagement cost; Create FAQ about event status for transparency; Investigate provisional permits for ticket sales; Create Discord thread for ticket sales critical path
- Ben: Work with Peter to understand GitHub documentation system; Reach out to newly approved collaborators for onboarding; Present batch of 30 electors for approval Thursday; Manage publication of sanitized meeting notes
- Peter: Publish association docs (statutes, founding documents) to public GitHub; Add ticket sales requirements to Discord thread
- Pablo: Contact leads and camps to assess event viability; Review documents from board members; Share meeting notes with relevant parties
- All: Use estimated costs as starting point; expect revision in one month
Open Items for Future Meetings
- Areas of responsibility discussion
- Community meeting preparation
- Transition away from personal email accounts for official communications