Board Meeting
Absent: Chris
Decisions
| Decision | Context |
|---|---|
| Survey to be sent to barrio leads to gauge community commitment for go/no-go decision | To be finalised and distributed as soon as possible via available channels |
| Four board members required to approve publication of sanitised board minutes | Establishes quorum for transparency publications |
| Approved 26 new applicants as collaborators of the association | Collaborator status (no voting rights) as interim measure while membership process is formalised |
| Board members to provide interest-free loans to cover initial consultant costs | To bridge funding gap while bank account is being set up |
| A departmental structure was adopted provisionally for event planning | Pragmatic approach given time constraints; all appointments considered interim |
Discussion Summary
Community Survey for Go/No-Go Decision
The board discussed the need for a survey to gauge community commitment, particularly from barrio leads, to support a go/no-go decision for the 2026 event. Financial viability requires approximately 2,500 to 2,800 attendees. The board agreed to finalise and distribute the survey promptly. There was discussion about appropriate framing to ensure the survey is constructive and informative.
Meeting Logistics and Calendar Access
The board agreed that board email addresses should be used for all board business and event invitations, replacing personal email addresses. This ensures all board members have consistent access to meeting links and resources.
Collaborator Applicants
Ben presented 26 new applicants for approval as collaborators. The board discussed the distinction between collaborator status (can participate in working groups and attend General Assembly meetings, but without voting rights) and full membership. The current approach prioritises getting people contributing quickly while the full membership process is established. The board approved all 26 applicants, noting the need to make the application form clearer about different types of involvement.
Exclusion Lists and GDPR Compliance
The board discussed existing exclusion lists and the requirements for managing them in a legally compliant manner. The board agreed that formal legal advice is needed to ensure GDPR compliance and proper governance of these sensitive records. Resolving this is a prerequisite for ticket sales. The board emphasised the importance of balancing community safety with data protection obligations.
Consultant Onboarding and Initial Funding
With the bank account still pending (awaiting the preliminary NIF), the board discussed how to fund the consultant's initial engagement. Two board members offered to provide interest-free personal loans to cover the first month. The board agreed this should be formally documented. A neutral statement will be included in published minutes noting that board members are providing interest-free loans to the association to support initial operations.
Departmental Structure and MetaLeads Coordination
The board discussed the approach to organising departments and confirming MetaLeads (department heads). Given time constraints, the board agreed to use the existing departmental structure provisionally, with all appointments considered interim until a proper selection process is established. Ward volunteered to organise an initial meeting with MetaLeads to discuss budgets, role requirements, and recruitment priorities.
Membership Criteria
The board began discussing criteria for full membership, including whether original electors should automatically become members and what qualifications or experience should be considered. This discussion was moved to Discord for asynchronous resolution due to time constraints.
Data Protection in Organisational Communications
The board noted the importance of GDPR compliance when sharing information about individuals, even internally. Access to personal data should be limited to those who have agreed to the association's data protection policies (currently being developed).
Action Items
- Pablo: Contact lawyers regarding the consultant contract; share consultant's freelance proposal with Michelle; finalise the community survey form and post for review; follow up on available funding sources
- Daniel: Update event invitations to use board email addresses; ensure meeting notes include documentation of board member loans
- Michelle: Assist with finalising the community survey form; get set up with board drive and account access
- Peter: Provide initial funding as interest-free loan for consultant's first month; schedule kickoff meeting with the consultant
- Ben: Onboard the 26 approved collaborators; prioritise and publish role requirements; coordinate with Ward on department assignments
- Ward: Organise first MetaLeads coordination meeting and propose dates; coordinate with Ben on department assignments
Open Items for Future Meetings
- Full membership criteria and process
- Community survey results and go/no-go decision
- Exclusion list policy (pending legal advice)
- GDPR policy finalisation