Board Meeting

Key Decisions

1. Approve all pending collaborator applications — Board unanimously approved all individuals currently pending on the collaborator list.
2. Event name poll to proceed — Name poll to be sent via OPA Vote to the same recipient list as the go/no-go poll, as soon as practical.
3. Application approval process — Going forward, only the Secretary (Ben) will execute final approvals on the membership platform to prevent administrative errors.
4. Ticketing strategy deferred — The board acknowledged ticketing pricing and refund policy as a complex topic requiring dedicated future discussion.

Discussion Summary

1. Bylaws Amendment

The bylaws amendment to enable asynchronous voting is in progress. A draft is expected shortly. Until statutory changes are implemented, formal voting on association membership is paused.

2. Organizational Decentralization

The board discussed the challenge of centralization — with board members becoming overwhelmed by the volume of work and communications, creating an unintended bottleneck. Proposed solutions include:

• Immediate: delegation and empowering team leads
• Short-term: building a volunteer management team
• Long-term: organizational design for decentralized coordination structures
• Creating an “internal comms” function to distribute communication load

The board agreed to ask the community for help at the evening’s community meeting.

3. External Relations

The board agreed that Pepe will lead and coordinate external relations, given his legal expertise, clarity of communication, and constructive approach.

4. Collaborator & Membership Management

The platform for managing membership (Humans) is now live and has replaced the previous Typeform-based application process. All links have been updated. An administrative error resulted in two people receiving incorrect welcome messages; the board confirmed no statutory approvals were affected, and the individuals are being notified.

5. Go/No-Go Poll

The go/no-go community poll was sent out earlier in the day and is running until Sunday night. Results will be reviewed by the board after the poll closes.

6. Event Name Poll

The board approved sending a rank-choice name poll for the event. Approximately 300 name suggestions were received and narrowed to a shortlist. The poll will be sent to the same list that received the go/no-go poll.

7. Ticket Sales & Pricing

The board discussed preliminary ticket sales projections:

• Target: approximately 1,000 tickets sold by end of April to be on track
• May 1 identified as a potential last-chance evaluation point before major expenses are committed
• 100% refund policy is required under Spanish law for public events
• The art/creativity budget presents a timing challenge (commitments made early, spending occurs later)

The board acknowledged this requires a more in-depth discussion and will be revisited.

Action Items

Owner	Action
Ben	Send event name poll
Ben	Process pending collaborator approvals
Peter	Develop ticket sales projections
Pepe	Research refund policy feasibility
Ben / Daniela	Coordinate metalead role name poll
Pablo	Notify accidentally approved individuals of clerical error

Minutes prepared from meeting recording and AI-generated notes. Reviewed for accuracy.