NCA Board Meeting Minutes
Non-board attendees: Pepe C (Legal Counsel), Daniela M S (Production Manager)
1. Check-ins
Board members shared brief personal updates. Several members noted an intense but productive week. Chris T O joined from transit. Victor P was expected to join later.
2. Legal Counsel Update
Daniel T reported on a recent meeting with legal counsel, which provided useful guidance on various organisational matters. The board discussed resulting recommendations.
Decision: The board agreed to adopt updated communication guidelines and to review previous board minutes for consistency.
3. Membership and Collaborator Status
The board discussed membership eligibility matters arising from legal guidance.
Decision: Michelle T, Pablo V, and Daniel T will follow up individually with relevant parties.
4. Go Statement Approval
Ben D presented the “Go statement” for board approval.
Decision: The statement was unanimously approved. Daniel T to publish immediately. Ben D to review the language.
5. Standing Communications Agenda Item
Pablo V proposed adding a standing item — “what should we communicate to comms” — to the end of every board meeting template.
Decision: Proposal accepted. Ben D to update the template.
6. Founding Member Loans
Pepe C requested that loans provided by founding members be formally documented and approved, with the option to make them revolving for financial flexibility.
Decision: Deferred to the next meeting, as one key lender was absent.
7. Ticketing Update
Daniela M S outlined the dependencies for opening ticket sales, including: association name, basic branding, terms and conditions, participant code of conduct, refund terms, and the registration system.
Ward D raised concerns about ticket pricing. Daniel T explained the current pricing was set conservatively to build a cash buffer, with plans for reductions in future years.
Decision: Target to open ticket sales the following week, pending resolution of dependencies. Daniel T to coordinate requirements via a board thread.
8. Ongoing Asset Discussions
The board discussed approaches to sourcing physical assets for the event.
Decision: Pepe C to continue working with legal counsel on suitable arrangements.
9. Communications Team Coordination
Daniela M S raised the need to keep the comms team aligned with board decisions. Pablo V and Pepe C offered to speak with team members they are in regular contact with.
Decision: Pablo V and Pepe C to brief comms team members.
10. Engagement of Administrative Support
Ben D presented draft documents for engaging Pepe C and an assistant for pro bono administrative work. Michelle T and Ward D raised concerns about formalizing volunteer work with a contract.
Decision: Deferred for offline discussion to build consensus before a formal vote.
11. Site Location
Ward D raised the possibility of exploring an alternative site location for the event.
Decision: The topic to be raised at the community meeting for broader discussion. Pablo V offered to present site options.
Action Items
- Daniel T — Publish the Go statement; add new site discussion to community meeting agenda; follow up on membership matters; create board thread for ticketing requirements
- Ben D — Review Go statement; add standing comms item to board meeting template
- Pepe C — Create spreadsheet for founding member loans; continue asset discussions with legal counsel
- Michelle T & Pablo V — Follow up on membership matters with relevant parties
- Pablo V — Brief local comms team members