2018-12-11 Board Meeting

Action items

Attendees

Board members: Hao, Brian, Joe, Gaurav, Kristina (remote) Non-board members: Matt

Agenda

• introductions
• approve last week’s minutes
• vote on charter amendment to handle election ties
• status of website updates
• status of slack creation
• status of instructor training
• status of next semester workshops
  • fix date for February workshop
• status of off-site workshops program
• selection of new secretary
• other issues on coordination github
  • repo organization
  • waitlist management and sponsoring departments

Notes

• Confirm that April is a possibility for instructor training with Maneesha (Kristina)
• Get a date and room settled with Flora for regular spring workshop (Brian)
• Set up a time to meet with IFAS contact (Simona & Geraldine)
• Meet with DSI president to coordinate activities (Joe)

Last week’s minutes

• Approved; most saw the PR for that

Election ties amendment

• Initially couldn’t vote for this because only five board members were present
• Geraldine sent an email to confirm a yes vote
• Rest of attendees (Hao, Brian, Joe, Gaurav, Kristina) also voted yes
• See this PR for amendment language

Website updates

• The website tabs have been consolidated

Slack

• Everyone has been invited (except Matt)
• Keep announcing board meetings and elections on email
• All other discussion should be on Slack or GH issues

Instructor training

• Maneesha is in touch with instructors, but likely won’t confirm date until early January
• She asked to extend possible date range to April, which Kristina will confirm is acceptable

Instructor trainer training

• This is a remote training to become a trainer of Carpentries instructors
• Starts in January
• Applications are due Dec 12
• See more here

Next semester workshops

• There’s a lot more traffic on campus Monday and Wednesday according to the recent traffic assessment, so Thursday and Friday might be better
• Brian will contact Flora to reserve the Informatics room for Feb 7-8
• Geraldine is having meeting next week about EPI workshop with Taylor
• Simona was not present for off-site workshop discussion
• Simona and Geraldine will contact Jeanna M about setting up a Zoom meeting to get travel support for instructors for off-site workshops; hoping to get IFAS on board early; see GH issue

Next meeting

• Will be Jan 8
• Brian offered to take over secretary position from Kristina for Jan 8 and 22 meetings
• Gaurav offered to do chair position after Hao’s run is over, would be for Jan 22 and Feb 5

GH organization

• See GH issue

Waitlist management

• Currently Matt has a Google doc where he retains people who contact him about workshops that are full. He doesn’t tell people there’s a waitlist until they contact him. If they don’t sign up for the next workshop, he removes them from the list.
• Departments have given us money, they’re supposed to have some number of spots
• Open up registration to those departments early
• What to do if that takes up all the spots for a workshop
• Email that we have six slots, then get departments to fill them
• Get names, either use first six or use lottery, send registration link to each of them
• Need to keep track of who registers
• Workshop organizer does this
• Brian will draw a flow chart or diagram of this process

Library internship

• Wait until Dan contacts

Finances

• Matt has talked to Geraldine about budget, pretty solid
• Started to talk about club membership with Carpentries organization
• Will put budget into club repo, hopefully automate some of it in a script (is currently in Google spreadsheets)

Other org coordination

• Joe with meet with new DSI president about coordinating with them
• Maybe not necessary to coordinate with any groups? Each group is fulfilling some demands of the campus