2019-05-28 Board Meeting
Attendees
Board members: Simona, Hao, Joe, Brian, Gaurav, Elise
Non-board members: Alethea Geiger, Plato Smith, Dimitri Bourilkov
Agenda:
- Approve last week’s minutes
- Update on logo approval from UF
- Update on IFAS funding
- Define target sponsors for membership renewal
- Define incentives for sponsors
- Update on ResBaz planning
- Make decision on need-based scholarship/fee reduction
- Social media/website guidelines
- Revamp Code of Conduct
- Documenting curriculum-specific tips
- Preliminary workshop schedule for Fall 2019
- Summer workshops
- Update on USDA/UF machine learning workshop
Notes
- Approve last week’s minutes
- approved
- Update on logo approval from UF
- Can’t have “University of Florida” within logo, but can have the text associated with the logo; the gator can be our logo, or we could include “FL”, or…
- Waiting to hear back from UF about this, Elise will update
- IFAS funding
- They are providing $10,000 – only $5,000 left
- Is any of it reserved for the REC program?
- Not clear; we need to ask Geraldine about this.
- IFAS needs to get the money out the door soon
- Travel for two instructors to go to REC, about $900
- Two students from REC sent to UF for instructor training $907 per year
- Didn’t discuss incentives up to IFAS, what to do about departments under IFAS?
- Keep incentives at the department level
- Remember that the REC program is of direct benefit to IFAS anyway
- Offer UFBI associated workshop as another component of IFAS’ incentive; commit to teaching one each year; Pam would be interested
- Keep early registration as just department incentives
- Which departments under IFAS support us? WEC
- Contact donors about what they would like to see, what the distribution of students are for workshops; Geraldine is working on this
- Every 6 mos. contact donors, ask them if they’re happy with their incentives
- Need to contact IFAS to put expectations on paper before getting money transferred
- Define target sponsors for membership renewal
- WEC, Museum, UFBI, UFII, Ethan’s lab might be out, EPI, Heath Science Libraries, UF Libraries, Biology (declined last year)
- We’re planning to do a website for social sciences: https://github.com/UF-Carpentry/Coordination/issues/75
- need another 7500, if 1500/sponsor, need 5 sponsors
- $1500 from libraries, Plato can check with them, will confirm within the next few days
- Email current sponsors, people who have
- UFII confirmed, UFBI confirmed
- Hao and Simona will check with WEC
- Brian and Gaurav will check with Museum
- Elise will reach out to Biology
- Re-assess once we hear from previous sponsors (send emails by next meeting)
- Email drafts are in Google Drive
- Have one from last year, assumes they haven’t heard of us
- Have another Simona drafted that is for renewal
- Define incentives for sponsors
- First week, set cap at half of total capacity, then set it to full capacity after that week
- Would this be enough?
- We could favour departments that sponsor us
- Can’t do early registration for instructor training because it’s application based
- Give input on content/timing of workshops
- Create a pre-set schedule
- Alethea has heard that set schedule is preferred
- Update on ResBaz planning
- Tentatively week of Sept. 2nd, may do following week due to room availability
- Three half-days (mornings, combo afternoon/mornings)
- UF Innovation Hub will host reception
- Meeting every two weeks, by next week have dates/activities fixed
- Need-based scholarship
- Attach survey to workshop announcements that includes:
- Anon. survey that
- Attach survey to workshop announcements that includes:
- Social media/website guidelines
- Pull request for social media guidelines
- when should board review social media guidelines on website
- either look at it once it’s on website
- pull request
- or do it now
- Pull request: #41 (https://github.com/UF-Carpentry/website/pull/41)
- Only issue is point 4; “Humorous content”
- Change to “lighthearted” or another adjective?
- Board approved with no changes
- Code of Conduct
- How do we want to update it/how much detail?
- Make it clear that we can kick people out
- Want to include information about how to address code of conduct violations
- Too difficult for one board member to handle
- Should be reported to the board via gmail account
- Depending on where violation occurs, would go through hosting institution
- Draft something shorter than Carpentries code of conduct, but still conveys the same sentiment
- How do we want to update it/how much detail?
- Documenting Curriculum-Specific Tips
- https://github.com/UF-Carpentry/Coordination/wiki/Curriculum-specific-notes
- Gaurav created above wiki page
- Include as a final step in the “Organizing a Workshop” guidelines
- Done: https://github.com/uf-carpentry/coordination/wiki/Organizing-a-Workshop#write-down-any-curriculum-specific-notes-from-the-workshop
- Add in etherpad links under each workshop
- How long are etherpad links intended to last?
- Update on USDA/UF machine learning workshop
- Adam Rivers organizing, wants to expand to 45-50 people
- Mix of USDA and UF
- Hao sent out brief survey, recommended Adam should reach out to Alethea or Flora to organize
- Would that 45-50 people be too difficult to manage in a workshop?
- Brian will put in comment on Github
- Adam will handle registration logistics for USDA folks
- Summer workshops
- No requests except for USDA
- With ResBaz, will be pretty busy
- Possibly EPI workshop
- Geraldine will reach out to them
- Feel like we should do something in the summer
- Hao will draft an email asking Informatics List if there’s anyone who wants to organize a workshop
- Focus on fall semester, don’t organize another workshop for the summer unless EPI wants one
- Preliminary workshop schedule for Fall 2019 (Tabled)
Next meeting:
- June 11th
- Hao Chair, Joe Secretary
Action Items
- Send emails to potential sponsors (Hao/Simona, Brian/Gaurav, Elise)
- Future agenda item: come up with consistent “Core” workshop schedule
- Code of conduct updates