2023-09-26 Board Meeting

tags: UF Caprentries Meeting Minutes

Meeting Info

• Location: Remote
• Date: 2023 September 26, 10:00 (ET)
• Agenda

1. Introductions
2. Approval of September 12 minutes
3. Genomics workshop updates (Aida and Cory)
4. IFAS reports (Cory)
5. Budget documents & amounts (Audrey and Ike)
6. Check-in about Meet-and-Greet
7. Elections schedule
8. Instructor training offers
9. Sponsorship emails
10. Discussion of Listserve & contact lists (Cory and Flora)
11. Discuss future workshops
12. Other

• Participants:
  • Present: Ke, Audrey, Flora, Cory, Dellena, Ike, Natya
  • Chair: Ke
  • Secretary: Dellena

Notes

Introductions

• No introductions needed, only board members and Flora attended

Approval of September 12 minutes

• Mistake in elections schedule bullet point - formatting glitch
• Minutes were approved

Genomics workshop updates (Aida and Cory)

• 2 calls sent out for helpers and instructors
• We are well prepared - the workshop next week is a new one we are holding, mostly in R
• More helpers are needed, these sign-ups needed by Thursday/Friday
• Don’t have to be an expert in the field to be a helper, just need to review and understand lesson

IFAS reports (Cory)

• No updates - on hold for time being

Budget documents & amounts (Audrey and Ike)

• Ike sent the updated budget to Audrey
• Audrey shared her screen and we reviewed the budget
• 2 current accounts: 2024 Data Carpentries Budget and 2024 Workshop Budget, total available is $939.39 - possibly have one instructor training
• To see where money is coming from, look at FY23 tab and this shows breakdown of money sources/sponsors
• The budget can be organized to have one table with internal revenue and cost and another table with sponsorships, membership costs, and instructor training costs

Check-in about Meet-and-Greet

• Went really well, alot of participation and possible new club members

Elections schedule

• Put nomination form dates ended 2 weeks after it is sent out
• Ke will send elections email out to Listserve, draft in google doc and just make sure to update links - Ke
• Audrey will update dates in google survey and will update elections page on the website - Audrey

Instructor training offers

• Maybe only have funding for one member
• When we get more sponsorships we can re-assess

Sponsorship emails

• Cory and Audrey will design the email and then assign members of the board a department to email
• This will be discussed over email - making this a 4-week process

Discussion of Listserve & contact lists (Cory and Flora)

• Flora updated the Listserve with new contacts from the Meet-and-Greet

Discuss future workshops

• Libraries: proposed dates were Nov 6-7th
• Geospatial: maybe next Spring, at beginning of semester - pushing to Spring 2024 (was Oct 23-24th)

Other

• Chair sends out the email reminder and calendar invites

Next Board Meeting

• Chair: Ke or Audrey
• Secretary: Dellena
• Date: Tuesday October 10th, 10am
• Schedule:
  1. Introductions
  2. Approval of September 29th minutes
  3. Genomics workshop updates (Aida and Cory)
  4. IFAS reports (Cory)
  5. Budget documents & amounts (Audrey and Ike)
  6. Elections schedule
  7. Instructor training offers
  8. Sponsorship emails
  9. Discussion of Listserve & contact lists (Cory and Flora)
  10. Discuss future workshops
  11. Other