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meeting-notes-2018-07-04.md

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Gastown Gang Pasta Dinner 2018-07-03

Links

  • Recording: n/a
  • GitHub Issue: #10
  • Prior Minutes Google Doc: n/a

Invited

  • @Mariatta
  • @Qard
  • @expede
  • @chowdhurian
  • @daffl
  • @caffodian

Present

  • @Mariatta - Mariatta
  • @Qard - Stephen
  • @expede - Brooke
  • @chowdhurian - Manil
  • @daffl - David
  • @caffodian - Alex

Agenda

From issues labelled agenda.

  • Document the benefits of a non-profit org to meetups #6

  • Gastown Gang can curate a public calendar of meetups #7

  • requirements for participation #11

Proposed at the meeting

  • Bank account structure needs to be resolved

  • We need governance

  • The org name may need a change

  • We need a better channel for communication

  • How will sponsorships work

  • Propose directorship to meetup representatives to give equal access to resources and have balanced responsibilities

Notes

Document the benefits of a non-profit org to meetups #6

  • Insurance for the org, that will extend to the meetups. The meetups right now are directly liable through the organizers for anything that happens.
  • Getting the non-profit discount using a society number
  • Bank accounts for putting money into +
  • It’s also work. Have to file paperwork.
  • Venue coordination and sharing +++
  • Finding speakers
  • Long-term stability of groups by having a single point of entry for new meetup organizers to find something they love +
  • Aggregated experience written down in Handbook of Vancouver meetup organizers +
  • TODO: Starting implementing a way to share and coordinate venues. It will be very helpful to have private repos for venue directory.

Gastown Gang can curate a public calendar of meetups #7

  • Related to #11
  • TABLED

requirements for participation #11

  • Have a meetup’s current director nominate a successor
  • Term limits to help keep people’s commitment sufficient, or help remove people who aren’t giving constructive effort
  • Can a new meetup join the group without being a formal part of the organization?
  • How can a new meetup contribute to the overall health of the community organization?
  • Which type of meetups can join? Tech in general. Design, UX, code.
  • It should not be our responsibility to chase them down. But we do want to support with intent.
  • All meetups should be allowed to make use of contributor resources. Such as the Handbook. Maybe larger, meetups with an existing non-profit support network will not be interested. We’ll answer that question when it arises.

Bank accounts structure needs to be resolved

  • We used to use the access the bank account of another org. But we lost access because we relied on a small number of people for access.
  • Separate bank accounts or one large one
  • All directors get access. But do they need others to sign off on transactions?
  • We will think about how to handle tickets when the need arises.

We need governance

  • Go over borrowed Node.js Governance doc. Can iterate on after the meeting.
  • Go over borrowed Node.js Charter. Can iterate on after the meeting.
  • Rules need to be in place for how the processes of onboarding and offboarding happen.
  • Rules need to be made around the personal liability of directors, because insurance may not cover that
  • Ask an expert about edge cases, if we have unusual cases
  • TODO: Finish up the website. Maybe a good student project. Ping Rose.
  • TODO: make a meta issue with all the todos

The org name may need a change

  • Something with gang in it may not be good for sponsors. Same with hacker.
  • TODO: generate a list of names and see if we can make progress.

We need a better channel for communication

  • Considered the forum, YVRDev and Slack.
  • Decided to rename Code & Coffee slack, pending existing org go ahead.
  • TODO: Ping the Code & Coffee org to check. !important

How will sponsorships work

  • Overall, there is a benefit to sharing the funds across meetups.
  • If meetups are responsible for their own finances, then they don’t have to run it past other meetups.
  • A lot of the times, a company is interested in a specific meetup. They can be offered incentives to donate an extra amount of money to support organization-wide efforts.

Propose directorship to meetup representatives to give equal access to resources and have balanced responsibilities

  • Talk to Small Business BC about starting a society
  • Retain lawyer if necessary
  • Having an informal group of organizers VS having a committed group of directors: we all do this in our free time, and when life happens we have priorities that draw us away. A formal commitment makes it more likely that we will see benefits from being part of a larger support network, and also gives us an opportunity for relying on others.
  • TODO: Put together the paperwork