2018-10-09 Board Meeting

Attendees

Brian, Hao, Joe, Gauruv, Geraldine, Ben Toh, Elise, Justin Miller, David Jennings (remote), Caroline Storer (remote), Simona (remote)

Agenda

• introductions
• meeting schedule
• upcoming geospatial workshop (October 23-24)
• debrief on October 4 workshop
• travel awards
• onboarding docs for new board members, organizing workshops (schedule)

Notes

Introductions

Meeting Schedule

• every other Tuesday, 3:45 - 4:45 pm

October 23-24 geospatial workshop

• registration links settled
• rooms reserved, website set up
• first full run-through of new geospatial materials for the Carpentries
• Matt has sent Justin (host of the workshop) a waitlist
• how to coordinate the timing of announcements to waitlist and full grad emailing
  • not sure how Matt has done the timing in the past (how long between announcements)
  • plan is to send registration link to waitlist tomorrow (Wednesday, October 10), general announcement for next Monday (October 15)
• dates confirmed for Tuesday/Wednesday (October 23-24), some confusion about this previously
• quick pre-survey of attendees to check for experience with R and geospatial data, to see whether introductory lessons are necessary
• request to finalize who is going to teach what (make sure to go over materials first)

Debrief on October 4 1-day workshop

• ran out of time on exercises, too much materials
• feedback was positive
• any general procedure for reviewing feedback

Travel Awards

• Joe, Brian, Gauruv are deciding on applications
• 3 applications received (can fund 2 of them, all domestic travel)
• create a rubric for grading applications, and publish on the website
• decisions need to be fast (stated decision for tomorrow)
• decided on a rubric for the group

Board Positions

• deciding which positions we need:
  • chair to facilitate meetings
  • secretary to take minutes
  • treasurer (point of contact for Fiona and Alethea)
• what is the duration of these positions?
• treasurer position might be better as a per-term (per-semester), work with Matt to document procedures
• documenting the responsibilities of the position
• other roles
  • workshop coordinator (handle feedback, create schedule, etc.)
  • communications (twitter account, website)
  • membership (coordinating funding to pay for Carpentries membership)

Voting Ties for Elections

• (tabled)

action items

• travel awards decision
• Hao will chair next meeting, Joe and Elise will take minutes
• Hao will write up instructions for minutes