2023-02-07 Board Meeting

tags: UF Caprentries Meeting Minutes

Meeting Info

• Location: Remote
• Date: February 7, 2023 11:00 AM (EST)
• Agenda
  1. Introductions
  2. Approval of January 24th, 2023 minutes
  3. Review what worked and what did not work for R for Reproducible Science workshop
  4. Check-in about Git workshop planning status
  5. Discuss next steps for 2 other future workshops in Spring 2023 semester
  6. Check-in about IFAS update
  7. Check-in about sponsorship emails
  8. Check-in about budget update and review
  9. Allocating funds for instructor training - how many trainings to reward
• Participants:
  • Dellena Bloom, Ke Zhang, CJ Campbell, Flora Marynak, Natya Hans, Audrey Smith, Cory Brunson, Ali Alruzuq
  • Meeting Chair: Ke
  • Meeting Secretary: Dellena

Notes

Approval of January 24th, 2023 minutes

• Minutes approved

Review what worked and what did not work for R for Reproducible Science workshop

• Huge drop-off from day 1 to day 2
• Day 1 - first session went much longer than expected - possibly more helpers needed
• Instructors and helpers were helpful
• More time was necessary for attendees to work on their own code
• Instructor flexibility helped
• Better scheduling and time estimations are needed and wire tripping hazards should be addressed
• Sticking to time alloted for workshop episodes
• How do we mirror the code and not the lesson plan? - can we share only one of our active windows or have a secondary monitor? - maybe use the computer installed there
• Send reminder email for participants to complete post-workshop survey - Natya

Check-in about Git workshop planning status

• Cory is planning this
• Sending request for instructors this week and next week send out announcement
• March 3rd

Discuss next steps for 2 other future workshops in Spring 2023 semester

• Genomics- March 30/31 for genomics workshop; in person; UFII room is booked up, so we have to find another space to apply for and rent; might have to charge more for renting the room - Cory will discuss with Aida to see if she’s flexible
• Python- Centrally organized; Dellena and Cory co-organizing; remote workshop; since centrally organized, there’s less to do for hosts; mid-April; Audrey sending request; standard 2 day workshop

Check-in about IFAS update

• Audrey found notes from Geraldine and Cory needs to put notes together

Check-in about sponsorship emails

• Audrey is going through the list trying to update contact information
• After updated contacts and email form, letter gets copied and dates changed and this is sent to updated contacts

Check-in about budget update and review

• Wondering if Ike paid for the food from Reproducible R workshop from our budget?

Allocating funds for instructor training - how many trainings to reward

• We need to check if the applications for instructor training are required or if we can just select people to attend the trainings - Audrey will check this
• Able to do 3 this year, each training is $900 per person for our tier
• Do we want to prioritize board members now that we are in the Bronze tier?

Any other business

• Mentioned social media work - we need a way to login to Facebook account; Audrey talked to Trista about this

Notes for next meeting

• Chair: Dellena Bloom
• Secretary: Ke Zhang
• Introductions
• Approval of Feb 7, 2023 minutes
• Check-in about Git workshop planning status
• Discuss next steps for 2 other future workshops in Spring 2023 semester
• Check-in about IFAS update
• Check-in about sponsorship emails
• Check-in about budget update and review
• Other business