2023-09-12 Board Meeting

tags: UF Caprentries Meeting Minutes

Meeting Info

• Location: Remote
• Date: 2023 September 12, 10:00 (ET)
• Agenda

1. Introductions
2. Approval of August 29 minutes
3. Budget documents & amounts (Audrey and Ike)
4. Recap of Data Analysis and Visualization in R for Ecologists workshop (Ke and Vaasuki)
5. Update on Meet-and-Greet (Dellena and Cory)
6. Elections schedule
7. Instructor training offers
8. Sponsorship emails
9. Update on Genomics workshop (Aida and Cory)
10. IFAS reports (Cory)

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

Notes

Introductions

• Brief introductions were made as we temporarily had one new/unknown person in attendance (left the zoom before introducing him/herself).

Approval of August 29 minutes

• Minutes were approved unanimously without amendment.

Budget documents & amounts

• Audrey reached out to Ike regarding budget but has not received a response.
• Flora informed the board that Ike is currently out of the country and also will be vacating her position with UFII in early October.
• Audrey will follow up with Flora on the budget and membership status prior to next board meeting.

Recap of Data Analysis and Visualization in R for Ecologists workshop

Recap provided by Ke:

• 18 registered; 17 attended
• Skipped SQL section (planned this way in advance)
• Finished in time/no issues with time management of lessons
• Limited number of instructors & helpers
• Tips for future workshops:
  • Better to have a minimum of 2 helpers available for duration of workshop
  • Grab code from instructors immediately after lessons taught and or workshop conclusion to share with participants
  • Participants had difficulty finding the workshop location
  • Student requested certification for workshop attendance and completion
    • Ke created pdf document for the learner
    • Cory found learner certificates available via Carpentries Org. website: https://docs.carpentries.org/topic_folders/hosts_instructors/certificates.html
  • Remeber to clean out/put room back together at conclusion of workshop
• All in all, successful workshop!

Update on Meet-and-Greet

• Cory cannot attend due to lab retreat scheduling conflict
• Cory created new slide show for the event; using Carpentries Org. slides
  • Photos of current board members requested
  • Others (Dellena, Audrey, Ke) will review slides and edit as needed
    • Audrey to add elections slide
    • Audrey to add board member photos & names
• Dellena & Audrey to run logistics
• Ke will be also be in attendence & can help

Elections schedule

• Goal: set board members election schedule prior to Meet-and-Greet
• Cory suggested the following schedule:
  • Nominations open on Sept. 18th; close on Sept. 29th
  • Voting opens on Oct. 2nd; closed on Oct. 13th
    • Proposed schedule was approved by all present
• Audrey will create/update the nominations google form and send to Cory by Sat., Sept.16th or earlier
• Elections need to posted under ‘Events’ on website (Audrey?)
• Email announcement to go out on Monday, Sept. 18th (Cory?)

Instructor training offers

• Ties into conversation about budget:
  • Audrey will follow up with Flora on budget & instructor training funding prior to next board meeting
• Send out email for instrucor training soon as possible
  • Discussed timeline relative to elections
    • Potential dates: Sept. 25 (self-nominations still open), or wait until Oct. 16th (after elections have closed)
    • All agreed better to wait until after elections to avoid confusion (after voting closes & new board members announced

Sponsorship emails

• Audrey to send email with link to sponsorship email draft & google sheet of contacts prior to next board meeeting.

Update on Genomics workshop

• Cory & Aida are organizers; dates: Oct. 2-3
• Cory to send out email announcement & call for instructors/helpers by Friday, Sept. Monday, Sept. Oct. 2-3
• Flora to set up workshop registration
• Audrey to post workshop on club website under ‘events’

IFAS reports

• Cory has reached out to Geraldine but has not received response.
• Audrey will send email to Geraldine about Carpentries Club ‘founding’ and IFAS reports and copy Cory

Next board meeting

• Next meeting will be Sept. 26th @10:00AM ET on Zoom
  • Chair: Dellena
  • Secretary: Ke
• Agenda items:
  • IFAS reports
  • Elections
  • Budget
  • Instructor trainings
  • Sponsorships
  • Meet-and-Greet recap
  • Genomics Workshop update
  • Discussion on Listerv & contact lists (Cory & Flora)
  • Other business TBD