Board Meeting Minutes – August 8, 2023

1. Health and Safety
- Dallas County remains in the green (low risk).
- Members encouraged to report any unsafe or uncomfortable situations to leadership privately.
- The board is investigating several concerns and reminds members the space is meant to be welcoming and secure.

2. Financial Status
- Current funds: ~$25,000 in Truist bank, ~$160 in primary PayPal, small balance in secondary PayPal.
- Still slightly cash flow negative, but very close to break-even.
- Encouragement to recruit more members and continue promoting affordability.

3. Events and Attendance
- Weekly Fiber Nights (Tuesdays) and Game Nights (Fridays) continue successfully.
- Members are welcome to bring guests to events.
- Events are not open to the general public long-term unless they become members.
- Members interested in hosting regular events should coordinate with Jen, the Events Coordinator.

4. University Collaboration
- UTDesign EPICS student project resumes this fall.
- Initial meeting at UT Dallas on Aug 23.
- Members who want to help should commit to asynchronous support via Discord or occasional in-person visits.
- Volunteers are needed for ongoing mentorship and collaboration.

5. Robotics Club Idea
- Suggestion to partner with local school robotics clubs for educational outreach.
- Aimed at supporting STEM learning and hands-on experience.
- Insurance and liability concerns raised—would likely require parents to stay during visits.
- Board supports educational outreach as part of the lab’s nonprofit mission.

6. System and Tech Updates
- Issues with WHMCS billing platform persist; still transitioning to a Stripe-based system.
- New waiver system is in development and nearly ready.
- Members will be asked to reauthorize subscriptions soon via Stripe.
- New Moodle (education platform) and WikiJS (replacing Confluence) systems are live.
- Volunteers needed to help migrate content to WikiJS.

7. Door Access System Migration
- Keycloak integration for access control is underway.
- A script error temporarily delayed full migration, but partial manual accounts are working.
- Additional exports from WHMCS needed to complete the process.

8. Closing Notes
- Members reminded to speak up about safety concerns.
- Next leadership meeting scheduled for September.
- Final thanks extended to volunteers, especially those supporting IT and platform development.

Meeting Summary

Summary of Board Meeting – August 8, 2023

- Health and safety emphasized, with leadership urging members to report concerns privately.
- Financials show near break-even status; member recruitment remains important.
- Fiber and Game Nights continue; guests are welcome with members.
- UTDesign EPICS collaboration resumes; volunteers needed to mentor student teams.
- Proposed idea to partner with local school robotics clubs for STEM outreach.
- Stripe billing and waiver systems are nearly ready to replace WHMCS.
- WikiJS will replace Confluence; content migration help requested.
- Keycloak door access system implementation is in progress.
- Leadership encourages transparency and community involvement.