Member Meeting Minutes – June 23

1. Opening Remarks
- Meeting was called to order to introduce new board members and discuss ongoing needs.
- Emphasis on the need for Area Hosts. Members can self-nominate. Confirmations expected at July meeting.

2. COVID-19 Update
- Dallas County remains at low risk (green zone).
- Masks are optional; extras are available on-site.

3. Financial Report
- Current cash flow is negative by approximately $200.
- Larger periodic expenses (e.g., insurance, taxes) highlight the importance of increasing membership.
- Ongoing search for a volunteer accountant or CPA.
- Commercial accounting services are too costly.

4. Weekly Events
- Fiber Nights continue on Tuesdays with strong attendance.
- Game Nights occur on Fridays, focusing on modern board/card games.
- Members encouraged to start new meetups and activities (e.g., cosplay crafting).

5. EPICS Project Recap
- Successful student collaboration through university.
- Future student teams expected.
- Cameron will prepare the system and documentation for incoming teams.
- New systems like KeyCloak are being implemented for identity management.

6. Board Election Results
- President: Duck (re-elected)
- Vice President: Hannah (re-elected)
- Secretary: Bob (new)
- CTO: Jordan (new)
- Facilities Coordinator: Tim (confirmed)
- Education Coordinator: Jen (confirmed)
- Olivia retired from the board after long service.
- Multiple roles remain unfilled. Members encouraged to volunteer.

7. Dues Changes (Effective January 2024)
- Standard Membership: $40/month
- Discounted Membership: $20/month
- Unemployment Rate: $50/month
- Board members with 3 full consecutive terms may receive honorary/lifetime rates.

8. Membership Plans
- Annual plans offer ~10% discount and help retention.
- Encouraged after 1-2 months of membership.
- Better financial stability for the lab.

9. Richardson 150th Anniversary
- Event approaching quickly (18 days from meeting).
- Opportunity for community outreach.
- Website: richardson150th.com

10. Meeting Schedule Changes
- Membership Meeting: moved to 7:30 PM
- Leadership Meeting: now starts at 8:00 PM
- Each meeting limited to 30 minutes to respect volunteer time.

11. Board & Officer Comments
- Cameron proposed organizing a cleanup weekend for the knowledge base and moving away from Confluence.
- Bob mentioned plans to improve tool area organization.
- CTO is preparing production deployment of wiki.js and Keycloak.
- Hannah was absent but sent her regards.



Summary of Member Meeting – June 23

- Area Hosts are needed; nominations will continue through July.
- Financials are slightly negative; seeking new members and a volunteer accountant.
- Weekly events (Fiber & Game Nights) are successful and ongoing.
- EPICS student project was successful; next group will continue development.
- Board elections: Duck, Hannah, Bob, Jordan, Tim, and Jen elected/confirmed.
- Several positions remain open—volunteers encouraged.
- Dues changing in Jan 2024: Standard $40, Discount $20, Unemployment $50.
- Annual memberships encouraged for better retention and financial stability.
- Richardson 150th event approaching; potential for lab participation.
- New meeting times: Membership Meeting at 7:30 PM, Leadership at 8:00 PM.
- Officers discussed KB cleanup, tool organization, and new infrastructure deployment.
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