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.