20180118 Board Meeting

Agenda of the Board Meeting

Date: Thursday, January 18th, 19.00-21.00pm
Place: UniverCité, 3rd floor "Salle Tournesol" meeting room

Everyone is again invited to this Board Meeting, as these are such exciting times!

Chairs

• Vanessa et Rachel

Present

• Luc

Hello Board

(Rachel, 1 min)

Public minutes

(Luc, 1 min)

Get ok from all board members to upload minutes on wiki (or else discuss alternative below)

QUESTION: Are there any objections?

• Yes/No

Time keeping
QUESTION: WHO?

• NAME

Items

Point 1: Accounting 2017

(Luc, 5min)

• Reminder that the treasurer needs ALL receipts for transactions. Alternatively, an invoice can be produced (but no need for both).
• Summary of 2017 finances and how they will be presented at the General Assembly.

QUESTION: does the board validate the reporting as it is, and let Luc present, and the "vérificateurs de comptes" report?

• Yes/N

If not, Luc will make a new version and ask for validation by email

Point 2: General Assembly 2018

(Luc, 5min)

• Reminder of the role of the General Assembly

QUESTION: what specifically do we want to present/discuss this year?

• ANSWERS (possible ones to decide on- future activities, community building, infrastructure)

QUESTION: do we want to change the status of the association?

• No answer needed before the next board meeting. Please read the status again so we can discuss at the next board meeting.

Point 3: Financial reporting

(Luc, 5min)

QUESTION: does the board validate the reporting as it is, and let Luc present, and the "vérificateurs de comptes" report?

• Yes/No

Point 4: Crowdfunding

(Rachel, 2min)

Perk wrapup

Please see the the latest list... most is done
Thanks, stickers, chocs, one T-shirt, several Tote bags and letters sent. (highlighted in yellow - 36 done)
Even people who wanted no special perk, got special thank you...
Tasks ahead

• LucP to follow up on workshop and find out if 500 from Clément Bordier is for Spectrophotometer project (or, if not, for which)
• LucH to follow up on member things (T-shirt or Tote), card access, etc. (to note: Vanessa, Océane, and Eloïse - donation by Sylvain Piguet - all got their T-shirts on 10jan18)
• Dan to follow up on his workshop
• Gianpaolo to make special note for Beerdecoded sponsors, and follow up for use (acquisition of nanopore seq? - below)
• Rachel to follow up for her workshop people (already ordered deluxe foldscope kits for the DIY micro)

all workshop attendees still need to be given chocs and stickers... for each workshop organiser to do
all workshop organisers should make sure to remember that they can tell them to bring a friend, to 'do it together'

Workshop Schedule

QUESTION: Can workshop organisers make sure to coordinate dates, so we don't clash with more than one workshop per day?

• RA proposed these dates, 10fev, 17mars or 31mars for her people.
  
• Olivier - BeeMoS visit
• LucP spectrophotometer workshop fixed for 5 May
• Dan

(any others?)

Point 5: UC coordination/space/agreement

(Vanessa, 2min)

Summary of meeting of Ateliers.

QUESTION: Does the board agree that we should discuss with Benoît and Juliette, clarify needs/hopes and space...

• We (WHO?) would like to have some extra space outside of the lab (2 desks, a shelf, and file cabinet would be excellent...)
• Also specific needs from new member, Eric, for mushroom growth
• Hackuarium also seem to have lost all social space on the second floor. Discuss how big events can be organised, especially once MC has started again

ANSWER: Yes/No

Does anyone else have other specific questions?

Point 6: Future Event Proposals/Scheduling

(Rachel, 10min)

Already planned:

• OH191 February 28 - EPFL iGEM team presentation - Luc is in charge.

QUESTION: Luc requests 100.- minigrant for apéro
Answer: Yes/No

• General Assembly March 7 - Annual meeting of the members (all visitors welcome!)

QUESTION: Who is in charge? Program, advertisement, apéro, etc.
NAME Vanessa?

Luc: I can draft agenda, send an email to all members tomorrow (January 19th), and collect content with deadline for agenda points on 26th January. We then validate all at the next board meeting so I can send an invitation to all members on that day.

• "Phagetherapy" presentation for grand public (for an #OH in March, either the 21st or 28th. Grégory Resch, UNIL, has agreed to be main speaker)

Rachel is organising the program, and will put out an advertisement for the grand public
QUESTION: who can help?
Answer: (name)
QUESTION: Rachel requests 150.- minigrant for apéro and advertising
Answer: Yes/No

The following events could be planned:

QUESTIONS: of interest? Who will be taking responsibility?
Answers: interest? yes or no? and chose NAME FOR EACH event

• 2018.05.02 Wednesday 19:30-22:00: 200 weeks of Hackuarium - Should we celebrate? Let us know how!

yes/no?
Who is in charge? Program, advertisement, apéro, etc.
NAME Shalf?

• another meeting with the Swiss Engineer group?
  

yes/no?
Who is in charge? Program, advertisement, apéro, etc.
NAME Rachel

• Hackuarium Wiki Hackathon (a Saturday soon?)

yes/no?
Who is in charge? Program, advertisement, apéro, etc.
NAME Gianpaolo?

• Wikipedia Hackathon (two days, Tuesday eve at EPFL with Octanis, Weds eve at Hackuarium. if yes, when?)

yes/no?
Who is in charge? Program, advertisement, apéro, etc.
NAME Sam? Luc?

Rachel: The difference with the above is that this extended Hackathon is for the actual Wikipedia, not just our own wiki. It will also allow more Hackuarium and Octanis people to mix and get to know each other.
Luc: Cool, we should plan this Wikipedia hackathon with support of Wikimedia Suisse. This event is an easy, but complex, initiative - need to follow the rules, etc.. I can put you in touch with all the relevant people. RA: sounds great.

QUESTION: Who on the board has "new article" rights?
Answer: Luc, ?
not RA...

• Hackuarium Lab Cleanup (a Sunday soon?)

yes/no?
Who is in charge? Program, advertisement, apéro, etc.
NAME Gustavo and Rachel?

QUESTION: Rachel requests 75.- minigrant for croissants and lunch things, soap, etc, and advertising
Answer: Yes/No

QUESTION: What date is best for everyone from the board?
Will share doodle on Slack, after we agree on best date(s) here, and then advertise.

• Special #OH for recruiting ? Feb/March

yes/no?
Who is in charge? Program, advertisement, apéro, etc.
NAME Dan? (at least as advisor, as he did this last year
Comment: Luc: Why not take the opportunity of the 200 weeks of Hackuarium to kill two birds with one stone?
Answer: RA: May is possibly a bit late for students to plan their internships etc... I think we should make a big deal of 200 weeks without extra strings attached, too...

• Leman Make, 29-30sept

yes/no?
Who wants to take the lead on organising Hackuarium participation?
NAME ?

Point 7: Next Meetings

The next board meetings are scheduled for 8feb, and 29mar.

QUESTION: Ok if we do a Doodle for one Tuesday/Thursday each month (in April-May-June-July)?

Luc: can make the proposition
RA: agrees on the Doodle

Point 8: BeerDeCoded 2018

(Gianpaolo, 1min)

• This year we will work on a protocol to generate data in 24h instead of months.
• The major requirement is the access to a 1000$ USB DNA sequencer (Oxford Nanopore).
• Two backers contributed 500 CHF each for BeerDeCoded.

QUESTION: Does the board agree that BeerDeCoded can acquire the sequencer?

• Yes/No

Point X:

Anything else?