Meeting 2023-06-26 (members meeting)

Updated 258 Days AgoPublic

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Time and location

Begun: 0900 AEST at the Sanctuary
Ended: 10:00 AEST

Attendees

• @Hannah
• Kari
• @Timotheos
• @Kane

Fixed Agenda

• Personal check-in & one thing we are each grateful for.
• Follow-up on previous meeting notes Meeting 2023-06-05 (member's meeting).
• Follow-up on AGM meeting notes Meeting 2023-06-10 (Annual General Meeting).
• Discuss Deadlines
  • Trailer registration, due 30th June 2023
• Discuss Important Projects
  • Recovering dam refund money
  • Finishing planting all plants that are in pots
• Review the overall workboard.
• Set tasks and plans for this week.

Additional Agenda

• Debriefing on LFW planting work bee:
  • 2023-06-10 Riparian zone restoration project and work bee contains some lessons learned
  • Timotheos thoughts posted in Cottage chat
  • Timotheos has more thoughts written down in a email-to-self
• Debriefing on AGM:
  • Meeting 2023-06-10 (Annual General Meeting)
  • Anita and Ben sent feedback
• Fire Safety plan needs to be uploaded to the Google Drive and printed to a few more locations (upper shed, lower shed) and laminated
• Cleaning the Cottage and everyone contributing
  • Cleaning being a project category that gets reported on in meetings
  • Agreeing upon maintenance / residential boundary area / outdoor clean-up list for the Cottage residents
• Hannah's move to the Tiny Home
  • Clean-up of Peter's caravan and that space to finalise the move (it was originally said that Peter's original caravan area would be cleaned)
  • Agreeing upon maintenance / residential boundary area for the Lily Pad (e.g. I think it reasonable to keep all grass mowed and whipper-snipped on the Lily Pad)
• Hannah's change to Secretary
  • Giving Hannah Protonmail password
  • Giving Hannah bank access and bank card
  • Changing passwords due to previous Treasurer stepping down
• Paying back Elle for Warner Garden Centre mulch delivery, worm castings, and copying all receipts to the Google Drive.
• Finishing planting all plants that are in pots.

Notes from the discussion

• talk having a monthly wider deeper meeting and also a different time - 12?
• Meeting points that were not actioned in this meeting have been deferred to next meeting.
• It was proposed to alter the current regular meeting schedule:
  • a monthly "all collaborators invited" sort of meeting where we go very in-depth into all of the projects we have running.
  • and the existing regular weekly residents-focussed meeting might need to be moved to better suit @Hannah's schedule and other residents' circadian rhythms. @Timotheos Isuggested 12:30pm Mondays.

Actionables

• Fire Safety plan needs to be uploaded to the Google Drive and printed to a few more locations (upper shed, lower shed) and laminated
• @Timotheos to ratproof the back of the oven in The Cottage.
• @Timotheos to ratproof the back of the two fridges in The Cottage.
• @Timotheos to install the brackets for the new 95mm wide shelf in The Cottage kitchen.
• @Timotheos to dig some more holes in the existing jute matting so that the remaining new area can be planted throughout the week.
• @Dylan mentioned after the meeting he intended to follow up with more planting. The remaining work would be continuing weeding and mulching the old areas, then after that's settled we can put the last plants in remaining holes in old area.
• Planting today (Dylan and Hannah)
• Make a suggestions box for next events - including a "how can I help" sort of wording. Or signage to say to email Firestone Sanctuary email with feedback.
• Fix the Phabricator server not sending email
• Configure the Phabricator server all new accounts needed to be created by an admin.
• Clean up data in SQL on the Phabricator website: permanently delete all files created or updated by bad/spammy usernames
• Verify Hannah's Phabricator account email address manually
• Make a page containing Protocol to follow when management changes in the Sanctuary
• Follow said page of Protocol to follow when management changes in the Sanctuary including:
  • Changing passwords due to previous Treasurer stepping down
  • Giving Hannah Protonmail password
  • Giving Hannah bank access and bank card

• Kari to make an account on Phabricator - actually, we can make this for you, as part of the wording
• Kari to review our documents on Sanctuary Index (and sub-pages) to see what is out-of-date and anything that might be useful.
• think on how people can get involved - how you can get involved page Volunteering page
• and thinking about an explicit membership process and onboarding
• @Timotheos to scan all of the membership forms.
• Follow up on previous meeting notes (link above).
• Transcribe all non-trivial actionables into tasks on the workboard.