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# System prepended metadata

title: Philly Bike Action Coding Team Organizaiton Meeting

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# Tech Planning Meeting - Initial Kickoff

Philly Bike Action
2024-01-20 - 3:00 PM
Discord - Virtual Meeting Room

## Attendees

- [x] Jacob
- [x] Charlie
- [x] Ee
- [x] oryzoides

## Agenda

* Current state
    * Manifest of current registration, dns, hosting, services, credentials, administration privileges, discord, etc
* Initial priority tech needs
    * Documentation
        * What services are we using?
        * Who has access?
        * What are their costs?
        * Who is paying for them?
    * Collaboration and Redundancy
        * What services currently have a solo admin?
        * What services allow user-level sharing (invitation/roles)?
        * What services require shared credentials?
        * Should we choose/enroll in a password manager/sharing app?
    * Next steps
        * Donations
            * Once bank account is established... Stripe?
            * Wordpress integration?
                * Form to collect pertinent info with donations?
        * Membership
            * Wordpress?
* Attendee Discussion Items
    * Ee: Considerations for future growth and flexibility. Is Wordpress the right tool for all concerns long term?

## Notes

### Recap of purpose

### Current State

- Discord: Caleb is the admin/org owner. This is a highlander role, but mods/admins are configurable.

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Jacob is currently paying for

- Domain: Cloudflare
    - bikeaction.org
    - phillybikeaction.org
- DNS: Cloudflare
- Website: Wordpress on Jacob's hosting on a VPS
    - Wordpress plugins for integrations with Mailchimp, discord, etc
- Transactional Mail: Mailgun
- ImprovMX: Email forwarding

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Caleb is currently paying for Mailchimp

- Mailchimp: Currently where most forms are landing

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#### Domain

bikeaction.org and phillybikeaction.org

* Who has access? **Just Jacob, through personal Cloudflare**
* What are their costs? **Registration is at cost ~$9/yr for each**
* Who is paying for them? **Jacob**

#### DNS

Same as above

#### Website

Wordpress on reseller VPS. WPMUdev, custom server management wordpress focused

* Who has access? **Jacob, can share access as needed. root can be granted on the host. admin panel can also be shared (except billing)**
* What are their costs? **$12/mo (1CPU/1G/25GSSD/10TB bw)**
* Who is paying for them? **Jacob**

#### Mailgun

* Who has access? **Jacob, solo owner.**
* What are their costs? **Flex, but approx $0/mo**
* Who is paying for them? **Jacob**

#### ImprovMX

* Who has access? **Jacob, solo owner**
* What are their costs? **$9/mo**
* Who is paying for them? **Jacob**

#### Mailchimp

* Who has access? **Caleb, access _can_ be shared! Jacob currently added**
* What are their costs? **Essentials $14/mo**
* Who is paying for them? **Caleb**

#### Discord

* Who has access? **Caleb is king/owner.**
* What are their costs? **$0 (Need two boosts $5/mo paid for by members to get to next-level)**
* Who is paying for them? **No one currently. Members pay individually.**

#### GitHub Org

* who has access? **Ee and Charlie**
* What are the costs? **$0**
* Who is paying for them? **No one and no need**

### Collab && Redundancy

Current stuff should be left more-or-less as is. We should make a time to move these things _intime_ to PBA specific accounts/orgs.

* **How will we manage who holds "top level" creds**
  - 💡 Some kind of source of information. Wiki/google site? :+1: 
  - 💡 Internal docs should also cover branding guidelines. Provide tech for this
  - Proposal: Tech committee, co-chaired by three members who will share in the responsibility of holding ownership/access of all tech accounts, support the coding team in access, and ensure that these accounts are paid for (not pay for them).
  - 💡 Kanban board for tech tasks.
      - GitHub Projects?
  - 💡 Change name of "coding team" to "tech team"
      - :+1: more inclusive!
  - 

* **Should we choose/enroll in a password manager/sharing app?**
  - **YES**. Jacob uses and is familiar with `Keeper`. Ee is familiar and uses `1Password`. Charlie uses and is familiar with `Google Password Manager` (personal only, investigate if there is a free/team option).
  - 1Password has non-profit pricing. No general objections to new apps.

### Next Steps

* Donations:

  - Wordpress can more or less just do this. Fairly immediate.
  - Jacob may be serving as Treasurer! (This would be dope actually for stripe concerns)
  - This form can include arbitrary information. That can be piped to google docs, mailchimp, discord, etc
  - There is also a generic form submission (Elementor (email signup) or Forminator Pro (bike experience form)).
  - Welcome email/drip campaigns

* Membership

  - Wordpress based membership is primarily around gating content.
  - Currently there are no user accounts on WP except those managing CMS.
  - Concerns: Election and poll administration.
  - Probably not a good fit to manage membership through WP.

### Attendee Discussion

* Considerations for future growth and flexibility. Is Wordpress the right tool for all concerns long term?

  - Wordpress core competency is CMS! We should absolutely hold onto this!
  - Consideration of a "membership" or "glue" app that bridges between discord/WP/mailchimp???
  - Proof of concept idea is
      - Discord event created
      - Event created in "glue app"
      - Event published to WP
      - Sign-In Form generated
          - Sign-Ins recorded along side user record in "glue app" for review
          - Submissions piped to Mailchimp for newsletter subscription with tags
  - Overall positive response. Keep WP for CMS and augment/develop unique functionality in our app.

### Action Items

- [x] Ee: Draft the proposal for a tech committee appointed by the board.
- [x] Charlie: Rename "coding team" to "tech team". Discuss at board meeting!
- [x] Ee: **SOFT COMMIT** Proof of concept event/sign-in app.
