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---
layout: single
title: "2019-05-14 Board Meeting"
menu: "main"
date: 2019-05-14
excerpt: "REC workshops, Membership renewal, Logo"
---
## Attendees
Board members: Brian, Joe, Elise, Gaurav, Geraldine, Simona
Non-board members: Zachary Brym
## Agenda
* Approve last week's minutes -- UF-Carpentry/website#39
* TREC workshop debrief
* Discuss long-term plan for REC program
* Logo design updates
* Travel award updates
* Biodiversity 1-day geospatial debrief
* ResBaz planning updates
* USDA machine learning workshop #99
* Planning for Carpentries membership renewal
* request amount + incentives
* draft message
* who to ask
* update on IFAS funding
* Draft plan for need-based scholarship / fee reduction
* Draft social media / website guidelines
## Notes
* Approve last week's minutes:
* Last week's minutes approved
* How do we want to approve minutes:
* Pull request versus just pushing notes to website before approval
* Board Decided: push to website prior to approval
* TREC workshop debrief
* No issues, people still need to send in results from post-workshop survey
* Zach: well-attended, post early to RECs,
* There were some grad students that found out about it too late
* Prioritize folks in area?
* Some grad students had mobility issues
* Location-specific challenges with catering,etc.
* Set a procedure for location-specific organizing
* On checklist: when at REC, check local catering/set up
* Future plans with REC workshops
* Simona won't be around, but would like to see it continue
* Goal of one workshop per year
* Simona and Zach propose that it doesn't become centralized (i.e. not run by board members on non-main campus)
* Geraldine suggests make running the REC program is the external (non-main campus) board member's responsibility
* Other person who runs REC workshops has to be on the board
* Need to find avenues for communicating with RECs
* Change "external" board member title to "REC representative, etc"
* Get someone from IFAS to sit in on board meetings?
* Zach would like his group to help with this
* He hasn't found a student to take on the role at the moment
* He can help be a point of contact for prospective candidates
* The south Florida group would be different than the other RECs
* North Florida REC would serve different role, try to expand for both North and Southern RECs
* Involvement could be a requirement for the recipient of the REC scholarship
* Think about how to advertise this, how we want to structure this
* Logo design updates
* Joe wants to see a blue border around the nut in the alligator's mouth: will message Hao to see if he can modify this
* Elise doesn't have the contact information for the person in charge of the UF guidelines, will track it down and ask for approval
* UF promotional logos: are subject to UF review
* Do we want to contact carpentries? Gaurav followed up with the old carpentries logo issue
* https://github.com/carpentries/logo/issues/2
* "Trademark: “The Carpentries”, “Software Carpentry”, “Data Carpentry”, and “Library Carpentry” and their respective logos are registered trademarks of Community Initiatives." -- https://docs.carpentries.org/LICENSE.html
* Once UF approves the logo design, we'll place sticker order (more than 100 stickers, which was our last order for carpentries stickers)
* Travel award updates
* Ellen Bledsoe was awarded the travel award
* She has been approved for the conference, is in contact with Alethea for reimbursements, etc.
* Biodiversity 1-day geospatial debrief
* Went well, but there were no registration fees
* UFBI paid for all expenses
* About 10 days before workshop, Brian emailed to have ppl confirm that they'll attend
* All but 4 people replied, Brian followed up with them
* Three cancellations, but filled in cancellations with waitlist
* Full house
* For future free workshops, shouldn't be concerned about low attendance
* Issues with people getting setup
* Covered most of the material, didn't have issues during teaching
* Timing was good
* 3 instructors, should follow the same structure for future workshops
* 1/3 said it was too fast, 1/3 said it was too slow, 1/3 said perfect timing
* Good location but hassle for Alethea and Flora
* How might the location work during the semester
* Good alternative space
* ResBaz planning updates
* Documents in Google Drive: https://drive.google.com/drive/folders/1EYnH0W2aI-8bWdzSkOpi9t1Al-Ee6cJj?usp=sharing
* In-person meeting will be scheduled (based on Hao's whenisgood poll)
* Hao will send out email to groups that may want to get involved
* Elise and Joe are helping organize as well
* USDA machine learning workshop #99
* https://github.com/UF-Carpentry/Coordination/issues/99
* Keep track of github discussion
* Up to Adam Rivers to decide on curriculum and timing
* Seems to be a lot of interest on github
* Probably covered with instructors (USDA)
* Will likely lean on us for logistics if UF hosts
* 20-30 USDA attendees, depending on resources, could be open to UF students
* Message has been sent out, discussion on github
* Adam open to co-creators, co-instructors, or mentors/helpers
* Planning for Carpentries membership renewal
* update on IFAS funding
* Geraldine hasn't heard anything back yet; Dean said he would get us ffunds before the end of the financial year
* Pam said UFBI will also support with same amount as last year
* Alethea said UFII will also likely go for the $3750
* BEBR: potential funder
* request amount + incentives
* dean indicated that could go for $5k
* make sure we're clear with what donors will get
* Pam interested in UFBI/IFAS symposium next year: could be an incentive to do this annual workshop
* draft message
* Still have the one we sent to WEC last year, work off of this
* Simona will put this on Google Drive
* who to ask
* Ask whoever supported us last year, to keep people involved
* deadline: mid-August
* Incentives for donors:
* open 50% of seats for those departments
* won't need a lot of modifications to current system
* the approach from Spring 2019 wasn't streamlined
* As is: 6 seats per sponsor for any workshop
* Brainstorm this meeting, decide next meeting
* if we go over, could maintain balance for next year
* 2018/2019 Financial sponsors worksheet is up to date, Alethea has been updating, good to work off of this one, includes contacts
* Draft plan for need-based scholarship / fee reduction
* Especially for instructor training workshop, a lot of new instructors were concerned about the fees being a barrier to entry
* We don't know how many people are actually put off by the fee (at least one!)
* Need to be clear, careful about announcing
* Difficult in determining need
* Can we offer a lower fee?
* General fee reduction could be difficult to implement
* Catering costs are going up!
* Another option: "Please let us know if you can't attend because of the student fee." -- with NO promises, just to gather numbers on how many people can't attend workshops because of the fees
* Or: "What would you be willing to pay for a workshop like this?"
* Maybe do this through an anonymous survey?
* That way, we will know what the scale of the problem is.
* Draft social media / website guidelines
* Gaurav didn't have time, but will have something out by Thursday
## Action items
Simona put old donor email on Google Drive
Elise check with UF re: logo design
Gaurav: will draft social media/website guidelines
Hao: contact Alethea about resbas dates
Next meeting: May 28th
Chair: Simona
Secretary: Elise