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2025-09-11 Spokescouncil Meeting

Spokescouncil Meeting - Date: 09-11-2025

Agenda 

  • Role call (5 min)
  • Role assignments (5 min)   
    • facilitator - Katelyn, Caroline cc'd
    • meeting notes - 
    • stack/ timer - Iris <3
  • Spokescouncil process
    • quick review from SP WG (e.g. how voting works, etc) (5 mins)
    • Q&A/ Feedback (OPEN TO ALL IN ATTENDANCE 10 mins; strict stack :) ) 
  • Admin committee updates - Report on what was done this month, challenges faced, upcoming plans/needs, and any requests for support or approval. (25 mins; 5 min each) 
    • Legal/ Liability [Vanessa/ Johnny] - fiscal sponsor, bank acct, etc 
    • Finance (e.g. donations received (total and by source), expenses (total and by category), surplus/ deficit, any upcoming big expenses) 
    • Fundrasing
    • Facilities
    • Tech and comms
    • Programming and rentals

BREAK 

  • Proposal voting (TBD based on number of proposals) 
    • Bathroom cleaning rotation
    • RC announcement chat 
    • RC  coordination chat 
    • Non-corkboarded proposals (to discuss if quorum)   
      • RC community calendar 
      • Sunday trash 
      • Rags in the sink
  • Working group announcements (10 min)
  • Open discussion/ feedback/ Q&A  (OPEN TO ALL IN ATTENDANCE; ideally 10 min) 
  • Action item review (5 min)
  • Closing remarks/ hugs (1 min)


Meeting Minutes here: 

https://docs.google.com/document/d/1uRCwmsMLSKQvtCgotdWQ33KrEA1J3_29CijDcZx7klA/edit?usp=sharing 

Attendance & Roles

  • Facilitator: Katelyn

  • Stack: Iris

  • Notes: Caroline

  • Missing: Kids Tutoring and Reading Group

  • Drafting an MOU requiring all people with space access (keycode holders, rentals) to sign a document protecting leaseholders.

  • Gym waiver system already in place; non-signers are in violation.

  • Daily visitors don’t sign, but standards of safety are emphasized.

  • Concern raised about basement hazards (tripping).

  • A fire plan is needed.

Finance

  • ✅ Bank account opened (thanks to Jonny & Vanessa).

  • No 5% fee (Monk Works).

  • Active income: Patreon & WithFriends.

  • October rent due; basement & gym rent contributions unresolved.

  • CSA sales early November (~$2,600).

  • Working towards transparent, regularly updated financial documents.

  • Old Woodbine MOU assumed quick fiscal sponsor.

Facilities

  • QR codes in the space for reporting needs.

  • Stocking menstrual products, soaps, etc.

  • Trash system working well.

  • Open question: how to track monetary donations vs. donated time.

  • Goal: improve communication flow.

Tech & Communications

  • Using WithFriends, Patreon, RiseUp email list.

  • Backend form access established.

  • Exploring web hosting solidarity partner (~$65/year).

  • Questions remain: wiki page public? branding strategy?

  • Calendar updates include adding writing group.

Fundraising

  • Led by Vanessa, Shelby, Sarah.

  • Ongoing: WithFriends ($200/month).

  • Planned: Raffle at Maker’s Market, Opening Party on 20th, bake sale ideas, grants in progress.

Programming & Rentals

  • New forms for programming, film screenings, rentals created.

  • Unclear if event costs should appear on forms.

  • Currently 3–4 events/month (Woodbine carryovers).

  • Accessibility of programming calendar needs review.

Proposals Passed

  • Bathroom cleaning system w/ signage.

  • Repurposed Admin Chat.

  • Calendar on the wall (writers group).

  • Trash bottom-lining by dinner crew.

  • “No rags in sink” signage.

Other Discussions

  • Possible General Assembly / Community Forum.

  • Proposal submissions: 2 weeks before meetings.

  • Weekly meetings suggested.

  • Admin committee sign to be put on the wall.

  • Writing group meeting next week.

  • New Tuesday basement hack nights.

✅ Action Items

  • Basement + Gym: review waivers (including Hack Manhattan examples).

  • Check if old Woodbine MOU waivers exist.

  • Vanessa: legal check-in on basement liability (tripping hazards).

  • Develop fire plan.

  • Collect and organize waivers by January.

Finance

  • Ensure October rent is paid.

  • Finance group: meet with Basement & Gym to clarify contributions.

  • Begin publishing transparent financial docs.

Facilities

  • Decide on a process for tracking money donations (not just time).

  • Keep QR code system active and updated.

Tech & Communications

  • Brainstorm alternatives beyond Signal (e.g., Matrix).

  • Decide if wiki should be public.

  • Set up public relations team (copy & design).

  • Form Emergency Branding Task Force.

  • Add Writing Group to shared calendar.

Fundraising

  • Collect & park fundraising ideas in one place.

  • Prepare for raffle at Maker’s Market.

  • Plan Opening Party on the 20th.

  • Support Sarah with grant applications.

Programming & Rentals

  • Finalize programming, film, and rental forms.

  • Decide if costs should be shown on forms.

  • Improve accessibility of programming calendar.

  • Make flyers about hosting events.

General

  • Recruit people who like numbers to join finance.

  • Recruit people with grant experience.

  • Recruit new members for working groups.

  • Update wiki when friendly amendments are added to proposals.

  • Put up admin committee sign in the space.

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