# 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](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 --- ### Legal & Liability - 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 ### Legal & Liability - [ ] [ ] 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.