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
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.