2020-12-16 Leadership Cadence

Date

16 Dec 2020

Participants

• Zach Goulson

• Eddie Brown (Unlicensed)

• Alec Akin (Unlicensed)

• Richard Ji

• Will Beaumont

Goals

• Come up with plan of action for determining our liability for volunteers

Discussion topics

Item	Presenter	Notes
Legal form for volunteers	Zach Goulson	Will need to formalize a part of the onboarding process Worth running it past A&P, but doesn’t need to run through them Probably won’t want anything boiler plate (our needs are pretty specific)
Corporation	Eddie Brown (Unlicensed)	Eddie working on setting up bank account Telling people that donations aren’t currently to nonprofit, but full expectation is there Once 501c3 is granted, benefits are dated back to the filing date
Digital Ocean	Alec Akin (Unlicensed)	Working through application Might have a significant chunk of hosting costs covered
Working Session	Alec Akin (Unlicensed)	Technical-oriented Tuesday cadence will be replaced by a Saturday working session Currently 3pm PT on Saturday
Shopping List	Alec Akin (Unlicensed)	Working on finalizing estimated costs for various tools
Video Call Notetaking Bot	Alec Akin (Unlicensed)	Looking into a transcription bot Fireflies, Perfect Recall Looks like we can probably get away with Freemium for now
Opportunity to formally restructure org	Alec Akin (Unlicensed)	Might discourage people from applying their skills if they think that someone with a formal title is more qualified than them Some sort of the decision chain of command is generally positive Especially without paid staff, a fairly flat structure might be worthwhile More accountability? Ownership of your “work” Are we in fact organizers? We aren’t full professionals, brainiacs, etc. Does a formal structure actually improve volunteer longevity?
Google	Zach Goulson	Benefits of adding people into our org? Protects people from liability of using personal email etc. for PDAP activity Cleaner access to Drive, Calendar, etc. Being in the same Google Org makes it much more streamlined to distribute access Can set up a Google Voice number to avoid giving out your personal number
Re-energizing PDAP		Kristin interested in rallying the the troops, in mass, once we get $$$ in the bank Are we actually ready to get people excited again? Alec: Would like to have a better control over website, storage infrastructure Josh: We need docs for the 4 “always open” tasks first.

Action items

• Former user (Deleted) Draft or delegate a PDAP Liability Form for onboarding
• Zach Goulson P.I.I. by state research project
• Zach Goulson Add Richard, Will, Kristin, and Matt to Google
• Zach Goulson Send out note encouraging use of PDAP emails for communication and other asset accounts
• Alec Akin (Unlicensed)Will BeaumontFormer user (Deleted)Richard JiJosh LintagEddie Brown (Unlicensed) Review this https://docs.google.com/document/d/1Wjvv0NT3eECATJ4r8GQwEgS-sPqYFW8IGC8jvn3Bu5o/edit?usp=sharing document

Decisions

• Adding Project Leadership to Google Workspace

• Use PDAP emails for external communication and other assets (Slack account, e.g.)

• Test out Fireflies on Saturday