2020 05 14 Committee meeting

Ruby New Zealand Incorporated

2020-05-14 Committee Meeting - Minutes

Present:

• Rebecca
• Mathew
• Steve
• Merrin
• Laura
• Andrew
• Anthony
• Pete

Opened: 7.19pm

Minutes:

• Ruby Relief
  • Last meeting agreed to fund some community work / people short of work
  • Put out to the community - for the community to suggest some projects
  • Collect, review, meet up in June and pick which to fund
  • Run a grant system - get proposals including a write up of what they want to do, and how much they’re looking for
  • Ruby NZ puts out a written statement with what we’re looking for and how much we could provide
    • Hash Bang has a grant system? (https://www.tahua.co.nz/)
      • May be more than we need
  • Pete keen to assign someone to be responsible for this process
  • Should be transparent, with an explicit budget
  • Possibly 10k available as a budget. More than that would require some analysis on financials
  • Proposal: Merrin to design process to disperse $10k through grants for 1 or more projects in the community
    • Unanimous yes
  • Ideally pay out all the money by 30th June
    • May result in paying in advance
• AGM next month?
  • Timing: agenda, calls for nominations
    • Next month - 11th June
  • Action: Andrew to put message out by Thursday next week
  • Eballot.com
    • Committee member time is a precious resource, so if we can spend a little money to make it go smoothly, that’s preferred over creating our own system.
    • Proposal: Approve $200NZD for balloting software, and Andrew to investigate in further detail over the next month
      • Unanimous yes
    • Action: Actually try Google Forms
  • Video provider
    • Twitch + Chat?
    • Not optimal to only have existing committee members on call as there is a stream delay and it can make discussion difficult
    • Pete can set up a webinar on Meet
    • Needs to support speaker being locked
    • Zoom doesn’t support browsers very well.. Might as well just use Meets or something similar.
    • Merrin in favour of having community members also in video chat
    • Action: Andrew to try meet and see if it’s up to par
    • Action: Andrew to ensure we have a trial run before AGM
  • Who is intending on continuing next year?
    • Merrin may
    • Steve would strongly prefer not to
    • Rebecca happy to
    • Laura probably not next year
    • Mathew 50/50
    • Anthony may/may not
    • Pete to think about it - probably will
    • Andrew not going to
  • Action: Andrew to file financial return in next week.
  • Action: Andrew to write AGM agenda
  • Action: Merrin & Steve to write reports for AGM
• Membership register
  • Minimal rails app, spun up a few years ago
  • Needs some TLC. Has had some updates as of today.
  • Desire to maintain? Privacy implications of holding onto this data?
  • Pete to propose looking into alternatives
    • Google Form?
  • Problem we have with membership is that because we’re not charging a fee, it’s difficult to leave and also keep up to date.
  • Potentially send out messaging to get people to update their details and offer the secretary email to ask for removal - i.e. ask for reconfirmation, keep track of last time someone updates their details.
  • Next committee will probably need to decide what happens next
  • Current app has good self-serve functionality. We could add functionality to leave.
  • May be an option to use off the shelf software.
  • Action: Pete to investigate options for maintaining a better register and provide a list with some detail and rationale to the committee.
• General business
  • None

Closed: 8.11pm