Admin team agenda

[ExperimentsInHonesty]

Overview

Meeting Agendas for Admin team meetings

Action Items

To create a new agenda

• [ ] Copy the template below into a new comment
• [ ] Edit the text you pasted with new items for your agenda
• [ ] Add the link to the new comment with its date under Resources/Instructions

Resources/Instructions

The prework (if any)should be done before the meeting so that it can be discussed during the meeting. It usually takes about 5 min, if your team reaches all issues being labeled and milestones setup. During cleanup it typically takes about 30 min weekly.

Template for next meeting agenda

## [Date] Agenda  and notes

### Prework
- [ ] issue for audit [to be added once there is an issue]

### Roll Call

#### Recurring items: Happens on the PM Sunday meeting
 - [ ] Accountability and Support Check.
    - [ ] Review assignments for each PM
       - [ ] [Bonnie](https://github.com/hackforla/admin/issues/assigned/ExperimentsInHonesty)
       - [ ] [Karen](https://github.com/hackforla/admin/issues/assigned/kcoronel)
 - [ ] continue adding labels to the issue that are still missing them (see audit links above)

#### New Items
- [ ] 
- [ ] Make new agenda for next week
  - [ ] Carry forward the "New Items" that we did not get to look at today

#### FYIs

#### Notes from meeting

#### Items for next week's agenda

Meetings Past and future

2022

2022-01-08 2022-01-15 2022-01-22 2022-02-26 2022-03-12 2022-03-19 2022-03-26 2022-04-16 2022-04-18 2022-06-04 2022-06-18 2022-08-07 2022-09-03 2022-09-24 2022-10-01 2022-10-08 2022-10-15 2022-11-12 2022-12-22

2023

2023-01-07 2023-01-14 2023-01-17 2023-01-24 2023-02-04 2023-02-11 2023-02-18 2023-03-04 2023-03-11 2023-03-18 2023-03-21 2023-04-08 2023-04-11 2023-05-09 2023-07-14 2023-07-22 2023-08-09 2023-08-16

[kcoronel]

2024-17-01 Agenda and notes

Prework

• [ ] issue for audit [to be added once there is an issue]

Roll Call

Recurring items: Happens on the PM Sunday meeting

• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Karen
• [ ] continue adding labels to the issue that are still missing them (see audit links above)

New Items

• [ ] Review Reach Bonnie form
• [ ] OtterPilot AI guidelines for Hack for LA meetings (Admin Slack)
• [ ] Is this the most current project lisT?
• [ ] Food Oasis question
• [ ] Make new agenda for next week
  • [ ] Carry forward the "New Items" that we did not get to look at today

FYIs

Notes from meeting

Donation update from Bonnie - had a donation from a Hack for LA member and company matched it.

Another program is Dollars for Do'ers that members can have their company match donations. The goal for January is to look to see what are guidelines so that we can create a kit for folks to sign onto the program. Someone from Hack for LA is creating a list of companies who offer Dollars for Do'ers as a benefit.

Also going to sign up to Bevity'snon-profit programfor matching donations since Bevity is offered with other companies.

In response to AJ's inquiry, Bonnie set up this issue - https://github.com/hackforla/access-the-data/issues/302

Karen to reach out to ddash12 for clarity on what he was asking for in the request form.

Karen responded to Admin channel re:

• recent list of projects, asked Julia to flag for Jake (project PM) as something he should bring up in his weekly meeting with Bonnie
• OtterPilot Ai - shared bonnie's sentiments on not utilizing the tool. If folks want meetings recorded they should request it from CoP leads or PM's
• Food Oasis - let them know that once Bonnie files Hack for LA taxes, we can share the info they requested (donations made to their project)

Items for next week's agenda

[kcoronel]

2024-24-01 Agenda and Notes

Prework

• [ ] issue for audit [to be added once there is an issue]

Roll Call

Recurring items: Happens on the PM Sunday meeting

• [x] Accountability and Support Check.
• [ ] Review
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Karen
• [ ] continue adding labels to the issue that are still missing them (see audit links above)

New Items

• [x] Assistance with switching lucky-parking-alerts from private to public channel
• [ ] Review Reach Bonnie Form
• [x] Chat through next steps for the issue Onboarding Feedback Summary Form Discussion
• [ ] Make new agenda for next week
  • [ ] Carry forward the "New Items" that we did not get to look at today

FYIs

Notes from meeting

• Bonnie created an epic issue related to the Onboarding Feedback Summary Form Discussion, she decided to handle this project with a user research and work on this on her own. Bonnie also responded to Stephanie (issue owner).
• Bonnie gave an update that she has trained Karina (Data-Science CoP Co-lead) to write confirmation letter of volunteering for the Data Science community. Bonnie hopes to train more CoP leaders with this skill so that the queue to receive a letter is shorter.

Items for next week's agenda

[kcoronel]

2024- 31-01 Agenda and notes

Prework

• [ ] issue for audit [to be added once there is an issue]

Roll Call

Bonnie Karen

Recurring items: Happens on the PM Sunday meeting

• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Karen
• [ ] continue adding labels to the issue that are still missing them (see audit links above)

New Items

• [ ] Bonnie responded to Will Gillis in #admin Slack channel (reinstated a member to HfLA GitHub organization)
• [ ] Review reach Bonnie form - only one outstanding request - Bonnie will try to get this done before our next meeting
• [ ] Make new agenda for next week
  • [ ] Carry forward the "New Items" that we did not get to look at today

FYIs

Notes from meeting

Bonnie recounted her conversation with Liz, who is helping to drive fundraising research and documentation related to 2024-01-17 notes (listed below as well)

Donation update from Bonnie - had a donation from a Hack for LA member and company matched it.

Another program is Dollars for Do'ers that members can have their company match donations. The goal for January is to look to see what are guidelines so that we can create a kit for folks to sign onto the program. Someone from Hack for LA is creating a list of companies who offer Dollars for Do'ers as a benefit.

Also going to sign up to Bevity'snon-profit programfor matching donations since Bevity is offered with other companies.

Relevant issue for the above is Issue #10 in the Civic Tech Structure repo.

Items for next week's agenda

[kcoronel]

2024-07-02 Agenda and Notes

Prework

• [ ] issue for audit [to be added once there is an issue]

Roll Call

Recurring items: Happens on the PM Sunday meeting

• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Karen
• [ ] continue adding labels to the issue that are still missing them (see audit links above)

New Items

• [ ]
• [ ] Make new agenda for next week
  • [ ] Carry forward the "New Items" that we did not get to look at today

FYIs

Notes from meeting

• [x] Karen to reach out to Karina Lopez re: Volunteer Confirmation Letter
• [x] Karen to create a draft for Meetup Community Fund -- most memorable event to be our onboardings, speak on how we've developed CoP so that folks who can't commit time can still learn, share, etc.

Items for next week's agenda

[kcoronel]

2024-28-02 Agenda and Notes

Prework

• [ ] issue for audit [to be added once there is an issue]

Roll Call

Recurring items: Happens on the PM Sunday meeting

• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Karen
• [ ] continue adding labels to the issue that are still missing them (see audit links above)

New Items

• [x] Review reach Bonnie form
• [x] Review Admin Slack channel
  • HfLA address
  • Request for Lucky Parking domain ownership
  • new project
  • nominate HfLA
• [ ] Make new agenda for next week
  • [ ] Carry forward the "New Items" that we did not get to look at today

FYIs

Notes from meeting

• 1 pending issue from Reach Bonnie Form - Bonnie is aware
• Bonnie responded to Admin Slack channel
• Bonnie will cancel meetings March 8 - March 16 as she will be in Japan

Items for next week's agenda

[kcoronel]

From Zeke:

• Ok. You are submitted to benevity.org which Microsoft uses for charities. Somebody should reach out and when that’s done I will be able to log donations. Benevity — Powering Purpose-Driven Business
• I got a note that says they will send you an email with the steps to complete registration. It should take 30mins or less

[kcoronel]

Discussion points:

Update from Zeke: On my side, the benevity site says it is still waiting for you to fill out a cause profile. https://causes.benevity.org/causes/840-862333113

Meetup Message: hello, I just attended the ui/ux session for on boarding. But i am unable to join the slack channel, by any way can someone please send me an invite? My email ID is : sonali_agle@fitnyc.edu

[kcoronel]

Slack Message - Hello Admin, we are putting together a funding proposal which requires tax related info for Civic Tech Structure Can you please confirm the information with me? Address: 13428 MAXELLA AVENUE 821, Marina Del Rey CA 90292-5620 Phone: (323) 409-5316 Email: [FOLA ADDRESS HERE OK?] EIN: 86-2333113 Tax Exempt organization: Yes If so, what date did they obtain their determination letter: 2021 [NEED MONTH AND DAY FOR THIS PLEASE]

[kcoronel]

April 10, 2024 Agenda and Notes

Prework

• [ ] issue for audit [to be added once there is an issue]

Roll Call

Recurring items: Happens on the PM Sunday meeting

• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Karen
• [ ] continue adding labels to the issue that are still missing them (see audit links above)

New Items

• [ ] Hack for LA Conference List
• [ ] FOLA - adding UI/UX fola email [foodoasis-ux@hackforla.org] to the new fundraising email we created
• [ ] Benevity application from Zeke Message: they sent me an email saying the nomination steps have not been completed. They suggest renominating with a new contact or selecting another organization.
• [ ] Make new agenda for next week
  • [ ] Carry forward the "New Items" that we did not get to look at today

FYIs

Notes from meeting

Create issue for Conference List - We need to start soliciting names of conferences that people think HfLA should speak at merlcenter.org Submit an event form -- Merl Center can present at -- make copy of form, add to Hack for LA drive + change header.

https://drive.google.com/drive/folders/1Xo8xdNx2k1M76R65YclJYAhIi-cI4jsh

Items for next week's agenda

• Fundraising Tracker

[kcoronel]

April 24, 2024 Agenda and Notes

Prework

• [ ] issue for audit [to be added once there is an issue]

Roll Call

Recurring items: Happens on the PM Sunday meeting

• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Karen
• [ ] continue adding labels to the issue that are still missing them (see audit links above)

New Items

• [x] Create an issue for Conference List [Karen to create]
• [ ] Fundraising Tracker [Karen to update]
• [ ] FOLA - adding UI/UX fola email [foodoasis-ux@hackforla.org] to the new fundraising email we created
• [x] Benevity application from Zeke Message: they sent me an email saying the nomination steps have not been completed. They suggest renominating with a new contact or selecting another organization.
• [ ] Make new agenda for next week
  • [ ] Carry forward the "New Items" that we did not get to look at today

FYIs

Notes from meeting

Items for next week's agenda

• Check to see onboarding numbers next week

[kcoronel]

05-01-2024 Agenda and notes

Prework

• [ ] issue for audit [to be added once there is an issue]

Roll Call

Recurring items: Happens on the PM Sunday meeting

• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Karen
• [ ] continue adding labels to the issue that are still missing them (see audit links above)

New Items

• [x] New donor opportunity from Sanju - AI for Changemakers - Tech to the Rescue
• [ ] #83
• [x] Discussed queue of Volunteer letters
• [x] Discussed FOLA document
• [x] FOLA - adding UI/UX fola email [foodoasis-ux@hackforla.org] to the new fundraising email we created
• [x] Discuss email resignation
• [ ] Make new agenda for next week
  • [ ] Carry forward the "New Items" that we did not get to look at today

FYIs

Notes from meeting

• Rabia and Bonnie have finished sending connections on LinkedIn's to folks who have joined the organization since Bonnie started serving as ED
• 2nd or 3rd week of July for Playa Vista -- park day ($500)

Spoke about AI opportunity, Bonnie thinks that the following are ways that HfLA can utilize AI Resume Content building tool -- issues you have done based on the issues you were assigned to and completed. Helpful for other organizations who work with open source

Turn application into a Google Doc Reminder for Spring 2025 to apply

Letter from neha on resigning from HfLA Hi Team,

I am writing to formally resign from my volunteer position at Hack for LA, effective as of 22nd April 2024, which was my last working day. I have accepted a full-time job opportunity that requires my complete focus.

I have already informed the team members on the TDM Calculator project of my departure. Thank you for the opportunity and the experiences gained during my time here.

Regards, Neha Toke 2163035502

Items for next week's agenda

[kcoronel]

May 8, 2024 Agenda and Notes

Prework

• [ ] issue for audit [to be added once there is an issue]

Roll Call

Recurring items: Happens on the PM Sunday meeting

• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [x] Bonnie
    • [x] Karen
• [ ] continue adding labels to the issue that are still missing them (see audit links above)

New Items

• [x] Review Admin Channel
• [x] Discuss Slack messages (FOLA) and (Volunteer Request)
• [x] Review Volunteer Requests
• [ ] Karen to work on #83
• [x] Fundraising updates
• Will review the connections Bonnie has, maybe 25 people to reach out to
• [ ] Make new agenda for next week
  • [ ] Carry forward the "New Items" that we did not get to look at today

FYIs

Notes from meeting

We are in Benevity!

LinkedIn updates: Process: Ask for folks to LinkedIn her during onboarding, will be moving to later half.

Send invitations for July party sooner rather than later. Thinking of Concert Park.

Onboarding has dropped, Rabia will monitor Hack for LA Longer - may post on general channel, requesting for folks to let us know/something we need to address

Items for next week's agenda

[kcoronel]

5/15/24

Admin Channel Microsoft 365 nonprofit solutions - Sanju wanted us to work on this One more thing to do with Benevity - check Zeke's message in the thread Reset Lola Sarumi GitHub PW Holly Worthen - message from 311 UX team

Request from Sanju - I would like to check with you if it’s possible to get a personalized hackforla gmail ID, since I was trying to use Microsoft Azure AI tools but it requires a professional ID and not personal gmail IDs.

[kcoronel]

5/22/24 Admin Channel Microsoft 365 nonprofit solutions - Sanju wanted us to work on this One more thing to do with Benevity - check Zeke's message in the thread Holly Worthen - message from 311 UX team Request from Karina Lopez re: access to Hack for LA Data Science files Volunteer letters - look at queue and talk about email

Announcements:

• Write up for picnic, for July - HFLA break, and LinkedIn series -- next week; Rabia will repost message in project channels
• Will work on Fundraising to-do's
• Curtis Barber - need to email re: verification

[kcoronel]

5/29/24 Agenda and notes

Prework

• [ ] issue for audit [to be added once there is an issue]

Roll Call

Recurring items: Happens on the PM Sunday meeting

• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Karen
• [ ] continue adding labels to the issue that are still missing them (see audit links above)

New Items

• [ ] HfLA picnic planning
• [ ] Benevity
• [x] GitHub projects classic transitioning to new format
• [x] Question - is HfLA Slack opting out of the AI/ML training?
• [x] Volunteer request letters
• [x] Can you please share the Google Doc re: Meral Center conference list
• [ ] Watched demo videos from UserTesting software?
• [ ] Make new agenda for next week
  • [ ] Carry forward the "New Items" that we did not get to look at today

FYIs

Notes from meeting

Items for next week's agenda

[kcoronel]

June 5, 2024 Agenda and notes

Prework

• [ ] issue for audit [to be added once there is an issue]

Roll Call

Recurring items: Happens on the PM Sunday meeting

• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Karen
• [ ] continue adding labels to the issue that are still missing them (see audit links above)

New Items

• [ ] Benevity - waiting for approval - may have to change checks because of changing banks First Republic
• [ ]
• [ ]
• [ ] Make new agenda for next week
  • [ ] Carry forward the "New Items" that we did not get to look at today

FYIs

Notes from meeting

Items for next week's agenda

[kcoronel]

GitHub Support Response re: GitHub Classic Project Migration

Hi Karen 👋,

Hope all is well!

I've gotten the following response from our team:

What happens to classic project boards on archived repositories? Are they just closed, or are they migrated too? What happens to the classic project boards if the repositories are un-archived?

As long as the classic project is not closed, it will be automatically migrated to the new projects.

Will closed classic project board be migrated automatically and then reclosed?

Only open classic projects will be automatically migrated on August 23, 2024. If you wish to migrate a closed project, be sure to migrate it before that date.

Hope this clarified things!

Let us know if there's anything else we can assist you with. 😇

Respectfully,

Saidi GitHub Technical Support

🌯 Find answers to common questions and learn with other GitHub users in our new GitHub Community Forum 🌯

[kcoronel]

Message: ATTENTION: We're no longer providing volunteer offer letters for new or existing members. We will continue to provide volunteer verification letters for school purposes after confirming there are no discrepancies in your reported hours.

Update Meetup invite for August 20:

• No longer providing volunteer verification. Need us to sign off for hours for their school. Make it catchy.
• Ping Rabia on Slack to update for other Meetups
• send later - 9am (M-T)

[kcoronel]

September 17 Agenda and Notes

Prework

• [ ] issue for audit [to be added once there is an issue]

Roll Call

Recurring items: Happens on the PM Sunday meeting

• [ ] Accountability and Support Check.
  • [ ] Review assignments for each PM
    • [ ] Bonnie
    • [ ] Karen
• [ ] continue adding labels to the issue that are still missing them (see audit links above)

New Items

• [ ] Admin meetings: every 2 weeks for Tuesday at 9am
• [ ] Reviewed Admin Channel
• [ ] Bonnie gave Karen an overview of work that team of PMs is working on regarding dashboards for HfLA project boards - a good area for inspiration for CTJ. HfLA Dashboard methodology can be also be shared with other open source organizations
• [ ] Karen to deliver ideas by next meeting for accomplishment project board
• Hack for LA Project Team Tasks
• https://github.com/hackforla/CivicTechJobs/issues/548
• https://github.com/orgs/hackforla/projects/7/views/10
• [ ] Make new agenda for next week
  • [ ] Carry forward the "New Items" that we did not get to look at today

FYIs

Notes from meeting

Items for next week's agenda