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🌻Congress And The BoardMinutes2025-04-28

Agenda

Sunday, April 27th
12:00PM to 1:30PM CDT

Welcome and Convene [5 minutes]

hang out while folks join the call and chat about the agenda and meeting

  • Quorum present

  • Opening remarks

  • Review previous minutes

  • Approve or amend agenda

  • Orient new members

Attendance

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Status Updates [10 minutes]

each officer and branch head will provide a brief summary of work since last congress and upcoming work

Officers

Descriptions here: wiki.cyberia.club/hypha/congress_and_the_board/officers

Role

Status Update

President

Progress:

  • Met most folks at LZ :]

  • Had several lovely 1-on-1 chats about people's ideas for Cyberia

  • Hopefully offloaded some stress and work from cyberia veterans and handed off responsibilities

Goals:

  • Formalize officer roles and start creating transition and hand-off guides for the 2026 term.

  • Follow-up more regularly with officers and branch heads

  • Organize separate public board and committee meetings

Secretary

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Treasurer

  • Rent and financial health

  • OpenCollective review

  • Donations needed

Branches

Descriptions here: git.cyberia.club/cyberia/congress-active-branches

Branch

Status Update

Services

WE HAVE BACKUPS!

Someday soon Forest will host an infrastructure/ops session. Maybe we can do it in person and order nice food :)

Meta

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Outreach and Moderation

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Hardware Liberation

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Rituals and Regalia

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Games

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Business [20-30 minutes]

make formal proposals for discussion and vote by membership
anyone may make proposals
please edit this section to add your own, post in Matrix, or DM president or secretary

Status

Proposal

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Proposal to renew Cyberia's registration with the State of MN and IRS.

  • Device whether Cyberia and Layer Zero should be a single legal entity or a chapter-model. Present pros and cons.

  • What constitutes membership in either separate org or single org? What is the separation, if any?

  • Decide tax status type between 501(c)(7) Social Club and 501(c)(10) Domestic Fraternal Society for legal entities.

  • Direct President and Treasurer to file required forms with MN Secretary of State and IRS.

  • Approve one-time filing cost of $600 for IRS Form 1024 filing fee (can be delayed 12 months).

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Proposal to select new bank or credit union for Cyberia and consolidate pre-existing accounts.

  • Register under Cyberia's IRS EIN, and transfer monies in prior accounts to it.

  • Update OpenCollective and automation to use new account.

  • Account must require dual-signatures of President and Treasurer for withdrawals and transfers.

  • Treasurer must present accounting each Congress for all transactions since prior Congress.

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Proposal to update Cyberia's branches and heads

  • Review each branch's responsibilities and current head

  • Discuss ideas for branches

  • Nominate new heads

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Proposal to participate in Twin Cities Pride

  • Appoint point-person for coordinating booth and volunteers

  • Discuss setup and booth needs

  • Approve budget

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placeholder - copy me to add your own item

Open Forum [10-20 minutes]

open discussion format to discuss matters relevant to cyberia

Topics:

  • Shared vision of Cyberia

  • Better accommodating neurodivergence

  • Layer Zero improvements

Adjournment and Summary [5 minutes]

a summary of the meeting, follow-up, and celebration

  • Meeting Summary

  • List action items and people responsible

  • Celebrate contributions and recognize members' accomplishments

  • Adjourned

Footnotes

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