Minutes:Covid Policy Meeting Minutes 20200812

Minutes for 08-12-2020

Chair: Jamie

Meeting Location

Virtual

Meeting was Called to Order At: 7:34 pm

New Business

Assigning members to the Committee

• William Kent
• Mel Gilchrist
• Que Fanning
• Ashley Prescott

New Executive Orders

• We're now following 161 & 162

Action Item: Jamie - Change EO numbers in the standing rules

Allowing other activities besides manufacturing

• General consensus is to go for a broader use of the space beyond manufacturing activities as this supports i3's overall mission
• Executive orders do allow for more activities, they are just divided up between different types of businesses
• i3's rules need to be restructured to allow for easy changing between levels of open-ness
• Explanations of our interpretation need to be written up in case we need to defend our activities (in a separate wiki page?)
• Allowing other activities should still come with the caveat to use i3 reasonably and respectfully and not frivolously

Action Item: Que - Create mirror pages of Covid Policy to start re-writes

Conflicts at the space due to Covid rules

• It's more likely for people to feel uncomfortable with other people's behaviors at the space due to Covid concerns
• Allowing other activities besides manufacturing activities inherently will create conflict
• Normal process for escalating member disputes still applies, but people may need to be reminded about it
• Writing up guidelines about what is acceptable behavior may be helpful, but adding more rules would not be helpful

Action Item: Jamie - Add "Conflicts at the space due to Covid rules" as topic for next committee meeting

Minors as guests

• Policy all ready from a previous member meeting, but was tabled
• Minor waiver has wording issues, and also needs to be made electronic
• Ashley: Would be nice to allow kids sitting quietly at a table for parents without child care
• General rules re-write for more activities would allow for this

Action Item: Jamie - Post proposed minor waiver changes to covid-policy slack for committee buy-in

Cleaning Surfaces, Ventilation Improvements, & other creative solutions

• There are too many hard-set rules about cleaning surfaces obsessively that don't reflect the latest science of how the virus spreads and makes people paranoid about coming in to use the space
• Zone best practices have a mix of cleaning instructions and need to be commonized

Action Item: Committee - Remove explicit rules for cleaning surfaces/washing hands and replace with guidelines

• • Que; See covid policy and best practice test pages

Action Item: Committee - Work with ZoCos to commonize zone best practices to not explicitly insist on sanitizing every lightswitch

• Improving ventilation is a big way to improve the safety of people using the space

Action Item: Committee - Start brainstorming ventilation improvement ideas with infrastructure

• B side has a lot of un-tapped open space that could be used for casual workspace, classes, & mild socialization
• Outside spaces could also be utilized more, but if no one can come inside the space to use the bathroom it's pretty inconvenient

Action Item: Committee - Work with Commons & classroom ZoCos to move tables & chairs to B-side

Action Item: Committee - Add guidelines in new rules to use B-side/outside for classes/socialization

• • Que; See covid policy and best practice test pages

New members & tours

• Operating under the Manufacturing only EO prevents us from giving tours, which sucks
• Opening for further activities would help us do more new member activities and thus fulfill our mission
• Matt C is working on ways to get new member onboarding going virtually
• Changing the way we host new-member/public guests during this time could help with onboarding, and potentially be a permanent change

Action Item: Jamie - Add "New members, tours & public guests" to next committee meeting

Work Schedule

• Difficulty in using the work schedule is actively making people avoid the space or come to the space without filling it out
• Inviting the i3 resource doesn't work for some people and is difficult for others
• Mel made a google form to add the event but it is buggy
• Mel's form could be combined with Health Screening Form?

Action Item: Mike - Troubleshoot Mel's form so that the calendar updates work

Occupancy Limits

• Currently at 10, it could be changed to 20 and still be ~50% capacity, but the max occupancy over the last month is like 4 people at any one time
• B-side has its own occupancy limit, so if we use both parts of the space, the occupancy limit could potentially be higher

Action Item: Jamie - Add "Occupancy Limits" to next committee meeting

Website references cleanup

• Do all the places that need to say we're closed, say that?

Action Item: Jamie - Add "Website/wiki check" to recurring topics on next committee meeting

Meeting Metrics

• Time completed: 9pm
• Attendees: 6

Action Item Summary

Action Item	POC
Change EO numbers in the standing rules	Jamie
Work with ZoCos to commonize zone best practices to not explicitly insist on sanitizing every lightswitch	Committee
Troubleshoot Mel's form so that the calendar updates work	Mike
Create mirror pages of Covid Policy to start re-writes	Que
Remove explicit rules for cleaning surfaces/washing hands and replace with guidelines	Committee
Add "Website/wiki check" to recurring topics on next committee meeting	Jamie
Start brainstorming ventilation improvement ideas with infrastructure	Committee
Post proposed minor waiver changes to covid-policy slack for committee buy-in	Jamie
Add guidelines in new rules to use B-side/outside for classes/socialization	Committee
Add "New members, tours & public guests" to next committee meeting	Jamie
Add "Occupancy Limits" to next committee meeting	Jamie
Work with Commons & classroom ZoCos to move tables & chairs to B-side	Committee
Add "Conflicts at the space due to Covid rules" as topic for next committee meeting	Jamie

Proposal Summary

No proposals.

Attendance

1. Jamie Burdeski
2. William Kent
3. Mel Gilchrist
4. Que Fanning
5. Ashley Prescott
6. Mike Fink