Board of Directors – Jan 3rd

AI can make mistakes. Review for accuracy.

Quick recap

The meeting began with technical difficulties and discussions about website content before transitioning into conversations about movies and computer equipment. The board reviewed meeting minutes, discussed financial matters including dues collection and expenses, and planned upcoming activities including a newsletter and demo fair. The group explored various technical topics including Zoom breakout rooms, phishing scams, and a new website resource for Mac user groups, while also discussing potential future presentations and product announcements.

Next steps

• Cassie: Set up and test breakout rooms for the January meeting, including creating 3 breakout rooms for testing purposes.

• Cassie: Work with Kathy to automate the renewal letter process, determining and implementing the timing/frequency of reminders (e.g., 3 prompts at 30, 20, and 10 days before/after due date).

• Kathy: Send out renewal letters/emails to members as needed, using the automated process being developed with Cassie.

• Fred: Attempt to send out the January newsletter.

• Keith: Visit Arbor Mac Repair (downtown location) to learn more about their services and consider inviting them to speak at a future meeting.

• Gerry: Demonstrate SpamSieve (third-party spam filter) at the demo fair or a main meeting.

• Cassie: Continue developing the Mac user groups/resources web page and present it (even in draft form) at the February demo fair.

• Cassie: Remove Pat Allen from membership/email records following notification of her passing.

• Gerry: Send the meeting transcript to Cassie.

• Cassie: Schedule and coordinate a practice session for helpers on using Zoom breakout rooms (can be scheduled at helpers’ convenience).

• All interested board members (e.g., Fred, Keith, Gerry, Cassie): Volunteer as helpers for upcoming Zoom help sessions and participate in breakout room practice/testing.

• Cassie: Set up a second, Zoom-only help session in addition to the regular in-person help session, to provide more options for members.

• Gerry: Invite Brian and Les to participate in the March Q&A/potpourri session to help answer member questions.

• Cassie: Present the Mac user groups/resources page at the February demo fair (or as soon as ready).

• Keith: Export and share the meeting minutes and PDFs as usual for board review.

• Kathy: Pay the upcoming MediaFire bill when it arrives (expected early in the year).

• Cassie: Find and disable the default setting in Zoom that prevents remote control of member devices, to enable this feature for help sessions if appropriate.

Summary

Board of Directors Page Updates

The meeting began with Kathy attempting to share a document but encountering technical difficulties. Chris and Cassie discussed the Board of Directors page, with Chris praising Cassie’s work. They also addressed the issue of the door code being listed on the website, with Kathy unsure of its accuracy. The conversation ended with a suggestion from Chris to add a note to the donation page to clarify the number change process.

Technical Troubles and Movie Discussion

The meeting began with technical difficulties as Kathy struggled to share her document, which was resolved by exiting and re-entering the meeting. Cassie and Chris guided her through the process. The group then discussed the movie “The New Police Squad,” with Chris sharing details about Liam Neeson’s role and the film’s humor and technology. Gerry mentioned recording the meeting and located the recording feature at the bottom of the screen. Keith mentioned finding old adapters and planned to share a picture in the chat.

Computer Adapters and Meeting Updates

The group discussed various old computer adapters, with Gerry identifying several types including SCSI, VGA, and DVI connectors, noting his interest in the OS 9-era equipment for Fred Seid’s old tower. Gerry encountered technical difficulties with his recording software and calendar settings, which he resolved during the meeting. The group confirmed the next board meeting would be on February 7th, with the regular meeting scheduled for February 20th, and Gerry mentioned he would be attending MagFest in Maryland during the week before.

Meeting Minutes Documentation Review

The board reviewed meeting minutes and discussed the difference between Keith’s concise summary and the full Zoom-generated transcript, with agreement to use Keith’s version as the primary record while keeping the full transcript as a backup. Cassie explained that the AI-generated transcript should not be used for official documentation, and Kathy suggested breaking down expenses into individual items in future reports. The board approved the amended minutes with the correction of “expenses” to “expense total” and “income total” for clarity.

Dues Payment and Club Finances

The treasurer’s report showed that the club has $1,648.99 remaining as of December, with no dues received in the past six months. Kathy requested that members who owe 2026 dues pay them through PayPal on the website, noting that the fee is covered. The board agreed to pay for MediaFire storage from club funds, with the bill expected early in the year. Keith suggested sending reminder letters to members who haven’t paid dues in a while, and the treasurer mentioned having a form letter ready for this purpose. The report was accepted by the board with no objections.

Newsletter Plans and Scam Warnings

Fred committed to sending out a newsletter in January and received positive feedback from the group for his previous newsletters. Cassie shared a link to Apple’s holiday commercials and discussed a renewal letter project working with Kathy, suggesting a three-prompt system for membership renewals. The board discussed the timing of these prompts, with Kathy recommending 30, 20, and 10 days before and after renewal dates. Gerry and Keith warned about the dangers of phishing scams and shared tips for identifying and avoiding them.

Automating Dues and Zoom Training

The group discussed automating dues collection, agreeing to send reminders every three months and once a year if no response is received. Cassie is working on software to handle this automation. They also discussed Zoom breakout rooms, noting that up to 100 separate sessions are possible. Cassie announced that Brian Duck has agreed to help with online sessions, and she invited other members to volunteer as well. The group planned to schedule a practice session for helpers to learn how to use breakout rooms and remote control features.

Zoom Help Session Planning

The group discussed scheduling help sessions for members, with Cassie proposing a second Zoom-only session in addition to the existing 10 AM help session before meetings. Keith suggested testing breakout sessions during the January meeting to explain their purpose and demonstrate their effectiveness to attendees. Cassie demonstrated how to create and manage breakout rooms in Zoom, assigning Board members to different rooms for a test run.

Zoom Breakout Room Technical Challenges

The group discussed technical issues with breakout rooms in Zoom, including difficulties with chat visibility and rejoining the main meeting. They discovered that breakout rooms are not recorded individually due to system limitations, and there was significant variation in how quickly participants could return to the main meeting, which was affected by factors like the number of open applications and Zoom version. The discussion concluded with an observation that older Zoom versions might actually perform better in terms of speed and functionality.

Mac User Groups Expansion Discussion

Gerry demonstrated a real-time traffic statistics system and discussed the possibility of sharing screens while in breakout rooms. Cassie presented a draft document about Mac user groups, suggesting they could cultivate relationships with groups in Michigan and potentially expand into northern Ohio. The document, which includes information about user groups worldwide and various technologies, could be developed into a page on their website. Cassie asked the board two questions: whether the draft should be developed into a final product, and how to promote it as a service for their group.

Mac User Group Resource Directory

The group discussed a new website resource compiled by Cassie that lists various Mac user groups and technical support services. The board agreed this would be a valuable addition to their website, with Gerry suggesting it could be presented as a draft at the upcoming demo fair in February and developed further over time. The resource includes links to repair services, user groups, and technical assistance, with Chris mentioning that some groups have YouTube channels showcasing their meetings. The board agreed this would be a helpful tool for members seeking technical support and could be expanded with additional resources over time.

Arbor Mac Repair Discussion

The group discussed a new iPhone repair shop called Arbor Mac Repair located in the Michigan theater building. They found the shop’s website and reviewed its positive customer reviews. Keith suggested the possibility of inviting Jack Lorraine, the owner, to speak at a future meeting to share insights about phone repairs and potentially join MacTechnics.

Chris mentioned he would be presenting on CES in two weeks, though details about the event were still pending.

February Demo Fair and Tech Updates

The group discussed plans for upcoming meetings, including a demo fair in February and the possibility of breakout rooms for testing during the January meeting. Chris shared information about a new microRGB TV technology, which offers improved color output and a wide field of view compared to OLED screens. The group also briefly discussed potential topics for the March meeting, including a presentation from a local Apple repair specialist, but decided to wait for more information before making a final decision.

Apple Products and Holiday Plans

The meeting began with a discussion about potential Apple product announcements, including a new Apple TV and HomePods, and the naming convention for Apple products. The group then shifted to sharing New Year’s Eve traditions and experiences. Cassie announced plans for a Q&A session in March following the February demo fair, which could address questions about iCloud and other topics.

AI can make mistakes. Review for accuracy.