Board of Directors 11/1

Quick recap

The board reviewed upcoming meeting schedules and discussed technical solutions for hybrid meetings; discussed plans for automated renewal notices and new online help sessions. The  Board examined the status of various projects, including a video production funded by the city of Ann Arbor Creative Washtenaw, and discussed upcoming Apple product announcements. The Board also did some planning for the December holiday party; and explored future meeting logistics, including room availability and technical equipment needs.

Next steps

• Cassie: Decide on January 3rd board meeting date and communicate with board members about availability
• Kathryn: Type up handwritten notes from October 4th board meeting and send to repository
• Gerry: Provide guidance to Kathryn on how to upload notes to Dropbox repository
• Board: Review and vote on October 4th meeting minutes once compiled from three sources
• Chris: Send invoice to Kathryn for $2,500 payment by Monday
• Kathryn: Pay Chris $2,500 upon receipt of invoice
• Cassie: Look up Constant Contact pricing after free trial and send information to board
• Cassie: Email draft of new online help session service announcement to board members
• Cassie: Set up practice session for helpers on Zoom breakout rooms and remote cursor control
• Cassie: Research and learn more about Zoom breakout room functionality and limitations
• Cassie: Communicate with Dan about NEW Center room availability for first quarter 2026, and all third Saturday dates
• Chris: Provide written statement to Kathryn documenting film showings, usage by Lori Roddy/Neutral Zone, and project impact
• Cassie: Create video snippet from board meeting using Screencast tool and send link to board for review
• Chris: Prepare presentation of CES 2026 clips for January general meeting
• Board: Promote Demo Fair in December and January meetings for February event
• Gerry: Prepare presentation on macOS Tahoe with links and resources for November 15th general meeting
• Board: Research and select holiday party games for December 13th meeting by next board meeting
• Gerry: Provide Cassie with small Bluetooth speakers for her MacBook Pro

Summary

Board Meeting Schedule Planning

The board discussed meeting schedules, with the next general meeting set for November 15th and the Christmas event confirmed for December 13th. They debated whether to hold the January board meeting on January 3rd or 10th, but concerns about New Year’s weekend attendance led to uncertainty about having a quorum. 

Board Meeting Minutes and Solutions

The group discussed the October board meeting minutes, which were not yet finalized but would be compiled from three sources including handwritten notes, and AI-generated summary, and transcript. They noted that hybrid meetings would be available in November and December, but the first quarter of 2026 would be virtual due to room availability issues.

The group discussed solutions for future meeting audio problems, including using a dongle and having the meeting speaker repeat questions for remote attendees.

Treasurer’s Report and Membership Updates

The board reviewed the treasurer’s report, which showed a current balance of $1,768.88 after paying October’s rent and a $2,500 payment to Chris, with no new membership dues or donations received since July. The treasurer noted a decline in membership renewals since June and discussed plans to automate renewal notices and welcome letters for new members using Constant Contact.

Cassie presented a proposal for an automated system to send customized letters to members, including renewal notices, welcome messages, and club updates.

MacTechnics Online Help Service Launch

The team discussed a new online help session service from MacTechnics starting in the new year. Cassie distributing a draft email describing the service and its sign-up process. They explored the logistics of using Zoom breakout rooms for private screen sharing and remote cursor control between one helper and one member, with Keith suggesting the need for a training session for helpers on remote cursor control. The team also discussed the need for more guidance on managing multiple breakout rooms. Everyone briefly touched on the upcoming time change and sharing light-hearted poems about it.

Ann Arbor Video Project Update

The group discussed the status and impact of a video project funded by the city of Ann Arbor Creative Washtenaw. Chris reported that the film had been shown to Creative Washtenaw and Lori Roddy, who plans to use clips from the film in a different project. Chris agreed to create a written statement detailing the project’s outcomes and public impact for group’s records and website.

Zoom AI and Meeting Updates

The group discussed technical issues with Zoom’s AI features and shared information about pottery studios in Ann Arbor.

Chris explained how he shared files during the meeting and demonstrated a new video snippet creation tool called Camtasia.

The board discussed upcoming presentations, including Gerry’s planned Mac OS Tahoe discussion, and considered hybrid options for future meetings. They also touched on the holiday party planning and the transition to Zoom-only meetings in 2026.

2026 Meeting Room Planning

The group discussed room availability for meetings in early 2026, with Cassie discovering that Saturday meetings during the first quarter might be possible due to NEW Center’s programming change. They explored the West Conference Room’s capacity of 8 people and its equipment capabilities, with Keith offering to provide a portable microphone.

The conversation concluded with Gerry offering to loan Cassie his Apple Bluetooth speakers for better audio on her MacBook Pro, though Cassie needed to confirm if the setup would work with limited power outlets.

CES Planning and Foldable Phone Discussion

The group discussed the upcoming Consumer Electronics Show (CES) in January and agreed to use Chris’s offer to compile clips from the event to provide a summary for their January meeting.

They also planned to promote the Demo Fair in February; also discussed the potential launch of a foldable iPhone by Apple in 2026, with Kathy suggesting they revisit this topic in March with more information. Cassie expressed skepticism about the return of foldable phones, while Gerry shared his experience with older flip phones and offered his to Cassie.

Apple Product Launch Planning

The group discussed upcoming Apple product announcements, including a foldable iPhone, M5 MacBook Air, and various other devices expected to be released in November. They agreed to reserve the March meeting to discuss these new products.

The group also planned the December holiday party, deciding to use a “What’s on Your Phone” scavenger hunt game as an educational (fun) activity.

Gerry shared his experience with using iCloud invites for event planning, but Kathy suggested sticking to older technology versions until more members upgrade to iOS 26.