Meeting Notes 2025-10-12

Sudo Room Meeting - Sunday Oct 12 2025 7pm-9pm

Meeting Details

Roles

• Facilitator/s:
• Timekeeper:
• Notetaker/s: Paige

Attendees

Ivan Anca Rechner Paige Michael

Minutes

• Rechner - member matters allows for tool training and orientations (based off a moodle class). We just have just one membership class. Moodle set up with member matters as a single sign on.
• Ivan - do you use access codes?
• Rechner - we dont directly use the access control through member matters. We might eventually. Our's works with a python script connect to LDAP. The biggest reason why is because we want access control to work even if the network is down. And we have member matters in the cloud. Might be a way to do it with caching. We also want to use tool interlocks through membermatters on our laser cutter and the mill. Vision is there will be an RFID on all of the tools, and you can only do that if you have the training. The membermatters has an off the shelf design, but doesnt work for us, so we are making it custom. The actual hardware to do door controller and tool interlock is on the github as "beep beep." There is also a kiosk feature, you can put that as full screen on a computer. I think the idea was to have people sign up and limit how many people enter the room. Could be useful to see how many people are there and use the space
• Michael - you mentioned LDAP. I think this is a good topic - we have many accounts here. Makes sense to unify them. I think the two methods are LDAP and SSO. What do you think
  • Rechner - for our space (not sudo room), people need to 1) log into web services 2) log into work station computers for machines.
• Anca - do you have a wiki?
  • Rechner - yes, on github. We dont have SSO set up through github, but I have also been reconsidering our relationship with github. Might use some git forges that would allow for SSO. Most products have an SSO tax - need an expensive enterprise version. Github teams for nonprofits does not support SSO.
  • Michael - first step would just to provide a unified login for what we are hosting
  • Rechner - membermatters can be a "identity provider." There's a PR open to make membersmatters also be a "identity consumer." There are other off the shelf tools to do both things - kinidm: OIDC, LDAP, SAML.
  • Rechner - has contributed to MemberMatters code. We haven't forked (yet)
• Anca - does membermatters have a template service to change the UI without forking?
  • Rechner - forking would be the way. There are templates, but you need to recompile them in the container. I think the easiest way: make fork, make modifications, build? in container
• Anca - (DEMO of our membermatters) use stripe test sandbox. Daily test not working it seems. We will have a minimum, benefactor
  • Paige - is there a name your price?
    • Anca: We can do name your price through a manual process
  • Rechner - schema wants membership plans. unfortunately thats not a feature.
• Ivan - so this new membership process would be
  • attend events
  • fill out the form on the website
  • then once they get endorsed - link to membermatters.
  • after they have membermatters payment, then they get an access door code.
  • (ideally) then assign them a mentor. access codes right, join a working group, added to all the accounts we have now
• Paige - could the membership form be incorporated into membermatters?
  • Rechner - would be have something to code. Maybe could shoehorn this into the moodle. Basically get to the end of the form - then you get the course. But we use same system so we don't get people accidentally paying without going through the process
• Michael - would it be good idea to have remote users. I.e. server users/ cloud servers.
• Ivan - Anca and I will be working on refining email, welcome language, tiers. Then an import from sudohumans.
• Anca - I think we could get membermatters up by the end of october.
• Paige, paid last month bills, on track to have a deficit again.

New bylaws, members vote on board members. What decisions need a vote. Vote by majoprity, 7 member quorum.

• Currently: Paige is currently president, ajay is treasurer, William is secretary
• Rechner - we have the secretary maintain the membership records.
• Paige, responsibility of officers go to working groups
• Ivan - needing more activity from the members. Working groups: https://sudoroom.org/wiki/Working_Groups
  • Michael - could also have a "infrastructure" working group
• Anca - with things hinging on membermatters- biggest thing now is migration. Marc juul was going to do that - is anyone in contact?
  • Jake - no timeline, I can ask juul
• Ivan - how many emails are you generating to folk? Access code, thanks for joining, reminder to continue paying...
  • Rechner - we don't send a lot. A lot of people are timid about putting their emails on our forms, so we assuage them by saying very few. Waivers and membership agreements done with "Docuseal". I think we are about 40 members right now. It sends 1 email every week if the card is expired, saying it will retry it every week until the next billing cycle (about 4 times). After that it cancels. We have had 17 recurring emails this month.
• Ivan - what do you use for []?
  • Rechner - we are on telegram. We have a lot of working groups on separate chats in telegram.
• Ivan - should we switch over to membermatters now?
• Jake - we could activate membermatters now, while still using sudohumans for old people. We could use those new people as beta testers?

New Members

• Lots of membership applications!!

• E - 3 endorsements, Ivan, congrats email, check payment
• M - 1 endorsements, Ivan check in
• S - no endorsements, Ivan check in
• S2 - 3 endorsements, Ivan, congrats email, check payment
• L - 3 endorsements, Ivan, congrats email
• M2 - 2 endorsements
• L2 - 0
• B - 0
• J - 7 endorsements , Ivan, congrats email, check payment
• R - 1 endorsement, Ivan check in
• C - 4 endorsements, Ivan, congrats email, check payment

• Jake - in the email, remind them that part of membership is paying a fee. We want to approve people asap. Telling people "checking in about payment" is something we need to do for new and old members.