Sudo Room

Meeting Notes 2026-05-31

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Sudo Room Meeting - 31 May 2026 4pm-6pm

Meeting Details

Roles

  • Facilitator/s: Julio
  • Notetaker/s: Martin

Attendees

  • Joey: what they say
  • Ivan
  • Julio:
  • Raelyn
  • Martin
  • Arik
  • Ajay (remote then in person)
  • Jake

Agenda

== Member Onboarding

Julio: It was just not updated, Arik: Is there any copy? Julio: Maybe we could find something but don'tn know. I don't think we should do it right now, continued action item. Anyone want to take it on? I: Who did it lalst time? M; I dont think it said? I: How does one become a member, is how i understand the onboarding? A: Once its been decided, this is how you become a member J: Memebership app, 3 endorsements, Payment, - A: website says $60, wiki says $30, theres a disparity? could also do $0 J: I think we should recc higher number, but it's PWYC Jo: we should put min first, and recc'd after, since thats what people think is "should" vs required A: *reads website, list minimum, suggest $60" - pretty well phrased J: and that's it? waiting period, door access I: thats become member, then onboarding begins I: pay, mailing list, access code, anything else? J: we should add them to wiki as onboarding to the wiki R: are all members on the wiki? A: its a redlink, your page doesn't get created I: We went through this bc a lot of us are new, so we should fill out the process Ajay arrives in person! I: - cause I think we need to add more to welcome new members, we need more process A: working groups? did htat falll by the wayside? J: In previous meetings? A: No just as a suggestion, something that was listed I: Various methods, I think nwe need some amount of structure J: I think it's a good idea. Most important probably is member engagement, getting people to hang out with their community of local nerds I: We should organize! Cause there's data/who's a member etc that keeps getting re-done, it should build J: context about rent funds/member payments, just barely scraping by funds wise I: Paige has a spreedsheet on google sheets, what's the best way to get that to everyone? R: We should self host, why don't we have a NAS? A: We do sort of have some selfhosting, that's local. J: Post to discord? I: is discord the members only? M: no its publilc R: private channel on discord? I: easiest way to get it to people would be that? Paige Aj: how do i get on discord?

  • discussion about recently found NFC tags to get fast-links for wifi/discord, etc"

J: tries to find out who's admin on discord*

A+R sidebar about Matrix J: Yes we should move it there for sure M: talks about Michaelz's friend hosting, we had it setup on the sudoroom.org vps, but, slow. R: VPS are cheap tho? J: yes, but also, rent!. Could sellfhost

- We have the documents, but it needs some love - Ivan

  • Memberships (Member Matters?)
    • Add (2) new members to mailing list and send welcome emails. -- DONE --
    • check if (3) members are paying and has door access. -- DONE --

(move to new members section) I: do yall have access to members kanban? group affirmitive

  • talking about a member stuck in limbo, possibly broken/temp email? Martin to talk to them bc he endorsed and they chatted last Tuesday *

I: We should figure out formula for "get more members, get members to pay more, get more members to pay more other funding" J: we just submitted grant proposal for $60k over 2 years if we get it - Bay Area Monitoring Station, 120 monitoring station Jo: we're putting up n amouont? we as a group go to the areas and do it? J: 12 edu workshops around oakland, we put together the nodes w community members - LoRA, communicates automatically, broadcasts Jo: we have a list of schools/orgs to work with? J: yes, planned and established. hpefully gonna get that and get some money for sudoroom A: who submitted? J: we (Md, Judy, Matt, Julio) helped put together proposal I: this (demo) is a Professor's project, we did a workshop here for us and his students J: community building/outreach etc Aj: specifically Oakland? I: currentlly yes but could expand to other areas? J: yes, 30k/yr

  • everyone knocks on wood*
  • discussion about data storage location, local selfhost at sudoroom vs a vps, etc*

I: we have one more grant we're waiting on, Alameda Arts Fund for Darkmode I: also, Cisco is matching any employees that volunteer with us, they do matching A: maybe other employers match? I: we should still keep looknig for more grants and things J: it's definitely easy to do, grant wise but it's easier to do with multiple people working togetheer I: where do these documents live? It'd great to have a NAS or something A: yeah, or just some computers here are accessable local, or something J: use wireguard to get access remotely, that's an option, maybe we add that to onboarding, it'd make it more feasable for a NAS, that way we don't expose stuff publically but there's still access that makes it easier

  • tailscale discussion? Omni IP address range change, or remote access here*


Membermatters effort

I: the payment works but there's some work to be done still, need to sort out the onboarding (we have to approve people to be members first) J: working group for this is in signall not discord

== Can we address Sudo Room signing 3D printing letter in next meeting? Jo: didn't that allready pass? I: I thik that already passed I: we signed it R: for or against? I: we backed EFF's effort, being against the 'tracking' via the software etc, everyone there voted yes as it was time-sensitive and important

== Aj: Martha Samani, friend, recently passed, wanted to do a memorial at Omni, what's the event booking process? been trying to reach out to CALLI, or if sudoroom could do some sort of backing, might be cheaper/easier etc J: we could ask I: Who's on the slack? J: there's also a slack?? I: it's how we communicate with building management Aj: *talks about being in connection with some CALLI people* J: I dont think anyone would be against it, we could support/endorse, etc, yeah


Clarification on our status/relationship with our landlord =

A: if someone adds soemthing they should be in the meeting I: I think this is from last meeting?

2nd Hack Night On Thurdays

J: I proposed this on discord! There's been talk about adding an additional software and hardware hack night on Thursdays. M: additional night because tuesdays also gets very busy! I: *technically* every night should be hack night here! but yes I: I've been talking to another group about wiki editing (Bay Area Wikipedia Editors) - we host here sometimes, been trying to coordinate that, hard to have that as Thursdays since it's so inconsistent Jo: How many people do we think will be there? Cause I'm not technicall, but... J: for sure me or martin, or we'll announce it A: I could be a backup also, I ususlly show up on Thursdays Jo: downstairs space maybe? I: we'd have to pay rent J: future aspirational thing! J: could also work on other thiings that are beneficial to sudoroom I: also you get to learn with your projects, you show up wiht stuff and might not know things, that's the benefit for the space, community, etc Jo: *talks about possible 3d modeling night, sell as items for merch* J: I think that's a good idea, but also you have the power to do the thing! Committment is key tho. I think any time you show up and are interested in your thing, people can help Jo: offer service where we help people print things, under a certain weight? -- going to table this till it's more thought out J: resources and such offered as benefit to community Jo: yeah J: our current org structure, not sure how much we're setup for that, you'd have to get buy in from members, etc Jo: yeah, could have some sorts of ready made designs etc

Governance Structures

- models? (Do-ocracy, Majority, Consensus, Adhocracy (Laissez-Faire)) - Decision-Making - Working Groups I: I added this, wanted to have open chat about decision making, what we understand about the place. Not for decision, just a chat about things. Working groups have them or not, do-acracy, consensus, what projects etc J: been in a lot of flat-orgs, [other group] was one, sort of had a group of committed members that have knowledge/ability/ sometimes access, that sort of continue the access/doing stuff, as new members show up and are interested. called them cadres Jk: what's a cadre? J: inner group that doesn't sort of poll the whole org, makes the decisions to make stuff moving forward. vs consensus where everyone in the org decides as the decision we're gonna make (everyone). works for some groups especially smaller ones, or majority plus one. do-acracy is whoever fixes it is it gets done. what is ad-hocracy? I: form it in the moment, no standing working groups. eg we need to raise money, should form things a finance WG, it's ad-hoc J: signal vs discord (or similar) - even if you're not part of the group, like if there was a rent making group etc, it's easier to reference/add people etc versus signal. discord is easier for ad-hocracy I: I think we're doing forums (discord feature) to do that sort of Jk: no idea how moderators works etc R: not channel owners, but different levels of admins etc, we were trying to figure out who's admin Jk: unsure of what the process is R: i've been a discord admin for the last 5 years Jk: we were talking about matrix also but unsure how good that is Jk: what's a working group? I: *talks about working groups* (group catches Jk up about proposal submitted, communit infra etc) Jk: i'll click stuff if people want me to, I just don't know what the stuff is R: Yeah i can help with things.

  • R+Jk do some discord stuff*

M: we sort of have cadre not-in-name, and working groups as ad-hocracies, just not standing ones J: some DSA chapters have a yearly meeting of consensus, with laying out projecst and groups etc, which is a way of doing things I: there's not a lot of followups with things thouugh, wiht meetings, about members data etc, been using the kanban to sort of keep track of that etc

  • I+J look at kanban and talk about it's items*

R+J+Aj discord talk: R: who should we transfer ownership to? Aj: should it be someone who is local? I: there's only one owner? I could do it R: okay, let me start message with [current owner] J: we should at least start with asking for more of us to be admins at least

Jk: we should check up on people applied for members I: we did go through, only was [person] who we think used a temp emaill J: I went through Kanban about a month ago and sent followups, no one replied, should we just...drop those? I: I think so, yeah

I: *talk about using docs locally etc* Jk: technically laser cutter computer is a "server" - there's a computer up there (points) that anyone can get access to for things they want, I can connect domain names to wherever M: yeah ause its just a cname record? Jk: yeah. what, like, what docs? I: for example like grant applications and stuff, documents, we dont have to start from scratch Jk: should we get a google account for sudoroom? I: we could, we're a nonprofit, that's easy J: it _is_ convenient yeah Jk: I dont like using the doubledown of using on google. I support people using their own stuff etc Aj: well it should be shared in sudoroom etc, or, just not in a sudo-ers personal thing Jk: we should use the resources we have and support open source tools, it wouldn't be the same as web-browser google docs, but it'd just be a server of documents etc M: I second this

Jk: reminder about getting people to sign up for membership, or increase current members' payments

TODO

  • Cleanup meeting page wiki links (proposals vs current meeting, also the link isn't obselete) - Arik
  • Cleanup onboarding page language- Ivan
  • Share link to budget spreadsheet - Ivan
  • Share link to member matters - Martin
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