20190313 Board Meeting

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Agenda of the Board Meeting

Date: Wednesday, March 13th, 18.30-19.30pm
Place: 20 Route de Crochy, Ecublens - 'L'espace créateur'



  • Rachel


  • Olivier
  • Anne-Laure
  • Esther
  • Rachel
  • Shalf
  • Vanessa (arrived late, left early)
  • Joël (arrived even later)


  • Vanessa Lorenzo (but managed to come for some time! :) Another Board Meeting today at Bellevaux)
  • Masoud (virtual attendance didn't work out tonight)

  • Welcome address

(Rachel, 1 min)

  • Public minutes

Get ok from all board members to upload minutes on wiki (or else discuss alternative below)


Point 0: Update from the Treasurer (absent, reported)

(Masoud excused...)
The 2018 bouclement of accounts was approved by Anne-Laure.
Need PV of AG still with this info, including her official letter

  • status of factures (member abonnements and old debts - i.e Nebuleuse, SwissMotionTech)
  • status for facturation system

Point 1: Transition to New Board

(Rachel, 5 min)

New board, new start!

This is the most important part of this meeting! All other points will be discussed only if time allows.

Task Distribution

The board needs to distribute its tasks.

A draft task list is available here but needs to be improved and accepted.

The composition of the board will be copied to this destination when agreed upon.
Comité elected

  • Rachel, Présidente, Biosafety Officer
  • Olivier, Communication, Biosafety Deputy
  • Masoud, Trésorier (en attente de confirmation, temporairement ?)
  • Vanessa, Lien Art & Design
  • Esther, Communication, Bonheur communautaire, soutien/joker
  • Yann H, Webmaster, Secrétaire
  • Anne-Laure, Lien académique & corporate Genève & Lausanne
  • Joël Lien Communes de l'Ouest Lausannois

Auditeurs de comptes

  • Manon
  • Anne-Laure


email distribution

  • hello@hackuarium.ch (Olivier, Rachel, Vanessa)
  • board@hackuarium.ch (it is up-to-date since Wed, March 6 --Shalf (talk) 10:26, 8 March 2019 (UTC))
  • name@hackuarium.ch (à créer pour Esther, Anne-Laure, Joël ?)

Welcome protocols

Envoyer un email à board@hackuarium.ch

IT credentials

Social media

(editor role - contributor role)

  • For Facebook: Rachel, Vanessa, Luc Patiny, and Olivier all have Access.
  • For Twitter: Luc Henry, Vanessa (others?), arrive sur hello@
  • For Instagram: who has the keys? -- probablement juste shalf, à check

Bank account


  • pre-paid credit card for faster online transactions, cf. Included.co & Revolut for Business below by Shalf
  • revenue vs. charges (e.g. rent) by Joel


(Manon, 5min)
Check login credentials with Shalf (? Mailchimp login info already obtained)

  • Draft ready
    • could bring also for 'Ramène ta Science' ? or need something else??



Hackuarium Google calendar

--- it has always been on my personal gmail account, can admin it and give needed access --Shalf (talk) 15:11, 6 March 2019 (UTC)) Vanessa needs to get her own...

Cards & building access

Space Alliance Cooperative is organizing all! -- système commandé et en route

Point 2: Biosafety & Lab management

(Rachel, 2 min)

  • Biosafety Refresher for all users -- dates à fixer ultérieurement (probablement avril).
  • Need to talk to BAFU people and double check that current arrangements will work to re-instate P1.
  • Waste disposal and neutralised liquids are key issues for approval - their proposed visit was delayed sine die with move! Procédure standardisée à définir par projet.

Point 3: Events

  • Ramène ta Science - 16march (to bring new stickers, ordered by Luc H! other info??)
  • FoodRepo DNA - 4may? A confirmer (with SwissDeCode and the EPFL Digital Epidemiology lab -> and a Minion sequencer!)
  • Pendaison de crémaillère: Me 12/6, envoyer annonce avant le 3 mai pour parution journal Ecublens le 3 juin.
  • Octobre : Grosse fête des 5 ans (30 août pour parution 1 oct). Cf. rentrée étudiante mi-septembre (journée accueil cf. Octanis) -- provisoire : 5 octobre

Proposal for decision on dates and help needed
Vote result and/or next steps agreed upon - Who is in?

  • Wiki needs love: editathon!! Dates? => Shalf propose un samedi en avril

Point 4: Online tools changes & investment

Shalf, 15 minutes.
aka our website is broken, and some updates for the backend might be needed too.
Long-term strategy & budget proposal + vote.

Proposal for decision and/or help needed
Vote result and/or next steps agreed upon

Point 5: Biochinage needed?

Shalf, 5 minutes.

  • List of tools we do not have (anymore) and need now for a precise project that is blocked because of it.

P1 lab needs - smaller hood, autoclave (making do with pressure cooker - 12L one ordered), dissecting scope. Electronics choses/microscopy optics?

  • Campaign to find a partner/donator willing to let us use a vehicle for this for free or less?
  • Dates, budget, contacts, leaders/contributors

Proposal for decision and/or help needed
Rachel & Olivier as Biosafety Officers, avec l'aide des contacts de Luc H. & Yann H.
Vote result and/or next steps agreed upon

Point 6: Statut d'utilité public

Yann, 5 minutes.

Constitution d'un groupe de travail pour aider Masoud à compléter le dossier plus vite. Join the dedicated slack chan to contribute: wg-exoneration-fisc
Anne-Laure dispo pour ça et en train de le faire pour une autre orga. Proposal for decision and/or help needed
Vote result and/or next steps agreed upon

Point 7: Should we join some interesting organizations?

Shalf, 5 minutes.

1. Should we join coworking.ch, at least as observators?

Why? We have always been a coworking community for biologists and curious minds, basically. This movement needs us, and we might need to cooperate more with other folks having that kind of values.
Their GA is March 21 in Solothurn, Shalf will be there already for other business (he's been a member since 2016 re: his coworking activities), should he formally register to represent Hackuarium at that occasion?
Membership options & rights
Vote result and/or next steps agreed upon 5 voix pour Shalf parle d'Hackuarium là-bas cette fois. 1 abstention.

2. Should we be listed on included.co?

Shared buying power. They do a lot of good stuff for shared/hybrid spaces communities around the world, and the founder is a trusted friend. For instance, they sponsored this awesome academic project: Coworking Library. It is free for us (their terms, see clause 9 in particular for biz model -- their privacy policy). There is currently e.g. a Revolut for Business offer that could give us a pre-paid biz credit card for free for 6 months, no strings attached.
Vote result and/or next steps agreed upon Attente -- next time, cf. avis Masoud

3. Should we join the SVSN?

Société Vaudoise de Sciences Naturelles
We could join as an association.

Vote results and/or next steps agreed upon Attente -- next time

Point 8: Other Business -- Attente next time

  • Mural project - call for ideas
  • Stagiaires - if you want some from the EPFL for your projects, need to make official offers!
  • New Members !!bring friends
  • Expect WaterDropDNA group cash (membership/donation)...
  • Projects with workshop ideas?? We need you to commit, for a list of offers to commune! (10Apr meeting with Culture person)

Things that will be taken care of before/after the meeting

Aka the things we do not need to waste time talking about if it has been (self-)assigned to someone, documented here, and a deadline set up and shared if needed.

Changes to Bylaws

The revisions to the bylaws voted on during the AG need to be implemented. Yann has made the Changes and RA is printing this out for signatures tonight!

  • Article 3 of the Statutes: to put our current address, Route de Crochy 20, Ecublens
  • Article 5 of the Statutes: to say we will work in good faith with the Space Alliance Cooperative

Yann took care of it updated them Statuts Association Hackuarium --Shalf (talk) 10:18, 8 March 2019 (UTC) Yay!
We still need to officialise our membership as an association in the Coopérative! (it has been voted on by the last GA, and you had even the power to join as a moral person since the previous one, I thought it was done since day one tbh, that was the mandate.. What is needed? --Shalf (talk) 08:41, 13 March 2019 (UTC))

Other Things

  • Récurrence prochains Board Meeting les 2e mercredi de chaque mois, prochain 10/4, 18h30-19h30.