Orion/2. Areas/Sapien/knowledge/Sapien Meeting Notes 5-25-26 Readout.md

type	source	meeting-date	batch	processed
meeting-readout	Sapien Meeting Notes 5-25-26.docx	2026-05-25	3/7	2026-09-05

Sapien Team Meeting — 2026-05-25 (Readout)

1. Decisions

decision	who	date
Staff accountability structure: dedicated Sapien-needs Telegram chat (on-site hands only) + weekly all-hands meeting; Tom starts the chat (Jay is "guns blazing"), framed as "you're in staff housing, we're looping you in to weekly staff accountability meetings"	Jenelle / Tom	2026-05-25
Jay's weekly task rotation: everyone he's spoken to is open to picking up one task/week; list pinned in the Telegram chat; standalone tasks (sweep gym, clean staff fridge, rearrange coffee stand, sort under-stairs) + involved tasks (patio cover over walkway at adjacent house); Jay texts 4 named people (Dawei, Apollo, Ben, +1) for one thing done by week's end	Jay	2026-05-25
Staff-housing accountability principle: living in staff housing ≠ lower accountability; "if they don't do anything, they're not going to get kicked out of staff housing" is the failure mode to fix	Jenelle / Tom	2026-05-25
Wednesday rave: decision deferred — collectively "we don't do those types of events" in general, but no explicit no for this Wednesday; needs lease clarity (Poly/investors) + noise permit; Jacob (organizer, $10k of equipment) waits a few hours for an answer after the lease meeting; decibel meter / silent-disco options offered	Collette / Jenelle	2026-05-25
Nextcloud onboarding: large onboarding session scheduled (Tom to organize after talking to Poly; Collette to teach; expectations on usage frequency to be set)	Tom / Poly / Collette	2026-05-25
One wiki for internal knowledge: Allen already built a brand-new wiki for Collette (training documentation, "just created," "nothing on it right now"); Asif gets access to evaluate; goal = internal team knowledge base incl. scattered info ("Poly's sermons")	Collette / Allen / Asif	2026-05-25
Executive team info form (Nextcloud): fill out, send to Jay's DM; Jay DMs non-submitters	Jay	2026-05-25

Cross-check vs 06-DECISIONS:

• Consistent with 5/11 (Jay/Tom into employed roles; weekly meetings; Telegram over Nextcloud for ops).
• ⚠️ Tension: 5/18 "No public Sapien Telegram… members-only group" vs 5/25 "dedicated chat for on-site hands" — these are separate channels (staff vs members), not a reversal, but the channel sprawl is a gap.
• Tom's door-unlocked incident (left for Zilker, door unlocked ~2 hrs; another 10-hr absence) is the trigger for the staff-housing accountability decision.

2. Action Items

owner	task	due date	project	status
Tom	Create Telegram group chat for staff-housing support members	NO DATE	Sapien / Ops	open
Jay	Convene weekly accountability meeting for Sapien support staff	weekly, start NO DATE	Sapien / Ops	open
Jay	Text Dawei, Apollo, Ben, +1 — one task each by end of week; keep the list pinned; recruit more names	this week	Sapien / Ops	open
Tom	(committed in-meeting) Clean out staff fridge + coffee stand by Tuesday	2026-05-27	Sapien / Ops	open
Steph	Check CRM: roles properly fleshed out with correct accountabilities + assignees clear on expectations	NO DATE	Sapien / CRM	open
Jay	DM anyone who doesn't submit the executive team info form	NO DATE	L484 / Knowledge	open
exec team	Fill out Nextcloud team info form → Jay's DM	NO DATE	L484 / Knowledge	open
Tom	Schedule Nextcloud onboarding after talking to Poly	NO DATE	Sapien / Onboarding	open
Collette	Teach Nextcloud onboarding; provide wiki link to Asif	NO DATE	L484 / Onboarding	open
team	Review Jen's documents + reply with notes: Sapien event form, inventory order sheet, sponsorship sheet, event prep procedures, venue one-pager, membership info	NO DATE	Sapien / Docs	open
Collette	Get Jacob a definitive answer on Wednesday's event after lease meeting	hours (5/25)	Sapien / Events	open
Jenelle	Solidify lease with Poly/investors; noise permit for events	NO DATE	Sapien / Events	open
UNASSIGNED	Asif lease update — "we're a few hours premature on these answers"	after lease meeting	Sapien / Legal	open

3. Project Links

• Sapien → new project candidate (staff model + wiki + onboarding)
• L484 / Knowledge (wiki, exec info form, Jay's knowledge graph from 5/11) → sub-track
• Jacob's event collective — friend group raising investors for "a venue covered in art, temple space"; looking for venues to meet with; Jacob "does not currently live here"
• Keynctr (keynctr 1) — not mentioned. (Jacob: "Avi has my Telegram" — Avi is Jacob's contact point, not a work assignment.)

4. Knowledge

• Tom's absences: door unlocked ~2 hrs (Zilker trip); 10 hours out the previous day — while two people live in the building.
• Staff-housing dynamic: people outside come from the lab, visit, eat things, leave things → Jay/Tom end up doing other people's work.
• Nextcloud: "clunk and un-user-friendly" (Asif); nobody knows how to use it; onboarding needed.
• Wiki: Allen created it for Collette for training documentation; "your procedures are only as good as your technical documentation. Needs to be tested before it's documented" (Collette).
• Jacob: $10k of event equipment; last event "hit ideal profit mark, so we made money"; offers decibel meter to stay under noise limits or silent-disco headphones; his other venue fell through.
• Rave history: "originally was told this went great, you're welcome back" — then lease issues changed things; "a lot of things changed with the lease."
• Mackenze's task-assignment skepticism: "if I was in Apollo or Dawei's shoes, I would not be looking for input on that" (i.e., people skim the Telegram chat; a pinned list is a reference, not an assignment system).
• CRM as task system: "we could easily have people sign up and assign people to asks on the CRM" (Tom) — not yet done.

5. Troubleshooting

• Door left unlocked (Tom, Zilker trip) — "can't happen again when we have 2 people living in the building." Fix: staff chat + weekly accountability; (no key/code protocol change recorded here).
• Task assignment not sticking — volunteers agree, then it "stays on the list." Fix: named asks with Friday check-ins; (CRM assignment proposed, not built).
• Nextcloud abandonment — fix: onboarding session (Collette teaches) + stated usage expectations.
• Knowledge scattered (multiple clouds, chats, "Poly's sermons") — fix: single wiki (Collette/Allen) + exec info form.
• Noise/complaints risk for events — Jacob's decibel-meter/silent-disco proposal; noise permit pending.

6. Open Questions

• Wednesday rave: yes/no? (lease + noise permit gating)
• Asif lease: what are the "answers" everyone is premature on?
• Who is the manager? (Jenelle's "if you want to be the manager…" — Jay's role still being shaped; 3-month trial from 5/11 ongoing)
• Does the staff Telegram replace or coexist with the members-only Telegram (5/18)?
• Will the CRM get a task-assignment flow (Tom's proposal)?

7. Gaps

• Weekly accountability meeting: no date set ("schedule an all-hands meeting for your team").
• Noise permit: no owner beyond Jenelle's general "solidify things."
• Document review (Jen's 6 docs): "provide feedback" with no date or response channel specified.
• Exec info form: no deadline; Jay's follow-up is manual DMs.
• Jacob's answer was promised "in a few hours" — outcome not in these notes.
• Asif's lease thread opened and closed in one line — the substance is missing.

8. My Follow-Ups (Avi)

1. Fill out the executive team info form (Nextcloud → send to Jay's DM) if Avi is on the executive team — Jay will DM non-submitters. [LOW CONFIDENCE whether Avi is in-scope; form is for "the executive team"]
2. Avi is Jacob's contact ("Avi has my Telegram") — if the Wednesday event gets a yes, expect Jacob to reach out.
3. Adjacent [INFERRED]: the wiki (Collette/Allen) is the lab's internal knowledge base — a good place for any documentation Avi produces.

Email Summary

5/25 built Sapien's staffing spine after a door-left-unlocked incident: a dedicated on-site-hands Telegram chat (Tom starts it) plus a weekly accountability meeting Jay will convene for staff-housing residents, and Jay's one-task-per-person-per-week rotation (pinned list, Friday check-ins; Tom committed to the staff fridge + coffee stand by Tuesday). Nextcloud gets a proper onboarding — Collette teaching, Poly's voice behind it — because "no one is using it." Allen's new wiki (built for Collette's training docs) becomes the internal knowledge base, with Asif getting access to evaluate. The Wednesday rave stayed undecided pending the lease outcome and a noise permit, and organizer Jacob (who has $10k of gear and a profitable last run) was asked to wait a few hours for an answer. Six of Jen's operating documents went out for team review.