January 17th, 2020

Present Board: Liam, Josh, Jack, Lloyd, Casey

Present Members: Isabel, Eresh

Dues and Participation points

• • No reason to deviate from $25 and 20 points – Lloyd
  • 22 last semester
  • Usually large gap between 15 and 20 points anyways – Josh
  • Two people last semester who could have met quota but were too fatigued to meet it – Jack
  • Moving down to 20 makes it more attainable – Lloyd
  • Tangent: Points have been down to 10 in 2010ish – Josh
  • Proposed to move down to 19 – Isabel
    • Similar number but perceived to be more attainable because of the difference
  • 20 is attainable, lower than 22 making it possible to ascertain interest from there – Casey
  • Want to find the threshold at which people would have kept going – Lloyd
  • Emphasize in emails the point values on – Josh
    • People low on points also may ignore emails – Jack
    • Reiterating will drive home its importance – Casey
    • Another board to put up point opportunities around – Jack
      • Also put other events and bulletins – Isabel
      • Support from Josh
  • Decision on 20 points for quota
  • $25 has worked in the past
    • Don’t want to lower it because of lab expansion
    • No complaints on amount heard
    • Decision on $25 for dues
  • Still having usual meeting on Sunday (8pm)
  • Budget due in 3rd scheduled board meeting
    • Will look at old budgets to create it – Liam
    • Need to look at amount budgeted vs spent on formal game night
      • May want more food, especially considering more members now – Isabel
  • Interviews
    • Questions for interviews? – Casey
    • Document exists in drive – Isabel, Lloyd
    • Access in CIF drive
    • Current interview questions:
      • Why are you interested in CIF?
      • What will you bring to CIF?
      • What are your technology interests?
      • Do you check your emails?
      • Discussion about levels of membership
    • Discuss levels of membership in more detail – Casey
      • Support from Josh
      • More detail into each separate level’s responsibilities – Casey
      • Get a commitment to check email and stay involved – Josh, Lloyd
      • Discuss mailing list as a level of membership
        • Club involvement
      • Don’t describe full as best / associate as “do nothing” option
      • Talk about possibilities
      • Lab accounts allow access to the lab and thus access to movie nights if show up during one
      • Cannot advertise movie nights in any way, but people can bring friends
        • Construct a discussion around it?
          • Probably not, stick with current system
      • Remove level of technology experience question in interviews
    • Getting an idea of what applicants are like – Casey
      • Make sure they will be respectful to other members
    • Emphasize that associates should attend something? – Jack
      • Can’t make people come, but can suggest – Josh, Casey
      • Make a guideline of how many events attended would typically correspond with each level of membership
      • Don’t go into detail about the participation points beyond fact that quota exists
    • Tangent: Recording associate participation points
      • Back end only
      • Harder for associates to get participation points, make sure to remember if considering someone for full membership – Jack
  • Increasing transparency
    • Lab
      • Can publicize schedule for lab features/planning – Jack
      • To-Do list that is public facing – Josh
    • Agenda and Roster public facing – Josh, Lloyd
    • Budget public facing – Lloyd
    • Not much for logistics
      • Housing points already to be made public
    • Roster through seeing other lab accounts – Jack
      • Can filter by membership – Jack
      • Should keep roster in another form – Josh
      • Google groups to streamline emails – Liam
        • No contacts on delegated emails – Lloyd, Josh
        • More personal/better recruitment with delegated emails – Casey
        • Contacts within emails? – Lloyd
        • No unified solution due to variety of people emailing often – Josh
        • Tabled for later discussion – Josh
  • Recruitment
    • 9 people at activities fair
    • Invited people forwarded by Julianne, told about game night
    • Open rooms for viewing – Lloyd
      • Casey can open her room to show smallest single
      • Jack/Josh can open theirs to show double
    • Showing double might weed out people trying to dodge lottery instead of interested in floor
      • Tell people about real possibility that they will have a double on floor
    • Walking around with a computer helped at the activities fair – Lloyd
      • Good model for future tabling – Lloyd
      • Brian said tabling in Sue B with RA’s walking past on tour this year – Josh
      • Focus more on the quad – Casey
        • No good location – Josh, Lloyd
        • Wilco has not worked well in the past – Lloyd
          • Entrance is flex tables, cannot use – Lloyd
        • Breakdown of current members housing first year – Casey
          • All non-transfer board members lived in Sue B first year (Liam, Josh, Lloyd, Jack)
          • Point made
          • Eresh also lived in Sue B
        • More flyers on the quad – Casey
        • More targeted flyers – Jack
          • Advertise the lab more once worth advertising – Josh
          • Focus on housing rather than events
        • ICLC has already started advertising
        • Flyers to go up when housing newsletter goes out – Liam
          • Variants for different areas – Josh
          • Plan to revamp flyers – Casey
          • Current ones are eye-catching – Casey
          • Make sure to put the date on the flyers – Casey
        • Paint tunnels for housing period – Liam
          • Need to decide on a time to paint the tunnels
            • SIH week probably
        • Chalkboard in Wilco – Liam
          • Too competitive
        • Paint the rocks outside Sue B – Liam
        • Easier to flyer Sue B than quad
        • Rethink flyering areas
          • Tunnels are difficult to flyer and also suffer from little attention from people passing through
          • Wilco and Rettner also need rethinking
          • Quad areas need more flyers
            • More than one per floor – large buildings
            • Keep Burton and Crosby grouped, but split Lovejoy, Tiernan, Hoeing
            • Problems: People don’t normally visit the quad, might not know their way around, don’t want to flyer entire quad
  • Appointed positions reevaluations
    • Kitchen goddess – keep
    • Lab lord
      • Might not be as useful with reorganization – Jack
      • Still useful to have printers maintained and maintaining trash cans, cleaning, etc. – Josh
    • Sysadmin
      • If we can get someone passionate for it – Josh
    • Flyboy – Keep
    • Hall council rep – Need
      • Worst comes to worst a board member takes it
      • Ask floor
    • Paparazzi – Keep
    • King of games – Keep
      • Know from experience that is needed – Josh
    • New suggestions?
      • Social Media chair – Lloyd
        • CCC and facebook
        • Website content if willing – Lloyd, Josh
        • Should this be part of paparazzi? – Casey
          • Already enough? – Josh
          • Will need to constantly coordinate with paparazzi, streamline – Casey
          • Pictures should already be publicly available – Josh
          • Don’t want to have trouble filling positions
          • Different sets of skills/approach required for the two positions – Liam
        • “Social Czar”
      • More people on a position if it makes it get done better – Josh
      • Judicial council – 3 people elected
        • Contingency if an issue ever comes up – Lloyd
        • Don’t want the same people for everything – Casey
        • Call for an election if board unable for any reason to effectively administer issue
          • Top 3 get elected from a set of candidates
        • Board agrees to enact solution that judicial council returns with
          • Board will still make decision
        • Board members can vote dependent on case, board members cannot vote if any member implicated
        • Split this into two types of judicial council
          • One to review board actions – 3 elected individuals, board does not vote
            • Board obeys any decision made by council, floor can overturn?
            • Board still makes decision, but ⅔ of floor present when gathered for a vote can overturn – suggested by Eresh
          • One to assist board – 3 appointed individuals
            • Board takes input from council, makes final decision
  • Alumni outreach
    • Create facebook group of alumni
    • Make sure to notify alumni further in advance of events
      • CIFnic, formal game night
  • Lab status report
    • Card reader: working – Jack
      • Functional but old code will not work in java 11 → java 8 end of life in 3-4 (6-7 max through redhat) years (need to update at some point soon, in extended support now)
      • USB card reader? Serial port might not be feasible – Josh
        • Current cost roughly $50
    • Website: working but old – Josh
      • What should be migrated?
        • Meeting minutes should be kept
        • Will see a gap in archive in minutes/announcements on website
        • Full upgrade with only new stuff or upgrade with existing documents
      • Website accounts to make announcements
    • CIF bounty program to fix something that needs fixing for more participation points
    • Add wiki page of manufacturer sunset on all products used in lab
      • Spreadsheet for EOL on all
    • Printer: BW working over USB, Color not working (grinding noises, yay!)
      • BW prints double sided now – do not lift back part
    • Game consoles
      • Game cube
      • Buy a wiimote?
    • Upgrades, priorities, etc
      • OS on card reader replaced
      • Lab mistress/Lab mistress () deprecated
        • Replaced with new LDAP server
      • Critical Servers
        • Citadel – IDM server (Active directory server replacement)
        • Dantooine – replacement DNS server
        • Ben the router
        • 2 planned VM servers (EbonHawk and Normandy)
        • HAL (new door control)
      • Other servers
        • Ackerman – monitoring server, central command server
        • Reach – backup server
        • Black mesa – Storage server
          • Unlimited storage until abused
        • Aperture – surveillance server
        • Tempest – VM server
        • Crucible – backup IDM server
      • Setting up a print server – Josh
      • Should be better on Saturday – Josh
        • Lab tour for GIM
          • Can be done by non tech directors, ideally would have them there
          • 1 point for helping clean lab before game night
        • Purchases
          • Need a higher tech budget for upgrading lab
          • Cast off materials from BlueHive?
          • Talking to Joe and Tony → Josh, Jack, Casey?
            • Mention giving back to community
        • Should we offer to give out guest accounts? – Jack
          • Evaluate interest and give one if they are interested
      • Lab accounts
        • Google form to request accounts
        • Manual administration of lab account creation
      • Sending out poll for software on lab image – Josh
        • Interests from floor
        • Jack, Josh will create poll and send out by Sunday
      • Prune lab equipment we don’t need
      • CCC Updates
        • CCC page has been updated to a usable state by Josh
        • CCC members have been added to the mailing list by Casey
          • Duplicates purged
  • Adding an incentive to bring non-CIF members to events
    • Has happened in the past
    • How would we make this work?
      • Question on the application of how applicant heard of CIF
        • Give a point to a person if they were named as a way that the applicant heard of CIF
  • Recording Board meetings (timestamps in minutes)
    • Make them available by request
    • The Sec-Treas supports this idea
    • Make sure they’re secure
    • Get a mic for the lab and check it out for board meetings
  • Donations to floor
    • Ask for better mousepads for the lab
  • Suggestion box
    • Nothing significant
  • Purchases
    • Have label maker but need labels
      • $10 budget
    • Buy a real ladder?
  • Reach out to Reslife to see if there is a possibility of creating a contact with Facilities
    • Add to an eboard job description
  • Reach out to departments
    • CS and Data Science

• Closed Session

• Intermission
• Modifying CIF calendar → Casey added items to this during meeting
• Schedule all knowable events in the semester
  • Board meetings: Sundays at 8pm
    • Last meeting planned for April 26
    • No meeting during spring break
    • Casey anticipated absence April 15
  • Floor meetings: Sundays at 9pm
    • Most popular on doodle poll
    • Every 2 weeks (on calendar)
  • Game nights
    • Returning to 1 a month to reduce fatigue
    • Add another monthly event
    • Putting them 3rd week of every month
    • Retain theme poll
  • Movie nights
    • Classic films? Out of copyright
      • Coordinate with URCG?
  • CIFx talks
    • Off weeks from floor meetings, same time
    • Moving the one the weekend of formal game night before
  • Night to Code
    • Corresponding with project due dates
    • 1 month intervals?
    • Snacks in the lab and time to spend time in the lab
    • Saturday nights – second Saturday of each month at 8pm to late
  • Tech Seminars
    • CSC 173 → intro to C and Unix
      • Addressing issues with students being unfamiliar with C
      • Saturday, January 25
      • Douglass room or in the lab
      • How to use compilers and how to navigate the cycle machines
      • “C Setup Environment” Tech Seminar
      • Talking to professors (Ferguson) and departments/undergraduate council
    • April fools – regrettably on a wednesday
    • Typically the week after game nights
    • Problems most encountered with IT?
      • Guide to joining the WIFI during orientation next year
  • Leave a Saturday each month free for assorted events
    • Game jam/Hackathon/Scratchathon
      • Gauge interest first
    • Weird games day
  • Formal Game Night
    • April 18 – standard times
  • CIFnic
    • April 19 – noonish
  • Start emailing for CIFnic and Formal game night soon (now)
  • Try to leverage CIF resources to assist university departments or clubs with historical data/resources
    • Probably don’t have the resources to do data storage/databases
    • Data analytics for other clubs?
    • Would help build community here and get us into the university more
      • Helps people give back and looks good for us
  • Work with makerspace maybe for tech seminar-like ideas
    • cosponsoring?
  • 3D Printers available in rettner
    • Check with floor to find anyone who can work with a 3D printer
• Dues
  • Due February 2
  • Dues due 2/2
• Make a board of CIF’s history either in the core or lab
• Tell people about the next event at each event
  • Need better templates if want to hand out flyers – hand out schedule?
  • Fill in calendar in the core
• Update google calendar
• Lights in the windows
  • Price out green lights

Responsibilities for next meeting

• Lloyd – Contact CCC, reserve Douglass room, send probation emails/schedule meetings
• Casey – Reach out to Julianne about reaching out to facilities and about putting lights in windows
• Jack – bringing servers online
• Josh – email ferguson, clean up lab, plan tech seminar, look into google groups
• Liam – standard duties and clean transitions, get discord transitioned

5 hour mark reached – meeting completed