Meeting Minutes

Board Meeting Minutes

September 26th, 2021

Board Meeting Attendance: Ryan O’Dell, Craig McIlwrath, Lloyd Page, Casey A’Hearn, Joshua Coppola, Keegan Matthews, Emersyn Harris

  • Tech Seminar
    • Will be rescheduled at a future date
      • Planned Date: October 9th
      • Time: 2-4pm
    • We’ll need to start postering ASAP
    • Sophie will be willing to design posters for the tech seminar, so we’ll reach out to her
      • This poster will need to be done October 1st if possible
      • Theme: GIT
      • Will have a room for it when possible
    • Game Jam
      • October 8th-9th, 24hr session with a tech seminar in between
      • Will need posters
    • Meliora Weekend
      • Josh and Casey will not be there for Meliora Weekend
        • Lloyd will take point on the 2nd
      • Keegan will be on point for the firepit as he has the training for it
    • Tech Update
      • Color Printers
        • There was no luck on YouTube for videos on how to fix the printer; it appears to be something of a lost cause
        • We’ll have to do some research for a more professional grade printer
          • Preliminary Budget for the printer: $300
          • We’ll vote on this when we find something
      • Craig and Lloyd will check the lab
    • Floor Meeting
      • There’s a floor meeting on the 3rd, so Lloyd will take charge of the meeting

September 19th, 2021

Board Meeting Attendance: Ryan ODell, Craig McIlwrath, Lloyd Page, Casey A’Hearn, Keegan Matthews. Dan Cohen, Sarah O’Connor, Liam Hainsworth, Emersyn Harris, Ronin Ross, Joshua Coppola

  •  Budget
    • Vote on the Budget
      • Unanimous in favor
  • 09/18 Game Night
      • Was successful for the post-pandemic conditions, not to pre-pandemic levels
      • Will need to make flyers more accessible/lean on the fly boys to get this taken care of
        • They need to go up faster in any case
        • Flyers for the four of the Quad and the Tunnels did not go up at all, will need to be done
    • Tech Seminar
      • Flyers will have to go up immediately
      • Michael, the SIH advisor, can offer assistance in putting the flyers up
        • Casey will be contacting him immediately
      • The old tech seminar flyer template will work here
    • Meliora Weekend Game Night
      • Casey won’t be there, but will attempt to cover the design for flyers for the game night
    • Weekend Highlights
      • Ryan will resume the practice of sending out weekend highlights
      • Minecraft night, tech seminar, literally anything short of the board and floor meetings will be on there
      • We will also be including the CIFX Talks in the weekend highlights
    • Minecraft Night
      • Craig will update the server
  • Collaboration
    • The Videogame Development club is in the process of changing their eboard, so it’s unknown when they will be able to offer collaboration
    • We have contacts with URSGA for collaboration (Ryan, Sarah, and Liam are all possible leads)
      • Co-sponsorship for the game night on Halloween is a possibility, will need to reach out
    • Late Nights still in existence, could be another option for collaboration, Ryan will reach out
  • Fire Training
    • There’s a fire training session on Friday at 3pm
    • Keegan Matthews has agreed to see it done
    • The smores event can be scheduled
    • Will circle back to it at the floor meeting if anyone else wants to do it
    • October 1st at 8pm is the expected date and time for the event
  • Tech Updates
    • The color printer is still being problematic
      • Lloyd and Josh attempted to take it apart, were unsuccessful thus far
      • They will look into YouTube videos to see if there’s anything else to be done to salvage it
      • If they are unsuccessful there, it will likely then be beyond salvaging
    • Facilities moved ahead on fixing the leak
      • It’s unclear about when they’ll move on fixing the outlet
      • In the near future (tomorrow,) we will be losing access to the lab. We must move immediately to clear out that which we need from the lab, post-floor meeting.
    • Constitution Protocols
      • We need to have 75% of all membership to pass the constitution
        • That’s roughly 21 people total
      • We will have to make ballots
      • If this fails, we will have to re-propose it as an amendment or alternatively we could leave it up to the present membership
        • This will be 66% membership as required, with a simple majority required
      • Start by going over everything, then procedural vote on how we’re voting on this, then finally vote on the constitution itself
      • Failure to reach quorum will likely mean that we revisit it in the Spring Semester
    • Appointed Positions Meeting
      • Flyer Boy- Ronin Ross
        • Objectives: Facilitate that all flyers get put up, either with Sophie (the other fly boy) or by other members of CIF
      • Social Tsar- Emersyn Harris
        • Objectives: Manage the Facebook page, create an Instagram page for CIF, connecting with other groups on campus, taking photos

September 5th, 2021

Interview Attendance: Farouq Alsalih, Craig McIlwrath, Ryan O’Dell, Casey A’Hearn, Keegan Matthews, Lloyd Page, Josh Coppola

  • Interview Minutes
    • Name: Farouq Alsalih
    • How They Heard of Us: From a flyer for the activities fair
    • Interest Level of Membership: Associate Membership
    • Vote: Unanimous in Favor

 

 

Probation Meeting Attendance: Ronin Ross, Craig McIlwrath, Ryan O’Dell, Casey A’Hearn, Keegan Matthews, Lloyd Page, Josh Coppola

  • Case
    • Reason: Lack of participation points from last semester
    • Defendant: Casey A’Hearn
      • Defendant dabs on the charges
    • Outcome: No probation because of shown improvement in points
      • Unanimous vote in favor of the outcome
      • Defendant dabs on the outcome

 

 

Board Meeting Attendance: Ronin Ross, Craig McIlwrath, Ryan O’Dell, Casey A’Hearn, Keegan Matthews, Lloyd Page, Josh Coppola

 

Board Meeting

  • Tech Updates
    • All printers save for the color printer
      • Color printer needs toner
    • $30 to be spent on toner
      • Unanimous in favor
    • Discord
      • Random Discord bot which should not have been there will be removed
      • Vote for removing the bot
        • Unanimous in favor
      • Vote for CIF to be added to the UR Student Hub
        • Unanimous in favor
      • PKT Smash Bros Tournament
        • Date: Tuesday 7th, from 6pm-8pm
        • Location: Bridge Lounge
        • Will be advertised to our members
      • Application
        • Updates to the application have been completed

September 4th, 2021

Board Meeting Attendance: Keegan Matthews, Josh Coppola, Casey A’Hearn, Emersyn Harris, Craig McIlrwrath, Ryan O’Dell, Lloyd Page, Elana Elman

 

  • Co-sponsorships
    • Esports- Emersyn is in touch with the esports board to possibly do a collaboration with the Super Smash Bros people
    • Other SIHs- We will continue to attempt to collaborate with other SIHs, though they appear to be something of a wild card with getting them over to Jackson Court
      • We actually have contact with Lillac this time around, they could be an option for collaboration pending on the strength of their membership and how active they are
    • Esports and SIHs
      • Emersyn proposed that we do a combined SIH and Esports Super Smash Bros tournament in November, will discuss in the future
      • It has been approved, will preferably be done on a Friday, Esports will take lead on this one
    • Wicmic- Unsure about the degree to which we have contacts there, if we don’t then we will have to reconnect with them for the CIFX talks and other events
    • Google Student Developers- We will be looking to possibly working with them, though nothing is certain yet
    • Video Game Developer Club- Still fairly uncertain about their numbers, they will be a group to keep an eye on for co-sponsorships
      • Game Jam could be an event that they could be perfect for co-sponsorship
    • Undergraduate History Council- UHC has agreed to co-sponsor a CIFX talk, possibly future cooperation in the future
    • Other SIHs- We will continue to attempt to collaborate with other SIHs, though they appear to be something of a wild card with getting them over to Jackson Court
      • We actually have contact with Lillac this time around, they could be an option for collaboration

 

 

  • Makerspace and 3-D Printing
    • Reach out to Rettner for a possible 3-D printing event
    • We will need to make contact with Makerspace about collaboration
    • Also will need to gauge the interest in this prospect at the floor meeting tomorrow
  • Other Undergraduate Councils/Groups
    • Ryan proposed that we propose on the floor meeting tomorrow that we reach out to members if they have contacts in other groups

 

  • Movie Nights
    • This will be dependent on when we can have access to the lab, and if we can’t have access to the lab in the foreseeable future, we will be unable to
  • Scheduling/ Events we want to do
    • CIFX Talks- Josh proposed that we potentially have CIFX talks after the floor meetings, pending on how many people sign on for the CIFX talks
      • A lack of people doing them could mean that we don’t do CIFX talks after every single meeting
      • Staying on days that we have board meetings on weeks we don’t have floor meetings, 9pm-10pm
      • Specialty CIFX will be TBD
    • Tech Seminars
      • Tech Seminars will be once a month at the discretion of the tech directors
      • They will be the off weeks from the game nights
      • Perspective Dates
        • September 25th
        • October 23rd
        • November 6th
        • December 4th
      • Example of topics include internet security/privacy
    • CIFsgiving
      • Date will be the 20th of November in the early roughly 3pm
    • Night to Code
      • Would like to bring them back, will be members only until the lab is open
      • Thursdays before game nights at 8pm until people no longer have the desire to work on their projects
    • Minecraft Night (possibly being revived)
      • Need to have the Minecraft server updated, Craig is on it
      • Will be on Friday nights on the weeks of the Tech Seminars at 8pm
      • Don’t need to advertise it, it’ll be a chill event
      • Won’t be one in December
    • Don’t Freeze Together
      • Date will be the 3rd of December at 8pm until late
      • We will need to ask at the floor meeting for people willing to be fire trained
    • Game Nights
      • Game nights generally will be on a Saturday at 8pm
      • 1st Game Night will be the 18th of September
      • October 2nd will be another game night
      • October 30th will be our Halloween game night
      • November 13th be another game night
      • Themed game nights will be making a reappearance after
    • Casual event will be during reading week, members only and members driven; it will be like a study break, very informal
      • This will be revisited at a later meeting
    • Game Jam
      • 24hrs starting at 2pm on Friday until 2pm the next day
      • October 8th-9th
      • Talk to members for tomorrow’s meeting
    • Meliora Weekend
      • Friday night smores
      • Game night Saturday night
      • Alumni Outreach- we will need to get a Facebook group, with a QR code for people to join
        • This will correspond with the meeting tomorrow with the appointed positions
        • Mostly we’ll be relying on alumni to reach out to alumni, though Discord and the Facebook page will be handy for our direct outreach
      • CCC Page
        • All members have been theoretically accounted for (still some issues with Josh’s CCC and Lloyd’s CCC)
        • We are reregistered
        • Member list will have to be updated
        • Advertising events- we should put them on CCC, as well as Discord and proper flyers like in the past (black and white as well as color flyers)
          • We will have to purchase toners in the near future
          • Talk to Tony about getting a colored printer next Friday
        • Appointed Positions
          • Points per month
            • 1pt for good job
            • 0.5pts for an average job
            • 0 for a bad job
          • We will discuss more about this tomorrow
        • Application
          • Return of “How did you hear about us” question seems very likely, so as to figure out what advertisement works vs what is less effective
          • Will tweak it more as needed
        • Interview and Probation Meeting
          • Interview: Tomorrow at 7:30pm there will be an interview
          • Probation Meeting: Tomorrow at 8pm
        • Program with Makerspace and
        • Announcement
          • Approved announcement from Ayiana for studio X announcement
        • Name Tags
          • Will put out a poll to figure out a theme for nametags, to be discussed tomorrow at the floor meeting
          • Emersyn’s mom is willing to make the nametags for us
        • Goals for the Semester
          • The first goal will be to get events happening again to a similar cadence to pre-pandemic levels
          • Second goal will be restoring attendance to somewhat similar pre-pandemic levels
          • The lab will hopefully be utilized more frequently when possible as well as the VR stuff being further incorporated
          • We would like to reevaluate recruiting practices and application interview processes, updating the numbers of members along associate, full, etc. status
          • Tech Directors- restore the card reader, migrate the servers away Cent-OS8
          • Maintaining our responsibilities to the E4E

August 29th, 2021

Board Meeting

Casey A’Hearn, Emersyn Harris, Craig McIlwrath, Keegan Matthews, Joshua Coppola, Lloyd Page, Ryan O’Dell, Bailey Rike, Ronin Ross

 

  • Tech directors need delegated emails, will have to make a meeting with Tony
  • CIF Email may need an updated password, as it has been 2½ boards since last change, Lloyd will take point
  • Past board members must set up a meeting with new board members
  • SIH
    • Four Main Categories + Leadership Training
      • Programming: needs 2 programs for the fall, 2 for the spring
      • Membership involvement: don’t worry about it
      • Membership retention and recruitment: should be easier since the pandemic has lifted
      • Community service: printers, the CIF lab and tech seminars
      • Leadership:
      • President must be at 75% of meetings
      • meet with advisor,
      • connecting with and working with the leadership ambassadors (a new group that could give us money) every month with strings attached
      • at least 3 board members must attend leadership training, leadership transition process in the spring
      • 25% of our group encouraged to participate in the Medallion program by April 1st, CAN GET A STAR
      • We are getting $100 a semester, works like club budgets but for Reslife (looking to increase or decrease as needed)
    • Chairs needs contact the advisor to meet with Reslife contact to discuss…something, unknown objectives of the meeting (preferable that both chairs go)
    • E3 went well, can be used as a model for the future E3 events
    • Higher ups want increased collaboration between CIF and other groups on campus
      • Specific talks with the UHC and Esports club for CIFX talks and possibly a late semester trip
    • Collaboration between Eboard positions to do the spreadsheets and the possibility of consequences for missing dues and the participation points
      • Define our goals at the event planning meeting and movie nights
    • Recruitment
      • Update advertising materials
      • Rolling admissions in a less conspicuous location on our website, stickied application link in the Discord for accessibility, link for lab access form pinned as well
      • Increase foot traffic on our floor
      • Incentives: same as last year
    • Programming
      • Use tools as necessary (IE Google Calendar), open board meetings should be advertised and encourage non-board members to participate
      • Possibly move the suggestion box to the general on the Discord, bring back the physical suggestion box on the floor (anonymity optional)
    • Contacts
      • Keep the Gmail and the Discord updated as far as memberships status goes
      • Specify what the membership change occurs in the Gmail, nobody should be decreasing membership in the Discord
      • Encourage emails over Discord for membership stuff
      • Change “mailing list” title to “friends”
    • Update the Website Board
      • Needs to Happen
      • Lloyd will mentor Craig on this
    • Participation Points and Dues
      • Dues will remain at $25 for the semester
        • Vote Unanimous in Favor
      • Unknown about the Reslife matter as far as an additional revenue
      • Participation Points Requirement: 20pts
        • Unanimous in favor
      • Non-voted Positions
        • Appointed positions will be discussed at the next floor meeting
          • Keeping all positions save for Hall Council Rep and Paparazzi (paparazzi will be rolled into the Social Czar position)
        • Punishments for the Past Quota Violations
          • Probation meetings handled on a case-by-case basis
          • There will be a probation meeting for one on-floor member to be handled over next week’s meeting
          • 5 events as of August 29th
        • Interviews
          • Starting Sunday, we will be open to scheduling interviews in done with the default being in person, though we will have the option of online interviews if needed.
          • At the moment, we have one official applicant, with two possible additional ones to be scheduled at a later date.
        • Last Night’s Game Night
          • Better than Covid-era game nights, not as good as pre-pandemic conditions
          • There was limited advertisement and extremely short notice, so all things considered, this was successful
          • Themed game nights are back in discussion, will be tabled until further notice
          • Event meeting will be done on Saturday, September 4th at 1pm until dinnertime or until we finish; this will be open to everyone
        • Constitution
          • We are discussing updating the Constitution! Contact board if you are interested in reading it!
        • New Channels
          • Unanimous Vote in Favor

August 23rd, 2021

Attendance: Isabel Anderson, Cole Balacek, Dan Cohen, Josh Coppola, Emersyn Harris, Jason Katzner, Tianyi Ma, Keegan Matthews, Sarah O’Connor, Ryan ODell, Lloyd Page, Div Patel, Sophie Stahl

  • Just because Isabel is gone does not mean we need to replace her re: points obsession
    • This is important information
  • Things to discuss: The Lab SituationTM, elections, Isabel’s half-baked mel weekend, constitution, leadership training, activities fair
  • SIH tabling opportunity
    • We are not allowed to table at the activities fair–heck you WCSA!
    • One of the actual adults has suggested tabling in ResLife areas at the same time–this is a bad idea since it won’t get as many people–we could table before the fair instead
    • Alternatively, we can show up with a table and kind of go rogue since it’s outdoors and we have the space
      • Probably won’t chat with advisor about this, but will talk to other SIH groups
    • Conclusion: we need to table before (1-3 or 2-4) and/or nearby (whether in WilCo or outside)
      • Emersyn will suggest both to advisor
  • Lab update
    • The card reader is offline thanks to a leak that shorted the card reader out
      • I cannot emphasize enough that this is not our fault
    • Rugs were damaged
    • Facilities is working on this but to fix it there will be asbestos access issues in the meantime since it is a multi-floor issue
    • AC is working again
    • Servers are still running
    • As a result, we will be doing the following:
      • Removing printers so they are still accessible
      • Moving furniture and games into suites ASAP
      • Moving a few servers out so we can prepare them for after
    • This sucks, but it is out of our hands and facilities is at least making progress
    • We will hopefully get some notice about when we will lose access
  • Moving furniture out of the lab will be tomorrow at 7:00 PM
  • SSL certificates are expiring September 19th, Tony has offered to work with us to renew certificates
    • We will designate a point person after the election
  • Tony is also offering us some monitors, but we do not need them
  • Nauticock update:
    • Ryan transitioned half the Nauticock functionality to Discord’s new features
    • The other half is pronoun roles: we will get a premade bot for that, and copy-paste the nauticock code into a new bot and not lose the API key this time
    • Elana will pick a pronoun bot and set it up
  • Elections
    • We will have lots of board positions up for election (everyone but Ryan)
    • Josh’s idea: nominations starting tonight (via online form), elections Sunday
      • Emergency floor meeting Wednesday at 9 PM to collect nominations
    • We will need to get the RA involved for the impartial ResLife representative
    • For contested positions, we will do ranked-choice voting 🙂
    • Elections: Sunday at 9 PM, board meeting right after at 10
  • Leadership training for SIH
    • This Saturday, 1-4 (gross)
    • We will send Ryan and possibly the chair nominee
  • Isabel thinks it would be a good idea to do a mel weekend meetup for alums (October 1-2)
    • This needs to be planned once there exists a new board–tabled until two weeks from now
    • Evening event with s’mores, weather permitting, and game night
  • Constitution
    • Josh wants to pass a new one, and now is a great time to reopen that
    • If anyone wants to take a look, he will present the draft at the floor meeting this weekend
    • Main update from his prior version is to add ranked-choice voting officially
  • “Maybe the real floor meeting was the friends we made along the way”

Floor Meeting Minutes

September 19th, 2021

Floor Meeting Attendance: Ryan ODell, Craig McIlwrath, Lloyd Page, Casey A’Hearn, Keegan Matthews. Dan Cohen, Sarah O’Connor, Liam Hainsworth, Emersyn Harris (who is a hydrated gorl), Ronin Ross, Kestor Brown, Cole Balacek, Sophie Stahl, Div Patel, Tianyi Ma, Elana Elman, Lyrica Yananay, Arthur Masiukiewicz, Bailey Rike, Blake Curlee, Joshua Coppola

  • Constitutional Vote
    • Vote for the Constitution as an amendment
      • Unanimous in favor
    • Vote for the New Amendment (which is the new constitution)
      • Unanimous in favor
  • Masking
    • Communicate on whether or not you’re masking in your suite
  • Appointed Positions
    • Meet with board to discuss your position

September 5th, 2021

Floor Meeting Attendance: Casey A’Hearn, Emersyn Harris, Craig McIlwrath, Elana Elman, Dan Cohen, Div Patel, Lyrica Cannaway, Lloyd Page, Sophie Stahl, Arthur Masihkievicz, Alex Prideaux, Blake Carlee, Spencer Schuelman, Ronin Ross, Josh Coppola, Sarah O’Connor, Keegan Matthews

 

 

  • Fire Training
    • Dan and Alex are fire trained
  • Game Jam
    • There is clear interest in doing so
    • October 8th-October 9th, details incoming
  • Appointed Positions
    • These are positions can be passed to others as needed
    • Can hold multiple positions at once, balance to the discretion of the board
    • There are participation points attached to each position, based upon the performance of the person involved
    • Kitchen Goddess
      • Alex, Ronin, and Sophie are interested in the position
    • Lab Lord
      • Elana is interested
    • Sys Admin
      • Emersyn and Arthur are interested
    • Flyboys
      • Sophie and Ronin are interested
    • King of Games
      • Alex, Blake, Lyrica, and Ronin are interested
    • Social Media Tsar
      • Emersyn is interested
    • Constitution Proposal
      • New constitution proposed
      • All members should be there, absence= no (so show up if possible)
      • 17 people in attendance for today
      • Vote will be at the next floor meeting on the 19th of September
      • See constitution for change details
    • Door Tags
      • Poll for door tags coming out in the near future