Meeting Minutes

Board Meeting Minutes

May 2nd, 2021

Attendance: Isabel Anderson, Josh Coppola, Emersyn Harris, Jason Katzner, Keegan Matthews, Ryan ODell

The Nauticock is still down
- This is Very Important and should be the top priority for the tech directors
- Tianyi was supposed to be doing this
- Jason is going to set up a temporary fix for accepting people into the discord
There is now a snapshot of the website in its current state, which will be useful if anything happens to the website
IT requests
- We still have to set up some accounts for IT (not time sensitive)
- Something about DNS? Anyway, I am a confused non-techy person
- Hash strength issue: waiting on the monthly report from IT to see if it was a fluke (due date on the spreadsheet was arbitrary)
Do we want to put a Discord link on the website?
- Yes
- Jason will add that to the tech projects list; Josh might do it soon
- We can also do this for the wiki
- Probably should put the “find us elsewhere” links above upcoming events so they’re more noticeable
- Make sure the link goes to cif.rochester.edu/discord so we can easily change the invite link if necessary
Making the lab more welcoming
- Next year: get rid of the nonfunctioning whiteboard, maybe get a smaller replacement (or whiteboard paper)
  - Techy posters
  - CIF logo mural like the one on floor
- Generally paint the lab
- Replacement (secondhand) couch; bigger table; functioning computer tables (custom tables?)
  - Ryan wants to paint them green
- Circuit board throw pillows?
  - Ryan approves and thinks we could add a blanket to the mix
Josh is now officially a sysadmin
Some of us are very old
- When do we want to do elections?
  - Probably the fall
- Nominations at first floor meeting, have a second floor meeting a week later for the actual elections
The high schooler who applied
- He committed to UR, so we can interview him
- Ryan will schedule an interview for some time this week
Floor meeting
- If you’ve borrowed stuff from the lab put it back
- Non-reslife furniture needs to go in the lab before we leave
  - Stick around after the floor meeting if you live on floor
- Let people know there will be emergency elections in the fall
- “Not-a-c*ck”

April 25th, 2021

Attendance: Isabel Anderson, Josh Coppola, Emersyn Harris, Tianyi Ma, Keegan Matthews, Ryan ODell

Tech update
- All old minutes are now uploaded on the CIF website! Thanks, Josh! (I didn’t do as much of it because I am a bad person)
- CIF wiki now accessible from cif.rochester.edu/wiki 🙂
- CIF website has been cleaned up such that it loads faster (thanks, Josh!)
  - This is due to some performance optimization
  - Other optimizations we could do, but not worth it to do them if we’re gonna go for a new website
- Http we’re running is like…10 years out of date–if someone has time to update this, that would be Very HelpfulTM
  - Might be a good summer project
- Nauticock bot update
  - It is still offline 🙁
  - API token has disappeared with Jack, which is problematic
    - Could reach out to him via the email he provided on the GitHub
    - Tianyi will reach out using the CIF email–this will allow all other board members to see and keep an easily accessible record
  - We could do a new API key–not sure how easy that is, plus would need Elana’s help
  - Or we could just make a new bot and give ownership to the CIF email
  - Vote
    - Emersyn: up to techy people
    - Ryan: New bot
    - Isabel: Up to techy people
    - Tianyi: New bot, but if that doesn’t work we can reach out to Jack
  - We will make a new bot! Same everything as before, except the API key
- Tianyi will update server specs soon for documentation
Isabel will make the graphic for the 171/172 review session so that we can advertise
- Tianyi will pass it on to prof. Purtee tomorrow
- We will reach out to Jason later since he isn’t at the board meeting
IEEE cosponsorship
- We have two people going, one person who would love to go but has a time conflict, and one maybe
- Will put out a final call, but we probably have enough to cosponsor
We got a prospective student who applied?????
- Maybe he committed?
- We should reach out to make sure he actually committed to UR
- We can interview him, but we will NOT give any housing points/credit for this spring
Sufian wants to do a talent show (in video form)
- Open to people who live on Anderson 3, send video submissions (keep it sfw)

April 18th, 2021

Attendance: Isabel Anderson, Josh Coppola, Emersyn Harris, Jason Katzner, Tianyi Ma, Keegan Matthews, Ryan ODell, Div Patel

171/172 review session
- Open to anyone taking those classes
- When are their final exams?
- Classes end May 7, final is likely May 6
- Review session could be May 1, 3-5 PM
- Emersyn, Jason, Tianyi, Ryan, Josh, Isabel
- See if anyone wants to help with this @ floor meeting
- Isabel will throw together a flyer together, Jason will email Pawlicki for 172
- Tianyi will email Purtee for 171
- “Hey, we’re holding a review session, can you promote this to your students, also what day is the final?”
E4E
- What are our future goals?
  - Fill the floor back up
  - Hold constitution vote
  - Member-based projects/lab involvement
  - Reconfigure appointed positions to encourage engagement
- Member statistics
  - They have been dealt with (ominous)
- Jason has obtained a Minecraft screengrab so Isabel can make graphic design her passion
Participation points
- Isabel reached out to people who need points
- There was no response
- Isabel will follow up with them just in case
Family science day happened yesterday, the required people showed up
- They will get points
Tech updates
- There is now a tech spam chat for board
- Tech people made a ticket spreadsheet (tasks that need to be fulfilled)
  - Has urgency level, required access, due date, in progress, who’s working on it
- Isabel has started uploading the minutes backlog (one of the tasks)
  - Josh has figured out how to upload minutes based on the date they were created, rather than the date they were uploaded
- Two perpetual tasks: fix the color printer, clean lab
- Server that was throwing an error (Pandora) has been turned off
- User authentication system guide added by Josh
- How to use Wiki guide added by Josh
- Ryan is open to being included in the “employees” section
- List of guides that exist for future tech directors–Tianyi has started on that
- Issue with SSL certificates (which IT asked us to fix), whatever that means
- Lab access information on the website has been fixed
- Redirect old CIF wiki to current wiki
- Other various things, this is all very detailed and basically the tech directors did a cool thing
The Discord bot is down! 😱
- API key not stored
- We should be able to fix this as soon as Jason gets API key
Seniors gifts thing
- People are going to meet but throw ideas in a shared document beforehand
Floor agenda
- “Not-a-c*ck” thing still open
- Study with CIF still exists
- CIFx talks–Isabel and Ryan? Also call for any others
- Upcoming CS review session–May 1st at 3 PM
- E4E is happening but members are not invited–we are not in trouble, it’s just standard procedure
- Game night coming up May 1st
Game night
- We will do one May 1st at 8 PM
- Can be advertised to people who come to review session
The kids want a “pog” emoji
- “Nautipog”

CIFnic

Isabel will reach out to RHA to be reimbursed
Overall it went well and the attendees enjoyed themselves

April 11th, 2021

Attendance: Isabel Anderson, Josh Coppola, Emersyn Harris, Will Hulsey, Jason Katzner, Keegan Matthews, Ryan ODell

Senior gifts!
- Keegan and Elana signed up, they can both be involved
- Josh can also help
- Soft cap of $10/person
- Isabel will reimburse people via their preferred payment method with censored receipts
Participation points
- LOA people: free pass
- Part-time people: Isabel will reach out
- On-floor people who are low: Isabel will reach out
- Three people where we are legitimately concerned about participation
- Two issues: whether they are continuing membership vs. whether they are engaged enough as current members
- We need to make sure we get study with CIF attendance
- If people make a good effort after being contacted or let us know that there was something that prevented them from meeting quota, we will generally be lenient
Constitution
- Updates: housing blocks, mechanism to remove members due to inactivity (1 event per semester), general streamlining (uncontroversial), renaming tech positions, nauticock changes, housing points?
Endorsement
- We are unsure about his interest in making SIHs more closely affiliated with SA
- He would like to make recording lectures more commonplace post-pandemic
- We do not wish to provide an endorsement, but we will let our members know that the SA elections are coming up and who the candidates are

April 4th, 2021

Attendance: Isabel Anderson, Cole Balacek, Emersyn Harris, Keegan Matthews, Jason Katzner, Tianyi Ma, Ryan ODell

Ryan is in CSC 212 and is working on a final project for it
- The app is to read out road signs for dyslexic people
- He needs people with cars to drive around and test out the app
- Will make an announcement at the floor meeting
IRL CIFnic
- Maybe people in Rochester could go to Genesee Valley Park
- Probably would not be for points
- Tentatively April 18th, rain date a week later, 2:00 PM
- BYOF
- RSVP so we can walk over together
Nauticock award
- We will be bringing that back this year, if only to remind people that it exists
- Not-a-c*ck award–just shout people out for doing cool things and showcase them later
  - No restrictions on who can be shouted out
CIFx talk update
- Put out a call for them
- Remind people that most CIFx talks should be 5-10 minutes
Housing
- Will probably move Ryan and Bailey into 310 and give their rooms to Sophie and Joseph, pending approval of all involved
- Pending Bailey’s approval, Ryan will email all involved parties and get it straightened out
We have $100 from RHA and it is a use it or lose it situation
- Ideally for an event
- Could use for CIFnic or board games or lab/kitchen improvements
- Emersyn will reach out to clarify whether we can use it for those reasons
Family Science Day
- We need to fill out the google sheet for when we will be teaching the class
- Ryan and Tianyi will lead the class, we will send a form to members to see if they’d like to help out
  - This will be 4/17
Senior gifts
- Usually a cap of $10
- Emersyn and Ryan are the only board members this doesn’t apply to
- People this applies to: Isabel, Jason, Tristan, Tianyi, Lucas

March 28th, 2021

Present: Isabel Anderson, Josh Coppola, Emersyn Harris, Will Hulsey, Jason Katzner, Tianyi Ma, Keegan Matthews, Lloyd Page, Bailey Rike

Josh thinks we should change one of the interview questions
- Rather than saying “what can you bring to CIF,” ask “tell us about yourself,” “what are your hobbies/interests?”
- No objections, changed in the document
Events
- Game night this weekend–Saturday, April 3rd
- Floor meeting next weekend–Sunday, April 4th (tell new members to stop by and say hello, also because it’s required)
- CIFx talks on April 11th
  - Jason will explain housing spreadsheet
  - Put out call for talks at the next floor meeting
- People need to show up to stuff!
SIH Instagram takeover
- We can take over an instagram story for the day
- Would probably have to do some sort of irl (outdoor) hangout that day/have it on the same day as online events
Participation points
- Isabel will drop by the housing meeting to remind people about participation
  - If we see people making an effort, we might give you a waiver
- People who aren’t coming back don’t have to worry as much
E4E
- Work on that

March 21st, 2021

Attendance: Isabel Anderson, Josh Coppola, Emersyn Harris, Jason Katzner, Tianyi Ma, Keegan Matthews, Ryan ODell, Bailey Rike

Participation points are not Pokémon! You do not have to catch ‘em all!
Floor agenda:
- How housing blocks work
- Housing meeting time announcement
- Any CIF pictures, please send them our way
Housing meeting
- 8:00 PM
- Board meeting at 7:00 PM
- Ryan will reach out to people to see if they have conflicts
- Housing blocks deadline=end of Saturday
- Ryan will reach out to people who have not responded
- People who we need confirmations from: Rory, Lyrica, Alex, Maryfrances, Blake, Molly
- We need six people–if half of the above people confirm, we only need three
Recruitment
- Ryan will email the mailing list tonight to tell them that now’s the time to join
- Isabel will poke #chatting-interest-floor and email URSGA
- Jason will follow up on the pre-major email list
- Emersyn can reach out to ResLife to send stuff to the freshman RAs
- Tianyi will email her professor who teaches 171 (and also Pawlicki)
Anderson planned outage
- 4/17, about half an hour
- A job for on campus techy people
- We do not want to see what happens with an unplanned (on the servers’ end) outage
E4E
- Slated to be due April 8th, presentation week after
  - However, date may be reevaluated because other SIH groups are also stressed
  - The rest of board should look through the report and fill in their own stuff
  - Board should also collectively work on slideshow
  - Might do related graphics instead of pictures of people
- People who have attended leadership training: Isabel, Ryan, Jason, Emersyn

March 14th, 2021

Attendance: Isabel Anderson, Josh Coppola, Liam Hainsworth, Emersyn Harris, Jason Katzner, Tianyi Ma, Keegan Matthews, Ryan ODell

Happy pi day!
A CIFx talk on bucket hats
E4E stuff
- For those of you who are unfamiliar, this is the annual presentation/questionnaire that we have to present to ResLife
- Emersyn + two other board members
- We will be working on the presentation together
Isabel’s bad tech seminar idea
- History of TTRPGs or history of educational type games
- Could be done collaboratively and presented this semester or next semester
- Could be a good way to branch out re: tech seminar topics and is approachable
Josh’s good tech seminar idea
- Do a part 2 of the command line seminar the week after the regular one
- This would be next semester
- Related: Emersyn thought our Unix seminar was good when she went, especially the part about Unix Star Wars
- Isabel: talk about all the horrifying things you can do in Unix, such as deleting every file, if you don’t already
Family science day
- Visualizations of sorting algorithms
- Liam’s Python rendering of an algorithm
- We have filled out the form! We will explain sorting algorithms and show visuals
Housing meeting
- 14/18 beds filled according to Ryan
- We need to harass people whom we haven’t heard back from
- Keegan has some friends who might be interested
- March 28th
- Housing points have been mostly compiled by Josh (thanks Josh)
- Isabel will send reminder to people that the housing meeting is coming up, separate from the minutes
- Email promo materials to pre-major list via CS department
  - Elena McKee
  - Jason will send this
- Housing meeting will be held on Zoom for privacy and group management purposes
Isabel’s terrible meme
- We will send it out with our other promotional materials 🙂
There is now a discussion of why making a good search algorithm is hard
- Archive Of Our Own has won an award for its tagging system

March 7th, 2021

Attendance: Isabel Anderson, Josh Coppola, Giordan Escalona, Emersyn Harris, Jason Katzner, Tianyi Ma, Keegan Matthews, Ryan ODell

Interviews with Craig McIlwrath and Giordan Escalona (see interview minutes)
Ryan will submit the weekend highlights earlier next time
Discord notification roles
- Apparently you can suppress @everyone notifications
- Ryan has changed the announcements channel to a proper announcements channel so people can follow it if they would like
- We will start tagging roles more specifically instead of using @everyone
- Hidden role for friends, members, and alum opt-in–people will automatically get this role when they join
  - Jason will set this up
Budget
- Passed unanimously, you can view it in shared items
Family science day
- This group wants us to put together a 30-minute experiment or lesson for kids
- We will do it
- Crowdsource ideas at floor meeting
Floor meeting
- People need to sign up for their interviews
- Participation points
- CIFx talks next weekend
- Family science day
Housing meeting
- Mid to late March
- Housing contracts are due April 7th
- March 28th?

February 28th, 2021

Attendance: Isabel Anderson, Josh Coppola, Emersyn Harris, Tianyi Ma, Keegan Matthews, Ryan ODell

Action items
- Ryan: Put stuff in weekend highlights
- Isabel: Make promotional materials that didn’t happen last week, make promotional materials for SIH weekend
- Jason: Video calendly
Video update
- Video has to be shorter, but we will still do interviews
- Might release an extended cut on our page and such
- Half hour time slots
- Use Zoom–easiest to record
- Feel free to ask any follow-up questions to answers
- Message from Naushin: “Hello everyone, are you willing to make a short video description (up to one minute long) for RHA’s instagram account so they can highlight the various living options on their social media?”
- imihok@u.rochester.edu
- 1-2 weeks
Josh says CIF should use a password manager
- Was discussed prior to COVID
- This is a good idea
- BitWarden is a good, free, open-source option that we could host locally
Food giveaway
- Emersyn contacted Harper lounge people, waiting on a response
  - Hopefully they’ll respond tomorrow
- 1 hour on Friday 3/5, 1-2 people tabling
- Open to members for participation points
- Keep things relatively nut free
SIH week event sheet
- Minecraft night, 3/5/21, 8 PM-late
- Game night, Sunday 3/7, 8-late (floor meeting at 7:45, board meeting at ~7), Codenames and skribbl.io
- Saturday–Study with CIF
  - 3-5 PM
- Meet CIF on Wednesday at 8:00 PM, staffed by Josh and co.
Meeting with Tony
- He seems to think we’re doing well
- He’s very enthusiastic
- IT wants us to send a list of servers and such

February 21st, 2021

Attendance: Isabel Anderson, Emersyn Harris, Jason Katzner, Tianyi Ma, Keegan Matthews

Action items
- Emersyn: talk to advisor about feasibility of food giveaway/CCC
- Jason: get video Calendly set up
- Ryan: submit game night to weekend highlights
- Tianyi: Online class survey
- Isabel: Promotional materials for prof. Annesley’s class
Isabel’s old age is getting to her
Recruitment!
- Collaborative event ideas
  - Giveaway
    - Greenspace is pretty hyped on this one
    - Line up and come get something kinda deal
    - Would also give out SIH info
    - Might have to have a remote student option
  - Game night
    - Other presidents seemed open to this as well
- SIH weekend/week
  - Will likely focus on weekend events
  - Could do one week event
  - First weekend of March (6th/7th)
  - Minecraft night, collaborative game night–Jason will update the server
  - Maybe have a bag o’ snacks pickup? (Snack sack)
    - Would have to do this via CCC
    - Chips and candy–variety pack of chips for not much, variety pack of candy for also not much
    - Limit 50 people, and that’s optimistic
  - Tianyi’s idea: pick a fun CS-related topic and have people complete a course on it and meet to discuss it/work together
    - Email mailing list
    - Have professors talk it up
    - Do Codecademy/Udemy so professors actually want to hear about it
    - Programming languages, compiler, computer graphics
    - Tianyi will send out the survey this week
Research Rochester
- Basically will give information to incoming students
- We do not have access to the survey yet, but we will be filling it out when it is available
Video update
- Email all interested parties to indicate availability
- Use Calendly or something to figure out when board members are free, then use another Calendly to manage sign-ups
Game night
- Friday, February 26 @ 8 PM
- Ryan will put it in the weekend highlights
Reminder: meeting with Tony on Friday
Floor agenda
- Tianyi’s online class idea
- Still taking video volunteers
- Game night this weekend
- CIFx talks this weekend
- SIH weekend coming up

February 13th, 2021

Attendance: Isabel Anderson, Josh Coppola, Emersyn Harris, Jason Katzner, Tianyi Ma, Ryan ODell

Action items
- Isabel and Ryan: email assigned classes
- Ryan: let ResLife know about board changes, do membership housekeeping
- Isabel: reach out to alums for video
- Isabel: Send game night poll with minutes
- Jason: Contact IT to get Emersyn access to the chair email
We are not going full vaporwave
Housing packet
- We received an email from ResLife about it this week (housing verification)
- Ryan is supposed to pick it up this week; it is due March 2
- Ryan will also let ResLife know about our new eboard
- Survey sent to remote learning undergrads–are they coming back, and if so, do they want to live on CIF?
- If we request two suites, we will have to make ResLife promise to give us back the third suite next year
- Send email to associates/mailing list for recruitment
- Isabel and Ryan will send class emails after meeting
Video
- Isabel will post in alum FB group to see if any alums are interested
- Questions
  - What’s your favorite memory of being on CIF?
  - What’s the biggest thing that drew you to CIF?
  - What year did you join CIF?/How long were you part of CIF?
  - Would you join again?
  - If you could describe CIF in one word, what would it be?
    - Have one person say “CIF is…” and then use that as the first clip in the montage
  - What’s your favorite part of being a part of CIF?
  - What’s your favorite CIF event?
- Important to remember that these questions are also mostly just a starting point for longer conversations
- Interview process will be split between board members
- Board members can interview each other
- Important to make sure all zoom sessions are in speaker view
- If we are able to do stuff in person, that would be cool, but it’s not a requirement
Next game night
- Last weekend of February
- Will send a poll to floor for which date–give people until Wednesday to decide
- If you bring a non-CIF friend, you get a participation point
  - Maybe Insomnia cookie IOU for first IRL CIF event (limit two per person)
    - Cap of $45
    - Unanimously approved by board, with possibility of more if this process goes amazingly well
Emersyn needs chair email
- Jason will help with that

February 5th, 2021

Attendance: Isabel Anderson, Emersyn Harris, Jason Katzner, Tianyi Ma, Ryan ODell

We all know how to send emails now! Nice! 😎
Isabel and Ryan will clean out the mailing list tomorrow
Game night
- February 12th to avoid valentine’s day shenanigans, 8-late PM
- We will get ResLife contact info for advertising purposes
- Ryan will send an email to the mailing list
- Weekend highlights
- If we get non CIF people, we can do a quick intro to CIF, but otherwise we’ll just game
Recruitment strategies
- There will be a flyer from ResLife about upperclassmen housing opportunities
- Video opportunity
  - 1-2 minutes long
  - Show off floor
  - Ask members if they’d like to be involved
  - Tour of lab, rooms, etc
  - Interview members

Harass intro CS/related classes

Ryan is a TA for 173
Tianyi will email the 171 & 172 professors
Isabel will reach out to Kelley Annesley, who teaches privacy rights in the internet age, and prof. Mohn, who teaches comics and culture, and prof. Loy, who teaches choose your own adventure

Ask members to reach out to their friends
- Offer a participation point for bringing a non-CIF member
Make a custom discord link, if possible
- Boosting feature
- Could look into altering the link via a URL shortener

Floor agenda has been set

January 31st, 2021

Attendance: Isabel Anderson, Elana Elman, Emersyn Harris, Jason Katzner, Tianyi Ma, Ryan ODell, Bailey Rike

Transition stuff
- Emersyn, Casey, and Ryan will schedule their meeting
- Tianyi and Elana will meet and discuss things further
- Delegated emails
  - Emersyn still needs to access hers–Jason will reach out to IT about this
Presidents’ council
- Emersyn will be meeting with other presidents on Wednesday to discuss recruitment and report back
- Ryan will go in Emersyn’s place if the need ever arises
Communication standards
- Be clear with the help that you need, don’t let things fester
- Be nice
- Communicate early and often
Events
- Game nights–1-2 a month (Ryan thinks once every three weeks)
  - February 13th for the first game night/meet CIF
  - When2meet for general availability in future game nights
- Formal game night–do we want one?
  - Maybe?
  - Would be a separate thing from regular game nights
- Floor meetings
  - First one is next week–Saturday the 6th at 7:30 PM EST
  - Generally every other week from there
  - Ryan will update the calendar to reflect which weeks floor meetings take place
  - Next weekend we will have a board meeting on Saturday at 6:30 PM
- CIFx talks
  - Put out a call next weekend
  - First CIFx talks will be February 28th
Constitution updates
- Work on some updates this semester, vote at the beginning of next semester
- Use some of Josh’s old updates
- Restructure appointed positions so they are more managerial/overseeing signups, make a small section of participations have to come from that
  - Have a list of things that need to be done, people sign up for stuff
- Ask at floor meeting if people want to be involved/what they want for this process
Membership roster
- Check in on people who haven’t really shown up to stuff, see if they’re still interested
- Isabel and Ryan will meet to check the list and update the members list
Point quota
- We should have a point quota of some sort
- Point quota = 10, automatic waiver = 8
  - Passed unanimously
Tech this semester
- Get new servers up and running–see if any members want to get involved
- We do not need seven Minecraft servers
- Server vulnerability email–Jason will follow up
- Documentation–Jason, Tianyi, and Elana will work on this
Shadowboard
- We will keep shadowboard around, pending their approval
  - Emersyn will check with each of them
Activities fair
- Isabel will make a graphic about game night
- Emersyn will report back on the activities fair
- Sign up sheet for people to be in the booth
Facebook post
- Isabel will do this

Floor Meeting Minutes