Board Meeting Minutes
April 24th, 2022
- Nobody showed up to review session. Weird, probably professors forgot to pass it on
- Event planning meeting first week of next semester
- Move out day: may 5 (thursday), 5-6pm
- We will buy soap from josh for $10
- Casual tech cleanup this weekend
- Budget $100 for alex to replace the av box
- Suggestion: cif workshop at the start of next semester
April 17th, 2022
- E4E went really well! We are a model organization
- Minecraft night was smallish but fine
- Smores
- CSH isnât being helpful
- Could do it ourselves, alongside senior gifts
- 8pm, move board meeting to 7pm
- Alex will get smores materials
- Movie Night
- UR Comics invites us to comicon, 4/27 10am-3pm
- Canât cosponsor but will encourage our members to check it out
- In the future do cosponsorship exchanges
- Alex proposes housing points for bringing new members in
- Alternatively, josh proposes guaranteed super-single
- Needs amendment. In the meantime, participation points and/or cookies
- Tech:
- Backups are good other than minecraft
- Print.cif.rochester.edu is set up, no authentication yet
- Tell people and make qr code
- Letâs get pit dinner before next weekâs meeting, and go to Jayâs diner on the 1st đ
April 10th, 2022
- Need 1 more due đ
- Lab restoration: have projector but not speakers
- Housing is in ResLifeâs court now
- Tech seminar: posters by Wednesday, send to Sarah to advertise in classes
- E4E rehearsal planned for 4/11, time scheduled Thursday
- CSH wants to do a meetup here on Friday 4/22
- Smores
- Need to reserve the fire pit
April 3rd, 2022
Present: Keegan Matthews, Ronin Ross, Craig McIlwrath, Elana
- Field trip:
- Had 13 or 14 people
- Very fun đ
- Formal game night:
- Good food, dress, games
- At least 16 people
- Would have been nice to get more alums
- Improvements for next time:
- Send alums a date at the start of the semester
- Advertise cifnic
- Clearly request RSVP from members
- Make a big point abt schedule and RSVP at the floor meeting before
- Housing:
- Try to get 2 more by the 13th
- Should table at dougie
- Wednesday: Sarah, Ronin, Keegan
- Tech seminar: 171/172 review
- Ronin will get room
- Elana will contact profs
- Posters found or made (alex?) by friday
March 27th, 2022
- Did the interview vote
- Formal Game Night menu:
- Portabella mushroom a la carte (8-10)
- 1 large bbq lips deal #2 ()
- Senior Gifts
- Or the year they leave school
- Give senior gifts at the last floor meeting
- Josh, Casey, Lloyd, Dan, Liam
- Do nauticock award nominations at cifnic
- E4E: We have 2 weeks to plan a presentation
- Model on past presentations in drive
- Keegan and Ronin on report and presentation, Craig will also go
- Participation points:
- Assigned for appointed positions
- Missing points for 2nd Cifx (Div and Josh talked) and 2nd tech seminar (in board chat)
- Check in on meeting participation points, should have 10 pts each
- Recruiting:
- Put up the new posters
- Table Monday, Wednesday, maybe Tues
- Should wear CIF shirts đ
- Keegan will reach out to URSGA
- Send posters to freshman RAs
- Tech update
- Lab cleanup is going well
- Arcade machine: the power plug is fine. Fuse missing, some cut wires.
- Backup server is set up, other servers need to be configured to use it.
- Print server is in progress
- Checked lab machines: mac needs a screen panel, linux works but should be a different distro, windows machines are having memory issues.
- Could delegate parts of yard sale to Arthur
- Need to tell ResLife about the amendment
March 20th, 2022
- Game night:
- Good but small
- ordering food next semester
- Formal game night
- Sticky lips or dino bbq (more expensive)
- Ask for rsvp, dietary restrictions
- Senior gifts
- Ask floor for help probably
- Dues
- Identified people whose dues are missing, will try to collect tonight
- Participation points spreadsheet
- Mostly fixed, needs sharing
- Craig will embed on the website
- Need slide for the AIF event, keegan will send announcements on wednesday and saturday
- Tech updates:
- Card reader is (hopefully) fixed (again)
- Backup server and av system in progress, probably by next week
- Want extra hands to move stuff out next week
- Garage sale right before reading period
- Housing meeting plan
- Emphasize in meeting, discord, email that students need to fill out the housing contract and put that theyâre staying in SIH housing
- Still recruiting, encourage word of mouth
March 13th, 2022
- Keeganâs back! Hi keegan
- 1 application request over break â ronin will schedule asap
- Josh suggests rapidfire 15 min interviews right before floor meeting
- So, plan is to schedule interviews for next Sunday
- Tabling:
- Talked to like 6 students, got an email
- Good conversations with mif and greenspace representatives
- Lesson: offer candy
- Recruitment:
- Need 9(?) people this week
- Should put up posters
- Tabling tuesday ~4
- Email members (esp friends of CIF, invite to game night) (Keegan)
- Discord message to friends and members (ronin)
- Give professors slide and flyers (Elana)
- Ask members to suggest CIF to friends (Floor meeting)
- Advertise to related clubs
- Esports (Craig will ask emersyn)
- Fighting games club (Alex, maybe)
- URSGA (Alex)
- CS mailing list message (pre-majors) (Elana)
- Reslife flyers, RAs (Ronin)
- Game night flyers (Alex)
- Invite non-cif floor people to game night đ
- Amendment
- We all like it
- Maybe do an informal survey later in the semester, see what the shortcomings are
- Need at least 20 people at the vote/housing meeting (or can vote in advance, send email)
- 24 hours before housing send reminder email
- UHC field trip
- April 1 â meet at RR bus stop at 1:00, bus leaves at 1:15, back at about 5
- Might have alums
- UHC minecraft night
- Start at 9pm, after uhc meeting
- Minecraft server is back up
- Griefing damage has been more or less fixed, only had 24 hour backup
- Better backups now. Maybe add rule board, per-user revert
- AR workshop w/ AIF and Studio X
- March 26
- Replaces tech seminar
- Keegan will confirm with Aiyana
- Mask (un-)mandate update
- 7 river campus cases in the last 2 weeks! Yay
- Of course suites are empowered to set stricter rules.
- Housing meeting!
- Have help from Josh, Dan
- Email to remind about new block rules, point calculations
- Alex raises possible problems where a group of 6 canât get a suite together
February 27th, 2022
- Lab cleanup: went well, several non-tech people
- Tech seminar:
- Attendance was ok, not as good. Someone on zoom.
- Formal game night announcement:
- Discord ping to alums (and members)
- Facebook group
- Email
- Speaking of facebookâŚ
- Find out who has control of the facebook group, starting with Lloyd
- Order formal game night food very soon after spring break
- Have about â
of dues, handful of codenames
- Participation points:
- 1 pt per game night, extra points for flyering, bringing food, etc.
- Cifx gets 2 extra points for giving talk
- Extra points for helping with review sessions, tech seminars
- Collab events:
- AIF Studio X â try to move earlier for housing recruitment
- Green space: sustainability hackathon
- Recruitment:
- Losing 10 people (7 seniors, elana, arthur, sophie), gaining kestor đ
- We get 3 suites. If we have more people, put a senior in the 4th suite. If we have way more, go for center doubles.
- We have 9 we currently expect. Put 18 expected people on housing packet.
- Presidentsâ meeting: SIH presidents met with Mike, talk about SIH weekend
- Tabling set for this week
- Ronin checks in on times
- Try to get floor members to table
- Constitution changes
- Add proposal to minutes email
- Propose on the 13th, vote at housing meeting
- Let people know itâs good if theyâre not back
- Prompt private comments also
- Check on the âWhat to do if X happens on CIFâ doc, have ready for the 13th
- Housing agreements by housing meeting, ideally
February 20th, 2022
- Keegan says UHC canât do the Strong trip on the 3rd due to funding, can we do the 17th?
- Tentatively, thinking of Strong trip on the 17th and then moving UHC Minecraft night to the 24th
- Minecraft night recap:
- Went ok, decent attendance but mostly not discord
- Donât know who a couple of the people were
- Could switch to lab based since people arenât using discord for these
- Tech seminar
- Had 6 people inc alex, good engagement
- Recorded it đ
- Can create cif.rochester.edu/techseminar for zoom link
- Craig and Josh fixed the card reader!
- Please message Alex when tech things happen
- Future tech meetings at 12 with tech seminars, 1 otherwise
- Alex suggests stylized CIF QR codes
- Aiyana suggests collab AIF/CIF event at Studio X
- Josh proposes CIF code of contact for the constitution
- We can comment
- Craig is working on âWhat to do if X happens on CIFâ; will post in suites
- Ronin has the housing packet
- Current member stuff due march 1
- We donât have a date for housing decisions to be returned (Ronin will clarify)
- Weâll leave the housing meeting on the 20th for now
- Josh will help with the spreadsheet
- Blocks reduced to 3 people, adjustment to point calculation
- CIF wiki:
- Is being filled out with tech stuff
- Should put all CIF eboard knowledge â everyone fill it out đ
- Reimbursements: can use venmo with a proxy
- Ronin wants to add optional pronoun question on application form
- Elana â set up CIF tour with yongyi, collect dues, set up codenames sheet, update website.
- Ronin will do presidentsâ council (Elana send info)
- Elana and Ronin for external responsibilities, Alex and Craig for internal
February 13th, 2022
Present: board
- Board agrees unanimously that Elana is sus
- Keegan is concussed, out of action for at least two weeks
- President council meeting
- Events:
- Minecraft night thursday
- Ronin will send discord notifications
- Tech Seminars 19th and 26th, Douglass 302/402.
- Write advertising script (Elana) for alex and ronin
- Craig will write unix presentation
- Class advertising:
- Ronin – csc161
- Elana – 252, ece200 thurs, 172 thurs
- Craig – 242, 171 tues
- Alex – 246 preferably thurs
- Josh eesc251
- Alex is designated Window Chucker while keeganâs out of action
- IT meeting with tony tuesday 1pm
- CIF tech meeting noon Saturday
- Craig will message cole about sysadmin-ish interest
- New application: Yon Gyi Zang
- Ronin will get in touch, prefer interview 7:30 Sunday
- Non-CIF floor people: invite to next game night
- Tomorrow at 2ish Ronin gets the housing request packet!
- Collect dues starting next floor meeting (deadline 27th)
- Code names: Elana will message tonight, set up sheet soon
- Alex wants to fix the arcade machine
- Board meetings in the core from now on
February 6th, 2022
- ICFBD went well!
- Game night was also fun!
- Was like 2 hrs
- Would be good to have more games going
- Give josh discord permissions
- COVID
- 12 cases friday, not great but not an explosion
- Maybe wait until next week to see more, since thereâs not a lot of events
- Flyers:
- We have sample flyers but not really templates.
- Alex will make and put in drive
- âCif event flyersâ folder in shared items
- Problem: nobody knows about the website
- Or wiki or calendar
- Should get members to add event calendar to their own
- Ronin does room reservations? Ask at wilco
- Keegan says Elana should fix the website (no)
Events coming up:
- Floor meeting
- Appointed positions; meet after to decide
- Board meeting next weekend
- Tech seminars the 19th and 26th
- Flyers by tuesday (Alex will make, Ronin will distribute)
- Unix 19th, web security 26th
- Professors soon (Craig and Elana; Alex can reach out to engineering; Josh to prof Rolando)
- In person: douglas 403 ideally. Maybe also virtual.
- Potential uhc cosponsorship: ultra-hardcore minecraft night, with little talk about sandbox game history. March 17th. Keegan checks with UHC.
- Cifx talks. Ask for speakers in the event email. Add timer (10, 15 mins)
Reconvening after floor meeting for appointed positions:
- Game master: blake
- Social czar: emersyn
- Kitchen goddess: alex
- Flyers: Ronin
- Sysadmin: Arthur, Lloyd, Josh
- Lablord: Josh
- Discord admin: Josh
January 30th, 2022
Board meeting 1/30
Present: Elana, Alex, Keegan, Ronin, Craig, Emersyn, Josh
- Recap from the week
- CIFX Talks
- We should have a timer running for how long presentations are
- The two different topics were well received
- . CAttendance was good
- Minecraft Night
- Attendance was very good, we had 14 people
- CTF
- Went pretty well, could be very cool with some tweaks
- Alex can vet problem sets for beginner players
- Should definitely do again in the future
- Transition stuff pretty much done
- Alex should get lab key from Area Office
- Elana should get treasury
- Went over budget, approved
- Elana will check with Isabel about pre-covid treasury
- Upcoming events:
- Ice Cream for Breakfast Day
- COVID precautions đ people will eat individual ice creams in their suites
- Tech seminar
- Flyers: none in drive, Casey should at least have last semesterâs
- Professors: have not reached out, craig will do that tonight
- In person?
- Alex and Craig should make presentation
- Also, game night in person? Poll floor. Could do virtual and distribute pizza.
- Appointed positions: social csar, lab lord, games, sysadmin, kitchen goddess, flyboy. New discord admin.
- Nominations:
- Nominations:
- Lyrica: games, kitchen
- Blake: games
- Emersyn: social csar
- Josh: sysadmin, discord admin, willing to do lablord
- Lloyd: sysadmin
- Ronin on flyers
- Should ask cole about sysadmin
- Appointments:
- Do another call at next floor meeting
- We can give board members participation points for taking on appointed position roles outside their typical duties
- Board meeting room: not keeganâs suite? Check about 320s
- Interview coming up: Nat, she/her. Ask online or in person.
- Consider renaming interviews, itâs intimidating
- Postponing rest of agenda to next meeting since itâs been too long
January 23rd, 2022
Board meeting 1/23
Present: Elana, Alex, Keegan, Ronin, Craig, Emersyn, Josh, Lloyd
- Game night went well
- Discord notifications the day before and an hour before. Tech directors can automate?
- Craig & Alex will try to get a bot working ASAP (or Josh can just remove friends role?)
- Flyers for tech seminar: qr code and link to zoom
- Elana
- Ready by friday night, craig will send zoom link
- Housing meeting
- Need to find the date housing assignments are due, maybe April 8. Reach out to Julianne or Danica (Ronin) and check.
- Should be 2 weeks in advance, maybe March 20
- Ronin needs to figure out whoâs staying on floor
- Ping right before floor meeting
- CIF tabling: twice (once during sih week)
- Flyer before housing meeting to catch 1st years
- Floor meeting:
- UHC event (we only need to provide members)
- Should discuss appointed positions since weâre back in person soon
- Possibly multiple sysadmins?
- Move tech seminar to later (Josh, Elana, and Ronin have upgraded accounts)
- We donât know when in person events will be allowed
- Move CTF to Friday, one day earlier
- Tech updates
- Should set up backup server when in person
- Or Lloyd could load it with ubuntu, rest would be remote
- Figure out IPA
- Card reader đ
- Josh thinks itâsworking and we need to hook it up to a computer
- Try to recover old hard drive? Lloyd could do that by breaking into Joshâs room
- Need minecraft server updated by thursday
- Have budget prepared for next meeting
January 16th, 2022
First meeting of 2022 board!
Present: Keegan, Ronin, Craig, Josh, Lloyd, Elana, Alex
- Should add new constitution to drive
- All present have pretty much done transition stuff
- Should put board meetings in events channel
- Board meetings 4-5 Sundays
- Floor meetings 9-9:30 on Sundays?
- Do a discord reaction poll 2 minutes before the floor meeting
- Events:
- Nothing in-person until at least February
- Online events in the meantime:
- Activities fair on the 21st (2-3:30, 5-6:30)
- Jackbox: 22nd at 8pm (game nights every month)
- Minecraft night: 27th at 8 (once a month?)
- CTF: 29th at 8pm â if this goes well, can bring back
- 23rd and 30th board meetings, also floor meeting 23rd
- Cifx: 6th before floor meeting
- Tech seminar 29th 2-3, advertise in classes
- After january:
- Game night on the 5th
- ⌠ronin put more events on the calendar.
- Cifx after floor meetings, every 2 weeks
- minecraft in the middle of the month
- Game nights at start of month
- Cifnic first week of April, formal game night also (replacing usual game night)
- Housing for next semester
- When are housing packets due? (usually early april)
- Usually do housing meeting the weekend before theyâre due
- Senior giving: last 2-3 weeks of the semester, hand out at last floor meeting. Hesitantly scheduled for 4/10
- What do we want to do this semester?
- CifJam Feb. 26 (need more planning)
- UHC event to Museum of Play, 3/3
- 2/5 is Ice Cream for Breakfast Day, which will be a mandatory event (im joking⌠maybe)
- Will need to work out E4E next meeting
- Participation points
- This semesterâs quota will be 15
- Dues
- Talk about appointed positions next board meeting, or when we get back to campus (Lloyd is honorary sysadmin)
- Update CCC page (Lloyd says this is finicky)
- This week:
- Keegan asks SA about activities fair
- Craig does transition things and asks professors to advertise unix seminar; update minecraft
- Elana emails/websites notes, go through all treasury info
- Alex: do transition meeting with craig
- Ronin will send out activities email