Board of Directors Meeting

Directors in attendance: anddone asai bryli ethanhs jyxzhang kdr kmo njha rayh rjz ronitnath snarain

Guests in attendance: bentref*

Guests marked with a * were appointed to BoD.

Quorum for this meeting is 9

Meeting Started at 19:14

• Announcements
• Please sign up for staff hours
• 5 more BoD meetings, assuming no RRR meeting

• Elections on the 1st

• Removal of Remote BoD

• Low attendance of remote BoD on the Google Meet
• Today, only ocf-tv and snarain (presenter) on the meet
• Every BoD member is on-campus
• snarain invokes executive privilege to cancel remote BoD, starting next week

• two more people joined remote BoD after it was cancelled

• Opstaff (kdr)

  Card reader? -- rjz: can get it working today without case Lab closures -- This weekend, next weekend, 12/4 weekend cancellation Purchase requests -- Some people have not made PRs yet, but will get it done by tomorrow opstaff meeting Hiring for this semester -- Will work on timeline this week -- Interested in helping hire: snarain, kmo, jyxzhang, rjz, kian, ronitnath -- ronit: wants to hire opstaff from staff -- kdr: concerns because volunteer staff pool is not very diverse, and opstaff is one of the few populations that can recruit well -- should focus recruiting externally versus internally, should be open to everyone Performance Reviews -- Will be working on them next week -- Would like to ask for help since never happened during kdr's time -- Will bring up lateness issue with an opstaffer -- Will gauge interest in OM position Opstaff meeting -- Had to cancel last week b/c of house emergency Projects -- Projects going OK, could be faster -- No explicit deadlines set for projects, so not super expedited -- Lots of people comfortable doing graphic design -- Please include some sort of deadline for future projects Direct Deposit -- Waiting for checks -- Will wait until Monday, lots of time

  opstaff channel

  -- Please avoid spamming in the channel, only use for relevant information -- Use #administrivia instead -- Related to: printing/printer changes, desk staffing, packages, general maintenance lab -- Send in #opstaff anyways

• Diversity @ OCF

  Joint event social

• In terms of other clubs, UGTCS is interested
• Joint event with the OCF?
• ethanhs: rebooting hypervisors at the same time 2-4, desktops won't work next Saturday

  Accessibility Document

• Looked at document, no concrete changes
• ronit: Sent out a few tasks
• new website by next week?
• working on editing existing documentation

• kmo: please think about releasing in a orderly fashion -- let some users know beforehand to give feedback

• Bylaw/Constitution Changes Proposal

  Restructure committee system

• Currently, committee heads are heading the full committee effort
• Looking to apply this new system for next semester
• ethanhs: should give feedback period, discuss next BoD, and vote following
• kmo: already introduced last week so people should've had feedback before

  Comments opened

• ronit: i have midterm in 18 hours
• kdr: payment vouchers, had to extrapolate money for every opstaff
• should be a ficomm responsibility, since staff have more info
• ronit: roles in constitution should be more detailed
• ethanhs: should be vague as possible in constitution so that we don't get bound to it later by ASUC
• kdr: suggest a runbook for each position/head

  Proposal

• Second next BoD, Vote the Bod following that

  Encode Operations Manager Responsibilities in Constitution?

• ethanhs: not a good idea to enshrine in constitution
• kdr: there's a handbook with rules that opstaff agree to, and sign something (?) -- will need to review details
• but this is between OM and opstaff
• this is more of OM mentioned as a part of BoD
• unsure where it best fits, but it should go somewhere so responsibility distribution is very clear

  Undocumented opstaff

• Performance reviews, financials, hiring, other OM responsibilities
• unfair to make this unclear
• minos: should definitely be documented + clear expectations, but unsure on place

• (kmo note: would recommend putting documentation efforts for next BoD)

• University Affairs

• Add nore staff to normal keycard access
• Voted in favor for a lockbox in the server room
• Expanded RRR hours and Finals -- Down to five people then -- 9-8 Wednesday on RRR

• Spring 2022 Hours -- Expanding "for sure" -- After hours will not be allowed due to "safety concerns" -- OCF is the only org with after hours access apparently -- we should riot

• Service Comm

• GPUs should go into desktops

• Added new HPC to buysheet

• Finance Comm

• no updates

• Internal Comm

• kian going to run staff meeting today
• upcoming events: CTF, joint social next, Alum Banquet 4th

• revamp onboarding system for next semester

• Industry Alum

• there will be a meeting this week

• DeCal

• onboarding issue
• sections will be split into 4 sections (40 seats in-person)
• some sections with OCF infrastructure interest

• other will be virtual sections

• Buysheet

• rayh: approve two food items
• omnibus: social food items will be approved

Meeting Adjourned at 20:14

Notetaker: kmo