Board of Directors Meeting

Directors in attendance: bryli ethanhs kdr kmo ncberberi njha rjz rmxu snarain ronitnath jyxzhang anddone

Guests in attendance: bencuan kian viansa evangong shzhao lmathias*

Guests marked with a * were appointed to BoD.

Quorum for this meeting is 8

Meeting Started at 19:14

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Opstaff:

Opstaff card reader status: in progress, software is nearly ready

Lab closures: Veterans Day (Thurs. 11/11), Saturday all day (social) - Updated on website

Another round of PR's this week

Slack channel created for opstaff hiring: responsibilities include giving interviews and reading applications. kdr: OM should not be primarily responsible for hiring, so volunteer staff should take the lead, maintain timeline, have final say in hiring, etc. - This needs to be done this semester (open applications next Monday??) such that final decisions can be made around finals week - Hiring graphics are in progress. Amy is collecting newsletters to publicize hiring, but if anyone else has other places to post please do so. - Esther (who has worked as opstaff several times previously, and is taking this semester off) may possibly come back for part of next semester - OM + OA hiring/promotion will need to be sorted out (some interest for OM, promotion will be influenced on performance review results) - Fewer opstaff this semester = more difficult to get shifts covered

Moffitt is closing next semester, so OCF might get more traffic. - Can't hire too many more opstaff - Hours expanding during weekends (will be open Sundays)

bryli: If hours expand, can we hire opstaff during the semester? - yes, but kdr will not be there.

Diversity @ OCF:

• Joint social happening this Saturday
• jyxzhang reached out to some orgs (CS groups, Legends...) but nobody has replied yet
• would it be possible to postpone for another week to increase visibility?
  • 11/20 might be ok, but very close to Thanksgiving weekend
• Improving accessibility of website: hoping for a release milestone by this Friday

Bylaw/Constitution Change Proposal

https://docs.google.com/document/d/1yleTenFX9y3OdIw5orTYsTem2N2fHGpe0k7gw0fkoH0/edit

Summary: - Make electronic voting bar the same as in-person voting (section 5) - njha: the current policy has some merit because having everyone in person means higher participation and presence - ncberberi: concern is that in person meetings don't always occur (covid, summer, etc) - njha: treat live electronic voting via bod the same as in person?? - kdr: if people don't vote, does the number of required votes decrease proportionally? - ethanhs: no (this prevents people from passing things during inconvenient times like finals week) - should nonresponses count as "no" votes? - requiring majority of quorum would make it easier to get the total number of required votes - must wait for 48 hours after notification before counting total votes (just in case total votes exceeds quorum) - Example: if 17 people on BOD, 9 votes for yes would be needed to pass electronically. Under the new amendment, only 5 would be needed.

• Reword committees (section 18)

  • Consolidate committees (industry+alum -> external, remove lab space, remove service)
  • Final committee list: internal, external, decal, finance
  • Add runbooks for each committee (enumerates specific responsbilities). Committees are responsible for maintaining and following runbooks.

• Constitution changes:

• *Ms oversee committees
• Add operations manager duties
  • Makes it possible to limit OM influence on BoD for voting on items directly relating to the OM role (wages, etc.)

Vote on bylaw changes: - seconded by ethanhs

Committee Checkins

Service: buying new GPUs - should email nvidia instead. should be handled by someone at some point Internal: social plans, banquet, etc Industry/Alum: planning for t-shirt sales (rt ticket will be sent out this week) - Is profiting off t-shirts allowed? No Decal: approved for sp22

Meeting Adjourned at 20:10

Notetaker: bencuan