Board of Directors Meeting

Attendance: - [x] msonmez - [x] rsang - [x] blakeh - [x] sbwilliams

• [ ] ericgu
• [x] joiew
• [x] lafer
• [ ] erdaifu

• [x] finwan

• [x] racheyangg

• [ ] rschuetz
• [x] lukepeters
• [x] vqbc
• [x] michaelzls
• [x] lukegon

Guests: studentkrisk kcjin jerrywang angelawuuski amuamuamu

Quorum for this meeting is 7

Meeting Started at 18:19

administrivia

• Haven't sent an email to SUFMO, someone remind me after BoD
  • sbwilliams: email sending service?
• rsang: push color printing discussion for later
• mina: thinking of planning outdoor adventure for next semester, thinking more local
  • either SF trip or stay in berkeley, hiking or go to dinner
  • rsang: round one (arcade)
    • we can do $20 of credits paid for
  • we will try to do 2 fun outings for social
  • push off to next week

operations

• How we doing folks
  • laura: people keep asking for colour printing
  • rsang: SWE++ starting this week
  • blakeh: any new held job issues? seems like it's completely dissapeared
    • potentially because of very large files
    • could change max data size?
      • difficult to find sweet spot
      • currently set to unlimited
      • look at aggregate of data, should be somewhere
      • stats are somewhat broken, but should be easy to fix and backdate
        • color stats should work now
    • potentially compress only if above certain size
    • potentially do processing on the desktop instead of on server

internal

• GM #2 tonight, folks please be real
  • joie: short slidedeck, then talk
• Social Friday, Clocktower?????
  • joie:
    • joie will not be here, will buy snacks before
    • start at 7PM
• Budget for GM foods??? - joie: last time, got five but needed extra - rsang: will likely be less people this time - finna: - should not order every single GM - joie: ~$200 every time for all the pizza - maybe $250 per week for GM and social - however, since it's the first few weeks, we can make allowences - vote: 11 yes, 2 abstain; passed!
• tech talks?
  • joie: "in contact" with emma
• hack days?
  • joie:
    • are people interested?
    • it might be better to alternate between socials on fridays and hackdays on saturdays every other week, otherwise too burnt out
    • also, less attendence to hack days compared to socials
    • we will try it out
• interest form
  • mina:
    • process for getting back to those people?
    • people do the interest form and expect some follow-up?
    • potentially use an automated email to tell people to come
    • rsang: possibility: send email to everyone "join our discord," change mailing list to discord on website
    • studentkrisk: i can do this
    • mina: willing to write the emails
    • rsang: not sustainable, no one will want to do this anymore after
    • andy: jaysa suggested we should write on the blog more + RSS feed -> newsletter
    • angela: will write blogs!!!

finance

• Color toner got bought! Yippee!!!
  • finna:
    • hp color toner coming on 14 september
    • ld toner coming in a day (we do not trust them though)
      • if ld works well, we will use it because they are much cheaper; hp is insurance
      • we may need the hp to graft the chips onto the ld, but likely not according to research
    • quarter inch staplers have been ordered
    • stapler removers will be ordered by the week's end
    • the big staplers have issues with small stacks of paper, which is why we need the quarter inch
  • have not done hard drive purchases yet
  • sbwilliams:
    • we found 144 TB free, so let's repurpose that?
    • from past kubernetes setup
  • michaelzls: we should still buy hard drives
  • blakeh: we should move o3 from hdd to ssd
  • michaelzls: we should set up backups
  • andy: can raise disk quota
  • michaelzls: concerns about speed of hdd

decal

• First decal lecture how it go guys
  • luke:
    • decal very good!! carl did well
    • guest says it's very good as well
  • carl:
    • need to talk to michaelzls or sbwilliams for VM setup
    • michaelzls: either we give root or local user account

design

• Hoodie guys have not gotten back to me, if any one has suggestions state them now or forever hold your peace
  • angela: sparkprintz
    • can't do zelle payments?

rebuild

• How cooked are we.
  • sbwilliams: lots of process
    • retranspiling kubernetes
    • broad plans to centralize infra to kube
    • new staff projects:
      • no "projects" per say, but random stuff!!
      • michaelzls: llm policy please!
      • blakeh: since not becoming part of the constitution, don't need to vote
• LLM policy
  • sbwilliams:
    • maintaining the ocf is a lot of effort and using llms make the codebase a lot harder to work with
    • waste of time to review +700 line llm slop
    • core of policy:
      1. any commit that contains llm generated code NEEDS a "assisted by" tag
      2. any pr that contains llm generated code needs to contain
         • high level overview that they made
         • any steps they took to make sure that the stuff is actually correct
         • you should understand what every line of code does
         • for the sake of transparency and maintainability
      3. anything that's not code, you must write
         • no one wants to read slop
         • intentionality in writing makes it a lot easier to read
         • our time is valuable too
      4. human in the loop
         • you MUST review things, as otherwise the code will become completely impossible to maintain this is the policy rootstaff currently operates on, doesn't seem like too big of a step to formalize like this
    • mina: question: if someone submits an llm pr, what do you do?
    • sbwilliams: just put "please review our llm usage policy"
      • potentially write a CONTRIBUTING.md

• mina: how is new staff integration going?

  • sbwilliams: routing people to rootstaff is fine, following up with people is good; easy to forget
  • mina: do not have to engage with difficult people
  • michaelzls: only overwheming thing is that i am not as excited because there's so few contributions
    • the contributions we do see are vibecoded
  • blakeh: fully agree, disappointed in people defaulting to ai use
  • michaelzls: before, the barrier to entry made sure that you had to be motivated and had to know what you're doing
  • mina: if we announce the new llm policy, this will make people aware of our views and goals
  • rsang: people don't know about our thoughts because all the other tech clubs are so pro-ai
  • joie: make extra slide

• Meeting Adjourned at 19:05

• Notetaker: studentkrisk