Board of Directors Meeting

Attendance: - [x] storce - [ ] rsang - [x] jaysa - [x] sbwilliams

• [x] msonmez
• [x] joiew
• [x] sawansri

• [x] erdaifu

• [x] jingwenyang

• [x] finwan
• [x] eariespraud
• [ ] knivesng
• [x] lukepeters
• [x] danliu
• [ ] michaelzls
• [ ] blakeh
• [x] ncostello
• [x] ericgu

Guests:

• marcelinevallev
• vqbc
• lydiaywang
• ethanhu

Quorum for this meeting is 13/18

Meeting Started at 6:48PM

administrivia

• 25live (campus space reservation platform) for OCF booking.

  • neat + transparent
  • storce: SUFMO can see bookings, we can track our own event bookings
  • sbwilliams: doesnt that limit our booking of our own space? i want to verify that it is bod and bod only which would determine the booking of a space
    • based on their description of 25live, it didnt seem like we'd have much control...
    • id want to hear from Event Services
    • storce: cool, ill reach out and check about that

• Union of Open CS Clubs with BERK1337

  • BERK1337 sent an email about union of open CS clubs (ones that have no application process). wish blakeh was here since CSUA is involved too?
  • sbwilliams: will that mean they'll start publishing repos publicly...? what does "open" mean here?
  • storce: more of an informal alliance
  • vqbc: open as in anyone can join or open source?
  • storce: pretty sure they just mean open admission
  • storce: mailing list?
    • jaysa: we have our discord
  • sbwilliams: this is good for normie clubs but not us tbh
    • IF they go foss or they become more foss im down tho
  • joiew: if we join up with them and they do something weird or bad, reflects badly on us... could anger ASUC
    • dont see why we'd need to join
  • storce: will bring up more relevant stuff next meeting
  • joiew: would ASUC be ok with something like this?
    • vqbc: just LARP i dont think they would be
    • sbwilliams: ok FOSS would be cool tho

• Post retreat accounting

  • Thank you for the retreat! Everyone was super helpful. Especially Mina and Carl for handling the bulk of the logistics and finances.
  • Juice & Water + Grocery Uber + First day Safeway + Instacart Costco ~= $700...?
    • Going over the previous allocation of $800. We are likely looking at a little over 1k
    • Blanket allocation of $1100?
      • sbwilliams: this is much higher than our initial allocation? we should have a larger discussion about this
      • sbwilliams: this money is primarily for tech purposes, and if this continues happening...
      • vqbc: we should do a larger discussion about cost-cutting but we need to get through this time-wise
      • sbwilliams: can't we cover the difference later if needed?
      • storce: there's already reimbursement over the allocation. we already spent the money. we can go over future prevention.
    • last time we allocated 1.5k to retreat but went under
    • msonmez: i factored in last semester's "leftover" retreat money into this semester
    • sbwilliams: 1900 across the 2 retreats, which im not super comfortable about this... we should keep it under 5% of total jane street allocation.
    • msonmez: if there was a concern about going over the budget I wouldn't have planned this retreat, there was much interest
      • i do it because people want it not because I want it, it's on someone else to plan
      • msonmez: was not the goal to go over our expenses
    • unless we go to Senate to appeal or get our large hardware purchases out of the way, maybe we should put off doing retreat / doing it less frequently...
    • sbwilliams: perhaps we should codify how much we should put toward retreat each semester
      • im only comfortable with increasing the allocation if its accompanied by a codified policy about budgeting for retreat
    • storce: ok, if you codify the policy and we bring it next bod and put it into bylaws
    • storce: erdaifuu + storce would have to wait a week to get funded, but if bylaw is ready by next week, then we can refund to ensure going over-budget like this doesn't happen again

• SWE event this saturday and sunday, Nix meetup next week.

  • Opstaff for sunday? 9:00AM to 3:00PM
    • eariespraud: yep, allocation opstaff to cover these hours!
    • to watch the middle-schoolers for the SWE++ event!
  • will email SUFMO to remind them of all this
    • storce: technically after 6PM building is closed but andy never followed up with me on how to properly schedule this event.
    • jaysa: for ppl at nix event, what to keep in mind
    • storce: issue nametags. im trying to see if email confirmation from luma is good enough
    • storce: asked MLK staff to have a confirmation email from luma
• should we raise color quota for the end of this semester?
  • this is blakeh's item but he's out :(
  • sbwilliams: we can do this with SM approval as well
    • we should maybe formalize but atm SMs are allowed to raise the quota!

• nominations!!!

  • you can nominate just 1 head for a position
  • constitution states only those on bod can run for positions
    • storce: we can waive this for certain members, though
    • sbwilliams and jaysa: no, people should be constant bod numbers before being nominated
  • sbwilliams: please CHECK ANNOUNCEMENTS since we are doing async nominations
    • you can nominate yourself

• Adding lukegon to BOD, sawansri and jaysa vouches

  • mostly bc erdaifuu wants a second head to help him out
  • VOTE: 17 FOR, 1 ABSTAIN
  • lukegon not added until next week technically

operations

• OM hiring
  • storce: making opstaff an official campus job
    1. would require us securing an official funding source
       • CACSSF does not provide recurring funding
       • student fee referendum is the other option
         • storce: we've been hesitant to pursue this for some years
         • jaysa: it would be on top of existing SSF money, so we would be charging students overall more
         • sbwilliams: extra money going towards OCF would be worth it though imo, it's a good campus resource
         • ethanhu: increasing return-to-aid clause on OCF fee?
         • storce: would be a large effort that would take a very long time
       • joiew: why do this?
         • storce: we wouldn't have uncertainty of not receiving CACSSF money
           • also opstaff are currently taxed as "self-employed" so they pay extra taxes
       • jaysa: 2 main questions, would we retain control over hiring and scheduling?
    2. get opstaff approved
    3. get campus to approve

internal

• tech talk next week!
  • storce: we could do next tuesday!

finance

• ordered 3 staplers to replace broken ones, ordered more paper coming on fri/thu

decal

• sawansri: last optional lec this tuesday
• erdaifuu: get your trainings done if you want to be on the form!

design

rebuild

• jaysa: spam on death, dealing with it by blocking ips by hand atm
• sbwilliams: many ISO tickets, econreview
  • jaysa: econreview has the footer.php of all time bro
  • if the fans sounds lound and death's load average is about 2-3 and more like 8-9 LET ME KNOW

Meeting Adjourned at ${end_time}

Notetaker: jaysa!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!