2020-01-20 Officer Meeting
Start Time: 18:45 End Time: 19:20
Attendance
- Helen (President)
- Mike (Vice President)
- Nathan (Treasurer)
- Louis (Systems Admin)
- Hemant (Membership)
Ashmita (Webmaster)Charles (Secretary)
TODOs
Today
- Charles:
- Kauffman about judging
- Carpool and reimbursement email to everyone
- Reply to perficient (volunteer, pull from pool to judge)
- Seagate email
- Stickermule
- Review budget and purchases
- Sponsor arrival info email
- cd email
- Helen:
- Closed caption email
- Food permits
- Email people who requested too much reimbursement
- Talk to CSE IT, department about labs for unix classes (emailed shana, got contact info)
- Hemant:
- Talk to Moen about judging
- Louis:
- Talk to evw about judging
- Nathan:
-
Email professors
- Nathan Taylor
- SHana
- Kate Jensen
- Chad Myers
- Dvolis
- Chandra
- Favonia
- Wendt
- Hopper
- Purchase requests
-
Email professors
- Ace/Hemant:
- Judging plan
One Week
- Charles:
- Add 2 prizes
- Dev post
- Cole:
- Pamphlet designed by Wednesday 22nd
- Helen:
- Complete PCard training
- Delete PayPal (with charles)
- Schedule helen's events
- Get registered for classes asap
- Talk to Darielle about site visit next semester
- Louis:
- Bring hestia back into service
- TA tables (mostly done)
Four Weeks
None
Blocked/Long Term
- Louis:
- Talk to someone about power for closet
- More Rack
- Write CTF running guide
- 10Gb project (pending Irene)
- Louis/Hemant:
- Make the website bad for april fools (SpOnGeBoB TeXt)
Topics for Discussion
- Helen: The lights fucking suck
- Helen: Secretary / Community ambassador positions
- Mike: Spring meeting time
- Louis: Rohan Shiva's team
- Louis: RSVP status
- Louis: Eliminating non-respondants/giving spots to people on waitlist
- Louis: RSVP over-registration policy
Minutes
- Helen: The lights fucking suck
- Helen: Sometimes the lights will blink on and off every few second, but not always
- Helen: I think we should submit a maintenance request to get that fixed
- Helen: Secretary & Community ambassador positions
- Helen: Charlie is gone, we need to discuss new community ambassador and probably new secretary
- Helen: I think Charles has decided he's the new community ambassador since he's been doing it anyway
- Helen: We need a new secretary
- Mike: What do we need out of a new secretary? If it's just taking the minutes I can do that
- Louis: I think secretary is just another person to delegate things to, but specifically emailing the departments / room reservations
- Helen: I think we should get someone to do that. Let's put the position in the newsletter
- Louis: I though Cole wanted to be the new secretary
- Helen: I haven't heard from him in a while about that, but you're right, we should talk to him first
- Mike: Spring meeting time
- Nevermind helen will have her schedule in tonight
- Louis: Rohan Shiva's team
- Louis: Some guy emailed us to say that he made it before the cutoff but his two friends didn't
- Louis: I think we should be nice and let them in
- Helen: I agree, that's two more garanteed people at the event
- Louis: RSVP status
- Louis: We currently have > 200 RSVPs, but the trendline is starting to fall off
- Louis: I think we should start culling people who are non-responsive and move people up from the waitlist
- Helen: I think it's a good idea to move up the waitlist line if it'll get more responses
- Louis: I'll run some numbers and we can decide, but this might mean we should adjust our policy on garanteed admission
- Helen: How many garanteed spots have we given out already?
- Louis: Too many, but if we shuffle things around we could get more yes's out of the same number of spots
- Louis: RSVP over-registration policy
- Louis: How many garanteed spots are we giving away?
- Louis: would we rather have 280 or 320? if we have 320 will we run out of food?
- Nathan: Yes, but let me check something
- Helen: I think the only time we're in danger of running out of food is earlier on, before people start to trickle out
- Louis: Okay, well I'll try not to extend more than 300 garantees
- Louis: The real question is what percent over 100 we can be save giving out. imo it's around 10, since RSVPing is a pretty solid indicator that they'll come
- Mike: Volunteers day-of
- Mike: Since my job is to coordinate volunteers day-of, I'd like to talk about what the volunteers will be doing
- Helen: We'll need someone posted by the door from the start until 2 when judging starts to make sure only participants get in
- Helen: And once the building closes we'll need periodic patrols to tell people not to be hanging out outside the great hall. at least every two hours?
- Mike: It honestly doesn't matter to me if people want to hang out in coffman
- Louis: I do think we should have patrols to at least ask people if they're okay
- Mike: Volunteers will also be helping with setup and teardown, yes
- Helen: Yes, and Louis will probably need 3-ish people to help with cabling
- Helen: Other than that, snack setup and for dinner (bringing the food in, setting it up on the tables)
- Helen: Someone will need to guard the prizes and snacks in the kitchen area.
- Helen: We'll need a bunch of people during check-in
- Mike: okay, this is good
- Misc
- Helen: oh, i need to work on my speech and make two slidedecks (one for speech, one to go throughout the day)
- Helen: How do i make talking about the topic seem exciting?
- Helen: Usually we have a company come in and be excited about stuff but we don't have that this year
- Nathan: We can be excited about ACM instead?
- Helen: [redacted]
- Helen: Okay that helps, thank you
Things to say
- Talk to your professors about Donuts
- If you continually do not do your tasks, please ask someone to do them. It is better for them to get done and have someone a little bit grumpy than not have money for MinneHack, or other bad things.
TODOs
Newsletter
- Events
- MinneHack (with link)
Today
- Charles:
- Stickermule
- Review budget and purchases
- Sponsor arrival info email
- Helen:
- Closed caption email
- Food permits
- Talk to CSE IT, department about labs for unix classes (emailed shana, got contact info)
- Hemant:
- Talk to Moen about judging
- Louis:
- Talk to evw about judging
- Nathan:
-
Email professors
- Nathan Taylor
- Shana
- Kate Jensen
- Chad Myers
- Dvolis
- Chandra
- Favonia
- Wendt
- Hopper
- Purchase requests
-
Email professors
- Ace/Hemant:
- Judging plan
One Week
- Charles:
- Add 2 prizes
- Dev post
- Cole:
- Pamphlet designed by Wednesday 22nd
- Helen:
- Write opening speech
- Make slide decks
- Complete PCard training
- Delete PayPal (with charles)
- Schedule helen's events
- Get registered for classes asap
- Talk to Darielle about site visit next semester
- Louis:
- Call facilities about the lights
- Build check-in interface
- Send "RSVP or lose your spot" email
- Bring hestia back into service
- TA tables (mostly done)
Four Weeks
None
Blocked/Long Term
- Louis:
- Talk to someone about power for closet
- More Rack
- Write CTF running guide
- 10Gb project (pending Irene)
- Louis/Hemant:
- Make the website bad for april fools (SpOnGeBoB TeXt)