Minutes 2020-01-20

2020-01-20

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
  • 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)
    • Mail

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
  • 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)
    • Mail