Minutes 2020-02-05

2020-02-05

2020-02-05 Officer Meeting

Start Time: 17:30 End Time: 20:25

Attendance

  • Helen (President)
  • Mike (Vice President)
  • Nathan (Treasurer)
  • Louis (Systems Admin)
  • Charles (Community Ambassador)
  • Hemant (Membership)
  • Ashmita (Webmaster)
  • Cole (Secretary)

TODOs

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
    • 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)
    • Pick dates for UNIX classes to reserve labs

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)
    • Set up mail server

Topics for Discussion

  • Nathan: Event scheduling
  • Nathan: Travel reimbursement deliberations
  • Nathan: Sponsorship redraft
  • Charlie: Subjects
  • Charlie: Site visit
  • Charlie: Think talk
  • Charlie: Officers
  • Charlie: Name change
  • Louis: Events on website
  • Charlie: Meeting length
  • Charlie: MinneHack post event website
  • Helen: Career fair (mh)
  • Charlie: Opaque/12-stop/n-stop
  • Mike: Post-MinneHack cleanup
  • Mike: Mailing back sponsor materials
  • Louis: Ops requests
    • USB-to-serial and/or iKVM for cerberus mgmt
    • 6a
    • Heads
    • Wire mgmt runners
    • GPUs?
    • Trays and heatsinks for r410?
    • PDUs?
    • 10g/fibre equipment?
  • Charlie: MinneHack system meeting time
  • Cole: Major info event
  • Cole: Ops request: label maker
  • Cole: Moving server rack & closet space
  • Charlie: Ops request: foam for closet (ask Cole)
  • Charlie: Membership (things need to get done)
  • Charlie: Send Oculus (Nathan)

Minutes

  • Nathan: Event scheduling
    • Charlie: Fridays are a good day for 1-250
    • Mike: Could we use 1-262
    • Charlie: No, it's too small
    • Louis: If people use their own laptops it'll be fine
    • Louis: Alternatively, we could just tell people to use vole
    • Mike: That defeats the purpose of getting a lab
    • Charlie: We could get Lind 40, there's like nothing on the schedule
    • Mike: What about other events
    • Helen: We have money for two paper pals, and we've already chosen the first paper
    • Mike: Do we want to get a smaller room for paper pals this time?
    • Helen: Yes, I'll do that
    • Louis: See if you can get the circle room (2-260)
    • Helen: I'll make the poster, too
    • Nathan: The resume event...
    • Helen: Cole and I were talking earlier that we could use the resume event money for a similar event where we have experienced students talk about upper division classes and tracks
    • Helen: We could have that around registration time, and not at the same time as ACM-W's event
    • Nathan: I'll talk to SSF and see if we're allowed to use the money for that, it sounds similar enough
    • Mike: Do we have the atrium reserved for the LAN party?
    • Helen: Yes
    • Nathan: I have dates for Donuts with the Department
    • Helen: Did you request the room?
    • Nathan: No I don't know how
    • Helen: I will show you
    • Mike: Once we choose dates for everything we should put them on the website
    • Helen: Donuts should be 9:30 to 10:30, so it overlaps with two class blocks
    • Helen: Ecolab think talk?
    • Charlie: That's probably mine
    • Nathan: Oh, just a side note we didn't announce sponsor names during MinneHack...
    • Helen: Oh we didn't have an open house last week
    • Mike: Did anyone come in?
    • No
    • Charlie: We need to advertise Unix classes to 2021 and 2041, because that's who the first two are aimed at
    • Nathan: 11x3 classes use Unix and Git now, so that's why the first one gets so big
    • Helen: Let's pick a day and time for open houses right now!
    • Helen: Actually, Hemant, this is your job
    • Hemant: Great
    • Hemant: I'm free at 4 on Thursday
    • Charlie: Let's do these every other week
    • Louis: I think every week is fine, since it isn't anything
    • Louis: I also think we should call them general meetings, so we have something to say when people ask
    • Nathan: Let's do something fun like play Star Trek, or give tours of the server closet
    • Louis: If we wanna start earlier, I can be free at 3:00
    • Helen: Charlie are you taking the Target Site Visit and Ecolab Think Talk?
    • Charlie: Yes
    • Helen: Cool, and we don't have to worry about study for finals for a bit
  • Nathan: Travel reimbursement deliberations
    • Nathan: We have a total that's under 2000 dollars, do we wanna go over everything?
    • Nathan: We had some that were over 100, and some questionable ones
    • Charlie: If the total is less than half of what we budgeted, I think just give it to everyone
    • Louis: I think in the future we should require that people submit on DevPost to get reimbursement
    • Helen: That's fine, but not this year because we didn't say that
    • Nathan: What do we do about people who didn't talk to me at the event?
    • Louis: They were told to talk to Nathan
    • Charlie: In general no reimbursement, but maybe on a case-by-case basis
  • Charlie: Sponsorship redraft
    • Nathan: We needed a sponsorship redraft to talk to the tax people, did that get done?
    • Charlie: It's in progress, I should have it done by the tax meeting
    • Nathan: So I should schedule the meeting?
    • Charlie: Yes
    • Nathan: Where can I look at it?
    • Charlie: It's in the shared drive, but it won't really make sense to anyone but me in its current form
    • Charlie: I tried to make it transferable from year to year with a drive extention that can replace a variable
    • Louis: What should I do about the "sponsors next" page on minnehack.io you had me make? Just nuke it and replace it with a think that says contact us?
    • Charlie: Yeah sure
    • Charlie: In the tier outline, I've made the stuff nobody ever uses optional, which is more relevant to like Monster or whatever
    • Charlie: The four tiers still exist and are pretty much the same but with some wording changes
    • Charlie: I added an "other options" section with more details that I will write later
    • Charlie: I think we should lower the price of the platinum tier so we could more reasonable convince someone to pay it, since 3x the next lowest tier is a lot
    • Helen: How much are we lowering it to?
    • Charlie: I have it at 12,000 right now, based on the prices of things
    • Nathan: I would be okay with lowering it to 10,000, i think that makes it more attractive
    • Louis: What do we do if we drop it too low and multiple companies want it? if it's 10,000 we lose out on 2000 by lowering one to gold
    • Charlie: I think we go to 10,000. I'll adjust the perk breakdown
    • Charlie: I also think it should go on the website as soon as it's done
  • Charlie: Subjects
    • Charlie: If you send multiple emails with the same subject line, gmail condenses it into one unreadable thread
    • Charlie: Just wanted to get that on the record. Make sure you mix up the words if you send an email to multiple people
  • Charlie: Site visit
    • Charlie: Is there a good time in the semester for this to happen?
    • Nathan: I think earlier is better
    • Charlie: Great, I'll talk to Darielle
  • Charlie: Think talk
    • Charlie: We promised Ecolab a think talk during the semester as a makeup for not doing one during MinneHack. We might also have one for SPS
    • Nathan: The deadline for SSF is next week
    • Charlie: Do we make the company pay for pizza?
    • Helen: Yes
    • Nathan: No
    • Nathan: I could probably get the department to pay for pizza for an event like that
    • Helen: I think we can tell them "if you want pizza, you have to pay for it"
    • Nathan: I'm fine with that.
    • Helen: If we do not mention food, there will not be food, and nobody will come
    • Cgarkes: might have sps too
  • Charlie: Officers
    • Charlie: idr why I wrote that
    • Charlie: Oh Kelton said he's interested in treasurer next year
    • Louis: I would feel bad if we did that to him
    • Nathan: I'll be around for the first half of next year, and Sue is helpful. She got us access to view our account balances and stuff
    • Louis: Hemant, you have to do the door email now
    • Hemant: Ok but please tell me how
    • Louis: This is a good opportunity to get officer responsibilities back to the correct person
    • Louis: After Cassie left everyone else took over membership roles, and now nobody knows what membership is supposed to do
  • Charlie: Name change
    • Charlie: Now that we're a CLP and we're allowed to represent ourselves as part of the U, we should change our name to ACM UMN so it's not absurdly long
  • Louis: Events on website
    • Louis: When we have events scheduled they should go on the website
    • Cole: Could we embed the calendar on the events page?
    • Everyone: No, and fuck you
    • Mike: Also, the way events get on the calendar is I read them off the events page and copy them over by hand
  • Charlie: Meeting length
    • Charlie: Meetings are never shorter than an hour and a half, so we should reflect that in our schedules
    • When else would work for meetings?
    • Louis: I think since Ashmita isn't at the meetings, we could not schedule around her
    • Helen: I think if you're not at the meeting, it doesn't make sense to be an officer
    • Louis: We could also roll webmaster into secretary
    • Mike: I think webmaster doesn't need to be a separate job, it's just anyone who needs to can push to a git repo
    • Charlie: If we're not considering Ashmita, we have a free hour and a half on Monday nights
    • Meetings are now on Mondays at 6:30
  • Charlie: MinneHack post event website
    • Louis: I just converted it to its post event form
    • Louis: Oh, someone who knows about analytics should do that to minnehack.io
  • Helen: Career fair (mh)
    • Helen: I was going to say people should talk about MinneHack at the career fair but it's moot now
    • Hemant: Oh I actually did talk about MinneHack with Cargill, I got some contact info
  • Charlie: Opaque
    • Louis: I think we should table this until the summer, I don't have the badwidth during the semester
  • Mike: Post-MinneHack cleanup
    • Mike: This is less of a problem because I already did some of it, but after MinneHack there are 100 boxes of tape and cables and cups everywhere
    • Charles: I think since we're getting more rack and we're going to have to reorganize, we should hold off on excessive cleaning for now
  • Mike: Mailing back sponsor materials
    • Mike: There are like three separate sponsor materials that need to get mailed back and it's been like two weeks
    • Nathan: They should have return lables on them, if they do then all that needs to happen is to take them down to Coffman
    • Charlie: Optum has a return, Ecolab does not
    • Mike: What about the box of tablets?
    • Helen: That's also Optum's and it has a return lable, it just needs to be resealed
    • Charlie: I'm talking to Ecolab about shipping right now, they just haven't emailed me back yet
  • Louis: Ops requests
    • Requests:
      • USB-to-serial and/or iKVM for cerberus mgmt
      • CAT 6a
      • Heads
      • Wire mgmt runners
      • GPUs?
      • Shelves
      • Trays for r410?
        • Louis: This would be a good thing to do for like $20
      • Hard drives
      • PDUs?
      • 10g/fibre equipment?
    • Louis: These are the things I want
    • Louis: we originally bought garlic with the intention of putting lots of gpus in it.
    • Louis: This (the GPUs) doesn't seem like something that we need right now
    • Cole: we could re-allocate gpu money for shelves
  • Cole: Request: Label maker (non-frankenstien)
    • Charles: we still have one somewhere...?
    • Mike: No we don't it's been lost for like a year
    • Helen: If we get a new one it should use the tape we still have
    • Cole: And make sure it has a qwerty keyboard, not abcd
  • Charlie: request: Foam for closet
    • Charlie: Now that someone is actually using one of the servers, it might be good to get audible dampening foam
    • Charlie: And once we get more rack and more servers, it'll just be more of a problem
  • Cole: Major info event
    • already talked about it
  • Cole: Moving server rack & closet space
    • Cole: I've done some measuring
    • Cole: We can fit in the second rack, but it'll be a tight fit and I think we'll need to reorganize the storage
    • Cole: One idea is to talk about the table and use the stacked cabinets as a table instead
    • Cole: It would also be good to clean out old stuff we don't actually need anymore, or stuff like the ethernet bin that could be stored somewhere else
    • Nathan: We could put stuff in the vacuum closet, or under the floor
    • Louis: Under the floor doesn't work because it's short, and harder to access
    • Louis: I think a bigger question than storage is whether the first rack stays where it is
    • Cole: I think it should
    • Cole: I do have a truck I can use at any point when we want to pick up the rack
    • Charlie: We should schedule rack day. Louis, Cole?
    • 4:30 onward on Friday is Rack Time
  • Cole: Newsletter Events for the week
    • Linux Classes
      • Dates: Thursdays, 5:00 - 6:15 pm
        • 02/20/20
        • 02/27/20
        • 03/05/20
        • 03/12/20
      • Location: ??????
    • General Meeting
      • Every Thursday Tuesday from 3:00 to 5:00 pm
        • 02/11/20
        • 02/18/20
        • 02/25/20
        • 03/01/20
    • MinneHack Recap & Photos
    • Donuts with The Department
      • 02/21/2020 (Friday)
      • 03/20/2020
      • 04/24/2020
  • Charlie: Membership (things need to get done)
    • already did
  • Charlie: Send Oculus (Nathan)
    • Charlie: Nathan must do this
    • Nathan: Yeah, I'm looking into it

Things to say

  • Talk to your (cool) CSCI professors about Donuts
  • If you continually do not do your tasks, please ask someone to do them. It is better to have someone a little bit grumpy at you than for them not to get done.

Newsletter

  • See above ^^

TODOs

Today

  • Ashmita:
    • Put events on the website
  • Charlie:
    • Reserve Lind 40
  • Cole:
    • Send Newsletter
    • Get Truck for Operation Rack n' Roll
  • Helen:
    • Talk to Ashmita
  • Hemant:
    • Update door list

One Week

  • Charlie:
    • Find sock person
    • Plan Ecolab think talk
    • Does SPS get a think talk?
    • Figure out Ecolab materials shipping
    • Finish new tier outline
    • Talk to Darielle about Target site visit
  • Helen:
    • Reserve room for paper pals
    • Make poster for paper pals
    • Update paper pals z-link
    • Complete PCard training
    • Delete PayPal (with charles)
    • Schedule helen's events
    • Get registered for classes asap
  • Louis:
    • Reserve TA tables for LAN party (mostly done)
  • Nathan:
    • Talk to SSF about the class registration event
    • Schedule a tax meeting
    • Purchase Requests (bus, ppr trail, park)
    • Send oculus
    • Send booth material stuff backu

Four Weeks

None

Blocked/Long Term

  • Louis:
    • Talk to someone about power for closet
    • More rack
    • 10Gb project (pending Irene)
  • Louis/Hemant:
    • Make the website bad for april fools (SpOnGeBoB TeXt)
    • Set up mail server