oct 1 bod

Author: jaysa68

docs/bod/2025/Fall/2025-10-01.md

@@ -2,84 +2,230 @@
 
 Directors in Attendance:
 
-- [ ] lukepeters
-- [ ] fengyihuang
-- [ ] eariespraud
-- [ ] storce
-- [ ] sbwilliams
+- [x] lukepeters
+- [x] fengyihuang
+- [x] eariespraud
+- [x] storce
+- [x] sbwilliams
 
 - [ ] joie
-- [ ] ncostello
+- [x] ncostello
 
-- [ ] finwan
-- [ ] rsang
+- [x] finwan
+- [x] rsang
 
-- [ ] erdaifuu
-- [ ] lic
-- [ ] sawansri
+- [x] erdaifuu
+- [x] lic
+- [x] sawansri
 
 - [ ] jingwenyang
-- [ ] msonmez
+- [x] msonmez
 
-- [ ] rjz
-- [ ] jaysa
-- [ ] toke
-- [ ] kinn
+- [x] rjz
+- [x] jaysa
+- [x] toke
+- [x] kinn
 
 Quorum Met (y/n): 
-Total Attendance: 0/18
+Total Attendance: 16/18
 
 
 Guests in Attendance:
+veil
+leos
+knivesng
+lydiaywang
+vqbc
 
-
-Notetaker: 
+Notetaker: jaysa
 
 
 # Agenda
 
-BoD Started:
-
+BoD Started: 6:43PM
 
-Voting Items:
 
+Voting Items: None
 
 Updates:
 
+- lab reservation policy needs work from GMs
 
 General Updates:
 
 * General Managers: fengyihuang and lukepeters
 
+- no updates on seat cleaning from GMs
+- storce: also send maintenance email about broken lights!
+    - email about both at once
+
+- meeting on Sunday w/ B&G leadership and GMs
+    - 3 year old un-updated MOU, need to touch base
+    - if unsure about anything, will come back to ask BoD
+    - current policy requires 24 advance notice via email OR
+      coming in during open hours
+    - 24/7 keycard access to lab is a security issue!
+    - lukepeters: more inclined to be lenient... just B&G
+      signatories?
+    - jaysa: make sure to get approval of our decision by ASUC
+      spaces (ideally to revoke their keycard) before taking
+      this to SUFMO operations staff to have it removed
+    - sbwilliams: ASUC EVP is looped in on these emails by me
+        - no response from them)
+    - storce, lukepeters: try to at least figure out *who* has
+      keycard right now
+        - storce: and have us be the requestors!
+    - lukepeters: their keycard requests dont go through Lauren,
+      bc they're not chartered
+    - sbwilliams: if they have very valid reason to keep
+      keycard, we at least audit. otherwise they shouldnt have
+      it.
+        - lessens chance of us losing track of who has keycard
+          again
+    - sbwilliams: explicitly asked Andy for full keycard list,
+      was redirected to Lauren
+        - lukepeters: this makes sense bc they're fairly
+          disorganized
+        - lukepeters: kayla did audit last summer so she *might*
+          know. will reach out again.
+        - fengyihuang: we need to maintain good relationship w/
+          B&G
+    - lukepeters: we should walk lightly around campus entities
+      in general and try to present a good image. esp bc budget
+      was cut last year
+        - jaysa: we had consistent rollover tho...
+    - fengyihuang: advertising on MLK screens would be good
+        - doing outreach and showcasing what we do is good
+        - jaysa: putting together document/webpage showing what
+          we do would be good for funding app too
+            - storce: collaboration w/ OCTO in progress
+            - jaysa: dailycal artible, also bestdocs
+              blog/newsletter real (someone help me implement
+              pls)
+
+    - fengyihuang: keycard is normally reserved for contributing
+      staff.
+        - but how do we define contribution?
+        - using myself as a case study of non-technical
+          contributions!
+        - lukepeters: BoD should think more about this policy
+          and who we give keycard to
+        - storce: using fang as example, he's around, keycard as
+          recognition for presence.
+          - however administrative and technical contributions
+            should be priority criteria
+          - people should be motivated to contribute to this
+            space.
+        - sbwilliams: we do have an explicit keycard policy!
+          loosly defining contributions is good in writing,
+          because small thing will then get recognize (both
+          technical and administrative). having more incentives
+          to make these contributions is a good thing
+            - we want to encourage contributing in small ways
+            - ppl wanting to just come and hang out is not
+              limiting, since they may then be motivated to
+              contribute to get keycard
+            - motivated myself personally to make contributions
+        - lukepeters: when we talk about this, we usually keep
+          status quo, its a pretty organic social thing.
+
+        - fengyihuang: should we keep the idea of people needing
+          to ask for keycard?
+            - jaysa: dont have 1 *Ms give keycard and not tell
+              anyone!
+                - sbwilliams: this is in OCF policy
+            - sbwilliams: this should be said in the *M chat
+              before its done so other people have chance to
+              object
+            - lukepeters: we already do lol lets gooo
 
 Site Updates:
 
 * Site Managers: sbwilliams and storce
 
+- storce: no updates
+- sbwilliams: nothing to bring up to BoD
+
+- rjz: run out of disk space on HPC server...
+    -  must replace 1 8TB hard drive with a 16TB hard drive
+    - if we don't have one in stock, will buy it
+    - storce: no storage policy in place?
+        - rjz: nope! will take a look at usage by users
+    - sbwilliams: when you look at buying a drive, pls loop in
+      me and storce
+    - sbwilliams: if theres an additional step for adding users
+      to HPC currently missing, could you add it to docs rjz?
 
 Operations Updates:
 
 * Operations Manager: eariespraud
 
-   
+- eariespraud: isabelle wanted to bring up OCF halloween social, budget?
+    - jaysa: we should watch perfect blue and i will set out decorations after BoD.
+    - $50 candy budget?
+    - will decide social budget after attendance poll 
+        - joie will send it out after a few weeks
+    - costumes heavily encouraged....🎃🎃🎃🎃🎃🎃
+
 Internal Updates:
 
 * Internal Heads: joiew and ncostello
 
+- 1 tech talk results:
+    - interest from 1 person, thomson nguyen
+    - allthingsweb also interested, but want a small tech-talk,
+      ideally a lecture hall
+    - sawansri: my manager was down to give a tech talk, our
+      team at amazon was working on an OSS project. he'd have to
+      fly out from washington
+
+- lukepeters: no resposne from framework
+- alumni banquet in december
+
+- retreat poll results
 
 Finance Updates:
 
 * Finance Heads: finwan and rsang
 
+- finwan: no big updates or purchases
+    - placed paper order
+    - contacted SUFMO about e-waste, will tell them wednesday
+      nights are ideal
+- lab hours shortening
+    - thursday and friday in general
+        - TODO restore thursday hours, cut off friday, update
+          ocf.io/hours
+        - jaysa: bring back friday hour at end next semester
+
+- filled out ASUC invoice request form to Jane Street for $25k
 
 DeCal Updates:
 
 * DeCal Heads: erdaifuu, lic, and sawansri
 
+- sawansri: lower attendance, only 13 people this week
+    - going well overall
+    - reached out to by SPLASH@berkeley
+        - no one wanted to do it last year when they reached out
 
 Design Updates:
 
 * Design Heads: jingwenyang and msonmez
 
+jingwenyang not present
+
+- mina: nov 14-16th fits best w/ ppls schedules, most people
+preferred 2 nights (Fri and Sat).
+    - even distribution of location preferences
+        - however, highest were monterey and santa cruz
+    - jaysa: has been to santa cruz via public transportation
+        - mina: having cars is important tho
+            - 2 yesses (including myself) for driving a car
+
+- mina: will tiebreaker with activities
+
+- joie: fill out the shirt form!!! today!!!! its in the discord.
+  jingwen sending out quote soon
 
-BoD Concluded: 
+BoD Concluded: 7:34PM