2022-09-15 SDC Updates Meeting
Notes taken by Megan Spee discord Atlas#0263
2:30-3:30 pm Thursday sept 15 2022
ACTION ITEMS
Send Teertstra team email to allow admin access to watimake room booking
Finance: have a finance officer and decide on the 2-3 people to have access to Concur
Get any files we have out of E5 2001 within next month
Emails to watch for
Safety captain and finance captain meetings
SDC fobs requested back
Drivers list updates
1 T of network access
Design team reviews
EDI data collection
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Introductions/staffing updates
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Victoria moved departments and is not being replaced
Finance position hiring by january
Until new person hired, teertstra still reference person
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2. Meeting rooms
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3 meeting rooms available for booking
E5 2004
E5 2103 (12-14 people cap)
E7 1401
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Use gear lab computers instead of E5 2001 computers. All the ones in 2001 are getting removed and not replaced.
2001 becoming more working space (standing desks)
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1T of network storage will become accessible at some point, they will follow up with that over email when it becomes available
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Document storage no longer in 2001, store in smaller cabinets in the bay (cabinets can be requested)
1-2 months until documents are gone. If they find any unclaimed for the team they will contact the respective teams
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SDC fobs will requested back (all of the regular ones)
Rooms will be passcode accessible, mostly. Welding room fobs still only work for welding and will not be requested back. 3D printer room similar to welding room.
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Changing codes in some rooms at reading week
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Room booking software updates:
With 'enhanced' access you can
Log in with your team email
See who has the room booked
Able to book weekly recurring bookings
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https://waterloo.mywconline.net/index.php
Email teertstra what the team email is to allow access. Will allow admin 'enhanced' access to design teams.
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 3. Vehicles
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Trucks/trailers booking:
Additional page for each trailer you book to avoid double booking trailers
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Vehicles:
Drivers list updates within month, they will email to request updates.
30 min interview required to register the driver to go over rules and requirements
Keep to 3-4 drivers per team.
Truck/trailer training as required
New pickup truck (getting rid of silverado)
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4. Design review meetings
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Guidance and reviewing the projects for competition
Plan is to meet with groups at key times
Before purchases
Before big design decisions
Save money and build better
Meetings divided by topics (chassis for example will include many teams)
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 5. CSA approved equipment
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Anything you plug into the wall (electrical equipment) please source locally
Buy from Canadian vendor. Might be able to bargain with companies we have good relations with
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6. Misc
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Contact info for team spreadsheet:
Should include team leads + finance + safety captain contact info
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Meetings for finance leads
Teertstra to go over purchases reimbursements etc. will email about this
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Meetings for safety captains coming next week (possibly 3:30 Thursday in E5 2004)
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Mary Robinson associate dean for EDI (Ethnicity, diversity, and inclustivity):
Look out for EID requirements for competitions in the future. May require demographic data to compete.
Potentially SDC will collect data on this in design teams to start promoting EDI
Focus groups upcoming (?) Teertstra will email if applicable.
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"Concur" opened to undergrads
This is an electronic expense claims service
Finance is doing a pilot: team leads and regular purchasers (2-3 people per team) will get access to concur.
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You can run finance to negatives!
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On Concur - WEEF funding comes through, also any personal charge reimbursements.