2023-05-18 Leads Meeting

Monthly Gen Meetings @Megan Spee (3 minutes)

• General meetings for this term will be once a month, primarily social meetings, in a booked lecture hall.

  • Leads have decided that having a traditional general meeting, similar to a smaller (less than 50 employees) company’s “all hands”, does not provide enough value to be worth anyone’s time.

• Ideally some cross team information is conveyed in a more informal method and leads are present to be open to any members who want to hang out

• If this is not successful we will discuss in the future!

paper airplane making competition

plan general for next week - wednesday @ 7pm, starting the 24th may

@Megan Spee + booking lecture hall

Meeting Guidelines @Daniel Puratich (3 minutes)

• As the team is scaling we want all subteams to remain on the same page. This requires using standardizing our procedures around meetings.

• Every formally scheduled meeting will require meeting minutes in Confluence

  • The naming convention in Meetings Overview should be followed

    • No need to retroactively enforce this scheme as going through previous meeting minutes will take forever. Let’s just try to stick with this going forwards!

  • A link to the meeting minutes should be included in the google calendar description

    • see this leads meeting as an example

    • this helps keep data accessible to members!

  • All meeting minutes will go into the centralized location

    • Electrical & Autonomy: @Daniel Puratich can help you move your meeting minutes over though Confluence has a feature to move pages between spaces so it shouldn’t be a huge deal

  • Meeting minutes should contain a somewhat high level summary of what will be discussed in that meeting before the meeting so that attendees know what to expect from the meeting!

  • During the meeting, information should be added to the meeting minutes to document the discussion as it occurs

    • This is done so anyone who missed the meeting can get a summary of what was discussed!

• Over time we want subteams (and leads meeting) to converge on a meeting minutes format though for now the variety is swag.

• We would like subteam leads to experiment with using timers during the meeting and planning how long each section of the meeting will take explicitly in advance to ensure things stay on time.

  • This may help us keep meetings on time, or not, we’ll see

  • Directors are experimenting with this currently (this meeting as an example)

Data Handling @Daniel Puratich (3 minutes)

• WARG will be using:

  • Asana to track:

    • Low Level Tasks

  • Confluence to track:

    • Documentation

      • Essentially anything we want to keep for a long time as reference for WARG members

    • High Level Program Direction

    • Engineering Analysis

      • The exception to this is engineering analysis on other WARG Platforms

    • Meeting Minutes

      • If meeting minutes are desired to be private Confluence has features to accommodate this

  • Google Calendar

    • To track meeting times, locations, and a link to meeting minutes

      • All WARG meetings should be documented and have meeting minutes

    • This automatically syncs to discord events

  • Discord

    • For communications

    • Private information (passwords) using private channels

    • Relocate “bookshelf” channels to Confluence

  • Onedrive

    • Media

      • Photos and videos for social media

      • Autonomy Model Training Photographs

  • Google Drive

    • Financial ledgers

    • Slide Deck Presentations

  • Other Services

    • Altium 365

    • Github

    • Etc.

• Do not store any WARG information on personal accounts.

  • If you have concerns with this or any edge cases please ping directors for assistance

• This migration will be tough as these services are confusing and often difficult to use

  • Please reach out for directors or other leads for guidance as these systems are new for all of us.

  • If systems are continually not functioning we can absolutely pivot as a team

default discord settings for new joiners

• community onboarding

@Aaditya Chaudhary , @Nathan Green - moving CAD PDM server to the warg bay discussion to occur soon

Project Proposals: @Anthony Luo (5 minutes)

• 2023-2024 Program Outline

• High level program outlines to be filled out soon.

• Kickoff/Requirements/Architecture meetings for Big frame, Command & Control System.

• budget clarity to be provided once accounts in google sheets are stabilized & requirements meetings have shown us what the budgets look like for each system.

  • expecting to use up most of MEF budget as well as remaining WEEF Airframe budget.

  •  

Budget @Hamza Ali (10 minutes)

• Clarity on current accounts going forward. Can have a no-buy freeze for 1 week if need time to sort out budget.

• summary to follow - about engsoc accounts and etc ledgers being up to date

  • likely freeze until end of weekend

Bay Code Scrambling @Hamza Ali (3 minutes)

• Please fill out what needs to be discussed here

• @Megan Spee to email Graeme

Workshops @Anthony Luo (5 minutes)

• Aim to hold (1) workshop at least every other weekend.

• Leads please let me know if you are interested / have ideas here: Workshops 2023-2024 Planning

  • email TAs/instructors to get content from labs?

Flight Test Process @Anthony Luo (5 minutes)

• Deferred until next meeting.

No. Comp attendees & Comp Selection @Conall Kingshott (10 minutes)

• Follow through from comp debrief. What is listed are my (Conall) opinions, these are open to discussion.

• Select a number (15?) when necessary for logistics

• Select “core group” (Pilot, GS operator, etc.)

• Fill in other members later

• If you can’t make it the month and week before competition…

• also may defer to next meeting

Adding people to services @Aidan Bowers (Deactivated) (5 minutes)

• Please fill out what needs to be discussed here

Upon completing bootcamp - team roster combo’d with adding emails to services? automate this? link from warg main website?

new member onboarding doc should be updated

new members onboarded quickly

Bay Organization @Anthony Luo (5 minutes)

• no touchy stuffy

subteam leads organize things with differentiation between common-use items and off-limits items.

some kind of bay inventory solution. QR codes? - @Nathan Green to look into some solution for this…

Bay rules - point them out when people first enter the bay

• point out what not to touch(?) in a non condescending way but in a ‘respect these items’ way

clean items out of the fridge

except for

• solder paste

• 3D prints

• ice cream is up for debate :pikachu:

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