2023-06-08 Leads Meeting Minutes

@Megan Spee @Anthony Luo 5mins

• All subteams should prep a wishlist of things that meet WEEFs criteria

  • Can be delegated out to subteam members too

• Consider a system you can reference for next term as this is something we need to do every single term

  • We will have other proposals during this term as well!

• Budget is being schemed for comp

• Expect 7-8k from weef, 750-1k from engsoc, more specific the better for items

@Megan Spee 5 mins (Running longer due to discussion of leads limit, was 10 mins)

• Where is Ops currently and plan for reviving?

  • currently lacking follow-through on a lot of long-term things: finance, documentation for onboarding, documentation for the funding sheets, and also sponsorship emails that are only available to personal users

  • Ops team is ~4 people - mix of 2 terms to 0 terms experience

• New ops leads

  • form released on Tuesday for self-nominating new operations leads

    • 4 are interested YAYAYAYAY

    • Ryan, Georgia, Taim, Sahil

      • lol Sahil come on iiiiiiin

    • all of these people excel in different areas so it makes it tough

  • Megan’s thoughts: take 3 of them, and then do a rapid-fire ‘ops gets things done’ stretch from now till 1st or 2nd week of July. difficult timing because of midterms.

  • likely we have at least 2 ops leads at the end of this

    • difficulty is, all would be offsite in fall

  • Aidan: concern about having too many leads?

    • EFS and Auto have 3 leads and it seems to be working so far

      • In this case some of the leads are planning on stepping down soon

    • it could be good to get people to step up, otherwise

  • Chris: Number of leads being higher is acceptable for larger subteams

    • Notably ops is a smaller team

  • Megan: ops needs members to become owners of things. One ops leads puts too much responsibility // too broad of an umbrella for one person.

    • ops projects don’t interact with each other.

  • Other student design teams have given people on their business team more specific things to be project managers of

• recruitment efforts should still be occurring. with fall intake, maybe 2 ops leads and an onsite member (or multiple) is enough to kickstart the ops recruitment and team again.

• Sponsor stuff from keysight is in private emails

• Hamza has been MIA for past few weeks, will need to query if he’s interested in being ops lead in future as he’d be onsite in fall

• Megan to reach out to potential ops leads to confirm interest and clarify the onboarding program to finalize this next week

@Aidan Bowers (Deactivated) 5 mins (ran to 15 mins)

I can set up a system to notify leads when new members fill out the roster that auto asks the leads to add the new member to our services (as well as prompt the lead to add the user to their page of the roster).

Allows for us to do a number of cool things, but will take a few hours to set up and will require some degree of maintenance. Is it worth doing?

Aidan did some experimenting and the script is doable. Confluence doesn't support this, but like Github and Asana do.

Daniel: lot of edge cases here, notably the team roster form is public so leads have the actively maintain it as explained below.

Chris: could be unsafe/risky if people are automatically given our stuff. It is annoying people join and have to ping us. People struggle to onboard New Member Onboarding .

Ethan: no problem with what we’re doin right now.

Aidan: implementing with this will take a decent amount of time. Proposing system to ping leads in discord.

Ryan: Two emails for conf and asana. No to automatic invites, yes to notifications.

Daniel: possibly WARGops bot addition. wargops is in our warg github.

Aidan: could be done with discord webhooks.

Aadi: nobody is currently actively maintaining wargops

Ryan: wargops no documentation L

Concensus: We are up for discord notifications in a leads channel here, but automatically adding people is a no go. Implementation discusses later.

@Anthony Luo 7 mins

• Seems to make more sense than our gmail

• 2FA is easier / virtually non existant

  • Sahil wanted gcal bc he thought 2fa would be better, but over time this has changed

• We can request more uwaterloo.ca emails if we want to

• gradual shift over the summer.

• reach-out to sponsors using this new e-mail, slowly let them know we’re moving over

• onedrive integration

• we’ve had this email for a while

• this email looks way better than the gmail thing in the email, it looks bad

• outlook calendar is worse than gcal - anni

• Ethan: merging business and general one ? Sometimes we have things that are only for leads

• Most sponsorships should be handled by subteam pursuing them and not the operations team as things currently stand

• Aidan: branding clarification of uwarg vs warg for email

• Nathan: can we sync calendars in google and outlook?

@Mihir Gupta (Unlicensed) 5 mins

We want to eventually get the Jetson onboard Vanny so that we can flight test. Want to know if mech has the manpower to get someone on this project. What needs to be done to get Jetson on the drone (e.g. do 3D parts need to be printed to house the components). Also talk to EE about powering the Jetson on the drone.

@Anthony Luo Should go to frame sync and flight test sync bc out of scope of leads.

Nathan: Technical discussion saved for later. This task is not too technically challenging.

Aidan: Jetson expensive

Ryan: Jetson hot (ayo )