2023-06-01 Leads Meeting Minutes

@Anthony Luo 5 mins

Team leads to submit nominations for flight test coordinator in advance. We vote.

Nolan and Hardy seem most up to it, no objections.

@Megan Spee @Anthony Luo 30mins (because @Daniel Puratich added an entire ops discussion to this lol gg)

• @Conall Kingshott Volunteered to write proposal as long as complete creative control?

  • We currently do not have a formal ops team capable of handling this, thanks Conall

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

  • Can be delegated out to subteam members, we are all busy, do not overload yourself

  • Consider a system you can reference for next term as this is something we need to do every single term as we will have other proposals during this term as well!

• Is https://app.asana.com/0/1201848093086346/1204309131436315 happening?

  • Will not be happening.

  • @Anthony Luo has done this

  • Subteam budgets do not exist I guess, Anni is managing this

  • Budgets are kind of done project based because it’s easiest

• Where is Ops currently and plan for reviving?

  • https://app.asana.com/0/1201848093086346/1204739779117586

  • Hamza has been busy on co-op so Megan and Anni are doing the finance and budgeting work

  • We are looking for ops leads. Taim and Wingchee have attended the ops meetings. Hamza has been afkers past few weeks without informing us. Maybe send an email in case he got locked out of his Discord again?

    • Slowly ramping them up to ops leads instead of rushing into it

    • End of July to be fully onboarded ?

      • Some people think its slow

      • Lead Onboarding Process

  • Anni has the 2fa now so thats good.

  • If we know people that are up to ops lead, come in person and to meetings!

  • We want to allow members on the team to get involved more easily

• Rogers sponsorship @Nathan Green

  • no response yet

• Food Stipend from comp

  • Hamza has done these emails exclusively from his personal email so we are not in the know.

    • Always at least cc the warg email, see Data Handling

    • 2 weeks ago Hamza said we were close on getting the stipend

  • Will look bad on us being unorganized, but it’s okay

  • Unsure if Hamza is in Toronto/Markham or abroad?

    • Confirmed 20th of may was in Markham

• Still open reimbursals

  • @Conall Kingshott Is looking into the EngSoc Allison reimbural.

  • @Dhruv Upadhyay Has some that are still open? He requested it ?

@R D @Daniel Puratich 30min

• New user experience demo: New User Join Experience

  • Ryan did a whole walkthrough of this

  • Make sure all bootcamps are up to date!

• @R D Only invite to our discord should be from our website: https://www.uwarg.com/join and all roles (excluding director) should be disallowed from creating an invite link.

  • The reason for this is that if we have a ton of old invites theyll expire and when theyre scatterred around itll get annoying. if we just have one link its perfect. Also everyone should go through our website before going to our discord.

• Verification procedure

• Need to ensure coherency with our onboarding documentation because it’s a mess right now

  • All onboardings are listed Onboarding

  • Some parts need to be cleaned up

• How maintenance should proceed in the future

  • Don’t screw with the server name because it impacts discoverability and the automated welcome message

    • Can we just set it so leads cant change (and then yea just tell us directors not to ruin it?)

    • We want people to discover us via our website anyways?

  • Channel permissions (For details see Discord Management )

    • These channels are templated

      • Public channels

      • Hidden channels (Committees; i.e. co-op hiring coordinator, comp travel team)

      • Leads channels

      • Private channels

  • Roles

    • Role prerequisite roles

    • Permissions

    • Reaction roles

• Discuss what to do with extra channels

  • Co-op hiring

  • Integration