OCF Board of Directors Meeting 29 September 1999 Board members present: Stephen Callahan (calman) Devin Jones (jones) (gm) Bem Ajani Jones-Bey (ajani) Stephen McCamant (smcc) Ken Ott (kenao) (gm) Susie Tang (suztang) Katrina Templeton (katster) (sm) Jennifer Tsoi (jentsoi) Board members absent: Eugene Chan (ceugene) Yosen Lin (yosenl) Luns Tee (tee) Others present: Eugene Kim (eek) Akop Pogosian (akopps) The meeting was opened at 5:15pm Agenda: I. Welcome II. Reports General Manager Site Manger III. Old Business Web hosting policy Co-Location policy Printer purchase IV. New Business Moving to 310/312 Eshleman Web-based email Staff social Flyering Publicity budget Traning for future root-staff/SM User complaints regarding messages/pop bulletins ComfyBears Board meeting location V. BoD Elections VI. Go Home II. Reports General Manager Devin reports that the the OCF participated in the Student Activites Fair on 9/23 and it was great. We set up a table and many people stopped by. Thanks to those who helped make it a success. Devin was also able to obtain a large, reclining chair via an anonymous donation for the ComfyBears publicity idea (see New Business). Thanks to old staff member Eric Mehlhaff (mehlhaff) who helped transport the chair to 217 Eshleman. Devin and Bem were also able to obtain (free) 2 large, used whiteboards for our use (one in better condition than the other). Ken reports that much of the equipment in 217 Eshleman has been moved to a pile, waiting to be moved upstairs to 310/312. There's also been ongoing work done on the webpage. Site Manager Kat reports that Luns installed the CDR on mudslide. Solaris 7 will be installed on mudslide soon. III. Old Business Web hosting policy Devin drafted up a policy that was sent out via email to the Board members to consider. The highlights: * The OCF will do web-hosting for student groups at our discretion. In exchange, said groups agree to formally recognize the OCF for providing this service, such as in the form of a banner ad or a link to us. * There are two options on how we will redirect their site: 1) name.berkeley.edu is typed and appears as the web address 2) name.berkeley.edu is typed and appeas as www.ocf.berkeley.edu/~name/ The Board also suggested some additions to Devin's draft that were adopted: * The requesting student group should present their request at a Board meeting. * The OCF reserves the right to terminate web-hosting for groups at its discretion. Reasons for termination may include: un-updated pages (a sign of disuse and thus no longer in need of this), or violation of any rules as set forth in our User Agreement. While it was agreed that the student groups will need to obtain the name.berkeley.edu domain from IS&T, there were disagreements on what role the OCF should play in helping these groups get the names. Should we post the instructions on our webpage to faciliate student groups who want to obtain this so that they may request the domain from IS&T themselves? Or should we act as the intermediary between the student group and IS&T and ask the IS&T for the domain on behalf of the student group? Because of time constraints, the Board decided to table this issue to the Board mailing list and to next week's meeting. Co-Location The Board decided to amend the OCF's 0fficial Co-Location Policy (per Board meeting 28 March 1998) with the following: * All co-location requests must have a termination date, and none should be longer than one semester. Applicants may re-submit their request each semester, which is subject to review by the Board. The motion passed unanimously. Printer purchase The motion to approve purchase of a printer (HP LaserJet4050N, $1,378) was passed by email vote: 6-0-5. The GMs will speak with the ASUC regarding how we can make this purchase (over $1000) without going through FiComm. (Normally, student groups are required to go through FiComm to obtain permission to for any purchase over $1000.) IV. New Business Moving to 310/312 Eshleman Ken says that room 310 looks like it hasn't been touched at all by the previous occupants since the beginning of the semester. Room 312, however, has been vacated, and we should move some of the stuff in 217 to 312. Ken asked for volunteers and Akop, Stephen M., Bem, and the GMs agreed to help. Web-based email (by mid-October 1999) Ken wanted to begin development and internal testing of a web-based email system for the OCF. We will also need a certificate for authentication/security purposes. Stephen McCamant mentioned that we can accomplish these things withhout certificates, but we would not be adding any security. Staff social Ken wants to organize a staff social in mid-October so that staff can get to know each other. It will be on a Saturday evening (like 10/16 or 10/23) and Ken hopes many staff will be able to attend. A subcommittee was formed to help organize this, consisting of Devin, Ken, and Suzie. Others who want to help out, please email gm@ocf Flyering Ken made about 500 flyers to be posted up in various places: dorms, DCs, and campus buildings. There were many volunteers to flyer in the buildings they had classes. Flyers will be available in 217 Eshleman. Please take some and help flyer. Publicity budget There was a motion to approve up to $2,000.00 of our current budget for publicity-related expenses, such as paper, staple gun, copies, etc. The motion was seconded and passed 6-0-2. Training for future root staff/SM (October 1999) Devin will post some relevant topics on the web and also email them out to BoD. System adminstration training can be done by the current root staff on a rotational basis. Kat announced that there will be a staff meeting in 217 Eshleman after the BoD meeting next Wednesday. All staff are highly encouraged to attend. User complaints regarding messages/pop bulletins There have been a few user complaints regarding the amount of mail that is currently being sent to ocf-announce (mostly meeting announcements and meeting minutes). Ideas that were tossed out to address this were: * A short message/blurb at the beginning of the message explaining to users what the mail was and why they are receiving it. * A "digest" that contains only a summary of the most relevant information for users. ComfyBears ComfyBears is a TopSecret OCF project that involves that large chair that we were able to obtain. If you are skilled with electronics or installation art, and want to lend a hand, please contact gm@ocf Board Meeting location Ken will work on getting a permanent room that has movable desks and chais so that we may have the meetings in a circle. Also, some Board members objected to Dwinelle as a location because the building layout can be quite confusing. V. Board elections Eugene Kim (eek) and Akop Pogosian (akopps) were elected to the Board by a vote of 6-0-2. The meeting was closed at 6:35pm.