Easter Holidays Secretary Meeting Minutes

Wed 01 Apr Meeting Minutes

Planning publication workflow, newsletter deadlines, and ownership of the next merch order.

Minutes by Odin

Odin: All meetings on 1st, 3rd, and 9th April.
Crystal: All meetings on 2nd April.
The split works out fairly evenly at 6:5.
Publishing on the website:
- Tom F: "It's pretty obvious from the Stardust directory how to get that done."
- Publish ASAP, ideally by the start of term, but focus on degree work first ("happens when it happens").
- Pre-publish in #secretary-zone, ping exec in their zones about what to redact, and then, once all is clear, publish on the website.

Tom F: "Generally prefer" a weakly enforced deadline of Sunday at 8 pm.
Also create a hard deadline for when events are finalised and published on the website, for the secretary's benefit.
- Tom F: If the newsletter deadline is Sunday at 8 pm, maybe make the website deadline earlier the same day, such as 3 pm.
Odin asked whether they had tried the newsletter scripts. Crystal had demonstrated them at handover, but there had not yet been any practice using them independently.
Tom F: The newsletter subject line does not mention UWCS. "Computing" as the sender name is a bit vague, so people may be unsure and not open it.
- Maybe add UWCS to the subject line. Odin suggested changing the sender name on the SU Portal, which Crystal backed.
- Tom F: Likely to change the SU dashboard name to "Computing Society" later in the holiday.

Merch orders are, under the society constitution, a secretary responsibility, but this has not been enforced in the last couple of years.
Odin enquired about what this entails exactly, e.g. finding providers and gathering quotes.
Tom F: It can be more of a managerial job, delegating responsibilities to others.
They discussed who the current merch order lead could be; most likely Jakub Publicitski, as Jakub Publicitski handled it last time.

Tom F: Update society name on the SU Portal.
Odin: Approach Jakub Publicitski about taking responsibility for the merch order.
Odin and Crystal to decide on a newsletter rota (not discussed).