Council meeting minutes from 2025-07-07

minutes of the students' representative council for study programs of computer science

Aquarium, PS MINT

From the notes:

"The grace period to contact VC students and Weickert ended with the first of July, we should ask Rahel if we can now give PS MINT the room, as we negotiated during deans lunch. Please name someone to reach out to her"

We have chosen one from the council to do this.

Zammad is (sometimes) a forgotten badly maintained child

We do have a ticket system for incoming emails. Right now there seems to be some lack of coordination. Someone internally proposed to put this up for discussion to solve it. The person proposed that the task force should acknowledge every new incoming ticket and presents them shortly in the next meeting if the ticket isn't trivial and can't be answered directly. And also to have a plan on what to do on special cases like ads, etc.

The solution was proposed to hold a ticket party at the end or beginning of each meeting to assign.

It was noted that the ticket task force could go though the tickets and add them to the meeting doc and answer simple request directly. They could also redirected tickets directly to the responsible task forces.

Another idea was to add a small notice, if there are new tickets on our monitor in the room (without concrete information for privacy reasons). This would help the people in the task force to keep track as a small remind me (Everyone of the council has multiple roles and it is sometimes hard to keep up with everything, since we are also students doing courses).



We formulated a plan to improve the handling of tickets:

The task force should look more into the ticket system, answer what can be answered quickly, redirect what other task forces are responsible for and put in the meeting doc what needs more discussion. If it is time sensitive, it should be posted in the internal chat group. We will also put this "flowchart" into the internal wiki, to look up and a notice on the desktop in our room will be added to help them keep track.

Meetings s.t. or c.t.

From the notes:

"Yay, meeting meta topic. There was still no council decision to whether we do the meetings s.t. or c.t. I just fixed them for now at s.t… Please, let’s do a quick small vote and be done with it."

We voted on doing the meetings on c.t. (15 min after o'clock):

Yes: 3
No: 2
Abst: 4

-> meetings will be done c.t. from now on (including this weeks Friday meeting).

FSR T-Shirts

From the notes:

"Discussion on whether we want to have a new design or just keep the old design and order new shirts."

Comment in notes:

"So the vibe I got from asking around was to keep the old design, could directly move on to ordering after this meeting. Would also order more blanco ones."

One opinion was to remove all but the CS students council on the back.

Some input was that back in ancient time it was that every back had custom an email to each members council mail address.

Another opinion was to keep the old design because it is tame/agreeable and also everything would be uniform with older and newer members.

We could also speed up having the new ones if we keep the current design.

Regarding the price, the full costs for a shirt were around 17€ the last time. FIS usually pays for the shirt of elected members if it is the first time they get one. Whether subsequent second shirts or shirts for voluntary members can be subsidized is subject to a decision of the FIS board which will take budgetary constraints into consideration.

We voted on if we want to keep the old design:

Yes: 5
No: 0
Abst: 2

Homepagegestaltung

From the notes:

"Please refer to this ticket for more details (it’s in German btw) - [link]. Is there a way to help this student out? what is our reply to them?"

The tickets contained some advertisement for a project (job) without pay for exposure and to be put on ones CV.

We will tell them that we have job msg boards for this kind of thing.

To breakfast or not to breakfast

Form the notes:

"lot of social events have been lined up back to back. let’s do a vibe check"

The concern is that we have a lot of events right now super close (pub crawl, bbq, breakfast) so breakfast is a maybe.

One opinion was that some events are already low attended right now, like Gamenight. Also similar board game events from different faculties (Math, Physics) also had low attendance right now.

One idea was a back to school breakfast after exams.

Another idea was to put out coffee or/and tee during the days during exam season, because it is also easy to handle.

We are still in budged for the amount of breakfast events, so that would not be a blocker. A main limiting factor for holding another Breakfast would be the lower amount of helpers right now.

Next week is the last week of lectures, so the week after that would work for the coffee/ tea idea. For the amount of coffee provided (how many days a week), we calculated the amount of coffee needed and the cost behind it:
Two weeks of providing coffee and tea would be cheaper then one breakfast.

We would need to find enough people to manage preparing in the morning and cleaning in the evening every day.

Depending on the weather we could also provide cold coffee, which we could prepare the day before. We could also provide lemonade via lemonade powder.

Providing milk is a bit more difficult, since it would need more maintenance during this warm weather since milk needs to be cooled during the day with ice. We do have a mini fridge that could solve this but we also have unwanted guests right now during the evening hours and we do not want to keep the fridge out for this reason.

After collection ideas and opinions, the breakfast task force will decide internally later in time on how what to do.