Meeting Minutes

Meeting 1 (2025-09-06)

Duration: 15 minutes

Attendance:

Note Taker: Nathanial

Notes:

BRDG project is not yet secured
New GitHub has been made
Proposal due September 15th
Will be important to iterate project as soon as possible

Action Items:

Come up with ideas for potential projects in case BRDG declines
Accept invitation to new GitHub
Watch lecture recording if you did not attend September 9th's lecture
Read GitHub structure PDF https://drive.google.com/drive/folders/1ZTCmvPN1eWRby4SWAYtibYbVS91hpy_e?usp=sharing
Write up proposal once project is set

Meeting 2 (2025-09-14)

Duration:

Attendance:

Note Taker: Nathanial

Notes:

Clarified project scope and agreed it’s focused on a proof-of-concept smart parking trial.
Emphasis on landing page design with intro, instructions, and navigation to garage map.
Garage features discussed: layout visualization, spot availability, spot selection, and directions to spot.
Real-time updates: system must detect vehicle presence, update availability, and handle “unknown” status if sensors fail.
User trust: position tracking and notification system needed to warn users if tracking fails.
Importance of Bluetooth connectivity permissions and EULA acceptance before accessing services.
Consideration of recruiting friends, family, and students for varied testing samples.
Noted need to match proposal and epics to a consistent three-paragraph structure for alignment.

Action Items:

Landing Page: Draft user stories and finalize epic description.
Garage Interaction Epic: Write complete user stories for layout, availability, selection, directions, permissions, and EULA.
Real-Time Detection Epic: Refine user/system/operator stories and ensure clear epic description.
Position Tracking Epic: Finalize description and add user stories for navigation accuracy and notifications.
Proposal Writing: Expand Critical User Mass and Customer Interest sections into three-paragraph format.
Recruitment Plan: Outline strategy for involving friends, family, and students as testers.
Acceptance Criteria: Begin drafting for key user stories (e.g., garage layout, landing page intro, availability updates).

Meeting 3 (2025-09-21) [In Person, with Stakeholder]

Duration: 1h30m

Attendance:

Note Taker: Nathan

Notes:

Need to develop a system to process payments. This system would need to know how long a user has been parked for before making them pay.
There are 10 spots (not 8) that are too small for SUVs to park in.
An AI camera will be installed on the outside of the building in front of the garage door.
We need a way to deterministically determine the occupancy of the Sedan-only parking spots. Proximity sensors over the spots could be used for this.
The garage won't be opened for temporary parkers at any point during the 8 month duration of our project. This means we'll have to mock the data of temporary parkers. We'll still be able to collect the data of permanent parkers.
We will need another LED display placed on the outside on the building right next to the garage door. This will be used to tell temporary parkers if the garage is open for them to park in. The interior LED display will still be used to direct the customer to a parking spot or parking section.
An automatic entrance and exit gate will need to be installed at the garage door (on the inside) [We will look into this]. This gate will open when the system has assigned a spot to the customer. The gate will then close after they've been let in. To get out, customers will have to pay inside the garage. This payment will open the gate so that they can leave and close once they have left.
Indoor LED display should be ~40in in length, 1 row of height.
Every spot in the garage can potentially be fitted with EV chargers. This makes the assignment of EV vehicles to specific spots with chargers a feature we won't be concerning ourselves with.

Action Items:

Modify the project proposal's project description.
Update Bill Of Materials to reflect modified project's cost.
Create and assign user stories.
Send stakeholder legal documents to begin negotiation.
Create WhatsApp group chat with stakeholder and team.
Look into using the AI camera's API to retrieve relevant data.
Look into RFID system's API to retrieve relevant data.
Look for parking gate that's wirelessly controllable.

Meeting 4 (2025-09-28)

Duration: 15m

Attendance:

Note Taker: Nathanial

Notes:

Team is still officially with the REM parking garage project, but it’s proving difficult due to stakeholder timing/expectations.
Two new stakeholders have been approached:
Ardene: likely project would be an internal data aggregation and reporting tool.
Buspas: proposed extension of their platform, potentially including gunshot detection, sound classification, triangulation, and a mobile front end.
Multiple other sensor-based features were mentioned.
Buspas project seen as more challenging and interesting compared to the Dean’s project (which is more standard software).
An alternative fallback project (“Track My Degree”) was mentioned, but not a main focus.
Team is waiting on responses from both stakeholders, expected next week.
If responses come at different times, team will likely move forward with whoever replies first; if they come simultaneously, a vote will be held.
For now, no concrete tasks assigned, since project scope could shift.
Release 1 will still be submitted on Monday, including all non-code contributions (brainstorming, documentation, etc.).
Discussion on meeting frequency: Currently once per week. When project scope is confirmed, move to two short stand-up meetings per week.
Expectation of an upcoming crunch period once stakeholder project is locked in.
Stakeholder follow-ups: one teammate will call Buspas on Monday morning to request an update.

Action Items:

All Members: Fill in the Excel work tracker with non-Git contributions for Release 1.
Nathan Grenier: Send email to professor clarifying stakeholder issues and confirming Release 1 submission.
Sarah O: Call Buzzpass stakeholder on Monday morning for an update and post results in announcements.
Team: Prepare for increased workload (“crunch”) once a stakeholder project is confirmed.

Meeting 5 (2025-10-05)

Duration: 45m

Attendance:

Note Taker: Anh-Tuan

Notes:

Meeting started with Nathan Grenier providing an overview of the project named "Aero" (AI-enabled Resolution Officer), focusing on automating compensation claims for airline flight delays.
Problem discussed: Complex processes for consumers to file claims, including navigating regulations, procedural friction, and time/knowledge gaps.
Solution features: User-facing app (website/mobile), OCR for ticket scanning, dashboard for monitoring claims, action center for notifications, AI agent for generating/disputing claims, social media ad agent for targeted ads near airports, and legal case packaging for law firms.
System architecture: Includes flight tracking API scraping, backend processing, web app integration, OCR, n8n workflows for claims/disputes/ads/legal cases, and email services.
Team disciplines outlined: Frontend (design/build with Figma and implementation), Backend (web backend and flight data scraping), AI Automation (n8n workflows, testing, error handling), QA (testing, potentially rotated among teams).
Suggested team sizes: 2 for AI Automation, 4 for Frontend, 4 for Backend.
Team assignments: Frontend - Anh-Tuan Nguyen, Nathaniel Hwong, Mark (tentative), George (moved to Backend); Backend - Sarah Papadopoli (security focus), Kermina, Julie, George; AI Automation - Tanzir Hoque, Johnny; Nathan handling hosting, CI/CD, PM.
Project scope narrowed to airline flight delays/cancellations (stretch for baggage), focusing on US/Canada regulations, flights landing in these regions, and possibly specific airports/airlines.
Next steps: Finalize legal documents with stakeholder (Nathan and Sarah), submit project proposal to professor on Monday, establish communication with stakeholder's team (e.g., via Microsoft Teams), start work immediately as Iteration 2 ends this week.
Iteration 2 expectations: Project documentation (GitHub wiki), architecture/sequence diagrams, stakeholder communication; AI team - set up n8n in Docker, create/test workflows; Frontend - set up Figma workspace (Anh-Tuan), wireframes, design principles; Backend - research flight tracking APIs, database models/ER diagrams, initialize backend and Dockerize.
Technology decisions/discussions: Website and mobile app (options: PWA, React Native, Flutter, or separate development); prefer website-first for ease; Backend - Node.js (JS/TS); Database - Relational (Postgres, MySQL); ORM optional (e.g., Prisma); AI workflows - n8n; Email - Postmark (or alternatives like Mailgun, AWS SES); LLM for AI - to be decided by AI team; Deployment - Docker.
Stakeholder offers office space near Concordia for team work.
Emphasis on flexibility in teams if workload shifts, with documentation (diagrams, Figma) to aid cross-team support.
Meeting ended with recap of deadlines and encouragement to discuss technologies in sub-team Discord channels.

Action Items:

Nathan and Sarah: Meet with stakeholder ASAP (e.g., Monday) to finalize legal documents and establish sub-team contacts.
All team members: Complete assigned parts of project proposal by Monday for Nathan to submit to professor.
Nathan: Create GitHub issues for code-related tasks today/Monday and assign them; create Discord channels for sub-teams.
AI Automation team (Tanzir, Johnny): Set up n8n in Docker, create/test rudimentary workflows with API keys, refine system prompts; discuss LLMs and decide by Monday.
Frontend team (Anh-Tuan, Nathaniel, Mark, George): Set up Figma team workspace (Anh-Tuan volunteer); start wireframes and design principles; discuss and decide on platform approach (PWA/React Native/Flutter) and meta-frameworks by Monday.
Backend team (Sarah, Kermina, Julie, George): Research flight tracking APIs (data suitability, limits, costs); create database models/ER diagrams; initialize backend (Node.js), Dockerize; discuss ORM (e.g., Prisma) and database (Postgres/MySQL) by Monday; research servers.
All sub-teams: Discuss technologies in Discord channels and finalize decisions by Monday to start setup.
Sarah: Plan to redo personas; work on epics with Nathan (potentially at 6:30-7 PM).
All: Start Iteration 2 tasks immediately (documentation, diagrams, setups); cycle QA/testing among teams per iteration if needed.
Nathan: Handle stakeholder communication for designs/prototypes before implementation.

Meeting 6 (2025-10-12)

Duration: 45m

Attendance:

Note Taker: George

Notes:

Retrospective: Good progress for the first week. Focus on improving communication in sub teams.
Went over current progress and tasks completed for iteration 1
Expense Tracking: Any project-related purchases (e.g., APIs, email services) must be tracked. Use free tiers where possible. Send receipts to Nathan for reimbursement; he will maintain an Excel sheet for tracking.
Git Workflow: The team will use the Gitflow branching strategy,
- Permanent branches: main (production-ready) and develop (integration).
- Developers create feature branches from develop, then merge back via pull requests (PRs).
- Use prefixes like feature/, bugfix/, refactor/, etc.
- Follow conventional commits (e.g., feat: add login form (#23)).
- Include the related issue number in commits for traceability.

Action Items:

All Members:
- Read up on Git Workflow if not already familiar with the structure. https://www.gitkraken.com/learn/git/git-flow?utm_source=chatgpt.com
- Use proper branch and commit naming conventions.
- Set up pre-commit hooks locally (npm install in root).
- Submit receipts for any paid tools/services to Nathan.
- Squash trivial commits before merging.
- Push only when PRs are ready to conserve GitHub Action minutes.
Nathan: Create and share the Excel sheet for purchase tracking. Maintain and update the Wiki with conventions and workflow details.
George: Finalize and share Google Drive folder structure for weekly documents.

Meeting 7 (2025-10-19)

Duration: 30m

Attendance:

Note Taker: Julie

Notes:

Stakeholder meeting coming up, October 20th
Meeting will be for discussing project
Topics that will be covered: Frontend design, legal, scope
Went over tasks assigned for iteration 3

Action Items:

Work on iteration 3 tasks assigned
Nathanial: make sure to record meeting

Meeting 8 (2025-10-20)

Duration: 1h

Attendance:

Note Taker: Julie

Notes:

Check the price discrepancies for geolocation advertising. Can use Airport + Gate to find geolocation when making targeted ads
Develop both web and mobile implementations for the application
Platform Preference: Azure
Send current MIT licence to stakeholder for modification
Undecided on whether different email addresses should be used for each ticket. Visit competitors.
We will coordinate with UI/UX expert Jonathan to design our site/app

Meeting 9 (2025-10-26)

Duration: 45m

Attendance:

Note Taker: Kermina

Notes:

Team discussed progress, communication improvements, and issues with delays.
Suggestion to set goals (not strict deadlines) for long-term progress.
Emphasis on communication—notify team if tasks can’t be completed on time.
Decided to implement mid-week stand-up meetings (Wednesday 1:30–2 PM).
Submit pull requests earlier to avoid Sunday rush.
If you use AI, make sure to use good models and include co-authored by [AI] in your commit.
Release 1 due November 10. Goal: deploy internal “Preview” version (not full public release).
Frontend progress discussed (Nathanial: Claim initiation page; others updating styling, component library).

Action Items:

Nathanial:

Push claim initiation page progress and send commit to Nathan.

Nathan Grenier:

Set up and announce mid-week stand-up schedule.
Send email to professor about possibly lowering Release 1 scope.

All team members:

Submit PRs earlier and resolve comments.
Document setup steps and API usage clearly.
Communicate delays early.

Backend & Frontend Teams:

Hold separate stand-ups until integration phase.
Continue work toward preview deployment by Nov 10.

Meeting 10 [Mid-Week Catch-up] (2025-10-29)

Duration: 25m

Attendance:

Note Taker: Sarah O.

Agenda:

Frontend progress and updates
Backend progress and updates
n8n workflow setup and data integration

Discussion Notes:

Frontend Team:

Expo Go not working due to dependency mismatch with Expo Dev Client.
Team using development environment instead of Expo Go for now.

Backend Team:

Set up the n8n workflow.
Plan to connect it to the flight delay feature (currently manually triggered).
Pivoting to user authentication tasks.
Completed logic for all flight monitoring functions.
Updated flight table structure.
Successfully sent emails through Azure domain using cloud integration.

n8n Team:

Finalized approach for CI for the n8n Workflow — will export to JSON and push to GitHub.
Began parsing and analyzing airline responses but encountered issues finding samples.
Remaining parsing and workflow tasks to continue into the next iteration.

Decisions:

Continue using the development environment until Expo Go dependencies are resolved.
Connect n8n workflow to flight delay module once manual testing is stable.

Action Items:

Frontend Team: Troubleshoot Expo Go dependency issues and report findings by next meeting.
Backend Team: Connect n8n to flight delay module and finalize user authentication logic.
n8n Team: Complete airline data parsing and workflow automation export to JSON.
All Teams: Prepare progress updates for next meeting and Work on iteration 4 tasks assigned.

Meeting 12 [Mid-Week Catch-up] (2025-11-05)

Duration: 25m

Attendance:

Note Taker: Sarah O.

Agenda:

Frontend progress and updates
Backend progress and updates

Discussion Notes:

Frontend Team:

Everything is close to being done.
The pages still need to be connected.
Some components are shared but they need to ensure everyone uses the same components.
A general organization and cleanup of the project are also needed.

Backend Team:

Everyone is on track with their tasks and will focus on the presentation over the weekend.
They are no longer considering flight cancellations for now and will focus solely on flight delays.
The team decided to use Better-Auth for authentication.
They will create routes for registration and login so that users must go through the backend before accessing the system.

n8n Team:

The n8n flow has been completed.

Decisions:

The team will focus only on flight delays (not cancellations) for Release 1.
Better-Auth has been selected as the authentication method.
Presentation work will begin this weekend, with slides and partial recording due by Sunday.
All teams agreed to ensure consistent use of shared components and a unified structure across the project.

Action Items:

Frontend Team: Connect all pages, unify shared components, and perform a final cleanup of the interface.
Backend Team: Implement Better-Auth authentication and finalize registration and login routes.
n8n Team: Verify workflow execution and integration with backend routes.
All Teams: Work on the PowerPoint slides for Release 1 and have them completed by Sunday. Make sure part of the presentation is recorded by then as well.

Meeting 13 (2025-11-09)

Duration: 30m

Attendance:

Note Taker: Nathanial

Notes:

Flaky stakeholder, we will have to move on without them, make frontend decisions
Looking into deploying using Concordia PCs
1 week extension on Release 1
Frontend is behind, may have to reduce scope
Frontend team has to coordinate to use same routing method

Action Items:

Work on presentation slides
Record presentation
Finish issues for Release 1

Meeting 15 (2025-11-16)

Duration: 30m

Attendance:

Note Taker: Mark

Notes:

Release presentation due Tuesday (buffer for Sarah's editing).
All PRs intended for this release must be merged today.
Major project changes
- Unified build process for the entire project.
- Frontend and backend now fully linked.
- New Docker Compose setup added for development (starts DB, backend, and related services).
- New root start script added to spin up all required services at once.
- Environment variables are now consolidated in the root .env.dev file (important for backend and frontend setup).
Backend commands may need to be run through Docker containers unless environment variables are copied locally.
Frontend now uses public Expo environment variables for API endpoints.
Team must reread updated READMEs after PR merge since many fundamentals will change.
Professor provided a server for hosting; deployment will happen after release.
Tests still missing for Dashboard and N8N Action Items: Everyone:
Finish slides and record presentation
Submit PRs today
Read updated README and update local environment setups after PR merge.

Meeting 17 (2025-11-23)

Duration: 30m

Attendance:

Note Taker: Sarah P

Notes:

Iteration 6 will last a month: Nov 25 - Dec 29
Went over availabilities for Winter break.
30th November to December 21st: No mid week meeting.
After that period, we will go back to 2 meetings a week (same time as before).
Went over tasks completed during iteration 5.
Reviewed work distribution for iteration 6.

Action Items:

Fill in weekly availabilities for the Winter semester.

Meeting 19 (2025-11-30)

Duration: 30m

Attendance:

Note Taker: Nathanial

Notes:

Went over assigned tasks for iteration 6, progress, questions, etc.

Tasks:

Keep working on assigned issues

Meeting 20 (2025-12-14)

Duration: 30m

Attendance:

Note Taker: Tanzir

Notes:

Reviewed release grading feedback as a team.
Discussed feedback on problem formulation, rollout strategy, validation, documentation, and presentation.
Emphasized importance of a solid EULA and regulatory/legal considerations for the AI system.
Clarified upcoming fixes (email validation, authentication autofill, error handling, runtime validation with Zod).
Noted documentation improvements needed (security, performance assumptions, logging, data growth strategy).
Acknowledged feedback about uneven contributions and agreed to be more mindful going forward.
2 weeks left for this iteration.

Tasks:

Continue working on assigned GitHub issues, new ones will be created based on feedback.

Meeting 21 (2025-12-21)

Duration: 30m

Attendance:

Note Taker: Johnny

Notes:

Went over work completed since last meeting
Last week for iteration 6
Iteration 7 will last 2 weeks (back to normal)
Mid-week meetings starting again this week (December 24th)

Meeting 22 (2025-12-24)

Duration: 30m

Attendance:

Note Taker: Nathanial

Meeting between teams, going over issues and/or progress

Meeting 22 (2026-01-18)

Duration: 30m

Attendance:

Note Taker: Anh-Tuan

Notes:

First meeting of the semester; goal was to regroup and discuss next steps.
Stakeholder requested replanning after a long period of no communication.
- Decision: continue with original Release 2 plan, replan after.
- Release 2 focus: claim generation integration and current planned features.
Release 2 deliverables: merge PRs, prepare PowerPoint, demo, and code walkthrough.
User feedback may be simulated or limited due to deployment constraints.
Plan to run demos (online preferred) to align team and identify issues.
Professor is aware of stakeholder communication issues.

Tasks:

Complete assign tasks
Work on slides and presentation once assigned by Nathan

Meeting 23 (2026-01-25)

Duration: 30m

Attendance:

Note Taker: George

Notes:

Retrospective highlights: PR reviews improved, team adapted well to stakeholder issues, communication slightly better
Issues noted: stakeholder fallout, tighter budget constraints, few new features added
We will be moving on without the stakeholder
Release 2 got pushed to the 29th
Release 2 presentation plan finalized; slides divided among team members.
Slides with no changes should still have very short (5–7s) video clips.

Tasks

Work on slides and finish video by Monday (if slide doesn't depend on another task)
Close PRs for Release 2

Meeting 24 (2026-02-01)

Duration:

Attendance:

Note Taker: Kermina

Notes:

The meeting was brief and focused on project progress and task allocation.
Each team member gave updates on their current tasks.
Members who completed their tasks were reassigned new responsibilities.
Discussed the current PM situation and who would be willing to take on the role.
Reviewed open pull requests and assigned team members to work on closing them.
Discussed user feedback and deployment delays. Agreed to prioritize deployment and address feedback to catch up.
Decided to add the following note to the README file:

Due to team reorganization and stakeholder withdrawal, we experienced a short delay in our project. We attempted to deploy our app using Concordia servers and Railway but encountered technical issues that we are currently working on. Deployment is planned to be completed by the week of February 9th.

Agreed to schedule a meeting with the stakeholder to discuss continuation and next steps for the project.

Tasks

Reassign tasks to members who completed their previous work.
Review and close open pull requests.
Prioritize deployment and resolve technical issues.
Update the README file.
Schedule meeting with Professor Rigby.
Finalize decision on new Project Manager.

Meeting 25 (2026-02-08)

Duration: 45 mins

Attendance:

Note Taker: Kermina

Notes:

PM Update:

Kermina and Sarah P will be co-PMs starting from Iteration 10 until the end of the project.
Kermina will lead Sunday meetings.
Both will manage task assignments, progress check-ins, project board updates, and overall project direction.

Technical Workflow:

Technical issues should first be resolved within sub-teams.
Assign PR reviewers within your sub-team.
Non-technical concerns (workload, task delegation, scheduling, documentation, scope, direction) should be discussed with the co-PMs.

Iteration 9 (Due Today):

Kermina will DM specific members regarding tasks that must be completed tonight.
All other unfinished tasks will be moved to Iteration 10.

Future Planning:

With no stakeholder, the team now has flexibility in choosing upcoming features.
Everyone should think about potential new features during the week.
Kermina and Sarah P will update GitHub issues after the meeting.
Minor tasks (e.g., Wiki pages) may be assigned this week.

Tasks:

Complete required Iteration 9 tasks (as assigned).
Begin thinking of new features for the next phase.
Create GitHub issues for any new ideas before Sunday (optional).
Discuss feature direction and planning during Sunday’s meeting

Meeting 26 [Transition Meeting] (2026-02-13)

Duration: 2 hours

Attendance:

Sarah P.
Kermina

Note Taker: Sarah P.

Notes:

This was a meeting between the new co-PMs (as of iteration 10 until the end of the project).
It was decided since February 9 that Kermina and Sarah P. will be in charge of project management, which involves assigning new tasks, checking in on everyone's progress, managing the project board, overseeing the development of the project, etc.
Nathan (the previous PM) will still be in charge of CI/CD, deployment, iteration/release notes, and retrospectives.
Both Sarah P. and Kermina will be organizing the weekly meetings, but Kermina will be leading the majority of them.
Planning of the next phase of the project, next features, and next Github issues took place during this week.

Tasks

Write new Github issues and assign them

Meeting 27 (2026-02-15)

Duration:

Attendance:

Note Taker: Julie

Notes:

Proposed adding a simple chatbot feature to handle general complaints (e.g., baggage issues, denied boarding) and generate formatted emails for users to send to airlines.
Team agreed the chatbot is feasible and should be implemented in a simple way (API call + formatted output), likely during iteration 11.
Concern raised about task distribution; plan to create additional issues so everyone has work.
Flight cancellation feature still pending and will be added alongside existing flight delay work.
Deployment focus shifted to web app first; Expo/mobile kept in codebase but deployment deferred if time is limited.
Reminder to update the Excel tracking sheets created earlier.
Iteration planning ongoing; goal is to finish current features before moving to verification in later iterations.
Status updates:
- Some members currently without assigned tasks; new issues to be created and distributed.
- E2E testing ongoing; waiting on authentication merge.
- Workflow restructuring by airline categories in progress.
- Admin dashboard backend work planned to start imminently.
- Authentication PR submitted; minor issues pending.

Tasks:

Create and assign issues for chatbot feature (iteration 11).
Continue work on flight cancellation support and compensation calculator.
Finish authentication merge and proceed with E2E testing and CI.
Begin/continue admin dashboard backend implementation.
Update Excel tracking sheet with completed work.
Continue workflow restructuring and documentation by airline categories.

Meeting 28 (2026-02-22)

Duration: 50 mins

Attendance:

Note Taker: Nathanial

Notes:

Check in for progress on current tasks
Upcoming iterations are more strict on time. We need to complete all tasks planned for each iteration without pushing any back to finish on time
Release 2 feedback was received and contributions were uneven
New tasks for iteration 11 will be assigned by morning of February 23rd
Attendance to meetings will be more crucial for the next few weeks
Design on poster and other parts of the presentation will be assigned in the coming iteration

Tasks:

Let the team know if you won't be able to make it to the presentation April 2nd
Keep working on issues

Meeting 29 (2026-03-01)

Duration: 20 mins

Attendance:

Note Taker: Nathanial

Notes:

Release 2 feedback received:
- Lost points mainly on uneven work distribution and lack of user feedback
- Plan to gather user feedback earlier and show implemented changes
- Minor comments will be turned into GitHub issues
Try to open PRs at least 1–2 days before deadlines (draft PRs are encouraged)
AirLabs API limit reached:
- Remove API key from env if not needed
- Consider seeding database in development instead of making API calls
- Limit resets March 10
Deployment:
- Waiting on port access to be fully opened
- If delayed, may move deployment to a personal server
Discussed claims feature loading issues

Tasks:

Leads: create new issues for coming week to address low grade
Continue to work on assigned issues
Make sure to notify if you have no issue assigned

Meeting 30 (2026-03-08)

Duration: CANCELLED

Attendance:

N/A

Note Taker: Sarah P.

Notes:

Progress on n8n workflows, but ran into backend bugs. AI team will update the n8n ASAP after updated backend.
Web UI revamped, but will not more work on it next iteration, as well as for mobile UI.
Concordia unable to open their server's port for our production deployment, so Nathan setup deployment on his own server.

Tasks:

More QA and refactoring issues will be created.
Think of new features.

Meeting 31 (2026-03-22)

Duration: 60 mins

Attendance:

Note Taker: Nathan

Notes:

Professor's Feedback: The professor is happy with the progress. The team needs to maintain this momentum until the end and ensure better communication when working on the same features asynchronously to avoid code-overwriting.
Iteration 13 Focus: The main focus will be refactoring, solving bugs (specifically the flight eligibility checker showing all flights as eligible), updating the README, and finalizing documentation. Members are encouraged to claim or suggest small features to improve their design and implementation grades.
Final Presentation: Scheduled for April 2nd. The team aims to have 95% of the work done by then.
Database Protocol: Nathan reminded the team that after running npm run db push, developers must also run npm run db generate and name the migrations when making schema changes to avoid breaking the production environment.
Capstone Poster & Presentation: Sarah O shared the current poster design. The team agreed to have a laptop playing a looping demo video of the application on the presentation table. The poster needs to be sent for printing by Wednesday/Thursday.
AI Integration & Webhooks: Tanzir noted that the n8n claim creation workflow is built but requires a backend webhook route to connect the frontend to n8n.
Round-Table Updates:
- Anh-Tuan: Fixed eligibility checker bugs. Still handling failed tests and page metrics. Suggested adding a mascot, loading screens, and a team page.
- George: Refactored variable names across the codebase and reached 70% frontend test coverage.
- Johnny: Chatbot message system is working and almost ready for a PR.
- Julie: Completed n8n triggers for the chatbot backend and the flight eligibility backend.
- Kermina: Added backend unit tests and user feedback setup. Working on a backend service for the news section so it's not hardcoded.
- Mark: Implemented logout behavior. Currently working on the login/profile dropdown UI.
- Nathan: Monitoring production logs. Updating the system and deployment diagrams for the final poster.
- Sarah O: Finished flight tracking sub-issues, poster design, and welcome page metrics.
- Tanzir: Working on updating the production workflows to use the official team email for communications.

Tasks:

[All] Fill out the Excel task document today before midnight.
[All] Review the 8 currently open PRs tonight (Frontend reviews Frontend; Backend reviews Backend).
[All] Send the user feedback link to at least 2 friends and comment on the GitHub issue once completed (Deadline: Thursday).
[Sarah P] Approve George's variable refactoring PR tonight.
[Sarah P] Handle the physical printing reservation for the Capstone poster.
[Nathan] Add health checks to Docker containers.
[Nathan] Update the system and deployment diagrams to be included on the poster.
[Julie] Set up the backend webhook route for claim creations to connect with Tanzir's n8n workflow.
[George] Open PR for the frontend test coverage improvements tonight.
[Johnny] Open PR for the AI Chatbot message system tonight.
[Kermina] Create a GitHub issue for the backend claim webhook and assign it to Julie.
[Kermina & Sarah O] Meet to finalize the remaining poster details.

Meeting 32 (2026-03-29)

Duration: 30 mins

Attendance:

Note Taker: Nathanial

Notes:

Presentation is on Thursday
We will to deploy a new version for the user feedback tonight (Sunday 29th)
Another deployment will be done Tuesday morning for the demo release
Boarding tickets with QR codes will be provided to the public to test out our site

Tasks:

[March 29th] Merge all PRs to develop today to have a deployment for the user feedback
[March 31st] Anyone working on coding tasks try to get merges done by Tuesday morning

Meeting 33 (2026-04-05)

Duration: 10 mins

Attendance:

Note Taker: Nathan

Notes:

Thursday presentations went very well
Final submission is on April 13th
We need much more feedback (ideally 10 per person)
Sarah will start assigning issues related to documentation
Issues addressing feedback will be created following April 6th
We will try to complete everything before April 11th since certain members will celebrate Easter April 11-13
Send videos to Kermina this time around

Tasks:

Get as much feedback as possible before April 6th 9pm
All issues closed and PRs merged by April 10th

Meeting 34 (2026-04-12)

Duration: 10m

Attendance:

Note Taker: Sarah P

Notes:

Deadline tomorrow for closing PRs
Project will be redeployed tomorrow

Tasks:

Send videos to Kermina before 5pm tomorrow (April 13th)
Complete tasks and merge PRs tomorrow

Meeting Minutes

Meeting 1 (2025-09-06)

Meeting 2 (2025-09-14)

Meeting 3 (2025-09-21) [In Person, with Stakeholder]

Meeting 4 (2025-09-28)

Meeting 5 (2025-10-05)

Meeting 6 (2025-10-12)

Meeting 7 (2025-10-19)

Meeting 8 (2025-10-20)

Meeting 9 (2025-10-26)

Meeting 10 [Mid-Week Catch-up] (2025-10-29)

Meeting 12 [Mid-Week Catch-up] (2025-11-05)

Meeting 13 (2025-11-09)

Meeting 15 (2025-11-16)

Meeting 17 (2025-11-23)

Meeting 19 (2025-11-30)

Meeting 20 (2025-12-14)

Meeting 21 (2025-12-21)

Meeting 22 (2025-12-24)

Meeting 22 (2026-01-18)

Meeting 23 (2026-01-25)

Meeting 24 (2026-02-01)

Meeting 25 (2026-02-08)

Meeting 26 [Transition Meeting] (2026-02-13)

Meeting 27 (2026-02-15)

Meeting 28 (2026-02-22)

Meeting 29 (2026-03-01)

Meeting 30 (2026-03-08)

Meeting 31 (2026-03-22)

Meeting 32 (2026-03-29)

Meeting 33 (2026-04-05)

Meeting 34 (2026-04-12)

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