2008 August 26 SEDS-USA Exec Transcript

From SEDSWiki

SEDS-USA Executive Board Meeting, August 26, 2008
Time: 9:00pm EST
Location: AOL Instant Messenger
Attendance: Joshua Nelson, Ryan McLinko, Darrell Cain, Brian Young, Ryan Goodnight, Kelly Mann, Carissa Walker, Nastia Rumiantsev
Action items
Everyone: send Ryan G. a list of your name, qualifications, duties, and average hours worked for your SEDS officer position for the 501c3.
Darrell: describe all SEDS activities and send to Ryan G. for 501c3.
Josh N: Conflict of Interest policy, Benefits to Individuals.
Ryan G: Purchasing of Goods policy, Organizing History.
Ryan M: Fundraising Activity Provisions.
Jedi8798 (7:57:38 PM): mmm yelling at people works!
Jedi8798 (7:57:51 PM): great attendance.. now if only two of the most important people for this meeting could show up...
joc 75 (7:57:56 PM): lol
joc 75 (7:57:58 PM): agreed
joc 75 (7:58:06 PM): ..they really are the focus of this meeting
Jedi8798 (7:58:16 PM): actually, strike that, 3 people
Jedi8798 (7:58:21 PM): HQ, Ryan G, Brian Y
Jedi8798 (7:58:22 PM): lol
joc 75 (7:58:22 PM): I saw the meail
joc 75 (7:58:30 PM): did everybody get my benefits document?
KellyMann10 (7:58:38 PM): yep
KT0 3T0 (7:58:40 PM): yea
Jedi8798 (7:58:45 PM): benefits?
Jedi8798 (7:58:53 PM): when did you send it out?
joc 75 (7:58:56 PM): last week
joc 75 (7:58:59 PM): just before the exec meeting
joc 75 (7:59:11 PM): I wanted exec to look over it before I put it before CoC
LittleC3788 (7:59:23 PM): i liked it
joc 75 (7:59:41 PM): that way it just wasn't Carissa putting it before CoC
joc 75 (8:00:07 PM): you are aware that you are responsible for presenting it to CoC Carissa..right?
LittleC3788 (8:00:13 PM): yes
LittleC3788 (8:00:19 PM): but could you re-send it to me
LittleC3788 (8:00:24 PM): i can't find it in my inbox
LittleC3788 (8:00:25 PM):  
joc 75 (8:00:25 PM): last few CoC the exec reps haven't been aware that they're responsible for every agenda item
Jedi8798 (8:00:33 PM): weird... did you send it to my gmail Darrell?
joc 75 (8:00:36 PM): I sent it to sedsexec
joc 75 (8:00:39 PM): I'll resend it
joc 75 (8:01:33 PM): resent
joc 75 (8:02:51 PM): Brian didn't get an invite
joc 75 (8:02:56 PM): for some reason
nyeerrmm (8:03:23 PM): i may have had this machine asleep when it was sent
Jedi8798 (8:03:26 PM): I sent one when I first started it up, weird
Jedi8798 (8:03:27 PM): ah k
Jedi8798 (8:03:52 PM): yeah I just select the 'SEDS Exec Group' and 'invite all'
Jedi8798 (8:04:16 PM): Someone else try inviting goodnight
Jedi8798 (8:04:22 PM): he isnt getting my invites for some reason
rmmlg08 (8:04:47 PM): I get "not supported by client"
nyeerrmm (8:04:48 PM): it says not supported by client to me
Jedi8798 (8:05:22 PM): hmm
joc 75 (8:05:25 PM): he's trying a different version of aim express
Jedi8798 (8:05:31 PM): lol
Jedi8798 (8:05:38 PM): poor Ryan G, all of us bombarding him trying to help
joc 75 (8:05:48 PM): that still leaves HaoQi
joc 75 (8:05:51 PM): someone should call her
Jedi8798 (8:06:01 PM): Just got an email from her saying 30% chance she isnt coming
joc 75 (8:06:07 PM): that's a shame
Jedi8798 (8:06:09 PM): so I guess 30% is 100%
Jedi8798 (8:06:20 PM): once we get Ryan G in we'll start
Jedi8798 (8:06:33 PM): yay
Jedi8798 (8:06:44 PM): Ok, officially calling the meeting to order
Jedi8798 (8:07:08 PM): first item up to bat, Mars Society Conference, Ryan how'd it go?
Jedi8798 (8:07:21 PM): From a SEDS perspective that is
rmmlg08 (8:08:07 PM): well
rmmlg08 (8:08:26 PM): it was much smaller and less student-oriented than newspace or isdc
rmmlg08 (8:08:33 PM): that said, I talked to some students
rmmlg08 (8:08:47 PM): and hopefully that will result in some new chapters
rmmlg08 (8:08:55 PM): and sold I think 2 lapel pins
rmmlg08 (8:09:22 PM): managed to talk to a number of other people, but not too much else progressive from a seds perspective
rmmlg08 (8:09:40 PM): overall, I'd say it's a good conference for seds students to attend if they're in the area
rmmlg08 (8:09:49 PM): but not something to go out of your way for
rmmlg08 (8:10:31 PM): (that is all)...any questions?
KT0 3T0 (8:11:00 PM): where was the conference
rmmlg08 (8:11:04 PM): boulder, co
rmmlg08 (8:11:16 PM): (convenient since I'm working in denver for the summer)
Jedi8798 (8:11:50 PM): Ok
Jedi8798 (8:12:00 PM): Thanks for representing SEDS Ryan
Jedi8798 (8:12:24 PM): next up, Ryan G with report on the 501c delay and action items for board members
AeroAggie84 (8:12:41 PM): ok so here is the deal everyone 
AeroAggie84 (8:13:03 PM): the IRS and the state of Texas Tax Office are completely backed-up
AeroAggie84 (8:13:31 PM): as of right now there is a 81 day minimum delay at the IRS and another 30 or so days here in texas
AeroAggie84 (8:14:14 PM): 60 of those 81 days are the actual review process with the remaining 21 days set aside for preliminary review
AeroAggie84 (8:15:39 PM): As such, Mr. Cohen (our agent) and I have decided to make this a one shot application
AeroAggie84 (8:15:50 PM): we are going to get accepted on our first attempt
AeroAggie84 (8:16:28 PM): we are making sure we do everything extremely thourough so that we don't get delayed any further
AeroAggie84 (8:16:58 PM): what this means is..inlcluded in this application are several "suggested" documents that need to be included with the application
AeroAggie84 (8:18:06 PM): on this note we have decided to do them all to make sure we cover all of our bases on the first attempt
AeroAggie84 (8:18:38 PM): since this is my first year with SEDS, there are several of these documents that I do not believe I can effectively draft
AeroAggie84 (8:18:59 PM): I have created a document and shared it on google documents as well as mailed it out to SEDS-exec
AeroAggie84 (8:19:15 PM): would it be possible for us to go through those tasks at this time?
joc 75 (8:19:26 PM): may I bring up one point first?
Jedi8798 (8:19:27 PM): yes, 501c has top priority right now
Jedi8798 (8:19:32 PM): go ahead Darrell
joc 75 (8:19:38 PM): this puts us past elections
AeroAggie84 (8:19:39 PM): by all means
joc 75 (8:19:49 PM): even if everything goes perfectly
AeroAggie84 (8:20:13 PM): yes as for that...i have decided that I will stay on as an 
"advisor" to finish this task up since I set out to get this done in the first place
AeroAggie84 (8:20:42 PM): you can elect a new financial director and I will make sure this gets done and use the overlap as a transition for the new director
joc 75 (8:20:47 PM): alright
AeroAggie84 (8:20:51 PM): if that is OK with the board its fine with me
joc 75 (8:21:00 PM): as long as the new director is part of the process once they're elected I'm fine with it
joc 75 (8:21:08 PM): it would serve as a good transition
joc 75 (8:21:24 PM): wish we could do it with a couple of the board positions actually
AeroAggie84 (8:21:30 PM): yeah they will be a part of the process for sure...but I don't want to leave this undone
Jedi8798 (8:21:42 PM): Is there any objection to Ryan G staying on as an advisor after the next elections, assuming he has approval of the newly elected board?
joc 75 (8:22:23 PM): none here
nyeerrmm (8:22:42 PM): no objection
Jedi8798 (8:22:50 PM): Then its approved preliminarily, pending approval by next years board
AeroAggie84 (8:23:07 PM): Early estimates...assuming the IRS is happy on the day they review our application is mid January for Federal and State exemption to be completely established
AeroAggie84 (8:23:25 PM): one other thing before we start reviewing the task list
AeroAggie84 (8:24:45 PM): the exec board can then send these funds to the chapters they were donated to
joc 75 (8:25:02 PM): when can we start collecting money under tax exempt status?
joc 75 (8:25:35 PM): and can chapters raise money under tax exempt status?  Do we have to hold onto the money they do raise until the tax exempt status is approved?
AeroAggie84 (8:25:39 PM): our finances have to match those of our donors and if they dont we can get into trouble....legally we can start collecting as soon as the whole process is complete
joc 75 (8:26:15 PM): so...January?
AeroAggie84 (8:26:22 PM): we would not need to hold onto the money at this point...but the money has to come through our accounts once we have tax-exempt status so that all funds are accounted for
joc 75 (8:26:40 PM): it can then be funneled into individual chapters from there?
rmmlg08 (8:27:07 PM): I think I missed something on this funneling to individual chapters thing
AeroAggie84 (8:27:16 PM): yes january looks like the first opportunity...however, this puts us on track to file our first tax report for 2009
AeroAggie84 (8:27:42 PM): yes
Jedi8798 (8:28:08 PM): (to keep the meeting moving people, let Ryan answer one question before asking another)
Jedi8798 (8:28:32 PM): Ryan, could you clairfy to Ryan M what you meant by the funnelling?
Jedi8798 (8:28:42 PM): clarify*
AeroAggie84 (8:29:29 PM): so if money is to be donated in the name of a chapter thats ok as long as we get the money and then distribute that amount back to the chapter
rmmlg08 (8:30:01 PM): how does that help us though
AeroAggie84 (8:30:35 PM): we would run the risk of losing our 501c3 status if we aren't reporting donations...lets say John Smith donates 10,000 to UCF for a specific project
AeroAggie84 (8:30:59 PM): that chapter is not specifically covered under 501c3 unless we distribute the funds to them
rmmlg08 (8:31:21 PM): but that donation can't be made until after jan, right?
AeroAggie84 (8:32:12 PM): therefore all donations that will be considered tax exempt must be made to SEDS-USA in the name of a chapter at which point the executive board will then allocate those funds back to that chapter...
AeroAggie84 (8:32:22 PM): i will re-send that as soon as Ryan gets back
AeroAggie84 (8:32:56 PM): the last thing I typed was: so if money is to be donated in the name of a chapter thats ok as long as we get the money and then distribute that amount back to the chapter
rmmlg08 (8:33:11 PM): right, got that one
AeroAggie84 (8:33:13 PM): and yes...this would all start in January
rmmlg08 (8:33:16 PM): ok
AeroAggie84 (8:33:23 PM): or whatever our final acceptance date is
Jedi8798 (8:33:27 PM): What about circumstances where someone wants to donate merchandise or non monetary items for a tax incentive?
AeroAggie84 (8:33:36 PM): but right now its looking like January with current delays
Jedi8798 (8:34:45 PM): Any further questions for ryan before we move onto the tasks?
AeroAggie84 (8:34:49 PM): I can check on that more specifically tomorrow but from what I understand the chapters will need to submit some form of documentation that shows that a donation was made and define what its fair market value is deemed
Jedi8798 (8:34:58 PM): k
Jedi8798 (8:35:37 PM): Without further delay, lets get to the tasks
AeroAggie84 (8:35:40 PM): can everyone view the document on google documents?
nyeerrmm (8:35:55 PM): yes
AeroAggie84 (8:36:28 PM): if not it should have arrived by way of SEDS-exec
AeroAggie84 (8:36:52 PM): the emailed doc is the same as the google doc
Jedi8798 (8:37:02 PM): I dont think you gave it to me on google docs, but I have the physical copy infront of me
KellyMann10 (8:37:06 PM): whats the title of the doc?
AeroAggie84 (8:37:20 PM): 501c3TasksNeedingCompletion.doc
Jedi8798 (8:37:23 PM): 501c3 tasksneedingcompleting
KellyMann10 (8:37:43 PM): got it
AeroAggie84 (8:38:16 PM): ok so starting from the top
AeroAggie84 (8:39:17 PM): I wasnt sure who would be able to best describe the current activities going on and what will be planned for the future.  Does anyone feel that they could give a detailed explanation as requested in the first task?
Jedi8798 (8:39:43 PM): Darrell, think you could do that?
Jedi8798 (8:39:57 PM): you know most of what is going on both nationally and locally 
Jedi8798 (8:40:08 PM): projects wise, etc
joc 75 (8:41:03 PM): yeah
AeroAggie84 (8:42:08 PM): one quick note
AeroAggie84 (8:42:40 PM): the sooner these documents get to me, the better...i will put them in a clear and organized manner and make sure they are ready to send out as soon as possible
AeroAggie84 (8:43:03 PM): ok moving on to task 2
AeroAggie84 (8:43:26 PM): this one is for everyone...please send me an email with the requested information
rmmlg08 (8:43:36 PM): haven't we already done this
Jedi8798 (8:44:24 PM): duties yes
Jedi8798 (8:44:31 PM): average hours and qualifications, no
Jedi8798 (8:44:44 PM): qualifications for a student organization position...
Jedi8798 (8:44:51 PM): will basically be stuff you said in your platform to run for position
Jedi8798 (8:44:58 PM): prior experiance, etc.. 
AeroAggie84 (8:45:01 PM): Ryan could you contact the people on the Board of Trustees?  No we havent.  I have your names but this other stuff is needed...i know but consider that real organizations have to fill this out too
Jedi8798 (8:45:18 PM): but PRIMARILY that you are a current full time student
AeroAggie84 (8:45:38 PM): yeah just give information that shows we dont elect friends and stuff...make sure it shows how you are involved in what SEDS stands for
Jedi8798 (8:45:59 PM): and number of hours, use your best estimate on hours per week, including SEDS Exec, CoC, work on action items, projects, etc..
Jedi8798 (8:46:42 PM): I'll write a conflict of interest policy for number 3, and insert it as an emergency item for the CoC tommorow?
Jedi8798 (8:46:53 PM): Darrell, would that be acceptable?
joc 75 (8:47:25 PM): yes
AeroAggie84 (8:47:27 PM): great...Josh I may be able to send you a conflict of interest policy example tomorrow...ill check
LittleC3788 (8:47:30 PM): will we see the item before the coc mtg?
LittleC3788 (8:48:11 PM): the conflict of interst policy is what i meant by item
AeroAggie84 (8:49:11 PM): ohhh well we could have these sent out prior to finalizing them if we want...Josh what do you think?
rmmlg08 (8:51:03 PM): ping
Jedi8798 (8:51:25 PM): aim network keeps booting me
AeroAggie84 (8:51:31 PM): ahh
Jedi8798 (8:53:01 PM): is that acceptable to everyone?
AeroAggie84 (8:53:14 PM): sounds good
rmmlg08 (8:53:18 PM): sure
LittleC3788 (8:53:34 PM): what is it?  my internet disconnected
Jedi8798 (8:53:47 PM): [18:52] Jedi8798: I'll send out tonight or tommorow morning the conflict of interest policy then ask for an email vote
Jedi8798 (8:53:52 PM): [18:52] Jedi8798: if it passes, will give to CoC as an emergency item
Jedi8798 (8:53:58 PM): [18:53] Jedi8798: is that acceptable to everyone?
LittleC3788 (8:54:02 PM): yes
joc 75 (8:54:09 PM): yes
KellyMann10 (8:54:14 PM): yes
Jedi8798 (8:54:26 PM): Ryan G, next item, does that include things like lapel pins?
AeroAggie84 (8:54:55 PM): yes it does...
Jedi8798 (8:55:39 PM): policy is that board members, trustees, etc.. buy the items at the same rate as normal SEDS members. 
AeroAggie84 (8:55:40 PM): ok...so when approaching this task...being super thourough is key 
AeroAggie84 (8:55:51 PM): yeah that kind of thing
Jedi8798 (8:55:54 PM): k, would you like to handle writing that one up then?
AeroAggie84 (8:56:02 PM): i can do this one..sure
AeroAggie84 (8:56:46 PM): task 5 then
AeroAggie84 (8:57:32 PM): this one i have no clue on...this goes back to the chapter relations thing
Jedi8798 (8:57:38 PM): k
AeroAggie84 (8:57:43 PM): this should include scholarship stuff etc
Jedi8798 (8:57:48 PM): hmmm
AeroAggie84 (8:58:15 PM): if we sponsor travel that must be included etc
Jedi8798 (8:58:42 PM): I have no homework tonight so I'll volunteer to take that one, writing up a policy for the frequent flier, etc..
Jedi8798 (8:59:01 PM): that will probably need to be also approved by the CoC.. right Darrell?
joc 75 (8:59:02 PM): benefits document help with that?
Jedi8798 (8:59:22 PM): eh
joc 75 (8:59:27 PM): we are allowed to do whatever we want, it just has to be reviewed by CoC
joc 75 (8:59:36 PM): meaning it doesn't have to be a vote item
Jedi8798 (8:59:38 PM): not entirely, since we are talking about benefits to individuals, not chapters right?
joc 75 (8:59:43 PM): it can be if we want to
joc 75 (8:59:50 PM): yeah..but anything we include to the IRS
joc 75 (8:59:54 PM): should be on that benefits document
joc 75 (9:00:15 PM): meh
joc 75 (9:00:17 PM): strike that for now
joc 75 (9:00:25 PM): do we want to bring this before CoC?
joc 75 (9:00:33 PM): as an individual item to vote on?
Jedi8798 (9:00:47 PM): if we're submitting this to the IRS
AeroAggie84 (9:00:48 PM): chapters are not something we have to worry about...in our articles of incorporation we designated them as part of SEDS-USA but individual members cannot hold that same title
AeroAggie84 (9:01:05 PM): i think we should vote on all of these documents as long as we get them done in a timely manner
Jedi8798 (9:01:10 PM): well
Jedi8798 (9:01:14 PM): its either get them done tonight
Jedi8798 (9:01:16 PM): for a vote tommorow
Jedi8798 (9:01:18 PM): or wait 2 weeks
Jedi8798 (9:01:26 PM): and I would like to get this done ASAP
AeroAggie84 (9:01:48 PM): COC is tomorrow?
Jedi8798 (9:01:53 PM): yup
Jedi8798 (9:01:56 PM): I believe so
AeroAggie84 (9:02:05 PM): ok then lets try and get this done tonight then people
AeroAggie84 (9:02:14 PM): if you guys are able....
joc 75 (9:02:18 PM): I work at night
joc 75 (9:02:20 PM): so I'm in for it
joc 75 (9:02:23 PM): up for it
AeroAggie84 (9:02:41 PM): ok ill have mine done as well
Jedi8798 (9:02:48 PM): ok does everyone think they can tonight, before the go to bed, write up the position description, qualifications, and hours spent
Jedi8798 (9:02:52 PM): that Ryan has asked for?
LittleC3788 (9:02:59 PM): already did it
nyeerrmm (9:03:01 PM): already done
Jedi8798 (9:03:06 PM): good
AeroAggie84 (9:03:10 PM): lets get the last two tasks assigned
KellyMann10 (9:03:21 PM): yeah, i can put it together
Jedi8798 (9:03:24 PM): Ryan G, 6 and 7 seem like they are financial, and part of your department
AeroAggie84 (9:03:47 PM): fundraising is something that I am not really connected to
AeroAggie84 (9:04:09 PM): since the endowment was going to be set-up in Ryan's vision i was going to see if he could do that one
AeroAggie84 (9:04:22 PM): I can do number 6 however
joc 75 (9:04:37 PM): AeroAggie84 (10:03:54 PM): since the endowment was going to be set-up in Ryan's vision i was going to see if he could do that one
joc 75 (9:04:42 PM): in concern to 7
Jedi8798 (9:04:45 PM): Ryan M, item 7
AeroAggie84 (9:04:47 PM): Ryan M.  Can you do task 7?
AeroAggie84 (9:04:50 PM): lol
rmmlg08 (9:05:06 PM): ok
Jedi8798 (9:05:13 PM): things to consider on item 7, Endowment fundraising, Rocket Project fundraising, Travel Fund, etc..
rmmlg08 (9:05:45 PM): ok, can you send me anythin on rocket project fundraising that you've done
rmmlg08 (9:05:49 PM): I can handle the others
Jedi8798 (9:05:55 PM): yup
Jedi8798 (9:06:20 PM): As for the last item, I assume if we say yes to that, then it complicates our application alot?
AeroAggie84 (9:07:13 PM): it makes it harder yes...do we give money to other chapters?
Jedi8798 (9:07:13 PM): (anyone confirm getting my last message)
Jedi8798 (9:07:18 PM): not currently
AeroAggie84 (9:07:23 PM): then lets dont
AeroAggie84 (9:07:37 PM): cause it makes it a pain
Jedi8798 (9:07:41 PM): k
KellyMann10 (9:07:55 PM): yeah
Jedi8798 (9:08:06 PM): All in favor of making it policy that SEDS USA does not support foreign SEDS chapters financially due to 501c3 complications?
Jedi8798 (9:08:16 PM): (Aye/Nay/Abstain)
nyeerrmm (9:08:21 PM): aye
LittleC3788 (9:08:21 PM): aye
rmmlg08 (9:08:22 PM): i
KellyMann10 (9:08:26 PM): aye
AeroAggie84 (9:08:41 PM): ok then...thanks for going over of that gang...lets do our best to have these sent out (especially to me) by tomorrow evening   Aye
joc 75 (9:08:52 PM): aye
Jedi8798 (9:09:09 PM): vote passes, 6-0-2
Jedi8798 (9:09:37 PM): k
Jedi8798 (9:09:44 PM): now that item 2 is done...
Jedi8798 (9:10:11 PM): Brian Young, Conference Update?
nyeerrmm (9:10:21 PM): all rihgt, i'll try to make this quick
nyeerrmm (9:10:33 PM): I've gotten close to finalizing the speaker list
nyeerrmm (9:10:36 PM): http://spacevision.seds.org/speakers
nyeerrmm (9:11:04 PM): the tentative ones are depending on their schedule still, but they're planning to come if they can
nyeerrmm (9:11:27 PM): I'm also getting a representative from JSC
nyeerrmm (9:11:48 PM): some robotics people from JSC, who are pcompletely seperate from the typical work there
nyeerrmm (9:11:55 PM): someone from SpaceX (but not Elon)
nyeerrmm (9:12:23 PM): and either Col. 'Coyote' Smith or another military guy recommended by him to discuss military opportunities
nyeerrmm (9:12:41 PM): (he's in england now so i'm not sure we can support bringing him over )
nyeerrmm (9:12:49 PM): oh, and someone from AAS
Jedi8798 (9:13:52 PM): How about financially?
nyeerrmm (9:13:58 PM): im planning on having the AAS person, Will Watson and George Whitesides have a panel on 'Whats after SEDS?' to describe other organizations that arent student only
nyeerrmm (9:14:08 PM): i'm getting there
Jedi8798 (9:14:14 PM): (sorry)
nyeerrmm (9:14:20 PM): also, I have a preliminary schedule up
nyeerrmm (9:14:39 PM): take a look if you've requested any specific sessions from me and make sure its on there in case I forgot something
nyeerrmm (9:14:58 PM): and... financially
nyeerrmm (9:15:30 PM): at this point I've managed to raise a grand total of $3000.  I had trouble early on getting companies to return emails
nyeerrmm (9:15:53 PM): and only very recently did I realize that I probably needed an explicit speaker list and schedule to demonstrate what the conference entails
nyeerrmm (9:16:47 PM): fortunately, I reworked the budget and schedule so that I expect I can get everything done for $16000 fundraised rather than my original $26000
nyeerrmm (9:17:29 PM): so I'm confident this is doable, especially since I have a bunch of new contacts to work with
nyeerrmm (9:17:58 PM): people who I was reminded of at work that i didnt feel comfortable asking until I resigned
Jedi8798 (9:18:05 PM): (good for questions Brian?)
nyeerrmm (9:18:29 PM): yes, oh, sponsors right now are boeing, lockheed and ISU
nyeerrmm (9:18:35 PM): plus in kind from SFF
nyeerrmm (9:18:38 PM): questions
AeroAggie84 (9:19:41 PM): sounds like progress is being made..good job
Jedi8798 (9:20:07 PM): The speaker list is kinda the same old hash, with a few exceptions. Any others outside the usual SEDS speakers in the potential lineup?
nyeerrmm (9:20:08 PM): i do want to talk to you tomorrorw, i guess after class, abotu some issues with the fundraising
nyeerrmm (9:21:10 PM): i think Peter Smith and Rob Manning, as well as the JSC group and Coyote are a godo branch outside of our normal group
Jedi8798 (9:21:18 PM): "[19:20] nyeerrmm: i do want to talk to you tomorrorw, i guess after class, abotu some issues with the fundraising" did anyone say anything after this?
nyeerrmm (9:21:43 PM): i think Peter Smith and Rob Manning, as well as the JSC group and Coyote are a godo branch outside of our normal group
Jedi8798 (9:21:57 PM): k
Jedi8798 (9:22:24 PM): Any other questions for Brian?
nyeerrmm (9:22:24 PM): do you have other thoughts on new directions to look?
Jedi8798 (9:22:55 PM): Might be nice to make arrangements with the Obama and McCain space advisors to have them talk if their canidate wins
LittleC3788 (9:23:12 PM): that would be cool
Jedi8798 (9:23:13 PM): the actual space advisors, not a random group of people like the NSS meeting was
nyeerrmm (9:23:28 PM): i'll look into it, not sure how doable that is, since they probably wont even have them at that point
Jedi8798 (9:23:50 PM): they have them now I believe. I'll talk to you offline about it
nyeerrmm (9:24:07 PM): all right
Jedi8798 (9:24:22 PM): If there is nothing else for Brian
Jedi8798 (9:24:29 PM): Moving on to Darrells item
Jedi8798 (9:24:35 PM): A proposal concerning Brad
Jedi8798 (9:24:40 PM): D?
joc 75 (9:24:50 PM): yes
joc 75 (9:25:03 PM): as many of you know Brad's been working with the Space Exploration Alliance
joc 75 (9:25:16 PM): through his involvement we've been a member organization
joc 75 (9:25:35 PM): I'd like to tie down the proper strings though so he's officially our representative on the SEA board
joc 75 (9:25:52 PM): that primarily means two things
joc 75 (9:25:56 PM): 1. affirming that he's our rep
joc 75 (9:26:13 PM): 2. deciding how and in what way he should be held responsible
joc 75 (9:26:19 PM): on point 2. first
joc 75 (9:26:34 PM): well
joc 75 (9:26:36 PM): no...
joc 75 (9:26:38 PM): point 1 first
joc 75 (9:26:43 PM): does that sound agreeable to people?
Jedi8798 (9:26:56 PM): depends on point 2
Jedi8798 (9:27:06 PM): I wouldnt mind if he is just a point of contact
Jedi8798 (9:27:11 PM): but he cant have decision making power
Jedi8798 (9:27:30 PM): that rests with exec board and CoC, he can pass information and opportunities on to us, and let SEA know what we're doing
Jedi8798 (9:27:35 PM): but not enter into agreements on our behalf
Jedi8798 (9:27:58 PM): without running it by the board first, etc..
joc 75 (9:28:36 PM): well..that would be part of it
Jedi8798 (9:28:41 PM): having a loose cannon making agreements and arrangements completly independent of the CoC and Exec board is the situation we ran into with Kirk
joc 75 (9:28:41 PM): how would he run things by the board
Jedi8798 (9:29:02 PM): if there is an opportunity he thinks is worth SEDS getting involved with
Jedi8798 (9:29:14 PM): emailing me (since I'm incharge of strategic alliances etc..) 
joc 75 (9:30:28 PM): and then putting it on the board agenda?
Jedi8798 (9:30:58 PM): Reposting: if there is an opportunity he thinks is worth SEDS getting involved with, he should email me (since I'm incharge of strategic alliances etc..), 
Jedi8798 (9:31:02 PM): I'll throw it on the board agenda if it is valid (doenst conflict with prior agreements, etc..)
Jedi8798 (9:31:11 PM): (sorry, AIM is causing me headaches today)
joc 75 (9:31:16 PM): okay...
joc 75 (9:31:32 PM): primary reason this came up...apparently there was a SEA telecon a week ago
joc 75 (9:31:45 PM): and we didn't have an "official" representative on the SEA telecon
Jedi8798 (9:32:05 PM): they informed us only 10 hours before the telecon
joc 75 (9:32:05 PM): I know
joc 75 (9:32:25 PM): but since Brad is so interested in making sure that SEA and SEDS relations go smoothly
joc 75 (9:32:32 PM): I wanted to kill two birds with one stone
joc 75 (9:32:41 PM): by making him the official SEDS rep
Jedi8798 (9:32:50 PM): but what do you mean by official SEDS rep?
Jedi8798 (9:32:52 PM): that means nothing
joc 75 (9:33:09 PM): the kind of rep where they don't get mad if no one else shows up to the telecon
joc 75 (9:33:17 PM): does no one else have an opinion on this?
rmmlg08 (9:33:27 PM): I agree it sounds like a reasonable idea
joc 75 (9:33:32 PM): that's why point 2 is important
joc 75 (9:33:52 PM): I don't know what 'official rep" means
joc 75 (9:33:55 PM): in their definition
nyeerrmm (9:33:57 PM): yeah, i mean, as long as all actual decisions come back to us i dont see an issue
KellyMann10 (9:34:05 PM): i agree
Jedi8798 (9:34:23 PM): in that case lets call him the Point of Contact
joc 75 (9:34:29 PM): alright
Jedi8798 (9:34:35 PM): to clear up the power issue
joc 75 (9:34:45 PM): I think that's appropiate
joc 75 (9:35:01 PM): we'll inform him that he doesn't have the power to commit SEDS to anything
Jedi8798 (9:35:07 PM): So I propose (to keep it moving), we nominate Brad (Cheetam right?) as our official PoC with SEA
Jedi8798 (9:35:14 PM): He'll pass on opportunities of interest to us
joc 75 (9:35:14 PM): but he does have the power to bring it before the SEDS exec board
joc 75 (9:35:17 PM): that's a question?
joc 75 (9:35:20 PM): that's a question
Jedi8798 (9:35:24 PM): and keep SEA informed on SEDS activities and decisions
Jedi8798 (9:35:54 PM): he can let me know about hte opportunities, if they're valid I can add him to a board agenda
joc 75 (9:36:00 PM): alright
joc 75 (9:36:14 PM): I'm in favor of the motion
Jedi8798 (9:36:17 PM): All in favor as proposed? (Aye/ Nay/Abstain)
nyeerrmm (9:36:21 PM): aye
joc 75 (9:36:21 PM): aye
KellyMann10 (9:36:23 PM): aye
LittleC3788 (9:36:34 PM): aye
KT0 3T0 (9:36:46 PM): aye
AeroAggie84 (9:36:51 PM): aye 
Jedi8798 (9:37:15 PM): motion carries, 6-0-2
Jedi8798 (9:38:17 PM): Any last minute items?
joc 75 (9:38:30 PM): SEDS benefit document
joc 75 (9:38:37 PM): I'm presenting it before CoC tomorrow
joc 75 (9:39:23 PM): any problems with it
KellyMann10 (9:39:54 PM): no, looks good to me
Jedi8798 (9:40:05 PM): one possible issue
Jedi8798 (9:40:09 PM): 501c3 status
nyeerrmm (9:40:10 PM): wordings certainly better
Jedi8798 (9:40:20 PM): I dont think we can restrict it to a 'tier' of chapters
Jedi8798 (9:40:33 PM): legally I think it is an all or nothing, they're either chapters or not according to IRS
Jedi8798 (9:40:35 PM): Ryan G?
AeroAggie84 (9:41:55 PM): sorry phone rang
AeroAggie84 (9:42:48 PM): the way chapters are handles is they are just entities of the organization...to put it in the words of our agent...quote coming
AeroAggie84 (9:43:43 PM): chapters are considered "chapters", not other organizations. The chapters are still "SEDS", The chapters are not incorporating as their own organizations, right? Then they are not other organizations.
AeroAggie84 (9:44:11 PM): all chapters will be considered the same according to our articles of incorporation
Jedi8798 (9:44:14 PM): so if they are using hte name, they have 501c3 
Jedi8798 (9:44:15 PM): correct?
joc 75 (9:44:16 PM): so we can't deny 501c3 status to member organizations without removing them completely from the organization?
Jedi8798 (9:44:19 PM): yeah
AeroAggie84 (9:44:27 PM): correct
joc 75 (9:44:48 PM): any suggestions on how to change this then?
AeroAggie84 (9:44:54 PM): unless of course we declared provisions that allow us to do that
Jedi8798 (9:45:05 PM): lets not complicate 501c3 any more than it is already
AeroAggie84 (9:45:07 PM): but i would think the safer bet is to not have those provisions
Jedi8798 (9:45:25 PM): Darrell, put 501c3 on the bottom  tier
joc 75 (9:45:25 PM): ...alright
joc 75 (9:45:26 PM): it's our biggest carrot
joc 75 (9:45:30 PM): but yeah
joc 75 (9:45:32 PM): I see the necessity
Jedi8798 (9:45:40 PM): and voting right as well I believe...
Jedi8798 (9:45:45 PM): the way we have it defined
Jedi8798 (9:45:48 PM): if you are a chapter
Jedi8798 (9:45:51 PM): you have the right to vote
Jedi8798 (9:46:09 PM): this document would involve us completly changing the 'simple' system in the constitution
Jedi8798 (9:46:14 PM): and in the IRS documents
joc 75 (9:46:46 PM): all voting rights?
Jedi8798 (9:47:05 PM): I believe decision making power, yeah,
Jedi8798 (9:47:36 PM): if my understanding of it is correct, the way we're incorperated, the chapters have final power. and all chapters are equal in the government status
joc 75 (9:47:38 PM): moved
joc 75 (9:48:23 PM): in that case
joc 75 (9:48:29 PM): can we just change the whole thing
joc 75 (9:48:34 PM): to a list of membership benefits
joc 75 (9:48:36 PM): without tiers
joc 75 (9:48:54 PM): crap
joc 75 (9:48:58 PM): I can't do it that way
Jedi8798 (9:49:04 PM): I think you might have to postpone it to the next CoC
Jedi8798 (9:49:13 PM): and rewrite it between now and then
joc 75 (9:49:19 PM): CoC tabled the item to this CoC
joc 75 (9:49:48 PM): I'm going to need Carissa to at least make a motion that it be tabled to the next coC
Jedi8798 (9:50:06 PM): due to 501c3 problems with wording
joc 75 (9:50:26 PM): alright
joc 75 (9:50:29 PM): Carissa, did you get that?
LittleC3788 (9:50:34 PM): yes
joc 75 (9:50:50 PM): k...that's all on this item
Jedi8798 (9:50:56 PM): k
Jedi8798 (9:51:02 PM): In  that case, meeting over
Jedi8798 (9:51:15 PM): see you all next week, PLEASE get Ryan G your items by tonight/tommorow morning
AeroAggie84 (9:51:38 PM): night all
nyeerrmm (9:51:43 PM): goodnight
KellyMann10 (9:51:44 PM): night
2007-2008 SEDS-USA Meetings
Exec Board Minutes: