2008 February 19 SEDS-USA Exec Transcript

From SEDSWiki

SEDS-USA Executive Board Meeting, February 19, 2008
Time: 9:00pm EST
Location: AOL Instant Messenger
Attendance: Joshua Nelson, HaoQi Li, Brian Young, Kelly Mann, Ryan Goodnight, Darrell Cain, Ryan McLinko, James Welch
[19:02] Jedi8798: ok might as well get started
[19:02] Jedi8798: evening all
[19:03] Jedi8798: just a quick reminder
[19:03] Jedi8798: Lunar Eclipse tommorow night
[19:03] Jedi8798: make sure to do something cool with
your chapters ;-)
[19:03] hydrogenlithium: :D
[19:03] Nyeerrmm: cloudy... grr
[19:03] Jedi8798: back onto my agenda..
[19:03] Jedi8798: Rocket Update:
[19:04] Jedi8798: Semi-final version of the rules have
been released to the chapters
[19:04] Jedi8798: Current chapters interested in
competing: MIT, UofA, TA&M, Caltech, Iowa
[19:04] Jedi8798: and I think I'm forgetting one or
two more on that list
[19:05] Jedi8798: FAA has preliminarily said that
[19:05] Jedi8798: Spaceport America is an acceptable
location
[19:05] Jedi8798: if we can get their goahead
[19:05] Jedi8798: and that of White Sands Missile
Range (since we have a 50/50 change of landing in the
outskirts of their range
[19:06] Jedi8798: Working now on sponsors, liability,
and negotiations with Spaceport
[19:06] Jedi8798: Any questions?
[19:07] Jedi8798: Skipping in the schedule since Ryan
G and Jake arent here...
[19:08] Jedi8798: SEDS Mar Phoenix Lander feed
[19:08] Jedi8798: after the roaring success of the
NASA NGEC conference in Second Life
[19:08] Jedi8798: I've considered combining the SEDS
streaming feed / interview with the official NASA
event for the Phoenix Lander in Second Life
[19:09] Jedi8798: I was wondering what you guys
thought about this
[19:09] hydrogenlithium: that would be interesting
[19:09] Jedi8798: My primary motivations: It would
allow SEDS students from across the globe to
participate in the Q&A session
[19:09] KellyMann10: yeah
[19:09] KellyMann10: i think that would be pretty
cool
[19:09] Jedi8798: and alot of NASA HQ people are in
Second Life these days
[19:10] Jedi8798: so good PR on our side
[19:10] Jedi8798: I note that the board members with
Second Life experiance are quiet... ;-)
[19:10] Nyeerrmm: it sounds like a better use for it
than for board meetings... but i still hesitate from
doing anything in there
[19:11] Nyeerrmm: could be because the linux client
sucked extra though
[19:11] KellyMann10: its a good way to get a bunch of
poeple to ask questions easily
[19:11] Jedi8798: thats definetly a consideration we
have to make
[19:11] KellyMann10: but more reliable to do it some
other way
[19:12] Nyeerrmm: i'd say make it an option and see
how it goes... not a whole lot to lose at any rate
[19:12] Jedi8798: K, I'll look into it then, discuss
it with the NASA SL people
[19:12] Jedi8798: and the Mars Phoenix Lander people
[19:12] *** AeroAggie84 has been invited to the group
chat.
[19:12] *** AeroAggie84 has joined the chat.
[19:13] KellyMann10: how else could we do it?
[19:13] Jedi8798: Question and answer would be hard to
do outside of SL
[19:13] Jedi8798: we can easily stream the video live
[19:13] KellyMann10: yeah
[19:13] Jedi8798: but getting questions would need to
be done in a chat interface or something
[19:13] Jedi8798: which is doable, just not as
graphically pretty
[19:14] KellyMann10: what about doing something with
a conference?
[19:14] KellyMann10: over voice
[19:14] KellyMann10: or is that too complicated
[19:14] KellyMann10: just throwing ideas out there
:-)
[19:14] Jedi8798: as in all of the people partcipating
partcipate via voice?
[19:14] Nyeerrmm: what about the way slashdot way of
doing things, have people post questions to a forum,
take the best ones and forward them on afterwards
[19:14] Jedi8798: Thats possible too
[19:15] Jedi8798: since we do have a forum ;-)
[19:15] Jedi8798: and would help encourage use of the
SEDS forums
[19:15] Jedi8798: at least for a short period
[19:15] Jedi8798: allright
[19:15] Jedi8798: lets wrap this item for now
[19:15] Jedi8798: Since Ryan G is back
[19:15] Jedi8798: financial policy
[19:15] Jedi8798: Has everyone read the current SEDS
financial policy in the bylaws? (Yes/No)
[19:16] rmmlg08: Y
[19:16] Nyeerrmm: y
[19:16] DarrellDCain: n
[19:16] KellyMann10: n
[19:16] rmmlg08: (come on guys, binary question)
[19:17] AeroAggie84: haha ok sorry back
[19:17] Jedi8798: lol
[19:17] Jedi8798: if you want Ryan, next time I can
ask for I / O
[19:17] Jedi8798: Ryan G I assume you've read it?
[19:18] Jedi8798: Or not
[19:18] AeroAggie84: i cant find it
[19:18] AeroAggie84: i read it a while back
[19:18] Jedi8798:
http://www.seds.org/policy/bylaws.php#SECTION_8
[19:19] Jedi8798: section 8 - 13 I believe
[19:19] AeroAggie84: but its been a while
[19:19] Jedi8798: also in the google doc, but thats
been chopped up quite a bit
[19:19] AeroAggie84: ok got it
[19:20] Jedi8798: most of the stuff is under section
10
[19:20] Jedi8798: General Investigative procedure
[19:20] Jedi8798: First off, do people like the idea
of having a fiance committee?
[19:21] KellyMann10: yeah
[19:21] hydrogenlithium: yes
[19:21] DarrellDCain: only if it serves a purpose
[19:21] Jedi8798: its defined in section 8, then
refined in section 10, specifically 10.4, 5
[19:22] AeroAggie84: yeah i think its a decent idea
but it has to be done right
[19:22] DarrellDCain: as in...we're spending enough
money to warrant a comittee to review these purchases
[19:22] Jedi8798: yeah
[19:22] Jedi8798: the comittee seems primarily to
exist to not bother the Exec Board with purchasing
decisions
[19:23] Jedi8798: Hmm, know what might be faster? How
about Ryan Goodnight and I get together outside this
meeting, and write a new finance policy (with whoever
else is interested) and then we propose it to the Exec
Board?
[19:23] Jedi8798: (Aye/Nay/Abstain)
[19:23] AeroAggie84: aye
[19:23] hydrogenlithium: aye
[19:23] Nyeerrmm: aye
[19:23] Jedi8798: aye
[19:23] DarrellDCain: aye
[19:23] KellyMann10: if you guys want :-) aye
[19:24] rmmlg08: aye
[19:24] Jedi8798: mition carries.
[19:24] Jedi8798: motion that is
[19:24] Jedi8798: K, then next item, Space Vision
update, Brian?
[19:25] Nyeerrmm: we're pushing forward... haven't
gotten any more confirmations or declines yet from
speakers, a lot are waiting till their calendars are a
little more firm
[19:26] Nyeerrmm: i've got tasks divied up among my
minions, looking to get hotel deals for attendees,
getting food set up and all the rest
[19:27] Jedi8798: Hows it looking financially? Many
return sponsors?
[19:27] Nyeerrmm: sorry, i was typing that and it said
my message was too big
[19:27] Jedi8798: np
[19:27] Nyeerrmm: fundraising is the one thing I'm a
little behind on, but I've got all the promotional
material and such ready
[19:28] Nyeerrmm: the one thing I'm waiting on is I'm
meeting with our department head, whos well connected,
next tuesday in order to finalize the plan
[19:29] *** RolandBolser has joined the chat.
[19:29] Nyeerrmm: although I've made personal contact
with the people at a lot of the local offices for the
big companies already
[19:29] Nyeerrmm: thats the extent of my update right
now
[19:30] Jedi8798: Good, make sure to also ask Kirk and
Ryan for any advice they might have / contacts from
previous conferences, etc... SEDS now has 4 years of
experiance hosting conferences, should take advantage
of it.
[19:30] Nyeerrmm: yeah, i've been working Ryan, and
all of his old files, on a lot of this
[19:31] Jedi8798: Good
[19:31] Jedi8798: Any other questions for Brian?
[19:31] Jedi8798: In which case, on to ISDC... Ryan
want to start off with the email you got?
[19:32] rmmlg08: ok, so I got an email asking if we
wanted to be an affiliate for ISDC08
[19:32] rmmlg08: first of all, I wanted to know if any
of the rest of you got it (since recipiencts were
bcc'd)
[19:33] Nyeerrmm: i did
[19:33] Jedi8798: Not I
[19:33] RolandBolser: nope
[19:33] hydrogenlithium: no
[19:33] Jedi8798: well, I got it when you forwarded it
to me, but not directly
[19:33] rmmlg08: ok, so it seems to be similar to the
friends thing that we used to have on our webpage
[19:34] rmmlg08: ie we get a little thing on their
website, etc
[19:34] rmmlg08: and we get member reg fees, etc
[19:34] rmmlg08: it says nominal cash contributions
encouraged depending on ability
[19:34] rmmlg08: I think our ability is pretty clear
[19:34] rmmlg08: so, it seems like a no-lose situation
for us
[19:35] Jedi8798: Jake, has affiliate status come up
at all in your negotiations/involvement?
[19:35] rmmlg08: especially since we plan on having a
number of us helping volunteer at the conf
[19:35] Nyeerrmm: I'm pretty sure I filled this form
out for us last year
[19:35] RolandBolser: not yet
[19:35] RolandBolser: they didn't get me the phone
number in time for the last call
[19:35] Nyeerrmm: while setting up the student
sessions
[19:36] rmmlg08: ok, brian do you want to fill it out
again then
[19:36] rmmlg08: (assuming no objections from anyone
else)
[19:36] rmmlg08: I'll forward the form to exec
[19:36] rmmlg08: for your purusal
[19:36] Jedi8798: I'd say give it over to Jake, since
he is heading the conference involvement for us this
semester
[19:36] Nyeerrmm: eh, i think this should be Jakes
thing
[19:36] Jedi8798: (if its ok with you Brian)
[19:36] Nyeerrmm: I'm just saying we have done it
before with no ill effect
[19:37] Jedi8798: Jake, you willing to handle the
form?
[19:38] RolandBolser: If someone forwards it to me so
I know what we're talking about, sure
[19:38] Nyeerrmm: (just forwarded it to you)
[19:38] Jedi8798: All in favor of becoming an
affiliate again, as last year, assuming that it
appears to be in our best interest (with no real
vested cost)? (Aye/Nay/Abstain)
[19:38] RolandBolser: there we go
[19:38] Nyeerrmm: aye
[19:38] Jedi8798: aye
[19:38] hydrogenlithium: aye
[19:38] KellyMann10: aye
[19:38] rmmlg08: i
[19:39] RolandBolser: aye
[19:39] Jedi8798: motion carries
[19:39] Jedi8798: Ryan, you had more on the matter of
ISDC I believe?
[19:39] rmmlg08: yes, as I emailed
[19:39] rmmlg08: about volunteers
[19:40] rmmlg08: I received a few responses
[19:40] rmmlg08: but I know a number more of you plan
on going
[19:40] rmmlg08: so please let me know
[19:40] rmmlg08: so I can begin to pass along numbers
[19:40] rmmlg08: and let your chapters know and other
chapters you talk to
[19:41] Jedi8798: k, just make sure you and Jake stay
in touch on that
[19:41] Jedi8798: so both hands know what the other is
doing
[19:41] rmmlg08: yeah, I've been talking with karina
on this
[19:41] rmmlg08: but if we want to start cc'ing each
other on emails
[19:41] rmmlg08: that might be helpful
[19:42] Jedi8798: would be a good idea
[19:42] Jedi8798: Anything else related to ISDC?
[19:42] rmmlg08: that is all from me
[19:43] hydrogenlithium: have we contacted the GWU
chapter?
[19:43] DarrellDCain: they are willing to put
something together for SEDS students to do during that
time
[19:43] DarrellDCain: as in some type of SEDS social
event
[19:43] DarrellDCain: that's the extent of my
knowledge
[19:43] hydrogenlithium: not discounts for hotel?
[19:44] hydrogenlithium: ;)
[19:44] Jedi8798: Ryan, make sure to mention to the
GWU folk about the ISDC volunteering, maybe make it an
item at CoC to mention
[19:44] rmmlg08: rgr
[19:44] Jedi8798: Which segways nicely into.. CoC
[19:45] Jedi8798: Darrell?
[19:45] DarrellDCain: right
[19:45] DarrellDCain: Brian
[19:45] Nyeerrmm: i owe you emails to send out
[19:45] DarrellDCain: You're the next exec board rep
at CoC
[19:45] Nyeerrmm: oh yes, that too
[19:45] DarrellDCain: oh?
[19:46] DarrellDCain: alright
[19:46] DarrellDCain: so I'll be sending a reminder
about CoC meeting to reps sometime tomorrow
[19:46] DarrellDCain: I'll also be sending out a
newsletter shortly
[19:46] DarrellDCain: if you have items for newsletter
[19:46] DarrellDCain: please send them to me
[19:46] DarrellDCain: next CoC meeting is the 27th at
9 pm EST
[19:47] DarrellDCain: they are always the last
Wednesday of each month
[19:48] DarrellDCain: current agenda is Executive
Board Decisions
[19:48] DarrellDCain: and Ratifying Constitution
[19:48] DarrellDCain: at this time the Exec board can
add agenda items
[19:48] DarrellDCain: but will not be capable of doing
so next Tuesday
[19:48] DarrellDCain: i.e. if we're going to add an
agenda item it needs to happen at this meeting
[19:48] Jedi8798: We have up till Sunday correct?
[19:49] DarrellDCain: yes...though I believe it has to
be voted on by the Exec Board
[19:49] DarrellDCain: we may be able to make it an
action of the chair
[19:49] DarrellDCain: anyways
[19:49] DarrellDCain: that's all for CoC
[19:50] Jedi8798: Any questions for Darrell, or
proposed items to add to the CoC schedule?
[19:50] KellyMann10: none from me
[19:51] Jedi8798: If not, moving on to next item (and
last): Jim Volp's email
[19:52] DarrellDCain: oh
[19:52] DarrellDCain: wait
[19:52] Jedi8798: yes Darrell?
[19:52] DarrellDCain: couple items from Chapter rep
side
[19:52] Jedi8798: k
[19:52] AeroAggie84: before we leave, i have one more
update
[19:52] Jedi8798: Darrell first
[19:52] DarrellDCain: UB has commented on the policy
of holding elections on Sunday
[19:53] DarrellDCain: saying something along the lines
of people should be willing to stay the extra day if
they want to have a say in national
[19:53] DarrellDCain: that was an opinion, not a
position
[19:53] DarrellDCain: they also expressed worry that
non SEDS members would be able to put up resumes
[19:54] Jedi8798: on the resume database?
[19:54] DarrellDCain: yep
[19:54] Jedi8798: current plan is for only SEDS
members / alumni to be able to put up resumes
[19:54] DarrellDCain: but how do we know who they are?
[19:54] Jedi8798: hence why we ask for their chapter
affiliation when they create an account
[19:55] Jedi8798: so we can back check
[19:55] rmmlg08: since we nixed individual members
[19:55] rmmlg08: everything goes through chapters
[19:55] DarrellDCain: hmmm
[19:55] Jedi8798: might need to require chapters to
submit to us a member list
[19:55] DarrellDCain: I need to talk to Josh at some
point
[19:55] Jedi8798: for policing of the resume database
[19:55] Jedi8798: which should be up shortly, last I
talked to Josh
[19:55] DarrellDCain: anyways...that's all for
opinions from individual chapters...the other stuff
was GWU and it related to website affairs
[19:56] DarrellDCain: now I'm done
[19:56] Jedi8798: k, mention to UB that it was a CoC
decision to have the elections on Sunday
[19:56] Jedi8798: so they should bring it up to CoC if
they want to move the suggestion to another day
[19:57] Jedi8798: Ryan G, want to give your updatE?
[19:57] Jedi8798: update*
[19:57] AeroAggie84: yes i would love to
[19:57] AeroAggie84: ok so i had a talk with Mr. Cain
yesterday and its a go
[19:58] AeroAggie84: all he needs is the Bylaws and
any of the previous filings
[19:58] AeroAggie84: Ryan, i believe you had some
involvement with that previously correct
[19:59] rmmlg08: the previous filings, yes
[19:59] AeroAggie84: do you have copies of any of
those papers that were sent in?
[19:59] rmmlg08: as to whether I remmeber anything
about those or have any copies, the answer is no
[20:00] rmmlg08: (I am very bad with anything I don't
have an electronic copy of; also I was onyl given one
copy)
[20:00] rmmlg08: which I had to turn in
[20:00] Jedi8798: bylaws refering to the endowment
fund?
[20:00] DarrellDCain: probably bylaws concerning the
running of the endowment fund
[20:00] AeroAggie84: no the organization
[20:00] DarrellDCain: which probably need to be
written
[20:00] DarrellDCain: oh...
[20:01] AeroAggie84: do we have those? the most
current version at least?
[20:02] Jedi8798: the most current version of bylaws
is in google docs
[20:02] Jedi8798: still needs to be made pretty
[20:02] AeroAggie84: ok good
[20:02] Jedi8798: as for endowment fund, dont think we
finalized bylaws for that
[20:02] AeroAggie84: i am going up to dallas on the
11th or 12th to discuss things further and i have to
take those with me
[20:03] Jedi8798: we have a set of bylaws
[20:03] *** rmmlg08 has left the chat.
[20:03] Jedi8798: section 15
[20:03] AeroAggie84: after we set up the 501c3 we can
discuss the ndowment further
[20:03] Jedi8798: that talk about the Endowment
[20:03] Jedi8798: I'll make the general bylaws pretty
[20:03] AeroAggie84: ok thanks
[20:03] Jedi8798: this weekend most likely
[20:04] *** rmmlg08 has been invited to the group
chat.
[20:04] *** rmmlg08 has joined the chat.
[20:04] Jedi8798: ok so the Jim Volp email
[20:04] Jedi8798: for those of you who dont know
[20:04] AeroAggie84: ok thats fine...ill have to draft
a formal request for the 501c to be set up
[20:05] Jedi8798: k
[20:05] Jedi8798: if you need anything from the rest
of us on that let us know
[20:05] AeroAggie84: that way it can be a formal
donation to SEDS
[20:05] Jedi8798: either here, or in email
[20:05] AeroAggie84: ok i will do that...thanks
[20:05] AeroAggie84: other than that i am good
[20:05] AeroAggie84: in summary: progress being made
[20:06] Jedi8798: K
[20:06] Jedi8798: anything else for Ryan G?
[20:07] Jedi8798: in which case
[20:07] Jedi8798: Jim Volp, a member of ESA and Space
Gen in Europe
[20:07] Jedi8798: has recently taken a big interest in
SEDS
[20:07] Jedi8798: He would like to help expand the
organization and work on developing it further
[20:08] Jedi8798: going to the point of offering to
let us use his house in Spain during March to host
brainstorming sessions
[20:08] Jedi8798: Who here got his email?
[20:08] hydrogenlithium: I did
[20:08] KellyMann10: i dont think i did
[20:08] rmmlg08: well,was a ticket, so I did
[20:09] DarrellDCain: I don't remember seeing it
[20:09] Nyeerrmm: yeah, dont think so
[20:09] Jedi8798: I just forwarded it to the listserv
[20:09] Jedi8798: Seems like he is very interested in
getting involved. Though since I do not think we all
have the funds to go to Spain on such short notice for
a brainstorming session
[20:10] Jedi8798: I would like to propose setting up a
series of telecons/online meetings during mid march
for SEDS organizational discussion
[20:10] Jedi8798: involving Jim, advisor board, and
anyone else interested in helping out
[20:10] DarrellDCain: should I broadcast this via the
chapter rep network?
[20:11] Jedi8798: Take a quick look at his email, and
let me know what you guys think
[20:11] Jedi8798: his email or the telecons?
[20:11] DarrellDCain: well...I was thinking more along
the lines of asking for people
[20:11] DarrellDCain: who are interested in telecons
[20:11] DarrellDCain: etc.
[20:11] Jedi8798: yeah I'll draft an announcement
email to send out this weekend
[20:11] Jedi8798: and give it to you to forward to the
reps
[20:12] Jedi8798: need to talk to Jim and see how he
can easiestly participate
[20:12] Jedi8798: given the distnace
[20:12] Jedi8798: distance*
[20:12] Jedi8798: Any further opinions on this?
[20:13] Nyeerrmm: seems interesting, hes very
enthusiastic, hard to know where to take until we talk
to him on more specifics though
[20:13] Jedi8798: yeah I'll discuss it with him and
see how we can best get him involved
[20:13] Jedi8798: Allright, any further items for this
meeting?
[20:14] Jedi8798: Meeting over
[20:14] Jedi8798: transcript ended
[20:14] Jedi8798: thanks for coming!
2007-2008 SEDS-USA Meetings
Exec Board Minutes: