2008 July 01 SEDS-USA Exec Transcript

From SEDSWiki

SEDS-USA Executive Board Meeting, July 1, 2008
Time: 9:00pm EST
Location: AOL Instant Messenger
Attendance: Joshua Nelson, Ryan Goodnight, Brian Young, Nastia Rumiantsev, Darrell Cain, Ryan McLinko, Kelly Mann, James Welch
[18:00] Jedi8798: So lets get started
[18:00] Jedi8798: Since Ryan G has to go soon, I'd like to start with Finance. Ryan?
[18:01] AeroAggie84: thanks....so did everyone get my 501c3 update last week?
[18:01] AeroAggie84: i believe Brian sent it out
[18:01] Jedi8798: Refresh us.
[18:02] AeroAggie84: ok...summing it up: 1) we have filed for incorporation in Texas and waiting on our Tax ID number
[18:02] AeroAggie84: 2) We have all the paper work ready for the IRS and just need the tax ID number
[18:02] AeroAggie84: after that we will establish federal tax exemption and then we will get state tax exemption here in Texas
[18:03] AeroAggie84: thats just an added bonus that Mr. Cain's lawyer is helping us with
[18:03] AeroAggie84: but basically everything is done on our end and we are just waiting on the government to give us word
[18:04] Jedi8798: Nice. Could you write up a summary of everything that been done, and what we're waiting for and send it out to the chapters?
[18:04] Jedi8798: seds-chapters@seds.org
[18:04] Jedi8798: alot of them are waiting anxiously for this and I'd like to show them progress
[18:04] AeroAggie84: Ok. I already did that. Thats what was sent out last week.
[18:04] Jedi8798: *blinks* k, must have missed it. thanks!
[18:04] AeroAggie84: But I will email it to seds-chapters@seds.org non-the-less
[18:05] nyeerrmm: i think darrell sent it out to the chapters list-serv
[18:05] AeroAggie84: let me get the bank account information now and I will update everyone on our current balances...need 30 seconds
[18:05] Jedi8798: K, while Ryan fetches that
[18:06] Jedi8798: I'd like to formally introduce Anastasia, aka Nastia
[18:06] KT0 3T0: thanks!
[18:06] Jedi8798: She will be helping run the Educational Outreach program
[18:06] KT0 3T0: I am the Nastia
[18:07] Jedi8798: Would you like to review what you're planing to do with the position Nastia?
[18:07] KT0 3T0: yes give me a second
[18:07] KT0 3T0: i will copy it into here
[18:07] joc 75: has joined the chat
[18:07] AeroAggie84: well real quick let me inteject with the account balances
[18:07] Jedi8798: go ahead Ryan
[18:08] AeroAggie84: In our Bank of America account we have $6032.54
[18:08] AeroAggie84: and in our Paypal account we have $385.95
[18:09] Jedi8798: Nice! We're solvent
[18:09] Jedi8798: Ryan, I know you already have a bunch of tasks, but could I ask you to talk to Loretta about the SEDS Travel Fund Money?
[18:10] Jedi8798: She mentioned that there is probably still about $400 in her account from the travel fund, though she wasnt sure.
[18:10] rmmlg08: has left the chat
[18:10] AeroAggie84: sure I could do that
[18:10] Jedi8798: Thanks
[18:10] KT0 3T0: ill go ahead if thats ok
[18:10] Jedi8798: And once we get that back in, if you could keep track of how much money is in general fund, and how much is in travel
[18:11] Jedi8798: Go ahead Nastia
[18:11] KT0 3T0: so I have 3 main ideas so far:
[18:11] KT0 3T0: did you guys get that last ijm
[18:11] KT0 3T0: *ikm
[18:11] KT0 3T0: *im
[18:11] KT0 3T0: on #1?
[18:11] rmmlg08: has joined the chat
[18:12] Jedi8798: no I dont think your IM went through
[18:12] KT0 3T0: bleh ok hold on
[18:12] KT0 3T0: 1-Contact astronauts to speak at elementary/middle schools in their area.
[18:12] KT0 3T0: 2--Get SEDS chapters to organize "Space Days" for schools around their area.
[18:12] KT0 3T0: 3-Have companies with manufacturing facilities give tours to students in their area.
[18:12] KT0 3T0: did you get those last 3?
[18:13] rmmlg08: yes
[18:13] KT0 3T0: for 1 I know that already goes on, but I was thinking I could help make it more organized
[18:13] KT0 3T0: for 2, another seds chapter does it so I will see what they do and spread the info around
[18:13] KT0 3T0: oh yea also i came up with another idea recently
[18:13] rmmlg08: for space days, do you mean like UIUC does
[18:13] AeroAggie84: has left the chat
[18:14] KT0 3T0: i think so yes
[18:14] KT0 3T0: like a community event
[18:14] KT0 3T0: annually
[18:14] joc 75: Purdue does one
[18:14] KellyMann10: yeah
[18:14] Jedi8798: (thats what she said)
[18:14] KellyMann10: since im going there this comming semester i can help with the info on that
[18:14] Jedi8798: ok guys and gals, let her finish
[18:15] KT0 3T0: thanks Kelly!
[18:15] KT0 3T0: but on that last note, I still need to figure a lot of stuff out about that like ITAR regulations and such
[18:15] KT0 3T0: but I will be working on that
[18:15] KT0 3T0: the end
[18:16] Jedi8798: Any questions, comments, suggestions, etc for Nastia?
[18:16] joc 75: yeah
[18:16] joc 75: space day
[18:16] Jedi8798: I personally am glad to have someone onboard working on the outreach. Especially from a facilitating role like you mentioned, giving the schools the info and tools to help build an event like these
[18:17] joc 75: I'd say...really try and support schools in developing this
[18:17] joc 75: I really like the idea of promoting it as an annual kind of thing
[18:17] KT0 3T0: Well since Purdue does space day, I would like to ask them how they started, what they do, specifically who helps them within the community and such
[18:17] KT0 3T0: so that other chapters could do an event like that
[18:18] joc 75: well...Kelly is probably the best contact on that once school starts
[18:18] joc 75: I can give you another contact to work with
[18:18] KellyMann10: And i would say that we dont limit the outreach to middle and elementary schools
[18:18] KT0 3T0: ok everyone is imming
[18:18] KT0 3T0: one second
[18:18] KellyMann10: we should throw in some high schools
[18:18] KT0 3T0: yea definitely
[18:20] KellyMann10: what do the rest of you guys think?
[18:20] Jedi8798: All great ideas, now it is action we need!
[18:20] RolandBolser: high schools need attention too
[18:20] KT0 3T0: indeed
[18:21] Jedi8798: Kelly, you sound really interested in this, I'd definetly like to see you helping Nastia with this
[18:21] Jedi8798: if you're willing to pitch in time
[18:21] KellyMann10: yeah sure!
[18:21] KT0 3T0: ok so Kelly can help with the space day thing
[18:21] KT0 3T0: (FYI I am out of the country during all of August)
[18:22] Jedi8798: Anything more for Nastia?
[18:22] Jedi8798: Ok, item closed.
[18:22] KT0 3T0: whew
[18:22] Jedi8798: Next up, AAS / SFF MOUs
[18:23] Jedi8798: I sent out a copy of the current AAS MOU that was signed in 2004 at the first Space Vision, and is still in effect
[18:23] Jedi8798: Has everyone here read through it? (Yes/No)
[18:23] RolandBolser: Mine won't open
[18:23] KT0 3T0: what does AAS / SFF MOUs stand for
[18:23] joc 75: No
[18:23] KellyMann10: yes
[18:24] Jedi8798: AAS is American Astronautical Society, SFF is Space Frontier Foundation, MOU is Memorandum of Understanding
[18:24] rmmlg08: yes
[18:24] KT0 3T0: thanks josh
[18:24] KT0 3T0: im a no
[18:24] KT0 3T0: wasnt sure if i was supposed to read it or not
[18:24] rmmlg08: has left the chat
[18:25] Jedi8798: lol
[18:26] Jedi8798: Well lets take 2 minutes, if everyone could skim through the AAS MOU
[18:26] Jedi8798: I'd like feedback on if we should renew the MOU, or make modifications to it.
[18:27] KT0 3T0: maybe change use to perform in this sentence: "AAS will use its best efforts to:"
[18:29] KellyMann10: I think that the old one is pretty good, there is nothing that stands out to me that needs to be changed
[18:29] Jedi8798: k, lets not worry too much bout grammer, more of the substance, what we're getting, what we're giving
[18:29] KT0 3T0: and reasonable notice should be defined in the SFF one
[18:29] KT0 3T0: or could be
[18:29] KT0 3T0: I would
[18:29] KT0 3T0: just in case
[18:29] rmmlg08: has joined the chat
[18:29] KT0 3T0: someone wants to terminate
[18:29] KT0 3T0: and there would be time to discuss it
[18:29] KT0 3T0: and maybe save it
[18:30] KT0 3T0: like say 7 days?
[18:30] Jedi8798: yeah we've left it vague on purpose
[18:30] Jedi8798: because these are technically legal documents
[18:30] Jedi8798: binding us in contract
[18:30] KT0 3T0: uh huh
[18:30] Jedi8798: reasonable notice would be different for different things
[18:30] Jedi8798: like if we did 7 days
[18:30] nyeerrmm: should we try for anything more like we have with NSS with specific conference benefits?
[18:30] Jedi8798: SFF could tell us they arent going to give us our conference discounts
[18:31] KT0 3T0: but then before a conference
[18:31] KT0 3T0: if theres a different person in charge
[18:31] KT0 3T0: they could just cancel this contract
[18:31] KT0 3T0: if they decide theres not enough money in the budget
[18:31] KT0 3T0: to let seds students in
[18:31] KT0 3T0: that would be unfortunate
[18:31] Jedi8798: yeah
[18:31] KT0 3T0: maybe we can put something about that in there
[18:32] KT0 3T0: the vauger a contract is the more someone can be screwed over
[18:32] Jedi8798: Do you guys think we should keep the AAS one as it stands, or switch over to one like the NSS / SFF one?
[18:32] Jedi8798: Yet we're trying to ensure both organizations benefit
[18:32] Jedi8798: the purpose of the contract isnt to hurt one organization at the benefit of SEDS
[18:33] KT0 3T0: i mean we could do the same thing to them
[18:33] KT0 3T0: like say
[18:33] nyeerrmm: i think that reasonable notice implies that things ike that cant happen, and if things get that unfriendly its probably not going to be our biggest problem
[18:33] KT0 3T0: your successor and Will's end up having a personal issue and are being immature
[18:33] Jedi8798: yeah
[18:33] KT0 3T0: they could ruin relations for the future
[18:33] KT0 3T0: obviously not forever
[18:34] KT0 3T0: but I'm sure both organizations are pretty relaxed
[18:34] Jedi8798: So suggestions to fix the existing AAS MOU?
[18:34] KT0 3T0: so if you believe it doesnt need to be in there then I'm sure it doesn't
[18:34] joc 75: I like it
[18:35] joc 75: especially since we have been keeping to the word of it for the past four years
[18:35] joc 75: except promoting the AAS ISU scholarship
[18:35] Jedi8798: k
[18:35] nyeerrmm: do we advertise much for chapters to look to AAS for speakers?
[18:35] Jedi8798: thats the next part I wanted to get to
[18:36] Jedi8798: if we enter into these MOUs
[18:36] Jedi8798: we need to be alot more proactive in following them
[18:36] Jedi8798: and utilizing the resources they provide
[18:36] Jedi8798: So before we get into that...
[18:36] Jedi8798: All in favor of leaving the AAS MOU as stands? (Aye/Nay/Abstain)
[18:36] KellyMann10: aye
[18:36] joc 75: aye
[18:36] rmmlg08: i
[18:37] RolandBolser: abstain
[18:37] nyeerrmm: aye
[18:37] Jedi8798: aye
[18:37] KT0 3T0: abstain
[18:37] Jedi8798: 5-0-2
[18:37] Jedi8798: Motion carries
[18:38] Jedi8798: Now for the SFF MOU (then we'll get to encouraging use of benefits)
[18:38] Jedi8798: Could everyone take a moment to read through the SFF MOU as proposed?
[18:40] KellyMann10: k read through
[18:40] Jedi8798: Feedback?
[18:40] KT0 3T0: reasonable notice changing?
[18:40] nyeerrmm: i think its excellent... formalizes the good relationship we have
[18:41] Jedi8798: Nastia, what do you mean?
[18:41] KellyMann10: i like it
[18:41] KT0 3T0: i mean obviously i dont know that much about these organizations yet
[18:41] KT0 3T0: so i was just thinking in any contract you want to make it as less vague as possible
[18:41] KT0 3T0: but if nobody else thinks that then there's a reason
[18:42] KT0 3T0: which I assume there is?
[18:42] Jedi8798: I'd like to leave it vague for now to allow for the unexpected
[18:42] Jedi8798: if it becomes a problem, I think we can alter the agreements with specific notice
[18:42] KT0 3T0: ok cool
[18:42] rmmlg08: has left the chat
[18:43] Jedi8798: All in favor of submitting this SFF MOU to SFF for review, and CoC for approval? (Aye/Nay/Abstain)?
[18:43] nyeerrmm: aye
[18:43] KellyMann10: aye
[18:44] KT0 3T0: aye
[18:44] joc 75: aye
[18:44] Jedi8798: aye
[18:44] RolandBolser: abstain
[18:45] rmmlg08: has joined the chat
[18:45] Jedi8798: Ryan, All in favor of submitting this SFF MOU to SFF for review, and CoC for approval? (Aye/Nay/Abstain)?
[18:45] rmmlg08: I
[18:45] Jedi8798: motion carries, 6-0-1
[18:46] Jedi8798: ok,
[18:46] Jedi8798: CoC summary, Darrell?
[18:47] joc 75: alright
[18:47] joc 75: meeting was relatively short
[18:47] joc 75: HaoQi gave exec board sumamry
[18:47] joc 75: CoC approved the distribution of the chapter survey
[18:48] joc 75: so we need one put together
[18:48] joc 75: two more items CoC related
[18:48] joc 75: 6 chapters were absent this time
[18:48] joc 75: out of the 6
[18:48] joc 75: 3 gave me excuses
[18:48] joc 75: afterwards
[18:49] joc 75: 1 is consistently absent but always has a valid excuse
[18:49] joc 75: one was a one time thing
[18:49] joc 75: and the last one
[18:49] joc 75: has been consistently in violation of chapter rep duties
[18:49] joc 75: for the past three months
[18:50] joc 75: I'm in the process of finishing a punishment document (which is something I never wanted to have applied)
[18:50] joc 75: and will forward to exec board later this week
[18:50] joc 75: PSU is in complete violation of it's national duties
[18:50] joc 75: Penn
[18:50] joc 75: opening floor to comments before I move to the last item
[18:51] rmmlg08: the chapter with a consistant excuse
[18:51] joc 75: UCB
[18:51] joc 75: colorado
[18:51] rmmlg08: is there not someone else in the chapter who can attend coc
[18:51] joc 75: defined routine to a chapter that constantly misses
[18:51] joc 75: is to go to the president and request a mandatory reassignment
[18:51] joc 75: in this case the co-president is the rep
[18:52] joc 75: they made the live CoC last month
[18:52] joc 75: but otherwise have managed to miss the previous three
[18:52] Jedi8798: Have you tried asking the president to assign a rep? since they're obviously too busy?
[18:52] joc 75: each time they have missed
[18:52] joc 75: they apparently delegated to their co-president
[18:53] joc 75: who then missed
[18:53] joc 75: I have not formally requested a new rep
[18:53] joc 75: that is probably the next step
[18:53] Jedi8798: k
[18:53] joc 75: any other questions?
[18:53] joc 75: alright...my one item has turned into three items
[18:54] joc 75: 1. Our two "rogue" chapters
[18:54] joc 75: UMichigan has reformed
[18:54] joc 75: with a core group of around 20 people
[18:54] joc 75: I'm in contact with the new leader here at Ames
[18:54] joc 75: he'll be submitting papers at some point in the future
[18:54] joc 75: ERFSEDS has not responded to my second request
[18:55] joc 75: I'm going to send a personal email to the current president and vice-president
[18:55] joc 75: then I'm going to send an email with the faculty adviser cc'd
[18:55] KellyMann10: has left the chat
[18:55] KellyMann10: has joined the chat
[18:55] joc 75: comments at any time are allowed
[18:55] joc 75: 2. Chapter dues
[18:55] joc 75: based on current policy
[18:56] joc 75: we must submit a chapter due amount at the next CoC
[18:56] joc 75: for a vote
[18:56] joc 75: Chapter dues will then be posted two days later
[18:56] joc 75: 3. CoC Exec Board rep
[18:56] joc 75: I need one for July
[18:56] Jedi8798: Lets wind back one item
[18:56] joc 75: k
[18:56] Jedi8798: Chapter Dues
[18:57] Jedi8798: Currently Chapter dues are set at $25 a year, correct?
[18:57] joc 75: yes
[18:57] Jedi8798: I open the floor right now to debate on changing dues or keeping them the same
[18:57] joc 75: I (informally) propose we keep them the same
[18:57] joc 75: it is not our major source of funding
[18:57] Jedi8798: I would agree
[18:58] joc 75: and it's not where we're planning on getting funding
[18:58] nyeerrmm: is there a good reason to change them?
[18:58] joc 75: not really
[18:58] joc 75: in my opinion
[18:58] Jedi8798: the current level seems to work
[18:58] rmmlg08: has left the chat
[18:58] RolandBolser: how much do we make off them?
[18:58] Jedi8798: enough that they feel like they're paying for them
[18:59] joc 75: I don't have numbers for last year
[18:59] Jedi8798: number of chapters x dues
[18:59] joc 75: but my personal goal is to get every chapter paid this year
[18:59] Jedi8798: So a few hundred a year.
[18:59] Jedi8798: Which helps for some operational expenses
[18:59] joc 75: which puts us around 450 dollars
[19:00] Jedi8798: K
[19:00] rmmlg08: has joined the chat
[19:00] Jedi8798: All in favor of submitting the same dues of $25 a year to CoC? (Aye/ Nay/Abstain)
[19:01] KellyMann10: aye
[19:01] joc 75: aye
[19:01] rmmlg08: I
[19:01] KT0 3T0: aye
[19:01] Jedi8798: aye
[19:01] RolandBolser: aye
[19:01] nyeerrmm: aye
[19:01] Jedi8798: motion carries, 7-0-0
[19:01] Jedi8798: Ok, second item, do we have a volunteer for Exec Board rep to CoC next month?
[19:01] nyeerrmm: whats the date?
[19:01] Jedi8798: D?
[19:02] joc 75: July 30th
[19:02] joc 75: 9 pm EST
[19:02] nyeerrmm: i can do it
[19:02] joc 75: alright
[19:02] joc 75: as always anyone is welcome to attend as an observer
[19:02] Jedi8798: Anything else Darrell?
[19:02] joc 75: that's it from my front
[19:03] Jedi8798: Last, if his connection holds out, Ryan with Endowment
[19:03] rmmlg08: I think I'm still here
[19:03] rmmlg08: yep, good
[19:03] rmmlg08: anyway, I sent you guys the latest version of the packet
[19:04] rmmlg08: not sure if you guys are still looking over these anymore
[19:04] rmmlg08: but if you have comments before I begin contating people, now's the time:
[19:05] rmmlg08: [cricketsc chirping]
[19:05] joc 75: lots of document
[19:05] joc 75: s
[19:05] Jedi8798: lol
[19:06] rmmlg08: ok, so
[19:06] rmmlg08: I encourage you guys to at least look at the google doc
[19:07] rmmlg08: and see if you can find other contacts to add to it
[19:07] KellyMann10: sure
[19:07] rmmlg08: so, there seem to be no comments
[19:08] joc 75: SEDS composition
[19:08] joc 75: reference to board of advisors
[19:08] joc 75: and to generalize that
[19:08] joc 75: make sure that we don't reference board of advisors as in control of the endowment fund
[19:08] joc 75: anywhere
[19:08] Jedi8798: I'll try to look it over later tonight and comment
[19:08] rmmlg08: yeah, that's been hard to kill
[19:09] nyeerrmm: have you had goodnight look it over wrt what darrells dads company recommends
[19:09] rmmlg08: I haven't specifically asked him to
[19:10] rmmlg08: but probably a good idea
[19:11] rmmlg08: so I guess I'll look for comments from josh tonight/tomorrow and get some comments from goodnight
[19:11] Jedi8798: allright
[19:11] Jedi8798: Any further items for this meeting?
[19:11] rmmlg08: and then pending no major issues, will start contating people then
[19:12] rmmlg08: no
[19:12] KellyMann10: not from me
[19:12] Jedi8798: Ok, thanks for hanging in there people
[19:12] Jedi8798: long meeting, but productive
[19:12] Jedi8798: transcript saved, meeting adjourned
2007-2008 SEDS-USA Meetings
Exec Board Minutes: