2008 July 15 SEDS-USA Exec Transcript
From SEDSWiki
| SEDS-USA Executive Board Meeting, July 15, 2008 |
|
Time: 9:00pm EST |
rmmlg08 (8:10:06 PM) has entered the room. DarrellDCain (8:10:06 PM) has entered the room. KellyMann10 (8:10:06 PM) has entered the room. KT0 3T0 (8:10:06 PM) has entered the room. hydrogenlithium (8:10:06 PM) has entered the room. LittleC3788 (8:10:06 PM) has entered the room. rmmlg08 (8:10:08 PM): tada KT0 3T0 (8:10:09 PM): what just happened? KellyMann10 (8:10:10 PM): the conversation was just starting up rmmlg08 (8:10:29 PM): ok, I guess no one else is coming rmmlg08 (8:10:44 PM): so, I have two items rmmlg08 (8:10:47 PM): 1.) newspace rmmlg08 (8:10:55 PM): 2.) brief endowment update rmmlg08 (8:10:59 PM): does anyone else have anything LittleC3788 (8:11:41 PM): I just wanted to discuss Pierre-Damien and his last post.....I sent it to everyone last week but no one replied rmmlg08 (8:11:57 PM): ok rmmlg08 (8:12:11 PM): if anyone thinks of anything else, let me know on the side rmmlg08 (8:12:13 PM): so, newspace rmmlg08 (8:12:22 PM): we have 20 seds members that will be there rmmlg08 (8:12:32 PM): and there will also be a number of non-seds students there rmmlg08 (8:12:44 PM): which means we have some outreach to be doing rmmlg08 (8:13:10 PM): haoqi, can you print off some outreach help rmmlg08 (8:13:16 PM): *flyers rmmlg08 (8:14:28 PM): ok, well moving on rmmlg08 (8:14:47 PM): nastia do you have anything you want to do educational outreach wise? KT0 3T0 (8:14:55 PM): um KT0 3T0 (8:15:01 PM): i can just talk to them hydrogenlithium (8:15:05 PM): whoa KT0 3T0 (8:15:07 PM): i can think of anythign specific hydrogenlithium (8:15:09 PM): guys KT0 3T0 (8:15:11 PM): huh hydrogenlithium (8:15:15 PM): print the flyers? hydrogenlithium (8:15:22 PM): where are the flyers? rmmlg08 (8:15:25 PM): do you have any outreach flyers rmmlg08 (8:15:33 PM): or some copies of the chapter starter kit rmmlg08 (8:15:37 PM) has left the room. KT0 3T0 (8:15:42 PM): gah hydrogenlithium (8:15:54 PM): outreach flyer KT0 3T0 (8:15:56 PM): why does he always leave KT0 3T0 (8:16:03 PM): im sure you can find some outreach flyers online hydrogenlithium (8:16:07 PM): ok LittleC3788 (8:16:12 PM): he has a bad internet connection DarrellDCain (8:16:13 PM): alright DarrellDCain (8:16:15 PM): I take over for now DarrellDCain (8:16:18 PM): HaoQi hydrogenlithium (8:16:18 PM): eh when do we need them? hydrogenlithium (8:16:22 PM): ok DarrellDCain (8:16:28 PM): didn't you have flyers at ISDC? hydrogenlithium (8:16:35 PM): I didn't print those off hydrogenlithium (8:16:41 PM): I think Josh did DarrellDCain (8:16:43 PM): oh..I think Josh rmmlg08 (8:16:44 PM) has entered the room. DarrellDCain (8:16:52 PM): To recap DarrellDCain (8:16:59 PM): Josh printed off the flyers last time DarrellDCain (8:17:09 PM): HaoQi doesn't have the file? DarrellDCain (8:17:14 PM): correct? hydrogenlithium (8:17:25 PM): that is correct rmmlg08 (8:17:35 PM): ok, when I just talked to Josh, he mentioned printing off something, so that might have been it hydrogenlithium (8:17:43 PM): good rmmlg08 (8:17:45 PM): you do have chapter starter kit though, right? rmmlg08 (8:17:58 PM): might be worth printing of a few copies of that hydrogenlithium (8:18:03 PM): well I have it electronically, I don't have printed copies rmmlg08 (8:18:14 PM): can you make some printed copies? hydrogenlithium (8:18:22 PM): ok rmmlg08 (8:18:22 PM): if not, I believe we'll have access to a printer at the hotel hydrogenlithium (8:18:27 PM): we do? hydrogenlithium (8:18:30 PM): is it for free? rmmlg08 (8:18:40 PM): I'm not sure hydrogenlithium (8:18:51 PM): because the printer at my home broke, so I have to ask my mom to print it at work rmmlg08 (8:19:17 PM): if she can do that without too much trouble, that might be the best course of action rmmlg08 (8:19:23 PM): otherwise, we can figure something out hydrogenlithium (8:19:27 PM): what day do we need it? rmmlg08 (8:19:34 PM): thurs-sat hydrogenlithium (8:19:39 PM): ok RolandBolser (8:20:02 PM) has entered the room. rmmlg08 (8:20:12 PM): ok, so next up table rmmlg08 (8:20:25 PM): brian has the banner and pins rmmlg08 (8:20:31 PM): josh is bringing shot glasses rmmlg08 (8:20:40 PM): I have endowment fund packets rmmlg08 (8:20:57 PM): and josh will have seds flyers rmmlg08 (8:21:00 PM): anything else? hydrogenlithium (8:21:07 PM): hey hydrogenlithium (8:21:24 PM): do we know if Josh has printed the starter kit? rmmlg08 (8:21:32 PM): I'm 99% sure he has not hydrogenlithium (8:22:06 PM): ok rmmlg08 (8:23:08 PM): anything else for newspace? LittleC3788 (8:23:31 PM): my item partially relates to newspace rmmlg08 (8:23:37 PM): ok, go ahead LittleC3788 (8:24:54 PM): Pierre-Damien has already paid the general registration fee so he doesn't want to be a volunteer. He is still interested in joining SEDS though. He wants to attend the SEDS dinner on the 16th at NewSpace but how do you get a ticket (or register) for that? Send Message Failed. Message is too long. LittleC3788 (8:25:25 PM): Pierre-Damien has already paid the general registration fee so he doesn't want to be a volunteer. LittleC3788 (8:25:32 PM): He is still interested in joining SEDS though. LittleC3788 (8:25:38 PM): He wants to attend the SEDS dinner on the 16th at NewSpace but how do you get a ticket (or register) for that? rmmlg08 (8:26:19 PM): so I believe the procedure was that non seds/isu people just had to pay rmmlg08 (8:26:25 PM): but given that the dinner is tomorrow rmmlg08 (8:26:32 PM): it's probably too late LittleC3788 (8:27:16 PM): hmm.....that's probably true LittleC3788 (8:27:50 PM): well, that was all I wanted to discuss rmmlg08 (8:27:54 PM): ok rmmlg08 (8:28:09 PM): anyone else have anything for newspace? KT0 3T0 (8:28:40 PM): tuxes? KT0 3T0 (8:28:44 PM): is anyone here getting a tux? rmmlg08 (8:28:55 PM): I think josh said he was KT0 3T0 (8:29:06 PM): k rmmlg08 (8:29:40 PM): ok, so next item: endowment update rmmlg08 (8:29:43 PM) has left the room. DarrellDCain (8:30:06 PM): endowment update DarrellDCain (8:30:08 PM): haha RolandBolser (8:30:09 PM): did he just leave with the endowment fund money? KellyMann10 (8:30:17 PM): probably DarrellDCain (8:30:18 PM): I actually have no idea what update to give DarrellDCain (8:30:36 PM): what have people heard? DarrellDCain (8:30:46 PM): ah DarrellDCain (8:30:47 PM): nvm rmmlg08 (8:30:48 PM) has entered the room. DarrellDCain (8:30:49 PM): he's back rmmlg08 (8:30:58 PM): anyway, so we have a $15k pledge rmmlg08 (8:31:05 PM): and I'm working ahousheh as well rmmlg08 (8:31:16 PM): I'll see if I can get some more pledges at newspace rmmlg08 (8:31:40 PM): if we can have like $30-$50k pledged by SV08, that will put us in a really good position to begin phase I rmmlg08 (8:31:50 PM): so that's my goal rmmlg08 (8:31:58 PM): questions/comments? RolandBolser (8:32:16 PM): muncy RolandBolser (8:32:27 PM): already said he'd give us $5K a year rmmlg08 (8:32:33 PM): $5k? rmmlg08 (8:32:37 PM): I thought he said 500 RolandBolser (8:32:47 PM): I heard 5K, but I could be wrong rmmlg08 (8:33:12 PM): well, he's on my contanct list in any case, so we'll straighten it out rmmlg08 (8:33:35 PM): are you referring to the SV meeting? RolandBolser (8:34:16 PM): yeah rmmlg08 (8:34:34 PM): ok, anything else on endowment? rmmlg08 (8:35:11 PM): ok, I know ryan had something on this that he wanted us to vote on rmmlg08 (8:35:34 PM): I have a brief something else , so I'll stall with that...o/w I'll just tell you guys about it rmmlg08 (8:35:44 PM): anyway, the other thing is the MS confernce rmmlg08 (8:35:55 PM): I had originally gotten us a table there rmmlg08 (8:36:10 PM): and looked like Ben Corbin, some UCo people, and I would be there rmmlg08 (8:36:23 PM): I just got an email a couple hours ago from the UCo people rmmlg08 (8:36:37 PM): and they got an invite to have a table too rmmlg08 (8:36:45 PM): so wanted to discuss merging tables rmmlg08 (8:36:58 PM): to the end of a SEDS-USA table with an example of what a SEDS chapter is rmmlg08 (8:37:07 PM): I'm going to talk to him later tonight rmmlg08 (8:37:14 PM): but what do people think of that DarrellDCain (8:37:37 PM): I actually suggested it a few hours ago to Bruce DarrellDCain (8:37:40 PM): so I'm for it DarrellDCain (8:37:52 PM): don't know if that was before or after he emailed you rmmlg08 (8:37:53 PM): it would certainly solve the potential staffing problems DarrellDCain (8:38:09 PM): he was looking at the same thing DarrellDCain (8:38:11 PM): staffing problems rmmlg08 (8:38:23 PM): do you know how many of them plan on being there DarrellDCain (8:39:07 PM): that was one of the questions in bruce's head DarrellDCain (8:39:17 PM): he's the only one of the leadership at CU during the summer DarrellDCain (8:39:27 PM): but maybe people are coming back by then? rmmlg08 (8:39:38 PM): well, I'll ask him when I talk to him rmmlg08 (8:39:53 PM): so, easier way...any objections to merging tables? KellyMann10 (8:40:12 PM): not from me LittleC3788 (8:40:17 PM): no rmmlg08 (8:40:43 PM): ok cool...I'll keep you posted if anything out-of-the-ordinary develops rmmlg08 (8:41:18 PM): does anyone have any other items (while I stall for ryan) DarrellDCain (8:42:12 PM): uhmmm...why don't we have a chapter report? rmmlg08 (8:42:16 PM): sure DarrellDCain (8:42:17 PM): that could be fun rmmlg08 (8:42:22 PM): go ahead DarrellDCain (8:42:29 PM): alright...I'll cover the chapters we currently have registered DarrellDCain (8:42:43 PM): then HaoQi can mention the chapters that have expressed interest DarrellDCain (8:42:53 PM): one sec DarrellDCain (8:43:23 PM): pulling up my data sheet on chapters rmmlg08 (8:43:35 PM): the google doc? rmmlg08 (8:43:47 PM) has left the room. DarrellDCain (8:43:50 PM): lol DarrellDCain (8:43:54 PM): pretend I answered that one DarrellDCain (8:44:05 PM): we currently have 20 registered chapters DarrellDCain (8:44:19 PM): which have completed all of their requirements to be chapters DarrellDCain (8:44:21 PM): minus dues AeroAggie84 (8:44:28 PM) has entered the room. DarrellDCain (8:44:38 PM): starting next year we'll be enforcing dues even more DarrellDCain (8:44:51 PM): that means I'll be hounding chapters for dues payments as soon as August 1st roles around AeroAggie84 (8:45:05 PM): howdy gang sorry im late...got hung up entertaining the department head at a dinner DarrellDCain (8:45:10 PM): and instead of losing voting priveleges, chapters will actually be kicked out if they don't pay dues DarrellDCain (8:45:15 PM): hello Ryan DarrellDCain (8:45:24 PM): we're going to wait for the other Ryan to get back on DarrellDCain (8:45:28 PM): then we'll move to your stuff DarrellDCain (8:45:36 PM): right now I'm just stalling with random chapter information DarrellDCain (8:45:42 PM): I've sent an email to ERFSEDS AeroAggie84 (8:45:43 PM): ok that sounds fine...i have some big stuff to talk about rmmlg08 (8:45:52 PM) has entered the room. DarrellDCain (8:45:55 PM): they still haven't responded DarrellDCain (8:46:06 PM): I'm going to send one more the ERFSEDS, then I'm going to start ccing their professor DarrellDCain (8:46:22 PM): Penn State isn't responding to any of my emails rmmlg08 (8:46:36 PM): what a shame, they were so promising... DarrellDCain (8:46:40 PM): so I think we should probably vote them out for now DarrellDCain (8:46:51 PM): as in revoke their chapter status rmmlg08 (8:47:01 PM): what is the protocol for that DarrellDCain (8:47:10 PM): CoC DarrellDCain (8:47:11 PM): vote rmmlg08 (8:47:14 PM): ok DarrellDCain (8:47:40 PM): still working on getting a rep for Utah chapter DarrellDCain (8:47:49 PM): and that's pretty much it in terms of a chapter report DarrellDCain (8:47:56 PM): oh DarrellDCain (8:48:00 PM): UNC has stalled DarrellDCain (8:48:12 PM): but someone's working on rebuilding it DarrellDCain (8:48:51 PM): so...19 fully active chapters, 1 in a state of peril and 2 that are in lots of trouble hydrogenlithium (8:49:06 PM): ok hydrogenlithium (8:49:11 PM): My turn? DarrellDCain (8:49:13 PM): yep DarrellDCain (8:49:50 PM): let's keep it quick so Ryan G can take the floor hydrogenlithium (8:49:56 PM): in the past few weeks I have emailed aerospace department professors and staff of 10 universities hydrogenlithium (8:50:18 PM): next week I plan to remind all those people who have received the registration form but have not completed them hydrogenlithium (8:50:20 PM): I am done rmmlg08 (8:50:55 PM): ok, ryan go ahead AeroAggie84 (8:51:17 PM): ok...sry again for being late...here is the deal AeroAggie84 (8:52:28 PM): when we filed with the secretary of state for incorporation here in Texas we decided to divide SEDS into two groups with varying degrees of decision making power AeroAggie84 (8:53:11 PM): the board of directors....(us) would be in charge of making the decisions that take care of the daily operations within SEDS-USA AeroAggie84 (8:53:56 PM): there would be a second group called the "members" group which would include everyone who is an active member of SEDS nationally...i.e. all of the students in the chapters AeroAggie84 (8:55:01 PM): We were granted our incorporation status last week and it came to my attention that Ryan had intended to set up a "board of trustees" that would monitor the financial activities of the endowment fund AeroAggie84 (8:55:24 PM): unfortunately...I didn't know this at the time I filed with the Secretary of State... AeroAggie84 (8:57:33 PM): this would have caused us to be delayed in filing for 501c3 status by about a month because we would have to be re-incorporated in texas AeroAggie84 (8:58:03 PM): however, after working with our agent at Mr. Cain's office we have identified a much better solution rmmlg08 (8:58:52 PM) has left the room. AeroAggie84 (8:59:22 PM): rather than have to cancel our previous incorporation we can simply amend the current governing structure to account for this board of trustees... AeroAggie84 (9:00:26 PM): this means that I will have to submit a form to the secretary of state as well as $150 that includes both the names of every active member of the current executive board as well as each of the names of the future board of trustees rmmlg08 (9:01:19 PM) has entered the room. DarrellDCain (9:02:08 PM): hmmm rmmlg08 (9:02:24 PM): hmm, so we need to have a full list of the board of trustees now? rmmlg08 (9:03:23 PM): test AeroAggie84 (9:03:26 PM): and darrell...yes we need that list ASAP rmmlg08 (9:03:46 PM): so once we had these names AeroAggie84 (9:03:47 PM): we cant amend our governing structure until we have that full list rmmlg08 (9:04:00 PM): what would be the eta for 501c/having Fund set-up rmmlg08 (9:04:29 PM): and could we send them a list with like 3 names now rmmlg08 (9:04:41 PM): and then amend that later once we've settled the rest of the board rmmlg08 (9:04:53 PM): I'm sure I could get like 3 people quickly AeroAggie84 (9:05:06 PM): ok so once we have these names and addresses of all members of the board of directors (that means us on the executive board) as well as the list of the board of trustees we can then file for 501c3 exemption rmmlg08 (9:05:25 PM): can we go as we were doing before rmmlg08 (9:05:31 PM): and then amend to this later AeroAggie84 (9:05:50 PM): unfortunately...if we only include 3 names now and we want to include more later it will be $150 each time... rmmlg08 (9:05:51 PM): or is that going to create more problems than it woudl solve KT0 3T0 (9:06:11 PM) has left the room. rmmlg08 (9:06:14 PM): is this supporting the texan economy or something rmmlg08 (9:06:46 PM): so do we have an idea on how long it will take to process once we have these lists AeroAggie84 (9:06:51 PM): and Ryan...our agent said the smart decision is to get the Secretary of States approval of the changes before we file with the IRS because if we are denied by the SoS then our 501c3 filing is null-and-void AeroAggie84 (9:06:59 PM): no this is just filing fees AeroAggie84 (9:07:10 PM): it should only take about a week AeroAggie84 (9:07:19 PM): or maybe 10 days...not long at all rmmlg08 (9:07:43 PM) has left the room. AeroAggie84 (9:07:44 PM): but...since I have to re-fill out the 501c3 paperwork as well...it really wont set us back that much rmmlg08 (9:08:26 PM) has entered the room. AeroAggie84 (9:08:32 PM): but this is the only way we can have the board of trustees AeroAggie84 (9:09:38 PM): frankly...this has to be done anyway because we are going to have to add each of the current exec members to the board of directors when we file for 501c3 status DarrellDCain (9:10:13 PM): well DarrellDCain (9:10:15 PM): in that case AeroAggie84 (9:10:19 PM): the other thing that this means is that we are going to need to sit down in the next day or so and make-sure the bylaws clearly define what the powers of the two boards are DarrellDCain (9:10:19 PM): we're going to have to refile each year rmmlg08 (9:10:38 PM): yeah, do we have to pay $150 each year AeroAggie84 (9:10:39 PM): i cant fill out the paperwork fo 501c3 untill we do AeroAggie84 (9:11:14 PM): yes...but that is standard and a lack of doing so is what resulted in us losing this status in the first place DarrellDCain (9:11:37 PM): then we're good rmmlg08 (9:11:46 PM): ok, well that can be added into the endowment budget DarrellDCain (9:11:46 PM): file with a small trustee board right now DarrellDCain (9:12:02 PM): then we work on building one for the Nov. conference DarrellDCain (9:12:17 PM): oh rmmlg08 (9:12:24 PM): ok, so I'll try to get 3-5 people together for this filing DarrellDCain (9:12:27 PM): ideally we want to refile when? rmmlg08 (9:12:49 PM): probably shortly after each spacevision DarrellDCain (9:13:06 PM): but there might be an ideal date in terms of the company we're working with DarrellDCain (9:13:11 PM): Ryan G? AeroAggie84 (9:13:11 PM): i can check but I believe the IRS works off the calander year...so November when elections take place would be best DarrellDCain (9:13:20 PM): okay...good DarrellDCain (9:13:33 PM): I would suggest that we sit down in person tomorrow night and go over the bylaws DarrellDCain (9:13:44 PM): but I would prefer that Ryan G. be there as well AeroAggie84 (9:13:49 PM): i agree and I think it should be done over the phone rmmlg08 (9:13:58 PM): ok, we can meet tomorrow night rmmlg08 (9:14:09 PM): and parch in ryan over phone or skype or something AeroAggie84 (9:14:14 PM): i have to be there...no question because I know exactly what has to be included for this to work DarrellDCain (9:14:25 PM): agreed DarrellDCain (9:14:33 PM): are you capable of phoning in tomorrow night? DarrellDCain (9:14:42 PM): and does someone have skype we can use? AeroAggie84 (9:14:47 PM): for this...ill make time...cause we have a deadline rmmlg08 (9:15:22 PM): we can use skype on my computer if someone has a mic rmmlg08 (9:15:28 PM): and if ryan has skype AeroAggie84 (9:15:30 PM): also...can everyone who is here send me their First, Middle, and Last names as well as an address you dont mind being made public (send in a new window) AeroAggie84 (9:15:50 PM): well Skype to Skype is free so i can get it rmmlg08 (9:16:09 PM): ok, so we'll search for a mic tomorrow night since the built-in mic on my computer is broken AeroAggie84 (9:16:14 PM): and yes i do have a mic rmmlg08 (9:16:22 PM): and if all else fails, we can do by phone AeroAggie84 (9:16:43 PM): agreed...through the telecon service that we used before...that was nice rmmlg08 (9:17:04 PM): ok, if skype won't work, I can set up one of those on the spot rmmlg08 (9:17:37 PM): anything else that we need to talk about at this meeting? rmmlg08 (9:17:42 PM): (ryan) AeroAggie84 (9:18:28 PM): umm just everyone please send me your full names...middle included and an address you dont mind being public so I can include you in the SoS Amendment rmmlg08 (9:18:43 PM): ok KellyMann10 (9:18:48 PM): kk rmmlg08 (9:19:20 PM): does anyone have anything else AeroAggie84 (9:19:51 PM): if I dont include your name you will lose executive power for the remainder of this calender year so please send it to me rmmlg08 (9:20:46 PM): ok, if nothing else, this meeting is adjourned DarrellDCain (9:20:47 PM): remember to remind Josh and Brian KellyMann10 (9:21:03 PM): kk, night people KellyMann10 (9:21:09 PM) has left the room. AeroAggie84 (9:21:12 PM): I already told brian and tried to call josh...i will try again tomorrow...and brian appologized for not being here
| 2007-2008 SEDS-USA Meetings |
| Exec Board Minutes: |
| Exec Board Transcripts: 11/27 | 12/04 | 12/11 | 12/18 | 01/01 | 01/08 | 01/15 | 01/22 | 01/29 | 02/05 | 02/12 | 02/19 | 02/26 | 03/04 | 03/11 | 03/18 | 03/25 | 04/01 | 04/08 | 04/15 | 04/22 | 04/29 | 05/06 | 05/13 | 05/20 | 05/27 | 06/03 | 06/10 | 06/17 | 07/01 | 07/08 | 07/15 | 07/22 | 07/29 | 08/05 | 08/12 | 08/26 | 09/02 | 09/09 | 09/16 | 09/23 | 09/30 |
| Special Meetings Transcripts: 12/31 | 06/06 |
| Endowment Fund Minutes: 02/09 |
| Council of Chapters Transcripts: 01/30 | 02/29 | 03/26 | 04/30 | 05/29 | 06/25 | 07/30 | 08/27 |
