2008 June 10 SEDS-USA Exec Transcript
From SEDSWiki
| SEDS-USA Executive Board Meeting, June 10, 2008 |
|
Time: 9:00pm EST |
[18:28] Jedi8798: ok. So since Nastia isnt here we'll skip item 1 till next time [18:28] Jedi8798: Item 2) SFF Conference. Ryan take it away [18:29] rmmlg08: so [18:29] rmmlg08: we have a number of volunteers [18:29] rmmlg08: a table [18:29] rmmlg08: let me check on the latest count [18:30] rmmlg08: looks like 17ish [18:30] rmmlg08: and I might actually be joining you guys [18:30] rmmlg08: (I'll be figuring that out in the next couple of days if that will be feasible) [18:31] rmmlg08: if you still haven't gotten back to me on volunteer job and are attending, please do asap [18:31] rmmlg08: (also if you have hotel prefs, let me know) [18:31] rmmlg08: or you know anyone else who wants to go, tickets appear to still be not too bad [18:31] rmmlg08: as I found out last night [18:31] rmmlg08: questions? [18:32] Jedi8798: I'd like Tricia Helfer in my room please. [18:32] Jedi8798: [18:32] Jedi8798: j/k [18:32] nyeerrmm: what about darrel instead? [18:32] Jedi8798: Ok.. I guess I can settle with Teddy Bear instead of hot Cylon [18:32] Jedi8798: anyway [18:33] Jedi8798: I'd like to go through post ISDC action items from all the Exec Board [18:33] Jedi8798: Starting with..... [18:33] Jedi8798: Brian? [18:34] nyeerrmm: ummm, mostly contacts for money for the conference, and ive gotten some response on those now, so im working through that [18:34] nyeerrmm: also i think you said that the guy from rutgers got in contact with us? [18:34] Jedi8798: Could we have it in more form of a goal and estimated completion date? [18:35] nyeerrmm: i plan to follow up with everyone that i contacted for sponsorship, with the goal of getting more companies involved [18:36] nyeerrmm: and my timeline is entirely dependent on those bureacracies [18:36] Jedi8798: Do we have a dollar goal for fundraising for the conference? [18:36] nyeerrmm: $30K [18:36] AeroAggie84: has joined the chat [18:36] nyeerrmm: right now were at about $1000 [18:37] nyeerrmm: so its just a matter of continuing to push, im going to get ryan to help me out with that too [18:37] nyeerrmm: ive already discussed it with him briefly [18:37] rmmlg08: 30 shouldn't be a problem [18:37] rmmlg08: esp with all the non-mit companies we brought in last year [18:38] nyeerrmm: yeah, and ive got some new people too, hopefully [18:38] nyeerrmm: its still very much a work in progress [18:38] Jedi8798: k, please keep us updated. [18:38] nyeerrmm: the only other real thing i have from ISDC is getting Nastia involved for Outreach as we discussed last week [18:39] Jedi8798: Ok, we'll discuss her projects next time when she's here. [18:40] Jedi8798: Anything else Brian? [18:40] nyeerrmm: thats it [18:40] Jedi8798: K, Ryan? [18:40] AeroAggie84: G or M? [18:41] Jedi8798: Umm [18:41] Jedi8798: G [18:41] AeroAggie84: ok actually i need us to make some decisions tonight regarding 501c3 [18:41] AeroAggie84: i have been working with Mr. Cain's office and we have a new lawyer on our account [18:42] AeroAggie84: he is very very good and he is working hard for us [18:43] AeroAggie84: what he and i have decided to do is re-establish SEDS and completely start over.. this will be best for the getting things done smoothly and quickly [18:44] AeroAggie84: as such we are wanting to structure SEDS as a corporation where we have a set of Members who will be able to provide stability over the long run, but keep all of the decision making power in the hands of the executive board [18:46] AeroAggie84: Mr. Cohen (our agent) suggests that these members no be students because it would be best if they remain the same for years to come [18:46] AeroAggie84: so we need to identify three people who we would like to comprise this group of members [18:47] Jedi8798: I'd like to propose Myself, Darrell, and possibly John Gedmark though we'd have to ask him. [18:47] AeroAggie84: I think that John Gedmark would be willing to do it if we asked but we need at least two others...any suggestions? [18:47] Jedi8798: Darrell will be related to this for the long run through his Dad [18:47] Jedi8798: at the minimum [18:47] Jedi8798: and I'll be involved in SEDS for another 2-3 years at minimum giving us at least one student [18:48] Jedi8798: Ryan, have you written up exactly what the responsibilities of these people would be? [18:48] rmmlg08: me or goodnight? [18:48] AeroAggie84: they will have none [18:48] AeroAggie84: they are just there for paper filing reasons [18:49] Jedi8798: ( I meant G) [18:49] Jedi8798: k. Any discussion on the individuals? [18:49] nyeerrmm: im guessing we'll at least want them to maintain contact with the current board at least? [18:49] Jedi8798: Alternative proposals, etc...? [18:49] AeroAggie84: well of course...but in terms of active duties they dont have any [18:50] AeroAggie84: i think the three proposed are fine [18:50] nyeerrmm: that sounds fine to me [18:50] Jedi8798: All in favor of the above 3 individuals. (Aye / Nay / Abstain) [18:50] nyeerrmm: aye [18:50] KellyMann10: aye [18:50] rmmlg08: i [18:51] hydrogenlithium: i [18:51] joc 75: abstain [18:51] AeroAggie84: Josh and Darrell can you send me private message with you full name (inlcuding middle initial) and address...be sure to give me an address you dont mind being public since this document must be made public......aye [18:51] Jedi8798: aye [18:52] Jedi8798: 6-0-1 [18:52] Jedi8798: Ayes have it. [18:52] Jedi8798: Ryan, when is current estimated completion then? And any action items related to this and completion dates? [18:53] AeroAggie84: not sure on the actual completion date although we are moving fairly quickly [18:53] AeroAggie84: i do need one other thing [18:54] AeroAggie84: can we schedule an additional time to meet to write a compliance document...(explaining the process of electing new board members and how the positions will be transitioned between people) [18:54] AeroAggie84: we need this to file for 501c3 [18:55] Jedi8798: we defined such procedures last year [18:55] Jedi8798: I'll write em up in a google doc tommorow, post them for 12 hours for review, then send em off to you Ryan [18:56] AeroAggie84: ok sounds good thanks [18:56] Jedi8798: Anything else? [18:57] AeroAggie84: does anyone have anything that they will require funds for? [18:57] Jedi8798: we have quite a few things [18:57] AeroAggie84: i haven't had any requests for money lately and just want to make sure im not missing something [18:57] Jedi8798: Ah you mean out of the current funds. We havent approved any expenditures lately. [18:57] joc 75: meh..we're not used to asking for money [18:58] Jedi8798: lol [18:58] Jedi8798: Ok... wrapping that up [18:58] rmmlg08: if we had a constant source of money, we could feel comfortable asking for it [18:58] Jedi8798: Action items and completion dates... Ryan M? (please keep it to action items and dates... ) [18:58] AeroAggie84: ok sounds good [18:58] rmmlg08: I think my only action item related to isdc was endowment fund [18:59] rmmlg08: due date of end of june to start bugging companies [18:59] rmmlg08: so taht I will hopefully have some pledges for sv08 [19:00] Jedi8798: K. [19:00] Jedi8798: Action items and competion dates... Kelly? [19:00] KellyMann10: K, i have a couple ideas [19:01] KellyMann10: One thing i want to do is make the connection between myself and High school chapters better [19:01] KellyMann10: I feel like i dont really know what they are doing, so i will contact the chapters this week and see what they are or were up to [19:01] KellyMann10: And once that happens i would like to make it manditory for my position to meet with them regularly [19:02] KellyMann10: possible durring the CoC with the other chapters or separately [19:02] KellyMann10: And the second thing i would like to do is get some kind of page on our site designed for high school students [19:02] KellyMann10: with some info about colleges and what they do with space [19:03] KellyMann10: and possibly post their projects on it to share [19:03] KellyMann10: what do you all think? [19:03] Jedi8798: Would it be reasonable to organize such a meeting by the end of the Summer? (to put a deadline on organizing one). [19:03] KellyMann10: yeah [19:03] KellyMann10: should i do it separate from CoC? [19:03] joc 75: your choice [19:03] joc 75: I'm fine having them attend as reps [19:04] joc 75: but you need to manage them [19:04] KellyMann10: sure, i can do that [19:04] joc 75: as in..make sure they're at the meeting [19:04] joc 75: etc. [19:04] joc 75: I'll continue to moderate [19:04] joc 75: you can also hold your own meeting before or after [19:04] KellyMann10: yeah, that sounds good [19:04] joc 75: if you want [19:04] joc 75: alright [19:05] Jedi8798: ETA to have the first meeting... before August 25th? [19:05] KellyMann10: yeah, if not earlier [19:05] KellyMann10: what about the website idea? [19:05] Jedi8798: And to keep things moving along, I administratively approve setting up a High School SEDS section. (if people have a problem with this feel free to interrupt) [19:06] Jedi8798: get in contact with Josh Sosa and decide if you're doing it personally, or just providing content [19:06] Jedi8798: and how to best go about it [19:06] Jedi8798: lets put a similar ETA on that [19:06] KellyMann10: yeah sure [19:06] Jedi8798: of August 25th to have it up and running, at least preliminarily [19:06] KellyMann10: yeah, I like the sound of that [19:06] Jedi8798: Ok.... HaoQi? Action items and deadlines? [19:07] hydrogenlithium: I've been emailing people [19:07] hydrogenlithium: a bunch of new schools [19:07] hydrogenlithium: Now i'm just waiting for them to return the forms [19:07] hydrogenlithium: that's about it [19:08] Jedi8798: Ok could we put a goal on this? As in you want to have ___ total chapters by the end of the summer? [19:08] hydrogenlithium: 30 [19:08] hydrogenlithium: 30 new chapters [19:08] hydrogenlithium: that's the goal [19:08] Jedi8798: 30 new chapters? GREAT [19:08] Jedi8798: By the end of August sound good? [19:08] joc 75: by the end of the summer? [19:09] hydrogenlithium: yeah [19:09] hydrogenlithium: it's a goal, I'll try my best [19:09] Jedi8798: Ok. Writing it down [19:09] Jedi8798: Darrell? [19:09] Jedi8798: Action items and dates? [19:10] joc 75: right [19:10] joc 75: big action item from ISDC: make chapter reports visible to other chapters [19:10] joc 75: we've set up the software [19:10] joc 75: I'm going to introduce it to chapter reps over the summer [19:10] joc 75: and the first chapter report with the form is due Sept. 1st [19:11] Jedi8798: k, any other goals and deadlines D? [19:11] joc 75: 2. Get people using the resume database: I hope to have every chapter using the database by the middle of Sept. [19:12] joc 75: 3. Chapter Integration: I have four chapters without chapter reps [19:12] joc 75: middle of July [19:12] joc 75: they will have reps [19:12] joc 75: the other six leads haven't moved from HaoQi to me yet [19:13] joc 75: that's about it [19:13] Jedi8798: Allright. [19:13] joc 75: besides CoC [19:13] joc 75: every month [19:13] Jedi8798: I'll write up all these action items and send them to the listserv. [19:13] Jedi8798: Next item on Agenda 3.5) Chapter Rep for CoC [19:14] Jedi8798: We have a CoC coming up and need an executive Rep [19:14] Jedi8798: any volunteers? [19:15] Jedi8798: Ok.. with no volunteers I'l going to appoint HaoQi as Executive Board rep for the next CoC [19:15] Jedi8798: Any problem with doing this HQ? [19:15] hydrogenlithium: well I've never done it before [19:16] Jedi8798: Darrell can help you, and I'll sit in the background if you run into any questions you cant answer [19:16] hydrogenlithium: ok [19:16] hydrogenlithium: when is it again? [19:16] Jedi8798: D? [19:16] joc 75: June 25th [19:16] joc 75: at 9 pm EST [19:17] hydrogenlithium: ok [19:17] hydrogenlithium: yeah [19:17] hydrogenlithium: I can definitely do it [19:17] Jedi8798: good [19:17] joc 75: good [19:17] Jedi8798: item 3.75: Mars Society conference [19:17] Jedi8798: Ryan? [19:17] Jedi8798: M [19:17] rmmlg08: so, as I sent out [19:17] rmmlg08: the MS Convention is coming up in Boulder, CO [19:18] rmmlg08: so far I'll be there helping out [19:18] rmmlg08: and Ben Corbin should be there and is probably submitting a paper [19:18] rmmlg08: and I've gotten us a table and free reg for volunteering [19:18] rmmlg08: or a discount for being seds if you don't want to volunteer [19:19] nyeerrmm: date? [19:19] rmmlg08: since we have a table, it would be great to get some others [19:19] Jedi8798: Have you sent this out to the chapters? (or Darrell?) [19:19] rmmlg08: aug 14-17 [19:19] rmmlg08: yes [19:19] rmmlg08: I sent it out a coupel days ago to chapters, alumni, and announce [19:19] Jedi8798: And in the future, lets make sure we have the people to man a table before asking for one [19:19] rmmlg08: well, it's pretty loose at this stage [19:20] rmmlg08: (ie the table agreement) [19:20] Jedi8798: we've run into this problem before in the past, asking for alot of stuff, and then having no one show up to take advantage of it [19:20] Jedi8798: I realize that, just advising some caution in the future. [19:21] Jedi8798: Anyone else who can go, let Ryan know [19:21] Jedi8798: Ok, last item for the night, Listserv discussion [19:22] Jedi8798: we have a number of listservs, with no clear definition of what should be sent to each, and the exact purposes [19:22] Jedi8798: I'm specifically talking about Announce, Chapters, [19:22] Jedi8798: I'd like to open the floor to debate on if we need more National listservs (others off hand include Space Vision, Exec, Rockets) [19:23] Jedi8798: fewer, or a change in purpose for those we have [19:23] rmmlg08: what do you mean by more [19:23] rmmlg08: since those 3 already exist [19:23] Jedi8798: yeah [19:24] Jedi8798: I meant like a Discuss listserv, Conference listserv, etc.. [19:24] joc 75: what do these 3 do right now? [19:24] Jedi8798: Which 3? Space Vision, Exec, Rockets? [19:24] rmmlg08: so ideally [19:24] Jedi8798: Announce? Chapters? [19:24] joc 75: rmmlg08 (10:23:31 PM): since those 3 already exist [19:24] rmmlg08: discuss should be like a spam-list where peopel can discuss stuff [19:25] rmmlg08: announce should be for announcements [19:25] rmmlg08: like for ex conferences, etc [19:25] rmmlg08: chapters should be chapter reps for dir chap affairs convenience [19:25] rmmlg08: seds-chapters a sublist of seds-announce [19:25] joc 75: as long as we don't overuse chapters I'm fine with that [19:26] Jedi8798: So all people on chapters [19:26] rmmlg08: the traffic shouldn't be any larger than it currently is [19:26] Jedi8798: will auto subscripe to announce? [19:26] Jedi8798: subscribe* [19:26] rmmlg08: we should be able to include the list as a member [19:27] rmmlg08: just to make sure [19:27] Jedi8798: k [19:27] rmmlg08: then there was that other list [19:27] rmmlg08: seds-members [19:27] rmmlg08: that I've used a few times, but haven't had much to send to it [19:27] rmmlg08: ideally for current, dues-paying students [19:27] rmmlg08: so we can send off internship offers, etc [19:27] Jedi8798: What was the original purpose? special member deals? [19:28] rmmlg08: which hopefully will increase in volume once we get things like membership database/deals with other organizations rolling [19:28] Jedi8798: Could we link that listserv to the membership database on seds.org [19:28] Jedi8798: ? [19:28] rmmlg08: good idea [19:28] rmmlg08: the one thing that is necessary [19:29] rmmlg08: is that we police lists like members [19:29] rmmlg08: I guess that would probably be a webmaster duty [19:29] rmmlg08: and chapters [19:29] rmmlg08: to make sure they are always up-to-date [19:29] rmmlg08: o/w we get what we have now [19:30] Jedi8798: Ryan M could you handle discussing this with Josh Sosa? [19:30] Jedi8798: linking the members list? [19:30] Jedi8798: as for policing, as long as we have them moderated like most are right now, I dont see an issue [19:30] Jedi8798: traffic isnt very high on any server [19:31] rmmlg08: sry, I don't mean traffic-wise [19:31] rmmlg08: I mean membership wise [19:31] Jedi8798: ah k [19:31] rmmlg08: and sure, I can talk with him [19:31] joc 75: I'm going to need help getting access to moderating chapters [19:31] Jedi8798: I'll set that up for you right now D [19:32] rmmlg08: darrell, I thought you were already moderator of chaps [19:32] Jedi8798: thought so too... [19:32] joc 75: I don't have the password [19:32] rmmlg08: I know I've given you the passwd before [19:32] joc 75: this has come up a couple times [19:32] joc 75: a long long time ago [19:32] rmmlg08: (will send separately) [19:32] joc 75: and when I asked more recently [19:33] Jedi8798: I'm getting a server error [19:33] joc 75: you couldn't remember the correct one [19:33] Jedi8798: trying to log in [19:33] Jedi8798: we'll just reset the password [19:34] rmmlg08: oh, mailman appears to be having issues [19:34] joc 75: just got the password [19:34] joc 75: now I need the link [19:34] joc 75: [19:34] Jedi8798: I'll poke Chris about it [19:34] Jedi8798: http://seds.org/mailman/listinfo/seds-chapters [19:34] Jedi8798: ok I'm going to cut the meeting at that. Any last minute items? (Rockets will be next time) [19:35] KellyMann10: no [19:35] Jedi8798: In which case, meeting adjourned.
| 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 | 10/07 | 10/14 | 10/21 | 10/28 |
| 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 | 09/24 |
