2008 November 04 SEDS-USA Exec Transcript

From SEDSWiki

SEDS-USA Executive Board Meeting, November 4, 2008

Time: 9:00pm EST
Location: AOL Instant Messenger
Attendance: Joshua Nelson, Darrell Cain, Brian Young, Kelly Mann

Action items

Everyone (outgoing Exec Board members ONLY): write up a quick summary of what you've done with your position over the past year, milestones achieved, etc and e-mail to chair@seds.org.

[19:06] Jedi8798: Most of the people who matter for these action items are here anyway.
[19:06] joc 75: just sent an email to Ryan and HaoQi
[19:06] joc 75: I'd call them
[19:06] joc 75: but my phone is dead
[19:07] joc 75: damn...we're important Brian
[19:07] Jedi8798: Elections update... Darrell? How we doing
[19:07] nyeerrmm: i feel special
[19:07] joc 75: just sent out another reminder
[19:08] joc 75: we're going to send another one out on Friday
[19:08] joc 75: I'm expecting at least two-three more platforms
[19:08] joc 75: but who knows who's waiting until the last moment
[19:08] Jedi8798: K, if it doesnt get past the server blockage tonight, you might want to consider resending later tommorow.
[19:09] joc 75: I sent a reminder out by individual email to chapter reps
[19:09] joc 75: once I realized my email sent to the server wasn't going through
[19:09] Jedi8798: Ah good.
[19:09] Jedi8798: Pointless to say with only three people here, but please encourage your chaptermates to run for positions!
[19:10] Jedi8798: Moving on, and skipping Conference Bid
[19:10] Jedi8798: Conference update, Brian anything we need to know?
[19:11] nyeerrmm: just a couple of things
[19:11] nyeerrmm: Bob said he won't be in till Friday afternoon, so I've switched him and Will Pomerantz
[19:12] nyeerrmm: and Jeff and Krysta Feige apparently have just too much to do, so they're unfortunately not going to be able to make it
[19:12] KellyMann10: has joined the chat
[19:12] KellyMann10: hey guys
[19:13] nyeerrmm: its unfortunate... i think looking to the future we should remember there are lots of things going on in November so it gets harder to schedule things
[19:14] nyeerrmm: and, as discussed offline earlier, we switched the publicity forum to one regarding external and international cooperation
[19:14] Jedi8798: Anything else?
[19:14] nyeerrmm: collaboration, excuse me
[19:14] nyeerrmm: thats it
[19:14] Jedi8798: K
[19:14] Jedi8798: On the note of the conference, I wanted to poll for ideas on what SEDS Awards we should award this year
[19:14] Jedi8798: including thinks like Todd Hawley Award, Best Chapter, etc...
[19:15] Jedi8798: In the past these have been certificates awarded during the banquet
[19:15] Jedi8798: along with a small prize if possible
[19:15] Jedi8798: Suggestions for awards/certificates this year?
[19:16] Jedi8798: I'd like to suggest at minimum we give away: Todd Hawley award, Best Chapter Project, and Best New Chapter
[19:16] joc 75: agreed
[19:16] KellyMann10: What is the Todd Hawley award?
[19:17] Jedi8798: its an award given to an outstanding student leader
[19:17] Jedi8798: http://seds.org/members/awards.php
[19:17] Jedi8798: there's a list of what we gave out last year
[19:19] joc 75: like the SEDS member of the year award
[19:19] nyeerrmm: skip out on exec of the year, etc?
[19:19] Jedi8798: Since they are certificates only for the most part, we can give them all again if we so choose
[19:20] Jedi8798: I just thought it might be nice to add in something like Best Chapter Project or Best New Chapter
[19:20] joc 75: yeah
[19:20] KellyMann10: yeah i agree
[19:20] nyeerrmm: that sounds good to me
[19:21] Jedi8798: K so how about...
[19:22] Jedi8798: Todd Hawley Leadership Award, Best New Chapter award, Chapter of the Year Award, Best Project Award,
[19:22] Jedi8798: I think the Todd Hawley award kinda encompasses the Local Executive award
[19:22] joc 75: true
[19:23] Jedi8798: Or do you guys think we need both local and national exec awards?
[19:23] joc 75: nah
[19:23] joc 75: alternatively
[19:23] joc 75: awards for everyone!
[19:23] nyeerrmm: i think we can do without... ive always thought that it did come to just that
[19:23] Jedi8798: K, so any additions to the awards I proposed above?
[19:24] KellyMann10: no, sounds good to me
[19:24] Jedi8798: In which case, moving on,
[19:24] Jedi8798: CoC recap
[19:25] Jedi8798: Darrell, since I was only there for part of it, were there any significant decisions at CoC?
[19:25] joc 75: nope
[19:25] Jedi8798: k.
[19:25] Jedi8798: What is currently on the table for CoC at SV?
[19:25] joc 75: CoC was pretty straightforward this month
[19:25] joc 75: ...501c3 report
[19:25] Jedi8798: that all?
[19:26] joc 75: well
[19:26] joc 75: close
[19:26] joc 75: if there's no candidate for chapter affairs by that point
[19:26] joc 75: then it will become a CoC item
[19:26] Jedi8798: *nods*
[19:26] Jedi8798: Proposals for other CoC items?
[19:27] nyeerrmm: perhaps a recap of whats worked and not worked with CoC this year, or would that be more for the chapter interactions forum?
[19:27] joc 75: that's what i was originally planning
[19:27] joc 75: using the interaction forum for that
[19:28] nyeerrmm: that works then
[19:28] Jedi8798: Hmmm there are lots of little things, but what would be a good CoC debate item
[19:29] Jedi8798: alright for the moment lets wrap up that item and move on
[19:29] joc 75: well
[19:29] Jedi8798: yes D?
[19:29] joc 75: there will be an official listing of recognized chapters
[19:29] joc 75: and which chapters are coming under review
[19:29] joc 75: but it's not a debate item
[19:30] Jedi8798: k
[19:30] Jedi8798: CoC occurs before Project discussion correct?
[19:31] nyeerrmm: after, CoC is last event of saturday
[19:31] nyeerrmm: besides the banquet
[19:31] Jedi8798: K, I'd like to preliminarily add on to the Agenda the National Rocket Project
[19:31] joc 75: alright
[19:31] Jedi8798: we can come out of the Projects discussion with action items and a plan for the competition
[19:31] Jedi8798: and update hte CoC on our plan
[19:32] Jedi8798: if there are any more items, let D know.
[19:32] nyeerrmm: i'd imagine we may have a few items come up over the conference
[19:32] Jedi8798: *nods* Darrell, can we grant the power to the breakout sessions to give an update to CoC on how their session went and suggestions for the future?
[19:32] Jedi8798: or something along those lines
[19:33] joc 75: yes
[19:33] joc 75: I can see that happening
[19:33] Jedi8798: Or to put it this way, the Executive Board would like to add an item to the CoC schedule
[19:33] Jedi8798: for each of the breakout sessions prior to CoC
[19:33] Jedi8798: for an update, and possible suggestions/debate regarding that
[19:34] joc 75: done
[19:35] Jedi8798: Last item on my agenda for tonight, given Ryan and HQ are not present
[19:35] Jedi8798: If you're leaving the Board at the end of this year, I would like to request each outgoing exec board member write up a quick summary of what they've done with their position over the past year, milestones achieved, etc...
[19:36] Jedi8798: It is the duty of each outgoing exec board member to bring their replacement up to speed on their position, and writing such a summary might serve as a good starting place to encourage the process
[19:36] Jedi8798: Agreed?
[19:37] KellyMann10: will do
[19:37] Jedi8798: Any suggestions to smooth the transition process?
[19:37] nyeerrmm: agreed
[19:37] joc 75: I'm going to sit down with my successor at some point
[19:39] nyeerrmm: do we have any system to keep track of the summaries?
[19:39] Jedi8798: A good idea for everyone to do if possible at Space Vision
[19:39] nyeerrmm: it would be good to keep an on-going record of how the positions progresss over time
[19:39] Jedi8798: Lets use email for now, send them to chair@seds.org?
[19:39] Jedi8798: then I can ask Josh for some method of archiving on the server
[19:40] Jedi8798: ok. With that I call this meeting to a close. A reminder that our last scheduled executive board meeting of the semester will be next week, same time, same place.

2007-2008 SEDS-USA Meetings

Exec Board Minutes: