2008 November 11 SEDS-USA Exec Transcript

From SEDSWiki

SEDS-USA Executive Board Meeting, November 11, 2008
Time: 9:00pm EST
Location: AOL Instant Messenger
Attendance: Joshua Nelson, Brian Young, Kelly Mann, Ryan McLinko, Darrell Cain, Nastia Rumiantsev
Action items
Brian Young: Let Keri know she will be running the Educational Outreach Forum.
Ryan McLinko: Let Trevor and Rick know they will be running the Chapter Expansion Forum.
[19:10] Jedi8798: So... Welcome to the last executive board meeting of the 07-08 year!
[19:10] Jedi8798: First up, Brian, everything good with the conference?
[19:11] nyeerrmm: everything looks good... oh, one slight change, unfortunately peter is going to be speaking with us through video conference rather than in person
[19:11] nyeerrmm: but other than that, everything is looking good
[19:12] Jedi8798: reminds me of Illinois
[19:12] Jedi8798: lol
[19:12] nyeerrmm: yeah, it happens
[19:12] Jedi8798: ok. Well if everything's good on Brian's end we should quickly go over the Exec Board stuff for the conference
[19:13] Jedi8798: Chapter Interaction Forum Darrell will be running (I'll bug him about this later)
[19:13] Jedi8798: High School Affairs, Kelly, do you have a plan for what you want to discuss?
[19:14] KellyMann10: I want to do some brainstorming on what we can do to involve high school chapters a little more
[19:15] KellyMann10: Including some brainstorming work on a new high school section of the website
[19:15] Jedi8798: Sounds good, going to give any background to the audience on whats been done so far?
[19:15] KellyMann10: Yeah, i plan to have the things that i have tried this past year and how they have turned out
[19:16] Jedi8798: Cool beans. If you need any advice from the rest of us on what to include, etc... Feel free to ask!
[19:16] Jedi8798: Anything else you need from us right now, or are you basically set?
[19:17] KellyMann10: sure, if you guys have any sugesstions just send me an IM when ever
[19:17] KellyMann10: im ok right now, i was just wondering what our current status for active high school chapters is? I know that there was a school in the works
[19:17] Jedi8798: Someone drop Darrell a line
[19:17] Jedi8798: my invites arent working
[19:17] rmmlg08: I tried too
[19:17] nyeerrmm: he's restarting aim
[19:17] Jedi8798: k.
[19:18] KellyMann10: but do we know if they are a SEDS chapter yet?
[19:18] Jedi8798: One sec I'll check
[19:18] KellyMann10: alrighty thanks
[19:18] DarrellDCain: has joined the chat
[19:19] Jedi8798: Darrell, do we have any High School chapters currently active?
[19:19] DarrellDCain: does Kelly not know?
[19:19] DarrellDCain: only chapter I'm aware of is the one HaoQi came from
[19:20] KellyMann10: Last i knew it was Monta Vista and the new school
[19:20] DarrellDCain: they attend CoC on a regular basis
[19:20] KellyMann10: but i wasnt sure if the new school was a full chapter yet
[19:20] Jedi8798: Has this 'new chapter' been turned over to you yet D?
[19:22] Jedi8798: I guess thats a no.
[19:22] KellyMann10: the new school may be HaoQi's school, im not sure
[19:22] Jedi8798: k. Monta Vista has been around a while
[19:22] KellyMann10: do we know what the name of her shcool is?
[19:22] Jedi8798: Monta Vista High School
[19:22] KellyMann10: oh alright
[19:22] DarrellDCain: let me check
[19:23] DarrellDCain: not in my records
[19:23] DarrellDCain: but my priorities have not been high schools
[19:23] Jedi8798: K, so we're at one high school chapter
[19:23] DarrellDCain: I thought Kelly was going to handle "CoC" equivalent high school affairs
[19:23] Jedi8798: Moving on....
[19:23] Jedi8798: ACtually
[19:24] Jedi8798: this is something we should discuss...
[19:24] Jedi8798: So if Darrel hasnt been talking to Monta Vista... and Kelly hasnt...
[19:24] Jedi8798: have they just been showing up to CoC and not talking?
[19:24] DarrellDCain: no..the only high school that's been attending CoC is the new one
[19:25] DarrellDCain: sn is unstoppable
[19:25] DarrellDCain: and that's because they made a special request to be invited to CoC's to me
[19:25] KellyMann10: I have talked to Monta Vista at points throughout the year, but i didnt have them come to CoC
[19:26] KellyMann10: I plan on changing that next year if im still HS
[19:26] KellyMann10: Its in my platform
[19:26] Jedi8798: Ok, while it is too late to fix for this semester, we should work on this post SV
[19:26] Jedi8798: Kelly make a note of it.
[19:26] Jedi8798:
[19:26] KellyMann10: will do
[19:26] Jedi8798: Question.. Publicity Forum. Is that basically a Chapter Expansion forum?
[19:27] Jedi8798: Brian? Was that the intention?
[19:27] nyeerrmm: yes, i misnamed it, just corrected it on the calendar
[19:27] Jedi8798: K. Ryan, is HQ coming to SV?
[19:27] rmmlg08: no
[19:27] nyeerrmm: i dont have her listed
[19:28] Jedi8798: Then we need to get someone to run this session
[19:28] Jedi8798: It is concurrent with the External Affairs Session
[19:28] Jedi8798: right? or is it Educational Outreach
[19:28] nyeerrmm: its external affair
[19:28] nyeerrmm: concurrent with expansion
[19:28] rmmlg08: maybe the candidate
[19:28] DarrellDCain: (s)
[19:29] rmmlg08: oh, we have multiple
[19:29] Jedi8798: yup
[19:29] Jedi8798: two positions contested
[19:29] rmmlg08: (finally checking the list of platforms)
[19:29] Jedi8798: Chapter Affairs and Expansion
[19:30] rmmlg08: would be nice to get some more contested positions
[19:30] rmmlg08: but at least we have someone for each position
[19:30] Jedi8798: Suggestions on the best way to deal with this? If we are giving it over to both Rick and Trevor, I would like to have an exec board member as the moderator
[19:30] nyeerrmm: my thoughts exactly
[19:31] rmmlg08: I would be up for it, but this is just before my endowment thing, right?
[19:31] nyeerrmm: quite a bit before
[19:31] Jedi8798: I have to be at the external affairs forum myself, given thats basically my job
[19:31] rmmlg08: btw, I still don't see the endowment thing on the google calendar
[19:32] DarrellDCain: I'm torn, because I'm more interested in external affairs at this point than chapter expansion
[19:32] DarrellDCain: even though I think both are very important
[19:32] nyeerrmm: i dont have it on the calendar since its a more private event, however, its 6-7
[19:32] rmmlg08: as long as there's sufficient time between the two, I can moderate the earlier one
[19:32] Jedi8798: Ryan, would you be able to moderate Expansion?
[19:32] rmmlg08: well, this isn't supposed to be private
[19:32] rmmlg08: it's the announcement
[19:32] rmmlg08: ie the kickoff
[19:33] Jedi8798: So we're bringing the Endowment board together just for the kickoff?
[19:33] nyeerrmm: oh... i thought you were looking for a meeting liek we had the advisory board meeting
[19:33] Jedi8798: and not having a meeting of the endowment board members?
[19:33] rmmlg08: no, this one is supposed to be a kickoff rather than a meeting of the board members
[19:34] Jedi8798: k, (do the Endowment Board members know this?)
[19:34] nyeerrmm: i can move it up and tack it on the end of tumlinson's talk, how long were you expecting?
[19:34] rmmlg08: I've asked them to be here and have been talking about it with john
[19:35] rmmlg08: and was going to give them the lowdown tonight
[19:35] rmmlg08: I was originally budgeting an hour, but could probably do it in a half
[19:35] Jedi8798: Ok... but are they all aware it will be a kickoff event/anouncement?
[19:35] Jedi8798: I dont want us to piss them all off if they expect a serious discussion of the endowment fund
[19:36] Jedi8798: which is what we all were under the impression it was
[19:36] rmmlg08: yeah, that's kind of worrisome
[19:36] rmmlg08: if you guys are unclear, they likely are too
[19:36] Jedi8798: yeah...
[19:37] Jedi8798: I thought the entire point behind bringing them in was to discuss it with them and get advice/hash it out more
[19:37] Jedi8798: because it seems awkward flying them in just to listen to a half hour announcement
[19:37] nyeerrmm: do we want to leave it with the private meeting on Friday night, and then have a more brief announcement at the banquet?
[19:37] rmmlg08: well I was hoping to do both
[19:37] rmmlg08: actually, that may be a better idea
[19:38] Jedi8798: Yeah, since the banquet is more of execs, would be a better time for an announcement
[19:38] Jedi8798: of that sort
[19:38] rmmlg08: although I would need more than like 5 min
[19:38] Jedi8798: ballpark?
[19:38] rmmlg08: let me send you guys what I originally was discussing with John for the schedule
[19:39] rmmlg08: but maybe 20 min?
[19:39] Jedi8798: thats alot...
[19:40] Jedi8798: Brian, is the SFF networking event cancelled? I dont see it on the google calander anymore?
[19:40] rmmlg08: yeah, the original idea was something by me, some thougths from advisors, then back to some more description of what donors could do
[19:40] rmmlg08: but the forum that we're likely to be providing here is seeming less and less what I was envisioning
[19:40] nyeerrmm: no, again, dont want to put a party on the general schedule
[19:40] Jedi8798: k
[19:40] nyeerrmm: its still happening
[19:40] Jedi8798: sorry just checking
[19:41] Jedi8798: Hmmmm Could we push Council of Chapters back 15 minutes?
[19:41] Jedi8798: and do it after Peter Smith's talk?
[19:41] Jedi8798: where we originally wanted to have Lori Garver?
[19:41] nyeerrmm: i guess so
[19:42] Jedi8798: if there is a better option, I'm open
[19:42] rmmlg08: what are we talking about now
[19:42] Jedi8798: where to fit the 'announcement'
[19:42] rmmlg08: ok, wasn't sure
[19:42] Jedi8798: because filling 20 minutes of banquet time is kinda large
[19:43] rmmlg08: yeah
[19:43] Jedi8798: So I am looking at the slot before coC
[19:43] nyeerrmm: i made that change
[19:43] rmmlg08: o/w would turn into an SFF-type banquet
[19:43] rmmlg08: before CoC would work
[19:43] rmmlg08: between that last talk and CoC would be a pretty good way to maximize attendance
[19:44] rmmlg08: and doing on Sat so I can talk with the board on Fri is nice
[19:44] Jedi8798: K. So just to clarify, the other meeting is closed discussion of teh endowment fund witht eh advisors
[19:44] rmmlg08: yes
[19:44] Jedi8798: forvige typos this computer is messed
[19:44] DarrellDCain: who do you want at this meeting?
[19:45] rmmlg08: the 4 of the board we will have there, (if we can patch in peter that would be great; we shall see), a contingent of exec
[19:45] rmmlg08: (similar to the one at sv07)
[19:45] nyeerrmm: 3, george won't be there
[19:45] rmmlg08: oh?
[19:45] nyeerrmm: no, he dropped out a week ago
[19:46] nyeerrmm: gary is taking his place at the banquet and nss talk
[19:46] rmmlg08: from the conference completely?
[19:46] nyeerrmm: yeah, he had conflicts
[19:46] rmmlg08: ok, we can try to patch in peter and george
[19:46] DarrellDCain: Well..if Gary's coming that's not a huge deal
[19:46] DarrellDCain: since NSS is appropiately represented then
[19:47] Jedi8798: So we have John Gedmark, Will P, and _____?
[19:47] nyeerrmm: bob richards
[19:47] rmmlg08: Bob
[19:47] Jedi8798: k
[19:48] Jedi8798: So Ryan, you ok with organizing for both of these meetings?
[19:48] rmmlg08: yeah
[19:48] Jedi8798: K. If thats settled..
[19:48] rmmlg08: just give me a room for both and a time slot
[19:48] rmmlg08: and publicity for the second
[19:48] rmmlg08: and I'm good
[19:48] Jedi8798: Educational Outreach Forum
[19:49] Jedi8798: Brian I have you as heading this one up, possibly with Keri as well?
[19:49] Jedi8798: since she is running unopposed?
[19:49] nyeerrmm: yeah, ill mostly let her take charge on that
[19:49] nyeerrmm: just be there to moderate, make sure i say what has and hasnt worked in the past
[19:49] Jedi8798: k, could you let her know that she'll be running the session then and to prepare things to discuss?
[19:49] nyeerrmm: i will
[19:50] rmmlg08: btw, is someone going to tell the expansion people they are running that or should I do that
[19:50] Jedi8798: I was going to, but if you want to Ryan that is fine. I have alot on my plate tonight
[19:51] rmmlg08: sure, I can take care of it
[19:51] Jedi8798: You're the 'organizer' for that meeting
[19:51] rmmlg08: yeah, that's why I was thinking you might be assuming I would be doing it
[19:51] Jedi8798: k, So Projects I'll handle
[19:51] Jedi8798: CoC
[19:51] Jedi8798: I dont know who would run this... Any ideas?
[19:52] rmmlg08: umm, we could find some random hobo off the street
[19:52] Jedi8798: D, can you give us the semi-final agenda and what to expect?
[19:52] rmmlg08: (do they have hobos in college station)
[19:52] nyeerrmm: not any that ive ever really noticed
[19:52] nyeerrmm: maybe up in Bryan
[19:52] nyeerrmm: and there was one student who slept at the MSC for a whole semester
[19:53] DarrellDCain: semi final agenda
[19:53] DarrellDCain: Chapter Review-Darrell
[19:53] DarrellDCain: Introductions- Every Rep
[19:53] DarrellDCain: State of SEDS-Josh
[19:53] DarrellDCain: Review of SEDS Exec Decisions for the past month-Josh
[19:54] DarrellDCain: 501c3 report- Ryan G
[19:54] DarrellDCain: the order is not necessarily set
[19:54] DarrellDCain: the chapter review will include a formal proposal of which chapters are going to come under inspection
[19:54] DarrellDCain: which as of right now...is PSU
[19:55] Jedi8798: And then last any items brought up by the Forums?
[19:55] DarrellDCain: yes
[19:55] DarrellDCain: as well
[19:55] Jedi8798: Oh, I'd suggest introductions before Chapter Review?
[19:55] DarrellDCain: this agenda will remain open throughout the meeting
[19:55] DarrellDCain: alright
[19:55] DarrellDCain: we'll move it to after your two items
[19:55] DarrellDCain: but..back to open agenda
[19:55] DarrellDCain: with an open agenda
[19:55] DarrellDCain: any rep can add an item
[19:55] DarrellDCain: throughout the meeting
[19:56] Jedi8798: do they know this?
[19:56] DarrellDCain: nope
[19:56] DarrellDCain: going to announce it
[19:56] DarrellDCain: when I send out the conference number
[19:56] DarrellDCain: sometime tomorrow
[19:57] DarrellDCain: there will also be an open chat room
[19:57] Jedi8798: And how many reps do we currently expect? I saw alot of people marked absentee on the google doc
[19:57] DarrellDCain: for all observers
[19:57] DarrellDCain: seven chapters will be represented live
[19:57] DarrellDCain: the other 13 will hopefully attend by phone
[19:57] DarrellDCain: I've been stressing that this meeting is important
[19:57] DarrellDCain: and that they should attend
[19:57] DarrellDCain: as well with as many people from their chapter as possible
[19:57] DarrellDCain: to act as observers
[19:57] DarrellDCain: phone line can handle 150 people
[19:58] DarrellDCain: I doubt we'll go over
[19:58] DarrellDCain: we will not give speaking rights to observers by phone
[19:58] DarrellDCain: only chapter reps
[19:58] DarrellDCain: observers by phone will be allowed to comment in the chat room
[19:58] DarrellDCain: I still have to work out the final kinks
[19:58] DarrellDCain: we might have someone transcribing to the chat room
[19:58] DarrellDCain: but that's tentative based on when I sit down and finalize everything
[19:59] DarrellDCain: that's all
[20:00] Jedi8798: k
[20:00] Jedi8798: Next, Elections
[20:00] DarrellDCain: absentee ballots have been sent
[20:00] Jedi8798: 2 contested positions, no contest on the conference so far
[20:00] rmmlg08: yeah, just UA
[20:00] Jedi8798: Are we accepting on site nominations?
[20:01] DarrellDCain: for positions, yes
[20:01] rmmlg08: we should
[20:01] rmmlg08: (for the sake of more competition)
[20:01] Jedi8798: K, we should define how people can decide to run, etc who and how they contact us
[20:01] Jedi8798: so we can announce that they are in the running
[20:02] DarrellDCain: alright
[20:02] rmmlg08: they have to talk to a member of the elections committee?
[20:02] rmmlg08: by 24 hours prior to election?
[20:02] Jedi8798: I know that Ryan, but THEY dont
[20:02] DarrellDCain: there will be no time limit on elections
[20:02] Jedi8798: so we have to write it up, and send it out/post it on seds.org
[20:03] DarrellDCain: absentee ballots went out at the start of this week
[20:03] DarrellDCain: and we will not email changes to the ballot
[20:03] rmmlg08: is the absentee ballot dynamic
[20:03] rmmlg08: (ie will reflect changes)
[20:03] DarrellDCain: no
[20:04] DarrellDCain: uncontested positions have an "abstain" option
[20:04] Jedi8798: k
[20:04] DarrellDCain: I think it's reasonable to tell people they can vote for whoever has a platform on the website
[20:04] DarrellDCain: but I'm not going to email a new ballot out every time someone posts a platform
[20:04] DarrellDCain: there's a way around this
[20:05] DarrellDCain: but it's too late for this year
[20:05] DarrellDCain: ballots have been sent
[20:05] Jedi8798: k. So D, you'll handle writing up a announcement on how to run on site?
[20:05] DarrellDCain: yep
[20:05] Jedi8798: k,
[20:05] Jedi8798: Conference Selection, Ryan,
[20:06] Jedi8798: Basically just going to have UofA talk about what we're planning right now?
[20:06] rmmlg08: yeah
[20:06] Jedi8798: or not even bother?
[20:06] rmmlg08: unless I can solicit any other proposals fri or sat
[20:07] rmmlg08: even if it's just them, we should have them discuss the plan
[20:07] Jedi8798: Brian, the room we're doing elections/conference in, does it have a projector for powerpoint?
[20:10] Jedi8798: anyyone there?
[20:10] rmmlg08: ack
[20:10] nyeerrmm: id agree with having them give a brief plan
[20:10] DarrellDCain: same
[20:11] Jedi8798: k, I just talked to Kyle and he said they can give a 5-10 minute overview
[20:11] Jedi8798: or less, depending on demand
[20:11] Jedi8798: Banquet
[20:11] Jedi8798: So far items I have for banquet.... Awards, Bob's talk, NSS/SFF recognition
[20:12] Jedi8798: I assume as per previous years I'll do the talking for Awards/Recognition?
[20:13] nyeerrmm: will you be needing A/V for the awards or NSS/SFF recognition?
[20:13] nyeerrmm: and yes, i'd agree with that
[20:14] Jedi8798: Might be nice to have a powerpoint in the background
[20:14] Jedi8798: with just titles or photos
[20:14] nyeerrmm: all right, i'll plan to have a background slide prepared for each of those
[20:14] Jedi8798: Is bob using powerpoint?
[20:14] nyeerrmm: yes
[20:15] Jedi8798: k, long as it isnt any extra work
[20:15] nyeerrmm: i was just wanting to know if we had to be prepared to use it for anything else
[20:15] Jedi8798: wait, are you making the background slides or am I? (dont really care, just flarifying)
[20:16] Jedi8798: wow... flarifying... new word...
[20:16] nyeerrmm: yeah, if you could make them up i'd appreciate it
[20:16] Jedi8798: np
[20:16] Jedi8798: ok LAST
[20:16] Jedi8798: Resume Database Station
[20:17] Jedi8798: Do we have a computer near registration that people can sign up for the resume database at?
[20:17] nyeerrmm: i can set soemthing up
[20:17] nyeerrmm: i also have guest internet accounts ready to distribute for people with laptops
[20:18] Jedi8798: k.
[20:18] Jedi8798: Ok. Any more conference items, questions, etc?
[20:19] KellyMann10: not from me
[20:19] nyeerrmm: i'm good
[20:20] DarrellDCain: nope
[20:20] rmmlg08: no
[20:20] Jedi8798: k. In which case, meeting adjourned. Thank you all for serving on the board this year. We had a really good year overall. I look forward to working with those of you who are staying onboard
[20:20] KT0 3T0: has left the chat
[20:20] Jedi8798: and hope the rest of you have great success outside of SEDS
[20:21] nyeerrmm: tuesday nights are free now!
[20:21] Jedi8798: Clear skies and good luck.
[20:22] KellyMann10: Thanks Josh, it was good working with all of you guys, and i hope to be back here for next year
[20:22] nyeerrmm: has left the chat
2007-2008 SEDS-USA Meetings
Exec Board Minutes: