2008 October 07 SEDS-USA Exec Transcript

From SEDSWiki

SEDS-USA Executive Board Meeting, October 7, 2008
Time: 9:00pm EST
Location: AOL Instant Messenger
Attendance: Joshua Nelson, Nastia Rumiantsev, Kelly Mann, Brian Young, Carissa Walker, Darrell Cain, Ryan McLinko, HaoQi Li
Action items
Ryan M: Make a conference bid document of a description of the general process, defined time limits, some minimum content, and a general bid document or examples from the past.
Everyone: Think of ways to change the chapter application process. To be talked about at next meeting.
Jedi8798 (8:05:53 PM): K lets get started on what items we can
Jedi8798 (8:06:29 PM): Ryan, while the email has already been sent out, could you go over with the board your current plans for conference bid selection?
rmmlg08 (8:06:52 PM): k
rmmlg08 (8:07:16 PM): so basic idea is that I accept conference bids from here until the deadline for submission
rmmlg08 (8:07:38 PM): (which if like last year I'll bump back another week due to lack of people who have submitted)
rmmlg08 (8:08:06 PM): then assuming multiple bids, I'll put something together for the COC @ SV
rmmlg08 (8:08:38 PM): there, after elections, the people putting in bids present why they should have the conf at their school
rmmlg08 (8:09:05 PM): and then we have a COC to decide
rmmlg08 (8:09:16 PM): also
rmmlg08 (8:09:45 PM): when you submit your bid, you need to submit a document describing on a low-level, what your plans are, why it would be good to have at your school, etc
rmmlg08 (8:09:51 PM): Qs?
Jedi8798 (8:10:11 PM): I think we need to write this out alot more for the various chapters
Jedi8798 (8:10:30 PM): an idea of what we would like, what they will be given for presenting (time wise, question wise, AV wise) 
rmmlg08 (8:10:47 PM): I can make a "template" bid
Jedi8798 (8:10:50 PM): try to have it a bit more clear cut than the ad hoc it has been in the past if we can
rmmlg08 (8:11:00 PM): and then describe what they will have for the on-site presentation
Jedi8798 (8:11:02 PM): Could we perhaps use example bids from the past?
rmmlg08 (8:11:20 PM): yeah, in the past I've just sent out examples to those who have asked
rmmlg08 (8:11:39 PM): but having a template that I can make availalbe in general actually isn't a bad idea
Jedi8798 (8:12:37 PM): While overall, the chapters that usually win the bids have the iniative to figure these things out themselves, I think in the interest of fairness and professionalism we need to hash out what the minimum is
Jedi8798 (8:13:33 PM): Opinions? suggestions?
joc 75 (8:14:43 PM): did the bid announcement go across announce?
nyeerrmm (8:14:53 PM): that sounds reasonable.  it also lays out clearly what the general process should be, what aspects need to happen to put the conference together
rmmlg08 (8:15:22 PM): I believe it went across
rmmlg08 (8:15:30 PM): I went in and approved it
joc 75 (8:15:33 PM): and I agree...a general minimum bid document would be good
Jedi8798 (8:15:48 PM): Ok
Jedi8798 (8:16:23 PM): So Ryan could you send out a description of the general process, defined time limits, some minimum content, and a general bid document or examples from the past?
Jedi8798 (8:16:31 PM): this could be either emailed out or put on the website
Jedi8798 (8:16:37 PM): probably website would be better if possible
rmmlg08 (8:16:57 PM): yeah, I'll create a doc and send it out to you guys for review in the next week
rmmlg08 (8:17:04 PM): (likely next day or two)
rmmlg08 (8:17:11 PM): then post it and email out
Jedi8798 (8:17:34 PM): k
Jedi8798 (8:18:01 PM): On that point  and transitioning into the next item of SV
Jedi8798 (8:18:09 PM): Conference scheduling for National Stuff
Jedi8798 (8:18:16 PM): has everyone here looked over the conference schedule?
Jedi8798 (8:18:22 PM): please give me an affirmative or negative
rmmlg08 (8:18:34 PM): aff
nyeerrmm (8:18:40 PM): yes
KellyMann10 (8:18:57 PM): yeah
LittleC3788 (8:19:07 PM): yes
nyeerrmm (8:19:49 PM): http://spacevision.seds.org/schedule.php (fyi)
Jedi8798 (8:19:59 PM): K
Jedi8798 (8:20:10 PM): so we have right now the sessions for expansion, projects, CoC, and Elections
joc 75 (8:20:10 PM): yes
Jedi8798 (8:20:25 PM): outreach
Jedi8798 (8:20:28 PM): and publicity
Jedi8798 (8:21:05 PM): In the past it has been very arbitrary what has occured during these sessions
Jedi8798 (8:21:34 PM): while I like the informal breakout style we usually use, we should have some content ready, and an appointed session leader for each
Jedi8798 (8:22:07 PM): First off, is there anyone who wants a session for their office or a subject that currently doesnt have one? I know brian has already asked in the past
Jedi8798 (8:22:15 PM): but I want to make sure there's no resentment sitting there
joc 75 (8:22:37 PM): If there's room in the schedule
joc 75 (8:22:49 PM): I'd love a inter-chapters involvment meeting
joc 75 (8:23:04 PM): where the new Directors of Chapter affairs talk with Chapter reps
joc 75 (8:23:13 PM): about how interchapter participation would increase
nyeerrmm (8:23:22 PM): i should be able to fit it in
joc 75 (8:23:25 PM): but that may very well fall into one of the workshops already present
joc 75 (8:23:28 PM): opinions?
joc 75 (8:24:37 PM): they would also discuss the future of the CoC
joc 75 (8:24:44 PM): and how it would be run for the next year
Jedi8798 (8:25:31 PM): fit it in on Sunday sometime after elections?
nyeerrmm (8:25:34 PM): i like it, ive also talked to Kelly and i also would like to put in a high school affairs session, so ill try and put those in at some point
joc 75 (8:25:52 PM): after Sunday?
joc 75 (8:25:54 PM): sorry
joc 75 (8:25:56 PM): after elections?
joc 75 (8:26:03 PM): I'd actually prefer it before elections
nyeerrmm (8:26:24 PM): i'll figure it out, i may be able to rearrange some speakers... i didnt get through all that this week like id like due to some other work that got dropped on me
joc 75 (8:26:24 PM): but...it might not be feasible
joc 75 (8:26:30 PM): I had some trouble with the schedule
joc 75 (8:26:38 PM): with the fact that most workshops were before elections
Jedi8798 (8:26:47 PM): some things can also be concurrent probably
joc 75 (8:26:53 PM): these items are going to be enacted by the newly elected officers
Jedi8798 (8:26:59 PM): just lets try not to make EVERY SEDS session concurrent with one another
joc 75 (8:27:09 PM): yet those officers are not elected until the end
joc 75 (8:27:21 PM): but..it's a chance for those candidates to prove themselves
joc 75 (8:27:29 PM): which is why I like the workshops before elections
nyeerrmm (8:27:34 PM): yeah, i plan on making time for those, not putting them concurrent with the others
Jedi8798 (8:27:51 PM): k
Jedi8798 (8:29:05 PM): Anything else outside of chapters and hs?
Jedi8798 (8:30:18 PM): On the subject of CoC and Elections
Jedi8798 (8:30:32 PM): Darrell, have you thought out a schedule for them?
joc 75 (8:31:04 PM): one sec
joc 75 (8:31:19 PM): right now elections are on Sunday
joc 75 (8:31:25 PM): which is what CoC voted for I believe
joc 75 (8:31:32 PM): and they're at the end of the conference
joc 75 (8:31:47 PM): this puts them after the CoC
joc 75 (8:31:58 PM): which is probably good
joc 75 (8:32:10 PM): we'll need several items for the CoC
joc 75 (8:32:17 PM): so start keeping that in mind
Jedi8798 (8:32:36 PM): Do you guys think Conference bids should be during the election on Sunday, or CoC on Saturday?
joc 75 (8:33:22 PM): good question
joc 75 (8:33:38 PM): CoC on Saturday would put the election in the proper place
Jedi8798 (8:33:52 PM): And would give more time if needed. 
joc 75 (8:33:53 PM): Elections would allow chapters more time to get to know the personality of the chapters putting in bids
joc 75 (8:34:09 PM): also Election votes are different from CoC votes
joc 75 (8:34:12 PM): CoC votes are public
joc 75 (8:34:17 PM): Election votes are not public
Jedi8798 (8:34:22 PM): They almost have 2 full days to get up to them
Jedi8798 (8:34:27 PM): to get to know them*
Jedi8798 (8:34:45 PM): Opinions besides me and Darrell? Conference bids on Saturday or Sunday?
joc 75 (8:34:57 PM): but in the interest of giving the most time for chapters to put in bids makes Sunday better
rmmlg08 (8:35:06 PM): sunday does give more time
rmmlg08 (8:35:09 PM): which is nice
Jedi8798 (8:36:06 PM): Then do we think an hour and a half is enough time to do both elections and conference?
joc 75 (8:36:34 PM): five minutes per nominee
rmmlg08 (8:36:43 PM): sure
nyeerrmm (8:36:53 PM): we can expand it out half an hour.  no sure why the last speaker has an hour and 15 minutes... i may have messed that up
joc 75 (8:37:02 PM): that would probably be best
Jedi8798 (8:37:19 PM): I'd say extend it a half an hour just in case
Jedi8798 (8:37:31 PM): so the conference bids can have a good presentation time
nyeerrmm (8:38:49 PM): will do
Jedi8798 (8:38:56 PM): k
Jedi8798 (8:39:38 PM): And I still dont see any HQ. 
Jedi8798 (8:39:49 PM): So lets move on to the last item, Chapters getting lost...
Jedi8798 (8:40:07 PM): UVa has recently messaged me asking should they be worried
Jedi8798 (8:40:14 PM): because they sent in a full SEDS application
Jedi8798 (8:40:23 PM): but havent heard anything, and it is now about 3 weeks later
Jedi8798 (8:41:03 PM): I would like to know what is going on, and how we can fix it. The application process is too impersonal right now. People get a form letter, fill it out, send it back in.
joc 75 (8:41:26 PM): My last email from HaoQi is August 19th
Jedi8798 (8:41:32 PM): While HQ is not available right now, I would like to know if Darrell has any information about the UVa app. 
joc 75 (8:41:39 PM): I wasn't even aware of the UVa app
joc 75 (8:41:59 PM): currently I only have two chapters on the docket
joc 75 (8:42:02 PM): SLU SEDS
joc 75 (8:42:07 PM): and Memphis SEDS
joc 75 (8:42:22 PM): the first is a lost chapter that I'm reintegrating
joc 75 (8:42:42 PM): the second came through at the start of the summer
Jedi8798 (8:42:57 PM): K. Since you havent heard anything we'll have to wait until we have both you and HQ present. 
joc 75 (8:43:02 PM): apparently there's about a dozen chapters pending from HQ's end
joc 75 (8:43:09 PM): but I don't know anything beyond the online document
Jedi8798 (8:43:10 PM): I would ask everyone think of ways we can revamp the application process. 
Jedi8798 (8:43:21 PM): and bring ideas to the next meeting
joc 75 (8:43:45 PM): I'd like to request a three minute waiting period
rmmlg08 (8:43:47 PM): 1.) get an active forthcoming person to run for DirChapExp
joc 75 (8:43:52 PM): while someone calls HaoQi
Jedi8798 (8:44:04 PM): Nastia, do you have her current number?
nyeerrmm (8:44:16 PM): yeah, this is something that needs to be solved now i think
joc 75 (8:44:45 PM): Ryan, since you brought it up
joc 75 (8:44:53 PM): who would be that candidate?
rmmlg08 (8:45:06 PM): uncertain
joc 75 (8:45:17 PM): election committee is still pushing people from chapter reps
rmmlg08 (8:45:20 PM): does anyone have any good candidates at their chapter
joc 75 (8:45:31 PM): but most of the highly qualified candidates are busy with other things
rmmlg08 (8:45:41 PM): yeah, that's the thing
Jedi8798 (8:46:10 PM): They need to be someone who is outgoing, willing to spend time to bring people into the organization
Jedi8798 (8:46:17 PM): and not put a minimum of effort into it
joc 75 (8:46:37 PM): I have names...I'm not sure they should be aired in a public meeting
joc 75 (8:46:44 PM): but each and everyone will be "busy"
KT0 3T0 (8:46:45 PM): esthers on
joc 75 (8:46:54 PM): so they have to decide they want to do it
joc 75 (8:47:03 PM): like any of us
rmmlg08 (8:47:04 PM): have you pinged them
joc 75 (8:47:16 PM): personal interest is needed
joc 75 (8:47:19 PM): I've pinged a couple
joc 75 (8:47:24 PM): but not about this position
joc 75 (8:47:41 PM): I'll look into doing such
joc 75 (8:47:47 PM): alright
joc 75 (8:47:51 PM): invite HaoQi?
joc 75 (8:47:54 PM): she's online now
nyeerrmm (8:47:56 PM): i think finding someone who has ideas about their approach and has a strong interest in that position particularly is important
nyeerrmm (8:48:03 PM): but i have noone in particular in mind
joc 75 (8:48:48 PM): Josh?
Jedi8798 (8:48:50 PM): I would remind you that this meeting is on the public record, and I would encourage execs to not show favoratism for particular canidates
Jedi8798 (8:48:52 PM): (sorry was afk)
Jedi8798 (8:49:12 PM): Ok now that HQ is here
Jedi8798 (8:49:13 PM): recapping
hydrogenlithium (8:49:23 PM): (sorry guys, I was taking an exam)
Jedi8798 (8:49:26 PM): UVa has recently contacted me concerned
hydrogenlithium (8:49:37 PM): why
Jedi8798 (8:49:41 PM): they have sent in an application to HQ, and they are worried because it is now 3 weeks later
Jedi8798 (8:49:45 PM): and they have heard nothing
hydrogenlithium (8:50:01 PM): do you know who contacted you?
Jedi8798 (8:50:32 PM): Thomson Mason Fisher 
hydrogenlithium (8:51:14 PM): did he send it to me directly?
hydrogenlithium (8:51:17 PM): I can't find anything
Jedi8798 (8:51:37 PM): I do not know which email addy he sent it to
KT0 3T0 (8:51:49 PM): that's the kid with the horses btw
Jedi8798 (8:51:54 PM): I will inquire and ask you to get in contact with him
hydrogenlithium (8:52:11 PM): yeah
hydrogenlithium (8:52:24 PM): I have his email address
hydrogenlithium (8:52:27 PM): I will email him now
hydrogenlithium (8:52:30 PM): thanks for telling me about this
Jedi8798 (8:52:37 PM): But this is concerning that chapters are slipping through the cracks. Why there is a huge google doc of chapters being 'pursued' yet only 2 chapters on the docet for Darrell to add
Jedi8798 (8:52:53 PM): I've asked people to brainstorm ways to improve the application process
Jedi8798 (8:53:05 PM): Do you have any ideas HQ?
hydrogenlithium (8:53:23 PM): The only thing I can think of is to send more reminder emails
hydrogenlithium (8:53:56 PM): Unless we want to take it to a more personal level and actually start calling them
hydrogenlithium (8:53:59 PM): if it is appropriate
hydrogenlithium (8:54:11 PM): I can see how people can easily skip through emails
joc 75 (8:54:30 PM): after a couple emails I would call people directly
joc 75 (8:54:42 PM): also..when was the last wave of reminder emails?
hydrogenlithium (8:55:01 PM): righgt before school started
hydrogenlithium (8:55:14 PM): which means I should send another one tonight
Jedi8798 (8:56:20 PM): Other ideas for HQ on improving the process?
joc 75 (8:56:38 PM): personal visits to college campuses
joc 75 (8:56:49 PM): but behind the joke
KT0 3T0 (8:56:51 PM): haha
hydrogenlithium (8:56:52 PM): ehh
hydrogenlithium (8:56:56 PM): I don't 'have the money
joc 75 (8:56:59 PM): it's got to be more personal
joc 75 (8:57:15 PM): so that new chapters feel like there's something to connect to
joc 75 (8:57:20 PM): not sure how that would be
joc 75 (8:57:59 PM): I visited U Buffalo way back when...that actually really helped
Jedi8798 (8:58:20 PM): unfortunetly we dont have the money to send HQ to every school
joc 75 (8:58:25 PM): I know
hydrogenlithium (8:58:49 PM): I don't even know if  it is appropriate to call them
Jedi8798 (8:59:00 PM): It is in the right contexts
joc 75 (8:59:00 PM): hmmm
joc 75 (8:59:03 PM): different type of emails
Jedi8798 (8:59:06 PM): if you have talked to them about SEDS
joc 75 (8:59:14 PM): if you've been waiting for a response for a long time
nyeerrmm (8:59:19 PM): what about having a policy of knowing people in certain regions who might be good to visit nearby schools?
joc 75 (8:59:24 PM): ask them if they need help
hydrogenlithium (8:59:27 PM): the problem is, I think hte people are not even opening up the emails
joc 75 (8:59:40 PM): so then you need to call them
joc 75 (8:59:51 PM): basically ask them if a chapter is being formed
joc 75 (9:00:04 PM): if not, then you're done
joc 75 (9:00:17 PM): if they'd like to, but don't know how, offer help
hydrogenlithium (9:00:18 PM): yeah, a lot of them are saying that's what is happening
hydrogenlithium (9:00:23 PM): ok
joc 75 (9:00:35 PM): (including local chapter members)
joc 75 (9:00:41 PM): wait...what are a lot of them saying?
hydrogenlithium (9:01:20 PM): we are talking to teachers and students, we will get back to you after we get a group together
hydrogenlithium (9:01:22 PM): things like tehat
joc 75 (9:01:28 PM): I think it would be very cool if we had members who could travel out to a local "new" chapter for a couple hours or a day and help the chapter leaders brainstorm
joc 75 (9:01:52 PM): huh...well..there is a certain amount of time behind chapter formation
hydrogenlithium (9:01:53 PM): brainstorm what?
joc 75 (9:02:03 PM): brainstorm how to grow the club
joc 75 (9:02:06 PM): activities to do
joc 75 (9:02:07 PM): so on
joc 75 (9:02:22 PM): similar to the meeting we had with BU way back when
nyeerrmm (9:02:33 PM): it also could build regional affiliations that make regional activities more likely
joc 75 (9:02:39 PM): it shows the leaders that there's a community to connect to
joc 75 (9:02:48 PM): and gives them an incentive to register
joc 75 (9:03:10 PM): but..back to what I was saying
joc 75 (9:03:38 PM): if they ask for more time, ask them if they know when they will be registering with nationals
joc 75 (9:03:45 PM): and encourage them to do so as soon as possible
joc 75 (9:03:51 PM): since they'll then connect to SEDS national
hydrogenlithium (9:04:01 PM): When is the conference again?
hydrogenlithium (9:04:14 PM): (That is an incentive to join)
joc 75 (9:04:19 PM): Nov. 14th-16th
joc 75 (9:04:23 PM): true
joc 75 (9:04:28 PM): they'll have a vote at the conference
hydrogenlithium (9:04:29 PM): Do we have money to pay for some share of their travel fees?
joc 75 (9:04:31 PM): and a discount
hydrogenlithium (9:04:35 PM): good!
hydrogenlithium (9:04:38 PM): how much is the discount?
joc 75 (9:04:40 PM): not much
nyeerrmm (9:04:48 PM): $10
joc 75 (9:04:52 PM): I think 10 dollars is standard
Jedi8798 (9:05:02 PM): Also talk to them about what SEDS chapters do
Jedi8798 (9:05:20 PM): and that the average chapter receives over $4000 in funding for projects from local sources
hydrogenlithium (9:06:12 PM): $10 per person or per chapter?
nyeerrmm (9:06:19 PM): per person
Jedi8798 (9:06:25 PM): The admissions is discounted $10
nyeerrmm (9:06:31 PM): reg. fee is $15 for member, $25 for non-member students
Jedi8798 (9:06:46 PM): there is a SEDS exclusive rate to the Space Vision Conference, ISDC, and SFF conferences
hydrogenlithium (9:07:29 PM): Do we have a confirmed list of well-known speakers?
hydrogenlithium (9:07:33 PM): is Elon Musk coming?
hydrogenlithium (9:07:38 PM): that would be a huge incentive
Jedi8798 (9:07:42 PM): Brian whats the list?
Jedi8798 (9:07:45 PM): link*
nyeerrmm (9:08:31 PM): http://spacevision.seds.org/speakers.php
nyeerrmm (9:08:46 PM): no elon, that list needs to be updated a bit, added a few more people
nyeerrmm (9:08:57 PM): elon seems to be on an every other year schedule
hydrogenlithium (9:09:04 PM): OH okay
Jedi8798 (9:09:22 PM): which is good
Jedi8798 (9:09:25 PM): cant have him every year
hydrogenlithium (9:09:28 PM): why
Jedi8798 (9:09:33 PM): would get repetitive
Jedi8798 (9:09:39 PM): needs to be a 'draw'
Jedi8798 (9:09:57 PM): and we just saw him at ISDC
Jedi8798 (9:10:24 PM): the SEDS network expands by inviting new speakers
Jedi8798 (9:10:29 PM): and not having the same speakers at every conference
nyeerrmm (9:10:40 PM): plus he needs to get a 9 on the launchpad soon
Jedi8798 (9:10:46 PM): *nods*
Jedi8798 (9:10:57 PM): Oh, random question, any chance of a SEDS visit to the texas test facility?
nyeerrmm (9:11:39 PM): its about an hour and a half away.  if people want to stay on sunday i could arrange something
hydrogenlithium (9:12:09 PM): another random thing:  Look at this new picture of Mercury taken yesterday.  http://science.nasa.gov/headlines/y2008/07oct_firstresults.htm?list196447
hydrogenlithium (9:12:17 PM): by MESSENGER
Jedi8798 (9:12:54 PM): k. So we're getting off track so I'll close down the meeting. But please think about this. I'd like to come back to this issue for a bit next week
nyeerrmm (9:13:06 PM): its a fairly open site, so if any group is driving down from dallas rather than from houston or austin, they can probably set up something on their own
Jedi8798 (9:13:14 PM): If there's nothing else, meeting adjourned.
2007-2008 SEDS-USA Meetings
Exec Board Minutes: