2008 September 30 SEDS-USA Exec Transcript
From SEDSWiki
| SEDS-USA Executive Board Meeting, September 30, 2008 |
|
Time: 9:00pm EST |
Action items
- Brian Young: ask Phoenix if they have mission stickers to put in the bags.
[18:09] Jedi8798: so lets get started and whenever we get him in, great. [18:09] Benacorbin: mass-scale quatum teleportation? [18:09] Jedi8798: Calling it to order [18:09] Benacorbin: ok [18:09] Jedi8798: first up on the agenda [18:09] Jedi8798: CoC Summary [18:09] Jedi8798: and selection of next months rep [18:10] Jedi8798: Darrell? [18:10] joc 75: CoC was relatively quick this month [18:11] joc 75: I have started to keep a record of all chapter attendances at CoC and other chapter duties online [18:11] joc 75: most of you should have received notice of where that is [18:11] joc 75: i was working off memory when I invited people to the gdoc [18:12] joc 75: CoC this month had 13 chapters in attendance [18:12] AeroAggie84: has joined the chat [18:12] joc 75: 7 chapters with reasonable reasons for not being there [18:12] joc 75: and 1 chapter in absence [18:13] joc 75: i'd like to reccomend that we start looking towards removal of that 1 chapter [18:13] Jedi8798: Which chapter? [18:13] joc 75: PSU [18:13] joc 75: I have had one point of contact with them in the last nine months [18:13] joc 75: and that was the AIAA president [18:14] joc 75: who is not in SEDS [18:14] rmmlg08: has left the chat [18:14] joc 75: basically I was told that it might reform [18:14] joc 75: but in the case that it does not reform [18:14] joc 75: i.e. no contact by the conference [18:15] joc 75: we're probably going to have to remove it from the list [18:15] joc 75: of active chapters [18:15] joc 75: is there a procedure for that? [18:15] Jedi8798: I believe this will be a first [18:15] joc 75: i.e. do we have to vote if they don't pay their dues? [18:15] joc 75: or do we just strike them from the list? [18:15] rmmlg08: has joined the chat [18:15] joc 75: and do we strike all chapters from the list who don't pay their dues by the conference? [18:15] joc 75: or do we just remove their right to vote? [18:16] Jedi8798: I open the floor for debate on this [18:16] Jedi8798: Opinions? [18:16] joc 75: to restate [18:16] joc 75: if chapters don't pay their dues...are they removed from the organization at the conference? [18:16] joc 75: or just suspended? [18:17] Jedi8798: Ryan G, would it be acceptable to 'suspend' their benefits until the next CoC meeting? [18:17] KellyMann10: I think that they should be suspended, just becuase it would be easier to restart if they arent completly removed [18:17] KellyMann10: "restart" as in dues [18:18] nyeerrmm: If theres nothing in the bylaws on it, i'd support suspension, it closes fewer doors, less hard feelings, so long as it doesn't cause us 501c3 issues [18:18] AeroAggie84: we could i guess.. [18:18] AeroAggie84: i mean i dont know exactly why thats something I can answer though [18:18] Jedi8798: how about this [18:18] Jedi8798: for the purposes of keeping it simple [18:18] Jedi8798: and 501c3 savvy [18:18] Jedi8798: By the November CoC [18:19] Jedi8798: if they havent paid dues then their removal will be investigated, [18:19] Jedi8798: with a vote of removal in December [18:19] joc 75: that would work [18:19] joc 75: all internal [18:19] Jedi8798: Since exec board is charged with policing chapters, I (or the future chair) will call for an investigation of the chapters [18:20] Jedi8798: then present the cases and give them a chance to defend themselves at the next CoC [18:20] Jedi8798: Work for everyone? [18:20] AeroAggie84: thats fine [18:20] KellyMann10: yeah [18:20] rmmlg08: sure [18:20] joc 75: yep [18:20] joc 75: to bring us back to PSU [18:20] Jedi8798: All in favor of following hte policy I just outlined? (Aye/Nay/Abstain) [18:20] joc 75: aye [18:20] rmmlg08: i [18:20] AeroAggie84: aye [18:20] KellyMann10: aye [18:20] nyeerrmm: aye [18:20] Jedi8798: aye [18:21] Jedi8798: motion carries. (6-0-0 [18:21] Benacorbin: present (since my vote doesn't count) [18:21] Jedi8798: Continue Darrell [18:21] joc 75: PSU [18:21] joc 75: are we going to start investigation them on them at the conference if they don't pay by the conference then? [18:22] joc 75: that's probably the simplest way to deal with it [18:22] Jedi8798: yup [18:22] Jedi8798: I would concur [18:22] joc 75: start the cleaning of the chapters that have fallen inactive at the start of the conference [18:22] joc 75: alright [18:22] Jedi8798: normally we would start it now, but it is simpler to lump it all together [18:22] joc 75: other item given to CoC [18:22] joc 75: is the benefits document [18:22] joc 75: they were fine with it [18:22] joc 75: i.e. no benefits document [18:23] joc 75: no tier system [18:23] joc 75: just vote by CoC for removal [18:23] joc 75: oh..one final item [18:23] joc 75: the group that was supposed to put together an RFI [18:23] joc 75: didn't [18:23] joc 75: so it did not go before CoC for vote [18:24] joc 75: and thus we are not submitting one as a national organization [18:24] joc 75: that's it for CoC summary [18:24] joc 75: questions? [18:24] Jedi8798: With no questions moving on.. [18:24] Jedi8798: I'll volunteer for CoC Rep for October [18:24] Jedi8798: Unless someone else wants to do it? [18:25] nyeerrmm: i didn't have my heart set on it [18:25] Jedi8798: k. Moving on [18:25] Jedi8798: Brian, Conference Financial report. [18:26] nyeerrmm: All right... I sent out the document earlier, right now its looking good [18:26] nyeerrmm: total income should be around $14,000, and total expenditures around $13,000 [18:27] nyeerrmm: the costs are much lower than before primarily because hotels are cheaper, and because we have fewer speakers. I felt it was more important to have time for meetings and elections and such [18:28] Jedi8798: Does this take into account professional registrations? [18:28] nyeerrmm: of course there are still some question marks, particularly the registration numbers. However, I think that the numbers i used are fairly conservative wrt past registrations [18:28] nyeerrmm: no, again, trying to be as conservative as possible i didnt include them [18:29] Jedi8798: k [18:29] nyeerrmm: the other big question mark is Jacob's donation. We decided that an in-kind donation would be easier due to the school's policies on student group contracts [18:29] Jedi8798: Jacobs donation? [18:29] Jedi8798: Could you elaborate? [18:29] nyeerrmm: im guessing what this will eventually end up as is they will purchase the bags, nametags, etc. for us [18:31] nyeerrmm: they are providing two speakers who are going to be interesting speakers rather than corporate shills, and are also donating significantly extra, on the order of $2000 [18:31] nyeerrmm: however, because of tax issues and the school's policy on student groups making contracts, its easier all around for them to directly purchase an item and donate it to us [18:31] nyeerrmm: i'm guessing this will end up being the registrant bags and nametags, although we're still working on this [18:32] nyeerrmm: they're particularly looking to see if they can get something for cheaper than we would be able to so everybody comes out ahead [18:32] nyeerrmm: does that make sense? [18:33] joc 75: yep [18:33] Jedi8798: On the bag giveaway notes [18:33] Jedi8798: you might want to ask Phoenix if they have mission stickers, etc.. that you could put in the bags [18:33] Jedi8798: since Peter is talking [18:33] nyeerrmm: all right, ill have keri check on that [18:34] Jedi8798: bag goodies are always nice [18:34] Jedi8798: Any questions for Brian? [18:34] nyeerrmm: finally, on the bottom, i have proposals for what to do if we end up with shortfalls or surplus, since $1000 surplus right now can disappear quickly [18:34] nyeerrmm: but ill have to decide on those when i get htere [18:34] nyeerrmm: questions? [18:35] joc 75: not from my end [18:35] Jedi8798: How are we looking scheduling wise? [18:36] Jedi8798: Everything going smoothly? [18:36] Jedi8798: I have your google doc up [18:36] nyeerrmm: everythings looking good [18:36] nyeerrmm: still need to fill in the spaces on there [18:36] nyeerrmm: im checking in with speakers this week to make sure everythings in order and will fill them out then [18:37] Jedi8798: k [18:37] Jedi8798: What sessions and outside of speaker activities are currently planned? [18:38] Jedi8798: ex: displays, etc... [18:39] Jedi8798: can someone reinvite brian? [18:39] Jedi8798: he got booted, but my computer says he's still here [18:39] nyeerrmm: has left the chat [18:40] nyeerrmm: has joined the chat [18:40] joc 75: done [18:40] nyeerrmm: has left the chat [18:41] nyeerrmm: has joined the chat [18:41] Jedi8798: What sessions and outside of speaker activities are currently planned? ex: displays, etc... [18:43] nyeerrmm: we have the career fair and poster session, meetings for our various areas (if one you want isn't listed let me know), elections, CoC, ISU luncheon... social/networking time [18:43] Jedi8798: Cool beans, thanks Brian [18:43] Jedi8798: any other questions for him? [18:43] nyeerrmm: has left the chat [18:43] nyeerrmm: has joined the chat [18:45] Jedi8798: Ok moving on [18:45] Jedi8798: Elections Committee [18:45] Jedi8798: Report on status/plan? [18:45] Benacorbin: yay! [18:45] joc 75: you have it [18:45] joc 75: we just need approval [18:45] joc 75: and we'll adopt it [18:45] joc 75: and then things move forward [18:47] joc 75: so...we need approval [18:47] Jedi8798: Has everyone read it? [18:48] KellyMann10: yeah [18:48] nyeerrmm: yes... i should hope [18:49] Jedi8798: have you decided who will post platforms out of the three of you? [18:49] joc 75: depends on how we're given platform posting power [18:49] joc 75: which is up to webmaster [18:49] joc 75: who should be implementing stuff [18:50] Jedi8798: hmmm [18:50] joc 75: looks like he's still implementing [18:50] joc 75: www.seds.org/elections [18:50] joc 75: we're going to divvy up tasks after this meeting [18:50] Jedi8798: Can you guys talk to Josh about the easiest way for you guys to get those up promptly? [18:50] joc 75: so we can certainly assign one person to post them [18:50] joc 75: we also need an email address [18:50] joc 75: or an online form [18:50] joc 75: one of the two [18:50] joc 75: right now Josh is working on the online form [18:50] joc 75: email address..I believe a request has been submitted [18:51] Jedi8798: deadline to submit platform to run by? [18:51] Jedi8798: (yeah the email addy is taking a while...) [18:51] joc 75: that's not on the list [18:51] joc 75: of deadlines [18:51] joc 75: point [18:51] joc 75: Nov. 7th [18:51] joc 75: well [18:51] joc 75: official running [18:52] joc 75: the plan mentions write-in votes [18:52] joc 75: are we going to allow that? [18:52] joc 75: problem is a small number of people don't decide to run until the day of the conference [18:52] Jedi8798: Should leave the option, but if they want to have as much exposure as the other canidates [18:52] Jedi8798: platforms, etc... [18:52] Jedi8798: and to be on the absentee ballot [18:52] joc 75: well yes [18:52] joc 75: anyone who decides at the last minute [18:53] joc 75: will not get a platform on the webpage [18:53] joc 75: and not be on the absentee ballot [18:53] joc 75: so the deadline for that is Nov. 7th [18:53] joc 75: I believe they should have the right to speak at the conference though [18:53] joc 75: ...also...are people allowed to write in a vote for someone who isn't running? [18:54] joc 75: ...I think that's a bad idea actually [18:54] Jedi8798: eh [18:54] Jedi8798: they have to be declared as running [18:54] joc 75: alright [18:54] Jedi8798: by the time of the vote [18:54] joc 75: anything else from the election plan? [18:55] Jedi8798: Define approximate time limits for the elections? [18:55] Jedi8798: as in 'brief time' [18:56] Jedi8798: to present platform, and then questions and answers can be more vague [18:56] Jedi8798: but the pulpit time, where they're talking about their platform should be nailed down more [18:56] joc 75: alright [18:56] joc 75: pulpit time define [18:56] joc 75: d [18:56] joc 75: check [18:56] nyeerrmm: i think that would be best to define that based on expected number of candidates [18:56] Benacorbin: 5 minutes MAXIMUM [18:56] Benacorbin: that too [18:57] joc 75: alright [18:57] joc 75: noted [18:57] joc 75: 5 minute max for now [18:57] joc 75: these rules and timelines are internal to the committee [18:58] Jedi8798: All in favor of the proposed elections plan and the proposed edits? (Aye/Nay/Abstain) [18:58] joc 75: aye [18:58] KellyMann10: aye [18:58] Jedi8798: aye [18:58] Benacorbin: when we had elections at UCF last year, some people tried to go on for 15 minutes, and since we didn't specify an official time limit, I couldn't legally stop them [18:59] nyeerrmm: aye [18:59] AeroAggie84: aye [19:00] Jedi8798: 5-0-1 [19:00] Jedi8798: motion carries [19:00] Jedi8798: Ryan you want to do your doc next? [19:04] Jedi8798: Anyone still there? [19:04] Benacorbin: yep [19:04] KellyMann10: here [19:04] Jedi8798: hmmm guess Ryan is frozen or idle [19:04] Jedi8798: Ok.... moving on to survey results [19:04] Jedi8798: So the surveys are due by tommorow [19:04] Jedi8798: I've recieved 14 surveys [19:04] Jedi8798: so far the results resemble last weeks [19:05] Jedi8798: except we're up to 849 members total in US, average chapter size is 50 members, and between all of our chapters we pull in over 70,000 worth of funding for space related projects and activities [19:05] Jedi8798: I'll have a detailed report next week. [19:05] Jedi8798: any last minute items? [19:06] joc 75: nice [19:06] Jedi8798: I would like to mention one thing I am trying to organize [19:06] Jedi8798: I've noticed alot of people have trouble convincing students to go to the banquets [19:07] Benacorbin: the banquets are always awesome! [19:07] Jedi8798: so I'm bouncing the idea off of Brian and Tim about having industry sponsored tables at the banquets [19:07] Jedi8798: for ISDC and SV [19:07] Jedi8798: kinda like the dinners with industry for career fairs [19:07] Jedi8798: where companies pay the admissions to the dinner for a table of students, and get to talk to the students, tell them about their company, answer their questions, etc.. [19:08] Jedi8798: Feedback/opinions? [19:08] Benacorbin: I don't understand, are these tables sponsored by companies for students to attend? [19:08] Benacorbin: like, Boeing buys 8 tickets and gives them all to students? [19:09] Jedi8798: boeing buys a table of say 10 seats [19:09] Jedi8798: 2 are for their reps [19:09] Jedi8798: 8 are for graduating juniors and seniors from SEDS [19:09] Jedi8798: or maybe all students [19:09] Benacorbin: ahh [19:09] Jedi8798: kinda a way to give the students exposure to your company, take resumes, etc... [19:09] nyeerrmm: like i said, ill talk to sponsors and see if they're interested, although it may be too late for this year... but bringing it up may make it easier for isdc or sv09 [19:09] Jedi8798: yeah [19:10] Jedi8798: I just wanted to bring up the idea [19:10] nyeerrmm: (like i said in a conversation with josh, sorry) [19:10] Jedi8798: not so much for SV [19:10] Jedi8798: which as brian says may be pushing it [19:10] joc 75: sure...you'd have to decide who selects the students [19:10] Jedi8798: but definetly for next summers conferences [19:10] Benacorbin: doesn't hurt to take a poll and see who'd be willing to do that [19:11] Jedi8798: K, so thats all for tonight [19:11] Jedi8798: 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 | 11/04 | 11/11 |
| 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 |
