2009 July 20 SEDS-USA Exec Transcript
From SEDSWiki
| SEDS-USA Executive Board Meeting, July 20, 2009 |
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Time: 9:00 PM EST
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Transcript
Basant Sagar (9:03:26 PM): Welcome to SEDS Exec Board chat room
Justin Graves (9:03:42 PM): happy July 20th
Grant Atkinson (9:03:48 PM): and to you to as well
Grant Atkinson (9:03:49 PM): asf
Basant Sagar (9:03:55 PM): and yay... it's the 40th anniv
Grant Atkinson (9:04:07 PM): so is it just the three of us so far?
Justin Graves (9:04:16 PM): roger
Grant Atkinson (9:04:25 PM): crud
Basant Sagar (9:04:29 PM): i guess everyone else is partying
Grant Atkinson (9:04:35 PM): so it would seem
Justin Graves (9:04:40 PM): wait here's matt
Matt Cannella (9:04:49 PM) has been invited.
Matt Cannella (9:04:51 PM) has entered the room.
Matt Cannella (9:05:00 PM): howdy all, sorry i'm late
Grant Atkinson (9:05:04 PM): np
Basant Sagar (9:05:07 PM): 4 people
Grant Atkinson (9:05:11 PM): we're almost at a majority of people present now
Grant Atkinson (9:05:19 PM): wait
Grant Atkinson (9:05:20 PM): not really
Matt Cannella (9:05:24 PM): haha. unfortunately i have to leave in about 20 minutes too
Grant Atkinson (9:05:25 PM): but at least four's something
Grant Atkinson (9:05:35 PM): should be quick with so few people
Matt Cannella (9:05:41 PM): indeed
Matt Cannella (9:05:50 PM): are we waiting a couple more?
Matt Cannella (9:05:54 PM): (minutes)
Grant Atkinson (9:06:03 PM): i'd be okay with starting now
Grant Atkinson (9:06:15 PM): after all, the only real issue to work is debating and looking over the bylaws
Matt Cannella (9:06:16 PM): me too
Matt Cannella (9:06:19 PM): kk
Basant Sagar (9:06:22 PM): k
Grant Atkinson (9:06:25 PM): any thoughts on the constitution to start off?
Grant Atkinson (9:07:54 PM): honestly i've been very busy this last week getting a test done at work and having my parents visit over the weekend
Grant Atkinson (9:08:05 PM): so i'm looking through it right now to see if anything catches my eye
Basant Sagar (9:08:15 PM): do we have a record of the amendments?
Justin Graves (9:08:21 PM): yeah I sorta of forgot was hw
Matt Cannella (9:08:29 PM): ditto^ I cold-flow tested my research rocket engine @ work today for the first time.
Grant Atkinson (9:08:53 PM): sweet
Basant Sagar (9:08:58 PM): and i kept simulating stuff in Matlab
Grant Atkinson (9:09:15 PM): but regarding the constitution...
Matt Cannella (9:09:16 PM): ^sweet
Matt Cannella (9:09:18 PM): right
Grant Atkinson (9:09:37 PM): the first thing that comes to mind for me is the procedures in the event of a mid-term election
Grant Atkinson (9:09:50 PM): since there seemed to be a lack of clarity in the case of the secretary election
Matt Cannella (9:09:53 PM): does it say i'm shared in it? I don't see it in my google docs
Grant Atkinson (9:10:41 PM): it says "not shared" in my google docs
Grant Atkinson (9:10:47 PM): i'm looking at one from June 29
Grant Atkinson (9:11:11 PM): was there a more recent constitution put online?
Matt Cannella (9:11:33 PM): idk
Grant Atkinson (9:11:50 PM): anyone else having trouble viewing it?
Grant Atkinson (9:12:50 PM): i'm assuming that's no?
Matt Cannella (9:12:58 PM): -agreed
Justin Graves (9:13:19 PM): is the one online more recent than the one ryan sent through email?
Grant Atkinson (9:13:37 PM): let me check
Matt Cannella (9:13:51 PM): <- in the email joch sent tonight, he stated the most "up to date" was one on google docs?
Basant Sagar (9:14:04 PM): ryan's 07/04 email has the latest one
Grant Atkinson (9:14:12 PM): looks like it
Grant Atkinson (9:14:18 PM): the only google doc consitution i see is from jone
Grant Atkinson (9:14:23 PM): june
Matt Cannella (9:14:40 PM): kk
Basant Sagar (9:14:51 PM): "ok, Google failboated with the conversion (as you guys have probably noticed)
A simple copy-paste seems to have resulted in much better results, so I have attached them. "
Grant Atkinson (9:15:21 PM): ok well for one thing we need a description of secretary in there
Grant Atkinson (9:15:30 PM): keep the descriptions of the executive board positions current
Basant Sagar (9:16:24 PM): yeah
Matt Cannella (9:16:55 PM): can someone send rick an invite?
Rick Hanton (9:17:10 PM) has entered the room.
Grant Atkinson (9:17:21 PM): coolz
Rick Hanton (9:17:27 PM): Hello all!
Grant Atkinson (9:17:30 PM): howdy
Matt Cannella (9:17:32 PM): dir. of publications descriptions is good
Grant Atkinson (9:17:38 PM): agreed
Grant Atkinson (9:17:55 PM): rick do you have any thoughts on the constitution or bylaws you'd like to share?
Rick Hanton (9:17:59 PM): What are we looking at?
Grant Atkinson (9:18:15 PM): the constitution and bylaws ryan sent earlier this month
Rick Hanton (9:18:20 PM): ok
Rick Hanton (9:18:38 PM): Not besides those shared a few weeks ago. I could dig those up.
Grant Atkinson (9:18:48 PM): np
Grant Atkinson (9:18:57 PM): those are in the archives
Grant Atkinson (9:19:24 PM): i've been mentioning that we need to make the descriptions of the executive board positions current and descriptive of what we actually do
Rick Hanton (9:19:40 PM): Cool.
Grant Atkinson (9:19:49 PM): and that there should be more clarity and detail in the election procedures for mid-term elections like the current secretary election
Rick Hanton (9:19:53 PM): Did anyone do edits in word and record the changes?
Grant Atkinson (9:20:04 PM): i haven't
Grant Atkinson (9:20:07 PM): has anyone else?
Rick Hanton (9:20:11 PM): (I did)
Justin Graves (9:20:38 PM): i haven't either
Matt Cannella (9:20:53 PM): i made some changes a couple months ago that ryan has added in the most recent edition i have
Matt Cannella (9:20:57 PM): but nothing as of late
Grant Atkinson (9:21:21 PM): i figure we can input the description we wrote of the secretary position for the election into the bylaws describing that exec board position
Rick Hanton (9:21:49 PM): What was the legal advice about changes from last week again?
Rick Hanton (9:22:54 PM): Oh yeah, just that we have to send changes to the lawyer: easy.
Grant Atkinson (9:24:59 PM): my opinion on unscheduled elections is that i'd like to have them be decided by a vote of chatper reps
Grant Atkinson (9:25:13 PM): right now the bylaws say that the chair appoints a candidate that is then ratified or rejected by CoC
Grant Atkinson (9:25:34 PM): i think it would be more direct just to have chapter reps vote directly
Grant Atkinson (9:26:13 PM): i'm assuming we'll also implement the new geographic region definitions into any revised bylaws
Matt Cannella (9:26:15 PM): or maybe a committe in
Matt Cannella (9:26:22 PM): the CoC for ratification?
Grant Atkinson (9:26:49 PM): chapter rep voting seems more democratic to me
Grant Atkinson (9:27:05 PM): if anything a committee seems to take the power out of the commons
Rick Hanton (9:27:08 PM): We could have it say that the chair may appoint a temporary person to fill the empty position maybe, but then chapters vote for a long-term fix.?
Grant Atkinson (9:27:16 PM): that could work
Matt Cannella (9:27:26 PM): i like that idea
Grant Atkinson (9:27:41 PM): that the new candidate is acting X-position until ratified
Basant Sagar (9:27:42 PM): the chair should have the power to appoint someone temporarily
Rick Hanton (9:27:51 PM): Then if someone is available immediately, they can help out until the problem is fixed.
Grant Atkinson (9:27:56 PM): yeah
Basant Sagar (9:27:56 PM): in order to get work done
Grant Atkinson (9:27:57 PM): makes sense
Rick Hanton (9:28:08 PM): So, do we need to vote on these changes or something?
Rick Hanton (9:28:17 PM): How do we change those documents?
Rick Hanton (9:28:29 PM): Just compile changes later and vote on the new one as a whole?
Grant Atkinson (9:28:35 PM): josh indicated in his email that he just wanted us to debate the issues
Rick Hanton (9:28:44 PM): ok, cool
Matt Cannella (9:28:46 PM): oh, well then i say we suggest that next time
Justin Graves (9:28:49 PM): wait how is this different from before
Grant Atkinson (9:28:52 PM): given that less than half the exec board is here i'm not sure we even have a quorum
Matt Cannella (9:28:53 PM): i've got to run, sorry guys. have a good night
Grant Atkinson (9:29:00 PM): g'night
Rick Hanton (9:29:02 PM): Bye Matt!
Rick Hanton (9:29:13 PM): Now we have even less ...
Grant Atkinson (9:29:17 PM): lol
Grant Atkinson (9:30:06 PM): the new proposal would be different in that the candidate for the position could get to work immediately
Grant Atkinson (9:30:13 PM): rather than having to wait to be ratified by CoC
Justin Graves (9:30:23 PM): ooh subtle
Grant Atkinson (9:30:25 PM): if i understand correctly what we're proposing
Rick Hanton (9:30:28 PM): Not necessarily.
Grant Atkinson (9:31:00 PM): it's still democratic in that the CoC has the ultimate say
Grant Atkinson (9:31:08 PM): but allows the work for that position to still be done
Grant Atkinson (9:31:16 PM): right?
Rick Hanton (9:31:37 PM): It should state that if desired, the president may appoint a temporary person to fill the vacant position. That position will then go through the election process and the new chair will be voted in. The temp may be one of the candidates for the position (not excluded).
Matt Cannella (9:31:43 PM) has left the room.
Grant Atkinson (9:32:16 PM): ok
Grant Atkinson (9:32:19 PM): makes sense
Rick Hanton (9:32:32 PM): I think that gives us more leeway. But, it means that the temp may NOT eventually get the position.
Grant Atkinson (9:32:40 PM): right
Rick Hanton (9:32:46 PM): Agreed.
Rick Hanton (9:33:00 PM): So did you guys go over the other position descriptions in the bylaws?
Grant Atkinson (9:33:30 PM): matt thought the director of publications description was good
Basant Sagar (9:33:53 PM): National Projects is good too
Rick Hanton (9:33:55 PM): Yeah, it's pretty good.
Rick Hanton (9:34:30 PM): Maybe the national projects might include some e.g. of the types of projects?
Rick Hanton (9:34:38 PM): Dunno, just an idea.
Rick Hanton (9:35:07 PM): Thoughts Basant?
Grant Atkinson (9:35:11 PM): something worth noting
Basant Sagar (9:35:35 PM): i think it's okay to keep the type of projects open-ended
Rick Hanton (9:36:08 PM): Yeah, I meant more in terms of an example definition to help the chair define what they might propose doing with their position.
Rick Hanton (9:36:39 PM): I think the Edu Outreach position gets way too specific.
Basant Sagar (9:37:05 PM): we might add one more task to National Projects
Grant Atkinson (9:37:14 PM): yeah
Grant Atkinson (9:37:20 PM): educatoinal outreach can be trimmed down
Rick Hanton (9:37:22 PM): What's that Basant.
Rick Hanton (9:37:23 PM): ?
Basant Sagar (9:37:35 PM): writing a periodical review of the status of all SEDS projects and their progress
Basant Sagar (9:38:00 PM): like, SEDS Projects Quarterly Report
Rick Hanton (9:38:08 PM): OK, I like that. Maybe something about disseminating that to the Alumni and Advisers too?
Basant Sagar (9:38:41 PM): yeah, that'd be very useful document for many purposes
Justin Graves (9:39:01 PM): for the time being Finance is good but things may need to be changed after endowment/501c3 stuff gets rolling
Rick Hanton (9:39:04 PM): Could ask for a report "at least 2 times per year" or something.
Rick Hanton (9:39:21 PM): Yeah, there may be added items for finance.
Basant Sagar (9:39:31 PM): yeah, 2 times a year is a good idea
Rick Hanton (9:39:45 PM): With the intention of a few more, but 2 at a minimum.
Basant Sagar (9:39:50 PM): "at least 2 times"
Basant Sagar (9:39:52 PM): yup
Rick Hanton (9:40:04 PM): Cool, well going back to Edu Outreach ...
Rick Hanton (9:40:18 PM): I think we need to kill the second paragraph.
Grant Atkinson (9:40:31 PM): yeah
Grant Atkinson (9:40:34 PM): way too specialized
Rick Hanton (9:40:40 PM): The "specialized courses in space studies" stuff is a bit out there.
Rick Hanton (9:40:59 PM): I do like the presentation materials part though.
Rick Hanton (9:41:29 PM): Maybe make the tweak "or assign a chapter the responsibility of creating/updating presentation materials"
Grant Atkinson (9:41:35 PM): yeah i'd be ok with keeping that
Rick Hanton (9:41:49 PM): (Should get Keri to do that)
Grant Atkinson (9:42:18 PM): I think the last sentence of the chapter affairs description isn't really relevant
Grant Atkinson (9:42:21 PM): "If feasible, the Director of Chapter Affairs is to contact each chapter twice a year in order to find out how the Executive Board can better serve the needs of the individual chapters. "
Grant Atkinson (9:42:26 PM): in light of CoC
Grant Atkinson (9:42:44 PM): other than that i think it works
Rick Hanton (9:42:48 PM): I think it is feasible to do a general survey like that.
Rick Hanton (9:43:16 PM): Sometimes chapters may just not vocalize something at CoC that they want us to help them with.
Grant Atkinson (9:43:22 PM): thing is though, chapters are encouraged to bring things like that up at CoC
Grant Atkinson (9:43:37 PM): it's something i could look into in that case
Rick Hanton (9:43:54 PM): Or even just asking how we could be better would be a good idea once or twice per year.
Basant Sagar (9:44:02 PM): esp. chapters that dont have reps on exec board
Grant Atkinson (9:44:15 PM): ok
Rick Hanton (9:44:32 PM): Or, if we contacted them directly, we could contact both reps and presidents, which may elicit a stronger response.
Rick Hanton (9:44:48 PM): (now that we have their e-mails)
Rick Hanton (9:44:59 PM): Go Grant Go!
Rick Hanton (9:45:01 PM): lol
Grant Atkinson (9:45:17 PM): lol
Rick Hanton (9:45:18 PM): We can ponder that though, maybe ask chapters about it.
Rick Hanton (9:45:34 PM): There ya go, next CoC: action item.
Grant Atkinson (9:45:37 PM): something i could bring up at the next CoC
Grant Atkinson (9:45:37 PM): yeah
Rick Hanton (9:45:49 PM):
Basant Sagar (9:46:02 PM): cool
Grant Atkinson (9:46:05 PM): that's all the thoughts i have for now
Rick Hanton (9:46:16 PM): I think going down to HS affairs that we were going to nix the "has to be a high school student" part?
Rick Hanton (9:46:18 PM): Right?
Grant Atkinson (9:46:50 PM): lol
Basant Sagar (9:46:53 PM): Ahh..
Grant Atkinson (9:47:04 PM): yeah given that our current DHSA is not a high schooler
Rick Hanton (9:47:13 PM): And another thought I was having Grant was that maybe we should add something that the Chapter Affairs Director should oversee the work of regional directors?
Basant Sagar (9:47:16 PM): unconstitutional
Basant Sagar (9:47:34 PM): :P
Rick Hanton (9:47:40 PM): If that is going to be a function of Chap. Affairs.
Grant Atkinson (9:47:51 PM): yeah
Grant Atkinson (9:47:54 PM): that makes sense
Rick Hanton (9:49:29 PM): It would be cool if we were able to ask Endowment Directors to meet more than once a year, but I don't know how useful or feasible that is.
Rick Hanton (9:49:55 PM) has left the room.
Basant Sagar (9:50:02 PM): once a year is fine
Grant Atkinson (9:50:15 PM): as far as i know once a year works
Basant Sagar (9:50:18 PM): and i guess, they meet at SpaceVision
Justin Graves (9:50:22 PM): yeah we are working on that
Justin Graves (9:50:45 PM): we have an idea of creating a subcommitee who meets more often
Grant Atkinson (9:50:47 PM): ...and then there were three
Rick Hanton (9:50:52 PM) has entered the room.
Rick Hanton (9:50:55 PM): test test
Grant Atkinson (9:50:59 PM): working
Rick Hanton (9:51:08 PM): Sorry, that was weird.
Grant Atkinson (9:51:20 PM): np
Grant Atkinson (9:52:53 PM): any other immediate thoughts on the constitution?
Rick Hanton (9:53:10 PM) has left the room.
Justin Graves (9:53:47 PM): no immediate thoughts but I review this week
Rick Hanton (9:53:54 PM) has entered the room.
Grant Atkinson (9:53:56 PM): me too
Grant Atkinson (9:54:08 PM): i'll let y'all know if i come up with anything else
Rick Hanton (9:54:22 PM): Sorry, the Panera wifi is trying to kick me off.
Rick Hanton (9:54:41 PM): How did elections go the other day Grant?
Grant Atkinson (9:55:11 PM): still haven't received any new ones
Grant Atkinson (9:55:23 PM): the current standings are Kendra 3, Bruce 9, Bonnie 0
Grant Atkinson (9:55:35 PM): there are seven active chapters who haven't voted
Grant Atkinson (9:55:41 PM): so it looks like Bruce is the likely winner
Rick Hanton (9:56:11 PM) has left the room.
Rick Hanton (9:56:16 PM) has entered the room.
Rick Hanton (9:56:21 PM): So, what was the vote?
Rick Hanton (9:56:28 PM): (sorry, another disconnect)
Grant Atkinson (9:56:38 PM): Bruce 9, Kendra 3, Bonnie 0
Rick Hanton (9:56:46 PM): Not a bad vote.
Grant Atkinson (9:56:49 PM): those are the current standings with seven chapters not yet voting
Grant Atkinson (9:57:00 PM): given those results it looks like Bruce is the winner
Rick Hanton (9:57:04 PM): Which 7? Could you tally on our spreadsheet?
Grant Atkinson (9:57:13 PM): sure
Grant Atkinson (9:57:19 PM): i sent an update last night
Rick Hanton (9:57:19 PM): Thanks.
Grant Atkinson (9:57:52 PM): np
Rick Hanton (9:59:03 PM): What about the stuff on "standing rules"?
Rick Hanton (10:00:01 PM): Does that need any changes?
Grant Atkinson (10:01:29 PM): seems to work to me
Justin Graves (10:02:42 PM): yeah i don't see a problem
Rick Hanton (10:02:59 PM) has left the room.
Grant Atkinson (10:03:43 PM): rick's internet is buggy
Rick Hanton (10:03:43 PM) has entered the room.
Grant Atkinson (10:04:09 PM): any other issues then?
Justin Graves (10:04:17 PM): yes
Justin Graves (10:04:41 PM): I was supposed to get approval for opening up the new BoA but
Justin Graves (10:04:46 PM): I guess I should wait
Rick Hanton (10:04:51 PM) has left the room.
Rick Hanton (10:05:10 PM) has entered the room.
Rick Hanton (10:05:38 PM): Sorry, back again.
Grant Atkinson (10:05:44 PM): what's the issue?
Rick Hanton (10:05:52 PM): Darn wi-fi keeps kicking me.
Rick Hanton (10:06:03 PM): Just keep going, are we good for today?
Grant Atkinson (10:06:22 PM): i have no further issues
Grant Atkinson (10:06:42 PM): justin, did you want to bring up an issue?
Rick Hanton (10:06:55 PM): I'm fine for now. I can try to get some time to compile changes this weekend unless other people want to work on that.
Justin Graves (10:07:07 PM): will did we want to vote on the opening of the account
Rick Hanton (10:07:14 PM): What account?
Grant Atkinson (10:07:23 PM): i would suggest no-go on voting right now with only four people
Rick Hanton (10:07:44 PM): I agree. But what account?
Justin Graves (10:07:51 PM): I am supposed to open a new BoA account filed with the non-profit status
Rick Hanton (10:07:56 PM): Ah.
Rick Hanton (10:08:06 PM): Can't just change the current one?
Justin Graves (10:08:26 PM): one minute
Rick Hanton (10:08:33 PM): Or is it because we are drawing from them for different purposes?
Justin Graves (10:10:57 PM): sorry had to do something
Justin Graves (10:11:09 PM): The lawyer advised against that
Justin Graves (10:11:26 PM): saying something about being a different entity before we would have
Justin Graves (10:11:47 PM): to get permissions for allow our previous donors before doing so
Rick Hanton (10:12:15 PM) has left the room.
Justin Graves (10:12:45 PM): *from all
Grant Atkinson (10:15:27 PM): so any issues with opening the new account?
Grant Atkinson (10:15:30 PM): or is that all?
Justin Graves (10:15:57 PM): its just that darell said we should official vote on opening it and
Grant Atkinson (10:16:22 PM): i'd say we should kick the vote back to the next meeting
Justin Graves (10:16:57 PM): it the balance is evey below $3000 to allow me to make a small purchase (<$0.05) to keep the account active
Justin Graves (10:17:20 PM): but I don't see that being a problem
Justin Graves (10:17:45 PM): since we will be receiving a check from elon soon
Grant Atkinson (10:18:05 PM): ok
Grant Atkinson (10:18:08 PM): sounds good
Grant Atkinson (10:19:11 PM): looks like rick's having trouble getting back on
Grant Atkinson (10:19:23 PM): if there are no other issues, let's go ahead and adjourn the meeting
| 2008-2009 SEDS-USA Meetings |
| Exec Board Minutes: 11/24 | 12/01 | 12/08 | 12/22 | 1/5 | 1/12 | 1/19 | 1/26 | 2/2 | 2/9 | 2/16 | 2/23 | 3/2 | 3/9 | 3/16 | 3/23 | 4/6 | 4/13 | 4/20 | 4/27 | 5/4 | 5/11 | 5/18 | 5/25 | 6/1 | 6/8 | 6/15 | 6/22 | 6/29 | 7/6 | 7/13 | 7/20 | 7/27 | 8/3 | 8/10 | 8/17 | 8/24 | 8/31 | 9/7 | 9/14 | 9/21 | 9/28 | 10/5 | 10/6* | 10/12 | 10/20 | 10/26 | 11/2 | 11/9 | 11/16 |
| Exec Board Transcripts: 11/24 | 12/01 | 12/08 | 12/22 | 1/5 | 1/12 | 1/19 | 1/26 | 2/2 | 2/9 | 2/16 | 2/23 | 3/2 | 3/9 | 3/16 | 3/23 | 4/6 | 4/13 | 4/20 | 4/27 | 5/4 | 5/11 | 5/18 | 5/25 | 6/1 | 6/8 | 6/15 | 6/22 | 6/29 | 7/6 | 7/13 | 7/20 | 7/27 | 8/3 | 8/10 | 8/17 | 8/24 | 8/31 | 9/7 | 9/14 | 9/21 | 9/28 | 10/5 | 10/6* | 10/12 | 10/20 | 10/26 | 11/2 | 11/9 | 11/16 |
| Council of Chapters Transcripts: 12/3 | 12/15 | 1/28 | 2/25 | 3/25 | 4/29 | 5/30 | 6/24 | 7/29 | 8/25 | 9/30 | 10/28 | 11/15 |
