2009 July 27 SEDS-USA Exec Transcript
From SEDSWiki
| SEDS-USA Executive Board Meeting, July 27, 2009 |
|
Time: 9:00 PM EST
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[20:09] Ryan McLinko: so we'll get started
[20:10] Ryan McLinko: so, coc this wed
[20:10] Ryan McLinko: basant is rep
[20:10] Basant Sagar: yup
[20:10] Ryan McLinko: basant, do you have any concerns regarding familiarity with any items for it
[20:11] Basant Sagar: i guess i've to talk abt all exec decisions since last coc
[20:12] Rick Hanton: Also send an e-mail about that to the Rep list.
[20:12] Rick Hanton: today if possible.
[20:12] Basant Sagar: okay
[20:12] Ryan McLinko: basant, are you fine assembling that list; otherwise, you know whom to ask
[20:12] Basant Sagar: yeah, i'm fine
[20:12] Ryan McLinko: the only concern I have regarding the agenda is item #2
[20:13] Rick Hanton: Check the meeting minutes, they're now up to date too.
[20:13] Basant Sagar: i'll email by early morning
[20:13] Ryan McLinko: since I'm not sure it was ever cleared up as to what the "regional committee" was doing
[20:13] Ryan McLinko: ie if it was a "conference committee" or "regional committee"
[20:13] Ryan McLinko: at this point, if it's not, I'm fine just letting it be resolved on wed
[20:13] Ryan McLinko: but just wanted to put that out there
[20:13] Ryan McLinko: any other concerns?
[20:14] Ryan McLinko: ok, moving on
[20:14] Rick Hanton: I think Grant tried to clarify that once, Ryan.
[20:14] Ryan McLinko: yeah, but I never saw any response to that
[20:15] Ryan McLinko: endowment update
[20:15] Ryan McLinko: justin, go ahead (with the acct side)
[20:15] Ryan McLinko: and I'll fill in as necessary
[20:15] Justin Graves: okay
[20:15] Justin Graves: so right now there is a BoA account
[20:16] Justin Graves: we have been accepting donations
[20:18] Ryan McLinko: [sry, side conversation w/justin]
[20:18] Justin Graves: by the end of the month FLTC will open up a t-bank account
[20:18] Justin Graves: which will be the official endowment fund acount
[20:19] Rick Hanton: [What does a t-bank account stand for?]
[20:19] Justin Graves: darrell?
[20:19] Darrell Cain: my understanding was T-Bank was just a bank they were comfortable using. We had gotten the go ahead to use BoA as an "operating" account
[20:19] Darrell Cain: the actual "endowment" account is managed by FLTC
[20:20] Darrell Cain: whether or not they use a bank account to manage that money is up to them
[20:20] Darrell Cain: if they do
[20:20] Darrell Cain: they'll use T-Bank
[20:20] Darrell Cain: think it stands for "Texas Bank"
[20:20] Darrell Cain: it's a bank they have a good relationship with
[20:20] Darrell Cain: when we request funds from the endowment and get the proper signatures from our board
[20:20] Darrell Cain: then they will transfer money from the endowment account to the BoA account
[20:21] Rick Hanton: Cool, figured as much.
[20:21] Ryan McLinko: in other news related to the Fund, we are going to be starting up a new fudnraising drive
[20:22] Ryan McLinko: with the help of john, will, bob
[20:22] Ryan McLinko: and want to set up some form of board of trustees meeting at sv; which, along with an email that will be send out shortly to them, will bring them up to speed
[20:23] Ryan McLinko: any further questions on status of endowment (I know that was rather terse)?
[20:23] Darrell Cain: yeah...Justin
[20:23] Darrell Cain: that "end of the month" quote
[20:23] Darrell Cain: was that based on what I said?
[20:23] Darrell Cain: or did you get that estimate from someone else as well
[20:24] Justin Graves: yeah I am going off what Mr cohen said
[20:24] Darrell Cain: cool
[20:24] Darrell Cain: alright...just wanted to make sure the sources were correct so we can keep things moving on the paperwork side
[20:24] Justin Graves: but that was before the telecon
[20:25] Darrell Cain: now that we have the BoA account we have a little wiggle room around that deadline
[20:25] Darrell Cain: it just needs to get done soonish
[20:25] Darrell Cain: that's all from me
[20:26] Ryan McLinko: ok, moving on to the next point
[20:26] Ryan McLinko: finance vote, which was concluded over email
[20:26] Ryan McLinko: justin:
[20:27] Justin Graves: the results were 8-0-2
[20:27] Justin Graves: with two of the yeas being conditional
[20:28] Ryan McLinko: conditional on?
[20:28] Justin Graves: I think rick wanted me to check out other banks first
[20:28] Justin Graves: and matt wanted to know more about the purchases
[20:28] Ryan McLinko: ok
[20:29] Justin Graves: and about that, the purchases are a way to waive the monthly fee
[20:29] Ryan McLinko: so have you resolved those items with themn
[20:29] Rick Hanton: It's also waived if the account is over 3,000 too right?
[20:29] Justin Graves: that's correct
[20:29] Justin Graves: I never heard from matt though
[20:29] Ryan McLinko: which is already taken care of
[20:30] Rick Hanton: Any thought besides BoA?
[20:31] Justin Graves: well I looked into Wells Fargo as you suggested but the appeared to be very comparatable
[20:31] Ryan McLinko: justin, it sounded from your email that it was financially in favor of BoA, right?
[20:32] Justin Graves: yeah
[20:32] Ryan McLinko: ok, other concerns on that (sounds like no other bank suggestions)
[20:33] Ryan McLinko: ok, next up: constitution edits
[20:33] Ryan McLinko: I believe rick was taking point on this (him and josh): rick?
[20:34] Rick Hanton: Ok, not seeing the financial difference in banks ...
[20:34] Rick Hanton: But, going on.
[20:34] Rick Hanton: I chalked up a few edits from last week.
[20:34] Rick Hanton: Mainly that we need to make some changes to the unscheduled elections section.
[20:35] Rick Hanton: Probably to give the power more to chapters than to the President.
[20:35] *** Your previous message has not been sent. Reason: Maximum length (232) exceeded. You can recall the last message typed with Ctrl-Up or Up, depending on settings.
[20:35] Rick Hanton: We thought it should state that if desired, the president may appoint a temporary person to fill the vacant position.
[20:35] Rick Hanton: That position will then go through the election process and the new chair will be voted in. The temporary chair may be one of the candidates vying for the position.
[20:35] Rick Hanton: Thoughts on that?
[20:36] Ryan McLinko: so, basically what we did this time, but with the ability to appoint a tempie
[20:36] Ryan McLinko: sounds good to me
[20:36] Rick Hanton: yup
[20:36] Rick Hanton: Figured that was kinda the origional intention.
[20:36] Ryan McLinko: ok, was this in the bylaws or constitution
[20:36] Rick Hanton: uhhh
[20:37] Ryan McLinko: b/c if it is constitution, then we need to vote on it and then bring to coc
[20:37] Ryan McLinko: rather than us just voting on it (if bylaws)
[20:38] Rick Hanton: It is actually detailed partially in both.
[20:38] Rick Hanton: We were looking mainly at bylaws though.
[20:38] Ryan McLinko: ok, well if we're changing wording in constitution, then we need to follow those procedures
[20:38] Rick Hanton: Huhuh, they're currently contradictory.
[20:39] Ryan McLinko: ok, so does everyone understand what rick is proposing?
[20:39] Ryan McLinko: if so, we'll vote for the constution and bylaws to be modded to fit this
[20:39] Ryan McLinko: fix it by wed
[20:39] Ryan McLinko: nad then coc can vote on it then
[20:39] Rick Hanton: Actually the main change would be the bylaws.
[20:40] Rick Hanton: Not sure if the constitution actually needs the change.
[20:40] Rick Hanton: We can just specify the temp stuff + update procedures in the bylaws.
[20:40] Rick Hanton: Everything else should hold just fine.
[20:40] Ryan McLinko: ok, fair enough
[20:40] Rick Hanton: (see article 3 section 7 of constitution)
[20:40] Rick Hanton: What's the bylaw change procedure?
[20:41] Ryan McLinko: exec has to vote it in
[20:41] Rick Hanton: okey dokey
[20:41] Ryan McLinko: so, all in favor of bylaws amendment as proposed by rick:
[20:42] Rick Hanton: (e.g. Striking 3.2 and making 3.3 temp plus adding stuff about a main election by chapter Reps in section 3)
[20:42] Basant Sagar: aye
[20:42] Josh Sosa: aye
[20:42] Justin Graves: aye
[20:42] Rick Hanton: aye
[20:42] Keri Bean: aye
[20:42] Ryan McLinko: ok, so 6-0-0
[20:42] Rick Hanton: Cool.
[20:42] Rick Hanton: Ok, going on...
[20:42] Ryan McLinko: did we ever vote in the regional change stuff at a previous meeting?
[20:43] Rick Hanton: Not sure we did.
[20:43] Rick Hanton: Shall we?
[20:43] Ryan McLinko: might as well
[20:43] Ryan McLinko: rick, go ahead and post the latest region proposal
[20:44] Rick Hanton: Hold one
[20:45] Rick Hanton: Regional leaders will meet under the Director of Chapter Affairs and the Expansion and High School directors will also be expected to attend those meetings.
[20:45] Rick Hanton: I think that was the thought and I motion that we add that to the bylaws.
[20:45] Ryan McLinko: ok, and the definition of what states are in what regions
[20:46] Ryan McLinko: I don't think we ever put that in either
[20:46] Rick Hanton: Oh god, you're gonna make me dig...
[20:46] Ryan McLinko: sry, if I had my laptop up rather than at work, I'd just do it
[20:47] Rick Hanton: http://docs.google.com/View?id=dg8dr9ck_8gsb8s5fq
[20:47] Rick Hanton: Like that (the second one)
[20:47] Ryan McLinko: ok, cool
[20:47] Ryan McLinko: I think that should be pretty clear
[20:47] Ryan McLinko: all in favor of the addition and amendment to the bylaws:
[20:47] Rick Hanton: aye
[20:47] Basant Sagar: aye
[20:47] Justin Graves: aye
[20:47] Keri Bean: aye
[20:47] Josh Sosa: aye
[20:48] Ryan McLinko: 6-0-0
[20:48] Ryan McLinko: ok, rick, what nesxt
[20:48] Rick Hanton: Ok, going on...
[20:49] Rick Hanton: I'll just go over some stuff and we can vote on it as a lump-sum.
[20:49] Rick Hanton: First off, we're adding the position info on Secretary to the bylaws.
[20:49] Rick Hanton: It is already mentioned in the Constitution to my knowledge.
[20:49] Rick Hanton: Next, we want to cut the very specific middle paragraph under educational outreach chair.
[20:50] Rick Hanton: That's in 1.7 for those following along.
[20:50] Rick Hanton: Next, Basant asked if we could add a periodic report on projects to the Project Chair's job (2x a year at least)
[20:51] Ryan McLinko: who is that a report to
[20:51] Rick Hanton: To the exec board and chapters how about.
[20:51] Basant Sagar: to the exec board and our board of trustees
[20:51] Ryan McLinko: 2xyear seems kinda week
[20:51] Ryan McLinko: to exec
[20:51] Ryan McLinko: to trustees is probably fine
[20:51] Rick Hanton: We wanted to baseline it.
[20:52] Ryan McLinko: ok
[20:52] Basant Sagar: it's good to have a formal doc in place
[20:52] Rick Hanton: They could do it 12 times a year if they prefer.
[20:52] Ryan McLinko: ok, moving on
[20:52] Rick Hanton: 4x is probably optimal because it could be in Nova.
[20:52] Darrell Cain: wait
[20:52] Darrell Cain: as an observer
[20:53] Darrell Cain: I'd like to caution sending excess reports to the trustee board
[20:53] Rick Hanton: I'd say just put them in Nova and make sure we are offering that to them.
[20:53] Ryan McLinko: well, anything to trustees should be going through the trustees rep
[20:53] Ryan McLinko: ie vice chair
[20:54] Ryan McLinko: actually, we should probably formalize that as well
[20:54] Rick Hanton: Does anyone have a definative thought on that?
[20:54] Darrell Cain: I'd suggest against putting it in the bylaws that they get a copy of the report
[20:54] Darrell Cain: it should be up to the trustee contact person
[20:54] Ryan McLinko: agreed
[20:54] Rick Hanton: I'm with Darrell.
[20:54] Rick Hanton: Cool with that Basant?
[20:54] Basant Sagar: yup
[20:55] Ryan McLinko: ok, so that was two items:
[20:55] Rick Hanton: Hold up there Tex.
[20:55] Rick Hanton: Ok, the last thing for this vote-in is that the director of High School Affairs should be allowed to be a non-high school student (especially in the current absence of HS chapters).
[20:56] Rick Hanton: Ok, to clarify the last 3 things:
[20:57] Rick Hanton: All of which pertain to the Bylaws.
[20:57] Rick Hanton: We have the addition of the Secretary position (Grant was working on description).
[20:58] Rick Hanton: Cut of middle outreach chair paragraph.
[20:58] Rick Hanton: Periodic (suggested 2 times/year min) report by the Project Chair to the exec board (and CoC?)
[20:59] Rick Hanton: And HS Affairs doesn't need to be a High School student.
[20:59] Ryan McLinko: and vice chair as PoC with Trustees
[20:59] Rick Hanton: We'll make CoC and trustees suggested.
[20:59] Ryan McLinko: (I want to make sure that's still there for when I'm gone)
[20:59] Rick Hanton: So, I would like to call a vote on these changes.
[21:00] Ryan McLinko: ok, on the above mentioned changes (timestamped PST 1857-1859):
[21:00] Ryan McLinko: all in favor:
[21:00] Rick Hanton: aye
[21:00] Basant Sagar: aye
[21:00] Josh Sosa: aye
[21:00] Keri Bean: aye
[21:00] Justin Graves: aye
[21:01] Ryan McLinko: 6-0-0
[21:01] Ryan McLinko: pl. ,pvomg pm
[21:01] Ryan McLinko: starter website project update
[21:01] Ryan McLinko: rick, josh:
[21:01] Rick Hanton: Ok
[21:02] Rick Hanton: Well, Josh says I should talk.
[21:02] Rick Hanton: So, here goes more talking:
[21:02] Rick Hanton: I did send out this e-mail about the idea of letting groups start their own wordpress blog easily
[21:02] Rick Hanton: off of the SEDS.org site to easily have a group website.
[21:02] Rick Hanton: I haven't gotten many responses back about interest.
[21:03] Rick Hanton: But we did have BU SEDS ask today (maybe yesterday) and I just set them up with a site at seds.org/bu/
[21:04] Rick Hanton: Anyhow, so we currently have University of Michigan, Boston, and possibly Iowa State (woot woot)
[21:04] Rick Hanton: setting up a site there or at least looking at it.
[21:05] Rick Hanton: Hopefully it can be a helpful thing for some of the new chapters like UM-SEDS that aren't as organized yet.
[21:05] Ryan McLinko: ok cool
[21:05] Ryan McLinko: I'pm sure a few successfull ones will kick-start that
[21:05] Rick Hanton: yup
[21:05] Ryan McLinko: anything else on that?
[21:06] Josh Sosa: nope
[21:06] Rick Hanton: Oh yeah, and seds.org visits look to be down this year btw, so maybe that will help.
[21:06] Ryan McLinko: ok, rockoon update; basant:
[21:06] Basant Sagar: ok
[21:07] Basant Sagar: At this point, I'm still looking for sponsors
[21:07] *** Darrell Cain has left the chat.
[21:07] Basant Sagar: didnt get a response from orbital or jacobs
[21:07] Basant Sagar: stratofox will work with us abt the logistics of the contest
[21:07] Basant Sagar: next, step is to contact black rock abt the location
[21:08] Basant Sagar: which i'll do pretty soon
[21:09] Basant Sagar: that's all for now
[21:09] Basant Sagar: questions?
[21:09] Rick Hanton: Are we still looking at next Spring/Summer?
[21:10] Basant Sagar: yup
[21:10] Basant Sagar: that's our schedule
[21:10] Basant Sagar: and i expect all teams to be ready by then
[21:11] Ryan McLinko: ok, before calling for final items; for the record:
[21:12] Ryan McLinko: -josh called me back and ames is failing at interwebs again, so that's why he's not on
[21:12] Ryan McLinko: -dan pastuf IM'd me saying that Matt is in the middle of a (so far) successful test firing
[21:12] Ryan McLinko: that said, any other items for tonight?
[21:13] Ryan McLinko: guess not
[21:13] Rick Hanton: hold
[21:13] Rick Hanton: Just FYI, I was IMing with Michigan SEDS today and they're pretty much ready to go.
[21:14] Rick Hanton: I have their chapter info and will e-mail it out to you (for chapter lists and such), but they will not be a chapter until they pay their dues.
[21:14] Rick Hanton: I'm not certain but they may hold off on doing that until the regular dues time (to avoid paying twice).
[21:14] Rick Hanton: Anyhow, just FYI: One more chapter = awesome!
[21:15] Keri Bean: I'll be touring Michigan some time this fall
[21:15] Rick Hanton: (And Boise State guy is also working hard)
[21:15] Keri Bean: so I can meet with them when I go
[21:15] Rick Hanton: Yeah, you can look into the contact info I send out.
[21:16] Ryan McLinko: ok, that all?
[21:16] Rick Hanton: Oh, and I'll try to get with the new Secretary to have him do the minutes.
[21:16] Rick Hanton: So they may not be up for a little bit fully.
[21:16] Ryan McLinko: ok, so you will pass on xscript to him, right?
[21:16] Rick Hanton: Yup, I will throw just that up there solo or something.
[21:17] Ryan McLinko: ok, last call for items for tonight then?
[21:18] Basant Sagar: no
[21:18] Ryan McLinko: ok, meeting adjourned
