To:asa-exec cc:annakben Subject:Minutes 09.06, 1999 ------- present:Alvar, JenC, JenB, Brian Lee, Jocelyn, Anna late:Brian Sniffen absent: Lex (excused), Riyaz (excused) agenda// 0.scheduling 0.5 summer wrap-up 1.midway aftermath 2.fall timeline 3.bulletin boards 4.rerecognition/derecognition 5.rerooming (SMAC ideas?) 6.fall GBM 7.Uberboard- Alvar 0) scheduling meetings: TUESDAY AT 9PM. every week until the GBM, **NOT TOMORROW** 0.5) summertime wrap-up: has mailing been paid for? yes. ASA is now in debt. Dean's office is supposed to pay for SAD. $ is coming. Bother dean's office to give us $. summer mailing to Grad students? (how to pay for it) *bring up at Spring GBM *document advice for next year for summer mailing party 1) midway aftermath 8 of the no-shows are our fault for not re-running the reaper 8 groups didn't ask for space in 1999. consider them for derecognition? NOSHOWS that checked in: *arial robotics (big space) *Black Theater Guild (theater area and ordered a TV- $40) *others- why didn't they show up? APR, Mujeras Latinas- checked in. we should let them get away with this. other groups- fine $100 for groups that punt Midway, (+TV order) none of these groups have early returns attached to them. send them rerecognition forms- temporarily derecognize them, fine form, must apply for rerecognition. due by GBM. JOCELYN and ALVAR if groups wish to appeal the fine, they can come talk to ASA. EARLY RETURNS: ALVAR will deal next week we will be fining groups like the Muses TV/VCR: cancelling of TV/VCR mixup with Student Cable we have all but four checks to pay for the TV/VCR rental- we're missing the $160 for those four rentals. find groups and make them pay. BGSA, MTG, Gamit, KSA- these groups had TVs and haven't yet paid for them. Midway charges: we have to draft a nice letter, cc to liz cog, dean bates, dean williams- 3 yrs. ago Orientation didn't pay for midway then more recently, Liz paid for midway $1500-$1600. There's no way last year's midway could have been less than $2000 So we should ask for $2500 budget for Activities Midway for next year- whoever is running midway shouldn't have to worry about the money to pay for it. funding should semi-permanently come from somewhere? maybe the UA should fund it (and GSC) **Matt sez: Roz should cough up $$ great for community, high scores on orientation surveys etc. **Jocelyn sez: we should have a permanent budget line for Midway and SAD. next year- should be just budgeted as $2500. ALVAR wants to make a binder. and put it in the locker, and have real paper copy also to play with. NEXT YEAR SUGGESTIONS: folk music dancers lend music systems 2 main organizers and 1 performance coordinator: DJ with speaker system in perf. area and 5 microphones this perf coordinator can make sure performance groups have a queue use Dance Mix Coalition? noise complaints: still loud, lots of people. a cappella groups were also very loud good idea: no speakers, no really we mean it. use headphones. enforce headphones. use saniwipes? use lobby to perform. The Marks are not cool. when they apply for recognition, we'll bring up their illegal postering, and it may hinder their recognition. AV should be changed to TV in the reaper. talk to AV and see if we can get headphones too. only way to have music is to have headphones from AV. central speaker systems should be the only ones aloud. CAC sucks JenB sez: no they don't. 2) fall timeline CHECK EMAIL TOMORROW MORNING so we can send out official mail TOMORROW. 35-225 GBM. maybe we can get 10-250, we have to bother scheduling we need to make arrow posters (it's a nice lecture hall) we'll make signs make web presentation like before- Alvar will bother his lab about getting projector/ appropriate AV equipment keep it on powerpoint or html Alvar will deal with it. Rerooming: JOCELYN will talk to Ted and we'll have office tours archives about rerooming are in the minutes- procedure in the private ASA part (Doug Wyatt wrote it) READ THEM BEFORE THE GBM ask Van, Doug and Russel why it is the way it is The Rules have to be set though because re-rooming is very political. in mail sent w/ GBM agenda- rerooming will be discussed. "tentative agenda" to be sent tomorrow points to discuss at the GBM Tuesday September 21st, 7:30pm: *more bulletin board space? NOT YET- don't mention it *election for member at large: Riyaz very ill- going back home. would be nice to get a frosh or soph to fill spot we will accept nominations ahead of time should suggest new or younger person would be better- describe the position *mention re-rooming *MEETING TIME: 7:30 *add that GBM is open to everyone. use quarter page ad. make creative ad JOCELYN, ANNA. *Useful things for student activities to know flyer- INTRODUCTION to GBM. summer update and explain what the ASA does and present our purpose. [*treasurer training should be mentioned in the email- edmund wants people to learn how to use SAP. how to apply for $ from finboard, how to account. use of financial offices at MIT. dates are being reserved for fall. Shuja and Matt?] *Mail Monster- put student group name on envelopes *make people hand in a summary of what they did last year- when we re-room. 400 tags that say "ASA ballot" (1/8 of ballot) and we check their name on the list (list of groups- new recognized groups filepath, abbreviation we use) 3) bulletin boards NOPE 4) recognitions Jocelyn recognized 12 groups (make recognition process more difficult) derecognize? pull groups that don't exist in the reaper- we can't thorw things away (we need to archive) suggest: file cabinets to protect us from legal liability we should have active files and inactive files summary archive files? prior: precedent is to keep stuff and NOT throw it out. weed down the active file- Brian Lee and Jocelyn- if not in reaper, not in CAC. should we keep a file if they're not in reaper? we will let lockerspace float into oblivion- do not tell I/S to kill locker. just clean out files. SUMMARY: keep big active groups in big file cabinet; alpha and in reaper small file cabinet; keep interesting info. and archives in alpha order many groups to consider for derecognition: should make them apply for rerecognition? or just derecog. if they don't show up to next GBM. architecture arab student org black theater guild boxing club bridge club MIT--> draper lab bridge club chess club (@midway) christian students association (@midway) [BRIAN will deal with Christian bulletin board files BRIAN will send out a "here's how to subscribe to this discuss meeting" (best way is to use emacs)] field hockey (punters) the hands club (amer sign lang. IAP seminar) Hindu students council Methodist Christian Fellowship -->LEM Midnight Players Mock Trial team (wanted lots of funding; cancelled Midway) Omega Psi Phi- fraternity OS2 Users Group (join retro computing society?) Philanthropic Association ($ to give away; not at midway) Pom Pom Squad (EXISTS!) PreMedical Students Assoc. Romanian Students Assoc. Russian Club Special Effects Club Student chapter of the Naval Architects and Marine Engineers (funded by OE) [class two groups don't get $ anyway, no big deal if they don't show up] [in "#####"ing a group from the reaper- they can't receive mail] [send "bad groups" to stand in "the corner" such that they only receive official mail- TABLE DISCUSSION TIL LATER] Student theater guild Team handball Volunteer Musicians- advice is to go thru PSC GOAL: clean out files and see who's left BRIAN LEE 5) Rerooming SMAC office- locking doors? keys to offices they shouldn't have keys to key issues? TABLE? 6) fall GBM- done earlier. we'll practice for it 7)ALVAR TOPIC UBER BOARD: finboard fun GSC, ASA and UA need to approach administration and request this This may be a good idea to do *this year* Luis, Matt, and other key players may be positive towards this idea. we should START doing this. develop plans w/ administartion- work WITH input from admin. consult admin (EDMUND) independance of the ASA? power & politics issues. NEXT MEETING: 9pm Tuesday in here, Sept.14th meeting adjourned 10:20pm. -----------------------------