Minutes March 14, 2000 present: Anna, Philip, Jocelyn, JenBerk, JenChung, Brian, Lex, Alvar absent: Ariel **agenda- derecognitions new group recognitions rooming aftermath Notes from PubBoard meeting Random ideas for next year's ASA, long-term suggestions SMAC update brief bit on Lock issues SAD/Summer Mailing Financing the SAD ASA Financial Status update GBM "to do" list --- Office Hours minutes appended to meeting minutes. (Chrisitian Bulletin Board) *Derecognitions ----------------- Association of Downhill Winter Sports- (the president said the club doesn't really exist) Freestyle Wrestling Club Real Estate Club AIAS Baptist Student Fellowship Buddhist Association at MIT (The sole member said 'fine, derecognize us') Colombian Association of MIT Cricket Club Salsa Club CTY Alumni Association *New group recognitions ----------------------- --Middle Eastern Club took back their constitution to fix problems. (Not recognized for now) --Dan Hang Yoga Club (explained WHY their yoga is special. we returned their constitution for fixing) --MIT Chapter of the Boston Campus Action Network- (Why do they need recognition? What are they going to DO? We'd like some clarity on what their plans are) Anna outsloaned the Charles River Club- Ning Zhao has gone away :( Ballroom Dance Club rewrote their constitution and submitted it to ASA. It has some non-ASA-compliant stuff, so we're returning their constitution for fixing. *Rooming aftermath ----------------- IFC: We would like to meet with Dance Troupe and IFC officers (1 ASA person?) Draw up something that they both sign. We want GSP to move into Thistle after Princess IDA, which means we need to talk to Thistle and VooDoo. *notes from the PubBoard meeting- thank you Katie O'Dair! -------------------------------- VooDoo is psyched to have other small publications with them. They are also psyched to get VooDoo's Thistle computer (which was purchased by the Deans). We should get Katie's permission to repo the Thistle computer. Furniture for the Acapella Office? Update the Walker Memorial Student Activities mailing list. Send out the minutes to all the people who didn't attend the rerooming meeting. *from the Publications meeting: Corporate sponsorship for web sites: MIT's official stance, it must benefit the community (including Student Activities), so it's okay, but don't run a business out of your dorm room (doesn't jive with the tax policies). also, SIPB has public scanner services, including N42 and Bldg 26 NMC, which publications can use. *IDEAS & SUGGESTIONS: --------------------- Jen Chung, Philip, Brian, Alvar and other cool re-running ASA people take note;) ASA's Internal Policies that should be enforced next year, Constitution should be updated and revised as necessary- next fall? another idea- perhaps, every ASA person should be in charge of certain categories of ASA groups. Something like Finboard Liaisons. Would make ASA better informed about campus activities and what current problems are. People should not miss a lot of meetings, so we might want to enforce ASA policies of unfulfilling of duties. (If you miss 3 meetings, you can be voted out by the ASA). However, now we're meeting pretty often, so we've been lenient. When the new Dean for Student Life is elected, be prepared to have the ASA take on additional and more important responsibilities... activites and investment in student life are important and ASA should advocate for this as the student group official umbrella organization. Sure, the UA should do this to, but the ASA has a better sense of student activity status- lack of facilities with specific examples etc. another Random idea Funding to watch Mission Impossible 2 (comes out in May) for the ASA Exec, in celebration of a year of doing the impossible... -putting another group into the IFC office, -renovating the SMAC office, -re-keying the student center, -getting more bulletin board space, -having an organized and not extremely chaotic Midway (thank you Alvar and Riyaz!), -not being in the red at this point in the year and -keeping new group recognitions to a reasonable level. *SMAC update ---------- Anna needs to get labelling supplies. Lock shop needs to put on hasps. When are they going to do this??? They need to be bugged. Once Phys. Plant puts on the hasps, activities will have to get their own padlocks. We can buy an Omni lock from the SMAC funds, which reduces the prices for lots of other student center omni locks- specifically Technique which wants to get an omni lock for the front door. JEN CHUNG will get in touch with those groups who didn't show up at the previous GBM. yeah smack-down! Ted found 3 file cabinets, they are now in a Walker closet. We should use these for student group furniture. We will also check out freestanding shelves from Staples. Anna wants to get rid of the 4th floor activity office curtains because they're gross and bad for air quality. They have accumulated 50 years of dust and are probably giving all of us cancer. *Lock issues- ------------ 6 groups or so want an actual change in their physical lock. Groups will get to choose combo vs. primus Lex is still trying to get the proposal passed. Stay tuned. *SAD/Summer Mailing --------------------- Include the index of the SAD in the summer mailing, but not the actual SAD because people don't bring it with them to campus, because we won't know we have funding at that point and because it's a tight deadline to meet with the end of the term approaching. PHILIP is in charge of the SAD We need to have concrete numbers of how many books we need to print (grad students, undergrad students) We also need to ask various offices how many copies they want this year- and set those aside: designating boxes to the different organizations so that the GSC or anyone else doesn't accidentally give out all of the SADs that other people ordered like last year (; sorry luis! Additionally, when the SADs come in, the boxes should go straight into the ASA office and be locked up. We could put the SAD online in PDF format, but admissions seems to have issues about having group information available online to pre-frosh (maybe they're worried about extropians?) Should groups submit in eps or pdf or some other kind of file? *Financing the SAD ------------------ PHILIP will meet with Margaret, get an account number and something in writing that allows us to get reimbursed for SAD. We cannot allow ourselves to be screwed on the SAD money. (How can we make it cheaper? We need 2000 copies. Lighter weight paper, 2 color cover, proper binding.) We want submissions by April 11th- people should turn in their submissions at the GBM. Drop dead date is Patriot's Day Weekend. They should email asa-directory and send paths. *ASA Financial Status update --------------------------- How do we get money? This is from Katie and Jocelyn. There is a 10K upper discretionary fund that was allocated to UA and GSC. We want UA and GSC to give it to us. Lex thinks it might work, and we need to talk to Luis to see if we can make this work on the GSC side. Sumit will probably give us the money, but it might take too long to get money through him because of the GSC process. Philip should tell Margaret: We are worried about ASA's sustainability post Margaret/Roz, especially with officers in transition after elections. NEXT MEETING: March 28th 9pm (office hours 8pm) to discuss- Grains of Rice, updates, SAD *GBM to do list: -------------- ***Adding a new member to exec We cannot elect the new member at the Spring GBM, but we can appoint one after it has been approved. We will thus keep a list of names of people who lost the member-at-large and encourage them to re-run at Fall. Why add a new member? With the expanding role of ASA, the work is increasingly rapidly. More people will mean a more reasonable time-commitment/work pressure. We should encourage good people who we know to run for ASA. Specifically, each person should find one other good person to run- especially for big offices. *Jen Berk* should write the constitutional amendment by the week before ASA GBM. PUBLICITY for General Body Meetings -- we will run tech ads to try to get everybody who is interested in Student Activities involved. Timeline: ad to solicit people to run for ASA office should go in next Tues, april 4th and next Fri, april 7th before the GBM. Also, ADVERTISE FOR NEXT GBM. Posters as reminders. We will look at the possibility of getting 26-100, but ANNA will do this so as not to overburden Jocelyn. ********************************************** NEXT MEETING: March 28th 9pm (office hours 8pm) to discuss- Grains of Rice, updates, SAD ******************************************* --- Office hours Minutes United Christian Orientation says: This is history of the Chrisitian Bulletin Board as they know it: In 1996, there was an application for BB space from all the UCRO groups. When approved, they assumed that ASA did not allocate any of the space who did not apply for bulletin board (i.e. the rest of the so-called Christian groups) Current bulletin board is the integration of the Tech Catholic Community and the United Christian RO board. Removed other Christian groups' posters because they were not officially authorized to use the space. Because of theological differences, LEM has agreed that it is not part of UCRO. The same thing applies for Latter Day Saints, etc. We said: Now we have a group of groups who want equitable distribution of bulletin board space. UCO: It would be nice to restore the situation back to the 1996 situation, and allocate a different space for the rest of the groups, "rest of groups" being: CSA: Might be affiliated with Boston Church of Christ (cultish?) Latter Day Saints- Mormon Lutheran-Episcopal Ministry? We said: Suggestion, next renovation, change 'Christians at MIT' to 'United Christian Organization' Thus, LEM and Latter Day and CSA should request board space individually...