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Subject: minutes, 24.8.2000
Date: Thu, 24 Aug 2000 22:10:41 -0400
From: mmrr <jsmthng@MIT.EDU>


present: Philip, Jocelyn, JenY, Susan, Alvar, JenC, Jon
absent: JenB
excused: Brian, Jessica

ASA Minutes, 24 August 2000
Special Office Cleaning Edition

1. New Group recognitions
   A. DanZan Ryu Jiu Jitsu Club
      - technical problems
      - officer duties, hardship clause
      - pres e-mail: peilei
      - JenC will write e-mail

   B. RPGers Registry
      - conflicts with Strategic Games Society
      - better definition of membership
      - pres e-mail: jimmbswu
      - Philip will send e-mail

   C. Karaoke 19
      - Why do they need ASA recognition?
      - Has same people on signature list as RPGers Registry -- sketchy.
      - better definition of membership, officer election date
      - Philip will include this in the same e-mail

   D. MIT Students for Choice
      - 5/50%, hardship, distinct mit students, officer election process
      - pres e-mail: ilana@Mit.edu
      - Philip will send e-mail

   E. Snowboarding
      - wait for them to turn in a form

2. New Group Recognition Process
   - <punt to later in meeting>

3. Rush violations
   A. The Tech
      - They were Bad. Bad, bad, bad.
      - Jocelyn, Philip, Alvar are meeting with them tonight.
      - Jon is staying out of this.

   B. Folk Dance Club
      - moot!

4. Bulletin Boards
   - report cards have been sent
   - reassigned: 50K, Lebanese -> CSSA, BWA
   - got requests from Greens Party, but they have to wait in line
   - SEDs also have to wait
   - bad (warnings issued): Counterpoint, NSBE

5. Midway
   - "You should come. It's going to be cool." -Jon
   - The Banner Gets Unfurled.
     - Philip thought it was a big triangular thing
     - Jocelyn thought it was a giant Toblerone bar
     - It comes in four different colours!
     - Susan likes the silver
     - There is applause
     - Jocelyn wishes she had a camera, and comments that this is a
happy font
   - JenC should get 20 feet of red ribbon, + sharp scissors
   - Have to remind rest of Execboard that ASA should have posters -
JenC will be dealing (for ASA tables)
   - Exec should group up at noon on Tuesday
   - The Midway 3(tm) will meet to come up with a Master Schedule
   - Alvar will send more info about Exec's duty
   - Walkie-Talkies are uncertain -- Jon and/or Alvar will check with
Mike Foley
   - Aramark is providing lunch for the ASA Midway setup

<at this point it is 9pm, and Philip, Jocelyn, and Alvar leave to go
speak with the Tech>

5.5 The Tech
   - Difference between Tech as Student Activity and as a Press

   - Tech is writing apology to student groups -- will be given to
student groups attending midway; will have copy of mail available at
midway; will send copies of mail to groups not at midway

   - If they mess up again, they know that we're watching them and
that their midway space is likely to be taken away

6. Attendance
   - will enforce next year

7. Locks
   - <blank>

   - meeting on first day of classes (Wed 6 Sept) at 7:30pm -- town
hall meeting for all student groups with offices who are interested,
room TBA

8. GBM
   A. Eric Hetland
      - ask Ryan Kershner if he knows who he is
      - Jocelyn will reply

   B. Constitutions
      - bring in constitution so our files are up-to-date
      - will be spot-checking; will not be fascist about it
      - (last time we did this was two years ago)
      - please take the time to look over your constitution and ensure
that it is in compliance with ASA and your current rules

   C. Agenda
      - <will e-mail>

9. Modified "you've been recognised!" e-mails
   - Everyone votes to change the new e-mail to Tracy's

<note: quorum is back to 7/10>
<quorum for e-mail is 5/10?

10. SADs
    - 24 left; 15 going to GSC (Jocelyn is handling on Monday)

    - Jocelyn says we should figure out where there are common waiting
areas -- counseling deans, student services, med center, c-haus;
scatter around

    - give a copy of the SAD to Larry (bring a couple)

    - deal with after midway

11. Derecognitions
    - will deal with after GBM

12. T-shirts - for those bare ASA chests
    - have been distributed

13. Larry Benedict
    - 10am meeting tomorrow (Friday), 4-1xx "Dean for Student Life
Larry Benedict" on the infinite

    - meet in Lobby 10 at 9:55am

    - JenY will try, Alvar, Jon, Philip, JenC; Philip is bringing 3
books; he can have me if he'd like

14. Banner!
    - already displayed. How anti-climatic

15. New Group Recognition Process
    - they hand in everything they already do + "statement of purpose"
-- see e-mail for more, but "contains all the stuff we ask when we
e-mail them": why are you creating this, what is your purpose, how do
you fund yourself, why do you need recognition" -- all the stuff we
usually end

    - open new pile by first meeting of month -- things have to be
done by 1st in order to be looked at

    - If completely 100% perfect, provisionally recognised

    - if not, they are sent back with "you fix this"

    - have 6 weeks to actually fix it (or 4 weeks, etc.) -- if no
response by 6 weeks, application trashed and we don't look at it again
until next term

    - can work with them beyond 6 weeks if having conversations, etc.

    - continue to collect recognitions; office needs to be cleaned,
organised, etc.

    - this is the general policy for the fall (not summer, etc.)

    - provisional tag is just internal; grep through at end of year
they've been recognised and look at provisionals (say, computer
database or purple colour tag, etc.); ask them things like "what have
you done, how many people (membersh list)", etc. quick way to weed out
groups which are dead

    - might want to do more frequently than 12 months, or do 6 months,
etc. To touch base with them, to make sure they're still there and
legitimate.

    - if all is good, they're all recognised fully and they're left
alone in the future. Just so we're looking out for them.

    - make standard form e-mails for responses

    - they don't get a sample statement of purpose

    - Jocelyn will work on draft, will work on webpages; possibly
verbatim the earlier draft

    - If you want to comment on earlier draft, do so

    - Will be relevant for all groups submitting new recognitions on
October 1

16. Codification of standard procedures
    - We should.

    - codify = get information on webpages, etc., so better for others
to look at

    - Jocelyn will take "cleaning up our Constitution" as a project
(housekeeping issues)

17. After Midway
    - Alvar will look into the ASADb

    - Philip still working on getting confirmed funding for midway,
etc.

    - Jon working on uber

    - JenY working on SMAC office

    - Susan working on getting student center roof re-tarrrred

    - JenC working on locks

    - derecognitions, etc.

Meeting adjourned at 22:10, after *four hours* -- whee...