Wednesday, September 22, 2009
ASA Executive Board Meeting
8:30-10pm

Attendance (10/10):
Rachel, Keone, Paul, Tony, Rebecca, Nicole, Leslie, Matt, Zhao, James

Guests:
Alex Dehnert (adehnert)

THEMES
- What is the point of the ASA? Why do we exist?
-- administrative tasks
-- advocating for student groups
-- getting new resources
- This year, push to streamline administrative tasks, since they rarely change from year-to-year, in order to allow us more time for advocacy

EXPECTATIONS
- Do what you're say you're going to do, or at least let us know when you can't do it.
- Communication is important.
- Ethics / Responsibilities
-- Proper use of ASA0Official
-- Proper use of ASA Database (actually comes from DSL)
- Come to meetings
-- Hoping to stay at this time in the future
- Stay up-to-date on email
-- If it's not an obvious email, make sure we discuss it before responding

PROJECTS FOR THIS YEAR
- Group recognition: Nicole, with help from Rachel
-- Fresh Fund
- Bulletin Boards: Leslie
- Office allocations: Rebecca
- Postering: Matt
- CPW Midway: Keone
- New Database: Keone
- Start-of-Year: Paul
- Alumni Workshop: Matt
- Other things that may come up

Chalking
- John DiFava emailed Jed, Jed emailed us
- Working on formalizing agreement with Jed
- Constraints: needs to washable; not on buildings, only walkways
- These seem reasonable to Exec
- Exact wording of proposed policy (from Rachel/Jed) will be forwarded

Postering
- want to encourage groups to leave posters up, or poster over them,
not take them down

New Database
- under development for at least a year and a half
- recently received email from developer
-- will be forwarded
- need feedback from everybody
-- what will make it functional for you as ASA members?
-- what will make it functional for you as student group leaders?
- finally signed a contract by him
-- deadline for completion by end of month / end of October (?)
-- $3000 compensation

Start of Year Forms
- start of year form / hazing form
- ensures that groups are active
- other questions to include?
-- i.e. things we always need but never have
-- Constitution URLs
-- What can the ASA do better for you? (optional field)
-- Membership numbers
-- Checkboxes for sources of funding
-- Do you have an alumni board?
-- Do you have a faculty advisor?
- should also include disclaimer about how this information should be used
-- publicly, by aggreggate?
- all questions will be optional

Recruitment Rules
- need for revision and update of rules?

Panhel Recruitment
- need for discussion with Panhel
- people interested in meeting with Jed, FSILG Office/Residential Life, and Panhel
-- Matt, Paul, and Rachel; possibly Tony
-- Rachel will send
- Panhel says they had an agreement with ASA when they moved Sorority Recruitment from Spring to Fall (in the year of 2007, which had recruitment in Spring '07 and Fall '07)
-- no records of this from the ASA side
-- they have not yet produced the agreement

Club Sports
- CSC (Club Sports Council) wants to recognize varsity sports that were discontinued by the Institute
-- Golf Club
-- Sport Pistol Club
-- Alpine Ski Club
-- Men's Ice Hockey Club
-- Men's Volleyball Club
-- Men's Gymnastics
-- Women's Gymnastics
* white-ballot; no objections

Alumni
- Jed is interested in organizing a workshop about alumni involvement in student groups
- Matt is interested in following up

LEF/ARCADE
- Keone wants to push deadline back to 9/30 (two weeks from today)
- ASA Official email going out in the next day or two
- however, groups with events before 10/14, if you get us the application by 9/23, the decision will be rendered by 9/30
* no objections

Tang Hall
- would like to be recognized as an ASA group
- have been receiving funding from GSC Funding Board already
* motion to white-ballot; no objections

ASA Official
- hope to send emails approximately weekly on Thursdays
- please submit announcements by Wednesday at midnight

General Body Meeting
- after start-of-year/hazing forms
-- a couple of the past derecognized groups have not been derecognized in the Database
- discussion about date
- decide on October 5
-- check-in at 7pm
-- meeting starts at 7:30pm
-- conflicts with UA Senate; Paul will be absent
- will try to get 34-101 again

Office Allocations
- constitutionally due by first Friday of November

ASA Calendar
- will be added to the website
- possibility of Google Calendar
- will be handled by Secretary

Group Recognition
- deadlines will be same as last year, but adjusted to be the appropriate Friday of this year