Board Meeting - 1 Minutes from May 12, 2010 1 Call to Order The meeting was called to order at 7:10 pm 2 Attendance The following Board members were present: Rebecca Krentz-Wee (President), Nicole Teague (Trea- surer), Rachel Meyer (Secretary) - by phone, Alex Dehnert (UMAL), Judy Hsiang (UMAL), Melissa Smith (GMAL), Geoffrey Thomas (GMAL), Brian Bell (SMAL) The following Board members were excused and absent: none The following Board members were absent without being excused: none The following Board positions are empty: GSC Representative, UA Representative The following other people were also present: Matthew Goldstein (outgoing SMAL), Tony Valder- rama (outgoing UMAL) 3 Quick overview of the year Specific tasks (once a year): FYSM, Midways, allocations (bulletin boards this year) Ongoing: postering (enforcing rules and more), new group recognition, LEF/ARCADE And more: CACAB, dispute arbitration, EMAIL (lots), and even more You can learn more looking through old mail or by talking to people. 4 FYSM We need to get this going really soon - hopefully send out the submission form by this Friday. Similar to last year: submit a slide, logo, email address, link, blurb, etc. Advertising: putting in The Graduate (formerly Graduate Student News) for grad students, sending out postcards for undergrads Alex is making the submission form now Add from last year: categories that groups can check off (as compared to self input tags), then index pages for each category. June 2nd deadline for groups to have submissions in How will postcards be sent? Independently from UAAP, with them isn't feasible - they send too early. Sending independently last year wasn't all that expensive, and we already have funding for it from the UA. 5 SLOPE We need a rep! Who is here this summer: Geoff, Judy, Rebecca. Rachel should be back in July. Geoff will do SLOPE. First meeting is this Friday at noon. Rachel will send an email about last year 6 CACAB (and more) CACAB is the Advisory Board for the Campus Activities Complex, it met a couple times a term this year (including this week), some of the items discussed: - Somebody from DSL/EHS came, was interested in starting a student group for students interested in emergency response. They were encouraged to work with existing groups for now (Medlinks, Radio, EMS, and more). May come up again in the future. - CAC wants to put in a security camera by the W20 turnaround, for student safety and to make sure no one is dumping in the dumpsters illegally (which costs CAC lots of money). - Chalking: we have chalking rules along with postering rules. Sidewalks okay, but CAC/Facilities (or higher) don't want 77 steps to be chalked (change from previously). The steps are hard to clean compared to horizontal surfaces. Vertical surfaces (sides of buildings) are even harder to clean and are still not allowed to be chalked. Discussed the possibility of chalking reservations or designated chalking zones for some vertical surfaces, being looked into. [Note: 77-steps change needs to be updated in Publicity Rules/Guidelines] - CAC raised their fees for event spaces, but that doesn't apply to student groups (which get space for free). - W20 is getting a new ATM in the first floor study lounge (former gameroom). Have been asked to try to make it quiet. - Space in basement will be available for meetings (at least temporarily), but not for allocating to groups. - Bulletin boards along the Infinite currently fit in a few different categories: boards for groups, public posting, departmental boards, history/info boards. Current proposal includes: unifying it, reducing some of the clutter, clarifying which are group boards. Space will likely be reduced, but hopefully not significantly (something to keep an eye on). Reserved boards for student groups will have glass cases, CAC will manage the keys. Plan on putting up some digital displays across from stairwells, to be used for advertising. Should try to have student groups have some amount of free posting on those, especially if they're replacing some board space. 6.1 More People Assignments CACAB will need a rep. There's also going to be a group for planning for the Infinite, will probably start meeting this summer. Rebecca will go to those meetings and can take 1-2 people. If you are interested in that, talk to Rebecca. In general reps/assignments will be finalized later/as needed. 7 W20-439 Allocation W20-439 is currently: Anime, LMC, ACF, and a cappella groups, but they have complained that there is not enough space for all of them. - Walker? not wanted due to security, access, and other issues. Groups mostly use equipment in W20. - Small Activities Office might be possible. Need to look more into security. - Anime is talking to CAC about partitioning, we'll stay in touch about that. - empty storage room like piano rooms? Currently CAC space, (likely) not really used, could be a possibility at least in the short run. Rebecca will talk to CAC. - Moving forward? Need to look into security mostly. 8 New Group Recognition Links to application and notes were sent out. These were already looked at at the previous meeting. Keone's summaries and opinions from meeting with them and the notes/recommendation from the last Board meeting are in the same place. 8.1 General criteria Unique and distinct (different things), some level of sustainability, clearly a student initiative, don't break any Institute/state/federal rules or laws. Unique is whether they are at all different from existing groups/initiatives, while how distinct they are is how different they are from other groups. A group can be unique by adding enough adjectives to their name/purpose, but that doesn't mean they're really distinct from other groups. 8.2 Student Worker Alliance Unique, fair number of students, already starting activities. Are looking at possible advisors. Didn't ask for funded status. Motion to recognize as a (non-funded) student group 7 in favor, 0 opposed, 1 abstained. Student Worker Alliance is recognized as a (non-funded) student group 8.3 Spain@MIT There used to be a group for/of Spanish students, Iberia, but it doesn't exist any more. They want to be able to apply to GSC Funding Board, similar culture/ethnic groups are funded. Motion to recognize as a funded student group 7 in favor, 0 opposed, 1 abstained. Spain@MIT is recognized as a funded student group 8.4 Pi Kappa Alpha We got an email from IFC - group is already recognized by IFC as an Associate Member. No further discussion. Motion to recognize as a (non-residential) FSILG 8 in favor, 0 opposed, 0 abstained. Pi Kappa Alpha is recognized as a non-residential FSILG 8.5 Ivory Tower Research Group Focusing on making science/research appeal to students. Seemed more organized/understandable in person. When they say students do they mean MIT or non-MIT students? Probably non-MIT or MIT in terms of career choice? Generally a research appreciation group - do interviews with various people, interested in publishing in some form. They asked for funded status, but do have other potential sources and funding doesn't seem essential to purpose. Motion to recognize as a (non-funded) student group 6 in favor, 0 opposed, 2 abstained. Ivory Tower Research Group is recognized as a (non-funded) student group 8.6 Maum Meditation Seems to be legitimate and unique, not mainstream/widespread, but legitimate. Want to relieve stress and promote happiness. Three other meditation type groups: Yoga, Falun Dafa, at least one more. But those are fairly different. They applied last cycle too, but were not recognized. Board was worried about interest level, ability to expand. Seems ok to be non-funded. Motion to recognize as a (non-funded) student group 6 in favor, 0 opposed, 2 abstained. Maum Meditation is recognized as a (non-funded) student group 8.7 Maha Chinese Culture, Technology and Research Not very unique. Actually, possibly not unique at all if CAST is still active. We should encourage them to work with CAST. (Matt leaves) Motion to recognize as a funded student group 0 in favor, 8 opposed, 0 abstained. Maha Chinese Culture, Technology and Research is not recognized 8.8 Tabletop Roleplaying Society Similar type groups: Starleague is nonfunded, SGS is funded. Recognition could be helpful for publicity, recruitment, and organization, unclear if funding is necessary although desired to use non-personal resources (rulebooks, etc.) Already exists in a lot of social circles, based on social circles, might not be successful outside of that? Activity is mostly based on small groups of people playing together. Why recognize this group of people as the official MIT group? Motion to recognize as a funded student group 0 in favor, 5 opposed, 3 abstained. Tabletop Roleplaying Society is not recognized 8.9 MIT Investment Group Doesn't seem particularly unique from Traders. More importantly, not many students involved. Would be better if they came back with more people and a more defined purpose. Motion to recognize as a funded student group 0 in favor, 5 opposed, 3 abstained. MIT Investment Group is not recognized 8.10 Human Factors and Ergonomics Society Group used to exist, went inactive and was derecognized. Cross departmental academic style group. Need for funding? Not necessary for meetings and discussions. Could possibly get department/lab funding, although those might be reluctant to give funding. Mostly Aero-Astro students, but have some others too. We can make them non-funded and then they can come back to ASA to try to change that after a year, if they want. Motion to recognize as a (non-funded) student group 7 in favor, 0 opposed, 0 abstained. [Alex left briefly] Human Factor and Ergonomics Society is recognized as a (non-funded) student group 8.11 A La Mode Fashion Club. Want to be funded. Is unique and distinct. Really not similar to other artistic groups. Relatively small official group to start, but much potential to expand (lots of interest in similar themed events like KATwalk). Motion to recognize as a funded student group 7 in favor, 0 opposed, 1 abstained. A La Mode is recognized as a funded student group 8.12 Mock Trial Unique, distinct, already a wide range of people involved. MIT used to have a mock trial team. Want to be funded. Debate is similar type of thing and it is funded, although they get their large amounts of money from not-Finboard. Model UN is also funded. Motion to recognize as a funded student group 7 in favor, 0 opposed, 1 abstained. Mock Trial is recognized as a funded student group 8.13 MwangazaTZ Many concerns shared between ASA and PSC including: liability, fundraising ability and sustain- ability, use of funds, small number of members, not completely unique from Emerge Global (which has a more sound model). Motion to recognize as a (non-funded) student group 0 in favor, 7 opposed, 1 abstained. MwangazaTZ is not recognized 8.14 ASHRAE ASHRAE or American Society of Heating, Refrigerating, and Air-Conditioning Engineers. Used to exist, either briefly went inactive or lapsed contact/interaction with ASA. Have funding from the Boston chapter. Motion to recognize as a (non-funded) student group 7 in favor, 0 opposed, 1 abstained. ASHRAE is recognized as a (non-funded) student group (Tony leaves) 8.15 Mutual Youth Empowerment Still very small, not really organized type of activity. Concept/practices not very developed. Should work more on how this could be implemented and work the PSC and possibly other groups, then could come back for recognition if applicable. Motion to recognize as a funded student group 0 in favor, 7 opposed, 1 abstained. Mutual Youth Empowerment is not recognized 8.16 Cambridge Crazies Basketball fan group. Has existed for a while, but want to \formalize" the group to help with publicity and other \support and resources." In terms of funding, buses aren't very fund-able through Finboard, social events should be basically self-sustaining particularly with some donations. Have been getting some financial support from DSL, DAPER may be a possibility to some extent. Motion to recognize as a (non-funded) student group 7 in favor, 0 opposed, 1 abstained. Cambridge Crazies is recognized as a (non-funded) student group 8.17 Destination Imagination MIT Didn't have a meeting. Are unique and distinct. Relatively small group, would need a lot of money although could fundraise, pay for their own travel in part, etc. and just use funding for smaller things. Similar type of thing as Quiz Bowl, which is funded. (Brian leaves) Motion to recognize as a funded student group 6 in favor, 0 opposed, 1 abstained. Destination Imagination MIT is recognized as a funded student group 8.18 Summary 4 groups recognized as funded: Spain@MIT, Mock Trial, A La Mode, Destination Imagination MIT 6 groups recognized as non-funded: Student Worker Alliance, Ivory Tower Research Group, Maum Meditation, Human Factor and Ergonomics Society, ASHRAE, Cambridge Crazies 1 dorm/FSILG groups recognized: Pi Kappa Alpha 5 groups not recognized: Maha Chinese Culture Technology and Research, Tabletop Roleplaying Society, MIT Investment Group, MwangazaTZ, Mutual Youth Empowerment 9 Recruitment Rules The current version has changed a bit from the GBM: re-added summer clause and ending para- graphs about appeals and such. Some discussion here, will finish and vote over email. 9.1 Event Moratorium Currently says end of Orientation - Saturday at noon. We possibly/probably want that to actually be after the Midway/Friday. Should not be moved to Tuesday due to continuation of Orienta- tion/REX - REX, intra-dorm rush, ASEs (advanced standing exams), and other official Orientation events. Friday at 4pm seems appropriate. Will be updated and sent out again. 9.2 Advertising Some concern about drastic nature of change, why not trying clarifying past rules before removing so much? Proposal is only restricting a small set of what was previously was restricted - might be good but is the purpose/spirit still maintained? Some claims that a lot of people were confused and there was a lot argument in the past. Why not just say you can advertise for events and regular activity but not recruitment? Isn't that pretty clear? General consensus seems to be to stick with the current proposal. 10 Midway Do we really have time to do this for this year? [[Note: \this" is consider moving the date of the Midway]] Consensus seems to be not particularly, especially if looking into feasibility before surveying for feedback. What are the benefits? Tuesday is less crowded? Really? Doesn't seem like it, the Midway would almost certainly be before and not instead of SLOPE Tuesday Night Event. Also, seems like it would be disadvantage in terms of event momentum, since consensus is overwhelming that the event moratorium would still continue through the bulk of Orientation. (Melissa leaves) Do we still want to ask for feedback or start talking in fall about 2011? The second. Run the survey at the start of the year and go from there, not practical or clearly advantageous for this year. 11 Nightline Want to be completely anonymous, but we have some serious concerns about that and want two people (president and treasurer, can also be signatories) to be non-anonymous. They want to know if this if for more than technical reasons. Yes, it is - particularly important to us (and others) for financial matters and also to some extent room reservations. In general, some level of non-anonymity is very important for responsibility. We would be okay with getting membership confirmation from S3, instead of by directly providing a membership list directly to us. Can recommend that they get not current staffers to be their \public face." Also still need an actual sponsorship letter from S3 before we can proceed. General consensus on this, Rachel will respond to their last email. 12 Discussion A bunch of other specific things Rachel will bring things up over email and she will remember that people are taking finals next week so she should be patient. Someone else will take care of the EASE email and the get mailbox information. Make sure everybody has access to everything: Database, office, etc. 13 Next Meeting The next meeting will be scheduled in fall. 14 Adjournment The meeting was adjourned at 9:18 pm. Respectfully submitted, Rachel Meyer ASA Secretary