Board Meeting - 2 Minutes from September 22, 2010 1 Call to Order The meeting was called to order at 8:08 pm 2 Attendance The following Board members were present: Rebecca Krentz-Wee (President), Nicole Teague (Treasurer), Rachel Meyer (Secretary), Alex Dehnert (UMAL), Judy Hsiang (UMAL), Geoffrey Thomas (GMAL) The following Board members were excused and absent: none The following Board members were absent without being excused: Melissa Smith (GMAL), Brian Bell (SMAL), Yunna Sinskey (GSC Rep) The following Board positions are empty: UA Representative The following other people were also present: none 3 Assignments New group recognition - Geoff CAC Advisory Board - Alex? Finish board reassignments - Rebecca, Rachel New Board allocations (later in term) - ? Postering/Advertising - Judy Interim office/locker space - ? 4 Orientation 4.1 Warnings/Fines Closed session - specifics redacted Warnings/Fines issued: Fine Assassins' Guild $75 for TNE violations - white balloted Warning, but no further action for ESP mass email violations - white balloted 4.2 Midway $75 fines for no-shows for: NOBCChE, AMSA, Chic, STAND - white balloted Early returns no shows: Lindsay Johnson (heard nothing, Lit Society), Pooja Vasudevan (heard nothing before, date-confused after the fact, HSC) Fine $75 from group, group can make individual pay the group back Early return no sign-ins: email warnings Libertarians: took over a table that became empty, unclear if it is actually someone from the group, issue $75 fine Midway date: will survey about date this semester 5 Anti-Hazing The online form is basically ready, needs to be polished. We can make it automatically email the group (as it's required to be distributed). Rachel can take care of this. Give groups two weeks to submit a form. After that it's a $25 fine After the third week, remaining groups are suspended. Lose SAFO, CAC, and Schedules signatory powers. And at the point it's a $50 fine. At the end of the fifth week groups will be derecognized and will have to apply for rerecognition. Should it be more than two weeks for that last step? Five weeks is a long time, there will be many warnings, and this puts us well in to term. ASA Officials at t = 0, 1 week, 2 weeks + 1 day. Warnings to specific groups at 2 weeks + 1 day/3 weeks -1 day, then 3 weeks + 1, 4 weeks, and 5 weeks + 1 day. 5 weeks + 1 derecognized. That probably didn't make too much sense so here's a picture: Plan as stated: approved by white ballot 6 Recognition Procedures Rachel sent out a draft over the summer. There were some revisions, mostly from Alex. Some items of note: - a majority vote of the Board can change the number of recognition deadlines per semester or year. May not be needed, but may be useful for falls with space allocations. - the restriction that a group can only apply twice in one year (with some qualifiers) is new. Past experiences implies this could be very useful. - 5 MIT students/50% MIT students is slashed out. That's covered by our Governance Clause and this way if we make changes that's reflected. - Non-discrimination is left as a requirement, it's important and inflexible enough. - Recognition Philosophy - General Criteria: what we've used previously, but formalized. - Appealing recognition decisions: again, basically what we have done but making it formal and creating some more guidelines. - Rerecognition: this came up more on the email list. Clarifies which groups this applies to and lays out a process. - Classification changes: again, basically just formalized. approved: 6 in favor, 0 opposed, 0 abstained. 7 Miscellaneous - Crime Club - ask for a new, post-Midway, membership list, talk to Vossmer - Old provisional groups - follow classification procedures, including membership list to show activity - Japanese Association - make sure they're on the waitlist for space - Aerie - ask for an update and a letter from DAPER (or other space?) - Restarts - ANZ, Brazilian Association, follow now approved recognition procedures - Bangladeshi Student Association - waitlisted locker, still use old assignment - AID-MIT - file cabinet moved to corner space in 437, need to be emailed - Mailboxes - some pending request, boxes need to be assigned - Old mail: send an email and give a week and then toss - Mail in general: same idea as last year, give three options: mailbox, campus forwarding, no mail. We can flesh this out later. - Nightline - email back, still pending S3 sponsorship letter and membership confirmation - Qigong/Kungfu - currently a club sport, want to be a not-club sport. (closed discussion of specifics) Motion to recognize as an unfunded student group. 6 in favor, 0 opposed, 0 abstained. - REPA/WEPA - motion to change name from REPA to WEPA (Renewable to Wind) . white balloted - UCF/Intervarsity - motion to change name from UCF (United Christian Fellowship) to MIT InterVarsity (MIT-IV) - white balloted - Finishing W20-439 - get an update, card access needs to finished, has LMC finished?, we should help (semi-)formalize an office sharing agreement for the space. - Asymptones Constitution - forward concerns, but approve - white balloted - Picking up bulletin board material - similar to old mail: email, one week, toss. - Gospel Choir storage - have them apply, to waitlist - Class Councils - 2014 needs to be put in the DB. 8 Next Meeting The next meeting will be scheduled after getting in touch with the people not here. 9 Adjournment The meeting was adjourned at 10:18 pm. Respectfully submitted, Rachel Meyer ASA Secretary