UA Executive Meeting
Minutes from September 9, 2009

1 Call to Order
	The meeting was called to order at 7:08 pm.

2 Expectations for the Fall
	Sammi and Aditi have resigned as Sustainability and Space Planning Chairs.
	2.1 Expectations from Chairs
		Committee initiatives/leadership
		Expects on campus in your field: you should know everything about the issues and people your committee should be dealing with because those resources are very valuable. Also, administrators (Chancellor Clay and the Student Deans) are coming in two weeks to discuss the Initial Budget Task Force report, and they are coming to Senate before the budget meeting.
		Email response within 48 hours... even if it's just "I'll get back to you on Thursday."
		Attendance at Exec meetings: they are once a week, and we will pick the time at the end of this meeting. You are allowed to miss one. Come to Mike Bennie if you have issues with content or time.
	2.2 Expectations from Officers
		Advising for committees
		Detailed knowledge of undergraduate views and desires: should be able to represent the UA in meetings with administrators. Should read entire reports because need to know about everything going on on campus.
		Email response within 48 hours
		Attendance at Exec meetings

3 UA-Wide Goals for the Fall
	3.1 Budget Task Force Report
		The final draft will be issued in October sometime.
		Committees will be charged with investigating recommendations relevant to their committees' goals.
	3.2 Communication
		With students, alum, faculty, and administrators
		CJAC and the Chancellor both recognize this as a big issue. Clay will be sending a huge email about what the Student Deans are doing for communication soon.
	3.3 Projects
		We formed a Committee on Special Projects in the spring.
		MIT Produce Market is a good example of something like this we've done in the past.
		Want to get SafeRide TV and other similar projects to boost our image rolling.
	3.4 Dining
		Resolving the DPC and Blue Ribbon Committee on Dining reports
		Colombo said dining changes cannot be implemented this year because of budget; hopefully, we can get things on track with what students want this year as a result.

4 Summary of the Initial Budget Task Force Report
	The officers identified major points of contention for the UA that need to be dealt with. If members would like to address more than the points the officers identified, they are welcome to.

5 Possible Committee Restructuring
	This is to give more structure to the UA. It will make it easier to explain the UA to administrators, and this is similar to the GSC structure.
	We will be moving forward with it in the fall. Make sure all your concerns are addressed for possible changes.

6 Possible Financial Policy Changes
	There will be a draft online soon. We've talked about: Kaplan relations, damping down budget, giving direction to the Senate Discretionary, operating, etc.
	6.1 How FPRC Affects You
		Exec got the Operating section draft already; this affects you a lot.
		As you spend money, you will be expected to give information about each line item you want reimbursed: a comparison between how much you actually spent and how much was budgeted, attendance at your event, and advice for future chairs.
		To have food at meetings reimbursed, you need to advertise the meeting publicly and follow guidelines.
		Additionally, you will need to seek outside funding for large events.
	6.2 Budgeting
		If you don't get your budget to ua-treasurer@mit.edu by Thursday at 11:59 pm, you won't get money.

7 Discussion of Committee Recruitment Needs
	Undergrads email will go out soon; we need this information now.
	7.1 Number of Members Needed
		Communications Committee: We have two returning (not counting the UASG), and we need six.
		IT Comm: Two to three people would be good.
		Special Projects: We need ten.
		NomComm: We have three returning; need four to five for the fall and at least eight for the spring.
		CSL: Eight returning, want four more (two of whom are upperclassmen).
		Dining: Currently only has a vice-chair. Need five members (including the chair).
		ElectComm: Good.
		FinBoard: Two or three returning members, already have the ten members for the year. Might lose one or two and need to replace them.
		History: Four or five people (not including UASG), can use as many as want to do it: two to three more would be good (especially some non-exec people). There will be enough work for whoever wants to go.
		SCEP: We need between three and five.

8 Senate Schedule
	Senate is meeting almost every Monday at 7:30 pm. About the same number of meetings as last year as Reg Day is so late, and Christmas is earlier. One meeting will be optional because of the retreat.
		October 5 - Introductions, Budget
		October 12 - Meeting 1
		October 19 - Meeting 2
		(Weekend Retreat tentatively October 24-25, but this date will change because of Fall Festival. Paul and Tim will be meeting with Jed for money. We really want Exec there: if funding is possible, vice-chairs as well.)
		October 26 - No Meeting*
		November 2 - Meeting 3 (deadline for FPRC report)
		November 9 - Meeting 4 (deadline for Constitution report)
		November 16 - Meeting 5
		November 23 - BREAK for Thanksgiving
		November 30 - Meeting 6
		December 7 - Meeting 7

9 Updating the UA Website
	Email Maggie (ua-vp@mit.edu) a list of modifications/updates you want to the committee page.
	Also, update the membership.
	IT is in the process of making editing the website easier for committee chairs.
	Liz (UASG) is updating the people page: if you are an officer (no committee underneath you), send a description of your position for the website to ua-secretary@mit.edu.

10 Scheduling of Exec Meetings for the Fall
	September 23 at 7:00 pm: Huge, important meeting with other governments, the Chancellor, and student deans about the Budget Task Force Report.
	Two options: Wednesday at 7:00 pm and Thursday at 7:00 pm. We will decide over email.

11 Miscellaneous
	Office renovations are done: no more combo locks on small offices, projector in Senate Chambers, TV is mounted, table is fixed. There will be an email/internal webpage about installing the black and white printer on your computer soon from Liz.
	If you need card access to the office, email ua-president@mit.edu with your email address and MIT ID number.
	Swine flu is somehow a huge deal.
	Student Life Fee information (answers about where it goes) has been received. The pie chart will be released next week. The UA/FinBoard/student groups are still getting $266K this year.
	Crazy ideas for the $70K reserve are welcome. We want to invest in a long term capital project. We can work on up to a $200K project.
	Encourage everyone you know to run in elections or be chairs (Dining, Communications, Sustainability, Space Planning)/members of committees.
	
12 Adjournment
	The meeting was adjourned at 7:51 pm.

Respectfully submitted,
Elizabeth A. Denys
UA Secretary General