JP Reps Minutes 12/2/22

Present: Cora, Annaliese, Marc, Kharis, Nadege, Natalie, Megan, Anthony, Tricia

Agenda

• Annual budget projections 
  • Total anticipated spending is a little high (~$11,000) but this is just an estimate
  • Monthly event calendar to evenly spread out social events
  • Request actual cost breakdown after each event to see what was actually spent of the requested budget
    • More formal post-event google form (pictures, attendance, actual cost, extra items that can be reused)
    • Template of email we send out for event budget approvals w/ reminder for the steps to follow after each event
    • Will help for approving future budget requests for similar items (pizza)

• Winter retreat planning 
  • Survey
    • Dates seemed to work for most people
    • Probably 30ish people based on 1-5 interest level
  • House
    • River House approved! (dates held for us - Feb 10-12)
    • Nadege can confirm house, put down deposit
    • Once house is confirmed AND we hear back about grant, send out form to confirm interest beginning of January and start planning how many people
  • Grant
    • Requested ~$1500 from OGE/GSEC
    • Does the grant just cover the house rental? Groceries? Activities?
    • Guest fee to pay drivers? Alcohol? 
    • Grant money is tied to specific events, not for general use if there’s extra leftover

• Steinbach updates
  • Currently only 1 MCG nomination (but they were a Steinbach scholar in 2018, probably should not repeat so soon after)
  • Currently only 1 G&G nomination
  • Plan for 3 scholars as long as we have enough funding (G&G, MCG, AOPE)
    • Aim for 3, may not have enough interest from a certain dept for all 3

• ASA followup
  • Re-recognition process is complete
  • Sending out anti-hazing information
    • https://malegislature.gov/Laws/GeneralLaws/PartIV/TitleI/Chapter269/Section17
    • https://malegislature.gov/Laws/GeneralLaws/PartIV/TitleI/Chapter269/Section18
    • https://malegislature.gov/Laws/GeneralLaws/PartIV/TitleI/Chapter269/Section19
    • Kharis will send email
    • Anthony should send reminder to non-students to update their membership

• Photo board
  • Many people missing
  • Megan & Cora will do all-call for pics, names, pronouns

• Website and email list 
  • Send reminder to non-students to update their status - Anthony

• Czars
  • Cora will send out email today

• GBBO
  • 7 teams signed up, does Max have enough budget?
  • Can increase slightly if needed

• Sid-Pac 
  • Missing items in Sid-Pac (from multiple students)
  • ‘Check lost & found’ - response from Sid-Pac
  • Send out email to all JP students
    • Compile clearer rules/guidelines, what they can leave there, how to access (48hr advanced notice, fill out form)
  • Do we leave designated sets of sheets/bedding there that someone cleans?
  • Access cards (that Tricia holds)?
  • Marc and Megan will discuss further on Monday

• JP Holiday party
  • Suggested from both Anneliese and REFS - combine?
    • Annaliese will email Pad & Shawnee to ask about combining
    • Dec 12 or 13
  • Use in place of december social hour
  • Tricia will not host a holiday party at MIT