November 2022 General Reps Meeting

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

Agenda:

Do we want to plan working meetings as well? → yes, will plan for Wed mornings but will reassess in the new year

Better idea of roles

• Open House
  • Whoever plans it should organize forming the open house committee
  • In December, coordinate with Tricia for dates/planning/merch
  • Plan for hybrid, hopefully in person
• Winter Meeting
  • Start planning 2 months out (try for after open house)
  • Coordinate w/ Tricia for dates/APO availability/food/hybrid meeting logistics
• Planning a reps meetup in November or December - maybe combine with a Student Center purge? (get input from current reps first if they have insight as to what things are) 

Mailing list changeover

• ACTION ITEM: @Anthony update the form, send it out, at least one reminder email, change the mailing list, add back in whoever responded  

Website (ACTION ITEMS designated below)

• @Anthony & Natalie - minutes get uploaded to website (keep that in mind - these are “public” meetings)
• @Anthony - update the reps tab
• @Megan & Cora - new call for photos for digital and in-person photo board
• @Anthony - add tab for shellfishing? Or just make the kayak tab a czars tab? 
• @Anthony - add the library list! (is this fully updated? - check with Becca/new library czar)
• Add calendar of JP events
• Add list of student discounts/perks (Tricia will send list of links, crowdsource from students)

Czars

• Who is who and someone to email 
• Should we add any positions?
• ACTION ITEM: @Cora email all current czars to see if they want to continue in their current positions, get feedback within next week
  • For library czar, ask about how current the library list is
• ACTION ITEM: @Marc email Kelly to ask about GSC rep time commitment; send out solicitation for GSC rep nominations/election

Funding requests and budget

• What are we working with?
• What do we want to prioritize?
• @Nadege - treasurer should have a WHOI credit card; also whoever pays for buffins
• Max’s bake-off request - like the idea, not necessarily the scope
  • Approve $325 budget, let Max decide how many teams/rounds of competition are feasible with that amount
  • ACTION ITEM: @Kharis email Max about this

Feedback from survey

• Reps in-person event?
• Student center clean up?
  • Whose stuff is whose, cleaning/organizing the kitchen
  • Updating photo board
• Bring back older events
  • Pig roast
  • Pizza in student center before bus comes once a month
    • Kharis will organize as WHOI social chair
    • Still submit funding request for tracking purposes
• Winter Retreat
  • High interest in bringing it back
  • Talk more about it during next working meeting
  • Presidents Day overlaps with MA school vacation week (very busy)
  • Maybe plan for the weekend before
• JP Swag

Steinbach Scholar

• Sending out nomination forms to JP students for each dept (MCG, MGG, AOSE)
• Timeline for voting/sending things out
• Reps planning Steinbach scholars should meet with Lea before she leaves
• Megan already made a form! Marc & Natalie can copy-paste to reuse for other depts