JP Reps Meeting Agenda Transition Meeting – October 13, 2021

• Welcome and congrats!
• o   Quick introductions
• Duties of all of the reps
• Tour of the google drive/check access
• Budget
• Special roles of reps (description of president, treasurer, department reps)
• Describe year-round and periodic responsibilities
• Assign responsibilities
• A note on how we have been handling COVID protocols
• A note on where we left off, what should be on your radar
• Funding request on a movie night
• SidPac / funding / support for staying in Cambridge
• How to schedule meetings
• Questions and break-out rooms

Minutes

[Logan giving a short presentation, slides are here]

• Notes in the chat:
  • Stewart: No department or class year restrictions on events, barring special circumstances
    • Lea: and no funding for alcohol or gambling. Use OGE funds for professional development, student life improvements
  • Noah: Does it usually fall on the President to moderate Winter Meeting, too? Or did we just decide Logan would do it this last time.
    • Stewart & Zac: No, it’s a separate position we just agreed Logan would do it
  • Lea: APO provides $1K that does not carry over
    • Max: are there identical restrictions on [APO funding] money (like no class year or department events?)
      • Stewart: Yes (I think)
    • Cynthia & Lea: There is $200/dept of funds for department specific events
  • Zac: Oh also it’s historically the responsibility of the treasurer to draft the letter requesting more funding, and summarizing expenses over the past year

Presentation cut out, Zac talks about being Treasurer:

• In charge of coordinating reimbursement, or at least walking people through it. 
• Responsible for larger Rep spending coordination (like the Starbucks card, where it is purchases separate from funding requests). 
• Serves as a general mediator, working with Tricia to jump through funding hoops and bring people along.
• Time commitment varies widely depending on the intricacy of funding requests, up to 1.5hr/wk, but that’s not common. 

Department Reps

• Conduct meetings with department students and faculty.
• Run Steinbach Scholar program 
  • Chem and PO are coming up this year; contact Cynthia to get tips on coordinating virtually.
  • Wait, it looks like because the normal schedule got messed up, it may be PO and [department discretion of new Reps] this year. 
• Use departmental funds
  • Care packages for generals-takers are normal, as might be a general prep dinner in normal years. 
  • This is the pot of funds you can use for department-exclusive events. 

[Logan goes through the miscellaneous duties, with the slides back up.]

Important note is that there is a new position: a DEI liaison with Natalie. (See below, “Diversity Chair”)

Business

• Action item: Noah will follow up with Kela, connect with [one of the new Reps] about the results of her survey for grab and go snacks.

Funding request: Movie Night

Given the snacks and the inside space, this almost definitely violates current COVID restrictions. 

• Modifications: projector on the lawn while it’s warm, or a bigger space, like Redfield Auditorium. If inside, don’t include eating? 
  • Tricia: snacks, but as party favors rather than during-movie snacks.
• Decision: Either do masked if in Redfield or have this outside.
• Action item: Approve with modifications, Logan will do this. Approve for one event and submit new requests after trial. 
  • Lea (Chat): Logan, copy new reps so we have a record for funding letter for next year. They don't have the emailed request in their records yet
• Rachel: I think it was proposed as a monthly series
  • We’re going to approve this first event and let the incoming reps handle future iterations

Word from Housing (Tricia): MIT housing and Medical have approved housing, waiting on “heads of house”

Assigning new roles:

President: Ciara Dooley

Treasurer: Ciara Willis

Open House: MIT (Shawn) WHOI (Lukas)

Ed Council: David McGrath, Shavonna Bent

Winter Meeting: Shawn Wang

Buffins/Grab & Go: Shavonna/Noah

Steinbach Scholar: TBD/Dept Reps (Lukas for PO and Shavonna for Chem?)

Winter Retreat: 

Social Hour (e.g. trivia): Michael Dotzel / Max Jahns (WHOI); Shawn Wang (MIT)

Summer BBQ: Max Jahns

Mailing List + Webmaster: Ciara Willis

Jelly Talks: Ciara Dooley / Lukas Lobert

Photoboard (Student Center + Virtual): Shawn Wang (Virtual)  / Max (Physical)

Diversity Chair: Shavonna Bent

MIT Orientation: Michael Dotzel

Space Chair: David McGrath

Note Taker: Max Jahns

GSC Rep: Iulia?

Tasks:

• MIT Housing (1 Rep)
• WHOI Housing (1 Rep)
• MIT Open House (maybe virtual for 2022, 1+ Reps)
• WHOI Open House (maybe virtual for 2022, 1+ Reps)
• Ed Council (requires 2 Reps)
• Winter Meeting (most likely virtual, 1 Rep)
• Buffins; Grab & Go (1 Rep; maybe 2)
• Steinbach Scholar (each department Rep is responsible for their department)
• Winter Retreat (unlikely to occur in 2021, 1+ Rep)
• Social Hour (maybe virtual, 1+ Rep)
• JP Summer BBQ (needs to coordinate rising 2nd years; 1 Rep)
• Mailing list + Webmaster (1 Rep)
• Jelly Talks (1+ Reps)
• Student Center + Photo board upkeep (1 Rep)
• Diversity chair (1-2 Rep)
• MIT Orientation (1 rep)
• Space Chair (1 rep)
• President (Lead/organize meetings, should also be knowledgeable in financial stuff, 1 Rep)
• Treasurer (Manage finances, keep track of funding requests and spending, 1 Rep)
• Note-taker
• GSC Representative (Check in with Iulia)

Action item: Check in with these various czars to see if they are willing to continue! Lukas Lobert will take point.

• Ciara Willis - Safety Czar
• Rebecca Chmiel - Librarian
• Kayla Gardner and Seth Cones - Kayak Czar
• Veevee Cai - JP Courier
• Sheron Luk - International Committee
• Lauren Dykman - Sustainability Czar
• Iulia - GSC Rep
• ??? - Buffins Fairy