jpreps

Jan 14 2020

Tue 01/14/2020

At MIT:     Rui, Victoria, Henri

Remote:

At WHOI: Kalina, Lauren, Marissa, Lea, Noah, Emmanuel

1300 Jan 14 2020

MIT-WHOI Webex: 

(#:645 784 200, pwd: jpreps, host key: 219455)

Agenda

  • Winter meeting agenda items/volunteers
    • Send out poll for agenda items
    • Pick up food/clean up afterwards
    • Provide budget update/JP Open House update
  • Open house planning
    • Per Kris, who will be giving presentations at open house. See related email on Jan 6
    • Schedule open House meeting (open to all JP students)
    • Sunday night, Monday night (Grumpy’s), and Tuesday night?
  • Coffee card funding request
    • Per Kris, “, the free coffee is only for students who have offices in building 54, and not in the other departments at MIT like CEE, or even in E25 where the chemical oceanography students are. Providing a coffee card for students based at WHOI would not be equitable to a whole bunch of students based at MIT”
    • Lea suggests replacing and/or using coffee pot/press in the Student Center, purchase coffee and tea in bulk. 
  • Retreat updates
  • Departmental Generals Dinners
  • Chem dept Mock Generals
  • Safety Representative for Upcoming January Meetings (currently Julia Middleton) (see email as of Jan 14)
    • She’d prefer to stay on as Education counsel rep; willing to be safety rep if no one else is- pitch safety rep to someone else?
  • Financial Check-in (Do we like the auto-approval system? How are we doing on spending?); OGE Fund Application?
  • Social hour date – Last week of Jan?
  • International committee rep position filled

Minutes

Open house planning

  • Agenda Notes:
    • Per Kris, who will be giving presentations at open house. See related email on Jan 6
    • Schedule open House meeting (open to all JP students)
    • Sunday night, Monday night (Grumpy’s), and Tuesday night?
  • Need volunteers for:
    • REFS meeting — Lauren
    • REPS meeting — Henri
    • Campus tours 
    • Department specific presentations
  • We need to plan meals for:
    • Sunday dinner (here in Cambridge at CBC)
    • Grumpys (generally just show up)
  • Should hold a public meeting about open house schedule (that Kris sent along)
    • Henri will send a scheduling poll with REPS and Kris and Julia in order to find a time to open to the rest of the campus
  • Departments tend to do more “advanced” logistics like matching students with hosts
  • “Housing” while they are here should likely be covered by location-specific reps (greet them off the bus at WHOI, meet them Sunday night in Cambridge for dinner)

Winter meeting agenda items/volunteers

  • Agenda Notes:
    • Send out poll for agenda items
    • Pick up food/clean up afterwards
    • Provide budget update/JP Open House update
  • Currently scheduled for Feb. 25 at 5PM (Tuesday)
    • Should be at least 2 REPS there for the meeting
      • Rui to talk about budget updates and guide discussion
  • The agenda items for winter meeting:
    • Reps need to talk about open house – Kalina
    • Budget update – Rui
    • Add thoughts about discussion items HERE
  • Food/clean-up volunteers — Emman and Kalina will coordinate WHOI-side; Rui and Kalina will coordinate for the food order
    • Keep in mind dietary preferences (vegan, vegetarian, and allergy-friendly options)
    • In the past it has been from an Italian place, maybe Indian option instead (Golden Swan)
  • Winter meeting funding: this is coming from joint account (Lea will double check)

Coffee card funding request

  • Agenda Notes:
    • Per Kris, “, the free coffee is only for students who have offices in building 54, and not in the other departments at MIT like CEE, or even in E25 where the chemical oceanography students are. Providing a coffee card for students based at WHOI would not be equitable to a whole bunch of students based at MIT”
    • Lea suggests replacing and/or using coffee pot/press in the Student Center, purchase coffee and tea in bulk. 
  • In general, coffee is available to students on a per-office basis at both MIT and WHOI
  • Probably want to suggest upgrading the student center supplies instead of offering the coffee card
    • Can fund buying beans/supplies
  • The machine will need a “maintenance” document made for it
  • Ask the requester to spec out the coffee pot/french press under certain criteria (small, easy to clean, etc.) — will ask for an updated budget
  • Rui will get back to requestor

Retreat updates

  • Invites sent out to the guest list (everyone who wanted to go, can); just waiting on payment! Everything is going smoothly.
  • Weekend of Jan 28 – Feb 2

Departmental Generals Dinners

  • The $200/yr per department is typically used by ChemO for a generals dinner
    • Opportunity before generals for students about to take them to ask questions from the previous takers
  • Just highlighting this use case for all of the other departments to consider using their funds
  • Everyone to check-in with their departments

Chem dept Mock Generals

  • What resources are available for students to practice for generals?
    • Seems like a wide-spread depending on department or style of general
    • Lab-groups versus department-wide options

Safety Representative for Upcoming January Meetings (currently Julia Middleton) (see email as of Jan 14)

  • Agenda Notes:
    • She’d prefer to stay on as Education counsel rep; willing to be safety rep if no one else is- pitch safety rep to someone else?
  • Student rep to safety committee could be “anyone” from the JP; student reps on ed council must be a REP
  • We will send out a request to the student body (Rui will follow-up with Julia)
    • Commitment 4 meetings/year
    • At WHOI
    • Shares if students have any safety concerns
    • Reports out announcements about safety to students

Financial Check-in (Do we like the auto-approval system? How are we doing on spending?)

  • Currently: ~$20,000 in our account
  • Auto-approval system thoughts so far:
    • Seems to be ok so far; no issues to report
    • Rui updated submission website to better track submitters
    • Have we ever announced that we have funding?
      • Probably want to send a quarterly email to remind students that events can be funded (send next at the start of spring semester)
  • Regarding champagne flutes purchase:
    • Should send the email about the flutes and care instructions (follow-up with Jen and Adrian)
  • Where are we keeping track of currently funded projects?
    • In the past they typically do a “reactionary” document, not a living one. Want to talk to Adrian and coordinate with Kris about the logistics for this year…
    • See 2019-2020 HERE
  • OGE Fund Application — when do we start thinking about the next one?
    • We have time (not until the end of Spring to start thinking about it)
    • Spreadsheet (previous bullet item) will be very important for this.
  • How to fund things continuously:
    • e.g., cleaning after buffins/maintaining student center: buy and get reimbursed

Social hour date – Last week of Jan?

  • Kalina to try to keep doing once/month
  • When would be a good time in January? (IAP makes things weird)
    • Let’s try for this Friday @ lunch
  • What about an MIT social sometime? Kick-it to MIT REPS to think of a time in the semester to do this ($220/social to ballpark a budget)

International committee rep position filled

  • Sheron Luk – will update the website! (Victoria updated)

Date of next reps meeting

  • Feb 12, 1PM-2PM