At MIT:
Remote: Everyone
At WHOI:
15:00 Oct 8 2020
MIT-WHOI Zoom:
https://mit.zoom.us/j/96146234125
Often used google drive folders:
Letters to Important People – for OGE funding request/Thank you letter
Finance and Budgets – to keep track of spending throughout the year
Minutes – past meeting minutes
Agenda
Election of President and Treasurer/ Reps responsibilities
Year-round tasks:
- MIT Housing (1 Rep)
- WHOI Housing (1 Rep)
- MIT Open House (most likely virtual for 2021, 1+ Reps)
- WHOI Open House (most likely virtual for 2021, 1+ Reps)
- Ed Council (requires 2 Reps)
- Winter Meeting (most likely virtual, 1 Rep)
- Buffins (unlikely to occur in 2021, 1 Rep)
- Steinbach Scholar (each department Rep is responsible for their department)
- Winter Retreat (unlikely to occur in 2021, 1+ Rep)
- Social Hour (virtual, 1+ Rep)
- JP Summer BBQ (likely virtual, 1 Rep)
- Space Chair (1 Rep)
- Mailing list + Webmaster (1 Rep)
- Jelly Talks (1+ Reps)
- Student Center + Photo board upkeep (1 Rep)
- Diversity 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)
- GSC Representative (1 Rep; Henri will continue until defending)
Immediate tasks:
- Confirm with ad hoc positions if they want to continue:
Julia Middleton – Safety Czar
Rebecca Chmiel – Librarian
Mallory Ringham – Kayak Czar
Katie Halloran – JP Courier
Sheron Luk – International Committee
Lauren Dkyman – Sustainability Czar
- Update membership info on Engage.
Breakout rooms between old and new Reps
Minutes
- First thing: let’s everyone make sure that they can access the JP reps google drive
- Rui will need to follow-up to make sure that the transfer happens cleanly
- Internal election of President and Treasurer
- President role schedules meetings and sets agenda, sends a reminder out to all students to attend these meetings; should be familiar with the financial situation to assist the Treasurer; serves as the point of contact for OGE (letter), admin, and students.
- Logan!
- Treasurer role keeps track of the budget and coordinates reimbursements. Treasurer makes sure that all of the funding requests are “legal” according to the guidelines of the JP credit card + OGE funds. This person will work closely with Kris Kipp and will go through a special training in order to manage the card. This person should coordinate with Adrian and Kris Kipp upon assuming the role.
- Zac!
- President role schedules meetings and sets agenda, sends a reminder out to all students to attend these meetings; should be familiar with the financial situation to assist the Treasurer; serves as the point of contact for OGE (letter), admin, and students.
- General roles
- What’s going on with Steinbach Scholars?
- The department reps are on-point for this
- PO was supposed to happen in 2020, but the plan is to roll it over to 2021 — coordinate with APO
- BIO is also on the docket for this coming year
- MIT Housing
- Recommend this be an MIT-based student
- We might not actually have MIT housing this coming year; you’ll need to coordinate with Kris Kipp
- Talk to Victoria for more information and for transferring over any information you need
- Open House
- Typically organizing the MIT socials (CBC welcome, coffee hour), assisting with presentations with the APO, scheduling lab tours. At WHOI this involves organizing the parties/breakfast/socials as well.
- Things are moving virtually this coming year, so your role will likely look different. One of the things that will persist is the “buddies” system (every prospective student matched with a current student), which the reps fully organized.
- This is a team effort, but having a few point persons for each campus would be helpful; you’ll be working closely with Lea!
- Cynthia and Noah are definitely onboard for this!
- Ed Council
- This is a low-time commitment role; there is an Education Assembly meeting 1-2 times a year and you are expected to attend to be a representative student. One of the meetings is typically in the spring, and one might be happening in November this year.
- Rachel and Logan are interested!
- Winter Meeting
- Yearly IAP JP meeting + dinner. Admin and students meet to discuss pressing issues and current status of the JP. The point person will be responsible for assembling the agenda (which you can solicit from students) and scheduling a space+dinner. The point person might also mediate the meeting, and a rep should take notes
- Zac is interested!
- Buffins (2-3 people to share the load recommended)
- When the bus comes, this is about delivering students center + Redfield bagels and muffins. Of course, this is likely not a thing for the coming year; but if it were to be, it is just a matter of contacting Cape Cod Bagel and distributing + cleaning. There is a folder for this in the drive!
- Winter Retreat (2 person team recommended)
- This typically involves coordinating and scheduling the rental + dates, buying the food, and scheduling activities.
- It is likely not going to happen this year in-person, but a virtual retreat might be an interesting idea! Of course, you might consider a Summer Retreat for next year, depending on how things go!
- Rachel could help in the event of a summer retreat!
- Social Hour
- In a virtual format for this coming year; a monthly social with food/beverages for folks to just hang out. This rep will just need to schedule and advertise the events; there is also a possibility to have a budget for food delivery to students in their socially-distant places (in the past, about ~$130/social).
- JP Summer BBQ
- Scheduling the date and getting the food (or, in the event that the rising second-years are taking point, this rep just helps facilitate). This is the first-year welcome + naming party. Occurs roughly around the July/August.
- Space Chair
- Make sure the student center stays spic and span, especially after events.
- Given that access is restricted, unclear what this will look like moving forward.
- Noah might be willing to do this!
- Mailing list + Webmaster
- Make sure the reps + APO mailing lists are up-to-date and the JP website is current.
- This person is also the “recovery email” point person for all accounts.
- Jing is happy to do this!
- Jelly Talks
- Typically in person in the summer months every other week (we were doing these every week through the spring/early summer during the pandemic transition).
- Just a reminder email + space scheduling + soliciting people to sign up to give talks
- Noah and Logan are happy to do this!
- Student Center Photoboard
- A virtual photoboard this year? Could go on the website?
- Diversity/DE&I Coordinator (a suggested new formal role)
- This year we hosted a DE&I Town Hall event, which we think is something that should continue moving forward. There is a DE&I folder in the drive with more information. This position could additionally be coordinating and working with the JEDI group and other affinity groups in the JP. This role really have the ability to evolve!
- GSC Rep
- We need someone to serve as the GSC rep for the program to keep our funding. Henri will do this until defending; but this is something that needs to happen every year. Could either be a Rep or just another student in the JP. See more: https://gsc.mit.edu/representatives/
- What’s going on with Steinbach Scholars?
- Notes about budget and funding
- We typically receive ~$10000 from OGE each year. Given the circumstances, it may be the case that more funding is not forthcoming; but there is a lot that we’ve got in savings
- Funding requests are submitted through the website and all reps will receive an email. You can decide how you want to discuss and approve budgets; we set a threshold of ~$350 automatic approval and the rest we discussed and voted on via email.
- Next steps
- Confirm all of the ad hoc positions (listed in the agenda) — Noah will take point
- Update information about the organization on Engage
- Meet with the rep that you’re taking over from to learn any pointers + review the google drive
- Handle the G&G rep position (Rui will assist with this)