jpreps

December 4, 2020

Fri 12/04/2020

Agenda:

  • Social Hour Ideas, Cookie swap funding request
  • GSC and Treasurer Check In
  • Sustainability
  • Photo Board Progress
  • Open House Items
  • Addition of sailboat/Hobie Cat to JP Fleet (Zac)
    • General discussion
    • Sailing Czar or include in Kayak Czar position?
    • Currently talking to APO about feasibility 
  • Reminder about departmental funds (Zac)
    • $200, no need for reps vote

Notes:

Social Hour Ideas (10-15 minutes): Brainstorm Ideas for the next social hour, discuss how trivia went and whether we would like to continue with another game this month. Review cookie social proposal. 

  • Yes, we want to do trivia again and Cynthia can get gift cards and be reimbursement. Date Dec 18th – 5pm 
  • Cookie swap yes – hybrid between cookie swap and bake at home.
    • Have people sign up for a reimbursement ($10 dollars a head; submit receipt to Kris)
    • Put out guidelines for safety (handwashing, gloves, exchange, masks). Be hygienic, wear masks while making the cookies). 
    • Those who distributing should take extra precautions, leave on doorstep 
    • Allergies – either be really clear about what you can/can’t do and serious allergies opt for at home 
    • Eeshan – send an email to let him know it has been approved 
  • Gingerbread house decorating kits – decorating and sharing hour
    • ~$14 kits (order on amazon and ship them to different locations in WHOI and MIT; and outside if needed) 
    • Ask Kalina and Ellen if we need any help
    • Coordinator – Zac can order and Cynthia/Jordan/Katie can coordinate  
  • Praneeth suggests a Discord account – rooms to mimic buildings on campus – connect while working

GSC and Treasurer Check In (5 min) : Did we find out what these positions entail/if we need any specific certifications

  • Stewart and Logan will GSC do this. Email Henri about the transfer. 
  • Zac doesn’t think we need to do this! Hooray! 

Sustainability (TBD): Lauren Dykman will update us on her position as the Sustainability Liaison and will ask a few questions about working with the Reps

  • More officially take on more with this role
  • Ideas: attend sustainability task force and send out info to the JP/make fliers/understand WHOI waste stream/divestment campaign and has been sent to President and the board. Everyone is welcome to join! 
  • Send an update email 1x a month. Lea → remind students to sign up for an email list if they are more interested in sustainability. 
  • Everyone thinks this is a great idea! Also maybe keep this sustainability role for the future!

Photo Board Progress (5 min): Have we come up with a way to have a digital photo board/can we add this to the MIT/WHOI Webpage? 

  • This is still a work in progress, but has a good outline of the reps. Can we add links to things? Yes! Have it link to something else.
  • Contacting students – set up a form and try to automate photo uploading. Kevin and Logan can help with the photo board. Only have photos of people who consent to having their photo.  

Open House Items (20-30 min):

Video Update: Where are we at with the videos? How many/of what/how long? Do we need to send out a second call?

  • Rachel, Katie and Noah – only a few videos have been uploaded. 
  • We have: Student life, lab video (pending), Bigelow, doc, Smith, 
  • Need: Redfield (Zac), Jing will reach out to PO people (Astrid?), Shawn Wang (G&G) and Henri (PO) to get film
  • MIT Footage – Kevin D. can record, Eesh to get campus tour 
  • WHOI General Campus Tour – Cynthia can do this 
  • Footage finished by the 18th and send to Kevin (Kirwin) to edit/compile 

DEI Program: Have we contacted Adam and Lauren? It might make sense to set up a meeting with them to coordinate

  • Lea has reached out and they both loved the idea. Brainstorm how that looks in Jan. Lauren suggested they reached out to the students. Maybe Lauren and Adam come up with a few topics and send out a survey to students to see what they would most like to discuss. 
  • Think about who might also serve on the panels. 

Open house outline – Sunday (28th) informal social event; Monday starts (social event after 4pm); Tuesday (other social event); Breakout by discipline (live Q&A) on last day; 15 min relaxation at MIT medical team to end zoom fatigue. 

Gathertown to consider for one of the social hour – it worked really well for trivia  

  • Note about gather.town : pricing is strange, but basically the free version has a 25 person cap, and the next level up gives you a 2,000 person cap–it’s $1/person/2hrs

Gift Cards: Have we researched what this would look like?

  • Cynthia – easy to find online and get a visa gift card sent in the mail and distribute with swag bag. However, we cant send those to other countries. But, we can get pre-paid travel cards. There are many options, and some don’t have fees, but it is a little tough. 
  • If it doesn’t work for international students, we can’t do it. But, it seems like the travel cards allow you to use it like cash and exchanges at the rate of the day. Cynthia will look a bit more into it. Pre-paid mastercard. 
  • Finish setting up by next meeting so we can organize and send out, etc.                    

Swag bags: We need to purchase/order things. What are we prioritizing/how do we send it out/what is the timeline? How much do we want to spend per student?

  • Ideas:
    • WHOI socks with alvin would be cool
    • Ocean creature face mask
    • MIT or MIT/WHOI Beanie
    • Vendor Veevee used 
    • For Imprint vendor – mugs and towels (may have good stuff – totes) 
  • Budget for open house is usually $10,000 
  • Towel, tote, socks, mask, beanie, stickers, bamboo reusable utensils with logo, stainless steel lunch boxes with brand; zero waste items (eliminate some at price and availability). 
  • Logan makes a spreadsheet for prices and availability. Have some extra for waitlist (around 40-50 admits). Kris and Lea will get this number back to us before we order.  

Other Open House Concerns/Social Events for Open House

Other Items (TBD): Anything I forgot to include!

JP Reps Website – Jing and Stewart can integrate the photoboard and website. 

Bus – should we run it the last week of classes? Should we start run again in Jan? Yes! Let’s go ahead and keep the bus running 

Noah will send out the emails and run the meetings while Logan is at sea in Jan-Feb 

Zac – you can spend 200 from reps and Mallory wants to add to the “JP Fleet” to add a sailboat potentially.

  • Generally we like the idea, but want to keep liability and safety in mind (also insurance!). Add a sailing czar position and require training. Is there a problem with using the sailboat at WHOI if it is owed by MIT? Potentially complicated.   
  • Check with the MIT sailing pavilion. Maybe see if the MIT sailing fleet would be a good/more official model 

JP reps meeting is next Jan 8 at 1:30pm EST