July 6 2020

At MIT:    

Remote: Rui, Lea, Eesh, Lauren, Emmanuel, Victoria,Veevee,Henri,Marissa,Kalina

At WHOI: 

10:00 July 6 2020

MIT-WHOI Zoom: 

https://mit.zoom.us/j/98583772114

Agenda

• JEDI webpage (Eesh)
• Actions on DEI based on list here 
• General Budget Questions/Update
• JP Gear Update and Budgeting Questions (Victoria)
• Kayak program
• New Student “BBQ” and Naming Ceremony
• Jelly Talks

Minutes

Eesh

• Will update the website with DEI – JEDI info, links, contact info for group, resources and meeting minutes for future discussion that happen, JP student video, new students can come in and get involved in any way
• This is a website that can be linked to from the JP website. It is open but stands alone
• He is happy to add anything else, it is pretty easy once you know how. We can give suggestions
• Unsure about JEDI minutes – they are just notes, unsure if can get the same info from the notes, better to direct people to the resources. If interested can ask for those minutes. Would need someone to make the JEDI notes to be of higher quality if posted, so may be better to just post primary resources
• Eesh knows everything about the website – is there a backup person that knows how to do it?? It is hosted through MIT. do not need to code anything, it is all drag drop. He can recruit a new web master during the Rep changeover. Lea says its good to have a few people that know how. Will have a year overlap
  • Victoria: knows how and has edited the website in the past

DEI

• Check on progress of each bullet point in future Diversity and Inclusion Initiatives
• Check with administration on current status of points on previously submitted diversity letter
• Henri will identify who the reps can contact to follow up (email heads of different committees)
• Include JEDI events calendar on Reps website
•  

Budget

• So, what is our status?
  • Rui is receiving reports from Kris (at least for July, it was unchanged from June)
• Currently, the OGE Funding Spreadsheet was last updated in March…we should try to get this up to date, and track down folks who requested and were granted funds, but haven’t spent it yet
  • Spreadsheet here: https://docs.google.com/spreadsheets/d/1LzRZe5pGWuWS_Sh55O-giB6iawnB76FbcfeSEpJOFSE/edit#gid=0 
  • Is there a deadline for having people spend money?
  • Novemberish is when we send a new request to OGE (with the incoming Reps)
• We currently have ~$16,000 in the account
• We should try to spend all of the OGE funding
  • We’ll send another call to students to submit event/funding requests, capital purchases for JP students, professional development meetings, diversity and inclusion work
    • Workshops and speakers are likely much easier for Reps to cover (since things are virtual, it would mostly be speaker fees)
  • (Potential) Big purchases down the line:
    • Kayaks
    • JP Gear
    • Sailboats

Kayaks and JPGear

• JP Gear
  • In the past: $936 for jackets in the past
  • Budget likely allows for more funding this year
  • Rough look at cost:
    • 50 stickers of ~15 designs at $70/design
    • Mugs likely a couple hundred
    • Shirts are likely $1500-2000
  • Want to avoid ordering too much of any one thing (stickers are maybe an exception since they are flexible and easy to store year-to-year)
  • Need to follow-up with Kris (she returns July 20) about how to actually place the order (do we get JP Reps to pay, one of us has to pay, etc.)
  • Next step: submit budget requests!
• Kayaks
  • Things are purchased (sanitary kits, emergency safety kits, inflatable stand-up boards)
  • There is a new Kayaks page on the jp reps website
  • $1135 so far spent, $514 left for an extra single kayak > Kris is being copied on everything
  • New waiver has been sent out
  • Quissett storage for paddle boards is currently being undertaken (aiming for storage at Shore Lab)
  • Lauren and Kalina to continue following up with Mallory
  • Community members were really happy to give the safety briefing and would likely be open to helping more in the future

New Student BBQ and Naming Ceremony

• Date set! Friday July 17 @ 4:30
• Can share the logo with them at the ceremony (until then….keep it under wraps)
• Hype it up to the departments!

Jelly Talks

• How should we use the time? How do we encourage others to give Jelly Talks?
• We could use the time differently too:
  • Maybe DE&I updates, or town-hall updates (like the “kayak” special talk)
  • Do want to be careful though…don’t want to totally co-op Jelly Talks
  • Perhaps encourage summer students more?
• Encourage first year students more as well: hype up attendance again; then consider moving it to every-other week

Next Meeting

• August 5th, 9AM