At MIT: Rui, Victoria
Remote: Henri, Emmanuel, Adrian
At WHOI: Lauren, Kalina, Marissa, Lea
13:00 Nov 13 2019
MIT-WHOI Webex: https://whoi.webex.com/whoi/j.php?MTID=m430465b0970ba7687f393ef109d873c0
(#:730 941 826, pwd:7CMkctD8, host key:140383)
Agenda
- Introductions
- Role Assignment
- Reps Roles
- Roles Reps Need to Have Filled
- Meeting ASA compliance
- Funding Requests
- JP MIT-outing Request
- Gluten Free/Vegan Buffins
- Upcoming Events
- Winter Retreat
- Winter Meeting
- Ed Assembly/Ed Council for External Review Meeting
- Next Meeting/Meeting Frequency and Logistics
- Reserve a call room at MIT (laptop quality generally limited)
Minutes
Introductions (all present)
Role Assignments
- Ed Council | Lauren, Kalina
- Buffins | Lauren, Emmanuel, Marissa
- Steinbach Scholar | Henri (PO), Lauren (Bio), Marissa (Chem)
- Open House (March 2 and 3, need help March 1) |
- MIT: Henri (Lead), Victoria (Back-up)
- WHOI: Marissa (Lead), Kalina (Back-up)
- ASA Meeting Rep | Shared between Rui, Henri, Victoria, and Adrian
- We have Rui attending two breakout sessions (11/18, 11/19) and Henri attending one (11/21), which satisfies that make-up requirement.
- Victoria attending 15-20 minute office hours for 1-on-1 meeting
- Should ask at one-on-one if there are other meetings we should be going to
- President | Rui
- Treasurer | Adrian
- Will connect with Suzi Clark — Lauren has credit card and flash drive to hand off
- Will connect with Kris Kipp about logistics (funding largely through OGE)
- Lea will send an example reimbursement request/funding request response
- Housing Reps |
- MIT: Victoria (will check in with Eesh)
- WHOI: Emmanuel
- Social Hour | Kalina (Lead), Emmanuel (Back-up), Marissa (Back-up)
- Frequency: at least 1/semester, aiming for 1/month
- Photoboard | Marissa (should connect with Mallory)
- Mailing List | Henri (previously Ian Jones)
- Space Chair | Emmanuel
- Winter Retreat | Adrian, Lauren, Kalina
- Starting soon for the house rental is a good idea
- Contact last reps for that information
- Jan 31-Feb 2 or Feb 7-9
- Make sure it’s not during GSC ski trip or Ocean Sciences
- Winter Meeting | Rui (administrative), Marissa (on-the-ground @ WHOI)
- Informal meeting with APO (dinner)
- Students prep the agenda, secure Tuesday/Thursday, organize food
- Typically February (sometimes March)
- Jelly Talks | Adrian
- JP Summer Picnic/BBQ | Lauren
External Roles (Rui will take point on following up with all except international committee)
- International Committee: Kalina (already doing) — will see if other students want to do it
- Library: Becca
- Kayak: Mallory
- Webmaster: Eesh (Rui will follow-up)
- JP Courier: Katie Halloran
- Institutional Safety Committee: Julia
Funding
- General rule of thumb moving forward: For anything submitted by a Ref, assume that they will sit out of the discussion
- REQUEST Abide boba: majority vote approved; $90-150, attendance 15-25 people
- REQUEST More inclusive buffins options: majority approved
- Some options: fruits, dried fruits, gluten-free buffins
- Marissa to ask whether there is a gluten free option at Cape Cod Bagel
- Send out a poll in order to properly distribute the options
Steinbach Scholar Update
- May be changing the number of Steinbach Scholars each summer (from 3 to 2)
- Intent is to increase engagement with each scholar and prevent over-subscription by the students
Future Meetings
- Approximately 1/month
- Going to try first Wednesday of every month (next meeting: December 4, 9AM)
Agenda Items for Next Time
- Review of JP Reps constitution and open discussion
- Funding:
- Review of current available funds
- Recap of Funding Requests
- Discuss any pending Funding Requests
- Discuss thoughts on applications for recurring funding (e.g., for student seminars)
- Update on external roles holders