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Directors Minutes Spring 2009

SSSC Meeting Minutes for Spring 2009

January 12, 2009


Belinda:
    No Report

Ryan:
    Excused
    
Shannon:    
    Working on E-Ball quotes but waiting on people to come back for the holiday break.
    Potentially looking at doing a joint Alumni E-Ball to run concurrently.
    Will be assuming the Vice President's SGA duties.

Mary:
    Talking with IEEE about their pre-built competition. (Limited to 8 groups based on available hardware.  Lego Mindstorms Kit)
    E-Expo was mentioned on a news letter that goes out for local high/middle school science fair competitions.
    The rules for the bridge competition need to be posted to the website in the next week.
    Need to submit a request to SGA for the project fund. (Adam will drop off the form to be filled out.)

Alex:
    Working on the logo.  Will be done shortly.
    Talked to, via GE contacts, Rumpky, Waste Management, and Louisville Metro about presenting at E-Expo.  They all seemed interested.
    E-Expo Theme: "The Next Generation of Energy" as opposed to the old theme "E-Expo: The Next Generation"

Kent:
    Still need to lock down a room for the competitions.
    The T-Shirt system for purchasing needs to be re-worked.
    Need to get number of judges required for the competitions.
    
Robert:
    The Keynote has been confirmed.
    The cost for keynote has no commuting fees and no cost for dinner.
    Not going to request CPC funding (deadline is tomorrow).
    Still looking into some companies to present on environmental issues and efficiency.
    Potential for a hybrid car display.  (Local dealership)
    
Jared:
    Created the attendance sheet for the semester but it still needs to be update for co-op students.
    Tentatively Brittany will be serving as DOA Proxy.
    Need to make a page on the website for Middle School and a signup for Professors to register their labs.

Adam:
    Directors meetings will remain the same time and the same place for this semester.
    Council meetings will be in JS 100.
    Current Vice Presidential plans are to have someone shadow Adam as to how E-Expo is run.
    Working on lots and lots of E-Expo stuff.
    Will be purchasing chairs in the next few weeks for the office.


Dr. Willing
    The new Black Board system has contents for RSO.    

Old Business:
    None

New Business
    Alex: Motion to make the E-Expo slogan "The Next Generation of Energy"
    Robert: Second.

Announcements:
    E-Expo is March 7th.  Start freaking out soon.




January 19, 2009


Belinda:
    Absent

Ryan:
    Talked to Dr. Ralston about getting the ECE contact for the simple motor kit for E-Expo activity.
    Adam talked to contact at Crawford Gym about reserving the room.
    IEEE event limited to 4 people per group, but may increase the number to allow for more people. 
    
Shannon:    
    Absent

Mary:
    See ryan's report.

Alex:
    The website still isn't finished.
    Contacted the representative for the student calendar.  Can have the event posted by tomorrow.
    Representative from Leo contacted about adverting again.  Looking at not advertising with them this year.  Looking at reallocating that money for different types of advertising.

Kent:
    Still working out details for NASEC funding.
    Working on changing the T-Shirt purchasing process.
    Need to determine what trinket to get the middle schoolers in place of T-Shirts.
    Need to compile list of information for exhibitors. (Needs to be posted on website ASAP)
    
Robert:
    Going to contact the companies for the symposium.
    Need to straighten out the proposed auxiliary speaker.
    
Jared:
    Still need to work on the website, waiting on Alex.
    Need to add WYSIWYG editor and formatting for schedules.    
    Working on transition VP email.
    Need to look into ordering polos and name badges.
    

Adam:
    Poster exhibits will be in the hallways of Ernst.
    Keynote will be in Biggalo.
    NASEC Nationals April 2-5.  Will be able to pay for registration (hotel and meals) and plane.  Pooled interest from all of the directors for attending nationals.

Dr. Willing
    Absent

Old Business:
    None

New Business
    

Announcements:
    




January 26, 2009


Belinda:
    She has good deals on donuts.
    Freshman council meetings will be changing time and place in the future.
   

Ryan:
    Was in contact with the ECE department for "how to build a simple motor".  Received the instructions.
    Need to figure out a student forum to have this semester. (Green energy / E-Expo peprally / Kersey )
   
Shannon:
    E-Ball is at the Science center.  Mastersons is catering and it will be a buffet.  Still working on getting all of the contracts signed.  Need to have the alcohol paperwork filled out.

Mary:
    Organizations volunteered to go to high schools to talked to students. (Details will be forth coming?)  Following up...
    Next big task is determining the specifics on the activities and getting a cost and estimated student count. (Simple motor, card tower, mini-rocket)

Alex:
    Looking into t-shirt advertising.
    Tried to update event calender.  E-Expo should be on the master calender in the next few days.
    Still working on trinkets for middle schoolers.
    Need to start working on the cover for the E-Expo program.
    Still thinking about a banner.  A big one for over by the SAC?  Also, some smaller disposable ones for day of advertising (parking).

Kent:
    Trying to determine a way to affix the tri-folds to the walls in Ernst.  Not allowed to use tape on the walls to looking into an appropriate way to affix them to the walls.  Tables will take up too much room to have people to be able to walk through.
    (Oups, Speed School student registration wasn't open... it is now.)  Need to update website to reflect correct judging procedure.
    WE NEED DRINKS! - Robert
    
Robert:
    Need to make contact with the companies for E-Expo.
    
Jared:
    Worked with Alex (and Cassie) to update the E-Expo theme.  Thanks to Alex for getting the new logo finished and helping select the color theme.
    Will start work on the program.
    Polo order and name tag order needs to take place in the next two weeks.

Adam:
    Kara: We are going to get a Striker and a Bradley from Fort Knox.  We may or may not get a helicopter.  We will probably know the day of as for the hellicopter.  Also trying to track down the hovercraft.
    Looking into another art exhibit similar to the one two years ago.
    Travis is getting set up for the high school recruitment.
    The new center for renewable energy was announced today.  It will be called the Cann center.

Dr. Willing
    No report.

Old Business:
   

New Business
    

Announcements:



   
February 2, 2009


Belinda:
    Excused.

Ryan:
    Excused

Shannon:
    Wasn't able to contact the Science Center about E-Ball because of the storm.  Will be doing that this week.
    Ticket design still needs to be finalized.  Once we get the tickets back they will go on sale around the time of E-Expo.

Mary:
    Started looking up materials and prices for the middle school activities.
    Concerned about the safety of the film canister rockets.

Alex:
    Still need to work on things in light of the snow outage.
    Need to work on the program cover, t-shirt design, banners, web calendar, and trinkets.
    Need to contact news station and papers about covering E-Expo.

Kent:
    Talked to Dean Starr about poster boards on the hallways of Earnst hall.  It will be ok as long as we are careful.  Classrooms can serve as overflow.
    Working on the details for the awards: individual and a potential departmental award.
    Lab registrations need to be tracked somewhere.

Robert:
    Lucky charms has removed the pots of gold.
    Denny's has a free Grand Slam breakfast tomorrow from 6AM till 2PM
    Emailed MSD, City of Louisville, Waste Managment, and Rumpke about E-Expo.
    
Jared:
    Still need to order name tags and t-shirts for council.  Will bring that up at council meeting this Thursday.
    WS Nominations are opened: Feb 5
    Nominations are opened: Feb 5

    Elections will be Feb 12 and 19

    WS Speed Award: Feb 26
    Advisor Elections: Feb 26

    Directors reports will be emailed out for the Feb 12, 19, and 26th meeting.


Adam:
   

Dr. Willing
   

Old Business:
   

New Business
    

Announcements:




   

February 9, 2009


Belinda:
    Will be meeting this Sunday to discuss the spring event.

Ryan:
    Emailed Dr. Grahm about using Mophet as the speaker for the forum.
    Going to look into getting the packets for the simple motor kits.
    Will continue work on other middle school competitions.
    Gale Williams (Alumni): Looking for judges for elementary school science fair projects.  Wednesday March 25 from 9AM to 1PM at Audubon Tradiliton Elementary School.

Shannon:
    Contracts for the Science Center and the DJ for E-Ball have been sent do SGA.
    The elections picnic will be this semester.  Looking into the details.
    E-Ball ticket designs will be available for preview next week.

Mary:
    Going to meet with Ryan after meeting about the middle school activities.
    There are 135 middle schools signed up as of last week. Be afraid, be very afraid...

Alex:
    Program cover is finished.
    Working on the map.
    T-Shirt designs are in progress.
    Still working on the trinkets, aiming for the end of the week.
    No progress on banners yet.

Kent:
    All of the food is ordered and will be picked up tomorrow.
    Will also talk to Sams about getting a SSSC card.
    Started work on exhibitors for E-Expo.  Also, contacted George about getting tables (all of them).
 
Robert:
    Will contact president Ramseys office about reserving Bigallow.
    Currently 2 companies (MSD & Cemex) are registered for presenting at E-Expo.  Aiming for having five companies but currently not at that mark.
    Have the short and long bio for the keynote.
    Still looking into the gift for the keynote.
    
Jared:
    Need to finalize the list for name tags and shirts to order.
    Will start work on the program soon.
    Minutes for the meeting this Thursday will be distributed by email.  I need copies sent to me by Wednesday 5PM so that I can compile them and send them out before meeting. (Location for meeting will be different)
    Will be sending out an email this Wednesday about election procedure.
    
 
Adam:
    Will be getting some cars for Schwope.
    Also will have a Striker here.
    Helicopter is still unknown.
    The hovercraft is looking grim.
    Still working on the tours.
    Meeting this Thursday will be in Sacket.
    Received an email about the RSO applications and they are due at the end of February.

Dr. Willing
   

Old Business:
    None

New Business
    None

Announcements:
    Meeting this week Sacket 100.



   

February 16, 2009


Belinda:
    Had a meeting yesterday.  Current plan is a massive game of capture the flag at night.
    @Kent: We need paper products for E-Expo.
    Looking for a big cooler for E-Expo drinks.

Ryan:
    Been working with Dr. Grahm on the forum.  Will likely not be before E-Expo.  Targeting early April as the tentative date.
    Still working on getting price list for the simple motor kits.
    Will be aiming to have the final parts list by Wednesday for ordering on Thursday.
    Need to pick a day to prepare the materials before E-Expo.
    Have numbers for the Middle School judging for the 25th.

Shannon:
    E-Ball is currently in the works.
    Currently working on getting the CPC money from SGA.
    

Mary:
    Emailed societies asking for volunteers.  AICH and SWE have already responded.
    Continued to work on the materials list.


Alex:
    Been working over the weekend on finishing the program cover and T-Shirt design.
    No update on the middle school trinkets.


Kent:
    Have 22 tables reserved for E-Expo.
    Contacted the Physical Plant and will continue working on that.
    Wrapping up organizing all of the judging information.


Robert:
    No report.

    
Jared:
    Elections will continue this Thursday in JB 100.
    Need to order name tags and t-shirts.
   
 
Adam:
    Will be working on a press release for E-Expo.
    There has been a lot of interest in NASEC so the individual cost will go up.
    There have been 3-4 high school groups register in the past week.
    Has an AP&P meeting tomorrow but is unable to attend. (Ryan will be able to attend)


Dr. Willing
    No report.

Old Business:
    

New Business


Announcements:





February 23, 2009


Belinda:
    No Report.

Ryan:
    Purchased all of the supplies for the middle school competitions.
    Will likely need to purchase some odds and ends before day of but most everything is purchased and should arrive by Wednesday.
    

Shannon:
    No Report.

Mary:
    Ryan purchased stuff for E-Expo so currently waiting for it to come in.
    Registration for middle-schoolers are currently closed.
    Assembly meeting tentative scheduled for Tuesday March 3rd.
    

Alex:
    A first draft of the cover and map for the program is finished.
    The rapid prototyping people have started working on the trinkets.
    The T-Shirt order has been placed and printing has started.  (Ordered 300 t-shirts)
    Need to put up posters all around campus.  Need to contact community calendars about publishing E-Expo information and date.
    Will be modifying the banner to have the correct date.
    Need to make signage for day of instructions and indicators.

Kent:
    Still need to send out letter to judges and exhibitors. (Will be posted on the website and students will be pointed towards the link.)
    Will be working on judging organization activities constantly.
    Currently sketching out the awards ranking for the student competitions.


Robert:
    Have been in contact with the keynote.  Currently giving guidance on the speech topic for the keynote address.
    Still working on getting a gift for the keynote.


Jared:
    Tablet PC selection was made by the Academic Technology Comitte and the choices were between a Lenovo, an HP, and a Dell.  The committee chose the HP tablet pc which if approved by IT will be the only computer made available and supported by the IT department for incoming Speed School students.
    T-Shirts, name tag purchases will be happening soon.
    Working on assembling the program.  Need to get pricing quotes and compile all of the material.


Adam:
    Was banned from Gmail for sending out an email to more than 500 recipients.  This was a result of emailing all of the incoming Speed School students.
    

Dr. Willing
    No report.   

Old Business:
    

New Business


Announcements:




   
   

March 2, 2009


Belinda:
   Will be borrowing coffee machines from Sodexo.
   Working on organizing all of the food for the judges.

Ryan:
   Continued work on middle school activities.
    Will continue to work out the plan for handling the incoming middle school buses.
    Instructions for middle school activities need to be finalized and determined how to distribute the instruction.
    Will be getting water bottles from the water company. (Pure Tap water bottles)
    

Shannon:
    Non-E-Expo: Franks tomorrow for the election picnic.  You have to vote before you get food.
    Will be picking up the alcohol form tomorrow for E-Ball.
    

Mary:
    High schoolers will be placed in the JB 100 lecture hall.
    

Alex:
    Trinkets will not be produced at the rapid proto typing lab in time.
    Will be working on making posters to plaster campus.


Kent:
    Will be getting cans for drinks and trash.
    Current registration for high school



Robert:
    Career fair is this Friday.  They are looking for volunteers.
    Working on the corporate part of E-Expo.


Jared:
    Will now be ordering 400 programs.
    Ordered name tags and they will be picked up on Friday.
    Currently playing with walkie talkies.
    Idea for freshman handbooks: Use OneNote or some other type of file to distribute the handbook to freshmen.
    

Adam:
      E-Expo!
    

Dr. Willing
   

Old Business:
    

New Business


Announcements:




   
   

March 23, 2009


Belinda:
    Capture the flag is scheduled for April 4 at night.


Ryan:
    Goodbye.
    Science fair is on March 25th.  Speed School students are judging the middle school exhibits.  Will be excused from classes.
    Will be sending back the extra E-Expo competition supplies tomorrow.

 
Shannon:
    E-Ball is this weekend!
    You can purchase tickets now and instructions are on the door.
    Award winners will be notified and will receive free tickets.
    The price for tickets will be dropped to $10 per-person.
    Doors open at 7:00 PM and buffet opens at 7:30 PM. 
    Program starts 8:00 PM.
    Will end promptly at 11:00 PM



Mary:
    No report.
 

Alex:
    Chalked all the E-Ball advertisements.  Will be changing the price to $10.
    Will be working on a coordinated effort to chalk the class room boards.
    Additionally, will be making filers to hand out in the calculus classes.
    

Kent:
    Working on getting the E-Expo student competition awards finished in time before E-Ball.
    Sams Club will let us get an organization card but we need to pay with a check with our organization name.
    


Robert:
    Will be sending out a thank you email to Alumni council.
    Also, will be helping transition to the new director.


Jared:
    Currently working on migrating the email accounts to the new directors.
    Will be implementing Live Mesh as a file sharing system for all incoming directors, this is mandatory.
    Will be driving all of the directors to get their position descriptions in.

Adam:
    Crunching through the post E-Expo tasks.
    We were $500 under budget.
    They will be removing the copy machine from upstairs by 2010 and every office is going to be self sufficient.
    CPC funding deadline is April 9th for summer and fall events.
    RSO orientation fair for the fall, we must attending an upcoming meeting.
 

Dr. Willing
   No report, this week.


Old Business:
    


New Business



Announcements:
    McCalasters opens next week, more details to follow.
    Looking for a DoA proxy for the summer.


_____________________________________________________________________

March 30, 2009


DOSAF: Shannon George

  • No report.


DOSAC: Ryan Frazier

  • Shannon: There will be a picnic for the TPB statue on April 24th.


DOSR: ---

  • No Report


DOPR: Belinda Casanova

  • No report.


DOF: Mike Schoen

  • No report.


DOCAR: Allie Bube

  • No report.

DOA: Jared Hatfield

  • The position for DoSR will be announced as vacant to the SSSC list serve today and persons interested will be able to respond
  • All of the director email accounts will be migrated to be sent to the new directors.
  • All of the directors need to get their Live Mesh up and running so we can start sharing files.

Vice President: Alex Halbleib

  • Will be setting up a meeting soon (early in the summer) about how we are going to improve E-Expo.

President: Kent Matsuzaki

  • Adam: Outgoing directors need to pass their loose ends onto the new directors.
  • Usually directors retreat is in late summer, but looking to change that to be early summer.
  • Be thinking about ideas to change on the yearly events.


New Business:

  • Give the floor to Ryan Leonard:
    • We have been given the opportunity to sell the CARDS shirts with a custom SSSC logo on it.
    • Prices are currently unknown but the base price would be about $9.
    • Would like a few council members to make it to the business meeting.
    • The design may be finished my tomorrow.
    • The meeting is Tuesdays at 4PM in the business school.
  • Motion to consider of uprchasing L-Raiser shirts from the business school pending further examination - Alex
    • Second: Mike
  • Motion to table: Alex
    • Second: Jared


Old Business:

  • None.


Announcements:

  • Belinda: Will need man labor later.


_____________________________________________________________________

April 6, 2009


DOSAF: Shannon George

  • NAESC was awesome!
  • Working on an idea to restructure freshmen council based on ideas learned at NASEC.
  • Jimmy Kidd will be contacting Shannon about Freshman orientation.


DOSAC: Ryan Frazier

  • April 24th picnic is coming up.
  • Will be contacting Kent about organizing the council retreat.
  • Will need to start organizing the summer sports league and speed Olympics.


DOSR: ---



DOPR: Belinda Casanova

  • Will be meeting with business council tomorrow about shirts.


DOF: Mike Schoen

  • Working with Kent to get all of the accounts moved over.


DOCAR: Allie Bube

  • Met with Robert about transition.

DOA: Jared Hatfield

  • All of the directors need to get onto the Live Mesh if they haven't yet.  There are lots of useful files on there that you definitely want.
  • Directors that need proxies for the summer should start looking now.

Vice President: Alex Halbleib

  • Gained lots of amazing ideas from NAESC about E-Expo.
  • Alex will make less jokes when giving a report.
  • Will get with all'yall about getting a date for the E-Expo planning session.

President: Kent Matsuzaki

  • Tentative day for Directors Retreat May 16.


New Business:

  • Motion to open the floor for nominations for DOSR: Jared
  • Second: Shannon
  • Directors nominate Race Nichols as for the position of DoSR.


Old Business:



Announcements:

  • McCalesters is Open!  (Includes very long line.)


_____________________________________________________________________

April 13, 2009


DOSAF: Shannon George

  • No report.


DOSAC: Ryan Frazier

  • Absent


DOSR: Race Nichols

  • No report.


DOPR: Belinda Casanova

  • Went to the meeting about the shirts.  They were not ready for ordering the new shirts until the old shirts are sold off.
  • Working on advertising for the picnic.


DOF: Mike Schoen

  • Will be having a budget meeting with Kent and Adam soon.
  • Name will be added to the account soon.
  • Deans budget is due mid may.
  • Proxy for the summer: Allie Jackson


DOCAR: Allie Bube

  • No report.

DOA: Jared Hatfield

  • Install Mesh now!
  • Will try to start back up a game of assassins  this summer.
  • Committee sign ups will be the first day of the summer semester.
  • Proxy for the summer: Steven Ryan

Vice President: Alex Halbleib

  • Still trying to organize a E-Expo meeting for the summer.


President: Kent Matsuzaki

  • Still looking for input to the accademic integreity committee.
  • AP&P meeting will be tomorrow.
  • There will be food at the first meeting of the summer semester.


New Business:

  • None


Old Business:

  • None


Announcements:

  • Install Mesh or die!


_____________________________________________________________________