[14824] in APO News
CAPS part 2 minutes
daemon@ATHENA.MIT.EDU (Wennie Wang)
Sun Feb 5 19:14:50 2012
Date: Sun, 05 Feb 2012 19:13:29 -0500
From: Wennie Wang <wwwennie@MIT.EDU>
To: apo-news@mit.edu, apo-minutes@mit.edu
This message is in MIME format.
--=_5b2qg7nu6rl5
Content-Type: text/plain;
charset=ISO-8859-1
Content-Disposition: inline
Content-Transfer-Encoding: 7bit
attached and summarized below
Also, take a look at the new chapter letter designs, as mentioned in the
minutes!
Enjoy!
Wennie
--------------------------------------------------------
--------------------------------------------------------
Finances- leave until next chapter meeting
Pubdir- flesh out clearer responsibilities
pubdir should aim to:
act like sub-publicity or strong resource
choose some open service projects
maintain boards in office and Infinite
making sure pubdir clue is current, or start one
(or concentrate on this so that next term is better)
House cup- in progress of finalizing points system
FVP/Membership division of labor- make clear cut between individual/group
activities and events
PC reports- need increase submission- make form easier to fill
improve cluedumps
make PC reports source of learning how to improve service projects
FSILG&D competition- wait to see if we can get a service theme/projects found
chapter skills- chapter skills chair?
make requirements clearer
--=_5b2qg7nu6rl5
Content-Type: text/plain;
charset=ISO-8859-1;
name="CAPS, pt 2.txt"
Content-Disposition: attachment;
filename="CAPS, pt 2.txt"
Content-Transfer-Encoding: 7bit
CAPS pt. II, Feb 5 2011
Start: 2:18 pm
End:
Attendees:
rhkeeler (Rachel Keeler)
slehmann (Sarah Lehmann)
jvaughn (Jacobi Vaughn)
afarrell (Andrew Farrell)
wwwennie (Wennie Wang)
emify (Emi Ferreira-Yang)
oremanj (Josh Oreman)
benkraft (Ben Kraft)
catheio (Catherin Olsson)
phhu (Philip Hu)
katoco (Kate O'Conner)
Lori Tsuruda
Agenda:
House Cup logistics
Attendance Problems
Finances
Memchair
Pubdir
FSILG&D
PC reports
---------------------------------------------
There were baked goods guys! You missed out!
---------------------------------------------
Finances
*slehmann- so, we're doing house cup. In terms of points, I prefer to add points rather than subtract
*rhkeeler- agreed, but we'll subtract points if a service project is cancelled 24 hours before happening
*rhkeeler- food is apparently not a sufficient motivator
*rhkeeler- do you think we need to hold a bigger CAPS to discuss finance. Pros- more people to input, cons- we don't know if there will actually be enougth people
*slehmann- finances is not pressing immediately. let's push to next chapter meeting and group it with junior officerships
--------------------------------------------------
Pubdir
*rhkeeler- anyone with pressing or important thoughts on pubdir?
*emify- if I tell pubdir to send out email about rush, will that happen?
*slehmann- send out an email anyways and see what happens
*Ellen- especially since it's a senior officer positions now
*Lori- a while ago, it was a junior officer position that was also in charge of drop poster
*Ellen- that is true; it has changed from that to publicizing everything to being a resource for sub-PC publicity people
*Lori- what are the specific concerns
*rhkeeler- i'm not sure, I didn't add that to the agenda but my understanding is that we have this called pubdir, but no one is sure what pubdir does except drop poster
*slehmann- it might be because it's more of 'do-what-you-can' and no so much checkpoints in between
*Lori- so do we need discussion of- do we actually need a pubdir position
*rhkeeler- or maybe what we actually expect
*slehmann- this is especially true for memchair and fvp, as last term wasn't so active, even if we end up something like glom-happy
*afarrell- fvp sounds pretty straight forward- you run events...
*rhkeeler- is chapter food under fvp? can I put it there?
*slehmann- meh....
*emify- i have classes and a meeting at 5pm
*rhkeeler- any ideas about an ideal pubdir?
*slehmann- catherio
*rhkeeler- no, dear- a person
*slehmann- well, basically the go-to person with an arsenal of things to put up; they should especially work with the pvp to advertise rush, update the publicity board, make it more shiny for rush, get an ad in the Tech
*Ellen- there are a number of slots on campus
slehmann- that we're not using. pubdir should manage this and be aware of the use; they should have someone to design posters
rhkeeler- so a repository of publicity knowledge
afarrell- they are able to give advice for a project; analogy- I notice that the board doesn't have the chapter letters, and I tell the pubdir that
slehmann- i know last term was super busy, but we need to revamp and make a lot of projects truly open
ellen- so recruiting year round instead of in bursts
slehmann- not necessarily recruiting but just invite people to hang out and rake leaves or something
oremanj- just to point this out- but also having a pubdir that enjoys publicizing; it seems to go to older members of the chapter who doesn't have that much time; but if they don't enjoy, they won't really have any expectations of the position
rhkeeler- so this is something more of we need to do elections better
slehmann- maybe we should delegate nibs, because the reason they joined is still fresh in their heads
ellen- pubdir used to be assigned, often was swapped with apocEd, which used to be a senior officer
lori- if you want a laundry list done, you need clueful people; if you don't have someone like that, they might not know what to do since a lot of these things are MIT specific that comes with being here longer
catherio- i think pubdir is a vacuum of knowledge that have a nebulous set of skills, much like other officer positions with scarce cluedumps, so we should identify these positions and maybe inforce their responsibilities better
rhkeeler- let's remember these for the next cycle of elections. Let's choose 2-3 objectives/suggestions to thzhou (current pubdir) to start off the year:
act like sub-publicity or strong resource
choose some open service projects
maintain boards in office and Infinite
making sure pubdir clue is current, or start one
(or concentrate on this so that next term is better)
catherio- someone who also monitor current publicity activities and making sure it gets done
oremanj- there some pudbir clue, but is is sparse and does not talk about campus stuff
catherio- it's up to the current pubdir decide whether she wants to do the publicity herself or make sure it gets done by someone else
-----------------------------------------------------------------
House cup- points
rhkeeler- the next question is the same for the memchair/fvp split; i know you guys are starting to form plans but i don't know how it's progressing- what is your vision (interpretive dance optional)
slehmann- (interpretive dancing) fellowship rises, moose frolick, time conclave
so we wanted to make tracking requirements more fun; i heard from other chapters of the house cup, where we divide the chapter into three 'houses' and they compete for points; there are some ways to give points (PCing a project, etc), though points will only be awarded until a PC report is turned in
this includes- silkscreen runs, printshop runs, pvp gets points for attending pledge meetings
catherio- and also teaching/practicing a chapter skill
slehmann- points for Big/Littles spending time together; things for the treasurer- like zeroing out the debt list
catherio- but I would just debt out by $1 and keep racking up points
slehmann- or maybe every 7 days you are not in debt; and also points for APOcEd for each issue submitted, but i don't want to make it too complicated
i'm making a web app that can be shared with svp so that it can be seen and updated constantly
rhkeeler- like a google spreadsheet
slehmann- and fellowship board, and then you can recognize super-awesome people at chapter meetings or something
catherio- over the summer i might be able to help you write a webapp (?); i'm Menging
rhkeeler- okay it looks like people are pretty much happy about this
---------------------------------------------------------
FVP/Memchair
rhkeeler- okay back to the split between fvp/memchair
catherio- last term, anything that wasn't a fellowship event I thought was under the memchair domain; after seeing that that was hard, my view has changed. My current thought is to collect data on what people are using; and then, I'm still not decided who should deal with what. But if it's about data compiling, I'm pretty sure that memchair or if it's throwing a party, then that's fvp- but if either wants to switch or is hosed, then that's okay. Also, data collecting is not to keep track of people but to see what's happening. If other people want to do something else, then that's fine, too
slehmann- i thought about being both positions, but i didn't want to get into the details but more into the membership retention stuff, like hey, haven't seen you; we should definitely work on this house cup thing
jvaughn- have we come up with names?
slehmann- not yet. but anyways, i felt the position of fvp fell off last term, so i want to keep things up and run more events, like study breaks or something; I also have a list of small things we can do periodically
rhkeeler- any other suggestions?
slehmann- or cool fellowship events?
rhkeeler- i want to make a baked good in the shape of a moose; or with cupcakes
emify- if we are doing this, i want to help
rhkeeler- i know you wanted to get schedules of large classes, so that we can send some notes before a big test, or go to someone's concert, or get data on Big's little's schedules to get some stuff
catherio- you can split it up to be individual, or special to a person, or something that applies uniformly; so like handing a cookie to people would not require any special knowledge; i think the more individual stuff would go to memchair and more general stuff to be more fvp-ish, although the specifically helpful would be more like memchair emails the bigs to check if their littles have a test coming up
slehmann- i have ideas to work this in
ellen- so for these events, are these for the pledge class or everyone?
rhkeeler- i think this is more for everyone
slehmann- any more demands? we're meeting tomorrow, so you should let us know
catherio- write an apoc article
slehmann- ooh, transparency
ellen- you should also be aware that some bigs have graduated or some littles aren't active
rhkeeler- so we need to update the family tree
catherio- i can look at updating it, since ekrueger needed help
rhkeeler- we are electing historian in three days so...
catherio- it's not hard, it's just a text file; i sent ekrueger a bunch of stuff to update it with, so someone remind me how to do this
---------------------------------------------------------------------------------
PC reports
catherio- what happens to these PC reports? they don't really go into the locker
katoco- we definitly need to make it more transparent and easier to access
catherio- there is a google doc, though no one knows where it goes; PC reports should at least go into the locker for future reference of ongoing projects
katoco- it would be nice for the svp to look at each PC report and update the clue
rhkeeler- more ideas to motivate people to do this, aside from having the svp tracking this
catherio- i think automated would work well; another idea is if we implement more of these tracking measures, and restricting active membership for those who don't email a report or something
ellen- this would require major rewriting of the bylaws, because current active membership is paying dues and having the spirit of service, etc.
catherio- so this would not fall under this criteria
slehmann- so once again, this would be a house cup thing, so that points are subtracted after two weeks of no submission or something
catherio- this might discourage people from PCing
lori- so I haven't filled in the report for an apo75 event i did, and it was so long ago that wouldn't remember it at all- so just doing it would help you remember more
catherio- so do I; there are still paper forms in the office, just so you know
slehmann- hit 'em with the PC report at the chapter meeting, since you're talking about it already
ellen- or have it as a constant agenda item until you talk about it, since it's still an ongoing activity
katoco- some people just might stop going to chapter meetings
catherio- we should first solidify why they are so important to us
slehmann- we need them for especially big projects like booxex and umoc- add notes and integrate them; having a report about solving problems, instead of tracking who sold books or whatever is more useful
catherio- so that's different from handing PC a form to fill out; something like bookex, you can't use the same incentive structure
slehmann- these big projects are the ones where you say what worked and what didn't or we'll start reinventing the wheel; there are a lot of nuances that you'd lose in a generic PC report
catherio- so then why are PC reports are important for the smaller projects
slehmann- so stuff like contacts, if it was popular, what did you do, was it a success- a few qualitative questions
rhkeeler- so now PC reports just get lost in the ether and that is not very helpful
slehmann- so the PC report should include:
what the project was
the contact
man hours of work
what you did
any comments of should we do it again
what can we do better
just like a few things to mark off quickly
lori- and also stuff we liked- so the pubdir can have something to work with
slehmann- so like a database
catherio- did I hear a database? you can totally do it with even just microsoft office or something
ellen- in terms of making it more accessible- you can html-ify it and make it available
slehmann- with some filtering, especially if we should do it again
lori- well, maybe not so cut-and-dry, but also with comments
slehmann- the name of the game is simplicity, not to much brain power, and can be done in less than 5min
rhkeeler- just got space agreement that i will email out later
rhkeeler- are there people that would actually do this
slehmann- there is a google form
catherio- update it in the locker, especially someone who has it in their inbox
slehmann- that's the historian
catherio- and the president to also check up on that
rhkeeler- does this sound good to you?
wwwennie- yes, it's doable but needs some organization; i have some surveys that need to be coordinated with fvp, pvp, memchair
---------------------------------------------------------------------------
FSILG&D
wwwennie- it's basically a competition between living groups (and APO is okay to participate) to see who can wrack up the most hours of service
lori- with also a theme, other qualitative things like what have you learned from this, what is your impact on the community, etc. with some fundraising credit
oremanj- would bookex count?
lori- if your focus was literacy, but there is also a time period for which to be counting hours
catherio- this is really awesome, since i was considering entering random, but then half of apo people being this is awesome, but the other non-random apo may be sad
rhkeeler- this was earlier discussed with double counting hours with random and esp (hee hee)
are you in favor of doing this, though it might change how we do this?
catherio- i think from what i heard last year, this would be cool, but given the new focus, i'm a little hesitant
rhkeeler- does anyone have any other opinions of this?
wwwennie- i'm looking at contacting those we haven't volunteered at in a while and also establishing new contacts, and also going to the public service center service fair to look for a project theme; i also registered us premeditatively just in case
lori- yeah, it doesn't hurt; you can decide it you want to do it later
rhkeeler- so let's go through with the current plan, see if we can get a theme going talk about this at the second consecutive chapter meeting happening and see if we want to continue with this
---------------------------------------------------------------------------------
chapter skills
rhkeeler- the only thing tat i am aware of about chapter skills boils down to- some are doing well, such as silkscreening, some are in progress, like printing press, but others don't even have a chair, like tools chair
slehmann- so we used to have something like Couch Destruction- you can talk to Ash
catherio- like the difference between a screwdriver and chisel, e.g. don't hit the end of a screwdriver because it might shatter
lori- some alumni can help with this
emify- can we get edgerton training- there's a huge line, and if we get a large group, we might get in sooner; my advisor is Prof Vandiver tomorrow, so I can talk to him
Lori- he also is our own advisor, so he also gets our emails; he's also a varsity basketball advisor
ellen- though he has made it clear that if it conflicts with apo things, apo gets priority
rhkeeler- quick digression, new chapter liason, Monique, to work in conjunction with Joni; we'll meet her at the first chapter meeting. is everyone okay with inviting her to the first chapter meeting?
catherio- do it, and make it clear that she doesn't have to stay for the whole time
rhkeeler- anyone want to help sarah reach out to alumni to hold another Couch Destruction
emify- wasn't dgrazian fairly interested
rhkeeler- i can bring it up at chapter meeting
oremanj- now we have about half the active chapter, not counting pledges
lori- i have a concern about the level of even-ness needed to aquire a chapter skill; some require a lot of time, and some don't, like the first aid chair
catherio- the first aid chair is more of you already have training and you won't be punished for knowing that
lori- but that contrasts greatly with printing press, which takes 8 hrs, and silkscreening that can take more
katoco- but do that pledges know about that of first aid chair
catherio- i have always been in favor of a chapter skills chair, who keeps track of what needs to be done to have aquired the skills for over a term or something, so if someone wants to make it their project this term, that would be awesome
lori- it's also not possible to split the training for print shop
catherio- i think it's more important that people are trained to handle things on their own, which has been happening so far; i really think that people who have been shown once and know where the clue is can do it, but the problem is people just don't have the confidence
ellen- it's also happened for the print shop that there has been a run in between training runs, so i don't know why the less confidence
lori- well if the goal is to being able to operate it safely, then it's not so good
catherio- though silkscreening is not as dangerous, unless you eat the paint or something
i tried to email out email certifications of official announcements to congratulate people, like press shop
slehmann- something that could be cool is an annual back-of-day
wwwennie- i did talk to noa today, and she said she was willing to come and talk to us about how back-in-the-day worked
lori- and postering could be revived or even used as practice for new trainees
rhkeeler- we could make generic 'come hang out with us' posters
wwwennie- we were also thinking of doing a chapter/letter shirts run, if anyone is interested in heading it
rhkeeler- i am!
emify- does this also overlap with rush?
wwwennie- if they want to print their own shirt, they would have to pay for it I believe
slehmann- and I also talked to you about having a fellowship event for 'print your own shirts'
wwwennie- yes, definitely, we can do that. there is also a new letters design from kameeko that's cool and will be sent out, and also a new functioning screen of not as cool letters
ellen- and don't forget that alumni will be interested in purchasing new designs
catherio- especially as we have a new alumni liason
------------------------------------------------------------
Pledge class and Apoc stuff
katoco- i think we need to outline requirments clearer
slehmann- also true for the apoc; and add some word searches so that it is less intimidating
catherio- I remember my pledge manual had lots of coloring things and word searches and that was fun
rhkeeler- kate, do you think those would help?
katoco- yes
---------------------------------------------------------
Attendence
catherio- we should ask people with a clear intent of gathering information of why they didn't come to this chapter meeting
slehmann- we might run into some problems of 'man, i should of come' or 'i didn't feel like coming'
ellen- i think you'll get more information for just asking instead of doing a survey
catherio- or make it embedded like with google
slehmann- we should also emphasize things of things people should to
rhkeeler- caps, election meetings, pcr/ptr
catherio- i think we need an understanding of why people are coming up
emify- tell people explicitly that if these are the five things you are to come to, come to these; email out before and then send out reminders
lori- and don't wait to get a room, just send a 'save the date'
benkraft- there was something about this at the last caps, about a google calendar to be updated
catherio- there is
benkraft- because when i schedule something, i don't necessarily know about it
catherio- so clearly we need to advertise this better
catherio- so kkhuhn drew these really funny invitations with really weird drawings, photocopy, and send it by departmental mail, which is definitely something that fvp could to do
oremanj- and there's even a nifty printer things from bookex for this
rhkeeler- if no one objects, I move to end the meeting; if anyone has suggestions, please share!
--=_5b2qg7nu6rl5
Content-Type: application/pdf;
name="apo_logo.pdf"
Content-Disposition: attachment;
filename="apo_logo.pdf"
