Minutes for ASHMC Meeting
Sunday, 4:00PM, November 11th, 2012
Riggs Room, Linde Activities Center
ABSENT: None
Status Updates
President – Good.
VP – We have a Frosh honor board run-off election going, we’re stuck at 40% because some don’t think it’s worthwhile to vote. We’re trying to get rid of run-off elections. I sent out a call for candidates for DB chair and treasurer. For junior appeals board it’s unclear if she will be going abroad next semester. I encouraged candidates for treasurer to be responsible and I said honor board candidates needed to be responsible.
South – Good
Case – Good
Juniors – Excellent
East – Good
Linde – Good
Atwood - Good
Seniors – Good
North – Good
Social – Good, 400 people at wild wild west.
West – Good, WWW went well but there was one alcohol transport (not sure if it was related to WWW)
Frosh – Good, trying to reach quorum
Sophomores - Good
Sontag – Fine
Off Campus – Great
Athletics - Good
DAC – Good, sending out room draw survey.
Treasurer – Letterhead printed, I talked to Bank of America and got them to remove fees. I talked to Wells Fargo and they offered to come in and talk to us at a meeting.
CAP – No updates
Dean Guy – Transport from WWW was not related.
Athletics – Still waiting for F&M on the mirrors.
Duck Budget Request
240 dollars requested. This Friday we are doing a show with professors starting at 7pm with a workshop before. We want money for a meal and t-shirts.
Motion to approve budget for Duck
Seconded
(18, 0, 1)
Motion Passes
Astronomy Club Charter
We want to go to various places with telescopes to look at stars with little light pollution. I just want to gage interest before submitting a budget.
Do you have a faculty adviser?
I’ll talk to prof Esin
This seems to overlap a lot with delta-h?
We will do things that delta-h wouldn’t do, like have learning opportunities discussing different constellations etc.
Social – Should we be concerned with approving too many clubs that may overlap?
Treasurer – I think we should be more concerned with cleaning up/removing old, inactive clubs.
Motion to approve club charter
Seconded
(19, 0, 0)
Motion Passes
Discussion of Instant Runoff Voting
Prof Orrison is having his class look at voting systems to design the best voting system for us. I want to check how similar instant-run-off voting is to our current system. Having a bunch of run-offs decreases participation so I’d like to get rid of them.
President – Haak, how hard would it be to implement this?
Haak – I have it working. It requires more computation and other systems might be even worse so we’ll see what Orrison’s class comes back with.
Discussion of funding for conference attendance
West – I don’t think we should be funding conference attendance unless that person is presenting a poster, talk, etc. I get that it is a networking opportunity, but if they’re not presenting then there is no guarantee that they are getting our name out there.
Frosh – Regardless of whether they are presenting or not, it seems hard for us to fund all of that. Maybe we could make an agreement with another group to split the costs?
President – As background, there used to be a grant for this but it has been used up. There’s no obligation for this and we wouldn’t be expected to fund all of this, but it would be a nice thing for us to do.
Treasurer – I would be concerned with people going to random conferences that aren’t as relevant to their field, don’t have that much of an impact. We would need some way of deciding which conferences are best for them to attend.
Athletics – I agree completely with West and I think we should go to departments (engineering department for example) to look for funds.
VP – Are we doing this on a case-by-case basis or are we making a consolidated fund?
President – That’s also up to us.
VP – I think what we could do is say ASHMC is willing to fund x amount, like we could pay up to this amount for travel and conference fees. When people come in case-by-case we usually have an idea in mind of how much we want to give them.
West – Who are the students wanting funding to attend conferences without presenting who don’t already have faculty funding?
President – Example is SWE.
DAC – For something like SWE or other organizations, we already give them funding and so I don’t think that there should be separate conference funding.
Social – I think we should look for alums to fund these.
Treasurer – How much was the old fund for? How long did it last?
Dean Guy – It went on for 6+ years and it was mostly for faculty development. It was 100s of thousands of dollars. The DOS office contributed to this fund 9000 and there were 3 requests so now the money is gone.
DAC – I think ASHMC isn’t academically related so I think this should be going through the administration.
Treasurer – I don’t think it’s true that we’re not academically related.
Atwood – I think these conferences are something that benefits the students and that’s what we’re supposed to be spending our money for. I don’t like the idea of us sending money to a fund where we don’t get to decide how it’s used. I think it should be more people coming in and asking for money directly from us.
Sophomores – You said the three applicants are SWE, IEEE, SHIP which are already clubs we fund, so I don’t see why we need to have a separate fund.
Social – The costs for conferences are big, I think we would say no if they came to budgeting.
Treasurer – I think ASHMC meetings run long enough as it is so I don’t want more people coming in asking for individual requests.
VP – Going to this conference as a non-presenter is expensive and if we put the money there a lot of groups will pop up wanting to do that, but I don’t think we can fund all the individuals that would want to.
Linde LTF request
We’d like a lighting system like in the other dorms, our courtyard is super dark at night. It is a quality of life thing. We also want an amp because we blew out our other one.
North – 550 is a lot for an amp.
DAC – If you want to talk to F&M, would you like to go through DAC?
Linde – Yes.
CHMMC
Caltech/Harvey Mudd Math Competition for high school math, it alternates between Caltech and HMC every year. This will be the 4th and largest event so far. We are asking for 652.43 dollars from ASHMC. We are also getting funds from other offices. The total cost of the competition is 6587.
How much is Caltech funding?
Nothing, we only contributed 300 last year when they hosted it.
What are F&M charges?
They are charging 300 because they need people to come clean up, watch over us on that day.
Motion to approve 652.43
Seconded
(18, 0, 1)
Motion Passes
Motion to approve minutes from last week
Seconded
Motion Passes
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