Officers

Meeting Documents

Minutes for 2013-05-19

  1. Call to Order 2:02 pm

    1. Roll Call
      1. Administrative Cabinet
        1. President - David Nuon: Present
        2. Vice President - Ian Goegebuer: Not Present
        3. Treasurer - Christopher Gomez: Present
        4. Secretary - Shane Satterfield: Present
        5. AESB Representative - Victoria Hatfield: Not Present
        6. Event Coordinator - Diana Ignacio: Present
      2. Appointed Officers
        1. Librarian - Anthony Gialcalone: Not Present
        2. Office Technician - Johnny Patterson: Present
        3. Webmaster - David Nguyen: Not Present
        4. Historian - Brett Frager: Not Present
        5. Membership Chair - David Gaskins: Present
      3. Project Managers
        1. David Martel: Present

    2. Approval of the Agenda

      1. Motion of the floor: Approval of the agenda: [PASS]
        • First - Johnny: pass
        • Second - David Gaskins: pass
        • Discussion: None

    3. Approval of the Minutes

      1. Motion of the floor: Approval of the minutes: [PASS]
        • First - Diana: pass
        • Second - Johnny: pass
        • Discussion: None

    4. Review and append the bylaws

      1. David: We have to do this every year for taxes. We have to mark the constitution and bylaws each fiscal year, how much we have made for the ACM annual year report. We have to give this information to the federal tax board.
      2. Discussion
        1. Discussion of removing the librarian position.
          1. David Gaskins: We should reallocate the responsibilities to the vice president.
          2. David: We should still have the position, but change the responsibilities so that they keep track of all documents, not just the books.
          3. Sal: Keeping track of documents is the responsibility of the secretary.
          4. Johnny: We should change the secretary so that there is a position specifically for logging the meeting separate from keeping track of the meetings.
            1. Johnny: If there is a secretary that is not responsible, then it can really hurt the organization.
            2. Johnny: The secretary doesn't need to be the person that is taking the minutes. He can still review the minutes and the approval, but the recording can be separate.
            3. David: In case there is a delinquent secretary, this would be good, but this is an admin position. It would be a lower position is checking up on the admin position.
            4. David: You would have to go through another person to get something done.
            5. Sal: This is a serial redundancy.
            6. Shane: Vice president would record the minutes if the secretary isn't there. He should be trained during transitions on how to take the minutes down.
        2. Voting membership
          1. David: Voting membership for the club includes anyone that has been attached to the club.
          2. David: It basically means people that are ACM national members and/or officers, and are recorded by CSULB ACM.
          3. Johnny: We need to have this updated so that there be no reason to question if we have quorum or not.
          4. Johnny: We need a record of who has voting membership at all times, and this should be available to people. We should do this check explicitly when deciding if we have quorum or not.
          5. Shane: Where should this record be held?
            1. David: It is already held on Google docs.
              1. Shane: We should have the records on the site, available for everyone to see. This is important so that people that are in question of whether or not they count for quorum can know if they do or not.
            2. Johnny: People should explicitly join our chapter.
            3. Sal: Quorum that needs to be at the meeting are officers. The only time that voting members count, are during meetings like the bylaw amendment meetings.
          6. Sal: Advisers do not have voting membership.
        3. Project managers
          1. Johnny: Project managers must have reports during the meeting. They must address the 3 specific things (noted in the bylaws) during the meetings. This should be enforced. There is already a model for this, but it is not being followed.
            1. David Martel: Is there anything in there about what happens if no one can represent the project at a given meeting?
            2. Sal: Then someone just gives a report of their behalf.
              1. Johnny: Let's change the bylaws to note that someone that is not the project manager can represent the project, when there is no other representative, and give the project report.
        4. Contact Liaison
          1. Johnny: We should change the contact liaison to industry chair.
        5. Liability
          1. David Martel: Should we say in the bylaws that ACM has no liability over leaving objects in the ACM office.
            1. Sal: It is assumed that we are liable, but note that if anything is left for more than 7 days, then it becomes property of ACM.
            2. Sal: We can't do this because people have to agree to us not having liability.
            3. David Gaskins: We can have it so that entering the door to ACM means that you are agreeing to ACM not having liability of anything left in the office. This would need to be added to the bylaws and people must be notified of this before they enter the room.
            4. David Martel: This is in section 7 part c.
        6. Meetings cannot be held
          1. David Martel: We must change the bylaws from saying that we can't have meetings between the spring and fall semester to the spring and summer session.
        7. Security
          1. Johnny: We should have a recurring review session of the camera footage.
          2. Sal: That is under the president's duties.
          3. Shane: We should make a routine activity of checking the footage. It should be that every two weeks that someone should watch it.
            1. Sal: We cannot archive that much footage.
            2. Johnny: We only need to watch certain, key hours, in which that we suspect that something might happen.
            3. Christopher: There is a security feature that we are not using that allows us to flag only when there is motion in the room. We can upload only and view that.
            4. Johnny: We can have a script so that we can access, from the computer, the videos stored on the recorder.
        8. Splitting the meetings into two.
          1. Johnny: We won't need quorum on the general body meetings. It won't be business.
          2. Sal: Business is anything that you have to vote on.
          3. Johnny: We won't need quorum for this reason. We should leave out business entirely. There should be a section in the general body meetings for emergency business, that requires quorum. We can say in the bylaws that this is possible if necessary.
            1. Sal: We have never had emergency business in my time here.
            2. Sal: Bylaws say that there needs to be at least 48 hours for an officer or general body meeting to be announced.
            3. Sal: During officer meetings, there must be quorum, but during general body meetings, officers must know that there is a possibility for emergency business to occur.
            4. Sal: We used to just try to get as many people as we can at the meetings. This failed because no one does anything. Then we became very project oriented. This failed because we just did presentations and then people got scared and didn't do anything.
              1. Sal: The main thing for the general body meetings should be interactivity. This should be for getting people excited and into the organization.
              2. David: ACM-Web meetings have the 2 meeting set up that we are pushing for here. It works very well for the parliamentarian and the organization because it allows for splitting business from presentation.
        9. Discuss the nature of the ACM projects, giving incentive to create one.
          1. Sal: We want to become more project oriented. We are one of the most active organizations, in terms of projects.
          2. David: We should discuss how we go about projects.
            1. David: I just created a list of things to do and I assumed that people were competent enough to do them. This is why my project failed.
            2. David: Another problem is that there is no reason to do an ACM Project.
              1. David: Projects should be made so that they are shown off, rather than doing a project just to do a project.
              2. David: We can talk about small competitions like Ludum Dare and encourage those.
              3. Johnny: Is there a way for us to make the process of making a project less scary for a person.
                1. Johnny: The documentation intimidates them. We might want to have it so that we can walk them through doing the paper work.
                2. Diana: Mentors are a good idea. We could start that here. Peer to peer mentoring.
                3. Sal: We can officially start a peer committee in the bylaws.
                4. Sal: We should hook people in the beginning, showing them our awesome projects.
                5. Shane: We might want to change how people make projects.
                  1. David Martel: It is not that much, but there should be someone be a mentor for people starting projects.
                    1. Johnny: This is good, so that ACM knows what is going on with that project at it's advent, when the document is being created.
                6. Sal: A lot of students just don't know about the scope.
                  1. Johnny: If they had worked with the club, then there would be a change in the scope.
                7. Shane: Is there any incentive to make an ACM Project.
                  1. Sal: There is a money factory. ACM can give money support to an ACM Project.
                  2. Sal: Too many of our projects are personal and self contained. We should do more competitions. If we don't get anything done, we might get booted out of our office. We need to push competitions to prove to the Dean that we are getting things done.
                    1. Johnny: If we are going to be booted out of the office, then we need a solid case for why we should have a room.
      3. Policy
        1. Right to refuse service.
          1. Diana: We should have a sign saying that we have the right to refuse service, because we have that right.
          2. Sal: We should put under the ACM market that we have the right to refuse service.
          3. David Martel: We should train members how to sell things.
          4. Sal: This is a good policy for ACM. If you are going to be filling out charter, you need it to be filled out by an officer.
        2. Property rule for leaving property here.
          1. Johnny: Should there be a period of time that someone can appeal to make a motion to get back an item that was left in the ACM office for longer than 7 days?
            1. David: The appeal is the motion, and it's a state law saying that we must make a good honest effort to get things back to their officers.
          2. David: We need a sign saying saying a number of things in the bylaws. It should also state that we take ownership of anything left in the ACM office for longer than 7 days. This should be a sign of general rules.
    5. Other Business
      1. Johnny: After we close the meeting, we have a motion saying that we approve the changes and saying that we will do the changes after the meeting.
      2. David: Make a policy stating that it is everyone's job to keep the room clean.
      3. David: I need to teach people how to give people access to the Dropbox, and I need to give people access to the Dropbox.
    6. Motion of the floor: Approve a candidate to approve these changes in a later meeting: [PASS]
      • First - Johnny: pass
      • Second - David Gaskins: pass
      • Discussion: None
    7. Next meeting
      1. David: Before now and June, we can meet with Matt.
      2. David: We can have the next meeting on May 23th, at 4 pm, meet with Matt on a date decided during the next meeting, and then having another meeting approve the changes.
      3. Sal: Make all the changes in red.
      4. David: We will make a diff.
      5. David: Johnny and David Gaskins and in charge of making changes to the bylaws.
    8. Rubicon
      1. Motion of the floor: Motion to remove the rubicon: [PASS]
        • First - Johnny: pass
        • Second - David Gaskins: pass
        • Discussion:
          1. Johnny: I talked with Nathan to see how to remove the Rubicon. He said that we are Ok to remove it and give it back to Frank.

  2. Adjournment 4:03 pm