2019-10-14 BoD Meeting Minutes

Attendance

  • See attendance spreadsheet

Agenda

  • Announcements
    • Tech Fest funding was approved
    • Next GSC BoD Meeting will be Monday, November 18 at noon
  • Visit from student affairs & Office of Residential Experience
    • Felicia Hunt, Assistant Vice President of Student Affairs & Residential Experience
      • Is here to introduce herself
      • She is also very interested in engagement
      • Was previously the adviser for the GSC
      • She is interested in partnering to support graduate student needs
      • The big picture is quality of life and quality of experience during the time at Caltech (graduate student life)
      • Note that there is a full time graduate student residential life coordinator
      • The office has taken over from the office of graduate studies
      • Sue is another person in the office who we will be working with to register events (she will be support for this function)
      • This is a large office to support student life here at Caltech with many members that will be available to assist us
      • Central goal in the coming year will be to institute policies to help graduate student parents at Caltech
      • Hopefully we will be able to work together on coordinating more events like TechFest throughout the year
    • Miranda Huseth, Administrative Assistant to Felicia Hunt & Special Operations
      • Talk to her if you need to meet with Felecia
      • She also knows a lot about the office and how it works so feel free to ask her questions etc…
      • She has been here for ~6 months coming from University of Minnesota and Stanford where she was in a similar role
    • Isabel Peng, Graduate RLC (residential life coordinator)
      • She is here to oversee the entire grad community living in Caltech residences
      • This is her first year in this role
      • You can come to her for support on anything residential life related (i.e. housing, roommates, etc…)
      • There is another graduate RLC position available, so if you are interested in this position, please speak with Isabel
    • New event rules require a bartender for more there 15 people
      • Bartenders cost a lot of money
      • This is currently the policy of the institute
      • If this is not appropriate then maybe we should look at this
      • We are going to arrange a time with Jackie and the other chairs with Felicia’s office to discuss this policy for graduate students
    • There is a new form for event requests that is now online
  • Committee updates
    • Academic Committee
      • Please email Nicole if you are interested in the academics committee
      • There will be a meeting on Friday, October 18 at 6 PM
      • If this time doesn’t work for you please let Nicole know
    • Advocacy Committee
      • Responsible for advocating for graduate student needs and the annual survey
      • Need to compile a report about the survey and recommend the minimum graduate student stipend by the first week in November
      • Will send out an email this afternoon about meetings over the next three weeks to finalize the survey
      • There is also a slack which the Advocacy Committee uses to communicate about issues (which people can also join if they cannot make the meetings but still want to contribute)
    • Communication Committee
      • Eduardo is in charge of the website, forum, marketplace, mailing lists, etc…
      • Please speak with Eduarado about helping out with these functions
        • Also talk to him if you want to advertise an event for graduate students
      • There is also the science policy committee within the communications committee
        • These people put together talks etc… for people who are interested in science policy
    • Social Committee
      • Talk to Jackie if you are interested in the social committee
      • There are many events coming up in the next few months
  • Event funding request from Caltech C
    • The information about the event is contained within the attached proposal
    • Yuelin is here to talk and answer questions about this event
    • What are the other sources of the funding?
      • The Ramo Auditorium use fee is covered by Student Affairs
      • They also have $350 from Askit
    • Are you charging for admission?
      • They are charging $6 per person for the buffet
      • However, this basically only covers the food costs
    • This will be on November 2
    • Around 200 people bought the buffet last year
    • A motion was put forward to lump this funding request in with the Caltech C club funding
      • This was passed unanimously
      • The $1,100 request will be rolled into their club funding request
      • The meeting to approve club funding will be this afternoon
  • Event funding request from Caltech Biotechnology Club (Proposal attached)
    • See the attached proposal for description of the event and what it involved
    • There are basically many members of the Amgen committee who graduated from Caltech that are here to give a lunch panel
    • Mickey is here to talk about the event and answer any questions
    • How much event funding do we have?
      • We have $5000 for the year
    • How are they going to advertise
      • Master calendar, Caltech Ion, posting to division mailing lists and the option mailing lists, they also make flyers etc…
    • We will have a discussion and vote on Slack
      • David will send out a notice about this
    • What happens if more people show up?
      • They will do this on a first come first serve basis
  • Are there questions about how the GSC works (particularly for the new people)?
    • What is the structure of the GSC, how to get involved, and how to sign up for committees
      • There are four steering committees and many small committees
      • The first step is to submit an application to be a director, which will be approved until the limits for each option is met
      • We have monthly meetings to discuss how to spend money and plan events
      • We also have meetings with the Dean of graduate students and VP of student affairs every month to bring up graduate student concerns and problems. We also advocate for things that the graduate students
      • The money for us to operate comes from the graduate student dues and we allocate this to the GSC committees and clubs, we basically use this money to support the graduate student experience here at Caltech
      • Go to the GSC website to see who the committee chairs are and what each of the committees do etc… All of the chairs’ emails are on the website
        • www.gsc.caltech.edu
      • If something is important to you, pick it up and you will have a good chance to actually bring about change
      • How much money is GSC managing?
        • ~$68,000 is what we have this year; the budget is public on the GSC website to see how the money is spent