INDIANA MAA EXECUTIVE BOARD MEETING LOCATION: Beering #7150, Purdue University West Lafayette TIME & DATE: 10:00 am-2:00 pm, Friday- June 3, 2016 PRESENT: Alex Capaldi (Treasurer), Haseeb Kazi (Secretary), Josh Holden (Public Information Officer), Paul Fonstad (Student Activities Coordinator), Alain Togbe (Past Chair), Daniel Kiteck (Chair), John Lorch (Governor) GUESTS: Edray Goins (Local Host Organizer), David Goldberg (Math Alliance Executive Director) 1. Call to order and Welcome: Meeting was called to order by the Section Chair Daniel Kiteck at 10:30 am. Thanks were extended to the Past Chair Alain Togbe and the other Executive Board members for their contributions. Guests were welcomed. 2. Approval of prior minutes: The minutes of the March 18, 2016 EB meeting at Franklin College were approved. 3. Reports/Discussions - Officers and Committees: Governor - John Lorch: No new report Secretary - Haseeb Kazi: Copies of the Spring 2016 IN-MAA Executive Board meeting minutes were distributed, verbal details were shared, and the questions were answered. The Spring 2016 executive board meeting report has also been submitted to the national MAA. Important details of this submission were also shared with the attendees. Moreover, highlights of the 2016 Business Meeting were also presented. Haseeb shared that the Spring 2016 meeting (also our centennial meeting) was well-organized and well-attended. The numbers were very good, and seemed highest after 2007. It has been made possible by our joint efforts! Local hosts have also done great job. Haseeb observed that for record keeping and reporting purposes, it is better to provide a drop down menu in the online registration form so that the attendees can directly pick the name of their category such as grad student, retired faculty, guest, etc. rather than writing the allocated number labels 1, 2, 3. He has observed multiple uses of wrong number labels, or no labels at all. Second, he requested to add an option to categorize/identify high school teachers and high school students separately. Haseeb also briefly mentioned the benefits of maintaining complete lists of the officers duties. In addition, he emphasized the need to continue our individual and collective efforts for raising the IN-MAA membership. Treasurer - Alex Capaldi: A copy of Treasurer s report containing details of the income and expenses was shared. The total account balance as of May 31, 2016 is $9,515.02. The Teacher s Credit Union has 3 outstanding checks totaling $805.72, and we are expecting a $278 reimbursement from the endowed ICMC fund. Thus, our working total funds is $8,987.30. We have not yet received this year s subvention check and MathFest reimbursement. $492.72 has been spent out of the $1500 total budget for the 2015-2016 IN-MAA Outreach program. Alex also shared the details of the cash flow from our Spring 2016 meeting. He further advised that Paul Fonstad will be our Section Delegate at the 2016 MathFest. Motion: Alex moved to continue supporting the IN-MAA Outreach Program at the same budget limits, i.e., $1500/year indefinitely. Decision: Approved. Public Information Officer - Josh Holden: Josh joined via Skype. He shared that the spring 2016 registration went well. He is working on improving the registration process so that in the future Summer 2016 IN-MAA EB Meeting Minutes Page 1 of 5
people can clearly identify their attendee category, such as high school teacher, student, faculty etc. He advised that Adam Coffman is working on speaker guidelines. Facebook page is up and going well. There have been 41 likes, and up to 371 visits to the most popular posts. Usually there is more traffic close to the meeting. Please keep sending any post-worthy items or suggestions to Josh. He advised that if desired, the social media communication can be expanded by incorporating LinkedIn and Twitter as well. Josh further advised that he plans to get in touch with Will Turner about the possible use of Facebook for future news dissemination. Student Activities Coordinator Paul Fonstad: Paul requested a contact person at Earlham to setup ICMC. He reported that the game show went well at the Spring 2016 meeting. He invited suggestions for the undergraduate workshops at the future meetings, and also asked to recommend/identify potential workshop leaders to him. Indeed, feel welcome to send any interesting student activities ideas to him. Paul also plans to collect IN-NExT members suggestions and feedback. IN-MAA Project NExT Report: Alex shared, on behalf of the IN-NExT, that Melissa Lindsey is the new Coordinator, and that they plan to arrange discussion panels in both Fall 2016 and Spring 2017 meetings. Edray pointed out that Project NExT Director David Kung will hopefully give a talk in the academic year 2017-2018 at Purdue University. 4. Upcoming meetings: Fall 2016: Purdue University West Lafayette, Oct 8, 2016 Spring 2017: Earlham College, March 24-25, 2017 Fall 2017: Manchester University, Oct 7, 2017 Spring 2018 Tri-Section meeting Valparaiso University Volunteers are welcome to contact the Section Chair and/or the Vice Chair for the next meetings 5. Old Business: IN-MAA Outreach Program: We have already approved to keep it running. We plan to include a sheet in the registration folders with info on the Outreach Program, and will also try to promote the same in the IN-MAA Chair s statement/call for meetings. Check lists of Officers Duties: Referring to our May 29, 15 decisions on sharing officers list of duties with the Section Secretary, it was noted that several lists are already received. Others were requested to complete and submit their lists. IN-MAA Facebook Account: We support Josh Holden s initiative to maintain it. The account is functional now, and some traffic has also been noticed. We would like to keep it running. Book Sale at the Meetings: For both Fall and Spring meetings, we will just have desk copies of the new MAA books, which will be given and raffled away by the end of the meeting. Motion: Alex moved that at the upcoming 2018 Tri-Section meeting, we should sell the current desk copies for donations, and give the remainder to Valparaiso University for an appropriate donation. Decision: Approved. IN-MAA Section History Committee: An article on IN-MAA s centennial meeting will soon be posted online. Future columns are also under preparation. Summer 2016 IN-MAA EB Meeting Minutes Page 2 of 5
6. New Business Tri-Section Spring 2018 meeting: Alain has already presented a written report in our Spring 2016 EB meeting. There are no new updates at this point. Purdue West Lafayette local hosts briefing and Math Alliance Executive Director s Presentation: i. Edray Goins presented the upcoming Fall 2016 meeting arrangement details, and answered all questions. He advised that Purdue will ensure enough rooms (hopefully five) for parallel sessions. All activities will hopefully be held in the same building and same floor. Parking facility is also located close to the building. Alex requested to have some sort of computer kiosk in the book sale room located close to the parallel sessions, so that people can easily visit and access/browse MAA books. Daniel reminded about reserving a room for the EB meeting. There was a brief discussion on the lunch options. Edray mentioned that hopefully 20 rooms will be reserved at Union City Hotel at $99 a night rate. At the end, Edray also offered a guided tour to the meeting building. ii. Edray, who is also an Associate Director of the Math Alliance, next joined David Goldbergthe Executive Director of Math Alliance for a brief presentation to the EB members. They mentioned that the core of the alliance is mentoring and this is a faculty driven initiative. It is indeed a community of mentors. There are 540 mentors at the national level. Half of them are at the four-year college level, and the other half at the graduate program level. The presentation to the EB is targeted at promoting more participation in this program. Edray welcomed any opportunity to offer a panel discussion or workshop at IN-MAA meetings. Alex suggested that they might consider partnering with the IN-NExT for a joint panel or workshop. John Lorch advised that fall meetings are usually smaller in terms of attendance. Spring meetings might be a better pick. David welcomed any questions, and advised that he is also accessible via email and phone calls. IN-MAA elections/appointments/committees: Daniel advised that according to the bylaws we will need to elect and appoint new officers at the end of their official terms. He welcomed any recommendations, and will also ask the nomination committee to work on the nominations for the Vice Chair and the Governor. Alex, Haseeb, and Josh are willing to continue their services. Daniel also mentioned that in the light of the bylaws guideline, some of the committee members, who have been serving for more than three years might like to step down. Daniel will think about new appointments in that case. He also observed that having the past Governor on the nominating committee might add more to the value of their important work. Policy on reimbursing the registration for the first-time attendees: After a brief discussion, the following change was moved and approved: Motion: Alex moved and Paul seconded that we should stop reimbursing the registration fee to the first time attendees. We should also adjust the registration forms to incorporate this change. Decision: Approved without any objection. Discussion on newsletter posting: Daniel shared a message from our newsletter editor Will Turner. We have been gathering/soliciting news from the campuses twice a year; however, in order to change the news delivery to most continuous ongoing pattern, would we like to use Summer 2016 IN-MAA EB Meeting Minutes Page 3 of 5
Facebook as well? Alex suggested that PIO might also be able to solicit and post news-worthy items on our Facebook page. Anyway, if this happens, then we should first alert all members about the upcoming change. Daniel thought that still keeping the twice a year deadlines for news submission might be a good idea. Haseeb and Alain recommended that in the case of news delivery via Facebook, an easily visible and clickable button/tab should be added to IN-MAA s main web page that directly takes to our Facebook news post, and doesn t require any sign in. The EB agreed that we should discuss this further in our upcoming meeting(s). Discussion on NSF INCLUDES: Having already discussed Math Alliance-a similar NSF funded initiative, the EB decided not to discuss further on NSF INCLUDES at this point. However, we are open to more discussion in the next EB meeting. Fall 2016 meeting update: Daniel has been thinking about the plenary speaker. He has observed that 2016-2017 is our year to invite a Pólya lecturer. We plan to check the availability of the two listed lecturers, and hope that Ken Ono can join us in Fall 2016 meeting. Daniel also mentioned that Amanda Harsy is hoping to organize a graduate-student workshop on on-campus interviews. Spring 2017 meeting update: Jennifer Quinn, Chair of the Council on Publications and Communications for the MAA, is a confirmed invited speaker. She will give Friday and Saturday morning talks. Julie Beier is a local contact for this meeting. She will be invited to attend the Fall 2016 EB meeting. Bettering communication within the section as a whole: We don t intentionally want to violate any of the MAA s official communication policies, which demand routing all membership emails via them. Let s keep sending emails via MAA and see how this goes in the next year. Local organizer s checklist: Daniel, Alain, and Haseeb will look at the existing checklist and recommend any appropriate additions and revisions. Meeting registration cost: The following motion was made and unanimously approved about the attendee registration cost. There was also a question of increasing ICMC registration from $30 to $40. However, all agreed to discuss further on this in our Fall 2016 EB meeting. Motion: Moving forward, the new early registration fee (until after the Tri-Section meeting) for non-student, non-high school teachers will be $25. The late registration fee will be $30. Students and high school teachers will continue to register for free. Decision: Approved Sponsoring a Project NExT fellow: On the question of being able to sponsor a Project NExT fellow, the following proposals/discussions were made: Daniel advised that we would love to sponsor a Project NExT fellow; however, IN-MAA budget might not allow it at this point. Alex recommended that we look at it again during Summer 2017 meeting. John Lorch wondered if we could solicit donations from the IN-MAA members. It was mentioned that we can solicit the donation via membership email, and also announce it at the next business meeting. In addition, we can also ask for a possible $10 donation or any other amount for Project NExT at the Spring 2017 meeting registration. Josh advised that adding some donation check boxes to the online Eventbrite form should be doable. Haseeb offered that he will Summer 2016 IN-MAA EB Meeting Minutes Page 4 of 5
be happy to forward to all IN-MAA members, if the Indiana NExT Coordinator decides to write such an email soliciting the donations. Alex advised that in case of collecting any such donations, we will also need to identify them as tax exempt items on the registration receipts. 8. Adjournment: Meeting was adjourned at 2:00 pm. Respectfully submitted, Haseeb A. Kazi Indiana MAA Secretary Summer 2016 IN-MAA EB Meeting Minutes Page 5 of 5