Spring 2006 - 4- April 26.doc

AGENDA

 

1.         Updates

2.         Vote on food expenses for open attendance meeting

3.         Coffee Talk Summary – take action?

4.         Club elections timing – Recap.

5.         Funding Proposals and Deadlines

6.         Changing ASM board member duties?

7.         New Business

8.         Agenda Items for Next Time

9.         Tool Time – Public Speaking Tips

10.       Mental Moment

11.       Heads Up on some Future Discussions

 

¬¬¬

1.         Updates

Update the board on your state-of-mind or latest ASM related progress.

 

Heather- MBA day was AWESOME. Best in 5 years.  

Sara – Freaking out about CFC . People who are complaining, fill out EVALUATIONS.

 

Paige- Good, MBA Day was good.  CFC weekend is coming up.   

Josa – Filled us in on the WP’s goings on.

Geoff- Good.  Busy.

Nick – Calm before the storm.   Golf etiquette workshop 3pm Monday, the 1st of May. 

Kevin – CFC weekend should be fun.  MBA day was great.  Changes since last year was great.

John  - Great social.

Alex – What’s up with the Taco/Margarita social?   

 

 

2.         Open Attendance – 5/10- A special day for Alex.  Ask Him   – plan for WPs, Nancy Thompson and others to join us. Motion to provide snacks and coffee.  Motioned approved.  Expect up to ten guests.  We’ll hear about the other programs and planning ideas.

 

What are we going to talk about with them?

            Scheduling

            Evaluations

            New WP website

            ASM dues

           

 

3.         Coffee Talk Summary

Consolidate feedback from the coffee talks and pick a few ideas to implement.  WRITE UP THE FEEDBACK YOU COLLECTED AND GET IT TO DANIELLE, PRONTO!

 

4.         Club Elections in the winter, ASM Elections in Fall RECAP. The general consensus was that it would be difficult to ask clubs to push back elections.  The focus, therefore, will be on Elections in the fall but transitions in the winter.  This way, 1st years will take on leadership opportunities but then will be gently introduced to the roles during the first month and a half of winter quarter.  It will ultimately depend on the club leader to make sure adequate information is passed on.  Also, winter quarter is tough for first years (and maybe for 2nd years) so it behooves all clubs if leaders take responsibility for passing the torch, as opposed to abandoning ship!  Perhaps this cultural shift will be better than a policy approach to tackling this problem.

 

5.         Funding Proposals and Deadlines.

Notification will go out to all clubs and GSM members about the funding request deadline.  This way, we’ll be able to see all the retroactive funding requests, compare with our budget and approve.  Nick will run this conversation and explain his logic and then we’ll approve or disapprove the proposals.  The deadline will be FRIDAY, MAY 12th.  PLEASE NOTIFY all important groups or people under your functional area of the ASM: ie Net Impact Conference attendees.

 

6.         Changing ASM board member duties: 1 Clubs Chair, 1 Career Services (, Community Outreach, and C4C: Discussion

In light of the new VP role, we’ll hear thoughts from our VP and C4C folks on a good set-up for the future board positions.

 

7.         New Business

 

8.         Agenda Items for Next Time?

 

9.         Tool Time: Public Speaking Tips and Techniques

1) Use eye contact with each member of the audience in turn.

 

2) Remember that some people get nervous in audiences too. Put them at their ease.

 

3) Use visual aids where useful. People like to look at things. Flip charts, overhead projectors and video can all be used to make the presentation more memorable. Too much detail or overly technical information might not be best presented in a visual way however. Keep visuals simple. If you don’t have the use of visuals remember that ‘words paint pictures in the mind'.

 

4) Consider giving handouts to your audience members. It gives them something to take away and it might be a memory prompt for them when recalling your speech. They can also feel as if you have given them something ‘for free' Too much written material may be off-putting however and you don’t want everyone reading during your presentation, so choose carefully when you give them out.

 

5) Again, remember that the audience has a responsibility too!

 

6) Don’t think How can I survive this?, think How can I do this brilliantly?

 

7) Remember that, as with all things, you need to know where you’re going if you’re going to get there. Rather than I hope I don’t panic, work out how you would like things to be.

 

8) Vary your voice tonality and speed during your presentation. Convey energy when you need to, and slow down to ‘draw them in close' when it’s appropriate.

 

9) Repeat the exercise earlier in this section until the thought of public speaking starts to actually let you relax.  Remember the World needs good communication and if a natural born coward like me can do it you certainly can! :-)

 

10) Read a good book on excellent presenting. One I use personally is ‘Inspire any Audience' by Tony Jeary. As I mentioned above, it makes for fun and compelling reading, is really well laid out and it motivates you to present excellently.

 

Final Tip: Public Speaking CAN be Fun!

 

It’s possible for public speaking to be fun and hugely satisfying. Once you’ve enjoyed a presentation, or even part of it, your self confidence will get a huge boost and you'll be off and running! Give yourself the best chance by using the exercises and tips on this page. Good luck!

 

http://www.mindtools.com/CommSkll/PublicSpeaking.htm

 

10.       Mental Moment

“Why worry about things you can change?

Why worry about things you cannot change?”

-Shantideva

 

11.       Head’s up on some future topics

a.         Generally approved Calendaring system

b.         ASM long-term funding solutions

 

 

Ongoing ASM GOALS

1.         Coordinate high quality operations

2.         Leadership – bring well crafted ideas into sustainable actions

3.         Proactively support students and student groups to succeed and thrive, aka the inverted umbrella phenomenon

4.         Prepare for smooth transitions (only two quarters away).

April 19th, 2006

Spring Quarter 2006
ASM Meeting #3

April 19th, 2006

AGENDA

1. Updates
2. Roof Update
3. 5/10 – Meeting with WP student government and alumni director.
4. Working Professionals – Discussion on Inclusion
5. Club Elections in Winter, ASM Elections in Fall
6. Funding Proposals and Deadlines
7. Mid-quarter evaluations update
8. Coffee Talk Summary
9. New Business
10. Agenda Items for Next Time
11. Tool Time – Stress Management
12. Mental Moment
13. Heads Up on some Future Discussions

¬¬¬
1. Updates
Update the board on your state-of-mind or latest ASM related progress.

Folks are busy, but good.
Voted on funding a group to go to a b-plan competition.
Emily –Coors is sponsoring golf tourney – Cool hole in one sponsor.
Jon-Surviving. Anya Reed donated 24 beers for social. Social plans in place. Need to figure out speakers for movies.
Paige- Fine. Busy. Chili Cookoff was success.
Andrea- CFC weekend coming up. Things are ok. Excited and fun.
Tim- Alright. Too much sun. Disorientation is almost done. Ending party?
Geoff – Busy. Crazy busy. Website fixed. Evaluations coming up.
Kevin- Doing well. C4C. Chili
Heather – MBA Day stuff.

2. Roof Update – Woohoo!!

3. Open Attendance – 5/10 – plan for WPs, Nancy Thompson and others to join us
Motion to provide snacks and coffee. Expect up to ten guests. We’ll hear about the other programs and planning ideas. Alex is working on an annual calendar for planning.

4. Working Professional Inclusion in Planning – Nancy Thompson will try to join us on this topic
From the emails, ASM board members think it is a good idea to include WPs in events. The crux, however, is how to do this? It may take someone to monitor the WP schedule and remind daytime students about conflicts. Still, there are only a few major events each year, so if we set up a system for these events to include WPs in planning/scheduling, this problem could disappear. These major events include: The Gala, Snow Day, Graduation, Golf Tournament, Picnic Day, and the Wine Tasting Benefit. Should WP pay ASM dues? Dues and efforts put together make these events happen, and right now, that’s coming from day time students.

4b.) Somehow we ended up talking about admitted students day. Dinner choices etc. Should be groovy. Plans going well.

5. Club Elections in Winter, ASM Elections in Fall
Please consider the pros and cons of Club Elections in early Winter Quarter with a 1-2 month long overlap with former club leaders. Also, ASM elections could take place in the Fall Quarter so that people know how many leadership positions they have (or are remaining.) Of course, the clubs will need to support this idea, but our ASM board has a fair representation of club leaders so this is a good place to start. No clear answer came out of it. Serious concerns about top down dictating. Storage for clubs?

6. Funding Proposals and Deadlines.
We need to inform clubs about our funding deadlines and policies. We may have already given them the information, but it is up to us to remind them of deadlines as a means to establish and educate people about the new policies. Also, if we don’t figure it out, another ASM board will have to try and we’re pretty close to finalizing it all. (Nice work, by the way.)

When is time to apply for reimbursement for events?
How forceful to be with clubs? What to do with scheduling?

7. Mid-quarter evaluations update

8. Coffee Talk Summary
Consolidate feedback from the coffee talks and pick a few ideas to implement?

9. New Business

10. Agenda Items for Next Time?

11. Tool Time: Managing Stress
What is Stress?
Stress is the "wear and tear" our bodies experience as we adjust to our continually changing environment; it has physical and emotional effects on us and can create positive or negative feelings. As a positive influence, stress can help compel us to action; it can result in a new awareness and an exciting new perspective. As a negative influence, it can result in feelings of distrust, rejection, anger, and depression, which in turn can lead to health problems such as headaches, upset stomach, rashes, insomnia, ulcers, high blood pressure, heart disease, and stroke. With the death of a loved one, the birth of a child, a job promotion, or a new relationship, we experience stress as we readjust our lives. In so adjusting to different circumstances, stress will help or hinder us depending on how we react to it.
________________________________________
How Can I Eliminate Stress from My Life?
As we have seen, positive stress adds anticipation and excitement to life, and we all thrive under a certain amount of stress. Deadlines, competitions, confrontations, and even our frustrations and sorrows add depth and enrichment to our lives. Our goal is not to eliminate stress but to learn how to manage it and how to use it to help us. Insufficient stress acts as a depressant and may leave us feeling bored or dejected; on the other hand, excessive stress may leave us feeling "tied up in knots." What we need to do is find the optimal level of stress which will individually motivate but not overwhelm each of us.
How Can I Tell What is Optimal Stress for Me?
There is no single level of stress that is optimal for all people. We are all individual creatures with unique requirements. As such, what is distressing to one may be a joy to another. And even when we agree that a particular event is distressing, we are likely to differ in our physiological and psychological responses to it.
The person who loves to arbitrate disputes and moves from job site to job site would be stressed in a job which was stable and routine, whereas the person who thrives under stable conditions would very likely be stressed on a job where duties were highly varied. Also, our personal stress requirements and the amount which we can tolerate before we become distressed changes with our ages.
It has been found that most illness is related to unrelieved stress. If you are experiencing stress symptoms, you have gone beyond your optimal stress level; you need to reduce the stress in your life and/or improve your ability to manage it.
How Can I Manage Stress Better?
Identifying unrelieved stress and being aware of its effect on our lives is not sufficient for reducing its harmful effects. Just as there are many sources of stress, there are many possibilities for its management. However, all require work toward change: changing the source of stress and/or changing your reaction to it. How do you proceed?
1. Become aware of your stressors and your emotional and physical reactions.
 Notice your distress. Don't ignore it. Don't gloss over your problems.
 Determine what events distress you. What are you telling yourself about meaning of these events?
 Determine how your body responds to the stress. Do you become nervous or physically upset? If so, in what specific ways?
2. Recognize what you can change.
 Can you change your stressors by avoiding or eliminating them completely?
 Can you reduce their intensity (manage them over a period of time instead of on a daily or weekly basis)?
 Can you shorten your exposure to stress (take a break, leave the physical premises)?
Can you devote the time and energy necessary to making a change (goal setting, time management techniques, and delayed gratification strategies may be helpful here)?
3. Reduce the intensity of your emotional reactions to stress.
 The stress reaction is triggered by your perception of danger...physical danger and/or emotional danger. Are you viewing your stressors in exaggerated terms and/or taking a difficult situation and making it a disaster?
Are you expecting to please everyone?
 Are you overreacting and viewing things as absolutely critical and urgent? Do you feel you must always prevail in every situation?
 Work at adopting more moderate views; try to see the stress as something you can cope with rather than something that overpowers you.
 Try to temper your excess emotions. Put the situation in perspective. Do not labor on the negative aspects and the "what if's."
4. Learn to moderate your physical reactions to stress.
 Slow, deep breathing will bring your heart rate and respiration back to normal.
 Relaxation techniques can reduce muscle tension. Electronic biofeedback can help you gain voluntary control over such things as muscle tension, heart reate, and blood pressure.
 Medications, when prescribed by a physician, can help in the short term in moderating your physical reactions. However, they alone are not the answer. Learning to moderate these reactions on your own is a preferable long-term solution.
5. Build your physical reserves.
 Exercise for cardiovascular fitness three to four times a week (moderate, prolonged rhythmic exercise is best, such as walking, swimming, cycling, or jogging).
 Eat well-balanced, nutritious meals.
 Maintain your ideal weight.
 Avoid nicotine, excessive caffeine, and other stimulants.
 Mix leisure with work. Take breaks and get away when you can.
 Get enough sleep. Be as consistent with your sleep schedule as possible.
6. Maintain your emotional reserves.
 Develop some mutually supportive friendships/relationships.
 Pursue realistic goals which are meaningful to you, rather than goals others have for you that you do not share.
 Expect some frustrations, failures, and sorrows.
Always be kind and gentle with yourself -- be a friend to yourself.

12. Mental Moment
“Everything that moves both loves and is afraid”
-anonymous

13. Head’s up on some future topics
a. Changing ASM board member duties: 1 Clubs Chair, 1 Career Services (, Community Outreach, and C4C.
b. Generally approved Calendaring system
c. ASM long-term funding solutions

Ongoing ASM GOALS
1. Coordinate high quality operations
2. Leadership – bring well crafted ideas into sustainable actions
3. Proactively support students and student groups to succeed and thrive, aka the inverted umbrella phenomenon
4. Prepare for smooth transitions (only two quarters away).

Meeting Minutes -

AGENDA

1. Updates
2. Cleaning the GSM
3. 241 Update
4. Budget Update
5. GSA and SPAC Update
6. Roof Update
7. Annual Planning Calendar
8. New Business
9. Agenda Items for Next Time
10. Tool Time – Sequencing Meeting
11. Mental Moment
12. Heads Up on some Future Discussions

¬¬¬
1. Updates
Update the board on your state-of-mind or latest ASM related progress.
Andrea – Wine Tasting benefit wrapping up.
Jon – Courtyard social: 5pm. In class until 6. Oops. Needs help
setting up.
Paige – Admitted students day. Coming along nicely. Need folks around.
CFC weekend, registration is now available.
Sara – Good.
Geoff – Use ASM blog site.
Josa – went to a WP student council meeting. Was the transition meeting.
WP’s want to be more involved. Wants to put together a summit style
meeting. Talked about endowment for funding scholarships for WPs.
Emily - Golf tourney. Need help. Especially getting raffle prizes.
Might extend deadline. 3 weeks from Friday.
Nick- reimbursing for CFC
Alex- new building is still alive. Rankings moved 4 places.
What can we do?

2. Keeping the GSM Clean – strategies and discussion by Heather Oleary
Garland
Please help Chris out by leaving the study rooms when he’s around.

3. 241 Update
a. Last weekend, Prof. Shocker got some terrible reviews for quarter.
Sent hurtful and terrible email to class. Changing procedures on adjunct
professors.
4. Budget Update
Director of Finance reports on the Budget and opens up for feedback in
creating next years budget, due for approval this quarter by 5/17/06

5. Graduate Students Association and SPAC
After attending meetings for two quarters, the ASM has now recouped close to
$400 from the GSA – not too bad. The GSA has events and funds awards that
don’t always fit with the ASM. GSA funds clubs open to all students, but
most of our clubs and events are more exclusive. The GSA also has pizza
happy hours and other social events. In general, Alex will let folks know
if there’s important info.
SPAC is the student programs and Clubs organization that is the bureaucratic
entitiy to control clubs on Campus. ASM members (VP and Finance?) are
responsible for SPAC membership, but these tasks should be assigned where it
makes the most sense. We need to reregister for SPAC and Alex and Nick will
do it and report back if there’s a need

6. Roof Update
Thanks to Heather for following up immediately on this problem.

7. Annual Planning Calendar
Please look over the annual planning calendar and offer feedback on this
idea to homogenize planning operations and coordinate effort and
understanding of positional duties and timing.

8. New Business

9. Agenda Items for Next Time?

10. Tool Time: Sequencing Meeting
For meetings to be effective, use the following techniques
People like to know where to classify things so it’s important to give an
overview of what a meeting will cover so people’s brains can file the
information in a way for them to remember it (1).
Once people are aware of the plan and the general gist of the information,
they’ll be ready for the details. The details should be delivered in a
logical way, but also in way that they remember it. People learn and
remember differently. The three general learning styles are auditory,
visual, and kinesthetic. Kinesthetic learning – the most common type of
learning – is also known as learning by doing. Thus its good to allow a
meeting to use multiple sources of information, such as dialogue, visual
notes, and some actual discussion and problem-solving. Can you think of a
meeting technique that works for you? Now identify what you would do or say
at a meeting to make it work more effectively.

In critiquing a meeting, you may be revealing your own learning style. For
instance, if you wan more diagrams, you may be a visual learner. If you
want to discuss points in order to understand, you’re probably a kinesthetic
learner. In general, people who are speaking are the ones who are learning –
thus good teachers get the students to speak, even if the students are wrong
initially.

Regardless, when you conclude the meeting, be sure to recap the meeting so
people get the information one last time. It’s even good to ask people what
the meeting was about so they can say it. In this case: Overview, go
through the specific points, then recap. (3)

-Business Protocols.com

11. Mental Moment
“SUFFERING IS OPTIONAL”
-anonymous

12. Head’s up on some future topics
a. Coordinating Club elections and transitions – ASM in fall and clubs
in Winter
b. Generally approved Calendaring system
c. ASM long-term funding solutions

Ongoing ASM GOALS
1. Coordinate high quality operations
2. Leadership – bring well crafted ideas into sustainable actions
3. Proactively support students and student groups to succeed and
thrive, aka the inverted umbrella phenomenon
4. Prepare for smooth transitions (only two quarters away).

Spring 2006 - 1- April 5.doc

AGENDA

 

1. Welcome Back!
2. Updates
3. Castanias Forum recap
4. Spring Calendar
5. Spring Newsletter
6. ASM Retreat and Quarterly Goals
7. New Business
8. Agenda Items for Next Time
9. Tool Time – Time Management
10. Mental Moment
11. Heads Up on some Future Discussions

 

­­­­­­­­­­­­­­­

1.     Welcome Back – it’s a new quarter for the ASM, the sun may not quite be out yet, but we’ve survived Winter Quarter and we’re now poised to get work done.  Last quarter, we set up a Dean’s meeting, we made great progress in budget allocation procedures, we redid the website, we made thousands of dollars for C4C, developed rapport with key contacts for our Directorial positions, brought the clubs up to speed, and much more.  Some of the significant accomplishments awaiting us for this quarter are the Academic meeting with Castanias, C4C, coffee talks with students, the golf tourney, numerous social events, a retreat, better calendaring, a newsletter, and internships for all of us! 

Let’s get started.

 

2.     Updates

Update the board on your state-of-mind or latest ASM related progress.

 

Geoff – Everything is sweet.  Not busy at all.  

Tim- All good. Money coming in.  

Andrea- Good time at Thunderbird.  CFC, need to create wine tasting benefit. Need to do thankyous. 

Kevin – Hard week but surviving.  

Jon- Busy. Whined about not skiing.

Heather – Admissions gearing up.  MBA Day is in less than 3 weeks.  12-13 students.  

Josa – Briefcase Brigade, need more people to sign up.   WP working on endowment and being more involved in GSM.   

Danielle – Coffee talk reminders.   Good meetings with Kathy K.  about career services, needs more feedback. 

Sara- Evaluations coming up.   Prof. of the year elections coming up.    

Paige – Good.  Working on MBA day.   2 new exchange students.  Orientation is on the way.   Good response on the orientation schedule.

Emily – Golf tournament is one month away.  @ 30 people registered.    Donations for raffle prizes needed.   Family is welcome

Nick- Outstanding!  More debits than credits.  Golf etiquette workshop. 

 

 

3.     Castanias Forum  – Recap

Special Props to Sara who took an idea and brought it to life.

Went really well, folks should be attending events like this.    

 

4.     Spring Calendar

Here is an overview of the Spring Quarter.  Please advise Alex on updates or additions.  Spring Quarter will be a time for us to really build momentum and initiate ideas and process improvements for the ASM.  Keep in mind the overarching goals of our time here on the ASM board

a.       Coordinate normal operations

b.       Leadership – well crafted ideas into sustainable actions

c.       Excellent support for students and student groups to succeed and thrive, aka the inverted umbrella phenomenon

d.       Prepare for smooth transitions (only two quarters away).

 

5.     Spring Newsletter

 

6.     ASM Retreat and Quarterly Goals

This quarter, on March 13^th, we’ve agreed to have a retreat.  I think this retreat may be the first ever for the ASM in its long history.  We’ll use the day as a time to brainstorm or discuss some specific functions of the ASM.  We will also go rafting which will be pretty fun.  In the meantime, please keep track of ideas you may have that will help this time be valuable.  (I’ll have some ideas to, but it would be better to have ideas from everyone.)

 

7.     New Business

 

8.     Agenda Items for Next Time?

 

9.     Tool Time: Business and Planning hard skills

This quarter’s tool time will focus on the hard skills of being good at business, such as time management skills.  I’ll pull the tips from various sources on the web or from literature.  If you have a specific tip you would like to see, let me know and I’ll use it for a tool time.

 

Time Management Techniques

1. The 80/20 Rule.  Typically, 80% of the work can be done in 20% of the time IF you prioritize the important stuff.  Quit futzing around and do the important – not necessarily urgent – stuff right away
2. Adjust your email so it doesn’t make a sound or “pop up” when a new message comes in.  If you don’t understand why constant email monitoring leads to poor time management, reread point #1
3. “Handle paper once” is the old saying which is a key time-management tool.  This concept forces you to develop systems of organization so that you can deal with emails, letters, or other right away.  Then you won’t spend time dealing with stuff later on, plus you’ll have systems that keep your paperwork in order
4. Understand your procrastination.  There’s a difference between procrastination and laziness.  Many people procrastinate when they don’t know how to proceed.  If you notice that you want to get work done but are procrastinating, chances are you need to lay out a plan of action because plans are an easy way to get beyond procrastination
5. “Write it out”.  The ole to-do list is a time-honored time-management technique.  It’s not artsy or futuristic, but it probably is the single most-helpful time-management technique available.  Itemize your list in terms of priority and handle the important stuff first.  Also, research shows that writing information down improves productivity and the ability to finish tasks!

-From http://www.businessballs.com/timemanagement.htm. 

 

10. Mental Moment

“The magic moment is that in which a ‘yes’ or a ‘no’ may change the whole of our existence....

-Paulo Coehlo, The Alchemist

 

11. Head’s up on some future topics

a.       Coordinating Club elections and transitions – ASM in fall and clubs in Winter

b.       Generally approved Calendaring system

c.       ASM long-term funding solutions

 

 

 

SPRING CALENDAR

 

April

4/6 – Jon’s Birthday

4/9 – Geoff Gets Married

4/19 – Green Bag Lunch – 12 – 1:30pm, sponsored by Net Impact

4/20 – Courtyard Social - 5-7pm, AOB Courtyard, sponsored by ASM

4/21 – Admitted Students Day

4/22 – Picnic Day with Alumni Pancake Breakfast and Briefcase Brigade

4/28-4/30 – C4C Weekend at Stanford

 

May

5/1 – Golf Etiquette Workshop, 3-5pm, location TBA.

5/2 - Green Bag Lunch – 12 – 1:30pm, sponsored by Net Impact

5/5 – Alumni and Students Golf Tourney

5/6 – Alumni Board Meeting

5/12 – Slosh Ball – 3-6pm, location at a park TBA

5/10 – ASM  meeting with working professionals and Alumni attendees.

5/19 – Taco Margarita Party – 8-11pm – location TBA

5/25 – Mixer – 8-10pm, Cantina Del Cabo

 

June

6/3 – Alumni Board Meeting

6/9 – 6/11 – Disorientation

6/17 – Graduation for 2^nd Years