Oct 11, 2024 | J-KOA October 2024 BOD Meeting

Attendees: Koya, Toni, Eric

Excused: Yvonne

Meeting Notes

• Ice breaker: 

  • What are some milestones we’ve had as an organization this year?

• Koya: Updates regarding recruitment and outreach

  • CoorsTek Meeting with Kayla and Koya

    • Can’t go into too much detail but it went well

    • We were solely representing Aurora so that was really cool!

    • Working with CUA office on budget for this year in partnership with CoorsTek

  • Talked with Michael Brown (PhD Candidate)

    • His lab is interested in helping us with outreach!

    • Discussions in the works for impact next year

  • Boston P-8 (October 22 and 23)

    • Multiple Timeslots Available:

      • October 22nd 12:21-1:26 pm and 2:15-3:20 pm

      • October 23rd 8:30-9:35 am and 10:42-11:47 am

    • Sign up to Volunteer [here] if interested in helping out!

    • Toni needs images for Social Media!

      • Shots needed

        • Group selfies of presenters from each time slot

        • Candid talking shots

        • Demonstration candids (close up/behind students to prevent faces from being shown ideal)

      • Video needed

        • 5-10 second clips of demonstrations 

        • close up to prevent faces of minors on display where possible

        • Clips at every step would be helpful as well!

        • Panning shot from back of students towards the presenters

        • 5 second shots of each of the presenters waving/thumbs upping at the camera

        • B-Roll (environment, materials, set up/breakdown)

      • Toni will contact volunteers signing up to help with the outreach events for individual shot lists so that it’s not all on one person to get all images and videos!

      • Any pictures/videos from the Boston P-8 sessions to be uploaded [here].

  • REMINDER: SACNAS Saturday Academy

    • Help needed for running Nov 16 SACNAS Saturday academy

    • Topic: Structural biology

    • Agenda: 

      • check-in (15 minutes)

      • topic discussion/learning (1 hour)

      • lunch (30 minutes)

      • activity portion (longest segment, 2.5 hours)

    • J-KOA volunteers would come for day-of support! Need 1-2 volunteers

• Eric: Updates on TEKS mentorship and outreach teams

  • Potentially pushing new mentors for Wednesday spots 

    • Slightly oversaturated in volunteers for AST at the moment

  • Kickoff on October 22-23 for Boston P-8

    • Encourage Kevin to start pitching to the students before our Outreach events

    • See above for social media needs

    • Koya to spearhead media capture

  • Cresent View Academy - Middle and High School

    • Students interested in the science fair who are lacking mentors

    • Potential Options:

      • Invite Cresent View students to meetings at AST/Boston P-8

      • Set a group of Mentors to mentor AT Cresent View

      • Weekend Academy at the library(?)

      • Virtual Mentorship

      • Centralized Location for all students (potentially a next year thing)

• Updates on manuscript: 

  • author assignment

  • Email McKenna to let her know if you are interested in authoring the manuscript

• Picture day planning

  • Koya to email the board about this in more detail

  • Dates preferred needed (if reasonable, Toni will be willing to fly out as well so that the all board image is complete)

  • Theme/color scheme:

    • Business Casual

  • Purpose: to update everyone’s professional headshots (who want them) but also to make all postings of the board professional as well! Helpful for the Website, social media, and organization-related publishings

• Toni: Master Slides

  • When making a presentation on behalf of J-KOA, please use these slide templates to ensure cohesiveness!

  • Maintains a level of professionalism and uniformity across presenters, especially for potential volunteers, mentors, funders, etc.

  • Please download the font “coolvetica” before downloading the PPT master slides to edit (font is free to download! Also exists in the Google Drive)

  • If you use Google Slides, please use “Helvetica” in lieu of “Coolvetica” (can’t upload the latter into Google Slides)

  • Will be building off the Pitch Deck moving forward for presentations about J-KOA as an organization (PPT and Slides versions will be updated in tandem)

  • Please download a copy of the Master Slides before editing them to suit your needs!

• Adjustments to Meeting Schedules

  • Board meetings could be saved for bigger picture items and needs

  • Koya to schedule individual team check-ins (different team a week) for team directed needs (i.e.: one week he’ll meet with Toni, the next, Julio, etc.)

• Proposal from President to become a non-profit

  • Focus on building out a bus system to transfer students to a central location

  • Ensures students are working together

  • To build that system, we need nonprofit status to allow more control 

  • Currently tied to the university/DMRSEF with our current standpoint

  • Will start exploring that process in February 2025 (process takes 4-6 months)