CMC Minutes June 9, 2014

CMC Meeting - 6/9/2014
Members Present:

●Ben Livneh, Rick Tisinai, Kiki Holl, Barry Eakins, Anne Perring, David Stone

Visitors:

●Lucia Harrop

Potential to move CMC meeting to Center for Community (C4C) on campus

●Lots of questions:

○How do you get a room or make reservations?

○Is it big enough?  Yes (Kiki)

○How do you pay?  Likely each on his own, but do you need special swipe cards

○$7-$8 per

○Kiki will look into getting some of these questions answered and will email the CMC.

○Rick and Anne will do recon if still remaining questions

Rendezvous Feedback Collection

(Recommendations for next year’s Rendezvous are highlighted in red, below…)

●Event timing:

○Inside room activity died down when alcohol was served

○Maybe still a little long, but not sure how to shorten

■Maybe we can streamline, by not reading all the names on the slides

■Maybe recognize anniversaries just by listing them, but maybe recognizing in some other, more timely fashion - as they seem to be almost a year later in the recognition.

■Perhaps shorten the time between lunch and the talk?

●People seemed ready for something else ¼ - ½ hour before the talk began.

Let’s get Waleed primed and ready to start the talk a little earlier next time

■Maybe the rendezvous is so long or has so much, as it seems like the only cohesive thing that CIRES does together

●Rick confirmed that Waleed is aware of this issue...

●Staff :

○super-helpful

●Day-before poster posting was a waste of time:

○Not well attended

○½ of all posters went up in last ½ hour

○Somebody really just needs to go early to ensure the place is prepared

●Use of computer

○Maybe have a poster showing poster locations, but the computer was likely a waste of resources.

Lournay and Linda P. agree and will nix in future Rendezvous events.

●Certificates of recognition

○No one picked up any certificates from the table that was staffed

○Next year, let’s not even have the table and send out certificates prior to the rendezvous to help encourage paron

●General Feedback:

○Ran out of desserts early

Let’s request more for next year

○Passed along feedback from Deann who said that Waleed didn’t recognize folks who weren’t present.

Feedback for next year:  absentees should at least be listed in the presentation, but don’t have to be called by name

○Should we integrate more Science talk material?

■They used to do this in the past (Division heads speaking).

■Although there was agreement that we might have a bit of a science outreach issue at CIRES, all agreed that we should try to solve that at the Rendezvous

●Rick read through his list:

○Media attention at future events should be well written and accurate

■Katy H. recommended that we formalized announcements to media, prior.  She also recommended that we let scientists know that media will be there

■Maybe have Directors ID and summarize critical posters for media to see, prior to the event

○There was an OPA & Science & Service Awards write-ups issue, specifically with the wording of the announcements

■It seems they should better reflect the work that was done.

■There was an issue between the quality of the nominator’s write-up and the quality of the science being done.

■Maybe split future committees between service and science was hard to ensure that we had the right skills to rank science awards.

○Online issues:

■Web should be updated in Fall to show new personnel changes

Lornay should notify Kiki using trouble tickets and she’ll make the updates.

■Can we streamline how submissions are made online:

●Maybe modify form submission process so that it easier to submit

●Kiki is fine with making any requested changes, just please put together a list of what you wish to be changed…

■Can online program have links to actual Abstract PDF’s?

●That’s really hard as it takes time to do the links and we often get the abstracts late.

○Final comments:

■Good location, time and event logistics

■122 posters and had room for maybe 8 more

■UMC renovations should be done in time for next event….

Maybe we should book next year’s event now...