Tuesday, September 20, 2016

OTSC Meeting Agenda and Minutes 9/19/2016

OTSC Executive Board 2016-17
Fall Meeting #1
19 SEPTEMBER 2016 / 5:00 PM / CHP 112

WELCOME & INTRODUCTION

5:00-5:15 Counterpart Check-In
5:15 (sharp) Begin official business

GENERAL UPDATES

Internal Business

  1. Fall 2015 Meetings - Mondays from 5:00-6:30pm in CHP 112 (Attendance is mandatory; email Co-Chairs if you have to miss. Spring meetings TBD)
    • October 3rd
    • November 7th
    • November 28th
  2. Recent Event Debrief:
    • Sept. 12 - Speaker Bill Wong
    • Sept. 16 - Potluck Party!
    • Sept. 17 - Student-Run Clinic Annual Health Symposium
  3. Upcoming Events:
    • Sept. 27 - Interprofessional Event with PT & Pharmacy students
      • More details TBD
    • Oct. 1 - NAMI Walk (5k)
      • Check-in 8:00am. Walk starts at 10am (plan to stay 1-2 hours)
      • Location: Grand Park Downtown LA
      • Wear green!
      • Link on Facebook to donate and join our team (or copy and paste link below)
        • http://www.namiwalks.org/index.cfm?fuseaction=donorDrive.team&teamID=10725
    • Oct. 27 - OT Global Day of Service
      • Day to promote OT through community service
      • Events TBA
    • OT/PT Buddies Program
  4. Agenda Format: should be completed by the Sunday before our meeting
    • Updates: Please write exactly what you want to be included in the minutes.
    • Discussion items: We usually allot 5 minutes to go over each discussion topic.
  5. OTSC Email/Google services
    • Gmail account:  
      • Access: everyone can use it, but keep login info private!
      • Etiquette:
        • Keep emails professional! Everything can be seen by everyone on the council. Other business may be handled on Facebook.
        • Sign emails with your name and position on OTSC.
        • Remember to check back in to the inbox for responses.
        • Try to limit the number of emails sent.
      • Contact Lists:
        • 1st Years listserv: OTYear1-L
        • 2nd Years listserv: OTYear2-L
        • OTD listserv: OTOTD-L
        • PhD listserv: OTPHD-L
        • MA-I Students: MA-I 2015-16 (contact group, not a listserv)
        • “Executive Board” (contact group)
        • To email faculty: send your email to Dr. Pitts or Dr. Rafeedie and ask them to forward it
    • Google Drive:
      • OTSC Constitution and Vision: Submit any change requests to Dana or Sarah
      • Council Duties by Position: Update throughout the year
      • Calendar of Events & Deadlines: List of duties each position should be completing each month
      • Past Meeting Minutes
    • Google Calendar: Please insert upcoming events here.
      • NOTE: This is embedded in the USC OT website and is public information.
  6. Committees
    • Fundraising
      • All help is welcome!
    • International Forum
      • April during OT month. Speakers with international experience discuss their practice in the field
      • Planning will begin Spring semester
      • Contact Ken or Phil if you would like to help
    • OT Month
      • Events aimed at raising OT awareness
    • End of the Year Party
      • Planning will begin in December
      • Need help spreading the word, fliers, announcements, ticket sales
      • Goal is to party on a budget!
    • Fundraising committee
  7. Creating OT Student Organizations
    • If you’re interested in starting a student organization talk to our faculty advisor
      • The creation of new student organizations by OT students must be under OTSC, which serves as the umbrella organization for all OT organizations (i.e. PTE, LOTA). These organizations would have access to funds through OTSC. If you would like to create an organization, talk to Dr. Pitts and Dr. Rafeedie.
  8. Please be aware that CHP automatically locks at 6:00pm. If you leave after this time, you will get locked out.
    • DPS phone numbers:
      • (323) 442-1000 (Emergencies)
      • (323) 442-1200 (Non-emergencies)
COUNCIL ITEMS BY POSITION
  1. Faculty Liaison (Auston & Wesley)
UPDATES:
    • On September 16th Wesley and I attended the first faculty meeting. We updated the faculty about past and upcoming OTSC events.
    • We are working on a brown bag lunch with OTSC Professional Development Chairs. We’re planning on having the first event in mid October featuring Mental Health and Lifestyle Redesign Professors
      • Date TBD (tentative date: October 24)
    • We are planning on sending out an Online Suggestion Box Email by the first week of October to gather student feedback about the program
  • Fundraising (Carolin & Eddie)
DISCUSSION:
    • New Merchandise for 2016-2017
      • Designs
    • Possibility of coordinating with Social Chair to fundraise during OT events (Vegas, beach house).
UPDATES:
    • Dates for Fundraising sales (T-Shirts, Tanks, and Waterbottles)
      • Merch prices
      • Mondays from 12:00-12:45pm
        • Dates: September 26, October 10 (first years sellers), October 17th (second year sellers) and October 24th
        • Sales to take place on patio
    • Social events to raise money--add $5 to tickets?
    • Lyft fundraiser--get as many new members as possible
    • Food trucks/restaurant fundraisers
      • Factory Tea Bar Sundays 3-7pm
      • Panda Express
      • Barbara’s
      • Menchi’s Yogurt
    • Talent show:
      • Date TBD--early spring
      • Meyer Auditorium in Keith Building
      • Possible faculty participation
  • GSG Senator (Kaitlin & Katherine)
DISCUSSION:
    • Sandwich Making Event Wednesday October 5th from 4-5:30 on CHP patio - come to this event and get an extra entry in the next lottery for a programming event (Dodger’s game, Clippers game, etc)
    • We Run the City 5k Sunday November 20th - join the “USC Health Science Campus Students” group!
    • Everyone should be receiving the GSG HSC weekly updates - read them for info on cool events happening on HSC and UPC: workout classes, tickets to sporting events, tailgates, professional events, etc!
UPDATES:
    • Director of HSC GSG is thinking of holding a town hall meeting regarding climate change issues (i.e. culture of USC)
  • Historian (Evelyn & Kiana)
DISCUSSION:
    • Send us information for your events if you want them to be publicized through the instagram or facebook! We can also share resources/articles that you guys find interesting.  
    • Thoughts about last year’s end of the year slideshow? Any suggestions for the future? https://www.youtube.com/watch?v=rnBBFRgQgoI
    • Suggestion for dates for OTSC group picture (during one of the Monday meetings) and for first year’s cohort pictures (during lunch).
      • October 3rd: OTSC Picture Day!
      • Cohort picture dates TBD
UPDATES:
DISCUSSION:
    • Planning an event with Global Initiatives for World Occupational Therapy Day on Oct. 27th (This is a Thursday…) . Will keep you updated with what we decide!
      • Plan for something on Oct 26 at lunch or evening


  1. OTAC Representative (Erwin & Kaitlyn)
DISCUSSION:
    • 15th Annual Afternoon Tea with a Scholar
      • USC CENTER FOR OCCUPATION AND LIFESTYLE REDESIGN
2653 SOUTH HOOVER STREET, LOS ANGELES, CA 90007
      • September 25th; 11:00pm - 2:00pm
      • $15 for student OTAC members--purchase online or day of event
    • Students Ride the Float!
      • FIRST STUDENT RIDER: SOTA group that raises the MOST FUNDS by November 18 wins the first seat
      • SECOND STUDENT RIDER: Any SOTA group that raises $1,000 will be placed in a raffle to win the second seat
      • Timeline: September 1 - November 18, 2016.
      • Competition Deadline = MIDNIGHT Nov. 18th IN YOUR TIME ZONE
      • Chair: Dr. Bream
      • Create GoFundMe page or fundraiser events
UPDATES:
    • 40th Annual OTAC Conference
      • Hilton Pasadena & Pasadena Convention Center
      • October 27th -30th
      • Scholarship availability through USC (check email)


  1. ASD REP (Kelsey & Hong)
DISCUSSION: Things I’ve been pondering for a while...
    • Students Ride the Float! (OTAC) due by Nov.
    • Student Centennial Video Challenge due by Dec. 2-- 1 min videos
      • Winning school gets posted on social media/AOTA website!
    • Student Conclave Nov. 18-19 in Dearborn MI! Woo!
    • Boardroom to Classroom Event (Skype with AOTA board member)
      • Need a month’s notice to plan event
      • Possible lunch time event
      • Topics: advocacy, leadership, evidence to practice, OT’s distinct value
    • AOTPAC Event with our area’s representative (Guy McCormack) and help raise money for the AOTPAC student challenge
      • Possibly invite other schools in area
    • AOTA Vision 2025 multi-school event?
      • Invite Shawn Phipps?
      • School with most signatures get featured in OT practice magazine
    • AOTA Annual Conference pumpup/Q and A event?
    • Doing a fundraiser activity to create a student-sponsored scholarship to cover traveling expenses for a conference (or Hill Day)
    • Steering Committee Nominations are due October 13
      • Nominations are open NOW
      • 4 Positions: Chairperson, Secretary, Communications & Advocacy Chair
    • Hill Day (NOW): talk to Congress about OT
      • Virtual Hill Day--participate online!
UPDATES:
    • Welcome new members!!
  • Social Chair (Benz & Trisha)
DISCUSSION:
    • Budget deficit may impact End of the Year Party.
      • Possible fundraising event AT End of the Year Party?
    • Vegas planning
      • Tentative date: January 20-22, 2017
      • Nov 1st: Lock-in Date (on Facebook) & No Withdrawals
UPDATES:
  • Tailgates with PTs October 1, October 8th, November 5th, November 19th (tailgating in Pasadena), November 26th.
  • Looking to plan OT Bonfire in October. (Potentially beach house)
    • Possible fundraiser event?


  1. Philanthropy (Jamie & Henna)
UPDATES:
    • Planning potential service events for the semester
    • OT Global Day of service October 27!
    • Furbabies
  • Professional Development (Allison & Delaney)
DISCUSSION:
    • Successful Guest speaker on Monday, Sept 12th
UPDATES:
    • Working on a brown bag lunch with OTSC Faculty Liaisons
    • Potentially Mental Health professors
  • PTE Representative (Katie)
UPDATES:
    • First Mentor-Mentee Event will be September 26! If interested in being a mentor or mentee please fill out the survey emailed out!
  • Treasurer (Shannon & Lina)
UPDATES:
    • Attended GSG Finance Orientation
    • Mini workshop next meeting on information about how to get reimbursed for things, etc.


Current Budget: $ 1,568.11  out of 1,658.11

Amount spent: $100

2015-16 Budget at this time:

$ 9,569.41 out of 9,569.41
Amount spent: $0
How does GSG funding work?
  • If you want to receive funding from GSG for any event, please contact Shannon and/or Lina
    • Information required:
      • Contact Name
      • Email
      • Event title
      • Event date
      • Type of Event (Joint programming, philanthropy, OT only, Discretionary (i.e. lunch presentations, neighboring OT schools)
      • Project budget needed
      • Supplies needed (food, tables, etc)
      • Vendor(s) name with phone number and address
  • It takes approximately 4-5 weeks to obtain funding for events, so please submit the requests EARLY
  • The Treasurer submits the proper forms to obtain the funding from GSG; other members do NOT do this. Please communicate with the treasurers to get your funding from any source.
  • If you need help finding a vendor (restaurant, office supply store, party store, etc.) for the items you need for the event, here is a list of commonly used, USC-approved vendors:
If your vendor is NOT on the list, please let us know so we can contact purchasing to ask for approval or check if they’re already on the vendor master list.
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