Guelph Engineering Society Meeting Minutes

Transcription

1 1 Week 1, September 11 th, 2017 Position ame Present (/) Position ame Present (/) President Valerie Bauman Athletics Officer Eric Macdonald Faculty Matt Demers Charity Courtney Steingart Officer(s) Annie Krueger Chair Andrew Gunter Arts Officer(s) Talha Tariq Rebecca Bar VP External Matthew Curtis O Snap Officer Catherine Dang VP Internal Matt Saunders Merchandise Trevor Smith Officer VP Finance Stephanie Kotiadis Office Manager Katherine Rog VP Social(s) Ciaran Buckley First ear Thomas Coulson Dominique Mastronardi Stephanie Walton Representatives VP Academic Betty Zhao Second ear Sophia Vlahos Representatives Abdullah Al Hayali VP Student Life Sarah Rozon Third ear Representatives Internal Development Professional Development Communications Officer Jon MacPherson Fourth ear Representatives Isabella Cardoza Amanda ason Sunlier ao Sarah East Brennan Jay Shawn Hustins Kaitlyn Richard Deanna Kerekes Haley Birrell Tiana Mistry Kevin Stewart Loreta Chan Secretary Brienne elson Alicia Schmidt FEC Hugh Peters

2 2 Agenda Details Motion to Pass Last Week s Meeting Minutes Owner- Loretta Chan Seconder- Sarah Rozon Against- 0 Abstain- 3 For Valerie Bauman (President) 1.1 Members Absent with Regrets - Kevin Stewart, Stephanie Walton, Abdullah Al-Hayali 1.2 EngSoc General Feedback Form - link in Facebook group - connected to Val s - feedback for Val or anyone, anonymous or not rd ear Water/Enviro Rep Elections - now vacant 1.4 Fall Reading Week Update - last week, resent fall reading week white paper with different options - now only considering one option - option proposed: The schedule of dates be revised so that the fall study break be extended by one day, the Wednesday following thanksgiving weekend and that classes start one day earlier, beginning Wednesday after labour day weekend. - extended the break to Wednesday instead of the Tuesday Shawn: Old options are no longer relevant. one of the proposals would satisfy their requirements. Taking a day from o-week and putting it towards an additional fall reading day. Does not address most concerns, just avoids them. Going forward, next step putting this proposed onto board of undergraduate studies for deliberation and sent to senate for final vote. Suggestion for EngSoc is to be in contact with administration. One of the main drivers was they did not want to consider Sunday exam days. Scheduling Town Hall for this issue but it will probably be more of an information meeting. Sarah Rozon: When would this come into effect? next year Betty Zhao: Reducing number of events for o-week? ew schedule is that the start of classes is on the Wednesday instead of Thursday. Same class days, exam schedule will not be altered. Matt Demers: Earlier moving day? Likely, but not known for sure.

3 3 Shawn: Research saying o-week is critical for getting students adjusted. Val Bauman: If it s cut by a day, when we re planning for o-week, there are certain blocks where no one can book events. It would restrict the timeslots that we can host events. Shawn: Student organizations will possibly be working with student life to oppose this. Dom Mastronardi: Possible to add extra day of o-week? Is not in proposal Val Bauman: Should we reach out to students? not to approve/against but to see what they think Courtney Steingart: Is it either this change or it stays the same? yes Val Bauman: Would it be worthwhile to send out to students? Thumbs up Annie Krueger: Would it be possible to send out google form and have people vote I agree/disagree? would be open to doing it, but either way I think we d get the same results Sarah Rozon: Would be open to doing survey. Matt Demers: Sounds like whatever you should do should be in a timely manner. Shawn: Town Hall is January 24 th at 5:30 in 1307 THR. Val Bauman: Is the information you sent me open to the student body? yes 1.5 Exec Office Space - exec office has been cleaned up and usable - if you want to run a garage sale, can do it out of there, lab fund equipment storage, etc. - will start exec key sign-out 1.6 Transition Reports - typically due at end of semester - in hopes of improving transition process, have transition reports due immediately after reading week Matt Demers: They are very important. Include all information that you wish you had known. Make it as detailed as possible. Kaitlyn Richard: If you just came into your position, is this mainly on person from the fall? collaborate with other year reps but also reach out to the person in the fall. Steph Kotiadis: How formal? will send out an ideal transition report as a guideline. 2. Trevor Smith (Merchandise Officer) 2.1 Leather Jacket Pickup - clothing orders are still not here, should be here by the end of the month - leather jacket pickup tomorrow - posted excel sheet and will print off hard copy - has student numbers, invoice number and balance - if any issue, there are directions to find the invoices and Trevor s number - check their ID, make sure it s them and that they sign, put your name down and sign - people s names may be slightly off - update online copy after you sign it

4 4 Sarah Rozon: Taking money as well? 9 of them still have a balance to pay, but majority has paid fully Val Bauman: Approximately how much is one balance? most are $ One is $ Stephanie Kotiadis (VP Finance) 3.1 Winter Budget Approval - expenses are about $ and revenue is about $ underspent last semester and carried over into this budget Val Bauman: 3 rd and 4 th year have 2 votes each. Talha Tariq: $120 was allotted for program and ticket printing. Spending $100 more than initially expected on booking war-mem. Also for sheet music, hair and make-up, costumes, props. Steph Kotiatis: Budget changes from $1300 to $1800. Motion to increase cheers and gears budget from $1200 to $ Owner- Talha Tariq Seconder- Val Bauman Abstain: 3 For: 12 Motion to amend president section of budget scholarship from $3000 to $2000. Owner- Val Bauman Seconder- Matt Saunders Abstain: 1 For: 13 Motion to approve budget with changes as mentioned above. Owner- Steph Kotiadis

5 5 Seconder- Sarah Rozon Abstain: 1 For: Matthew Saunders (VP Internal) 4.1 Vote Regarding Constitution Adoption Motion to approve the amendments to the constitution as stated at AGM. Owner- Matt Saunders Seconder- Ciaran Buckley Abstain: 7 For: Loreta Chan (PDO) 5.1 PDC Announcements! - PDC Saturday, January 20 th from 8:30-4:00 - go to support EngSoc and will be beneficial to everyone - year reps please post announcements Tiana Mistry: Only have about 20 ticket sales. Looking for around Please advertise. Val Bauman: Is online registration still open? yes 5.2 Trivia ight Bonding Time with EngSoc!! - thought it would be beneficial for everyone to get to know each other - dinner at the Brass Taps at 7:00 followed by Trivia at 10:00 tomorrow night after 9:00, but even if you are under 19 still come Betty Zhao: Cash prizes! 7. Haley Birrell (4 th ear Rep Enviro/Water) 7.1 Iron Ring Countdown Update - March 6 th - 30 days prior to iron ring, hold countdown in atrium

6 6 - there are cardboard cutouts of numbers, does anyone know where they are? Emily Lockhart was the one who made them, might know where they are. Matt Curtis: Accepting picture admissions, if so how? es, drop box online. Can take photos from o-week as well Catherine Dang: I have photos on the engsoc drive as well. 7.2 Grad Party Update - find class rep and one from each discipline - in 41X lecture, in early February, hand out ballot with who they want and whoever has the most will be representative Matt Saunders: 4 disciplines or 7? 7 Annie Krueger: Does everyone vote for their sections or overall? sections, then of those people - iron ring is march 6 th Grad Party: Friday march 9 th or march 16 th? Kaitlyn Richards: A lot of students come back just for iron ring, so they might not want to come back again. Val Bauman: Consult calendars at all? both dates looked good - themes: will discuss here and then in our year s Facebook group - help us out if you have an idea - volunteers: once date is set we ll send out google doc for set up, take down, door, pizza Sarah Rozon: Will have to get POs. Kaitlyn Richards: What is a PO? Someone supervising event not consuming alcohol (primary organizer). Betty are you good to make tickets? yes. 8. Alicia Schmidt (Communications Officer) 8.1 Website Update - trying to close gap between GIS meeting room and student body - need people to know about it now - can request room online resources >> meeting room booking >> pick your time >> fill out request form Betty Zhao: How do we enter the room? GIS members Sarah Rozon: Working on getting all club presidents access. Val Bauman: Okay to book out study with engsoc time? yes. Dom: Snapchat filter for THR building? Thumbs up Matt Saunders: Carlos made one for corn roast last year, talk to him Ciaran Buckley: Cost? We ll look into it to make sure it s free and get back if not.

7 7 Beef: - 41X memos Butter: - sup - candy canes - chillin out during week 1 - Val - someone left behind really sexy pen at last meeting, Val has it Motion to adjourn Owner- Val Bauman Seconder- Matt Curtis