Guelph Engineering Society Meeting Minutes

Transcription

1 1 Week 8 Monday, October 29th, 2018 Position Name Present (/N) President Stephanie Walton Faculty Matthew Demers N Chair Sarah Rozon VP External Pier-Luc Nadeau-Labadie VP Internal Stephanie Kotiadis VP Finance Scott Ackerl VP Social Talha Tariq VP Academic Kaitlyn Richard VP Student Life Amanda Nason Professional Development Officer Catherine Dang L Communications Officer Hugh Peters Athletics Officer Thomas Coulson Charity Officer(s) Emily Miller Danika Ferguson Arts Officer(s) Vanessa Cristini O Snap Officer Dominique Mastronardi Merchandise Officer Trevor Smith Office Manager Rachel Bertens First ear Representatives Tiana Bressan L Daksh Aggarwal N Second ear Representatives Fabio Sedki Hugh D Addario Aaron Black Third ear Representatives Brie Nelson N Sophia Vlahos Fourth ear Representatives Fares Issa Maggie Jasek Secretary Tahreem Anjum

2 2 Week 8 Guelph Engineering Society Meeting Minutes of October Motion to approve last week s meeting minutes Stephanie Walton motions to approve meeting minutes from last week s agenda (Week 7) o Against: o Abstain: o For: Conclusion: motion passes 2. Motion to grant speaking rights to elected and appointed engineering society members for W18 o Against: o Abstain: o For: Conclusion: motion passes 3. President Committees Update o Stephanie Walton had meeting with 1 in 5-week committee, which is about a 5- day event with consistent 5 running events. o Handing out candy, one is different from 5, showcasing concern and raising awareness for 1 in 5 people who experience mental health issues. o Wellness needs a guest speaker and are seeking for any professors who feel comfortable sharing their mental health experiences, if anyone has a professor in mind, let Stephanie Walton know. o Will start running week of November 5 th, sign-up sheets will be in the office. Tuesday: in wellness lounge, there will be a ping pong table with other equipment. Wednesday: Video game day- Mario Kart. Thursday: oga meditation in the board room. Friday: button maker, will be created out of pictures. Accountability Reminder o Everyone must attend their office hours, try to post as early as possible if it needs to be covered, or personally speak to Stephanie Walton if it is an emergency. o SAGM- part of SAGM is to go over accountability as student body will be questioning the roles of all member in engsoc. If there are any questions regarding this, please contact Stephanie Walton or any of the VPs.

3 3 Health and Safety meeting o Engsoc is invited on October 29 th at 10am-11am for a meeting about health and safety, Stephanie Walton cannot attend, so Stephanie Kotiadis will be taking her place instead. o Somebody needs to cover Stephanie Kotiadis office shift from 10am-10:30am. Alumni event o Casino night will be taking place on November 6 th. o It will be the 29 th anniversary of the polytech shooting. o Will be giving away professional prizes, which are industry tours such as meeting with engineering recruitment who can assist with resume building or LinkedIn profile with professional headshots, lunch with dean etc. o The tickets will be selling for $8, can be bought before the event takes places or the day off. o Fabio requested to have a form and cash box set at the office for the event. o ear reps need to share the event, make announcements in class or post on social media please. Talha will be sharing information on Instagram too. o If there are any questions, please Stephanie Walton. 4. VP Academic Affairs Discussion Panel Update o Formal panel for first years: Kaitlyn Richard spoke to the program counselor, Kim Thompson, as they decided that it is too soon to have a huge event which is not well planned. It could be a plan for next year, second semester, or even if it s a small event held for first year students as they are really struggling with transformation from high school to first year in engineering. o Vanessa suggested that we should make a panel and the first years could ask questions, and as a group engsoc will be responding and providing advice. Academic Feedback o A lot of stress during midterms, students can give anonymous feedback about any serious issues about courses, for example if they are going well or not on the engsoc website. o ear reps please make announcements so students are aware and using their resources. ear Rep Meetings o The VPs need to touch base with year reps, there will be group chats created to see if everyone is free around the same time, and a group meeting will be held every day for all year reps. 5. VP External Affairs Volunteers for PEO event

4 4 o Really need volunteers, minimum 2 people, but it would be better if there are more. If you want to sign up please contact Pier. o How can you benefit as a volunteer? Network with people from PEO event o More information will be posted on the Facebook page. OEC/GEC o Pier and Talha attended the OEC meeting, as they are very interested in University of Guelph hosting the 2020 OEC Event. o GEC is trying to make run for engineering competition, only have 3 teams signed up need more people as it doesn t look good on Guelph image. o ear reps need to make more announcement in classes. o Stephanie Walton states that when she spoke to student body she realized that no one is aware about what GEC is, and suggest that separate s should be sent out to make it clearer. 6. Vp Internal Affairs Motion Jam - Formal and Informal o It is formally happening on October 31 st, from 5:30pm-6:30pm, and will be focusing on Lab Fund Focus Group o Focus group will be tomorrow night from 5:30pm-10:30pm, location still needs to be determined. o Will be address concerns about lab funds and the constitution isn t designed to support the volume of students that we have. SAGM o execs need to make a presentation about their roles in engsoc and what they want to achieve as a team. o Stephanie Kotiadis shows a motion template if you are putting anything in the template that needs to be taken out later, you could highlight it in red. URL link will be sent out with the announcements o the forms due date is pushed to Sunday night, but everyone needs to make sure that accountability is completed. o Policy manual can change in any of the meetings, if you are unable to write in red or black on the form, please attach it as a pdf file. o The secondary part of the form does not need to be filled as it will be completed by the secretary while the meeting is happening. o Stephanie Kotiadis needs to release motions by Wednesday so if everything is in by Sunday night, she will process everything by Monday night. 7. VP Finance Budget Review for Monday October 29 th o Scott shows a graph of revenues and expenses.

5 5 o We have extra that we could use to run a cool event and get the student body involved. o Will be discussing more about this issue in the next meeting. 8. Athletics Officer Soccer tournament o The soccer tournament will be taking place on November 17 th o Posters will be posted after the meeting o Information will also be shared on Facebook group page. o ear reps need to take the posters from Thomas and make announcements in class. 9. Second ear Representatives Budget Amendment o Fabio requested to amend the budget from $100 to $150 due to pizzas last week Seconded by Hugh Addario Appointed officers cannot vote Motion to amend the budget from $100 to $150 o Against: 0 o Abstain: 2-Second ear Reps o For: 11 Conclusion: Motion passes 10. Arts Officer Coffee House o Coffee house is going to take place this semester, on the 23 rd of November. o It s a Friday, which works well because it s the day after exams. o Also need to consider if people will have enough time to practice their performances o Talha advises that people don t typically spend that much time with practices, and suggest that the event should start earlier so people could leave because its Friday night. o Hugh Peters recommends that we need to push this event towards first years, as they are always on campus and will feel more inclusive. o The 23 rd of November for coffee House is finalized. Pumpkin Carving o Need 3 people for clean-up and set up, anyone interested please speak to Vanessa. 11. Communications Officer Social Media Reminder o If anyone needs to post anything on behalf of engsoc, Hugh Peters at any time of the week but before 7:30.

6 6 o If it is sent on Thursday, then the announcements will not go up till Monday morning. o Make sure you indicate that it is an important , by bolding and using upper case letters. o We also have the Instagram account, if anything needs to be posted talk to Talha. o Advertising in general needs to increase on social media o ear reps will be putting up a calendar under a doc cam- 5 minutes before lecture begins- the sheet will consist of all the events dates and location. o Danika suggests posting more information on the white board outside of the engsoc office to continuously remind student body of all the events that are taking place. o The layout could be like orientation week. o Everyone needs to get their events pushed! 12. Special Events Coordinators Blood Bus o On Thursday November 8 th, at 5:30pm o at this point, we only have 4 people signed up, need at least 24 people which will only take half an hour. o Execs need to walk around and create Facebook events Tractor Tug o If anyone is interested, there is no set time but the event coordinator will be texted once finalized. o There will be a pledge sheet that is placed in the engsoc office. 13. Merchandisers officer Leather Jackets o Sale will be happening on Oct 30 th in the Wellness lounge from 11:30am- 3:00pm. o The price for the leather jackets varies because its customizable, last year s deposit was $300, will be accepting cash, credit or cheque. o Stephanie Kotiadis raises the issue about announcing the deposit, which confirmed by Hugh that it was not, and Stephanie Walton requests to make sure that it is sent out in the announcements by tonight. Motion to adjourn o Against: o Abstain: o For:

7 7 Conclusion: Motion passes, meeting for October 30 th is adjourned.