Meeting called byess.lusu.ca/.../uploads/2019/11/2019.10.24.MM_.docx  · Web viewNo word from PEO yet. Sponsorship package should be ready before next Thursday (31st) Questions for

Engineering Student Society |MINUTESMeeting date & time | 2019/10/24 20:30 | Meeting location | UC2020

Meeting called by President - Joshua Foster

Type of meeting Executive

Note taker VP Internal - Evan Cline

Meeting start 20:30

Meeting end 21:30

Attendees:

Joshua Foster, Evan Cline, Blake Havill, Ben Martin, Brianne Walford, Luke Sawler, Randy Seccafien

Absent:

AGENDA TOPICS

Action items Person responsible Deadline1. Call to Order (motion)

a. Moved by Brianne (20:42)b. Seconded by Blakec. 5:0:0 (passes with no abstentions)

2. Attendancea. Present: Joshua, Bri, Blake, Evan, Luke, Ben,

Randy (20:55)b. Absent: c. Absent with Regret:

3. Acceptance of meeting minutes from 17-10-2019 (motion)a. Moved by Brianneb. Seconded by Benc. 5:0:0 (passes with no abstentions)

4. Additional Items for the Agenda

5. Actionable Follow-upa. Brianne - compile costs of conferences thus far

i. DONE: In the budgetb. Luke - compile costs for FROSH for

intermediary budgeti. DONEii. ACTIONABLE: Put into budget

c. Luke - complete Bus Pull RACK article

i. DONEd. Luke - Ensure cheque for Our Kids Count

completedi. DONE ii. Speak to Randy

e. Randy - Compile required materials for switching to Ukrainian CU (See 10-10-2019 meeting minutes)

f. Evan - Reformat meeting minutes and ensure that Blake is aware of which dates are good to be posted

g. Evan - Create google forms for complaints and suggestions

h. Blake - Website Updatesi. Ben - Order Chicken Waffle Club Patches

i. ACTIONABLE: Email to merchandising director

j. All VP’s - Print and fill out executive delegation forms to be signed by the President

k. All Execs - Fill out contact info sheet on the drive

6. IEEE Extremea. Jake Parr has not returned my email.b. Thus we cannot provide funding

7. Directorshipsa. You will have to recruit your own directors if

you need more

8. VP External Updatesa. Write a cheque for CDEb. Invoices for FYICc. ACTIONABLE: CFES membership (send to

LUSU)d. Technically have to bid for OEC

i. Bid to not host (Bidn’t)1. “Here’s why we can’t do it”

e. Questions for the VP External

9. VP Finance and Switching Banks Updatea. Randy has a fresh new haircutb. Questions for the VP Finance

i. Article for finances?1. ACTIONABLE: Submit to Blake

before Tuesday (29th)

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10. VP Internal Updatesa. Faculty Meeting, long presentation about the

Student Code of Conducti. Standardized academic dishonestyii. Accreditation discussioniii. Will work towards getting an agenda

item at faculty meetingsb. Questions for the VP Internal

11. VP Publications Updatea. RACK together 29th

i. Sent in 30thii. Printed 31stiii. Delivered Nov. 5th

b. Approximate Cost: $891c. Approximate Ad Income: $3000 (before CU

cut)d. Questions for the VP Publications

i. Podcast in early November

12. VP Social and Events Updatea. LEC email went out today

i. Interest in growing (Currently 4 registrations)

b. ACTIONABLE: Talk to Spencer about Outpost event in November

c. Google Drive: Administration - 1.20i. For all completed forms

d. Google Drive: Administration - 1.2i. Standard forms folder

e. ACTIONABLE (Peter): Contact faculty, alumni, & PEO for LEC participation

f. Ideally 9 judgesg. Questions for the VP Social

13. VP Sponsorship Updatea. No word from PEO yet

i. Sponsorship package should be ready before next Thursday (31st)

b. Questions for the VP Sponsorshipi. Did you contact the promoter from NV?

1. No

14. President Updatesa. Met with the Interdisciplinary Council (IC)

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(22nd)i. LSS, LUNA, ORSS

b. Meeting LUSU tomorrow (25th)i. LUSU Boardroom 12:00pmii. Conference service fees, iii. Membership lists (opt-in issues)iv. “Co-operation”v. Discussion of expectations and

concernsvi. LUSU is also broke, be considerate.vii. Randy: Can we request a new

office/engineering study space?1. Old “Aboriginal” office?

a. Already claimed2. The Burrow?

a. ORSS won’t give it up3. Something in CASES?

c. Will propose a constitution at Fall General Meeting

i. Hopefully ratify by Januaryii. Need to meet quorum

d. Fall General Meeting Dates:i. Keep on a Thursday night but start it

around 7pm1. Run exec meeting directly

following the AGMii. I’m thinking the 21st or 28th of

November1. Motion to have the fall general

meeting on the 21st of November: Brianne

2. Second Ben3. 6:0:0 (no abstentions)

e. Questions for the Presidenti. Bri: Have you heard anything about

email switching?1. Changing VP Internal and VP

Sponsorship emails to say as much

2. No.3. ACTIONABLE: Ben will do it.

15. Budgeta. Budget review and final approval

i. Motion to accept the budget proposed on 2019-10-17: Ben

ii. Second: Brianneiii. 6:0:0 (passes with no abstentions)

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16. Degree Project Funding Conditionsa. Create a formal proposal

i. Provide full budget breakdownii. Make a formal presentation

1. Base funding on merit of project and proposal

b. Be ESS membersc. Attend both general meetings

i. Have a sign-in.d. Provide a deliverable for a publication or NEMe. Motion to table degree project funding: Randyf. Second: Lukeg. 5:1:0 (Passes, Brianne opposes, no

abstentions)

17. Halloween Meeting?a. LECb. NEMc. LUSUd. Degree-project fundinge. Actionablesf. Food bank is having their trick-or-eat, asking

for volunteersi. 16:00-21:00pm

18. Reimbursement Lista. Marco (PEO-SC)b. Luke (B2tB+FROSH)c. Ben (Car Smash)d. Julia (NEM 2018)e. Bri (FYIC flights)f. Sarah (FROSH + B2tB)

19. Adjournment (motion)a. Moved by Luke b. Seconded by Blakec. 6:0:0 (passes with no abstentions)

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