Meeting Minutes: Friday, February 19th, 2016 @ 3:30PM

Vanier College Council Meeting
Minutes / Friday,February 19th, 2016
@ 3:30PM

*Delegated tasks highlighted in yellow*

1.0 Commence meeting @3:40pm

Motioned byRhyena, seconded by Logan [9-0-0]

2.0 Standing Items:

2.01 Accept Agenda of February 19th,2016

Motioned by Rhyena, seconded by Logan [9-0-0]

3.0 Reports:

3.01 Master’s OfficeStanley Tweyman

  • Nothing to report

3.02PresidentDaniel Cabalse

  • Contacted Tribe for DJing services
  • Update the summary of the Pubnight on TUUS form
  • contacted Risk management for the insurance requirements for the DJ services, the lighting services
  • contacted Aramark with regards to the information regarding liquor
  • contacted Sarah Bhairo regarding outstanding vandoo payments
  • Attended Office Hours
  • Finalized DJ services for pubnight
  • Finalized Security Services for pubnight
  • Finalized Liquor and Food Services for pubnight
  • Finalized Risk Management services for pubnight
  • inquired about York Region Police for formal

3.03 Vice-President FinanceAlexander Stor

3.04 Vice-President Social/Cultural Nadia Greco

  • Visited all the formal halls and attended meetings
  • brought council members and some students to see paramount
  • met with Rodney to go over budget and plans
  • made budget report, talked to Alex about budget
  • called lighting company for formal
  • called lighting company for pub night
  • made formal tentative outline
  • formal committee
  • called centrepiece company
  • emailed bus company

3.05Vice-President Communications Jason Lomboy

  • Contacted DJ for Pub Night
  • Attended Bullying Awareness meeting
  • Made Formal FB Banner
  • Working on Posters/Banners for other events.

3.06 Director of Finance YosephWondwossen

3.07 Director of Social/Cultural Logan Post

  • gathered contact information for lgbt event and wrote proposal
  • posted on ssc

3.08 Director of CommunicationsMan Van

  • sold apparel
  • edit website
  • work on poster ideas

3.09 Director of Campaigns/AdvocacyAnnalissa Crisostomo

3.10 Director of AdministrationKendra Stewart

  • Attended meeting
  • Office hours
  • Took meeting minutes
  • Checked emails
  • Edited and sent out meeting minutes
  • Checked mail
  • Collected council reports

3.11 Residence RepresentativeSelloTlelima

3.12 Commuter RepresentativeMenfesKidus

3.13 First-Year RepresentativeLucas Santos

  • Met with VAC first years over
  • Skype and for our event
  • Called location
  • finalized first year event with

3.14 First-Year RepresentativeRhyena Miller

  • Took phone messages
  • Planned first year event with Lucas, Sufyan and Sara
  • Attended bullying awareness week meeting
  • Went to formal hall
  • Did formal work

3.15 YFS RepresentativeMohabatFzl

  • Nothing to report

3.16 Vanier Residence Don(s)

  • End of the year BBQ sometime in March
  • Spring Banquet

4.0 Old Business:

4.01 YFS

  • No updates

4.02 Finances

  • Audit Update
  • No updates
  • We need to figure out what is still outstanding, whether it be what council members spent or what we owe companies
  • We need to return damage deposits as soon as we can
  • We owe Wasaga busses still; they’ve called twice and emailed

4.03 Social

  • Formal
  • March 18th
  • 200 people can participate
  • Starting to sell on the 29th of February until March 4th
  • Have all the numbers in by the 10th
  • Paradise is booked; $2000 deposit has been paid
  • The contract has been emailed out; Baron and Nadia are going to sign it
  • Going in next week to approve the menu
  • Drink tickets will be given; additional can be bought
  • Dan is looking into security for next week (sent an email)
  • Menfes is creating a list of music
  • DJ and lighting; external company that has a contract with the hall; $2600; LED lighting, sound, DJ, etc.
  • Easier to just get it through the company
  • Coat check: $250 for attendant
  • 7:30-9 dinner
  • 3 publicized busses; 1 extra bus
  • 2 busses: leaving @ 5:45pm; departs @ 6pm
  • Second set of busses leave @ 6:30pm
  • Busses leave the hall at 1am, 1:30am, 2am
  • Both come back for remaining people
  • Cocktail time from 7-7:30pm
  • Prizes: $1000; 2 on entry, 3 under chairs
  • Awards: tabled
  • Kendra is going to make the masterlist
  • Motion that Vanier College Council charge, Vanier: $30; Alumni: $40; Non-Vanier: $50, motioned by Kendra, seconded by Logan [9-0-1]
  • Logan and SSC are delegated the task of decorating
  • Finalized theme: Fire & Ice
  • Rhyena is going to spearhead the formal committee; about 10 people are interested
  • Centre piece service idea; $500 in total
  • Pubnight
  • Security booked
  • Food services is booked
  • Neon Blacklight Jungle theme
  • Lighting is booked; coming in on Monday to look over the room
  • February 25th
  • Logan and SSC: décor
  • TUUS wants insurance for whoever we are having lighting/sound from
  • DJ Tribe and DJ Jenno; $250 each; need to ask what type of equipment they need
  • Menfes will open the commuter room the night of pubnight
  • Need to create a schedule of who is doing what for the night (Kendra will create a schedule for people to sign up)
  • Logistics for the night:
  • Before pubnight ending @ 4pm: $3
  • At the door: $5
  • Doors close @ 11:45pm
  • 10pm-11pm ins and outs
  • Need identification; government and York id
  • Separate lines for who has their tickets and who doesn’t
  • Wristbands: for people who are over 19
  • Logan is picking up a stamp
  • Council members have name tags to get in and out
  • Jason and Peter will make name tags for council
  • Menfes will sign out both the renaissance room and the commuter room keys
  • Set up can start @ 7pm; all council members be here by 9pm

4.04 Campaigns

  • Feel it Friday Proposal
  • Proposal sent to Leah and Dimple:
  • in the Vandoo stress buster activities, @ 2:45pm we’d have a 15 minute mediation, bi-weekly on Fridays
  • Objective: help manage daily stresses, relax and take a step back from the atmosphere, incident reports, we need to work on confidentiality
  • Starting in February
  • Dimple approved and offered help for the idea
  • Anna will also talk to Ilir about meditation technique ideas
  • Bullying Awareness Week
  • March 14th-18th
  • Council video: self-love day; you say an insecurity
  • Rodney will be leading a discussion
  • Nice nominations throughout bullying awareness week
  • Still in the planning process
  • Rhyena plans on doing a short video/fil/interview video
  • A puzzle piece; a positive or a negative; we find out everyone’s differences

4.05Communications

  • Apparel Updates
  • Swag promote and sell
  • Waiting for levy to order council swag

5.0 New Business:

5.01First Year Rep Event

  • Lucas called the go-karting; booked for March 1; $2112
  • Have to book the bus
  • Giftcards will be given to the top 3 racers; get little trophies from dollarama?
  • 48 participants
  • Pizza, pop, chips
  • Promo team making posters; event page
  • Start selling tickets the week after reading week
  • Total for event is about: $2700
  • Need to discuss a price for event; $10 for 1st years and $12 for upper years

5.02 Don/Council Social

  • Sello is going to make a new doodle that will include dons and council

5.03 Constitution Amendments

  • Meeting Friday, February 26th @ 6pm in the council office; there will also be another one

5.05 LGBTQ Coffee House

  • Has an email to send out to other groups to get them involved
  • Logan is reaching out to colleges and residences to see if they want to collab.
  • Tentative date towards the end of March

6.0 Motions/Resolutions/Additions

Motion that Vanier College Council charge, Vanier: $30; Alumni: $40; Non-Vanier: $50, motioned by Kendra, seconded by Logan [9-0-1]

Motion to Adjourn @5:26pm

Motioned by Rhyena, seconed by Menfes [10-0-0]

Next Meeting: Wednesday, February 24th 2016 @ 7pm

In Attendance: / Absence:
Baron Belalov
Kendra Stewart
Daniel Cabalse
Logan Post
Nadia Greco
SelloTlelima
Lucas Santos
Rhyena Miller
Jason Lomboy
Man Van (3:46pm)
MenfesKidus (Facetime) / Alex Stor (with regrets)
Annalissa Crisostomo (with regrets)
YosephWondwossen (with regrets)