ICSMSU 1st Meeting 2014-2015
01/06/2014 – 19:15
Reynolds Building CX
Minutes:
- 1.
1.2
2. / Introduction
Present:
DariushHassanzadeh-Baboli
Dina Saleh
Alex Compton
Jen Watson
KanchNiruttan
Steve Tran
Med Harris
Salma Haddad
Cyin San
UsamaAsif
GugsLidder
Mala Mawkin
Anna Hurley
Obi Abani
Apologies:
Anju George
CallumBrehany
Minutes of last meeting:
n/a / Action
3.
- 3.1
3.12
3.2
3.21
3.22
3.23
3.24
3.25
3.26
3.3
3.4 / Matters arising:
WELCOME & HANDOVER INFORMATION
- Expectations of ICSMSU Officer – fulfil normal roles AND help out ICSMSU Exec
- Voluntary positions but you were elected by students of ICSM, so aim toundertakeall tasks to the best of your ability. EVERYONE needs to pull their weight and will be spoken to otherwise.
- If you are struggling or need support – inform Dariush or Anju
- Everyone now has access to SU Office in CX (Key 12). You can use it to print stuff off, have some quiet space to make phone calls/send emails with re. to SU or have a meeting.
Current schedule:
4/10 – Mingle, Packing day!
5/10 – BBQ & mingle
6/10 – Pirate Boat Party
7/10 – Mums and Dads
8/10 – Drs and Nurses
9/10 – Film Night
10/10 – ROADSHOW
11/10 – Big Chill
12/10 – Sports Day
13/10 – Pong. Probs not. Mystery Thursday.
14/10 – Medics vs Engineers Quiz
15/10 – Sports Night
16/10 – Freshers’ Dinner & Ball
17/10 – Freshers’ Review & Beach Bop
- EVERYBODY needs to be free for packing and prep days for freshers. These are (approx and uncomfirmed) - 6th August and the 20th August.
- If anyone has/can source a huge BBQ please speak up.
- If you have a minibus license/ car in London over freshers please speak up.
- EVERYBODYWILL have duties to perform in Freshers' Fortnight.
- Action point - C&S and Comms. Officer responsible for ensuring website up to date by beginning of July.
- Gather information, pics and contact details for all ICSMSU Clubs & Socs.
- Use the same information for the C&S handbook – to be sent to Freshers in the middle of August.
- Thoughts to take out the rule regarding insufficient clothing and change it to ‘inappropriate behaviour’.
- Perhaps to put something in regarding club captains being responsible.
- Ensure food being brought to Reynolds will be banned.
- Potentially 4 people rather than 6 stewards for sports night with 2 or 3 stewards from CMF.
- Thoughts to have 1 or 2 SU Officers on ‘reserve’ to be prepared to steward if deemed necessary. This could be introduced immediately or for second term where sport nights tend to be less busy.
ALL OFFICERS
Med/
Comms.
Dariush
4. / Officers’ reports and plans for the year
4.1 / President
- Have been handing-over with Steve over the last month. Attended important meetings and met key people within Faculty.
- Finish last exam 1st July AM. Will start work 1st July PM.
- A whole list of things to sort out over the summer including Freshers' Dinner and Inspirational Speaker.
- Aim to make some alterations to the website including a 'Suggestions' and 'SwapShop' page.
- Liaise with GradMed to make sure Grads, DE and IBSc students fell part of the ICSM family.
- Restore trophy cabinet and put signs up
- Alter the number of stewards at sports nights
- Find an alternative place to put the signatures
- Clean the ICSMSU office and CX Common Room
- Re-opening nominations of communications officer position – should be filled by 2 weeks.
4.2 / Deputy president (apologies)
- Have been waiting till after exams to sort out an action plan
- Meet with Dariush to discuss what is to be completed and make sure freshers fortnight is sorted ASAP
4.3 / Treasurer
- Handover – we are aiming sometime between 16th-20th June and then possibly a later one sometime in July as he seems to be rather busy.
- I am working my way through the eActivites training booklets/quizzes but apart from that nothing. Will probs start if anything is flagged up at handover.
- I have no aims/jobs to be completed over the summer (apart from completing all eActivities training quizzes) but I'm sure handover will give me some things to do.
- Aims for next year:
ii)To aid clubs and socs in finding new sources of funding/reallocating current funds to ensure
financial stability- are there big sponsors we are missing? Can we find activity specific sponsors?
Action point – Chippyto discuss potential ideas regarding funding for clubs and socs. withMed
iii)Re-evaluating the IC budgeting system to see if we can gain more financial support- Activities
development committee?
iv)Gain ICSM sponsorship for Freshers Fortnight
Action point – Chippyto discussfreshers’sponsoship with Socials and CallumASAP / Chippy
Med/Chippy
Callum/Socials/Chippy
4.4 / Communications
- n/a
4.5 / Secretary
- Start on designing calendar for freshers’
- SU website re. online calendar
- FB group?
- Make sure minutes are accessible to whole of ICSM (will talk to Kav to see if he knows)
- From previous agenda:
- Invite Gazette editor?
Callum/Dina
4.6 / Alumni and Careers
• Careers Network – returning to old system of independent career societies but they are to feed into the ‘network frame’ and report via this (which will be headed up by Steve).
•Aims/jobs to be completed over the Summer.
i)Sort out with the FEO where careers can be embedded into the curriculum.
ii)Sort out the Careers Soc/Network and get things up and running for Freshers' Fair.
iii)Liaise with the Alumni and sort out their AGM. / Steve
4.7 / Clubs and Societies
- Potentially a new place for Sports Dinner – concerns over current venue this year were lack of dance floor space?
- Med to agree to be on new Clubs Committee when asked (approves new clubs) to take role in steering it.
- Thoughts on a multi sports tour where every club that wants to take part can bring a different team to compete against another university. Can be seen as another version of varsity/tour with curry and night out too. Potential to bring it under a RAG event in order to raise money too whilst making it sustainable? Current university in mind is Cardiff. This idea can be amalgamated with Mala’s idea on the ‘annual med school swap’ alternating the location of the tour each year between Imperial and the other university participating. Thoughts for people who don’t play to still be able to come and support?
coincide with other tours.
- Aims/Jobs to be completed over Summer:
ii)Contact universities re: sports tour (Cardiff).
iii)Set dates and venues for sports and arts dinner.
iv)Anything that crops up from doing the handover with Paddy.
/ Med
Med/Obi/Socials
4.8 / Sites and Services
- Only thing not covered in handover was Reynold’s sound system – Tim says he will show me how to work it before term ends though.
- Contacted Selecta about coffee and snack machines for the Reynolds who are happy to maintain them for free due to the inflow of people in Reynolds. Spoken to IC Sites in Imperial who fear this would cut into the café’s profits. A potential compromise would be to turn off the machines whilst the café functions or alternatively to have to them further away – does not seem to be major objections to either suggestion.
- Looking into putting the signs back up in the Reynolds (The King's Union one etc.). Has spoken to Julie Pinhall and obtained permission from her and is in talks with tech. people from Drama Soc about how to put them up.
- See if ICU can buy new speakers for Reynolds. Also to deal with the issue of broken lights – get new ones?
- Emailed person in charge of sites and services re. microwave in common room – someone will be coming on Friday to Reynolds about this.
- Aims/Jobs to be completed over Summer:
ii)Look into an ATM for the Reynolds
iii)Try and sort out the lighting and speakers in the Reynolds.
iv)Try and figure out how to increase clubs and socs storage space – apparently a Light Opera and Drama issue in particular. Idea for the more expensive and regularly used tech equipment to perhaps be stored in the SU office or ‘cloakroom’ in CX (thus more accessible and less likely to be damaged/help clear out some of the clubs and socs .storage). Chippy/Dariush/Kanch can discuss this further when the office has been cleaned out. / Kanch
Kanch/Dariush
Chippy/Kanch/Dariush
4.9 / Welfare Officer
- Discussions with PsychSoc about setting up regular support groups
- Liaise with IC DPW (Deputy President – Welfare) about running a joint SHAG week between IC and ICSM
- Start planning MH awareness week and gather campaign committee
- Thoughts on having someone external (e.g. from Drink Aware) to give a talk on safety and general welfare for freshers during the introductory lectures. Idea to obtain the free pint glasses from Drink Aware that show many units are in one pint etc.
lecture during freshers’)
- Plan to arrange a meeting with the clubs and captains to warn them with regards to alcohol and freshers.
- Change advertisement for roadshow and ensure careful selection of leaders.
- See if we can get buckets for sports nights next year to avoid the use of the bins.
and see what can be done / Jen
Jen/Socials/Callum
Dariush
4.10 / Academic Officer (Early Years)
- Haven’t had handover yet.
- Couldn’t attend final SSLG due to exams last week.
- Thoughts to meet with academic societies with SalmainSeptember.
Usama/Salma
4.11 / Academic Officer (Science Years)
- Unofficial handover with Lucinda prior to the BSc+BMS SSLG yesterday; went through the
responsibilities under the Academic Officer role and awaiting final handover document containing
details for email accounts etc. - SU Related: attended the last BSc+BMS SSLG for the year yesterday. Got to meet some of the current
reps, BSc course leaders, and discussed with BMS staff about the degree’s plans for the upcoming year
after the meeting. - Aims/jobs to be completed over Summer
ii)Introduce myself to the incoming Y4 BSc students and Y1 BMS students, and open some sort of feedback ‘drop box’ to see what are the biggest concerns on everyone’s minds regarding their courses
iii)Have a proper meet-and-greet with at least some of the BSc staff, and catch up on any plans for changes and conduct surveys as necessary
- Ensure integration of BMS for Freshers next year – Dariushto liaise with Cyin and Biomed Soc over Summer
Dariush/Cyin
4.12 / Academic Officer (Clinical Years)
•SU related: I have been to a couple of meetings etc
Idea to perhaps expand mock PACES for 5th years to be more like mock OSCEs for 3rd years to ensure everyone gets a place. This appears to be a patient issue – lack of patients available (and lack of final years as on elective to help out).
- Idea to have SU run mock OSCEs for students re-sitting OSCEs. Dariushand Salma to talk more about this over summer.
i)Elect year 3, 5 and 6 year reps (talk to Steve about dates)
ii)Work on a proposal to change Background to Clinical Specialties
iii)Look into other ideas - e.g. LO for year 3 etc / Salma
Steve
4.13 / Entertainments Chair (apologies)
- So I have spent the last month or so planning the Fortnight. All events should be incredible and I'll soon be in touch with Grad Soc about creating a Grad Pass.
- Boat party is being expanded to accommodate an extra 150ish people (wanting to increase capacity from 240-360)- This means that for £20, anyone can come to boat party. Preference shall be given to Roadshow Leaders (who must attend the BBQ) and old SU first. This is to ensure every fresher (from 1st year UG biomed and medicine, post grad) has the opportunity to attend despite not buying a passport and allow everyone to integrate.
- M+ Ds - new inflatable games including a total wipeout style monstrosity.
- The mystery Monday is currently a concern. At the moment, I'm contemplating a casino night. But in the previous few years, Freshers use these quiet nights to do Halls things or ICU things (traitors). As such, I would be reluctant to put a casino night on, then again, we charge for it in the passport, so it doesn't really matter, just means less money. Socials, we shall be discussing in July.
- I am away for the entirety of June. As such, I have given my fabulous Social Secs a list of things I'd like done by my return in July so that the Fortnight can be booked and ready to go by mid to late July. The list even has extra things on there if they run out of things to do. YAYYYY. Delegation!!!!
4.14 / Social Secretaries
•SU related: booking Freshers’ ball (currently looking into venues). Freshers’ ball is now on Friday (same day as
the dinner) so ensure another big event will take place on the Monday.
•Mums and Dads – Idea to nominate best mum and dad to give incentive for students to fully take on the role.
Thoughts on Nandoes gift card as reward to be given out at Summer Ball. Also to ensure advertisement that you have to pay to get into Reynolds that night.
Action point –Jen/Socialsto liaise regarding this over Summer.
•Callum has emailed us a list of things to get on with and set dates
•Your aims/jobs to be completed over the Summer
i)To have booked freshers ball and Drs and Nurses after party venues
ii)To have designed freshers’ calendar
iii)ALSO LOOK INTO SPONSER$HIP. / Gugs/Mala
4.15 / RAG chair
- ‘dreaming big’
- Chelwest wanting to get involved? Obito try chase this up and get sponsorship.
- Idea of RAG passport for RAG week
- Inter uni RAG event idea?
- I will have to sort out the RAG involvement in Freshers’
4.16 / Summer Ball Chair
- Haven't had my handover yet and not done anything SU related as mainly concentrating on this years summer ball!
- This summer I'm planning on getting a survey together for the 5th years to find out what they want for summer ball, getting a good idea of a venue and getting a committee together!
Dariush/Anna
5.
5.1 / Upcoming events
Freshers’ Fortnight
6. / Any other business
Action point – ANYONE who has not sent his or her photo in to Callum must do so ASAP (for the posters).
7. / Next Meeting- TBC
8 / Dates for your Diary