Meeting Minutes: Saturday, January 16th 2016@12PM

Vanier College Council Meeting
Minutes / Saturday,January 16th 2016
@ 12 PM

Delegated tasks highlighted yellow

1.0 Commence meeting @ 12:47pm

Motioned byAlex, seconded by Peter [9-0-0]

2.0 Standing Items:

2.01 Accept Agenda of January 16th2016

Motioned by Alex, seconded by Peter [9-0-0]

3.0 Reports:

3.01 Master’s OfficeStanley Tweyman

  • Nothing to report

3.02 PresidentDaniel Cabalse

  • Filled in Office Hour Doodle
  • ConfirmedSafeTalk Training Jan 21, 2016; 1-4pm Location TBD; 15 minimum participants; List of who is coming and committed by Jan. 19
  • In the process of scheduling strategy meetings with the VP's, Directors and Representatives respectively
  • Conducted strategy meeting with the Speaker
  • Printed out blue mountain posters
  • Worked with Jason on the VCC card for the Winter Orientation Kit
  • Wrote Cheques
  • Sign Cheques
  • Received information regarding Winter Orientation Friday 9:15-1 in 001 VC
  • Copied Blue Mountain Waivers
  • Go to Long Mcquade for aux cable
  • Attended Frost Week -> Midnight Skate, Daily events, Archery Ticket
  • Worked on Retreat Itinerary and Presentation
  • Sold Blue Mountain Tickets
  • Attended Winter Orientation

3.03 Vice-President FinanceAlexander Stor

•Spoke to auditor and scheduled meeting for Monday at 10am

•Completed all requisition forms

•Looked into bus/passenger van rental for retreat

3.04 Vice-President Social/Cultural Nadia Greco

  • Paid Blue deposit and updated information with hotel
  • Made masterlist for Blue
  • Spoke to Lovelle about using VAC for selling
  • Made waiver updates for Blue
  • Made intake form for Blue
  • Posted Blue update sheet to council group
  • Updated information on Blue event page
  • Made Blue event page
  • Helped Lucas to book Canlan for Frost
  • Researched formal venues
  • Researched retreat locations
  • Booked retreat
  • Paid retreat fee and signed contract
  • Messaged VAC about Blue Mountain
  • Posted FAQ for Blue
  • Blue-Mountain selling day

3.05Vice-President Communications Jason Lomboy

  • Office hours
  • Emailed jordan
  • Attended midnight skate
  • Sold swag
  • Created swag masterlist
  • Sold blue mountain tickets
  • Updated website
  • Created comns team on facebook
  • Made/posted posters
  • Promoted frost week and swag

3.06 Director of Finance YosephWondwossen

3.07 Director of Social/Cultural Logan Post

  • Attended office hour
  • Promoted/planned/bought supplies/booked frost week
  • Organised first ssc meeting

3.08 Director of CommunicationsMan Van

  • Promote Frost week events
  • Sell Vanier Apparel
  • Attend Midnight Skating
  • Count Vanier Apparel
  • Sold blue tickets
  • Promoted Blue Mountain
  • Sold Tickets for frost week events
  • Host Movie Night
  • Set up/Clean up Movie Night
  • Watch the lounge
  • Attend athletics meeting
  • Host Games night For frost week

3.09 Director of Campaigns/AdvocacyAnnalissa Crisostomo

  • Kept in contact with Arti about Syrian donations
  • Helped Sello set up for Hot Chocolate Station for Frost Week
  • Revised and posted Bullying Awareness Meeting Minutes (january 8)
  • Started contacting people for several videos ((Fizz and Karah)
  • Meeting with Rodney on Monday about Manhood initiative
  • Meeting with Lea from SCLD about Peer Support/Mellow Moments
  • Did office hours
  • Mellow Moments proposal emailed to Dimple
  • Talked to Suneel about using the Vandoo
  • Sent peer evaluations to Dan
  • Emailed mellow moments proposal to Lea
  • Made meeting Agenda for Bullying awareness week with due dates and tentative dates
  • Filled out New Office Hour doodle
  • Talked to Suneel about March Vandoo due dates for articles
  • Talked to Natasha about Volunteer hours

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
  • Updated contact sheet
  • Created office hour and meeting time doodles
  • Created new office hour schedule
  • Created new lounge monitor schedule
  • Cleaned office
  • Attended archery tag

3.11 Residence RepresentativeSelloTlelima

•Office hours

•Lounge hours

•Talk to Dimple about the don/council social

•Intramurals

•Posters for the paintball event

•Helped out with existere journal budgets

•Christmas party planning

3.12 Commuter RepresentativeMenfesKidus

  • Watched the office
  • Sold tickets for blue and winter events
  • Went to intramurals
  • Hosted the ping pong tournament

3.13 First-Year RepresentativeLucas Santos

  • Completed office & lounge hours
  • Filled some other people's office by hours
  • Promoted and sold blue mountain tickets
  • Promoted and sold bubble soccer tickets
  • Signed contract for booking skate night and handed in cheque
  • Helped Peter sell swag during skate night

3.14 First-Year RepresentativeRhyena Miller

•Lounge and office hours

•Sold blue tickets

•Sold frost week tickets

•Went to bubble soccer, took attendance on bus

•Promoted frost week

•Intramurals

•Took pictures for swag

•Attended bullying awareness meeting

•Assisted in academic orientation day

3.15 YFS RepresentativeMohabatFzl

  • Nothing to report

3.16 Vanier Residence Don(s)

  • Nothing to report

4.0 Old Business:

4.01 Finances

  • Audit Update
  • Meeting with auditor on Monday at 10am
  • They said they could get a rush on it; approximately 3 weeks
  • Payment for big kahuna
  • Payment for Jordan
  • Payment for courtesy account
  • Yoseph is taking care of council payments

4.02Social

  • Frost Week Recap
  • Attendance was very low
  • Skating went well
  • Whoever went to bubble soccer and archery tag had fun
  • For future years, do polls for what people want
  • See if ttc or a school bus would be necessary for events
  • V-Day Pubnight
  • February 11thor the 25th
  • Nadia: TUUS on Monday and the liquor licensing (consult Dan with questions)
  • Jason and Peter: FX Lighting
  • Logan and SSC: décor
  • Have early bird dates for tickets: cheaper and a VIP
  • Blue Mountain Updates
  • Last weekend of January (29th-31st)
  • 12 6-person rooms
  • Room for 72 attendees
  • Passes to go on the hills are available for Saturday and Sunday
  • Check in as of now is 4:00 PM
  • We will be telling the students we’re boarding buses at 12:30 PM and leaving at 1:00 PM
  • Buffer time ends at 1:15 PM
  • We want to aim to get there by 3:15 PM
  • Selling prices: $140 Vanier, $160 Vanier Alumni, $200 Non-Vanier, PLUS $40 Damage Deposit and $40 Rentals
  • Point out the new section and they have to read it; intake form has preferred email so Nadia can send out updates
  • Council prices are $100 + $40 Rentals (also applicable for VAC)
  • Checkouts on Sunday are at 10:30 AM, we will be telling students to checkout by 10:00 AM
  • Bus departure on Sunday at 7:00 PM
  • Seif using his $100 from frosh to pay for Blue
  • January 28th you must pay Yoseph for all outstanding fees you owe

4.03 Campaigns

  • Feel it Friday Proposal
  • Talked to Leah from SCLD and Dimple: they said to leave the peer support system to the people that can handle it; ie. Dons, RLCs, CDS
  • Proposal sent to Leah and Dimple:
  • in the vandoo stress buster activities, @ 2:45pm we’d have a 15 minute mediation, bi-weekly
  • Objective: help manage daily stresses, relax and take a step back from the atmosphere, incident reports, we need to work on confidentiality
  • Bullying Awareness Week
  • March 14th-18th
  • Rodney will be leading a manhood 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

4.04Communications + Vandoo

  • Swag Updates
  • Swag is in; we started selling, $10 hats; $25 hoodie; combo $30
  • Council prices: 50% off everything
  • Masterlist for swag on google drive
  • Selling on Monday
  • Comms Team
  • Cricket club emailed Jason and they want to go on a trip; they are requesting $1200 (Tabled)
  • Deanna from Stong: Fix the 6 program: we collect old gift cards, the remaining balance on a gift card can be used
  • Jersey contest: design a new athletics jersey, if their design wins they get their own personalized for free
  • Comms team on facebook; Seif made some posters for frost week
  • Work on social media contests
  • Central square board

4.05Administration

  • Office Hour Etiquette
  • List of duties for office hours
  • Communicate more when you cannot attend office hours
  • Whats app
  • Strictly social
  • Office hour doodle
  • Please fill it out by 3pm today
  • Lounge monitors
  • Lounge monitor application being public
  • Cleaning
  • Rhyena back black cabinet
  • Dan and Jason behind front desk

5.0 New Business:

5.01 Retreat Updates

  • January 22nd weekend at Blue Mountain
  • Kendra looking into it; we may rent cars
  • There is no check-in\check-out time. Need to figure out when everyone can leave
  • Set a budget for food. Delegate someone\people to take charge of the planning of the meals. Contact me to let me know.
  • BYOB
  • The contract has been signed; payment has been sent
  • I will be posting a final update to the page in a few days

5.02 Formal

  • Formed as per the constitution
  • Daniel, Nadia, Alex, Jason and Peter will spearhead planning Formal and have it finished by Christmas, Rhyena is also interested in joining the committee
  • Nadia is looking into halls for pricing
  • Will speak to Logan regarding theme. Set new date for theme finalization.
  • Will have SSC working on décor as soon as possible and storing it in the storage room.
  • Alex\Dan, can you please send me the requisition form for last year’s formal?
  • Motion that Vanier College Council hosts Formal on Saturday, March 19th, motioned by Anna, seconded by Peter [6-0-2]

5.03 Charity Ball

  • Hosted by GCSU at Casa Loma
  • February 12th 2016 (Double check this, I’m pretty sure it’s either 22nd or 24th)
  • Friday
  • Donation charity is CAMH
  • They want our support in terms of promotion
  • More updates to come

5.04 Don-Council Social

  • Was supposed to have a meeting with dimple; meeting either her on Monday

5.05 Athletics

  • Buy goalie chest protector gear; will be reimbursed when we get our levy
  • May be down an athletics member

5.06 SAFEtalk

  • January 21st 1-4 0006 TEL

6.0 Motions/Resolutions/Additions

Motion that Vanier College Council hosts Formal on Saturday, March 19th, motioned by Anna, seconded by Peter [6-0-2]

Next Meeting: Wednesday, January 20th

Motion to Adjourn: @ 2:52pm

Motioned by Rhyena, seconded by Peter [8-0-0]

Attendance:

Baron Belalov

Rhyena Miller

YosephWondwossen

SelloTlelima

Annalissa Crisostomo (Leaves at 2:53pm)

Kendra Stewart

Daniel Cabalse

Man Van

Jason Lomboy

Alex Stor (Leaves @ 1:40pm)

Absences:

Nadia Greco (With regrets)

Logan Post (With regrets)

MenfesKidus (Without regrets)

Lucas Santos (With regrets)