Meeting Minutes: Thursday, November 26th, 2015 @7pm

Vanier College Council Meeting
Minutes / ThursdayNovember 26th 2015
@7:00 PM

1.0 Motion to commence meeting @ 7:54 PM

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

2.0 Standing Items:

2.01 Accept Agenda of November 26th2015

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

3.0 Reports:

3.01 Master’s OfficeStanley Tweyman

3.02 PresidentDaniel Cabalse

3.03 Vice-President FinanceAlexander Stor

3.04 Vice-President Social/Cultural Nadia Greco

3.05Vice-President Communications Jason Lomboy

3.06 Director of Finance YosephWondwossen

3.07 Director of Social/Cultural Logan Post

3.08 Director of CommunicationsMan Van

3.09 Director of Campaigns/AdvocacyAnnalissa Crisostomo

3.10 Director of AdministrationKendra Stewart

3.11 Residence RepresentativeSelloTlelima

3.12 Commuter RepresentativeMenfesKidus

3.13 First-Year RepresentativeLucas Santos

3.14 First-Year RepresentativeRhyena Miller

3.15 YFS RepresentativeMohabatFzl

3.16 Vanier Residence Don(s)

4.0 Old Business:

4.01 YFS

4.02 Finances

  • Audit Update
  • No updates
  • Hotel Damage Costs
  • Damages paid for
  • Deposits will be prepared by the end of tonight
  • Rage Dodgeball Food Costs
  • Teams will be reimbursed $35 for food costs, if amount is exceeded for any specific team then they can discuss it with VAC or VCC in order to justify it.
  • First Order of Swag
  • Budget for first order of swag has been worked on and completed

4.03 Social

  • Social Sub Committee
  • Bonding on the 11th of December (5:00 PM – 7:00 PM start time)
  • Study Week
  • First week of December from 10:00 AM – 4:00 PM
  • Needs budgeting for snacks and care kits
  • $200 will be budgeted
  • TV and music off, no games, only studying
  • No food in the back, if people want to eat they can eat in the lounge or Renaissance
  • Frost Week
  • Archery tag: 2.5 hours for $28 per person + tax = $1423 including taxes, not including buses with a professional photographer as well as half off pizza as well as free party room and kitchen
  • Bubble Soccer = $795 including tax not including buses for 1 hour
  • Budgeted $800 for midnight skate just in case (extra money can be used for pizza)
  • Monday: hot chocolate and lounge party and Lounge Tournament Day
  • Tuesday: s’mores and midnight skate
  • Wednesday: Bubble soccer
  • Thursday: Movie night
  • Friday: Archery Tag
  • Masters Office is having an academic orientation during Frost Week, day on which academic orientation will be held will be discussed with the Master’s Office on the 30th
  • AUX cord in midnight skate should be checked prior to skating on Tuesday
  • Frost Week event selling will start the first day back to school on Monday January 4th
  • December Event
  • 3 options
  • 1st is private session with paintballs including tax andbus: $1800
  • 2nd is open session with paintballs including tax and bus: $1150
  • 3rd is open session without paintballs including tax without bus: $770
  • 4th is private session without paintballs including tax without bus: $1020
  • Final choice as motioned: 1st option [8-0-0]
  • 45 attendees
  • We will be charging students $5 to attend as motioned [8-0-2]
  • Blue Mountain Updates
  • Last weekend of January (29th-31st)
  • 9 8-person rooms
  • Room for 72 attendees
  • Passes to go on the hills are available for Friday and Saturday
  • Check in as of now is 4:00 PM
  • Selling starts January 7th at 10:00 AM
  • Nadia will call the buses on Friday for 7:15 am
  • We will be telling the students we’re boarding buses at 7:30 am and leaving at 7:45 am
  • Buffer time ends at 8:00 am
  • Note: Nadia will include a portion in the waiver regarding departure times
  • We want to aim to get there by 10:00 am
  • Selling prices: $140 Vanier, $160 Vanier Alumni, $200 Non-Vanier, PLUS $40 Damage Deposit and $40 Rentals
  • Council prices are tabled
  • Checkouts on Sunday are at 11:00 AM, we will be telling students to checkout by 11:00 AM
  • Bus departure on Sunday is tabled
  • Possible idea to discuss: subsidizing skate hour

4.04 Campaigns

  • Peer Support System
  • SafeTALK training
  • Tabled until next semester
  • Car Push
  • Date is Friday Nov. 20that Founders lot
  • Food Drive
  • Tabled

4.05Communications + Vandoo

  • Athletics Pennies
  • Prices for pennies increased however the price still falls under $2000
  • Projected time for which the pennies will arrive is 2-3 weeks once ordered
  • Athletics will have them by next semester
  • Vandoo
  • Tabled
  • Club Space Updates
  • Tabled
  • Swag Updates
  • Budget is complete, order will be sent in this week
  • Comms Team
  • Jason is recruiting people from SSC
  • Video Introducing New Council Members
  • Peter is working on the execution of the video prior to filming

4.06Administration

  • Lounge Monitors Appreciation
  • $10 York gift card as a token of appreciation

5.0 New Business:

5.01 Retreat Updates

  • Projected date: January 8th, 9th, 10th or January 15th, 16th, 17th
  • Doodle will be made tonight to finalize which combination of dates will be chosen

5.02Formation of Formal Committee

  • Formed as per the constitution
  • Daniel, Nadia, Alex, Jason and Peter will spearhead planning Formal and have it finished by Christmas, Rheyana is also interested in joining the committee
  • Nadia is looking into halls for pricing
  • Formal will tentatively be held on March 18th 2016

5.03 Council Bonding

  • Event will be “Escape Room”
  • Regular pricing from Tuesday-Thursday is $20 per person (minimum 3 people)
  • Regular pricing from Friday-Sunday $22 per person (minimum 4 people)
  • Date will on the 8th of December

5.04 First Year Rep Event

  • Rhyena and Lucas discussed an event idea with other council First Year Reps
  • The final decision was to hold the event in the winter
  • Lucas is going to look into the Underground to have a Complex 1 Pubnightand then reach out to Complex 2 if they choose to join in on the event
  • Possibly do it at Moda
  • Rhyenna and Lucas will go back to first year reps to find out additional plans
  • Tabled
5.05 Christmas!
  • Christmas fam jam will be held on the 7th of December
  • Cap on gifts is $20-$40

5.06 VCC Updates

  • Holiday Luncheon Dec. 10th held by Master’s Office in the Renaissance at 12:00 pm
  • Benches will be added to the Vanier Lobby to prevent people from sitting on the stairs
  • Master’s Office is also acquiring dividers for the renaissance

5.07 Whatsapp

  • Code word if someone has a legitimate concern in the group chat: URGENT

5.08 Charity Ball

  • Hosted by GCSU at Casa Loma
  • February 12th 2016
  • Friday
  • Donation charity is CAMH
  • They want our support in terms of promotion
  • More updates to come

5.09 Honorarium Meeting

  • Meeting is December 2nd (Next meeting on Wednesday)

6.0Motions/Resolutions/Additions

  • Motion that VCC hosts a private session for their paintballing event: [8-0-0]
  • Motion that VCC hosts a private session for their paintballing event with extra paintballs included [8-0-0]
  • Motion that VCC charge $140 Vanier, $160 Vanier Alumni, $200 Non-Vanier, PLUS $40 Damage Deposit and $40 Rentals [4-0-4]
  • Motion that VCC charges students $5 to attend the paintballing event [8-0-2]

Next Meeting: Wednesday December 2nd, 2015

Motion to Adjourn: @ 9:46

Motioned by Peter seconded by Dan[10-0-0]

Attendance:

Baron Belalov

Daniel Cabalse

YosephWondwossen (leaves at 9:24)

Rhyena Miller

MenfesKidus

Nadia Greco

SelloTlelima

Lucas Santos

Peter Man Van

Jason Francis Lomboy

Logan Post(walks in at 8:58)

Kendra Stewart(walks in at 9:02)