Agenda / Thursday October 20th, 2011
VC120 @ 2:30pm
In attendance: Haris Mahmood, Rob Krasny, Andrew Choe, Andrew Brown, Michelle Le, Ann Le, Chris Puckett, Monika Gul, Carly Silberberg
1.0 Motion to Commence:
Motion to commence at 2:34pm Andrew, seconded by Chris
6-0-0
2.0 Standing Items
2.1 Adoption of the Agenda:
2.1.1 October 20th, 2011
Motion to adopt the agenda by Rob, seconded by Haris
6-0-0, Motion Carried
2.2 Adoption of the Minutes:
2.2.1 September 22nd, 2011
Motion to table the minutes of September 22nd by Andrew, seconded by Rob
6-0-0, Motion Carried
2.2.2 October 6th, 2011
Motion to adopt the minutes of October 6th by Andrew, seconded by Monika
5-0-1, Motion Carried
3.0 Reports:
3.1 Master’s Office Stanley Tweyman
- Some of you may have heard Diana is moving to communication studies
- She has signed a contract to leave tomorrow and will be there until march but will be returning
- She believes she needs to require more skills
- We will be replacing her in the short term
- When people apply for this job, a committee is created, whether council would like a representative on this committee
- Not sure if this is allowed or isn’t allowed
- Andrew: I think that is a good idea
- Stan: why don’t I just leave it to you guys? Assuming this is allowed; you can pick someone and let me know so this person can be a part of this committee.
- A few other things. Vanier college book sale coming up in two weeks. We need people to help set up and take it down
- I would like to ask you if you can help us, since we are short handed
- Is there any chance I can count on you folks to set things up, and take things down
- Andrew: we will post our availability
- Chris: what time is the set up and closes?
- Stan: it is hard work, setting things into category and taking them down, if we can get your help, it would be greatly appreciated
- Another thing, Vanier College Council has committed to giving VCP some money.
- Andrew Brown: our auditor is taking a while to finish the audit. We won’t be able to give most of it now, but we will be able to the entire amount soon
*Carly enters the room at 2:42*
- Stan: Vanier college productions are working with a new group from Osgood, doing things with them at Osgood hall. One of the things being planned is a play about a legal case in Osgood hall.
- Does anyone have any questions for me?
- Monika: I’ve emailed regarding breast cancer awareness. Donation boxes all week next week. Hoping for a pink day, and some tabling in the lobby
- We are wondering if you have any ideas or a donation box in your office
- Stan: I am happy to do it, it is a wonderful initiative. Speak with me on Monday after 10:30.
3.2 President Andrew Brown
- Met with Edward Fenner and he gave me a check
- There will be a cross council dinner either on December 1st or 2nd
- Fall campus day is coming up. It is when high school students visit the university. We need people to be at the tables
- Helped look for the hotels
- The freezer still needs to be cleaned
- I set up the debit machine. We just need to buy a longer phone cord.
- No one is allowed behind the Mac area except for council because the machine is expensive.
- I will show you how to use it after the meeting
- We need to take the boom box back and get a new one
- We need to do something about the broken speakers as well
- A sub is broken and one of the top is broken. We need speaker covers and new cords.
- No one should be carrying speakers around, we need to use the trolley
- Try to donate a couple of hours during the week of the book sale
- Take about 2 hrs of your time, it will be mandatory for council
- I am meeting with Chris tomorrow to deposit the money
- We will be cleaning back office and moving the mascot in athletics
- Our storage room won’t fit all of the leftover frosh kits
- When you are printing something, print one copy and photocopy it upstairs
Motion to move 5.1 swag proposal
By Andrew Brown, seconded by Haris
7-0-0, Motion Carried
3.3 Vice President Finance Chris Puckett
- I paid for pubnight
- Did some simply stuff
- Still waiting on the auditors thing so we can get the levy
- I will write all the cheques tomorrow
- I will ask for an advance
- If anyone wants to come on a leadership workshop on November 2nd
*Chris exits the room at 2:50pm*
3.4 Vice President Social/Cultural Monika Gul
- I’ve been working on Montréal as well as Halloweek and pub night
- Working on frosh reconciliation
- Working with Carly about breast cancer week
3.5 Director of Finance Carly Silberberg
- I did some Requisition forms
3.6 Director of Social/Cultural Rob Krasny
- I called Massimo to get rooms
- He said 40 rooms max
- I did some tuus forms for pub night next week
3.7 Director of Promotions Haris Mahmood
- I got some info for breast cancer awareness and made a poster
- Tell all of your friends to join the Vanier group and they will automatically be invited to all the events
- I’ve been talking to Britney about the athletics website
3.8 Director of Publications Carly Silberberg
- Ofelia is no longer the editor and chief, its someone named Palwasha
- She is a lot more co-operative
- In terms of hiring her, I’m not sure what the deal is
- Ann: Ofelia should have referred to her with a cover letter and resume. For now we can take the recommendation and just hire her.
- In terms of the Vandoo, Kaily put a facebook page up
- I sold tickets for Halloween haunt
- Breast cancer awareness stuff
3.9 Director of Clubs and Affiliates Ann Le
- There are house meetings on Monday night. Is anyone available? I’ll let you know what time it is at. Monika or rob can you compile a list of things
- I’m working with Erin for the minutes
- Got a club funding application
3.10 Director of Administration Ann Le
- Everyone should be using the check list and signing up for it and putting it in my mailbox
- For office hours, I haven’t been giving an emails to send it to me
- I’ve been checking the voicemails, the person didn’t get their refund during frosh week
4.0 Old Business:
4.1 Volunteer Committees
- Ann: I have the act ready. Andrew when is the timeline of hiring athletics.
- Andrew Brown: we are having a meeting with all of the new members and post the hiring’s
- I am going to email it to anyone, and how many volunteers
- Including but not limited to handing out flyers and other duties
- It is very general
- It’ll work the same way as athletics
- Right now we have 5 volunteers
- We will be voting to adopt it next week
- Monika: will they be getting anything in return?
- Ann: I suggest we extend the prices for them as well
- As well as some sort of recommendation by Andrew
- Andrew: the work needed to do, we can just post it before hand, and there is a variety of people. I don’t think we need this kind of.
- Ann: the system I wanted was an email of pool of people to help out and make a point system. First 5 people who reply
- Andrew: I agree with that system
4.2 Renovations Committee
- Haris: We are on hold of buying stuff because we don’t have any money
- Andrew Brown: I say we get the desk and hold of the couches.
- Haris: how do we go about going on the desk?
4.3 Montreal Trip
- We finally got a hold, we don’t have enough rooms for 2, but majority will be three to a room.
- Other places are way too expensive.
- Possible room prices. 40$ for 4 people in a room and 60$ for 2 people per room.
- Monika: The trip will cost us 10 000 to us and our revenue would be about 5240$.
Be it resolved that Vanier College Council charge 30$ for Vanier College council, and 40$ for council affiliates with no damage deposit by Andrew, seconded by Monika
6-0-0, Motion Carried
Be it resolved that Vanier College Council charge Vanier community members 40$ plus
A 40$ damage deposit for a 4 person room by Andrew, seconded by Monika
6-0-0, Motion Carried
Be it resolved that Vanier College Council charge Vanier community members 60$ plus
A 40$ damage deposit for a 2 person room by Andrew, seconded by Monika
6-0-0, Motion Carried
Be it resolved that Vanier College Council charge Non-Vanier members 80$ plus a 40$
deposit by Andrew, seconded by Rob
6-0-0, Motion Carried
Be it resolved that Vanier College Council spend $7512.54 on the Centre Ville Hotel by
Monika, seconded by Rob
6-0-0, Motion Carried,
Be it resolved that Vanier College Council spend no more than $8000 on buses there and back from Montreal from Coach Canada by Monika, seconded by Rob
6-0-0, Motion Carried
- Andrew Brown: we need all the posters changed ASAP. Selling dates need to be changed and the price must be added to the poster. This must be done by Friday at the latest.
- Montreal selling dates will be Tuesday, and Wednesday.
4.4 Frosh Reunion Pub Night
- Monika: Halloween pub night: Possibly not at renaissance, founders and Mac are going to underground. Because Julian from Mac got tickets from underground.
- Andrew Brown: the capacity from last year was way higher than the actual capacity that we have been using this year. Thinking about having it on the 27th or having it the day before Montreal. We are going to have an emergency meeting tomorrow about it. Waiting on founders and Mac to see what they would do.
4.5 Council Bonding
4.6 Halloweek
Be it resolved that Vanier College Council and Affiliates attend Halloween haunt for free by Andrew, seconded by Monika
6-0-0, Motion Carried
4.7 Vanier Swag
4.8 Breast Cancer Awareness Month
- Carly: We want to get ribbons and pins and give them to people when they donate some change in our boxes.
- We will be selling pizza for a dollar a slice, iffy because we are selling food.
- Monika: but we did the similar thing for Haiti.
- Rob: we took donations, and people were able to take a piece of fruit if they wanted to.
- If we cannot sell, then we could give pizza away for free with people wearing pink.
- Thursday next week, will be the pink day.
Be it resolved that Vanier College Council spend no more than $50 for pizza for breast cancer awareness day by Rob, seconded by Haris
6-0-0, Motion Carried
5.0 New Business:
5.1 Swag Proposal
- Dave Barnett: I was thinking Vanier should do hats
- A fitted or snap back, it’s just an idea.
- My personal design was the design of last year’s logo
- We just do it better at the back
- They given me a deadline for next week
- If you don’t like it, I will pay for the hat full price itself
- If you had any different input, I am open to taking suggestions
- The sample hat is 50$.
- They won’t give me a pricing list unless the hat is made
*Monika leaves the room at 3:00*
- black hat with blue rim
*Monika enters the room at 3:04*
- Andrew Brown: snap back is easier, since we don’t know what size
- Andrew Choe: snap backs are more popular too…
- Andrew brown: we will talk about it and let you know
*Dave leaves the room at 3:05*
- I feel the design is too much
- Andrew Brown: I feel like it’s too little.
- Ann: we should ask if we get better numbers
- Andrew Brown: they have their own deign on the lids website, change the hat colours, choose font, etc.
- we’ll find prices, and come back to it
5.2 Cell Phone Drive
- A.C.C.E.S.S is going to have a cell phone drive and people can bring their cell phones here. They want Vanier to be a spot for drop offs and have us possibly promote.
5.3 Club Funding: Philosophia
- They have been asking for some money for food and what not for their meetings. They also need it for their undergrad journal they publish. They want 500$. That is 20 meetings. Their journal cost about 500-800$. We would reimburse them for what they spend.
- Unsure of money situation, so we are going to put it on hold