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Thursday, October 18: Meeting Minutes

18/10/2018

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Executive Reports

VP Academic and Administration’s Report
  • Russian Embassy Visit: November 6, before 11am
    • Limit of 30 participants
    • Need to complete Risk Management and make registration form
  • Japanese Embassy Visit: November 23, 3pm
  • Study Sessions
    • Share via email, Facebook, and class talks
  • Re: merchandise
    • In favour of one-sided tote bag due to cost

VP Social’s Report
  • Merchandise
    • Harrison hasn’t forwarded swatches
    • Won’t continue with the tote bags due to timeline; Tia has been notified
      • Next semester will use a minimalist design
    • Going to use Logo 1 with bolder font; centre Carleton University
      • Need light and dark versions
    • Sale period of 2 weeks
    • Customizable sweaters
  • Speaker’s Night
    • Will use Aramark catering
      • Will assume 80 guests: vegetable basket, fresh fruit platter
    • Minto 5050 is booked
    • Need to ask General Haynes about advertising to the broader Ottawa community
  • Gala
    • Venue booked (Sala San Marco)
    • Next step: deciding on a theme
    • Next fundraiser: Coffeehouse on November 13 with joint bake sale
      • Revenue: $2 entrance at the door + bake sale
      • Sign up sheet finished
      • Events info will be forwarded to Monica by Sunday
        • Monica to make event graphics
        • Post on Monday, October 29
  • Pub Night Revenue
    • Still missing – Manager to follow up

VP Media and Communications’ Report
  • New Slack app: “Todo”
    • Use “/todo” to get started and assign tasks
    • Mark as completed
  • Study Sessions
    • Should be several days in advance
    • 3-hour time slot
    • Promote through Facebook, email and class talks
  • Tunnel Mural
    • Need to redo social media platforms
    • Christmas break
  • Waiting for Dr. Gerlach to pick a day for meeting

VP Finance’s Report
  • $1500 in CUSA funding
    • Deposited first cheque
  • Talia has checkbook
  • Current bank balance just over $3,000
  • CASG Academic Initiative Fund application before November 13 for Speaker’s Night

President’s Report
  • BeGIn to Connect:
    • Waiting on OurTurn dates first to coordinate date for What Can I Do With My Degree?
    • Week of November 19-23
  • OurTurn
    • Monday, November 25
  • Trivia Night with UNS
    • Friday, November 30; 7:30 (set up at 7pm)
    • Mike’s Place
    • Need to decide on theme


Representative Reports

Third Year Representative’s Report
  • Need to contact Fourth Year Seminar professors

Fourth Year Representative’s Report
  • Alumni Network
  • Idea: announce time capsule at end-of-year gala?
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Thursday, October 11: Meeting Minutes

11/10/2018

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Executive Reports

VP Social’s Report
  • Gala
    • Location changed to Sala San Marco
      • Seated dinner: $40/person (compared to $80/person at Fairmont)
      • Seats up to 500; expecting 400
      • No room booking fee; tablecloths and napkins included
      • Offers decor packages
      • Require on-site security
        • Look at requesting security from CUSA (Oliver’s)
      • Can add late-night poutine bar for $7/person
      • Need to confirm whether or not guests must be 19+
      • Drink deals/table wine?
    • Saturday, March 9
    • Meetings currently with President and VPS; VPF now to be included; VPCM to be included once details are finalized
  • Pub Night
    • Maddy in contact with Liquor Store manager about locating revenue
    • In future, consider staying away from Liquor Store
  • Speaker’s Night
    • Risk Management form completed; waiting for approval
    • Total budget: $900-1000
      • Catering budget
      • Conference Services has been contacted regarding set-up; waiting on response
        • Estimate of $300-600
    • Possibility of charging entry (at least partially?)
      • Avoid if possible
    • To do:
      • Establish speech topic
      • Confirm Conference Services set-up cost and catering order
      • Check availability of lecture halls ASAP
  • Merchandise
    • Final decisions:
      • Keep classic small logo
      • Design #4 with font #3; use BGInS globe logo without the tail for the “G”
        • Text 1: “BGInS [...] CARLETON UNIVERSITY”
        • Text 2: “BGInS [...] MOM”
        • Text 3: “BGInS [...] DAD”
      • Design #7
    • Cancelling:
      • Flannels
      • Socks
    • Ask Tia to digitize Design #4 (3 versions)
    • Ask Harrison for tote bag prices
      • If affordable, ask Tia to digitize Design #7

VP Academic and Administration’s Report
  • Study sessions:
    • Rooms are booked; times have been confirmed (see spreadsheet)
  • Swedish Embassy
    • Many dropped out last minute; need to get more confirmations next time
  • Upcoming: Russian Embassy Visit
  • Goal of 3 diplomatic visits in Winter semester

VP Finance’s Report
  • Access to E-transfers has been finalized
  • Study sessions: apply to funding from CASG ASAP (snacks)

VP Communication and Media’s Report
  • Executive photos:
    • Colour scheme: forest green, white, tan (light)
    • Location: National Art Gallery
  • IER Featured Photos
    • Weekly initiative
    • Launch after reading week

President’s Report
  • BeGIn To Connect: What can I do with my Degree?
    • Still need to confirm date
  • Joint fundraiser with ACKESS (week of November 12)
    • Also, bake sale and coffee house: November 15
  • OurTurn
    • Week of November 19-26
  • Team bonding night: postponed until after reading week

Representative Reports

Fourth Year Representative
  • Alumni Network
    • LinkedIn Alumni Group
  • HRE
    • Call out for student concerns?
    • Problem of how to contact students without emails
  • Graduate legacy project

Second Year Representative
  • IER Prep
    • Due date for IER applications is tomorrow
    • Partner with mandatory pre-departure meetings
    • More intimate setting for IER mentorship (coffee meetings?)

First Year Representative
  • First study session tomorrow
    • Will do a class talk and forward an email

Third Year Representative
  • Seminar visits:
    • Need contact information from all Fourth-Year seminar professors
  • Digital Book Tracking
    • Timeline: by the end of October
    • Possibility of using Google Forms; will flush out details
  • Study session for GINS 3020
    • Use a series for Facebook events
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