Meeting Minutes

Wednesday, April 10: Meeting Minutes

10/4/2019

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Report - Max, VP Academic and Administration

CCR Credit has been finalized
- All Exec and Year Reps are able to go on Carleton Central to get their Credit
Transition Package
- Max has handed over the transition package to Harry, incoming VPAAA
- Max will get in contact with Graeme for the account transfer
Silent Auction
- Helmet has been given to winner of auction

Report - Graeme, VP Finance

Cheque and Card was given to Shruti to give to the SAPC
We write a cheque to ACKCESS once I get back to Ottawa!
Will pay back Monica for Comms fees
Still waiting on merch payments from Maheep and Liam

Report - Maddy, VP Social

All Execs and Year Reps are expected to be at the Pub Night venue at 10:00pm
- Everyone should continue to promote ticket sales online

Report - Monica, VP Communications and Media

Media Fees amounted to almost $500 dollars
Monica will continue promoting pub night and study sessions online
The textbook exchange group will be created in late August by the incoming VP Comms

Report - Talia, President

GINS Promotional Video
- Media centre will be present at the GINS 1000 study session
Merchandise
- 3 people re-ordered their quarter zips and 1 person re-funded
- Merchandise is to be expected on Friday

Report - Year Representatives
Gemma

Study Session (GINS 1000)
- Attendees will be getting extra credit if they are in Noah Schwartz’s tutorial
- Media Centre Team will be present
Tunnel Mural
- Will be buying paint this weekend

Liam

Study Sessions (GINS 2010, 2020)
- Will be getting refreshments for study sessions
Merchandise
- Has not received his merchandise, will pay soon

Maheep

Merchandise
- Will send money for merchandise at the same time as ticket sales in a single transfer

Final Notes

Transition Packages
- Execs should send their transition packages before the 18
  - Max has already given his to Harry

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Wednesday, April 3: Meeting Minutes

3/4/2019

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Wednesday, March 27: Meeting Minutes

27/3/2019

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Report - Max, VP Academic and Administration

Malaysian Embassy Visit
- Low turnout due to rescheduling
Study Sessions
- Still waiting for Redbull
- Year reps should promote closer to the date
CCR Credit
- Has been submitted to Jenelle

Report - Graeme, VP Finance

Report - Maddy, VP Social

Pub Night
- Pub 101 has been confirmed
- Friday April 12th, 10pm
- Maddy will send all details in media for Monica to launch the event page
- We will receive a digital copy of the ticket design for promotion
- Tickets will be sold when we receive tickets from PUB 101
- Execs and Year Representatives are expected to attend
Merchandise
- Merch has been delivered to the BGInS Office
- Year representatives will distribute merchandise to those who have not picked up their orders

Report - Monica, VP Communications and Media

Kaplan
- Monica will send out an email for Kaplan later next week
Pub Night
- Monica will make pub night post when all information is received

Report - Talia, President

BGInS Promotional Video
- The media production team will be present during the Study Sessions
- Talia will send photos from our events
CUSA Clubs and Societies Appreciation Night (April 4th)
- Things we are proud of
  - Gala with AKCESS
  - Charity donation of $2000.00
  - BeGIn2Connect Series
  - First Graduating Class
Events Committee Party (April 10th, 8:30)
- We will be ordering Pizza, Cupcakes, and refreshments

Report - Year Representatives

Tunnel Mural is approved by the school

Constitutional Review:

Full edits will be posted during next meeting at the conclusion of the constitutional

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Wednesday, March 20: Meeting Minutes

20/3/2019

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Wednesday, March 13: Meeting Minutes

13/3/2019

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Gala Debrief
Areas of Improvement

Table reservations
- Should have been displayed rather than one list
- More communication was needed between shifts
- We should have had a seating chart
- Tables should have very clear reservation signs
- Everyone should be on the same page about “special persons”
Reservation
- We should be explicit on our policy on drugs and indoor smoking
- We should be completely aware about platforms and fees associated with buying tickets
- E-transferring tickets was extremely frustrated
- Online / physical ticket with a QR code code can be used in the future
Coat Check
- If it gets backed up, the floater could work on that
Bar
- We needed more bartenders
Awards
- Names should have been printed correctly
Set-up
- We should have confirmed with ILUPH in case of cancellation
- We should have absolutely confirmed what presenters need
- We should have triple checked the loudness of the microphone
Photo Booth
- If we have a similar sized gala
  - We need a real photo booth
  - Or two photographers
  - We need to double check lighting
Collaboration
- In all future events in collaboration with AKCESS, all details need to be in writing about responsibilities
Live Band
- All details, limitations, and expectations need to be set out a few days before the event

Strengths

Venue
- Spacious
- Appropriate for the theme
- Classy
- Overwhelmingly positive response
Food
- Everyone had positive things to say about the food
- Was filling
Decorations
- AKC Balloons and Red Carpet looked amazing
- Use Fiesta Ottawa for rentals!!
Live band
- Everyone loved the live band
- Matched the theme perfectly
Ticket Price
- Was very reasonable
  - 5 dollar drop from last year
Registration
- From the perspective of the patron, it felt smooth
- Nobody was stranded outside
Water table was amazing for the dance portion
Turnout was immense! It perfectly filled the space
Speeches were a good length
We had a lot of positive feedback from CUSA

To do:
Feedback form will be created and posted in the group on the 22nd

Create a Plan for distributing Silent Auction, Awards, Thank-You’s

Hand-written cards will be distributed to our large sponsors
Silent Auction winners will be emailed and will be accepting e transfer
Award winners will be contacted through email and given on campus

Report - Max, VP Academic and Administration

Embassy Visit
- Malaysian Embassy
  - Postponed until March 21st
  - Change Google Form, Facebook Post
  - All year reps should promote in their classes via class talks
Study Sessions
- All first and second year study sessions have been booked
  - Year reps should promote via class talks and CULEARN email closer to exam season
- Red Bull will be provided in the first and second year study sessions
- Max is looking into finding a room for GINS 3020
Membership and Email change
- Max has dropped off draft email to the BGInS and Privacy Office
  - Currently awaiting edits and review
  - Will be sent at the same time as the candidates list
Electoral Board
- Max has been in contact with Euan from the Electoral Board
  - Euan will be setting up physical polling station in the BGInS Office in addition to online voting
    - Will have to through login on a laptop
CCR Credit
- Max will be creating the CCR credit for the 3rd and 4th year reps on CUSAHUB

Report - Graeme, VP Finance

Gala
- Still waiting for FPA, FASS, and ILUPH funds
- Graeme will be calling Adam to negotiate how profit will be distributed
Reimbursement
- Talia, Monica, and Maddy will be reimbursed for Gala expenses

Report - Maddy, VP Social

End of year pub night “Cheers to new BGInnings”
- Pub 101
- Heart and Crown
- Patty Bolands
  - Friday April 12th

Report - Monica, VP Communications and Media

Waiting for response from Red bull
Kaplan representative will be in attendance for the networking night

Report - Talia, President

Networking Night
- Talia, Max, Irene will be going to greenboro to pick up refreshments and nametags
- Gemma will be going to tim hortons to get coffee
Events Committee
- Will have a pizza party for them
Exec dinner before pub night
Transition Packages
- All execs and reps should have their transition package ready soon
  - Every event, improvement, and expectation should be detailed and thorough

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Arthur Kroeger College | Carleton University

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Arthur Kroeger College | Carleton University