ECEGSA Meeting Minutes – January 26, 2015
Location: Kaiser 5505
Time: 6:00 pm – 8:00 pm
Attendance: Ahmed, Tanzil, Shreya, Arvind, Michelle
Regrets: Felix
Previous meeting minutes: correct spelling in Philippe Kruchten, otherwise ok
Snowshoeing:
– have more drivers now
– send out email tomorrow morning
– add email addresses and number of people they can drive to sign up form
– snowshoes need to be picked up the night before – Ahmed can pick up and drop off in lounge or bring in the morning
– would be good to include more detail on the schedule
– first come first serve, make it clear in the email
– will need a membership for MEC – can get when snowshoes are picked up
– people can pay and fill waivers on Thursday
– include only ece, with exceptions as necessary (e.g., extra drivers)
– drivers get reimbursed for gas – according to mileage from a map (let them know what it will be ahead of time), but they still have to provide a gas receipt (won’t necessarily get full reimbursement)
Chinese New Year:
– see summary document for details
– look into liquor licence – contact GSS to find out what we need to do
– possibility they can order the alcohol for us something
– people can have tasters, but not full drinks
– look into training for serving alcohol
– contact Tobias about booking, etc
– need to decide open for all or open for ece only (and cost for tickets)
– budget we have only $800 (flexible plus minus 100 to 200), reduce door prizes to around $50
– consider holding here instead of GSS since financially it’s the same
– last year no listing of numbers from event, but it was free
– have some decorations from last year
Sports
– struggling with attendance on futsal
– volleyball is in good shape
– Angelica would likely be a captain for gladiator
– contact Darla about t shirts – Ahmed
Financial workshop
– send an email to remind – Michelle to write, Ahmed to send tomorrow
– order pizza – 10 pizzas, 6 pops (3 veggie, 2 pesto cheese, 3 chicken, 2 pepperoni) plates and napkins
Latex workshop
– 20 people so far
– online tool we can use for people to practice
Networking night
company updates:
– EA, has been passed on internally
– BC hydro, wants to register online – Michelle to contact tonight with payment details, say we prefer the cheque
– MDA, shows interest, still thinking
– Aspect Biosystems – at least one representative will come
– Pulse, Cadex, NZ technologies – still waiting
– Faronics (66 on list) – send email again to updated contact
– Phone calls – working on it, mixed response
– Philippe Kruchten may be able to help with getting companies (through capstone projects)
– call companies again this week: another 5 companies each
– also add names to list as much as possible
– try to talk to companies in CS career fair
– CS career fair – put which companies you will contact on the google thread
Panel
– Mazana Armstrong – Michelle to send email, Felix to follow up maybe, keep Felix in the loop
– still waiting on Philippe and maybe ask Guy
– Martin Ordonez may also be an option
Volunteer work
– email to go out to students that have replied and to everyone (later in the week)
– meeting – next Monday at 4 pm
– Shreya to book a room, email to go out tomorrow
– can have overlap in duties if we want to
– timbits or cookies (Tanzil will buy) – include in email? – no so as not to have people just for food
Timeline
– start selling tickets: Feb 12
– sell number of tickets based on company ratio – set a fixed number of students – 1:5
– sell companies at cheaper rate? – no for now
– try to encourage profs to come? – academic ticket – $20? – check for previous what has been done
– 10 days for tickets, posters, etc, to be printed from Feb 2 meeting
– Michelle to update facebook and website – start prepping this week
– prices for tickets not chosen – non ECE allowed and invited, but not sure if price will be different
– library workshop on networking, could do our own from career services – Arvind to look into
– Ahmed to make a timeline
– Ahmed to look into dept sponsorship
– tickets should be nice (cardstock)
– specs for sponsorship materials – Michelle to formalize via email
– PowerPoint slide
– length means duration – give option to have multiple slides
– bronze, silver, gold platinum have 10, 20, 20, and 30 seconds and up to 1, 2, 2, 3 slides, respectively
– poster dimensions – up to a3 or a2? – maybe bigger is better – leave undecided for now
Sun run
– Michelle to reply to Adrian
– invite staff as well
– early bird deadline is soon – not too worry for now
– would be nice to have someone (an exec) in charge
Family day
– no meeting
– maybe meet later in the week instead