ECEGSA Meeting Minutes – March 9, 2015
Location: MCLD 418
Time: 6:00 pm – 7:30 pm
Attendance: Michelle, Ahmed, Shreya, Arvind, Tanzil, Felix (came late)
Regrets: None
Previous meeting minutes: postpone approval to next meeting
NN Budget stuff
– Michelle to look into student that planned to pay at the door
– anyone that said they were going to pay at the door but didn’t show up – don’t charge them
– a few industry members and profs didn’t end up paying – don’t bother chasing them down
– those that asked for a reimbursement ahead of time can be reimbursed
– also reimburse volunteers that had payed (shouldn’t have had to)
– everyone should update the finances form
– still waiting on ICICS and ECE payments – in process
– Michelle to follow up on payment from APSC
– can use surplus budget for volunteer appreciation
Volunteer Appreciation
– separate NN and other or together?
– NN was more work than anything else
– want to make sure work distribution is proportional to work done
– should keep the events the same value roughly
– do NN appreciation event as soon as possible, don’t include them in the general appreciation event, which will be later
– tentatively Sunday night – Michelle to email volunteers, if most can’t come we’ll reschedule
Thank you cards
– volunteers get them too
– do 1 pm tomorrow in Grad Lounge – whoever can come
– Ahmed will mail them when they are ready
NSERC reporting
– need numbers: registration and attendance
– likely need final budget
– Ahmed will take care of sometime, maybe next week
Other
– Extra lanyards: keep them
– Signature wall: put in store room
Persian New Year
– funding will be confirmed this week
– venue is decided but still to be officially confirmed
– will be next Friday (March 21)
– Sima is looking into cost from Casba, but it’s pretty expensive
– preliminary email to go out as soon as possible, details to be added later
– Shreya to send the email, Michelle to forward
– probably $5 or $10 for ECE / non-ECE
– expect a lot of non-ECE attendees
– budget is in pretty good shape
– will have music but no performance
– decorations will also be important according to Sima
– ticket sales this Thursday at the social, then Monday and Wednesday (?)
– hold with other departments: waiting to hear back from Sima, would be good with it if they are interested, may get more designated ECE tickets if we pay more
– make sure to take a look at decorations we already have
– ignore “All Events in the City” email
– reply to person who asked about it – Michelle to do
Python
– workshop looking for volunteers
– send out an email asking for volunteers – Michelle to do
Academic talk
– buy lunch, something better than pizza
– try to get Motion Metrics? – talk about his experience
– try an “un-conference”? – unstructured discussion where “panelists” are experts are included in the audience, attendance could be primarily students, would be good to engage people and get them involved, Arvind to form a plan and we’ll see how it goes
– aim for a week after the Persian New Year
– would be nice to do something new
Other events?
– debate team
– presentations about countries?: free, big like Christmas
– or present about different provinces? or do them both together?
– could do bowling, kayaking, go karts, paintball, skating, curling
– next week come back with ideas for events