ECEGSA Meeting Minutes – April 27, 2015
Location: MCLD 413
Time: 6:00pm – 7:00 pm
Attendance: Ahmed, Tanzil, Michelle, Shreya
Regrets: Arvind, Felix
Previous meeting minutes: All approved, approve this meeting’s minutes by email
Picture printing
– need a mix of horizontal and vertical
– hopefully have them printed by tomorrow and have them in place Thursday
– need a hammer and nails
– Michelle to add some from the website and others, everyone else also welcome to add photos
– try to get at least one picture from each event
Sun Run
– Tanzil is taking care of reimbursements
– we will reimburse first, then department will give us a cheque for the amount we reimbursed for
– Tanzil will email people, reimburse during elections
Elections
– 11am to 2pm Thursday
– need 3 people to count – Ahmed, Tanzil and Shreya will take care of it at 2 pm
– announce results at 4 pm
– Ahmed to prepare ballots, Shreya can print (about 60 copies of the ballot)
– emailed about list of registered students from department, if we get it good, otherwise no worries, just record everyone’s student ID
– tell students they need to bring their student id in a reminder email
– reminder email: Wednesday
– need a ballot box to be prepared and a blinder – Ahmed to take care of
– Michelle to put the details on the website and facebook
Handover Meeting
– ideally Thursday after the social, at 5pm
– Shreya to book a room
– give them the constitution notes we made
– could do a brief meeting, then one-to-one correspondence later
– make sure everything in the Google folder is ok to hand over
– last time they did a quick presentation
– Important items:
– finances, bank details, audit meeting, etc
– AGM, constitution
– afternoon socials, show/tell them what to do
– run through events, maybe with photos, maybe not
– workshops, social events, hikes, sports (deadlines)
– create google document for tips to give to them, Michelle to start
– should go until about 6pm ish
Pending Items
– waiting on GSS Persian New Year payment – if they want payment they’ll ask
– order food for afternoon social? – order pizza from Uncle Fatih’s, save treats for the following week, 16 pizzas, 10 veggies, 6 other, make iced tea – Tanzil will order
– refilling store room – no need for now
– new table – can order to have it delivered – Michelle to do
– couch cushions – leave for now
– cable – leave for now
– AGM minutes – Michelle to post
– Nepalese association fundraiser – forward email
Financial closure
– a few more cheques and reimbursements to be finished – working on it
– handover bank stuff on Thursday hopefully