Mathsoc Council Meeting, Jan 18, 2011 Attendance Name, Position, Vote Anna Merkoulovitch, VPAS, Y Selin Erkaya, VPF, Y Andre Gomes Magalhaes, President, Y Joe Collins, Speaker/SE Rep, Y Josh Shabtai, CS Rep, Y Ty Rozak, CS Rep, Y Michael Cimetta, FYR, Y Kevin He, FYR, Y Shuai Yuan, FYR, Y Tommy Tan, FYR, Y Mikhael Tarux, FYR, Y Christopher Lomond, FYR, Y Helen Lu, FYR/Secretary/Social Director, Y Kathryn Scannell, FYR, Y Yi Yin, FYR, Y Ella Chen, FYR, Y Jacob Abrahams, FYR, Y Wong Poon, External Board Director, N Pierre Landa, Office Co-director, N Daniel Resneck, Games Co-Director, N Annamaria Dosseva, CMC Treasurer, N Kevin Farnworth, CMC President, N Edgar Pering, CSC President, N Kyle Spaans, CSC Treasurer, N Haotian Qin, Social Director, Y Jesse McGinnis, FOC, N Kumar Patel, VP Feds, N Julie Moon, BIC Treasurer, N Natalie Fox, Bioinformatics Rep, Y Gwen Weng, ActSci Rep, Y Immanuel Cruz, Novelties Director, N David Xu, DDC VPF, N Brian Tse, Movie Director, N Arsalan Ahmed, FYR, Y Jared Hebert, Bystander, N Tim Thatcher, Stat Club, N Samson Hu, Stat Club, N Jobanjot Sindhu, Website Board Member, N Jing Qin, Posting Director, N Heather Ingram, DDC President, N Mujtaba, Arshad, Social Board, N Ian Charlesworth, FYA/CS Rep, Y Hannah Pizana, Math Rep, Y Tappy He, Bystander, Y Salma Suliman, Publicity Director, N Qianxin Deng, Office manager, N Jue Hou, VPA, Y Arnab Sarker, Resources Director, Y Andrew Tu, Co-op director, Y Fuyuan Liu, Professionals Development Director, Y Scott McKee, CS Rep, Y Clare Park, MGC Chair, N Sarah Sun, MGC Vice-Chair/PMC President, N Yifan Li, PMC President, N Olivier Gilbert, PMC Treasurer, N Regrets Bryanne Pashley, Off-VPA, N Mikhael Taruc (FYR) Eric van Halteren (MathSci Rep) Kevin He (FYR) Eli Spiro (CS Rep) Shubo Chen (FYR) Sean Hunt (Internal Director, FYR) 1. Approval of Agenda Andre motion to approve agenda 2. Ratification of Program Representative Election Results Andre motion, seconded by Ty Andre motion to amend, seconded Edgar: how do quorum change? Joe: 7 new member but the quorum will remain the same there are 14 so far Program Rep ratified 3. Approval of January 11 Meeting Minutes Andre motion to approve, Ty seconded 4. Approval of December 6 Meeting Minutes Andre motion to approve, Ty seconded 5. Re-opening of Council Nominations Mike motion, Andre second Mike: nominations have closed, few representation, need more representation, reopen election? Andre: need council approval Joe: seek information Edgar: speak for election, missing reps for programs entirely Kyle: who are missing? Mike: cfm, another did not tell me Vote unanimous 17 for 0 against 6. Ratify Directors Anna motion to ratify, Andre seconded Directors ratified Charity Ball Director, Chang Liu Co-op Representative, Andrew To Computing Director, Matthew McPherrin & Josh Shabati Director of External Affair, Wang Poon Director of First Year Affairs, Ian Charlesworth Games Director, Wei Pang & Daniel Resneck Director of Internal Affairs, Sean Hunt Mathletics Director, Jobanjit Sidhu Movies Director, Rosanna Change & Brian Tse Novelties Director, Immanuel Cruz & Tyler Rozak Office Manager, Debbie Dang & Pierre Landa Postings Director, Jing Qin & Eric Van Halteren Professional Development Rep, Yue Liu Publicity Director, Tappy He & Salma Suliman Resources Director, Arnab Sarker Social Director, Helen Lu & Haotian Qin Website Director, Joe Collins 7. Executive Goals Andre motion to postpone, seconded 8. Clubs Policy Change Andre motion to change the club policy, josh seconded Andre: word for word is: “4.4b A club membership fee, at minimum two dollars ($2), must be levied at a rate set by a full vote of the membership of the Club, excepting a club's first term of operation and club recognized by an other society which requires membership fee to be zero dollars ($0), during which it may choose to levy no membership fee." Mike: are there rules that fee are not required? Andre: yes Mike: which ones? Andre: those that are currently also in the Science society – bioinformatics Ian: science soc has always wanted more clubs; they want bioinformatics to be in their soc, reword it to something like where the rules of other societies are applied. The policy is amended to: “4.4b A club membership fee, at minimum two dollars ($2), must be levied at a rate set by a full vote of the membership of the Club, excepting a club's first term of operation, during which it may choose to levy no membership fee, and a club recognized by another society requiring a membership fee of less than $2, during which it must levy the maximum fee permitted by the society.” Ian motion to amend the amended clubs policy, Andre seconded Scott move to postpone, no second, motion defeated Amendment to the amendment vote in unanimous Scott: dropped bylaw committee; bioinformatic should be able to ask for a fee Mike: reduce the money that we [Mathsoc] give to the club if they don't charge a fee Vote for Ian's amendment on Andre's amendment: 16 for to 2 against to 1 abstentions 9. Approve Budget Selin motion to present budget, Andre seconded Refunds and bank account amount is presented C&D renewal already budgeted for spring term not this term Bank account for the end of the term is shown Movie nights Brian, Movies director: 480 - weekly expenses, pops/snack, ads, 24 hr movies and games night Ian: where to rent? Brian: blockbuster 8/movie Shuai: any data from last year? Selin: budget is the same as last year for movies Brian: 10 weeks for 120 MGC Selin: MGC wanted more from last year Sarah: - request an increase to from previous to 2316 - we have a lot more expense, we do not get the 7.45 but have 11000 students graduating, so we ask to increasing contribution Ian: what about the profits on yearbooks? Sarah: yearbooks do not make money back Ian: Point of having a sale is to make money back why do we have a loss? Sarah: loss on money is because the printing fee is fixed but to break even we need at least 300 sold but never that much Kumar: will Mathsoc get sponsorship recognition? Sarah: Mathsoc will definitely be recognized in marketing and advertising during the event Mike: how much for ticket Sarah: 50 dollars, come with all your friends Ian: why not increase to 54? Sarah: student feel that 50 is the limit, higher than that would jeopardize the attendance PMC Oliver,Yifan: - requesting some money: prof talks - in progress: 80, C&D snacks and drinks, 150 in total - costs are standard except 1 new addition: games - entertainment and expansion for not only member and prospective members Dan: what kind of games? Sarah: strategic, under any member's request Joe called to order: logistics at a later time Ian: games fall directly into social Edgar: games shouldn't be under social, its fine where it is Ian: distinction is relevant, given the concern for the current games budget Ian motion to move games into social reducing games to 70 Andre motion to calling a question, seconded Ian’s motion defeated ActSci club - ~150 member estimate - bbt, social event (dodgeball), 11 academic events (prof talk, exam session), supplies, printing photocopying Mike: same budget? less expenses because there were less members, but need printer for $80, decrease the supplies for $70 PDR, Co-op Andrew: - primarily first year student place jobs, resume critiques were successful - coming up are interview and training sessions - need some volunteer (free pizza and drinks), resume critique: round 2,info session student jobs experience give them heads up - printing for posters and booklets - Total comes to $400. - Printing - 50, speed networking - name tags, gifts for volunteers, refreshments, total expense $780 Edgar: PD courses are there, some of the events are redundant. Andrew: they aren't as helpful Edgar, Hellen: Encourage CECS services, training and session are very helpful, instructor to do a presentation that will be helpful to us Selin: for any club and director, reimbursements must be submitted within one week after the event DDC Heather: - interview skills session, upper year information food and drinks for the session, hosting dragon's den - critique and other comments before the actual project, excel tutorial - VBA, macro at laurier, social events: based on what fall events costs Ian: $450 for something social, what is that something? Heather: an event of some sort will be taking place Ian motion to reduce the social budget reduced to 0, Yi seconded Edgar motion to point of debate, seconded Ian: council should approve after the social event is realized Scott: give the 450, but must get social event approved to Kumar supports Ian: letting execs approve is a bit out of standards, this meeting is for the purpose to approve the budget Scott: there are guidances and there are receipts and checks that will need to be approved after the event has happend that is why the IFR is here Kumar supports Edgar: FEDS differentiation Vote to reduce the social event budget to 0, 2 to 16 to 0 Scott motion to get the social event to be approved by the execs, Ty seconded Ian is against the motion: acceptance by execs does not mean the acceptance of the council Vote to amend the social budget of $450 and have execs approve of the social event at a later time, 18 to 3 to 1 Quorum Call: 20 of 23 quorum FYA Ian: change from EOT to post-midterm, possible exam cram session - refreshments, linear algebra enrichment lectures - extra 10 dollars CMC Kevin: change code party to $5 Selin: possible to donate $20 Edgar: no, cap is in the policy for a reason CSC Edgar: - movie night is new - more cs related movies, small amount of refreshments and rental fees, gaffing tape - code parties - pops,chips, write code and other things, faculty talks - wonderful seminars, member talk are also done, steve cook speaker - camera lens and other camera accessories are not bought last year so it is re-added to the budget, the chair is not in budget but in warranty, office terminals are dying so new MB, microprocessor etc Andre: 3 member talks should total to 120 Vote to amend from $40 to$ 120 and $80 to $160, seconded Publicity director Salma: banner is new, attendance for events require a banner, renovations Kumar: What are the prizes? Salma: advertise for Mathsoc events, draws and office box C&D Kumar: promotions, office desk for health reasons, add the $200 of monitor to the C&D Special projects Kumar: operating budget, 15000 went over to the C&D and new furniture in comfy, the rest is what is on the excel, if we have more money we would like to redo the floor, permanent fix projects or screens to the comfy lounge Games night Dan: same as last year, difference: bit more money for refreshments, game nights have been getting longer so food should be a litter more substantial Kumar: How many people attend? Dan: at most 10 - 15 and 30 max Edgar: as former games director, giving more to regulars because they stay longer does not sit well with me so perhaps pizza is for attracting more people Dan: not opposing to changing it back to $25 Scott: don't increase Anna motion to change to 250, Scott seconded WiM - heat wave with social - budget is 1000 (this was agreed last term to be a set budget) - heat wave is payed for by mathsoc (since wim doesn't get enough to cover the whole thing) Social Directors Edgar: ski trip $50 for lift ticket and bus, pay on own for rental. (Mathsoc will lose 360) Anna: motion to add pints with profs for $1000 (scott seconds) SASMS and Integration Bee will be added to next agenda (missing from budget) Selin motion to recess Quorum call: 14 out of 23 DDC's members list Andre motion to reduce the DDC budget to 0, re-evaluate and adjust the budget, josh second Vote unanimous Scott motion to strike the stat club budget to this budget, josh seconded Vote 12 to 0 to 1 TSA, FARMSA has not submitted Bioinformatics 12 members, 3-ish academic sessions, 2 social events Explanation on co-op Office manager: last term photocopying and laser, calculators have been going rapidly so a bit of an increase, paper, merchandise, cleaning supplies for the office, toner, clean up party, laptop cleaning Andre: use the bar code scanner to use watcards to borrow things out Office manager: in event of theft, we will start asking money Novelties director restocking, new stuff, novelty sale made 1004.75, new shot glass design, new sweat pants with pockets - $5 more Computing Josh: replace computer, replace monitor, two ergonomic keyboards are really uncomfortable so replace them, cleaning supplies, tools are added (20) Quorum call: 16 out of 23 Exec Andre motion to add $50 to election in case of emergency, Scott seconded Andre motion to change the food to $500, Scott seconded Andre motion to change the volunteer appreciation to $2500, Scott seconded Overall budget Kumar: Overbudget but not a big worry because realistically there will be $4000, and there are a lot of excess and emergency funds that probably won’t be used, and there is a contingency fund as well as the bank account Scott motion to end the debate, Andre second Vote unanimous Motion to approve budget, seconded Vote unanimous 10. Reports&Questions Motion to end report and questions, seconded 11. Announcements President and Anna have met with the directors, they were great VPA Hellen met Dean, evaluations should be moved online Joe and Hellen to meet with CS prof about evaluation, Improve database, and resume critique 16 people turned out. Send e-mails out to the people about feedback. Next is the interview sessions. Textbook library figuring out scanners and keep track of the textbook Business cards: provide to math, TC is very unprofessional so we are designing our own templates Photos for math students, representation Feds Feds is holding elections and campaigning starts monday, elections are on 8th or 9th Premiums for dental health is going up Prices for GRT is going up but for the next 9 months it will be guaranteed FOC FOC applications are up, orientation applications close third week for interviews, taking in applications until all position are filled, director applications are open, focus will be the director they know all things that are happening, 6 event directors, can vote for more than one position (ranking system), orientation does need another software developer. 12. Adjournment Josh motion to adjourn meeting, Andre second