Nov 12, 2019- SASSex Meeting Minutes
November 13th, 2019
Minutes by: Sophie Marchetti
Exhilarating minutes from the 8th SASS meeting
Attendance: Michaela H, Simon M, Sophie M, William L*, Grant S, Ingrid C, Catherine H, Hayley M, Adeola E, Paige G,Tinson C, Maya V, Anna B*, Anna LM, William A, Caroline B, Haley H, Kianna K, Katerina S, Momina A
Regrets: Sydney P, Corbin M, Elena W
Absentees: Meghan B, Veronica K, Rachel M, Kajaani S,
*Anna B will be referred to as Ana, William L will be referred to as Will
Hi we’re here now.
SASS budget is ready to be presented and voted on it’s on slack!
Haley is going to present it, give time for questions, and then we’ll vote
Amount added to surplus is a lot less than last year, even with the increased fees, because of the SCI loss. We have the bursary, the election fee, SASSweb payout, lots of money on welcome week. Last welcome week we had a surplus and the surplus was spent in one year with this welcome week. If there are any questions, ask! Everything is on slack.
The next step is sending this budget to the University Financial Services to sign off on.
Question about VP functions budget, am I getting $650 or $700?
A few cuts were made, including on yours, so it will be $650
Sorry about all these cuts, this year kind of sucks because of the new opt out option.
Questions? Concerns? Comments?
Okay, thanks Haley for everything! We like to see that we are budgeting for a surplus, to normalize the idea of spending less and still putting on a great year.
Formal vote to approve budget to send to University Financial Services
Motion passed, budget will be sent to University Financial Services to sign off
Now we’re going to decide on how we should distribute the $100 from the Student Ideas Fund.
Presenters are late, we forgive them, we move this discussion to later in the meeting.
Let’s talk events!
Venue trouble, bridges was unresponsive, 1280 has options but it costs $$$, I’ve also emailed celebration hall, looking into above bistro, venues are hard.
That being said, first years have a lot of stuff happening at the end of this month
Have you looked into university hall?
Have emailed, not gotten a response.
Anyone know how big the bistro space is?
Don’t know capacity but it’s medium big.
Anyone have an idea of how many people come to coffeehouse?
Any opinions on a classroom but not a lecture hall?
We should probably pay the more frugal option.
Can we book out clubspace? Will:
Probably not because we aren’t a club, it’s also small.
If we ask Dr. Wilson about having food here it could be possible.
So momina, what can we do? How can we help?
I feel like the only venues we would be able to get would be ones we can pay for. We could also do a classroom but it would require more set up to make it more intimate. I’m not too sure about what to do venue-wise
Would it be possible to book a classroom and then cancel it if we find somewhere that isn’t a classroom?
That’s a good idea, let’s do that, in the meantime, follow up with those venues.
What about convocation hall?
Convocation hall is being used for midterms right now and they aren’t really willing to change.
Also we aren’t sure if the bistro space is big enough.
In HSL, there is an auditorium which might be bookable? I think it’s B132???
I think that’s good for venues for now. Let’s talk dates.
The 25th and 26th were preferred by 1st years
Communitee is having something on the 25th maybe
Do we want to consider the 1st week of december?
1st year event on the 3rd but it can maybe be moved?
Capstone is due on the 3rd
Maybe we should do it at the beginning of january?
That’s pretty busy too, event wise
So 25, 26, does it conflict with anyone?
No one says it conflicts
We should probably book a room ASAP then
CNH 104 also has a stage which would be nice
Idea of LRW main floor rooms?
Momina, if you feel good with all these suggestions, go ahead and book a room.
If we do go through with these dates, an email should go out soon.
Let’s move on!
Student ideas fund!
Special guest: Tad and Nick!
Tad and Nick:
We have a few ideas. 1st one: a coffee and tea station in LRW??? To make it sustainable, we were thinking by donation, or maybe artscis can donate tea bags or coffee?
You should check with Dr. Wilson prior to us approving funding.
We can vote to make this a thing we want to do.
Who’s going to clean it?
Neither require super high maintenance, the kettle is just boiling water, the coffee machine just requires running through it with water every once in a while.
We can make this a priority if we want.
Can we keep milk or sugar around?
We could get a tiny baby mini fridge for that? Not sure.
We have another idea! Sort of.
We know we have the SRA podcast, but maybe we could do an alumni podcast too?
We don’t know if we need funding
Potentially team up with the NWWF team?
I think that having a listenable way to learn about potential options after artsci would be cool.
You could also ask the people who come in for alumni inquiry.
Yeah that would be super cool, helping people with existential crises that they inevitably have regarding career options with this degree.
It may be helpful to have some PDFs and documents to explain what requirements are needed for specific careers?
Yeah, that’s cool too, I think the listenable format is probably my priority.
Dr. Wilson is in a lot of contact with alumni
Are you requesting money to fund this?
Tad and Nick:
Not sure yet
Okay, thanks Nick and Tad!
Let’s move onto the next presentation, Elena!!
Elena via speakerphone:
Hi!! Sorry I can’t be there in person, big accident on the highway, stuck in traffic. For the artshow, I am requesting some money to help cover the costs of the venue and products for the instillations. Due to the costs and the money from ticket sales, we are requiring students to bring their own instillation stuff, but we aren’t making them pay for tickets. We are charging more for tickets, but we aren’t sure how much we’re going to make from ticket sales. If we make enough, we are happy to reimburse the fund or put it into the artshow for next year.
How much are you requesting from the $100?
All of it.
Do you have any other funding?
We didn’t fundraise this year, last year we sold stickers but we didn’t sell them again because ¾ of artscis already had them?? We can definitely do it in the future but we didn’t for this year.
Is there a certain proportion that you’re putting towards the instillation materials and for the sustainability of next year?
Not too sure, money for instillation wouldn’t be more than $50 but depending on ticket sales it could all go to this year.
What if we used the fund more as reimbursement, rather than before the event?
Yeah, that is possible.
Any final questions before discussion and a vote?
Ok, thanks all!!!
We should probably postpone discussion and vote until next week.
Quick announcement: SASS emails are working again! Until the 27th.
Milk and cookies and grad school is this thursday! 4 alumni and 2 admin officers are coming. If anyone wants to bake, I can reimburse you.
Communittee and I were thinking about doing something christmas and artsci-y with the greater hamilton community.
We could put together a christmas hamper for an in need family of 3?
A generous donation would be about $300 for this hamper ($1.50 per artsci)
But we aren’t collecting funds, we’re collecting items. We may have a carolling event or something to gather funds for any other items that are still needed.
This could be done with sib families, housemates, etc. to fundraise or donate an item to the hamper.
Ideas for the hamper: family games, grocery cards, hats and gloves, etc.
If this is a unanimous consensus, I’ll email the coordinator.
Maybe we should also open a funding (cash) option as well as the donation of items for the hamper.
Formal vote to approve this event
Kianna’s motion is approved to go through with holiday hamper
Buy semi tickets!