BA Society Committee Meeting
Minutes 20.09.12
Present:
President: Gonzalo Garcia
Secretary: Julia Attwood
Entertainment: Will Sonnex
Catering: Matthew Dunstan
Sports: Richard Fletcher
Apologies:
Treasurer: Janina Voigt
Liaison: Stan Wang
Entertainment : Tobi Wauer
Computing : Laura Weimann
Actions:
GG: Ask Amanda about repairing sofas
- Ask JV whether we have money for a new sofa cover
- Have Affiliated and Mature students added to BA lists
- Send out details of the next GU meeting
- Report back to the committee about the next GU meeting
- Remove CU tea party booking from the Google calendar
- Ask TMS whether we can borrow their PA system for the dance taster session
- Arrange for a swap with TCSU
JA: Send out list of duties for freshers week
- Pick up gowns from MD on the day with JV and LW
- Provide float for gown sale
- Buy beanbags
- Send out the movie poll
JV: Pick up gowns from MD on the day with JA and LW
WS: Find a band for the freshers party
- Find a guide for the college tour
- Print out drinks tokens for scavenger hunt and give to SW
TW: Find a band for the freshers party
- Organize battle of the bands on the Wii in Mich term
MD: Contact catering/departments about urns for the tea party
- Advertize bi-weekly trips to the Arts picturehouse in Mich term
RF: Book bowling trip for freshers week
-Send out an email to notify freshers of the change in time for bowling
- Contact Allen to see if he knows of a new yoga teacher
- Organize paintballing
SW: Brief parents on procedure for dinner and tea party
- distribute drinks tokens (1 per fresher) to parents
LW: URGENT – make up a mailing list for freshers (including clinical medics)
- update the BA list with new BAs and 4th years, affiliated and mature students
- pick up gowns from MD on the day with JV and JA
The meeting was opened by GG at 21.06.
College parents:
A member of the society (Peter Ford) made a complaint about data protection. In the
college parents email, all parents were given all details for all children and parents
(including mobile numbers). This should not be done in future.
GG mentioned that college families are quite large. Parents will be more involved in
their childrens’ lives to begin with. GG will ensure that SW briefs parents. MD asked
when instructions would go out to parents. JA said that it would be before family
dinner, if you tell people too early they’ll forget. RF said those committee members
without children would help with the scavenger hunt.
GG said that a meeting point for the family dinners would be set. SW needs to tell
parents to arrange to meet for dinner, then proceed to Great gate for the scavenger
hunt. Drinks vouchers and scavenger hunt instructions will be picked up by parents.
JA asked what happens to part time BAs. They were put in families but shouldn’t
have been.
New Sofas
GG asked if we should throw out any of the sofas. RF said you can’t have too many
sofas. JA presented material and quotes for new covers. The committee decided that it
was too expensive to get new covers. RF asked if Amanda could patch the oldest sofa
too. GG said he would ask her. GG will also ask JV if we have enough to buy one
new sofa cover.
Affiliated and Mature students
Some have complained that they want to be members of the society. GG has checked
the constitution and mature and affiliated students should be associate members. GG
to inform the relevant bodies.
GU
GG presented evidence that the president of the GU is not acting appropriately. He
had attended a meeting in which a vote of no confidence would be presented.
However, the meeting was chaotic and nothing was resolved. The meeting was not
quorate and so was abandoned. GG expressed a lack of confidence in the capabilities
of the GU and said that disaffiliation should possibly considered.
MD said that he was against disaffiliation. RF said that the GU doesn’t have a very
large impact on Trinity students. WS and RF made the point that the threat of
disaffiliation might be more effective in encouraging the GU to get its act together.
GG will go to the next meeting. If it is equally chaotic, GG and anyone who wants to
come will book a meeting with their committee and ask to define their function and
why we should continue to be part of the GU. MD pointed out that affiliation with the
GU might be important in order to support other smaller colleges. RF and JA
disagreed and said that the money could be put to better use by college.
GG to send out details of the next GU meeting.
CU tea party and other societies
GG has put the CU tea party into the BA rooms calendar. He cited that it was a
society that benefitted grads and we had nothing on, so he allowed it.
JA and WS said that it set an unfair precedent, if you let one society use it, you have
to let them all. The constitution forbids use of the BA rooms for this purpose, so,
aside from this, we will not made a habit of letting societies use the room. GG will
take it off the calendar so that it doesn’t encourage others.
Freshers’ Week
Bowling: RF to remind people about the change of time.
Tour of Cambridge: GG and RF to show grads the important parts of the city
Yoga: RF stated that the company which ran the yoga is defunct. JA said the Allen
Pope might be able to put RF in touch with a yoga teacher.
Predrinks for first formal: MD said that this will now be in the cloisters.
Tea party: MD will ask people to show up to set up at 16.00. Still no urns for tea.
Taking them from hall, borrowing from a department, using hotplates, making them
up in the BA rooms and using tea cosies were suggested.
Cheese and wine: Catering may not be able to supply glasses or plates, but we have
the cheese, bread and wine. Suggested we use our own. WS suggested disaffiliating
from Catering. MD said we were under budget and otherwise things were under
control.
GG stated that he would be at most of the events or in the BA rooms all week.
GG has sorted a parking space for the Tom’s cakes guy at the Tea Party.
Party: WS said that a Jazz band has been positive, but he’ll continue looking for more
contacts. GG noted that the busker is still around.
College tour: WS said that Mr. Simm is not responsive. GG suggested that WS try
Tim Hele or Charles Drummond.
GG has sorted all the permissions. He needs a speech for the tea party, and to contact
Prof. Alavi, who is hosting the tea party.
JA, JV and LW to go to MD’s room to pick up gowns before the sale. JA to provide a
float for the event.
JA to buy soft drinks and refreshments for the first meet and greet, take BAs to KK.
GG has arranged for medics to go to admissions dinner.
Email lists
GG says LW needs to update the lists as soon as she’s back. Urgent. Make freshers
list (clinical medics and full BAs, not 4th years), update ba list to include new BAs, 4th
years, affiliated and mature students. People who are leaving are automatically
removed from the list.
Mich term:
WS has organized some swaps, and will organize a poker night in Mich term. Swaps
and people coming here are listed on the rota and calendar.
Free dance lesson in week 1 GG has organized, Tuesday of week 1, 9th October, 8pm
Old Kitchens. We will provide water. 60 people. Advertize to BAs first, if not enough
interest, open up to TCSU. GG to ask TMS if they have a PA system.
GG has also arranged a chocolate tasting. 15 chocolates. Free event. Week 5.
Paintballing: RF will organize and let JA know as soon.
JA and JV have chosen and booked tickets for Nutcracker. Friday 14th December,
19.30.
RF and GG spent some time discussing Presidential powers and the morality of
swaps.
JA has sorted out cost of beanbags with JV and will buy them soon.
MD to do biweekly movie nights at the Arts Picturehouse.
TW to do Battle of the Bands in Mich term on the Wii.
GG to speak to Karim about the TCSU swap.
JA to ask for movie suggestions and send out a poll.
Cycle trip to Ely abandoned, could go on the train. MD pointed out that it would be a
good opportunity for people on 1 year courses. To be discussed at the next meeting.
1 drinks token per fresher. JA to send them to WS to print out. SW will distribute.
MD needs to introduce a new rule that BAs must pick up their own tickets.
GG said we should meet again during Freshers week, 10.30am on Saturday 29th.