Engineering Undergraduate Society c/o Applied Science Dean’s Office University of British Columbia Vancouver
5000 — 2332 Main Mall
Vancouver, BC V6T 1Z4
Inquiries: voice@ubcengineers.ca
Minutes of the EUS Executive Committee
May 23, 2015
Attendance
Present: ​
Alan Ehrenholz, Mark Bancroft, Scott Pidzarko, Meagan Fabel, Alex Hutchinson, Jeanie Malone, Dallas Gawlick Invited:​
Alan Ehrenholz, Mark Bancroft, Scott Pidzarko, Meagan Fabel, Alex Hutchinson, Jeanie Malone, Dallas Gawlick Regrets: ​
None Recording Secretary​
: Alan Ehrenholz Chair​
: Alan Ehrenholz Call to Order
The meeting was called to order at 3:39pm Adoption of Agenda
Mover: Mark Seconder: Meagan BIRT the May 23, 2015 Agenda of the EUS Executive Committee are adopted. Approval of Minutes
Nothing to Approve Agenda Items
Executive Updates - 5 minutes each
a. President i. NEST Provisional Occupancy ii. AMS Council happened, committees appointed, everyone got on what they wanted iii. ModuLoc is being dealt with by Nadine iv. Salmon Rentals is being paid by Nadine v. Accountability Sales due on May 30, 2015 Engineering Undergraduate Society c/o Applied Science Dean’s Office University of British Columbia Vancouver
5000 — 2332 Main Mall
Vancouver, BC V6T 1Z4
Inquiries: voice@ubcengineers.ca
vi. Alumni Office 1.
Thurs Sept 24 , 100% guarantee it is 24th or 25th a. 2­4pm fancy “BBQ” ­ catered i. Vancouver general office ppl, maybe UBC Alums b. 5­9pm, grand opening i. Big scissors & cutting ribbons ii. Bigwigs from Texas 2.
Kiewit Recognition Night, September 10th a. 2­4pm BBQ b. 6­9pm Fancier Evening, hEUStory 3.
Alumni Bzzr Garden, October 2nd 4.
OktoberfEUSt is October 9th vii. Halloween Party 1.
Generally leaning towards 2.
Department feedback viii. AMS Structure things 1.
AMS policy 2.
SLCC Changing b. VP Academic i. Sending emails about Community Contribution ii. Dallas talking to Prep 101 about sponsorship iii. Prep 101 or BYC? This year they are competing, looking for about $1800 in sponsorship iv. Mark has started instagraming c. VP Administration i. Learning about the ESC, starting the shopping list ii. Evan Friday has our speakers, and they are wired wrong iii. Have made a VP Admin budget 1.
Jeanie: Did Alan give Scott Book? 2.
Alan: Gave Scott book right now iv. We don’t know what size TVs to buy, etc. Doing things to find this out d. VP Communication 1) PUBLICATIONS 1. Handbuk is happening! a. Kate & Masaki have been hired, we have had a few meetings and they are learning the ways of InDesign and are currently making pages b. We have built the ladder &, gathered most blurbs i.
Need blurbs from Meagan and Armin ii.
Met with Wendy to talk about what the Faculty would like us to include Engineering Undergraduate Society c/o Applied Science Dean’s Office University of British Columbia Vancouver
5000 — 2332 Main Mall
Vancouver, BC V6T 1Z4
Inquiries: voice@ubcengineers.ca
iii.
You can see the in­progress handbuk text ​
here c. Visited Evangelos, will be heading over there to pick up photos next week 2. nEUSpaper will start after Handbuk a. I have no one to do layouts b. I have no Journalists c. Executives will be writing articles d. Kate will be doing layouts 3. Slipstick :O a. Need to find editors 2) PUBLICITY 1. Hired Sam Lai 2. Rehired pub reps a. Could always do with more b. Told Chi Yan (who is in China with bad internet/bad timezones) that I would informally hire her for the summer and interview her in Sept 3. Need to meet with Sam/make him a to­do list to get started on posters & training sessions 4. Need to order swag a. cairn tattoos to put on our foreheads like Harry Potter 3) MEDIA 1. Rehired Marshall because he is the best 2. Rehired several photographers a. Always need more 3. Need to meet with Marshall & make to do list, get started on fixing photo storage problems and also training material 4) DIGITAL 1. Website a. I did lots of research into google apps which was a bust but Tim Branch is gonna save the day b. Transitioned in Tim, he has all the passwords now c. Moving TODAY, SATURDAY d. New host: bluehost e. Tim will be backing up & transferring site, then re­setting up all the emails as shown by this spreadsheet ​
here 2. Social Media a. Hired Veronica & Olivia b. Need to have meeting next week c. Many ideas, much excitement! General concepts: i.
share lots of old photos bc we have lots Engineering Undergraduate Society c/o Applied Science Dean’s Office University of British Columbia Vancouver
5000 — 2332 Main Mall
Vancouver, BC V6T 1Z4
Inquiries: voice@ubcengineers.ca
ii.
iii.
spotlight on cool ppl if any of you/directors/managers want anything promoted, let SM team know iv.
they're very excited!! d. Trying to do Social Media/Comm surveying as part of first year survey with Mark 5) GRAD 1. Need a director 2. Tried to ask Negin for access to her gmail so I can figure out how to Iron Ring 3. Slightly concerned that Comm has so many things to do and this seems the odd one out 6) EXEC THINGS 1. Did lots of volunteer hiring prep & interviews a. Still need many volunteers b. Made ​
EUS contact list​
­y'all need to update it, then I will fill in the graphic showing who is hired etc 2. Ordered covies 3. My ​
budget​
is done except waiting for a new (smaller) slipstick quote 4. Tracked my reimbursements a. Forgot to give Alan my receipts so I still have them all with me in Kamloops ­ sorry Dallas 5. Wrote reference letter for Tim ­ is this something we want to use as a template? Are we writing refs for many volunteers? e. VP Finance i. AMS Finances are closed until Wednesday ii. Reimbursements are not processing iii. One last outstanding Invoice 1.
Scott: Gives Dallas the Finance “POWER THIRST” “memo” iv. Invoices sit tight until Wednesday v. Budgets are needed from Alex, Meagan, and Alan vi. EUS Budget will be finalized May 30, 2015 vii. Work with Mark to get Sponsorship from Beat Your Course and Prep 101 viii. Career Fair 1.
Dorry and Vivienne are transitioned 2.
Nick Zeng has told us info 3.
Getting into contact with Owen Liu for full transition 4.
Registration Open by end of November f. VP Spirit i. Met with Jess and Kate to plan Week E^0 1.
Follow up meeting next week Engineering Undergraduate Society c/o Applied Science Dean’s Office University of British Columbia Vancouver
5000 — 2332 Main Mall
Vancouver, BC V6T 1Z4
Inquiries: voice@ubcengineers.ca
ii. Getting Quotes on Swag Items for under $5000 1.
Drawstring Bags 2.
Sunglasses 3.
Kazoos 4.
Bandanas (Talked with Ian Campbell and Stephanie Mah) 5.
Stress Balls iii. Will ship things to Point Roberts g. VP Student Life i. I was in Edmonton for a week ii. Will be doing Accountability Slides iii. Will be doing Budget iv. Getting in contact with hired individuals to plan the year Iron Pin Discussion - 10 Minutes
a. How to approach interested schools i. If someone inquires about Iron Pin, send them to Alan ii. Meagan is planning our Iron Pin Ceremony b. Our stance i. We do have a document to send them about timeline ii. We want people to make it specific to their portfolio iii. Alan has budget meeting with Faculty, will cc Dallas and Meagan June EUS Council - 10 Minutes
a. Doodle Results i. Thursday the 25th for Council ii. Alan will send email b. Bookings i. Scott will book SUB for 25th at 6pm until 12am, Old Council Chambers c. Agenda Items i. EUS Budget ii. Accountability Slides iii. Meet the Dean, QA iv. Alan Presentations about things Other Business – 20 Minutes
a. EUS Committees i. Alan made draft Agenda ii. Make Agenda Engineering Undergraduate Society c/o Applied Science Dean’s Office University of British Columbia Vancouver
5000 — 2332 Main Mall
Vancouver, BC V6T 1Z4
Inquiries: voice@ubcengineers.ca
iii. Send PDF iv. Make Minutes v. Use folders effectively b. Graduation Director i. Could hire in September ii. Motion to move DUTIES to President, nothing official iii. Motion will be written for next week Next Meeting
a. May 30, 2015. 4pm, CEME 2210 Adjournment
Since there is no further business the meeting was adjourned at 4:36pm