Vanier College Council Meeting
Agenda
Wednesday October 24th, 2012
VC120 @ 10:00pm
In attendance: Dave Barnett, Rob Krasny, Alex Truong, Michelle Le, Monika Gul, Ariel Derrick,
Daniel Cabalse, Chris Puckett, Melissa Barnas, Eleni Diavanopolous, Kimaiyo Spence, Annalissa
Crisostomo
1.0
2.0
Motion to Commence @ 10:00: motioned by Rob, seconded by Alex [6-0-1]
Ariel enters @ 10:01 pm
Standing Items
2.01 Adoption of the Agenda:
2.01.1 October 24 2012rob, alex, 7-0-1
3.0
2.02 Adoption of the Minutes:
Motion to table the minutes for October 17th and September 26, 2012: motioned
by Rob, seconded by Dave [8-0-0]
2.02.1 Emergency Meeting September 26th 2012
2.02.2 October 10th 2012
2.02.3 October 17th 2012
Reports:
3.01 Master’s Office
Stanley Tweyman
–nothing to report
3.02 President
Rob Krasny
-Promoted hallow-week
-Sold haunt ticks
-Bought bake sale
-Bought decorations
-Did movie night
-Ariel and Alex helped too
-did bake sale
-was a success
-got an email about red and white day -November 14th
-will be a spirit team, will have a table, anyone that wants to do it can
-has to come up with a YorkU cheer
-wear red white,
-rob says it’s all Vanier
-Rob will make a facebook group
-did some reqs with Truong
-suited up on Thursday
-attended SRR meeting
-participated in RAGE
3.03 Vice President Finance
Alex Truong
-attended , promoted frosh revival
-participated in RAGE
-promoted for hallo-week
-promoted for fall elections
-attended movie night
-helped set up and attended pumpkin carving
- did some req forms
-printed a stack of req forms
-they are in the first year rep cubby
-any outstanding receipts take some of those
-sold ticks for haunt, and pub night
-promoted for suit up
-add to new business-athletics check
3.04 Vice President Social/Cultural
Chris Puckett
-met with Airmark to deal with liquor license, paid them- good to go
-booked security
-booked MX for light show
-got Gabe the drummer
-pay for security and police
-went to security meeting with TUUS
-got stuff for pumpkin carving
-set up movie night
-met with Bethune to deal with raptors night
-attended suit up
3.05 Director of Finance
Ariel Derrick
-promoted revival
-promoted hallo-week, bake sale, movie night
-promoted elections
-suited UP
-attended and packed up movie night
-set up bake sale posters
-bought stuff and decorations for bake sale
-did bake sale today
-sole haunt and pub night tickets
3.06 Director of Social/Cultural
Michelle Le
-promoted hallo-week
-promote elections
-promoted suit up and suited up
-asked Haris for charger, and he did, will have to reimburse
-took photos for RAGE and suit up
-sold pub night and haunt
3.07 Director of Promotions
Melissa Barnas
-attended hours
-sold pub night tickets
3.08 -emailed Tara and Jordan
-promoted for hallo-week and suit up
-came for some of suit up
3.09 Director of Publications
Dave Barnett
-promoted suit up
-attended suit up
2
4.0
-donated suit up
-went to founders and mac, did prices for raffle
-attended rage
-promoted for Hallo-week
-promoted elections
-set up for carving and movie night
-attended both
-donated for bake sale
-had meeting with Vandoo members
-emailed Edward with the Existere
-got a proposal from founders for video project for nov 15
3.010 Director of Clubs and Affiliates
Monika Gul
-sold pub night and haunt ticks
-attended suit up
-promoted elections
-pub night
-Halloween haunt
-office hours
3.011 Director of Administration
Daniel Cabalse
-promoted all events for hallo-week
-Attended movie night
-help set up
-attended pumpkin carving
-helped set up pumpkin carving
-bought stuff for hallo-week
-checked email
-checked mail
-suited up on Thursday
3.012 YFS Representative
Kimaiyo Spence
-Halloween week October 23 -25
-Tomorrow is fear factor Halloween edition 1-4
in Student Centre
-Halloween pub night at 10 pm
-end of this month is the last time u can get ur photo id metro pass id
-7 dollars- might save 2 dollars
-expressions against oppressions week was successful
-hoping to reduce any oppressive behaviour on campus
Ariel asks if private Ryan is coming tomorrow to pub night
-Kimaiyo says she’s not sure
3.013 President of Athletics
Eleni Giovanopoulos
-successful RAGE – 13 Vanier teams
-tier 1 co-ed doubles
-just need the Athletics cheque
Old Business:
4.01 Office Space
-Mike is doing TV now
-murals still need to be decided
3
4.02 Swag
-Melissa emailed Jordan and Tara
-Melissa says she’s ready to go to Jordan
-Says we can see them and pick colours so we can start promoting and selling
-Rob asks what’s the total price per unit is
51 dollars for combo
-Budget is 5000 dollars
-already spent 1000 on hats
-Council has 3500 to work with
-can buy 68 units with 3500 dollars
-rob says we might want to cap it at 70 combos
-Rob says we can take some money out of the social budget because there is a lot
-Rob says if we took 1000-2000 dollars to put towards swag it would not hurt the
budget
Daniel enters at 10 25
-Kimaiyo says we could bring in some samples, show them and take pre orders
-Monika says we will probably sell more than 100
-Rob says we have to take in council, athletics and res
-Rob says if we did 20 per sweater, 15 per sweat pant and if we sold 100 we would
still have a lot of money to work with
-Rob says we don’t need to take money out of the social budget
-Rob suggest selling combo at 30
-Rob says it’s a reasonable price and we have the money
-Michelle asks if the price differentiates with the different amount of colours we have
-Rob says to make them 20 instead of 25 because we should be spending more of our
money on Vanier students
-Dave asks about the graphic- is it stitched or painted?
-Council say it’s a screen print
Motion to charge for $20 for sweaters, $15 for sweat pants, and $30 the combo:
motioned by Rob, seconded by Monika [9-0-0] Motion Carries
-Rob thinks we should get grey and blue
-Michelle says Black
-Ariel said green
-Melissa says they have navy blue , army, asphalt black, brown, Kelly green, heather
grey, truffle, white
-Rob says blue, asphalt,
-Ariel says Kelly green
-rob says vote for black and asphalt
-determined vote: black
-between navy and truffle
-determined vote: Navy Blue
-colours that were determined: navy blue, Kelly green, black
-Melissa says that people on res council wanted sweaters
-they want their names and positions embroidered
-Rob says they have to pay extra
4
-Monika says they should pay the same of us
-Rob says charge them, because they have their own budget for that
-Rob says for council the combo is $20, or regular price for separate
Motion that Vanier college council, Athletics and Vanier dons pay $20 for combo
for swag- motioned by Rob, seconded by Dave [7-0-2] Motion Carries
-Monika says we should get the group up
-Melissa says she will have it by Friday
-Rob says we should sell for 2 weeks, should be able to get it before Christmas
4.03 Suit Up
-Dave says suit up was a success says for all colleges
-Dave appreciated all the promotion
-hasn’t seen the numbers of how much was raised
-Mac raised $91 dollars
-Founders raised $61 dollars
-Dave is in the process of talking with Bethune, Glendon, Calumet, Winters and New
College
-It’s looking like the next date is November 15th
-Michelle asks if we should start telling staff members
-Dave says Founders and Mac gave us the money
-Alex says well get it earliest Monday
-45 days after event we have to give them what we raised
-Dave will sign another on Vanier’s behalf for the 15th
-Dave asks if YFS can match us dollar for dollar (just Vanier)
-Kimaiyo says she will ask
-Monika asks if they can just participate
-Kimaiyo says she will tell them what’s going on, the success and that’s it’s on going
and then she will propose both options
-Alex says usually you have to give YFS an incentive in order for them to want to
match our donations
-Dave says some had suggested that to him
4.04 Montreal
-rooms are booked
-buses are good
-Chris emailed Albi
-best one to go to is laser quest
-Chris says to poll it
bowling, biosphere or laser quest
-Michelle says laser quest was 5 floors
-Michelle says we should do old Montreal and casino since it’s not adding to our costs
-Rob says 40 for pricing for like last year
-Chris says it depends on rooms
-Chris says we have to decide prices for non-York and guests
-Michelle says it’s still as cheap as last year
-Rob says 60 for rooms for 2, 50 for 3, 40 for 4
5
-non York/non-Vanier is 80 plus deposit
-Michelle says guest only
Anne Le enters at 11:00
-Rob says we sell to only Vanier and their one guest, then after we open it to the
public
-Michelle think it’s unfair to pay 80 dollars
-Rob says he doesn’t see why it’s unfair since it’s an incentive for Vanier to come
early, and people that are non-Vanier are still getting a way better deal than other
colleges
-Monika says it was 40 for 4, 60 for 2 last year. Only difference we are adding option
of 3
-Rob says everyone has 40 dollar deposit
-Rob says when selling tickets we can check college affiliates
-Michelle suggest doing it while they are in line, people can check it with computers
-Monika says we might only have 2 people at a time for selling, so she suggests a sign
up to sell
-Michelle says we are selling at 8 on Monday
-Council should be here at 7 30
-6 members said they can come early
Motion for Vanier College Council charge $40 for a quad, $50 for a tri and $60
for a double plus 40 dollar damage deposit except for council and athletics:
motioned by Rob, seconded by Chris [8-0-1] Motion Carries
-Michelle asks if we can reserve our spot
-Rob says we have to pay before hand
-Rob says council and Athletics can reserve their spot, not our roommates
-Chris says we should have a day that we have to pay
-Rob says if there is damage, it will be taken out of the honoraria’s for council and
athletics
-Rob says people that drive up still have to pay the same price
-Rob says no refunds
-Chris says you cannot sell your ticket to someone else
-Alex says him and Chris will come up with selling procedure and a list of things to
tell every person
- Rob says to have a check list beside you
-Rob says debit machine is working
-Alex wants to do just cash
-Rob says its easy with debit
-no credit
-Chris says Albi says it’s up to us for reservations to leave
-Dave says go buses, and Brampton buses don’t get here that early
-Monika suggests a commuter room
-Michelle says tell people to be here at 6, we will be expecting to leave at 7
-Monika thinks it should cost more if we are taking a 2 person vs. a 3 or 4 person
room
-because we are so limited, and last year most of council took up the 2 person rooms
and it doesn’t give other people opportunity to get a 2 people room
6
-Michelle agrees
-Rob says he is fine with 30 for everyone.
-Dave suggests 30 for 3 and 4, and 50 for 2 person room
-Kimaiyo says that we should just do 30, 40, 50
Motion that we charge council and athletics, 30 for 4, 40 for 3, 50 for 2: motioned
by Rob, seconded by Michelle [5-4-0] Motion carries
-if 17, they have to have their parents sign it. THEY HAVE TO SIGN THIS
-Chris says they can fax it and get it faxed back
4.05 Frost Week
-nothing to report
4.06 Social Sub-Committee
-nothing to report
4.07 Halloween Haunt
-sold out
-Chris got the charter from stock
-be here for 6, leave for 6 30, be there for 7. Be at buses for 11:15 pm leave at 11:30
pm
-Chris says some people aren’t doing the masters list right
-a lot of waivers weren’t filled out
-Chris says make sure the student numbers and names of who was selling isn’t missing
-Chris says make sure to check the waivers are filled right
-Melissa says when we are selling things, we need to know the prices
- someone sold a haunt ticket for $30 instead of $20
-Michelle says we should do everything in envelopes instead of straight to the float
because so many times she’s seen the money out there and no one is in the front
-makes it more accountable
-Rob says if we have the float we should put it under the table
-Rob says we use the envelopes so
we can know who was selling and the amount of money
-Alex says don’t sell to people on credit ex. don’t ask people to come back with
change
Motion that all Vanier College Council and Athletics get compensated for
Halloween Haunt: motioned by Rob, seconded by Alex [8-0-1] Motion Carries
Motion that all Vanier College Council and Athletics get compensated for all pub
nights for the rest of the year: motioned by Rob, seconded by Michelle [9-0-0]
Motion Carries
4.08 Raptors Night
- Chris says November 6 @ 7:30pm-10:30pm- free for all Vanier, Bethune and Mac
-1000 wings from all stars
-50 boxes of pizza
-170 dollars of water and pop
-40 dollars in chips
-Bethune will cover 50%, mac will cover 25% and Vanier will cover 25%
7
Motion that Vanier College Council pay $375 for the Raptors Night with Bethune
and Mac on November 6, 2012: motioned by Chris, seconded by Rob [9-0-0]
Motion Carries
4.09 Coffee House
-November 7 is booked
-permit is ready
-Chris messaged Vick about Mic stands etc
-Daniel will organize the list for duration of the night, each performance, how long
they can be, and how many they can do
-Daniel says he has to go through the info
-Rob says start wed or Thursday of next week
-Daniel says he will have it done by Tuesday
4.010 Dance Class
-nothing to report
4.011 Constitution Committee
-Rob says not everyone responded to it
-5 voting members: Rob Ariel, Michelle, Monika, Dave
-anyone can come to any meeting
-Rob will email when everyone can meet up
-will set up a doodle
-when meeting time is established, rob will post it
4.012 Hallo-week
Motion to pay Alex tribe 400 to DJ; motion to pay security no more than $1200;
Toronto police and York security no more than $1300; Emex no more than
$1500; no more than $400 for food and labour to Airmark: motioned by Chris,
seconded by Rob [8-0-1] Motion Carries
- Chris wants us to decide who wants to do the front desk
-no In and outs
-Rob says to close doors at 1
-doors open at 10
-Monika suggests signing up through sign up genius
-Michelle says to sign up for accountability
-Rob and Melissa do door duty from 10-11, Dave and Daniel:11-12, michell and ariel:
12-1
-anyone else not doing duty, need to help with set up and help tear down too
-Chris and Alex and Kimaiyo (until a certain time) will do crowd control
-Rob says no coat check
-Michelle says we should have a coat check
-Anne says if it going to be busy, we should have the senior room open
-Rob asks if we should do coat check monitored, or if we should just have a space
available
-Alex says we should do coat check
8
-Kim says we should do coat check with tickets
-Michelle says we would have to have duties for coat check
-Rob says it should be free
-Michelle says to do sign up for coat check online, door duty, and crowed control
-Monika says she will do sign up genius
Dave leaves @ 11:50 pm
-Someone needs to be in office for noon tomorrow for Tribe to drop off his stuff
-Rob will give Daniel the key to the lounge
5.1 New Business:
5.0.1 Elections
-election packages have been sent out
-dates are from Monday to next Tuesday
-all meet Tuesday at 4
-material approval period
-campaigning will be November 5-11, between Montreal
-Chris says people cannot campaign during the trip
-Ariel says people that get to go to the trip will be at an advantage
-Chris says we can’t talk about it at all on the Montreal trip
-All candidates meeting, you can be there but must stay silent
-voting period Tuesday at 9 am to Wednesday at 5 pm
-when campaigning happens watch out for people talking about it in the office
time, where, who was there, all info is documented is someone says anything in
office etc.
-need to take down all pub night posters in res
- res council hung them up
-we need to take them down ourselves
-Anne contact SSLD- will be sending out ballots
-Anne made time sheet to record what she is doing and what hours she is doing and
when
-wants to talk about how to handle social media
-all tweets have to have #VCC2012 election hash tag
-all facebook status posts have to have the event attached
-so she scan them
-tweets need to be taken down after campaign period because tweets can be re
tweeted and she wants to make sure nothing get re processed
-rob says no video
-will be event page for elections
-we need to promote voting to have a good representation of how many people we
have here
- make sure the rules are clear put them on private
-Anne says to watch for people not to watch the videos in the office
-Daniel says its hard to tell someone outside of Vanier to stop watching a video
-Rob says to say it simply
-Kim says for the sake of making someone feeling comfortable
-Anne says we should just mention it as they walk in
-Michelle says to be nice to people
-Michelle says we should not have people sitting behind the desk, we need to enforce
the rules
9
-Rob says we can have athletics behind the desk if they are using the computer or we
need to step out
-Annalissa suggests having a set method and training day to communicate to others
properly to enforce the rules in the office as an authority
-Anne says it is your judgement call to leave someone in the office, but you are
responsible.
-Rob says he wouldn’t let people when its packed at all in the office
-Michelle says that person can pass it on to someone else
-Anne says you can call security if its extreme cases
M
5.2 Athletics Checks
Motion to pay $3195 for Intramural sports to SIRC- motioned by Alex,
seconded by Rob [7-0-1] Motion Carries
-Daniel says it’s the way people talk to other people
-keep in mind you are in a serving position rather than an authoritative position
-Alex says keep in mind that it is a collective effort to keep the office clean
5.0
Next Meeting:
Wednesday Nov 7th 2012 10:00pm
6.0
Motion to Adjourn @ 12:21 pm: motioned by Alex, seconded by Rob [8-0-0]
1
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