ICSMSU 8th Meeting 2012-2013
26/11/2012 – 18.00
Reynolds Building CX
Minutes:
1.
1.
1.1
Introduction
Present:
Shiv Vohra
Megan Mackenzie
Giada Azzopardi
Steven Tran
Dariush HB
Jac Cooper
Matt Hutchins
Becky- May Curbishley
Matt Hutchins
Rahul Ravindran
Yannis Reissis
Nat Ilenkovan
Ken Wu
Paddy McGown
Sybghat Rahim
Ines Vaz
Neeraj Kalra- very late
1.2
Apologies:
Shoaib Rizvi
David Thompson
Emily Hutchinson
2.
3.
2
Minutes of the last meeting
Minutes:
https://www.dropbox.com/s/sk9zpghtdm8kk2u/7thICSMSUMeeting16112012.docx
Action point - Neeraj – upload all shop products online and arrange a system for collection of ordered products; evaluate stock
and reorder stock as necessary. AS THE SHOP ISN’T OPEN. SHOP IS IN DISARRAY- SORT IT OUT. Recruit 2 Freshers’.
(COMPLETED)
Action point- Shiv to write email explaining everything that is going on in Reynolds work to SU and faculty- Completely
rewritten- sending out to Med School Deadline: Monday 3rd December.
Action point –Daruish to finish Clubs and Socs handbook. (COMPLETED) to send to Giada to put on the website
Action point –Neeraj and Shiv to meet with everyone RE appraisals for the year. EVERYONE needs to contact them RE a timeyou can all access his calendar or outlook.- no one really has, but if anyone wants to- feel free to pop into Shivs office.
Action point- Giada Meet with alumni Jac (COMPLETED)
Action point - Syb to complete and send survey out to Year 4 and 5 for the "Year 3 Firms Survival Guide" – do by 7th December
Action point – Shiv- email Drama, Light Opera and Music RE lighting desk (COMPLETED)
Action point- Nat to organise Secret Santa (COMPLETED)
Action point- Syb and Matt to organise drinks for Year Reps- do a New Year’s Booze Bowling: Deadline: end of term
Action point- Yannis to ask bar to do sort out float after every bop- club is going to put it back into safe. Yannis/ Raul to make
sure the float is all ok the day after the event. (COMPLETED)
Action point- Yannis to send Megan and Shiv an email for bop applications (COMPLETED)
Action point - Syb to send Giada year 3 notebank shizz- still waiting on permission- Online: 7th December
Action point - Briefcase – hows the biomed page updates coming? Delegated to the BMS page- Deadline: End of term
Action point - Ken – any alterations to make to grad pages Deadline: End of term
Action point- Syb – Any updates for year 5- to be done by the end of the term to put on line at start of year. Deadline: End of
term
Action point- Yannis and Matt going to sort the social out with STFYD. 60 attended- made £300(COMPLETED)
Action point- Yannis- freshers’ survey via Jacs Ob- survey (COMPLETED)
Action point- Shiv and Rahul to clear safe- being done this evening.
Action point- Megan to make a doodle for SU Xmas Dinner (COMPLETED)
Action point- Megan to send out email for next meeting (COMPLETED)
Action point- Megan to organise meal with CMF after Christmas (COMPLETED)- sent a list of dates to CMF- who will let me know
by the end of term which dates they can do.
3.
3.1
3.2
Matters arising
President
Communication and importance of SU meetings (joint item with Giada)- it would be good if everyone is on the same level of
understanding. People should read the minutes after they come out, especially if they miss the meeting. To try and make
everything more inviting we are getting food at each one
St Mary's Association Prize nominations- Jac, Rahul, Shiv and Paddy attended. What are out funding priorities:
1. Sabb
2. Gazette
3. Electives- With Academic- you probably would get funding anyway so its really important more money goes for
Hardship. Anything to do with student life we should really support. This is all decided by the Management group
(Shiv, Rahul, Jac, Daruish) and faculty with the applications.
a. Hardship,
b. Contribution to the ICSM
c. Academic funding.
4. Clubs and socs- ICU funds us £55 000, Mary’s Ass/ Alumni is on grant and applications. Last year they gave music
some.
5. Scholarship- academic prizes ~£300 each. Scholarships for entering Medical School. Would it be appropriate to cut
the number of prizes and give a little more to each person
Action point: Shiv to email Mary’s ass RE order of funding.
3.3
St Mary's Association funding priorities (5 key areas: sabbatical, Gazette, clubs & socs, elective awards, scholarships)
Finals fortnight!
Decided not to have self-nomination, but for people to nominate eachother, SU put names forward to Mary’s. Suggestion to
send nominations to Club presidents as well as first years. Becky made the point that it should be made clear that they have an
actual reason to get the prize when applying. Steve suggests not to make it explicit as otherwise people with ignore the email
and won’t even bother nominating.
Conclusion is to send the email to Clubs and Socs presidents as well as first years
Action point: Rahul, Daruish and Shiv to discuss budgeting- before 14th December.
3.4
Finals fortnight: Last week of June and first week of July
Events:
Monday 25th - Boat party- Pirate or black tie
Weds 26th - MusicSoc Concert
Thursday 27th June- Summer Ball- first week- same day of results for lots of years
Friday, Saturday and Sunday (28th/29th/30th)- Cornwall Tour
Thursday 4th/Friday 5th- Yr 5 finish PACEs- society organised joint event at club night. OR pub crawl, or final bop. To put into
survey RE timing and what event. Are we going to get new societies involved? Make it a handover type event?
Friday they get their results- would it be worth putting a bop then?
Saturday 6th- Affirmation
Action point- Yannis to make survey for Finals Fortnight. Deadline: End of term
The final years are going to splash out on elective, so it would be worth only doing a few events for them and making it as cheap
as possible.
Nat suggested giving the money to STFYD/ RAG? Halfway dinner- delegating the events to them
Conclusion- Boat, Ball and Bop
3.6
Affirmation: At the moment we pay ICU Caterring £15000 for the Great Hall and catering. At the moment it is on the Saturday
6th July (£35), but we can move it if we want to. The Sunday was suggested.
Action point- Socials to help Shiv find an external location for Affirmation 1pm-5pm on either the Saturday 6th or the Sunday.
7th July. Deadline 2nd week Jan.
Suggestion- Her Majesties Theatre
3.7
3.8
3.9
Communications
Action point: Steve to update welfare section (Deadline: for next year)
Can we get a SU hard drive - easy way to back up information, more space than dropbox if we fill it up? – Shiv/Rahul
Action point- Giada to contact Alistair Cott about external space for all our stuff
Sites and Services
Location of chalkboard paint? - Still waiting to hear from Julie Pinhorne re: painting walls
On doors next to front door and a bit next to the dartboard.
3.10
Trophy cabinet/vending machine/pool table need to be sorted out.
Action point- Nat to chase Julie Pinhorne RE getting rid of them.
3.11
Nat went to health and safety meeting. CX are going to be “cracking down” on food and drink in lecture theatres. Worried
about stains as they have just decorated it. WE should promote a non-eating policy.
3.12
Shiv is getting furniture for the mezzanine- leaving colours to Jenny Higham etc.
3.13
Summer Ball
New Years’ Resolution ticket prices (£6) and putting them online
Becky has contract and has sent to Rahul, but she hasn’t made an event budget.
Shiv says that any event budget should go through him and Rahul for the bar spend. Bar spend will be met.
Action point: Yannis to send Becky a budget template.
Action point- Becky to send NYR to Megan for the last newsletter for term
3.14
Venue
Still looking- Becky going to look at the Royal courts of Justice tomorrow. Tickets should be £75-£80 for dinner. Anil has sent
Becky the list of his from STFYD to have a look at.
Becky is thinking of doing an event on the Thursday after 4th Year exams.
Action point: Becky to talk to Shoaib RE organising a social for that evening (21st Feb).
3.15
RAG (Shoaib not present)
• Just to make sure we don't run into any trouble with rag events we've applied for tfl permits for commuters collect and Circle
Line as well as a street collection permit from the met police for RAG invasion. Were still waiting to hear back from them Hopefully it should be ok! Anyone have any suggestions?
It is always a problem to collect on tubes. Tube station permits mean that they will be expecting us. Steve says its better that
we take the cut for RAG other than getting in trouble for collecting.
Station permits mean that you can collect outside the barriers but not inside the barrier. As we are the first RAG, we have less
to loose but RAG need to spell out that you cannot collect on the tube.
Action point: Shoaib to make sure he spells out on the programmes about collecting on tube.
3.16
• How are we going to advertise RAG games on the first night of RAG week? We can't afford to let matt bowman hear about it cause 4 drunk guys getting their heads shaved on stage isn't going to go down well with him!
Nat wants to ban Fourskins as its not a nice event. We can’t do a half event, and it won’t go down well in older years.
Recommend to RAG committee to think carefully about how they run Fourskins, bar is happy for it to go ahead.
Action point: Shiv to discuss fourskins with Shoaib and the committee and to come to meetings please.
3.17
• Because Circle line is now on a Friday - were trying to figure out what to do on Thursday - we were thinking of organising some
kind of fun fair in Lille park or something like that, where we can have an auction/raffle, maybe have some inflatables and
possibly an 'auction of promises' since we no longer approve of slave auctions! I want to do something that involves less drinking
to attract more people! Does anyone have any suggestions?
Previous RAGs did a “Blag it” where Freshers need to go into London and Blag as much free stuff as possible.
Action point: Shoaib- please discuss these things with YOUR committee as well.
3.18
Other
Jac- Careers Soc Stuff
Had careers soc meeting- sounds like the best idea is to have the Careers Soc and sub societies (ie Paeds and DermSoc) Jac and
the heads will be running.
Other members will have a careers based interest on events but not covered under the committee itself- ie MedSin, Surgical
Soc, SORA and MedSoc.
3.19
3.2
Action point: Matt-help with an email (to be done over facebook) Deadline: End of term
Matt- Sort and tidy the shop- need to move the bookshop to CX- Neeraj to organise moving books by the end of term. Need to
review how the bookshop runs. Now there is an online record of everything, but previously there hasn’t been.
Action point: Ken to get Year 1 and 2 year reps to help run shop.
Action point: Neeraj to communicate RE what he wants people to do if he doesn’t have time. Tell Giada and Matt what you
want them to do RE the bookshop.
3.21
Daruish- Right to Play and Sports Dinner
Right to Play aren’t running Sports Dinner but are going to be involved- ie in aid of RTP- so each ticket gives them £1?
Action point: Socials and Becky to help look for a venue for Daruish- ie send him a few venues to give him options; and help
with a poster?
3.22
All-Stewarding at Snow ball
Yannis is going to drop everyone a rota. Plug the ball to everyone, capacity 450.
Steve suggested putting money behind the bar to attract more people.
Action point: Nat to buy poster clips and to ask Matt Bowman about it.
Action point: People to think of creative publicity ideas.
3.23
All- Getting the Mascots feet back. We need to get them back. Bring back hit squad?
Action point: Matt to have a chat with someone from RCSU
3.24
Bops- first bop to be an online one and the rest to be decided on the first meeting of term.
3.25
Beer pong winning bar tab- SU to pay for? SU don’t feel that they can justify paying for the bar tab. Should do a buy in at the
beginning of the year.
3.26
3.27
3.28
3.29
3.30
Action point- Newsletters for Monday 3rd December and Monday 10th December. First Newsletter of the year to come out on
January 7th- Megan, Shiv and Giada
Action point: Megan to make sports night rota for next term. Deadline: End of term
Action point: Megan to send doodle for next meeting
Welfare
Steve- Alcohol Awareness Week- Steve needs some help with posters.
Action point: Steve to contact Dr Mirza
Action point: Matt to contact Doug RE relentless
A lot of people are having financial difficulties at the moment, will the union give them any money? As the pots of money are
running out already this year.
4
Officers’ reports
4.1
President
Report:
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Working on iPad rollout strategy with year reps – agreed with FEO that it is best for clinical years first (5 & 6, 3,
1/2/GE1/BMS/4)
Met with Spacecraft and Ahrend to discuss mezzanine (and Reynolds bar) furniture – still deciding on mezzanine
furniture with Prof McGregor and Faculty
Chaired SSLG GE1 and SSLG 1,2 – plenty of good banter!
Gave talk at Vision Junior conference and hosted ICSMSU stand with Becky May, Rahul and Kevin Murphy :)
Gave Year 2 intro to firms talk with Ken
Snow Ball earlybirds sold out within 3 hours – please continue plugging to your mates, BSc courses and clubs & socs!
Attended Medical Studies Committee
Dealing with final year NHS bursary crisis with Steve and Neeraj
Plenty more meetings in the week ahead prior to SU meeting!
Completed action points from previous meeting:
Action point – Shiv- email Drama, Light Opera and Music RE lighting desk (COMPLETED)
To do:
Action point- Newsletters for Monday 3rd December and Monday 10th December. First Newsletter of the year to come out on
January 7th- Megan, Shiv and Giada
Action point –Neeraj and Shiv to meet with everyone RE appraisals for the year. EVERYONE needs to contact them RE a timeyou can all access his calendar or outlook.- no one really has, but if anyone wants to- feel free to pop into Shivs office.
Action point- Shiv and Rahul to clear safe- being done this evening.
Action point: Rahul, Daruish and Shiv to discuss budgeting- before 14th December.
Action point- Socials to help Shiv find an external location for Affirmation 1pm-5pm on either the Saturday 6th or the Sunday
7th July.
Action point: Shiv to discuss fourskins with Shoaib and the committee and to come to meetings please.
Action point: Shiv to email Mary’s ass RE order of funding.
4.2
Deputy president
Report:
Completed action points from previous meeting:
Action point - Neeraj – upload all shop products online and arrange a system for collection of ordered products; evaluate stock and
reorder stock as necessary. AS THE SHOP ISN’T OPEN. SHOP IS IN DISARRAY- SORT IT OUT . Recruit 2 Freshers’.
(COMPLETED)
To do:
Action point –Neeraj and Shiv to meet with everyone RE appraisals for the year. EVERYONE needs to contact them RE a timeyou can all access his calendar or outlook.- no one really has, but if anyone wants to- feel free to pop into Shivs office.
Action point: Neeraj to communicate RE what he wants people to do if he doesn’t have time. Tell Giada and Matt what you
want them to do RE the bookshop.
4.3
Treasurer
Report:
WAITING REPORT
Completed action points from previous meeting:
To do:
Action point- Shiv and Rahul to clear safe- being done this evening.
Action point: Rahul, Daruish and Shiv to discuss budgeting- before 14th December.
4.4
Communications
Report:
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Broke website
Fixed it
Updating academic pages – ongoing process
Updating plugins/wordpress
General keeping website up to date
Newsletter
Being the bitchiest SU member
Completed action points from previous meeting:
Met with Jac to update careers section
Action point- Giada Meet with alumni Jac (COMPLETED)
To do:
Action point- Newsletters for Monday 3rd December and Monday 10th December. First Newsletter of the year to come out on
January 7th- Megan, Shiv and Giada
4.5
Secretary
Report:
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Sent out bop email
Kept going with the newsletter
Updated the calendar and asked all the Clubs and Socs for all their dates for next term
Sent out individual emails to years RE different events
Organising fetball tour
Helping Laura with Sponsorship for Alumni Ball
Organising Xmas dinner
Completed action points from previous meeting:
Megan to make a doodle for SU Xmas Dinner
Megan to send out email for next meeting
Megan to organise meal with CMF after Christmas- sent a list of dates to CMF- who will let me know by the end of term which dates they can do.
To do:
Action point- Newsletters for Monday 3rd December and Monday 10th December. First Newsletter of the year to come out on
January 7th- Megan, Shiv and Giada
Action point: Megan to make sports night rota for next term. Deadline: End of term
Action point: Megan to send doodle for next meeting
4.6
Alumni and Careers
Report:
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Attended St Mary's Association meeting w/Shiv and Rahul, gave overview of year and Alumni's financial plans and
priorities, invited the Association to Alumni Ball. Mansfield happy with choice of speaker for Mansfield lecture, wants
met to set up a meal for Consultants + attending SU afterwards
Waiting on Laura + Suze update on Alumni Ball
Arranging additional careers talks for next term based on survey
Arranged speakers for at least 2-3 biomed careers talks for next term
Careers FB page set up, plan for Christmas to work up Careers website + Alumni websites (both up, need me to write
material)- Careers site will have all slides from Careers talks, I am chasing down speakers
May have to cancel proposed SJT talk on Saturday because everybody seems to think I need to book the only place the
talker can do it (Hammersmith Hospital) through someone else, and I've tried emails, phone calls and going to Imperial
and the hospital in person. I hate ICU/the FEO (delete as appropriate)
Alumni STFYD predrinks will be at Hilton Metropole hotel
Careers soc meeting with relevant Socs is just before SU meeting. If people don't come this time, Shiv, Dariush and I
will omit them from the democratic process. They have been warned, twice
Completed action points from previous meeting:
To do:
4.7
Clubs and Societies
Report:
Sent out clubs and socs handbook. Went to meeting with IC and they require all clubs and socs constitutions. In the process of
obtaining them.
Completed action points from previous meeting:
Action point –Daruish to finish Clubs and Socs handbook. (COMPLETED) to send to Giada to put on the website
To do:
Action point: Rahul, Daruish and Shiv to discuss budgeting- before 14th December.
4.8
Sites and Services
Report:
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Tidied the SAF common room and put up Christmas decorations
Tidied the Reynolds office
Organised SU secret santa
Putting together a cycle routes document for next term
Attended CX health and safety meeting
Made a new version of the event log
Room bookings/ screens/ stewarding training/ lockers etc etc
Completed action points from previous meeting:
Action point- Nat to organise Secret Santa (COMPLETED)
To do:
Action point: Nat to buy poster clips and to ask Matt Bowman about it.
Action point- Nat to chase Julie Pinhorne RE getting rid of them.
4.9
Welfare Officer
Report:
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Went to Welfare Committee - certain issues were raised but are being addressed (including attendance)
Attended SSLG1,2
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Attended ICU Council - discussed about HEAR (Higher Education Achievement Record) and Imperial Horizon.
Attended a FemSoc Meeting
Met with Nigel Cooke from the Advice Centre to see what he can provide us with
Met with Chris Hilton, a psychiatrist reg, who is in charge of the vertical theme of Substance Misuse. Shiv and Becky
Lane (DP welfare) also attended to talk about Alcohol Awareness Week/Substance Misuse.
Met with George Ryan to discuss International MedSoc Conference 2013
Dealing with the ongoing NHS Bursary problem: Shiv, Neeraj, Janette & Mike Schachter are also involved in getting to
the bottom of.
Dealing with on-going student welfare issues.
Completed action points from previous meeting:
To do:
Action point: Steve to update welfare section (Deadline: end of term)
Action point: Steve to contact Dr Mirza RE AA week
4.10
Academic Officer year 1, 2 & GE
Report:
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Attended year 1+2 and GE SSLGs
Attended year 1+2 EC
Allocated places for undergraduate interview student panel members
Attended the NSS town hall meeting twice!
Organising student members for Early years course review
Gave revision tutorial to year 2
Got some GE notes…need more as they are incomplete
Finally…performed in music society choir and orchestra concerts!
Completed action points from previous meeting:
To do:
Action point - Ken – any alterations to make to grad pages Deadline: End of term
Action point: Ken to get Year 1 and 2 year reps to help run shop.
4.10
Academic Officer year 4, & Biomed & Pharm
Report:
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I have cleared my email inbox of all the rubbish I couldn't be bothered to do.
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I have written a feedback paper for SSLG BMS and will have attended the meeting bu the time su meets.
Collected and written feedback paper for SSLG 4
Stewarded sports night
Attended the bop
Hosted ICSMDC post match afterparty, where played darts on the xbox amongst other things.
Went to SU booze bowling, worst hangover for a long time.
Answered the phone in clubs and socs office
Completed action points from previous meeting:
To do:
Action point - Briefcase – hows the biomed page updates coming? Delegated to the BMS page- Deadline: Christmas Day- sent
to Giada by New Years Eve
Action point: Matt-help with an email (to be done over facebook) Deadline: End of term
4.11
Academic Officer years 3, 5 & 6
Report:
WAITING REPORT
Completed action points from previous meeting:
To do:
Action point - Syb to complete and send survey out to Year 4 and 5 for the "Year 3 Firms Survival Guide" – do by 7th December
Action point- Syb and Matt to organise drinks for Year Reps- do a New Year’s Booze Bowling: Deadline: end of term
Action point - Syb to send Giada year 3 notebank shizz- still waiting on permission- Online: 7th December
4.12
Entertainments Chair
Report:
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Snow Ball tickets up and selling well!
Bop applications in for final meeting of term
Clear out SU safe for Bops?
Survey sent to Freshers for the Fortnight
Completed action points from previous meeting:
Action point- Yannis to ask bar to do sort out float after every bop- club is going to put it back into safe. Yannis/ Rahul to make
sure the float is all ok the day after the event. (COMPLETED)
Action point- Yannis to send Megan and Shiv an email for bop applications (COMPLETED)
Action point- Yannis and Matt going to sort the social out with STFYD. 60 attended- made £300(COMPLETED)
Action point- Yannis- freshers’ survey via Jacs Ob- survey (COMPLETED)
To do:
Action point- Yannis to make survey for Finals Fortnight.
Action point- Yannis to make survey for Finals Fortnight. Deadline: End of term
Action point: Yannis to send Becky a budget template.
4.13
Social Secretaries
Report:
Ines:
Publicity for snow ball is on its way, earlybird tickets sold out in hours - finalizing details until the night
Dave:
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Poster done
FB page done
LOTs of spamming over the last few days...
Contacted ice rink in SK twice now, still no response :(
Trying to get sign in details to do a survery on final years for finals fortnight (dont want to use IC's, as dont think they
need to know the information we get)
Completed action points from previous meeting:
To do:
Action point- Socials to help Shiv find an external location for Affirmation 1pm-5pm on either the Saturday or the Sunday.
Action point: Socials and Becky to help look for a venue for Daruish- ie send him a few venues to give him options; and help
with a poster?
4.14
RAG chair
Report:
DASH
• tickets will hopefully be no more that 70 pounds
• We have coaches booked for 156 people
• Club in Canterbury has been sorted
• working on finding suitable hostels
• gonna start advertising it before the end of this term and start selling tickets right after 1st year formative.
RAG week
• Invasion is going to be Monopoly themed and were going to have to edit the task list so that Anthony Crowther does
not get cross.
Completed action points from previous meeting:
To do:
Action point: Shoaib to make sure he spells out on the programmes about collecting on tube.
Action point: Shiv to discuss fourskins with Shoaib and the committee and to come to meetings please.
Action point: Shoaib- please discuss these things with YOUR committee as well.
4.15
Summer Ball Chair
Report:
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NEW YEARS RESOLUTIONS: Contract has been signed and returned. Deal will be the same as last year with same drinks
discounts (£3.50 bottle beer, wine, £4 doubles).
Have asked Rahul to arrange purchase order for deposit payment of £500
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'Save the date' posters have been made to be put around campus in the last week of term.
Guest list only so online ticket sales and cash tickets bought after fresher formative.
Planning tickets to be £6 - would appreciate peoples input??
Have sent out email for fresher on committee - few applications received so far, deadline Wednesday, will decide by
Friday.
Sponsorship team started to contact companies
Still venue hunting - seeing Royal Courts of Justice
Ents team started searching for after dinner quotes
Secret Santa present BOUGHT!
Completed action points from previous meeting:
To do:
Action point- Becky to send NYR poster to Megan for the last newsletter for term
Action point: Becky to talk to Shoaib RE organising a social for that evening (21st Feb).
Action point: Socials and Becky to help look for a venue for Daruish- ie send him a few venues to give him options; and help
with a poster?
4.16
Bar Managers
Report:
Completed action points from previous meeting:
To do:
4.19
ICSM Gazette
Report:
Completed action points from previous meeting:
To do:
5
Any other business
6
Upcoming Events
10th December- Snow Ball
7
Next Meeting
Next term- doodled
8
Dates for your Diary
1st December- SU Xmas dinner
15th December- Amateur transplant gig