2011-2012 [engsoc] meeting 08 - november 24, 2011

8/2/2019 2011-2012 [EngSoc] Meeting 08 - November 24, 2011

1/9

Meeting Minutes

November 24, 2011

Opening:

The regular meeting of the UOIT Engineering Students Society was called to order at 12:00pm on

November 24, 2011 in UA3340 by Janelle.

Present:

Danielle, Sean, Nick, Glen, Janelle, Justin

Absent:

Waqar, Shane

A. Approval of AgendaThe agenda was unanimously approved as distributed.

B. Approval of MinutesThe minutes of the previous meeting were unanimously approved as distributed.

C.

Open IssuesEngSoc 2011/2012 Initiatives

Initiative Details Status

Orientation Week

Move In

First Year Welcome Diner

Health Science Engineering Breakfast

EngSports Day

Complete

Complete

Complete

Not Approved

General MeetingsFirst Semester

Second Semester

Approved

Class Reps

First Year

Second Year

Third YearForth Year

Build Competitions

September

October

IEC (November)

January

February

Cancelled

Complete

In progress

Scavenger Hunt Sign up Complete


2/9

Submissions

SocialsTuesdays at Shags

Engineering Pub Night

Official

Guest Speakers

October

November

FebruaryMarch

Mental Health Awareness SeminarFirst Semester

Second Semester

WIP

Go Eng Girl October Completed

Eng Ball March Schneider?

National Engineering Month Rube Goldberg

Mentorship Program Start WIP

Movember In progress

Eng Hockey November Not happening

Clubs Extravagnaza October In progress

D. New BusinessExecutive/Council

Action Items

Item # DescriptionAssigned

To

Date

AssignedDate Due Status

EXEC-001

Create meeting minutes

template (completed) procedure

for transition document

Update minutes template with

discussed changes2012-03-01

Will have procedure written for

transition of new executives

Danielle Aug. 27, 2011

March

2012 On Hold

EXEC-002

Draft up how to setup and use

new tools (eventbrite,

tungleme)

2011-10-20

Created a tutorial on how to

setup tungle me, other things will

take time to create documents.

Needed for transition

Shane Aug. 27, 2011

End of year

for

incoming

exec

On Hold

EXEC-003

Get an update on the Eng Store

in the Tuck Shop

2011-10-20

Swag has been put in the tuck

and students can purchase stuff

form there

Shane Aug. 27, 2011

End of Year

for

incoming

exec

On Hold


3/9

Need a documentcreated on how the store

is maintained (inventory)

EXEC-004

Justin to upload document to

Google docs about CFES

ambassador conversation atESSCO teleconference emailed

Jamie, writing a conference

report. Will wait on e-mail

UPDATE: 2011-10-20 will

upload

Justin Aug. 27, 2011 2011-10-31

EXEC-005

Class reps for both Faculties all

years need to be set up

2011-10-20

Waqar-writing up a class rep

guide

2011-10-20

First year engineering no one has

emailed waqar about class reps

for the design class, Waqar needs

an extension because having

issue with professors

Will put class reps in January for

next semester (need to finalize)

Glen and

WaqarAug. 27, 2011 10-07-2011 W-I-P

EXEC-006

Class size cap. This has been

discussed with kishawy and Joe

stokes and is being looked into.Will keep the engsoc updated on

the status of this

2011-10-20

Need a petition signed for class

sizes, room locations and this is

what kishaway wants to start this

process.

Online petition?? Is to come up

with a way that class dont get

disturbed but people are awareof what we are trying to do.

Information campaign with

pamphlets and then an online

petition

UPDATE This is pending (Glen)

Waqar and

GlenSept. 23,

201110-31-2011 W-I-P

EXEC-007Sponsorship list of events for

National bank, we are thinkingAll Exec

Sept. 23,

201110-13-2011 Working


4/9

EngBall and wine and cheese

events, also consider Schneider

Electric

2011-10-20 list has been sent

it. Waiting to hear back from

national bank.

Sent in Movember kick off,

mental kick off, financial, eng

ball, formula SAE all for potential

funding from national bank

UPDATE

- National bank will send a

contract (2 years?)

$1500 in the first year, split

between 2 semesters.

- Will not sponsor EngBall did notlike the party atmosphere

- Looking at mental health

seminar

- Orientation next year to be

sponsored by National Bank

EXEC-008

Approach faculty for funding for

conferences, clubs and society,

need to have the clubs meeting

before this.

UPDATE: Bob responded back,wanted to have a proposal ask

Sean what the clubs fundings

are.

JanelleSept. 23,

2011

10-14-2011

EXEC-009

Website needs to be finished (on

hold)

UPDATE: Having trouble for

finding time. Wait until after

exams.

Justine

and Shane

Sept. 30,

201110-14-2011 w-i-p

EXEC-010

Need to write up motions for the

SA general meeting. These need

to be in 10 days before themeeting.

Feb 1 - on hold. Not putting

forward in fall general meeting.

Waiting for winter

Janelleand All

exec

Sept. 30,2011

02-01-2012 in progress

EXEC-011

Should add a position that liaises

with the PEO and attends their

chapter meetings and reports

Janelle

and Justin

Sept. 30,

201111-01-2011


5/9

back to the executive members

so we can pass information on to

the students.

UPDATE: Oct 20OSPE meetings

are in Toronto. PEO meetings are

in Oshawa. For next meeting will

do a write up. (Justin will find out

for role of OSPE)

EXEC-012

Registration of PEO-SC in Ottawa

UPDATE: 7 delegates,

if due (oct 17) so must send out

information for people to sign up

and exec will decided based on

candidate application who will

attend.

Ask Shane to add Justin and Seanto mailing list because we need

the registration forms.

UPDATE:

-Went through the names

registration needs 10.

Justin

Sept. 30,

2011 10-17-2011 Oct 17

EXEC-012

NSBE request for funding.

Requesting $120 to purchase

refreshments. Sean Nov 3, 2011 Completed

EXEC - 013

Clayton from Schneider electric

wants to have a call with me

about a sponsorship. Prepare

some ideas to present.Glen and

All execWIP

Society

Action

Items

Item # Description Assigned To Date Assigned Date Due Status

ENG-001 Danielle Aug. 27, 2011 10-31-2011 On going

ENG-002

Two for the Show band for pub night

in November. Rob from two for the

show came in to talk to us, and this is

Janelle Aug. 27, 2011 10-31-2011


6/9

going to happen, November 1st,

UPDATE

2011-10-20, MOVEMBER waiting for

tickets, the band is charging $800.

Planning a bake sale. Need people to

volunteer to sell tickets. Have to put

up poster.

Completed

ENG-003 Danielle Aug. 27, 2011 10-30-2011 W-I-P

ENG-004

Organize the first year contest to add

another verse to the New UOIT

engsoc Godiva Hymn

2011-10-13 re-edited and posted on

webct.

UPDATE no entries

Sean Aug. 27, 2011 11-01-2011

ENG-005

List has been sent to SA for approval

Teams have begun to sign up and a

meeting will be held Thursday the 29th

to hand out the list and go over rules.

2011-10-13

Hunt as begun! 3 teams signed up 2

more potential teams, the list will be

posted on the website so students can

see the list and might strike more

interest

Final signup date is the end of

October

UDATE buy one more bear.

All Exec,

JanelleAug. 27, 2011 09-30-2011 On going

ENG-006

Need to have a clubs meeting, set thisup to see what events each club plans

to run and hat they want to do so we

can ask the faculty for funding and

allocate it properly.

2011-10-20

Meeting has happened, one more

meeting will be held for budgeting

and progress and member list for

around November 1-4.

Sean, Janelle Sept. 23, 2011 10-30-2011 On Hold

ENG-007

Club Ratification forms need to be

submitted to the SA by the 15th

ofOctober. - DONE

2011-10-13

All completed expect for the health

physics is not ratifying.

Sean Sept. 23, 2011 10-15-2011

ENG-008

Handbook, talked with CU possibility

of doing it just online but some

companies dont like that, seeing if

SeanSept. 30th,

201101-01-2012 w-i-p


7/9

companies are interested in doing

free swag. Need to think about the

handbook for next year options, talk

to faculty about doing the handbook

again instead of the schools one (if

they descried to do that again)

2011-10-13. Going to let the school do

it. Sean has a phone call meeting

about this.

Update Contract was sent.

ENG-009EngSoc Awards approval.

Welcome back new year cards.Sean

Updates

Person Description

Assigned Action

Item

Janelle

Meeting on Monday with Max from queens aboutmentorship.

Will give feedback to SA and want to push for this to happen will get an update from SA.

Shagwells are part of the SA. Possibly a Tuesday pub nightapproved.

Send weekly updates to Sean Office hours locker 21 26, 53, 20 Choose official office hours for all of us. November 3rd, PEO website - recruits from Google ($5 for

students)

Go on the stress Two guest speakers and possibly one faculty member Cardboard races

Sean

Club meet have been filled out form for November 29th Build competition was a good success IEC planning season done, event form submitted. 3

professors for judges UPDATE: 1 teams in the Junior, 5

senior team. Saturday starting at 9, in the west atrium UA

1220, 1240

Talking with Sophie everything is signed and done/dated

Danielle

Shane Communication request is online


8/9

(uoitengsoc.com/comm_request)

Organized Google Docs have 2 folders (look @ them)please document (exec)

Executive patches for each member not completed After exams making promotions for the EngSoc website. Create Eng Socks as swag. Creating New Years cards. Google docs. First year recruitment media attention about different

events.

Make VERONICA come to life!Nick

Nov 11-12-13 conference $120 for PEO Ottawa. ESSCO membership fee must be paid.

Justin

NC week PEO registration closes on Monday, need numbers Talk to Shane about flicker about scavenger hunt. Google lunar project in Nigaria

Glen

Meeting with Shane how to grow class reps Mental health seminar send out to all class reps Talk to Dr. Hargal about faculty. Focusing on IEC with Sean Anne Coulby has energy internships. White construction

sign up!

Case study with Schneider electric focussing on the designin January. Going to talk with Clayton about the overview ofthe project.

Waqar n/a

Notes:

Rob from Ryerson (President of the Engineering Society) talking about a Jeopardy game show. think

about family fued game for shags.

Approach all Engineering professors about students (classes, internet, midterms, etc) ask them if they

want to be on the mailing list.

New year cards from EngSoc to professors. We are thinking of wine glasses

E. Agenda for Next Meeting1. Call Meeting to Order

a. Approve Last Weeks Minutes2. Additions to the Agenda3. Review EngSoc Initiatives

a. Update list


9/9

b. Status4. Review Action Items5. Updates

a. Executive Membersb. Committeesc. Clubs

6. Additional Items Glen talking about Schneider Electric7. Next Meeting8. Adjourn

Adjournment

Meeting was adjourned at 1:00pm by Janelle. The next general meeting will be at 12:00pm on

December 1, 2011 in UL109.

Minutes submitted by: Nicholas Soldera

Approved by: Sean Kell

2011-2012 [engsoc] meeting 08 - november 24, 2011

Documents