July 22 2017

Marianopolis Student Union Congress

 2017-2018 Academic Year

1st Meeting

Location: Second Cup

Day: Saturday, July 22, 2017

Time of start: 12:30 P.M.

Facilitator: Ramiz A. Razzak

Meeting type: Summer

Note taker and timekeeper: Linda Zhu

List of attendees (Congress members): Ramiz Razzak, Jia Rong Shao, Veronica Rodighiero, Abhinav Pal, Linda Zhu

Regrets: Michael Di Giorgio, Yisen Wang

List of attendees (guests): none

Quorum: 5

Agenda Items

         I. Call to Order

The Regular Weekly Marianopolis Student Union (MSU) Congress Meeting of July 22, 2017, was convened at 12:30 P.M. by President Ramiz AR.

         II. Roll Call of Members

The MSU Congress Members who are present at this meeting are: Ramiz Razzak, Jia Rong Shao, Veronica Rodighiero, Abhinav Pal, Linda Zhu.

        III. Approval of the Agenda

One point was added to the Agenda under Section IV. New Business.The Agenda of this day’s meeting was then unanimously approved.

        IV. New Business

               A. MSU Water Bottles and Gym Bags presented by Ramiz AR

There are two options for water bottles: Neil 1.32$/unit (free shipping) or the In Print 1.32$/unit (+150$ shipping). The first choice is Neil, provided he can get the bottles in before the 15th. These bottles are similar to last year’s, one side MSU logo and the other side www.msucongress.com. There will also be fewer bottles (approx. 800) because Congress will also be ordering black drawstring bags from Neil with the MSU logo in white. The gym bags will be distributed at a later date.

               B. Congress Room presented by Ramiz AR

Last year, the Congress room was not used as a workspace. The Marianopolis administration will consider changing the location of the Congress room if it’s going to be continuously misused. For now, the policy that will be enforced is that the Congress room is exclusively a workspace. The policy may be relaxed later in the school year.  

Motion to enforce strict workspace policy upon the Congress room until further review – Passed (unanimous)

               C. Marianopolis Orientation 102 and Lawn Permit presented by Ramiz AR

Orientation 102 will be taking place on August 15th. Congress will procure 800 TCBYs from Wayne’s for a total price of 300$. There will be a Congress booth at the event. Veronica will get a lawn permit as soon as possible.

               D. Congress Retreat presented by Ramiz AR and Jia RS

Congress retreat will be taking place between September 8 (after school) and September 10 (late morning). It’s a team bonding event  for 14 people. Transportation will either be by bus or Congress members will drive and be refunded for gas accordingly.

               E. First Year Elections presented by Ramiz AR and Jia RS

Jia is in the process of planning the first year elections. The announcement will be posted on the Congress website. Posters will be up in the first week of school as well. Ideally, there will be Congress pamphlets as well. All Congress members should promote the elections during Orientation 102.

               F. Beginning of Fall Semester Activity Planning presented by Ramiz AR

The first few weeks back to school must pack a punch. There should be optimally one event a week, such as Free Food Fridays with food trucks. The coordinator should contact Kristen so that the events do not coincide with clubs’ bake sales.

               G. Office Hours presented by Ramiz AR

Office hours and contact info will be posted on the website. Members should be available 2-3 hours a week. Congress email accounts are to be set up and passed on every year.

               H. First Club Budget Allocation of 2017-2018 Academic Year presented by Ramiz AR

Abhinav will be meeting up with Katarina Stevanovic, Vice President of Finance, soon to figure out the ticketing system. There will be paperwork as back up.

               I. Student Insurance Survey presented by Ramiz AR and Jia RS

Congress will be posting an Omnivox survey asking for students’ opinions about student insurance. Congress will reimburse students (about 20% of the receipts they show that is under their name) if they are not insured by their parents. This money will be coming out of the Congress budget and will be integrated into the ticketing system as well. There will be one Facebook post to advertise and possibly a flyer posted around student services.

               J. Accreditation Requirements presented by Ramiz AR and Jia RS

The Coordinator of Internal Affairs will be taking care of the accountant, audit by the government, le Registre des Entrepreneurs, pay off the student union lawyer as well as other duties.

               K. MSU Congress Website presented by Ramiz AR and Yisen W

The domain is linked to WordPress CMS with the Avada theme and is hosted by Lightning host. The hosting package is on another server. It is currently a work in progress.

               L. Lawyer and Auditor presented by Jia RS

With accreditation, it is imperative that all financial records be kept. Consider spreadsheet and taking pictures of all receipts. This topic needs to be revisited again with the first years.

       V. Varia

               A. First Party of the Year presented by Veronica R

Veronica is hoping to throw a party. Some possible ideas are loft, beach, clubs, etc. Contracts must always be drawn up with the venue.

       VI. Adjournment

Motion to adjourn – Passed (unanimous)

This meeting was adjourned at 2:34 P.M.

Total duration: 2 hours and 4 minutes.

By |2018-04-07T22:32:45+00:00August 19th, 2017|Minutes|0 Comments

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