Marianopolis Student Union Congress
2017-2018 Academic Year
Location: Second Cup
Day: Saturday, July 22, 2017
Time of start: 12:30
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
List of attendees (guests): none
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.
Roll Call of Members
The MSU Congress Members who are present at this meeting in its entirety are: Ramiz Razzak, Jia Rong Shao, Veronica Rodighiero, Abhinav Pal, Linda Zhu.
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.
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. New Positions on Congress Potentially presented by Ramiz AR
Newly accredited duties would be given to a Coordinator of Internal Affairs. In order to have this passed, a General Assembly must be called. It will be a position open to both first and second years. His/her mandate will be to review the three main documents about accreditation, not-for-profit corporations and internal regulations (e.g. Constitution and by-laws).
Motion to propose the new position of Coordinator of Internal Affairs open to both first and second years at the General Assembly (tentative date August 24 AP) – Passed (unanimous)
D. 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$. There will be a Congress booth at the event. Veronica will get a lawn permit as soon as possible.
E. Congress Retreat presented by Ramiz AR and Jia RS
Congress retreat will be taking place between September 8 (after school) and September 10 (late morning). It’s a team bonding event that will cost 2200$ from the Congress budget for 14 people. Transportation will either be by bus (675$+taxes) or Congress members will drive and be refunded for gas accordingly.
F. 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.
G. 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.
H. 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.
I. First General Assembly of 2017-2018 Academic Year presented by Ramiz AR
August 24th during AP is the tentative date for the first GA and will be announced on the first day of school.
J. First Club Budget Allocation of 2017-2018 Academic Year presented by Ramiz AR
Abhinav will be meeting up with Kat soon to figure out the ticketing system. There will be paperwork as back up.
K. 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 FB post to advertise and possibly a flyer posted around student services.
L. 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.
M. 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.
N. 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.
O. 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.
Motion to adjourn – Passed (unanimous)
This meeting was adjourned at 2:34 P.M.
Total duration: 2 hour(s) and 4 minute(s).