ECEGSA Meeting Minutes – April 20, 2015
Location: MCLD 418
Time: 6:00 pm – 8:00 pm
Attendance: Shreya, Ahmed, Tanzil, Michelle, Felix (came late)
Regrets: None
Elections
– should Arvind still be able to run the quiz night? – no, that could be seen as campaigning
– others don’t feel comfortable taking over the quiz night instead
– decision made to cancel the quiz night
– an email about eligibility for ECEGSA Executive positions for students not registered over the summer term was not yet responded to – need to address this
– do students need to be registered currently to be nominated for the elections? – yes
– send general email to remind all nominees that they have to be registered?
– also email the student who asked back (even though the nomination deadline is passed)?
– is it our responsibility to make sure the nominations are valid? – yes we can check if they are registered now, but we don’t know if they intend to remain registered (summer or otherwise)
– constitution implies you need to stay registered as a student, though it isn’t explicit – should clarify this in any updates to the constitution
– ask for advice from others on how to respond to this question? (e.g., GSS, AMS Ombuds, ECE department)
– this is a common issue for MEng students who aren’t always registered in the summer – should be more explicit in the constitution to avoid future issues
– easier to speak with person who emailed in person about it since it is a complicated issue – respond to apologize for the late response and offer to discuss in person or by phone
Quiz Night
– cancelled
Meet the Candidates Event
– not doing, since the candidates weren’t informed ahead of time
Volunteer Appreciation
– 4 people have resp’d so far
– send a reminder tonight – respond by tomorrow at 5pm (Michelle to do)
Store Clean-up
– Saturday 3pm, Tanzil to confirm if that time works
– can move time if needed
Picture Printing and Frames
– Felix to do this week
– get as many as needed to fit all the pictures
– Tanzil to order via amazon
– can increase the budget a little, to around 200 to 300
Payments pending
– APSC payment received
– GSS payment not cashed yet
– reimbursement for Pedram with Google Map instead of odometer readings?
– technically not correct documentation
– just don’t worry about it? ask department?
– could sign if he gets a Google Map printout
– he said if it’s a big deal then don’t worry about it – we will leave it then
Constitution
– Michelle to check in with who we could get to help us (maybe GSS)
– during elections what activities should be allowed to be held?
– current executives running for new positions could appear to be campaigning which should be avoided through a better definition of allowed activities during election times
– replacing executives
– by-elections vs. appointment – define clearly when each is appropriate
– election duration can be an obstacle
– what does absent from campus mean?
– unable to perform duties (even if still physically on campus)?
– not registered as a student?
– access to the buildings is difficult if not registered as a student
– UofA ECEGSA constitution is very long and looks good – might be a good example to follow?
– may also be resources from the GSS or others
Handover
– after the social if possible
– otherwise try to do some other time?
– do one on one meetings if necessary afterwards
– should have some materials prepared
– discuss more next meeting
Couches
– 800 each to be fixed
– Michelle to try to get a few more quotes
Afternoon Social
– order pizza for the last one (when the election results are announced)?
Sun Run
– Michelle to follow up with Adrian