Council Meeting Agenda
Council Meeting AgendaEngineering Society of Queen’s UniversityThursday, November 21st, 20197:00 pm, Macdonald 3I.II.III.IV.V.VI.VII.VIII.IX.AttendanceAdoption of the Agenda: Motion 1Adoption of the Minutes: Motion 2BreakSpeakers BusinessPresentationsi. Design Hiring Policyii. Half-Year Actualsiii. CDEiv. RoboMasterv. QWECNew Business: Motions [3-8]Executive Reportsi. Presidentii. VP (Operations)iii. VP (Student Affairs)Director Reportsi. Academicsii. Communicationsiii. Conferencesiv. Designv. Eventsvi. External Relationsvii. Financeviii. First Yearix. Human Resourcesx. Information Technologyxi. Internal Affairsxii. Professional Developmentxiii. Servicesxiv. Social IssuesX.Question PeriodXI.Faculty Board ReportXII.Alma Mater Society ReportXIII.Senate ReportXIV.Engineering Review Board ReportXV.Advisory Board ReportXVI.Club Reports (Sunny)i. Geoii. ChemEngChemiii. Apple Mathiv. CivilXVII.Year Reportsi. Sci’20ii. Sci’21iii. Sci’22iv. Sci’23XVIII. Statements and Questions byMembersSpeaker: Thomas WrightSecretary: Dana FaheyEngineering Society of Queen’s University Council Meeting Agenda1
Motion ListMotion 1Whereas:& whereas:An agenda was made;we need to approve it;BE IT RESOLVED THAT:Council approve the agenda of the Council meeting of Thursday, November 21st,2019, as seen on the Engineering Society website.Moved by: Ben “I always knew I’d meet my soulmate a WholeFoods” ZarichnySeconded by: Thomas “I was buying celery, you were buyingrosé ” WrightMotion 2Whereas:& whereas:& whereas:It’s been a few weeks since the last Council;There was also a Council meeting on Oct 17th;Dana made the minutes for both and they need to be approved;BE IT RESOLVED THAT:Council approve the minutes of the Council meeting of Thursday, October 31st,2019 and the Council meeting of Thursday, October 17th, 2019, as seen on theEngineering Society website.Moved by: Ben “woah approving two minutes at once“ ZarichnySeconded by: Dana “we’re just crazy like that” FaheyMotion 3Whereas:& whereas:People are making cool stuff;They want to be a ratified design team;BE IT RESOLVED THAT:Council approve the ratification of Queen’s RoboMasters as an Engineering Society DesignTeam as per their charter seen in APPENDIX “ROBOMASTERS”, pending approval of the Deanof Engineering and Applied Science.Engineering Society of Queen’s University Council Meeting Agenda2
Moved by: Brayden “Robo” SecordSeconded by: Max “Masters” BigioniMotion 4Whereas:& whereas:QWEC runs a conference;They want to be an Engsoc ratified conference;BE IT RESOLVED THAT:Council approve the ratification of Queen’s Water Environment Conference as an EngineeringSociety ratified conference as per their charter seen in APPENDIX “QWEC” and thus their deratification as a club as well as the associated changes to Policy κ: Section A – Engsoc AffiliatedClubs and Policy Section β: Section C.4 – The Director of Conferences seen in APPENDIX“QWEC IN POLICY”Moved by: Frances “I love water” MooreSeconded by: Connor “I love the environment” KingThirded by: Allison “Let’s run a conference on water and the environment” FinerMotion 5Whereas:& whereas:Engsoc’s current hiring policy does not foster success within design groups;We can create new policy that helps design teams succeed;BE IT RESOLVED THAT:Council approve the changes to Policy 𝛾: Section B - Hiring as seen in APPENDIX “DESIGNGROUP HIRING POLICY”Moved by: Max “Design” BigioniSeconded by: Sarah “Groups!” HatherlyMotion 6Whereas:& whereas:Conference Officer positions were new this year and need adjusting;The Director of Conferences would like to combine the Sponsorship and Financeofficer positions as well as add a Clubs Officer;BE IT RESOLVED THAT:Engineering Society of Queen’s University Council Meeting Agenda3
Council approve the changes to Policy 𝛾: Section A – Appointments, and Policy Section β:Section C.4 – The Director of Conferences as seen in APPENDIX “CONFERENCE & CLUBHUB”.Moved by: Allison “Let’s remember clubs” FinerSeconded by: Del “Ok, let’s give them an Officer” BenoitMotion 7Whereas:& whereas:The general Engsoc Elections are coming up in January;The election rules have been updated and need to be approved;BE IT RESOLVED THAT:Council approve the 2020 Engsoc General Election rules as seen in APPENDIX“ENGLECTIONS”.Moved by: Ben “I love elections” ZarichnySeconded by: Thomas “who doesn’t?” WrightMotion 8Whereas:& whereas:& whereas:There is no Sci 20 Faculty Board representative;We need to elect one;The DoIA feels that it would be impractical to undertake this effectively outsideof Council;BE IT RESOLVED THAT:Council elect as the Sci 20 Faculty Board representative.Moved by: Ben “Yay another election” ZarichnySeconded by: Melissa “finally” YoungEngineering Society of Queen’s University Council Meeting Agenda4
Executive ReportsPresident – Delaney Benoitpresident@engsoc.queensu.caHello Council!Sorry I couldn’t make it today! I hope council has gone well and everyone is excited to have2019 wrap up quite soon! Bets of luck to everyone on exams, take care of yourselves whilestudying – be sure to sleep, eat, take breaks, and be kind to yourself! Enjoy the break and catchup on some well-deserved rest – you’ve earned it! Thanks for a great semester 1!Things that I’ve been doing over the past three weeks: ATTENDING SCI FORMALo Thank you to the committee for all their hard work!Attending Deans Wine and Cheese Hiring Upper Year FCo Congratulations to FC ’20!Helped OEC hire a new co-chairo Congrats Carlos Bagni!Attending AMS AssemblyMeeting with Advisory BoardAttending the OSPE Ottawa Conference on Diversityo Met some awesome people and had some great tool to take awayMeeting with QUESSI Getting ready for Jacket Pick up and Slam! Meeting with SOARB for our O-Week 2019 debrief Meeting more with my FYPCO Meeting with the SELF Committee Attending the Michele Romanow event with FEAS and MBA students oAWESOME event, a very cool alumnus (Civil ’07, MBA ‘08) Jacket Council!! Meeting with the AMS RE: collaborationThings I’ll be doing over the next two weeks: Meeting with Advisory Board Working on a General Manager DescriptionEngineering Society of Queen’s University Council Meeting Agenda5
Working on getting our Mental Health binder out! Meeting with the Dean Attending the last AMS Assembly Attending the Principal’s Conversation on behalf of EngSoc Hiring OEC 2021 Team! (See below!) Helping with Jacket Pickup Helping with Jacket Slam Wrapping up the school year!A message from the OEC Co-Chairs:The Ontario Engineering Competition is being held at Queens in January 2021 next school year.The competition brings in some of the top engineering students from across the province andhas representation from up to 21 different schools and a budget of over 250 000. Please passonto your students that the executive is hiring positions for marketing/communications,finance, sponsorships, operations/logistics, and challenge leaders. The last time Queen’s hostedOEC was in 2002 so this is definitely something that doesn’t come around often. They arelooking for a strong team of students who are driven to bring this event to Queens and show offour school to the rest of the province! If you know of any students who would be interested intaking on something like this, please mention it to them and encourage them to apply. They’remore than welcome to talk to the Co-Chairs Andrew Hayman and Carlos Bagni regarding theapplication process (oec.engsoc.queensu.ca). All applications are up on the EngSoc dash underthe umbrella of OEC 2021!Some Exam Resources!Student Academic Success Centre: http://sass.queensu.ca/exam-prep/Peer Support Center: psc@ams.queensu.ca or call (613) 533-6000 x 75111, room 34 of the JDUC,Open 10:00am - 10:00 pm - 7 days a week7 Cups (Online Mental Health Support): https://www.7cups.com/ *24/7Big White Wall (Online Mental Health Support): https://www.bigwhitewall.ca *24/7Empower Me (Online or Phone Counselling): 1-844-741-6389 or register online!Student Wellness Services (Counselling): Call 613-533-2506 or drop into Mitchell HallEngineering Society of Queen’s University Council Meeting Agenda6
EngLinks (Tutoring and Workshops): https://englinks.ca/Good 2 Talk (Online and Phone Support): https://good2talk.ca/ *24/7Aaaaaaaaaaaand as always, let me know if you have any questions, concerns, or feedback!Best,DelEngineering Society of Queen’s University Council Meeting Agenda7
VP (Operations) – Jinho Leevpops@engsoc.queensu.caGood evening councilThings that I’ve been doing over the past two weeks: Training the following:o FC Financeo Sci-Formal Financeo Science Quest BusinessReviewing services month end finances and budgetso Clarko Tea Roomo Campus Equipment Outfitterso Golden Wordso Science Questo EngLinkso iConsMeetings:o Director of Finance, Liamo Director of IT, Andrewo Director of Services, Saraho Executiveso Meeting with my FYPCO DEVEN 3o General Managero Head Managerso Assistant Managerso Queen’s Hospitality Serviceso OECRunning Payroll for more than 200 peopleReviewing Society’s Operational Budget with DoF, LiamReconciling credit cardsFixed the security system.Dealing with fires to keep EngSoc alive.Setting up new payroll platform Ceridian and It’s paperworkThings that I will be doing over the next Month (Since this is the last council Meeting): November month end reviewsDecember month end reviewsNovember credit cardsDecember credit cardsMeeting with the Book-keeperDealing with fires to keep EngSoc aliveEngineering Society of Queen’s University Council Meeting Agenda8
Setting up the new payroll platformAny specific reminders you might have about an event or initiative you have comingup. This is also a nice time to thank people, etc.JinhoEngineering Society of Queen’s University Council Meeting Agenda9
VP (Student Affairs) – Zaid Kasimvpsa@engsoc.queensu.caNo report submitted.Engineering Society of Queen’s University Council Meeting Agenda10
Director ReportsAcademics – Helen Rotenbergacademics@engsoc.queensu.caHeyy councilHere are the things that I’ve been doing the past 3 weeks :pEnglinks: Full team meetingMet with head managerWorking on feedback systems111 workshopo Better attendance than first midterm workshopFYPCO projectso Feedback: new forms set upo Working on website, meeting with AMS IT soonFINAL EXAMS FIRST YEAR WORKSHOP SCHEDULE DROPPED :Oo You can now attend all 5 for the price of 4!! (loyalty discount)iCons Met with head managerNot much has changed, iCons are working awayThey have their new uniforms go compliment themNow working Friday nights until exams!Headshots this weekFYPCO is working on marketingBEDfund Meeting with faculty development personel again to discuss eliminating / diminishingstudent feeo Presentation coming next council (probably) on funds distribution, we want allof your opinionso If fee is eliminated, a new student-run fund will likely be created (hit me up withideas! Sustainability? Accesability?)Timbit idea generation eventFacilitating reps meeting with department managersEngineering Society of Queen’s University Council Meeting Agenda11
Academic advocacy Working on BIG fall term break surveyFall first year caucus happened, summarizing feedbackUpper year caucus coming up week 12 (hit me up if you want to attend!)Have a great week everyone ily sorry I had miss this one im in Virginia rn Helen RotenbergCommunications – Ally ShikazeEngineering Society of Queen’s University Council Meeting Agenda12
communications@engsoc.queensu.caHello Council!Things that I’ve been doing over the past few weeks: LinkedIn Headshot sessionPhotography coverage at various events and headshots for various groupsMet with the Communications Team, who are working on various projects and requestsHumans of the ILC head manager series happened last week on InstaWeekly All Eng newslettersMet with elections team to plan marketing campaignPromoting various events and positions on our social media platforms and storiesLaid a wreath at the Kingston Remembrance Day ceremony on behalf of EngSocThings that I will be doing over the next two weeks: Sending out the All EngMeeting with Communications Team and overseeing projects (especially holidayprojects!)Working with the Internal Records Officers on some new projectsGenerating marketing material for elections teamOrganizing workshops for equipment/softwareHumans of the ILC is back on the EngSoc Instagram! New posts every Tuesday andThursday! Also, if you need any photo/video/graphic design services, please submit arequest at comm.engsoc.queensu.caHave a great week everyone!Ally ShikazeEngineering Society of Queen’s University Council Meeting Agenda13
Yeah I listen to Christmas music year-round, so what? Joy is my middle name.Engineering Society of Queen’s University Council Meeting Agenda14
Conferences – Allison Finerconferences@engsoc.queensu.caHi Everyone!Things that I’ve been doing over the last three weeks: Attending Conference Committee MeetingsMeetings with Conference OfficersBegan a round of budget reviewFacilitating clubs and conference contract signingDistributing information and answering questionsInitiating Club Fund fund dispersalBursary meeting with Director of Social Issues Conferences and Design TeamsWorking on putting together infographics for conferencesDebriefing the roundtable with Conference OfficersMeeting with Conference Co-chairs and Club LeadsPreparing Policy ChangesThings that I will be doing over the next two weeks: Complete round of budget reviewExamine and reconsider Club Hiring PolicyConference promotion campaign with my FYPCOAttend Conference Committee MeetingsThank you!AllisonEngineering Society of Queen’s University Council Meeting Agenda15
Design – Max Bigionidesign@engsoc.queensu.caHello Council!Things that I’ve been doing in the past two weeks: FOB accessHiring policyStarting to work on design team showcase nightWorking on ratifying new teamsThings that I will be doing over the next two weeks: Working on design team showcaseContinue working on the design group hiring policySurvive xam szn #oofEnjoy the week,Max BigioniThe weather outside is frightful #coldEngineering Society of Queen’s University Council Meeting Agenda16
Events – Christina Bisolevents@engsoc.queensu.caHola Y’all!Things that I’ve been doing over the past three weeks:EngVents: Thunderballz happened!!!16 teams came out to Mitchell hall on Saturday for a day of ball throwing and froshgroup chantingWaivers sign ups finances were sorted prior toShout out to Comm Team for coming!!!!Imaginus Poster Sale: Apparently we do one next semester so that was a blimp on my radar, but more to comenext semesterMovember: 50/50 raffleMoga (Movember Yoga) happened, great feedback (highly recommend studio 330)QP Trivia Sunday, hosted questions, QTaps was excitedClark Trivia coming up (questions)Jiu Jitsu is coming!Donate online: http://mobro.co/queensu?mc 1Wellness: Booked a room started advertising!Engineering Society of Queen’s University Council Meeting Agenda17
Engiqueers are great to work withStart looking into more events (hit up wellness@engsoc.queensu.ca to give ideas)Dec 6th: Looked in Events locker for decorationsJade is finalizing volunteersLife is greatFestival of Cheer Food comingEngineering Society & Dean’s Reception: Finishing up finances Transition manualMisc: Events Crushdown w FYPCOBudget reviewsThings that I will be doing over the next two weeks: EngVents: get started on T-slez transition for the event for next yearMovember: updating budget, not growing a mustache, see events sectionDec 6th: Finalize plans (set up/take down) ordersWellness: Finalizing GBBBCFestival of Cheer: talking logistics w DavidLots of overseeing MovemberGingerBreadBridgeBuildingCompetition (Mon Nov25!!!)Clark Trivia (Movember) – Nov 27 @9pmSpecial thanks to Spencer Lee his team for an amazing day of dodgeballs on Saturday. Shoutout to Armando for getting GBBBC!!!! (Rules to come)Cheers,Engineering Society of Queen’s University Council Meeting Agenda18
Figure 1: Parents visiting free food bad quality photos. Itwas windy.Christina BisolTTP, DoEEngineering Society of Queen’s University Council Meeting Agenda19
External Relations – Jonah Oplerevents@engsoc.queensu.caHello Council!Things that I’ve been doing over the past three weeks:Outreach Team Santa Claus parade – lots of fun!!!Working on puppy room in conjunction with the faculty before examsSponsoring a Peewee KAMHA hockey team – hoping to do something with them in thenear futureExCommComm Everyone has been assigned a project to work on for the coming months and the ball isrollingFYPCO FYPCOs are planning a community service excursion through Boys and Girls Club withthe FRECs post-hiringMet with Ally (OC) and Connor (Chief)CFES Did pre-registration for Conference on Sustainability in Engineering, hoping to send fivedelegates and they will be by applicationBlood Donation November 5 trip was successfulOther Western-Queen’s eng hockey game in the works stay tunedBreaking Bad.Things that I will be doing over the next two weeks:Outreach Team Still working on puppy room and starting to get ball rolling on January’s events: SnowFort and Soup Kitchen (and Eng-Nursing event)Getting together with hockey team?ExCommComm Setting deadlines and solidifying goals for their projectsFYPCO Meeting with Boys and Girls ClubStarting to ramp up planningCFES Working on Dec. 6 nationwide collaboration memorialOther More. Breaking. Bad.Engineering Society of Queen’s University Council Meeting Agenda20
Bye.I AM THE ONE WHO KNOCKS.Finance – Liam Creggfinance@engsoc.queensu.caHi everyone!What I’ve done over the last 3 weeks: Been reviewing budgets from all our affiliated groups who want to stay ratified, plusnew ones – final updates for a few groupsProcessing transactions with the FOs, lots of cash boxes and depositsGot room bookings set up with PennyDrops, and helped them to advertisePolished up my October month-end, figured out some Debit-Credit tracking with thebookkeeperSorted some ledger issues for affiliated groupsThings that I will be doing over the next two weeks: Revamping the Operating Budget with Jinho to reflect the outcomes of the SCI/to reflectany mid-year changes people wanna makeEngineering Society of Queen’s University Council Meeting Agenda21
Adding people to the site (give me their emails if you need people on it)Developing some more automation stuff for the services/corporate initiativesSorting out some QFS (Queen’s Financial Services) stuff with JinhoStarting to move all our affiliated group balances to the Bank of EngSocContinuing to review/correct group ledgers for Dean’s Donation stuffReminders/Events: The financial literacy workshops run by PennyDrops in November are open to anyone,highly recommend checking them outAny sales and stuff, make sure you let me or the finance team know as far in advance aspossible, at least a week ideallyLiam Cregg, Director of FinanceEngineering Society of Queen’s University Council Meeting Agenda22
First Year – Nick Neokleousfirstyear@engsoc.queensu.caHello Council!Things that I’ve been doing over the past three weeks: Physics cookiesJacket Councilo Shout out to everyone who volunteered and helped outo Shout out to Ben and Thomas for helping plan and run ito Congrats to Sci ’23 for getting their GPAS!Lecture Talkso So far, reception has been pretty good from studentso Shout out to Craig and my super section reps for help with thisMeeting with my teamWorking on new discipline fair thingso Shout out to Valencia and Genevieve for helping me with thisWorking on a small little housing drop-in sessiono Shout out to Justin for working on this with meSending out some emails, you know how it be.Meeting with my FYPCOs to discuss the logistics of brining theatre to engineering atQueen’s.o Shout out to my FYP
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