Arts Council Meeting
November 12, 2014
Agenda
Date: Wednesday November 12, 2014
Time: 5:30 PM
Place: HH 373
Time
1.
University of Waterloo
Arts Student Union
Arts Council Meeting
Agenda
Action
Approval of Agenda
Approved
Motion: That Council approve the agenda
2.
Approval of the (October 29th) minutes, Appendix A
Approved
Motion: That Council approve the above minutes
3. AFSA presentation & vote
4. Approval of the DECA Grant Proposal, Appendix B
Approved
Declined, New Motion Carried
Motion: That Council approve the above grant proposal
5. Approval of the Speech Communications Grant Proposal, Appendix C
Approved, $300
Motion: That Council approve the above grant proposal
6. Items for Report/Announcement
Executive Reports
Information
Councillor Reports
Information
Society Events
Information
7.
Business- New
8.
Adjournment
(6:40 PM )
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
Minutes
<<<<<Meeting Commences at 5:30 PM>>>>>
Absences
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Political Sciences
Religious Studies
German
History
Philosophy
Spanish
Music
Legal Studies
Economics
Sexuality, Marriage and Family
Social Development Studies
English
French
Approval of the Agenda
Motion: That council approve the agenda
First: GBDA Second: Drama
Vote: Motion Carried/Denied
Approval of the Minutes
Motion: That council approval of the month day, year council meetings
First: Sociology Second: ARBUS
Vote: Motion Carried/Denied
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
AFSA Presentation and Vote
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Fee restructuring proposal
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Move 30$ to being moved directly to AFSA directly rather than AEF
o Include that in the student society fee, but move it from there to AFSA
o 90% of students on board, as seen in the referendum
o 37$ paid to ASU and then the 30$ is then given to AFSA, 20$ will continue to go to AEF
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Why?
o Same money but more resources to students
o More events and services for the school of accounting and fine management
o To compete with other business schools
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What is AEF doing with the money?
o Accounting gets the interest portion
o 16/17$ per student is received
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When would this be implemented?
o May 2015 is the aim
o Has to pass through the board of governors in February
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Will the AEF interest still be received?
o Yes, but more limited
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Purely educational sessions
What is the approximate increase amount going forward?
o From the current $60,000-80,000 to $120,000-130,000 per year
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
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This restructuring doesn’t change the ability for this to be refunded
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How will this money be used?
o Sending students to networking sessions
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Partial ticket payment
If students are being sent, how do you decide who you send?
o Undecided, but probably based on merit.
o Select students (strong and new students)
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Would you see larger or more social events?
o Both social and conferences
o But focus on educational purposes
<<<Representatives leave room>>>
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They’re not contributing to the AEF
o Short term solution, but long term issue
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Avoidance in bureaucracy
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Gaining now what you’re inputting now
Motion: That council approve the movement
First: SoFa Second: GBDA
Vote: Motion Carried/Denied, Unanimous
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
Grant Proposals
Club/Society: DECA
Grant Proposal- Explanation + Presentation
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Enough funds already to host one event
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Looking to attract more non-accounting students by 50%
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5$ for the fee
o Entrance fees and miscellaneous
o In-house competition
o Plaques
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Normally incur a loss
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Asking for 250$ not 500$ as proposed initially
o To promote the event to other arts students
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Case study competition
o Real experience without the risk of loss
o Critical thinking competitions
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Teaching sessions that mimic real business situations
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More networking possibilities
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Money is already collected for this year’s events, but needed for next year
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How will you be getting the students?
o Outside of AFM next year
o If the fee is covered, you’re thinking they will be attracted by that
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Will you be back?
o If it’s successful then yes, but depending on numbers
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Recruiting strategies?
o Execs who will market to their individual programs
o Because membership closes early, that was an issue
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What do you do with AFM to promote?
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
o Social events
<<<Society exec vacates the room and societies begin discussions>>>
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Confusion about when the money is for
o Come back next Fall?
o Not fair to put money paid this year for next year
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Since their club is run on a yearly basis, not per term
o Show results next year
o First meeting is mid-September
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This is when membership is paid
DECA runs per year not per term
o Membership payment is done at the in-house conference
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Can we ask if the money is mandatory?
o Would it be sufficient to come back with a better plan?
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Unclear how they’re trying to span and market
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A plan needs to be given for next time
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5$ wouldn’t stop a student from joining
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If they need money in winter, they can come in winter, otherwise this grant has been proposed
too early
New Motion: They come back in September
First: Drama
Second: Speech Communications
Abstentions: N/A
Grounds:
Vote: Motion Carried/Denied
Additional Comments:
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Have a plan for that 250$ (marketing strategies and such) when you come back
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
Club/Society: Speech Comm
Grant Proposal- Explanation + Presentation
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Asking for 300$ to cover costs to a conference in Chicago
o An opportunity such as this could not arise in KW
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Good opportunity that is A) done annually and B) provides networking and such for such a small
department
o Students have the chance to explore what their colleagues are working on
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More money is asked for than last year because more students signed up
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On top of some money received last term
o Due to extra van
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All other expenses
o AEF and out of pocket, yes
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Nobody was left behind.
o Planned for 12 spots and 11 people signed up
<<<Representatives Leave Room>>>
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They’ve done it before and always loved it
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Always got funded
Motion: That council approve the above grant proposal
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Condition: That a conference is held to teach other students who couldn’t go what
happened (which has been done in the past)
First: Psych Second: Sociology
Vote: Motion Carried/Denied, Unanimous
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
Executive Reports
Koren Leung (VP Finance)
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All schedules updated
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Budgets are at hand, emails will be sent out
o No physical cheque, balance transfer
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A lot of cheques not picked up
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Budgets need to be sent
Alecs Romanisin (VP Communications)
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N/A
Alisha Sumar (VP Academic)
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Office of academic integrity event to be held soon
o 2 sessions
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Chris Westfolk  elevator pitch
o January 28th 6-9PM
Sofia Li (VP Marketing)
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N/A
Jonathan Choo (VP Social)
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Cards against humanity event November 13, 6-9PM
o Big black set
o Potentially free pizza
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New ASU swag
o Game of Thrones Porcellino (20$)
o Hats maybe?
o Sweat pants (15$)
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Events TBA
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Porcellino giving hugs and Hershey kisses, November 13th
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French crepe night is today –hence why they’re not here-
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
o Aboriginal room in St. Paul’s
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Winter conference
o Instead of council one afternoon, it’s a classy event with presentations and such
o Party time
o 2nd /3rd council that counts as one of your 4 mandatory meetings
o Free event
o 3 or 4 people per societies
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Details TBA since next term
First Year Representative(s)
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Ugly holiday sweater party
o Bomber and fun stuff
o Possible dates: Tuesday the 25th or the 30th of November
Brandon Rad (VP executive)
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N/A
Dylan Ball (President)
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UGAG meeting
o Lowering of average motion passed
o Starting September 2015, students can take a new plan requiring average of 70 and not
75
o Graduating “with distinction” at MAV of 75
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Dean’s list is 83
o More to come
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AEF referendum
o Increase of fees
o Approved, so more to come in the future
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Tuesday November 18th, 3-6PM, Arts meet and greet
o At Bomber, with free food, drop in
o Hope for societies to be there
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
FEDS Arts Councillor Representatives Report
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N/A
Society Reports
Arts and Business
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Headshot event went well
Anthropology Society
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Community building events
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Movie on the 13th
Global Business and Digital Arts (GBDA)
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Events went well
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Luncheon program on Stratford campus
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Academic events/training sessions
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Ginger bread decorating event
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New year’s gala in February at Stratford campus
o Tickets available to all students
o Buses available, and ticket pricing includes that, but venue is free
Human resources Society (UWHRS)
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60-65 turnout for pilot (headshot event)
o Thinking of doing it per term
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Planning EOT event
o Details TBA
Peace and Conflict Studies
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Forgiveness symposium run in the beginning of October
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Few smaller get together events
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Getting ready to host elections
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
Society of Fine Arts (SoFA)
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Trip to Toronto on Saturday
o Spots left for those interested
o Free
Sociology Society
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Even on the 18th in the SLC
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More lined up for winter term
Speech Communications Society (SCS)
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17th is an improve night with drama
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Billiard party
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Swag ordered –cheap printing-
Additional comments
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N/A
Motion to Adjourn
First: SoFA
Second: Accounting
Vote: Motion Carried
Resolved: Council Approves to Adjourn Meeting
<<<<<Meeting Adjourned at 6:40 PM >>>>>
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
Appendix A- October 29th Meeting Minutes
<<<<<Meeting Commences at 5:30 PM>>>>>
Absences
 Philosophy
 Classics and Medieval Studies
 Social Development Studies
 SMF
 Peace and Conflict
 Legal
 Spanish
 Women’s Studies
 Music
Approval of the Agenda
Motion: That council approve the agenda
First: Econ
Second: SoFA
Vote: Motion Carried/Denied
Resolved:
Approval of the Minutes
Motion: That council approval of the month day, year council meetings
First: Religious Studies
Second: German
Vote: Motion Carried/Denied
Resolved:
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
Grant Proposals
Club/Society: Cercle Francais
Retraction of proposal- Money No Longer Needed (event passed)
Grant Proposal- Explanation + Presentation
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<<<Society exec vacates the room and societies begin discussions>>>
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Grant Proposal Discussion
Motion: That Council Approve the Above Grant Proposal
First: Second:
Abstentions:
Grounds:
Vote: Motion Carried/Denied
Resolved:
Additional Comments:
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Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
Club/Society: French Society
Grant Proposal- Explanation + Presentation
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Conversation café
o To practice language
o Money for coffee
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Regular events
<<<Society exec vacates the room and societies begin discussions>>>
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They don’t have a lot of money
Grant Proposal Discussion
Motion: That Council Approve the Above Grant Proposal
First: Unanimous
Second:
Abstentions:
Grounds:
Vote: Motion Carried/Denied
Resolved:
Additional Comments:
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N/A
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
Club/Society: Outpost Gallery
Grant Proposal- Explanation + Presentation
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No other source of money
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Contacted other agencies who aren’t interested
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50-75 people
o Panel discussion
o Split up into two parts
o Beta tested, so they know it’s popular
o Small list of people already registered
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Money towards coffee and other small stuff
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Off campus, downtown Kitchener
<<<Society exec vacates the room and societies begin discussions>>>
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Not well attended?
o Distance being an issue
o And the idea in general doesn’t seem to attract people
o But, they generally have good attendance during events
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They don’t have much money as is
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Good self-representation  support
o Their events usually have good turnouts
o Good attitude towards testing new ideas
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Towards a bigger group
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
o Not just for fine arts students, for all UW students
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300$
o Money has high usage potential
New Motion: 300$
First: Econ Second: Speech Comm.
Vote: Motion Carried, Unanimous
300$ awarded
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
Club/Society: Human Resources Society (UWHRS)
Grant Proposal- Explanation + Presentation
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2 primary things the money would go to
o Signage
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All events (150$)
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Students not very aware of existence
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Increase in club awareness?
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Effective for future terms, not just this
o Club events
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November 10th, 5-7 (ARBUS collaboration), Headshots
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QNC
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All students invited
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Money goes to the photographer and refreshments
Prof mixer
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Food and refreshments
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Human Resources Association Info Session
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Member meetings
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End of term nacho crawl
What’s done for marketing?
o Emails, social media, posters collaboration with ARBUS
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If full 400$ isn’t allotted what’s the focus?
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
o Prof night, headshot event and nacho crawl [in that order]
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Info on how the headshot event works
o First come first serve basis
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What was the past event?
o General meeting, 15 people came (big turnout for them)
o Game night
o Students from other faculties come all the time, since it’s a minor
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Classroom visits as well
<<<Society exec vacates the room and societies begin discussions>>>
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Do they have money?
o Since they’re a minor, they have very little money but lots of great ideas
o Currently at 37$
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Can their department not give them a banner?
o Club specific one
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Marketing initiative effective?
Grant Proposal Discussion
Motion: That Council Approve the Above Grant Proposal
First: Accounting
Second: Psychology
Abstentions:
Grounds:
Vote: Motion Carried/Denied
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
New Motion: 250$, with the condition to not do signage
First: Econ Second: Religious Studies
Vote: Motion Carried, Unanimous
Resolved:
Additional Comments:
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N/A
250$ awarded
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
Executive Reports
Koren Leung (VP Finance)
 Introduction of commissioner and her role
 Try to match up budget to what is actually happening
 4 out of the 6 meetings require attendance for allotments
Alecs Romanisin (VP Communications)
 Potential events
Alisha Sumar (VP Academic)
 N/A
Sofia Li (VP Marketing)
 N/A
Jonathan Choo (VP Social)
 Swag
o Orange hoodie comeback with new design
 Events
o Trivia night, November 6th
Alexa Fuentes & Galen Kperera (First Year Representatives)
 N/A
Brandon Rad (VP executive)
 N/A
Dylan Ball (President)
 AEF meeting  Increase of fee for students (12$, the lowest)
o Brought to students for discussion and potentially further passing
o More student funding
o 27,000$ to spend from arts students
o General consensus:
 Raise it to: no more than double (24$ is still reasonable)?
o Big picture items that go beyond a term-to-term basis
o With higher funds comes bigger requests
 It would go to strengthen the faculty
 Largest faculty on campus, but not as united as the others
o What would the students say? How do we explain?
o AEF doesn’t only fund small projects, it can fund much grander ideas
o Instalment of student space?
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
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COPS meeting
o New society agreement that will be worked on this year
o Our funding comes in from FEDS in late October, too late  set up to get a percentage
at the start of the year and 60% later based on actual numbers
Arts Faculty Council
o Integration of Conestoga students to become more fluid
Fall Open House, Saturday November 1st
Arts meet and greet, SLC
o ASU, deans, FEDS, AUO, societies and such, to come and meet students to voice their
thoughts
o Date TBA (3rd week of November? )
UGAG meeting
o Plan standardization
 Uniform plans throughout the faculty
 16 courses, and decrease of Honours GPA requirement from 75% to 70%
 Report from students
o Stressful for 1st and 2nd years especially to maintain 75%
o 70% seems reasonable, students who get high grades will
maintain them anyways
o Is there a huge difference between a 70-75%?
 Not much
 Quantifying a grade is harder
o Grad school application standards (students still know they need
to maintain an average)
o Encourage students to get more involved on campus if they have
less stress
o More students in co-op
 Maintain average?
o Where would the extra money we gain from this go?
o Do negatives outweigh positives?
 Battle for more space for example
o Consent requirement forms to get around minor problems
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
FEDS Arts Councillor Representatives Report
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General meeting last week
o Credit card vendors will no longer be allowed in SLC vendor’s alley
o Increased accessibility to SLC
o Fall reading week referendum, November 4th-6th
 Only for student opinion, to be furthered to Senate
FEDS council is Sunday November 2nd
Board of directors’ meeting will remain closed
Society Reports
Accounting and Finance Students Association (AFSA)
 N/A
Anthropology Society
 Movie night
 Cultural dinners (every other week)
Arts and Business society (ARBUS)
 Kick-off event went very well
 HR collaboration coming up
 Alternative to tubing event
o Rangers game? Book of Mormon? Symphony?
Econ
 Prof mixer at the grad house on the 10th
 Grad school info session, 12th
 Alum speaker on the 5th
English Society
 Welcome event, went well
 First book club meeting on the 30th
 Poetry slam at the end of the term, last week of November?
French Society (Le Cercle Français)
 Events so far went well
German Society
 N/A
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
Global Business and Digital Arts (GBDA)
 Pumpkin carving and Halloween event
 Dress up photo booth
 Joint event
 Mixer, November 10th, V1 multipurpose room
 Gala
o First student run event on campus
o No confirmed dates
o Stratford campus
History Society
 Bonfire went well
o Improved turnout
 Board games and other small events for the rest of the term
 Planning smaller events
 Trip to Brantford Mohawk institute, November 21st
 Historical journal reviews
o Art cover contest?
o SoFA collaboration
Human resources Society (UWHRS)
 Event rundown (see grant proposal notes)
Psychology Society
 Office revamped
 Meet the profs went exceptionally well
 Movie night coming up, chosen by student
 Year-end event?
Religious studies
 Atheist conference, Toronto,
o Discount for students (50% off student pricing, not regular)
 Star wars marathon on the 14th now
o Location TBA
o Guest lecturers from Sociology and RS to come speak between movies
o Unlimited refreshments
 Another PhD lecturer
o Cults of dead celebrities (past one)
o Mormonism in Canada, November 20th
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
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Careers after religious studies alumni event
o Cooler things than you’d expect
Society of Fine Arts (SoFA)
 4th year exhibition
Sociology Society
 Info night for 1st and 2nd year students
o Very successful
 Movie night, November 18th in the SLC
 Guest lecture as end of term event
Speech Communications Society (SCS)
 Weekly bomber breakfast, Wednesdays
 Improve night, Drama collaboration November 17th
 Winter formal at Heuther, Grand Eight theme
Theatre Students Union (TSU)
o Movie night, October 30th
o Improv
Additional comments
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N/A
Motion to Adjourn
First: Sociology
Second: Anthropology
Vote: Motion Carried
Resolved: Council Approves to Adjourn Meeting
<<<<<Meeting Adjourned at 6:35 PM >>>
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
Appendix B- DECA Grant Proposal
Reason for Subsidy: This year marks UW DECA's 10th anniversary in providing students an opportunity
to showcase their excellence in critical thinking and presentation. During the duration of this past year,
UW DECA members have refined and polished their skills for the 10th UW DECA Conference, though
these skills will transcend far past their university years, to their professional careers. In order to
provide a memorable and beneficial experience to our 120 hardworking delegates, UW DECA requires
funds to rent out venues and cover the costs for the speakers and judges that make our conference
truly valuable.
Date of Event: N/A
Location: N/A
Number of Participants: 120
Total Expenditures: A detailed summary of expenditure will be provided at the meeting.
Expected Revenues: N/A
Loan or Grant: Grant
Proposed Subsidy from ASU: UW DECA is looking for a 500 dollar subsidy from ASU.
Proposed Terms of Loan Repayment: N/A
Allotment Already Received This Term: A detailed summary of finances will be provided at the
meeting.
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )
Appendix C- Speech Communications Grant Proposal
Reason for Subsidy: We would like to make this request to cover the cost of transportation for our
second vehicle's expenses as a group of Speech Communication students travel to the National
Communication Association Conference in Chicago, IL. A proposal was submitted in the Spring 2014
term (and granted) for the same amount to cover our first car's expenses.
Date of Event: Nov. 20, 2013
Location: Chicago, IL
Number of Participants: 11
Total Expenditures: This grant will cover transportation expenses for one vehicle.
Cost
Expense
$144
Gas
$156
Parking*
---------------------------------------Total: $300
*Parking is $39.00 per day for the duration of four day
Arts Student Union Council Meeting Minutes – ( 12 / 11 / 2014 )