+
+ | 1
+ |
+ Apologies
+ |
+ JA
+ |
+
+
+ | 2
+ |
+ Adoption of Previous Minutes
+ |
+ HT
+ |
+
+
+ | 3
+ |
+ Matters Arising
+
+
+- T-shirts
+
+- Fresher’s Week
+
+
+- Societies Fair Stall
+
+- Annual RA
+
+
+- Use of generative AI
+
+- Contacting pizza companies
+
+- Teasoc collab?
+
+ |
+ All
+ |
+
+
+ | 4
+ |
+ Committee Handover
+ |
+ All
+ |
+
+
+ | 5
+ |
+ Past Events
+ |
+ All
+ |
+
+
+ | 6
+ |
+ Future Events (standing item)
+
+
+- Fresher’s Week
+
+
+- Board games night
+
+- Mixers
+
+- Pub
+
+- Societies night
+
+- Fresher’s Quiz
+
+- Scavenger Hunt
+
+- Park/Winterbourne
+
+- Other events
+
+
+- Break
+
+- CSS Plush Making
+
+- PUB
+
+- Outlines for major events
+
+- Christmas Meal
+
+ |
+ All
+ |
+
+
+ | 7
+ |
+ Sponsor/Industry Update (standing item)
+
+
+- Pipeline and active discussions
+
+ |
+ HW
+ |
+
+
+ | 8
+ |
+ Finance Report (standing item)
+
+
+- Most recent statement balance: £535.86
+
+- Actual working balance: £
+
+- Pending incomings
+
+
+- Capital One sponsorship
+
+- TPP sponsorship
+
+
+- Pending outgoings
+
+
+- T-shirts
+
+- Server costs (on grant)
+
+
+- Valyfy lost funds
+
+- Grants
+
+ |
+ IE
+ |
+
+
+ | 9
+ |
+ EDI Report (standing item)
+
+ |
+ All
+ |
+
+
+ | 10
+ |
+ Committee Suggestions (standing item)
+ |
+ All
+ |
+
+
+ | 11
+ |
+ Any Other Business (standing item)
+
+
+- Tex bot changes
+
+- Nav Bar Rework
+
+ |
+ All
+ |
+
+
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@@ -0,0 +1,791 @@
+
+
+ | 1
+ |
+ Apologies
+ |
+ JA
+ |
+
+
+ | 2
+ |
+ Adoption of Previous Minutes
+
+
+- Unanimous adoption of previous minutes
+
+ |
+ HT
+ |
+
+
+ | 3
+ |
+ Matters Arising
+
+
+- T-shirts
+
+
+- IE has done the budget notification and sent it off, we are awaiting confirmation
+
+- We won’t have them by fresher’s and we probably won’t have them by societies night
+
+- We will have to give out the t-shirts later on in the year
+
+- Make sure to advertise the free t-shirts as we will have them even if it will be delayed
+
+- TK asks if a separate post for the t-shirts will be needed
+
+- JA says this is a good idea, and that if needed we can do more orders later on
+
+
+- Fresher’s Week
+
+
+- Annual RA
+
+
+- Action AW and HT: Look through and remove old events no longer run and add any new events.
+
+
+- Action completed - Submitted to guild
+
+
+
+- Induction talks
+
+- UG:
+
+
+- 11:00-13:00 (12:30-12:40)
+
+- 15:00-17:00 (16:30-16:40)
+
+- HT has made the slides from the societies night slides and sent them to Zoe.
+
+- JA will be there for the talk, and will aim to stay for the length if possible.
+
+- HT to work out who is doing each talk and put it on the rota
+
+- Pizza being served after the talks so as many committee as possible to be in the atrium
+
+- Board games directly after the second pizza, so more people should be there.
+
+
+- PGR:
+
+
+- JA will do the CSS talk 11:10-11:20
+
+- JS will be there for most of the talk
+
+
+- MSc:
+
+
+- 11:00-12:00 (11:30-11:40), during the fair stand
+
+
+- Fresher’s stand schedule
+
+
+- Fill in the sheet for when people are available so HT can make the rota
+
+- HT will make the rota in the next day to make planning the week easier.
+
+- EW will print some things out ready to go onto the board for the CS atrium stand
+
+- Action GT: Make announcement to go out with the calendar
+
+
+- EPS Societies fair
+
+
+- Setup 10:00 - 10:30
+
+- Quiet hour at the start (low lights, less music)
+
+
+- Skill Share fair
+
+
+- Not really viable as we can’t really run it feasibly due to needing to bring in devices for it.
+
+
+
+- Use of generative AI
+
+
+- HT says that generative AI is not a good look for the society as many of the members are likely to be unhappy with this
+
+- Multiple committee members agree with this
+
+- JA says that AW brought up putting it into the constitution, and this can be discussed at the EGM being run and a vote can be run, giving the members an option.
+
+- We will need to work out the best way to word it and get it voted in the constitution
+
+- GT asks how that will be clarified
+
+- HT mentions the discussion committee had about sponsorships from AI companies and the decision that we wouldn’t use them as members probably wouldn’t like that
+
+- GT asks about companies like google as they have a big AI presence
+
+- JA and HT agree that it would be companies who are primarily AI focused
+
+- HT also says it isn’t a good idea to use generative AI for logos or making website pages for example, as this is the way we present as a society and it is very visible.
+
+- JA asks for discussions, suggestions, wording, and anything else on the topic to be sent on discord to get as many opinions as possible.
+
+
+ |
+ All
+ |
+
+
+ | 4
+ |
+ Committee Handover
+ |
+ All
+ |
+
+
+ | 5
+ |
+ Past Events
+ |
+ All
+ |
+
+
+ | 6
+ |
+ Future Events (standing item)
+
+
+- Fresher’s Week
+
+
+- Mixers
+
+- Board games night
+
+
+- Action JA: Contact the school about board games night
+
+
+- Room sorted, alcohol ordered
+
+- Will need to contact papa johns ahead of time to get the large order done
+
+- If pizza tokens aren’t made in time, we have the old ones in the cupboard still
+
+- Tabletop games society will be there, but don’t want collab advertised
+
+- We will get some rooms for tabletop to run “blood on the clocktower”, probably the labs
+
+- Action EW: Contact pizza companies to find out if any would like to make a deal. We will need to prevent cross-contamination and have dietary options.
+
+
+- Pub
+
+
+- Announcement is ready to go out, and can be done today
+
+- Action EW: Put pub night announcement out today
+
+- Either in fresher’s or early in week 1 we need to book the tables in the back as we normally do
+
+- TK asks if we’re planning on running a walking train to the pub
+
+- JA agrees, and says he can be there
+
+- JA suggests meeting at 17:30, and setting off at around 17:45 to get to the pub in time.
+
+- Action GT: Book pub night from 19:00-22:00 with 4 tables.
+
+
+- Societies night
+
+
+- Waiting for timetabling to get back to us to potentially book Haworth from 18:00 onwards, as Todd couldn’t book beyond 19:00.
+
+- JA says someone needs to contact somewhere to get pizza from in advance.
+
+- JA has created the slides for it, but everyone is welcome to make any edits they think are useful.
+
+- Other societies have also started to add their slides to it.
+
+- There is a small “shout-out” section at the end for the societies who aren’t able to attend (AlgoSoc, CyberWomen)
+
+- GT to remove location from the calendar for now as it is not confirmed.
+
+
+- Fresher’s Quiz
+
+
+- Action AW: Message Todd for alcohol and booking the atrium
+
+
+- Action transferred to JA and completed (decided against alcohol)
+
+
+- JA says it should be basically ready to go.
+
+- HT agrees and says the questions are all ready.
+
+- JA says that as the announcement doesn’t include pizza we can decide nearer the time if it’s worth it.
+
+- Zoe will be there, so we’ll need to ask her for access to the AV system for the quiz.
+
+- HT says we will need to print out the picture round ready for the quiz.
+
+
+- Scavenger Hunt
+
+
+- Action HW: Create scavenger hunt question sheet about the university
+
+
+- Still waiting for guild confirmation that estates are happy with our risk assessment.
+
+- Other than that the event is mostly ready to go.
+
+- Scavenger hunt meeting time is set on the calendar for Wednesday 13:30.
+
+- We will need someone at CS as well as the guild fair for the scavenger hunt.
+
+- Probably an hour to give teams time to get back and give stickers to them for completion.
+
+- Stickers can be given out at the CS atrium stand, or other events that we are running.
+
+- HW asks if it is better to have the scavenger hunt only released at the meeting time on the Wednesday.
+
+- AW agrees, saying it makes the in-person event seem like it’s already happened.
+
+- HW suggests keeping it open over the weekend after to give people more time if they want to do it on-demand.
+
+- JA says to have a printout of a QR code in the Atrium to the form so it is easy to access from the Atrium.
+
+- Action HW: Print out QR code to the form and make a short announcement to go out on the wednesday for it.
+
+
+- CSS Lunch
+
+
+- Lunch starting at 12:00, but aim to meet at the CS building at around 11:00, to leave by 11:20 at the latest to get the train.
+
+- Encourage everyone to buy train tickets outside of the CS building as there is no signal there.
+
+- Aiming to get the 11:26 to New Street, to get there by around 11:30.
+
+- Can buy from the bar or using the QR code on the tables to track how much we spend.
+
+- We can take some earbuds in case people need them for the loud environment.
+
+
+- Other events
+
+
+- Action ML: Reach out to VGS to ask about an early collab
+
+
+- Action pending
+
+- Break;
+
+
+
+
+- Weekly alternating with pub
+
+
+- Starting week 2
+
+- Friday 09:00 not a good time for it
+
+- Monday 13:00, but second years aren’t able to go
+
+- Thursday 15:00, to allow final years to attend for half
+
+- Thursday 15:00 chosen as it is similar to the time last year
+
+- In Sloman lounge as usual
+
+- Can discuss food and drink in week 1
+
+- Announcement in week 1 or 2 about it
+
+
+- CSS Plush Making
+
+
+- Action AW: Message Fearne to start planning it if possible
+
+
+- Action in progress
+
+- Will need to find money for it as the grant has run out
+
+
+
+- PUB
+
+
+- Weekly alternating with break
+
+- Starting week 3 (fresher’s pub night in week 1)
+
+- JA and HT agree that friday is best
+
+- AW says it was usually booked 20:00-22:00
+
+- TK and HT say that there weren’t any bookings after so we could just stay, and that we gave tables to other people when they weren’t being used.
+
+- Could change to Joe’s later on, but start with the Soak for now.
+
+- AW says he still doesn’t know how Joe’s is going to be booked
+
+- TK and EW happy to do the weekly roundups each week for upcoming events
+
+
+- Christmas Meal
+
+
+- Provisionally Friday 4th December at 18:00
+
+- Agree that we are good to go ahead with the Green Man and consider prices
+
+- Action HT: Email Green man to start process and let them know provisional time
+
+
+- Outlines for major events
+
+
+- Halloween quiz
+
+
+- Action HT: Make quiz
+
+
+- Thursday after EGM
+
+- Alcohol decision after Board games to see what we have left
+
+- Will need to do prizes and book atrium
+
+
+- EGM
+
+
+- Advertising:
+
+
+- First year rep
+
+- International rep
+
+- PGT rep
+
+- EDI Officer
+
+
+- Will open applications 2 weeks before
+
+- Can wait until after fresher’s, but need to make activity and RA, and do website
+
+- JA needs to make chair slides, and IE needs to make treasurer slides
+
+
+- Ball
+
+
+- Action GT: Look around for some options for hosting the ball
+
+- Could do with somewhere with cheaper alcohol to host the ball
+
+- Previous years: Burlington hotel, council hall, industrial place
+
+- Botanical gardens doing renovations so won’t be able to host it this year.
+
+
+- OSM Mapathon
+
+
+- Matt says he wants to run this again
+
+
+- NQ64
+
+
+- Not too expensive, usually a different group of people
+
+
+- Hoodies
+
+
+- On sale around christmas if possible
+
+
+- Discord bot-a-thon
+
+
+- Two day event (weekend)
+
+- Saturday - workshops to learn about bots
+
+- Sunday - Create a bot in teams
+
+
+- Bar crawl
+
+
+- First or second semester
+
+
+- Workshops
+
+
+- Want to bring these back
+
+
+- Film night
+
+
+- Easy for us to run, different event
+
+
+- Collabs
+
+
+- TeaSoc
+
+
+- HT in discussion with one of committee about this
+
+
+- Bad film society
+
+- Cheese society
+
+- Cocktail society
+
+
+- Sports
+
+
+- Football
+
+
+- Wednesday 13:00 is the time given in the poll
+
+- This will be 11-a-side
+
+- It will be around £200
+
+- HT asks if we have enough money for that
+
+- AC hoping to book it as soon as possible
+
+- IE says we can probably do it sooner
+
+- AC says it needs to be done in the sports and fitness app
+
+- Probably going to need to be a personal expense
+
+- JA says this is good as it is quicker
+
+- AC says sports and fitness are running a trial before the sessions start and she is hoping to ask them there what is going on
+
+- JA suggests reaching out to Sumeet to ask how it works, and he is often helpful as he was sports secretary two years running
+
+
+- 5K Run
+
+
+- HW says RA is very long but has been approved.
+
+- CS building to Vale along roads and then back along the canal to the CS building
+
+- Aims to be a sociable, fun, run
+
+- Not a particularly fast pace
+
+- Only alteration is removing sign-up and instead having the committee’s email on the publicity
+
+- HW will give a briefing at the start for safety
+
+- Being run on Tuesday of week 2, at 17:00
+
+- HW has the publicity written and ready to go
+
+- HW suggests setting up a society strava page as it would be nice to have
+
+- JA says that would be good to launch with the 5K run
+
+- HW says he will make a start on the RA for it
+
+
+
+
+ |
+ All
+ |
+
+
+ | 7
+ |
+ Sponsor/Industry Update (standing item)
+
+
+- Pipeline and active discussions
+
+- Three sponsors basically confirmed:
+
+
+- Capital One at gold
+
+- TPP at tailored silver
+
+- Interrupt Labs at bronze
+
+
+ |
+ HW
+ |
+
+
+ | 8
+ |
+ Finance Report (standing item)
+
+
+- Most recent statement balance: £535.86
+
+- Pending incomings
+
+
+- Capital One sponsorship
+
+- TPP sponsorship
+
+
+- Pending outgoings
+
+
+- T-shirts
+
+- Server costs (on grant) - To be spent before December 11th
+
+
+- Money already spent can be retroactively put on the grant
+
+
+- Football booking
+
+
+- Valyfy lost funds
+
+
+- In March 2025 we had a sponsor, Valyfy, for Birminghack..
+
+- The company dissolved so they couldn’t pay the guild and the guild decided not to follow up
+
+- As a result £225 was taken from our account
+
+- JA has emailed Habiba to arrange a meeting to decide on the best way forward, as it came from a committee most of whom have moved on
+
+
+- Grants
+
+
+- Other grant applications were not mentioned so we are awaiting a response
+
+
+ |
+ IE
+ |
+
+
+ | 9
+ |
+ EDI Report (standing item)
+
+
+- Black History Month
+
+
+- Action EW: Prepare an announcement ready for October
+
+
+ |
+ All
+ |
+
+
+ | 10
+ |
+ Committee Suggestions (standing item)
+
+
+- Minecraft server
+
+
+- Action DJ: Make the poll for it in announcements, pinging the minecraft role
+
+
+- DJ has figured out how to get the server made and has started to make a custom modpack
+
+- DJ thinks they have got the server running
+
+- JA says there is no desperate rush
+
+- IE asks if there is a RA required
+
+- JA will ask Holly if another RA will be required but it will hopefully be covered by the annual RA
+
+- TK says no-one has suggested a modpack and just individual mods so a custom modpack should be good
+
+- All that should be left is adding the last few mods and checking nothing gets broken
+
+
+ |
+ All
+ |
+
+
+ | 11
+ |
+ Any Other Business (standing item)
+
+
+- Tex bot changes
+
+
+- Action JS: Organise discussion outside meeting and plan the potential changes
+
+
+- JS says he is working with Matty to make the changes
+
+- JS asks anyone to put any suggestions into the TeX channels
+
+
+- Nav Bar Rework
+
+
+- GT says he hasn’t worked on the feedback he’s had yet, but he will do that soon
+
+- JS would like some eyes on the nav bar rework as only two people have given feedback yet, and this is both technical and aesthetic.
+
+
+- Email access issues
+
+
+- EW and TK unable to access emails due to guild changing email names to respect name changes, and passwords apparently haven’t been changed but aren’t working.
+
+- JA suggests to try using unused emails if needed, and AW says he can ask as he works in IT at the guild.
+
+
+- Costco card:
+
+
+- DJ says they should be able to get one by November
+
+
+- Weekly meetings:
+
+
+- JA says we will go back to weekly meetings where possible, and please attend whenever you can
+
+- Will be hybrid to make attendance easier
+
+- JA will send out a LettuceMeet poll
+
+- Will be set starting from week 1
+
+- Might try to fit it in during fresher’s if possible
+
+- The meetings should then get shorter
+
+
+ |
+ All
+ |
+
+
+
+
+
+