MEETING MINUTES
Sept 11th, 2009
- Imagine Debrief
- Went over strategies to attract attention – free stuff; explanation of AIS mission.
- Clubs Days
- Sept 23-25 2009 in the SUB – from 10am-5pm.
- Icebreaker – October 2nd.
- Clubbing Tickets
- Discussed various availabilities to man the booths.
- Executive Voting.
- Odin Zhou to be Director of Events Planning – Motion passed.
- Curtis Lim to be Director of Public Relations/Marketing – Motion passed.
- Pictures needed to be posted on website.
- Membership Cards.
- Design complete – presented to meeting. Minor changes to be made before sending to printers.
August 16, 2009
- President Application for loan. Short Term Loan Status - 100 for clubs days gifts, 100 for membership cards/printing, 150 for icebreaker, 50 buffer.
- Finance Budget submitted, as of today, budget awaiting approval.
- Communications Reimbursement of Henry’s video camera – 100% approved.
- Partnership Clubs – club presidents are currently liaising with President to negotiate details of discounts, etc.
- Website – sponsors logos updated.
- Flickr – fate of pictures to be determined and past members notified of deletion.
- Yearbook Themes – Gateway? Theme to be voted on at AGM.
- Layout – presented to meeting, will need more layouts?
- Events Imagine UBC (Tuesday Sept 8, 2009), Clubs Days.
- Banner 7x2 – 98 + tax + $1 grommet.
- October 2 – Icebreaker – at SUB Party Room 3:30-6, 8:30-12 – Icebreaker from 8:30-10:30; Will book a room for AGM.
- Public Relations $1000 guarantee for advertising in discussion.
- Marketing for AIS events; marketing club partnership discounts.
- Need to get in touch with other clubs in September.
- Clubs day – first 100 people get an AIS pen; advertise for Icebreaker.
- All AIS members get discounted yearbooks – system to be put in place to maintain member records.
- Icebreaker – advertise later events.
July 15, 2009
Partnership Club – around 20 clubs in negotiations with Elizabeth. Concluded by August 10, in order to allow for design and printing of membership cards.
Constitutional Amendment – Quorum percentage to 10% to accommodate for larger membership. Reshuffle of Executive positions and duties. Chief Editor – Sandy Young Vote: 8 aye, 0 nays; 100% passed.
AGM to be required every year – recommended to be tied to the Icebreaker event; as well may attach interviews for department positions at the same time.
Public Relations 3 tiered system – 1 elite sponsor ($1000/or equivalent); 5 professional sponsors ($500/or equivalent); 10 general ($250/or equivalent)
KTL – will still require negotiation – results to be determined.
CU Advertising – in the process of setting up contract – a copy of the yearbook has been sent to them.
Budget Projected spending on membership cards - $350
Projected spending on printing, gifts, etc. - $8100
3-4 projected clubbing events - $250 approx.
(Yearbook) Expected revenue– $17500; expected expenses - $11550
Other expenses/revenues presented.
Events – Imagine and Clubs Day Note to President – icebreaker date to be changed? Due to late school start date.
Imagine – promotion of club (need to ask about whether we can gather membership).
Clubbing Nights – Sept 17, Oct 31, Nov 19.
Administration Note to Administrator – contact list/e-mails.
Yearbook Found printing company (Rayacom) in Vancouver that can charge $20 per book. Will have a meeting in the next week to discuss.
Allow for bricks, ads, UBC section (to be done by AIS?)
Theme brainstorm – bridges, more ideas to be determined.
Meeting Adjourned: 9:48pm
Partnership Club – around 20 clubs in negotiations with Elizabeth. Concluded by August 10, in order to allow for design and printing of membership cards.
Constitutional Amendment – Quorum percentage to 10% to accommodate for larger membership. Reshuffle of Executive positions and duties. Chief Editor – Sandy Young Vote: 8 aye, 0 nays; 100% passed.
AGM to be required every year – recommended to be tied to the Icebreaker event; as well may attach interviews for department positions at the same time.
Public Relations 3 tiered system – 1 elite sponsor ($1000/or equivalent); 5 professional sponsors ($500/or equivalent); 10 general ($250/or equivalent)
KTL – will still require negotiation – results to be determined.
CU Advertising – in the process of setting up contract – a copy of the yearbook has been sent to them.
Budget Projected spending on membership cards - $350
Projected spending on printing, gifts, etc. - $8100
3-4 projected clubbing events - $250 approx.
(Yearbook) Expected revenue– $17500; expected expenses - $11550
Other expenses/revenues presented.
Events – Imagine and Clubs Day Note to President – icebreaker date to be changed? Due to late school start date.
Imagine – promotion of club (need to ask about whether we can gather membership).
Clubbing Nights – Sept 17, Oct 31, Nov 19.
Administration Note to Administrator – contact list/e-mails.
Yearbook Found printing company (Rayacom) in Vancouver that can charge $20 per book. Will have a meeting in the next week to discuss.
Allow for bricks, ads, UBC section (to be done by AIS?)
Theme brainstorm – bridges, more ideas to be determined.
Meeting Adjourned: 9:48pm
September 27, 2009
Discussion - Icebreaker; more inclined towards a salsa party
Price to be established at $2.00; PR Director will figure out icebreaker games; will be selling drinks at Icebreaker.
Most people who joined on clubs day would like to be executives - revenues are still positive
We have received an offer for advertising in return for $1000.00 funding - final details to be confirmed with AMS.
Price to be established at $2.00; PR Director will figure out icebreaker games; will be selling drinks at Icebreaker.
Most people who joined on clubs day would like to be executives - revenues are still positive
We have received an offer for advertising in return for $1000.00 funding - final details to be confirmed with AMS.
