CSS Committee Meeting - Minutes

Location:	Hybrid (LG23 + Discord)
Date:	Friday 27th February
Time:	17:00 GMT
Attendees:	Matty Widdop (MW) (Chair), Marcus Gustafsson (MG) (Minuting), Lee Alabaster (LA), Misha (MiG), Albert Waldron (AW), Oli Baker (OB), Toby Landells (TL), Maddy Lardner (ML), Sumeet Brar (SB), Mahima Gupta (M)

1	Apologies Joe Maddy	MW
2	Adoption of Previous Minutes Unanimous adoption of previous minutes	MG
3	Matters Arising Earplugs ACTION MW: Look in CostCo Action complete MW could not find any MW reports we bought them off Amazon last time MW suggests the main event that needs them is the ball Hoodies ACTION AW: Complete merch request ML has researched prices and will send the prices across to AW MW says we subsidised last year MW and AW suggest we don’t subsidise this year AW asks if we will use the same design ML suggests we do a design competition among members AW thinks the colours are a bit duller than on the website branding AW asks if only members will be able to submit MW thinks it is unlikely anyone would buy a membership to submit AW thinks we will get at least a couple of submissions ML has had past success with such design competitions MW asks what the submission process will be ML suggests a form MiG suggests that people would be able to see designs on Discord more easily ML suggests this would make us too reliant on discord MG asks how long we should run it for ML suggests at least a week, possibly extra depending on how many submissions have come in MW is creating a poll ACTION ML: Create Insta post for design competition ACTION ML: Create submission form	All
4	Committee Handover Drive Transfers Action TL: Find drive transfer script at some point Action carried forwards	All
5	Past Events League Tournament No updates EGM ACTION MG: Submit minutes Action in progress Imitation Game Movie Night MiG reports 8 attendees including committee ML reports that the publicity didn’t seem to reach very far ML suggests that we get screentime on the atrium television ACTION MW: See if we can get TV time MG put an excess salted popcorn box in the cupboard	All
6	Future Events (standing item) Break; 2pm - 4pm - Starting w/c 19th January fortnightly ACTION RJ: Announce that break will be fortnightly in roundup Action carried forwards ACTION MG: Remind RJ MW reports a restock has been acquired Bletchley Park - Saturday 28th February ACTION MG: Make a slide Action completed ACTION LA: Reminder for movie night + Bletchley Action completed MW reports we have 46 sales This is across CSS and OSTEM MW asks committee to get to North Gate for 08:30 ML asks how much money we will be down MW thinks about £800 ML suggests we stop doing loss-leading events MW says the trip at cost would be £38 SB recalls that we have been nearer capacity for the trip in the past ML suggests that most people have been to Bletchley before so we should expand our pool of places for trips ML asks when we put out publicity MW reports we publicised in January LA suggests publicity has not been very good this year compared to the past MW thinks we have struggled with committee capacity this year ML suggests that if capacity is a problem, an additional publicity officer is needed AW agrees that a second publicity officer is a good idea LA reminds us to take pictures while there FOSDEM ACTION OB: Complete expense forms for £25 per person Action completed Cross Platform Objective C Workshop ACTION AB: Submit pre-prepared RA Action carried forwards ACTION AB: Find a date that works for him (with time for 2 weeks publicity) Action carried forwards Bad Film Collab (hackers) Week commencing 16th March Thursday: Hackers Friday: Mario ACTION MG: Confirm with Bad Film CSS Plush Making ACTION OB: Do a grant application for materials (in round 3) Action carried forwards Hackathon ACTION D + AB: Reach out to potential sponsors Action carried forwards ACTION OB + D: Write-up how we are meeting our goals for culture fund and reply OB says they can do it this weekend if necessary ACTION D: Buy lanyard straps Action carried forwards MW asks if we should still get stickers ML asks if they are budgeted for MW says we don’t have any sponsors yet so it would have to come from our money ML suggests we should focus on ensuring we have food and other essentials budgeted for first MW says that food is budgeted at £1400, security at £400 SB says we had a small amount of excess vegetarian sandwiches MW says that £300 have been budgeted for prizes and lanyards at £48 and inserts at £30 Stickers are budgeted at £100 LA asks if the budget can be put on the drive ACTION D: Upload budget to drive ML asks if drinks are included in the budget MW thinks it does OB suggests that we spent less last year than budgeted on food Ball ACTION MG: Make slide Action completed MW thinks we should focus on only 1 or 2 lecturers for First and Second year, as this will reach that cohort ACTION ML: Update wristbands and tickets ML has found some quotes for wristbands ML says the ticket is an image on the drive so is harder to edit ML says the ticket costs are similar to last year ML asks if they should personal expense the tickets MW says that it can be either personal expensed or purchase ordered ML asks how long purchase orders take MW says it is normally around 2 weeks ACTION MW: Print posters Action carried forwards MW has a staff account so should be able to print A3 MW asks if we have a design MG says if we don’t we can use the slide MW reports we are on 63 sales, with 105 potential attendees MiG asks the maximum number of attendees MW reports the maximum is 250, with a minimum between 160 and 200 MW reports that the non-food tickets have helped reduce the minimum we need to sell MW is going to do another school email as a reminder PUB AW reports they can’t make it tonight but MiG and LA can LA asks if we want to do the next one somewhere other than the Soak AW suggests asking tonight Winterbourne MiG recalls that it is normally around exam season MW suggests we should wait for the exam timetable This should be by the end of March	All
7	Sponsor/Industry Update (standing item) A new sponsorship doc has been put in the sponsorship channel ACTION AB: Do PR for website updates Action carried forwards	AB
8	Finance Report (standing item) Most recent statement balance: £2356.65 Actual working balance: £1724.25 Pending incomings Memberships Bletchley Tickets Ball tickets Culture fund grant (bletchley) Pending outgoings Pizza Drinks Movie Popcorn Coach hire MW reports that grant round 3 is coming up soon	OB
9	EDI Report (standing item) International Women’s Day 8th March ACTION LA: Write post ML asks if the society that mentioned an event on insta went ahead with it We think it didn’t ML suggests we make a break in the coming weeks International Women’s Day themed MW suggests we do a collab with one of the other CS societies	LA
10	Committee Suggestions (standing item) N/A	MG
11	Any Other Business (standing item) Thigh Highs ACTION RJ: Research thigh highs Action carried forwards TeX Earrings Merch ACTION SB: Investigate Action carried forwards Committee Jumpers: MW suggests we could use the design from the new hoodie New emoji competition ACTION SB: Compile list of lesser-used emojis Action carried forwards Minutes ACTION MG: Upload Action carried forwards	All

Actual start time	17:05 GMT
Actual end time	18:15 GMT
Duration	1 Hours 10 Minutes