Clubs and Societies Meeting Friday, October 03, 2014 Irvine Hall Dining Room Meeting was called to order by Franz George at 1:15pm. Franz apologized for the last minute notice for this meeting. He asked the members present if everyone had received the minutes of the previous meeting that he had emailed. Some clubs indicated that they haven’t received as yet. Franz clarified that some of the email addresses that he may have are not necessarily the personal emails of the club presidents, but the club emails themselves. Franz asked the members to reread the minutes previously sent and make queries if there are any. Business JET Beach Clean-up Franz thanked the clubs for registering with the guild and for participating. However, he continued saying that there were issues with the indicated numbers from some clubs and the number of persons actually present on said day. What resulted from that was more buses present than students. Franz and the guild EAC then decided that they would pay the buses. Because of that $30,000 has to be found to pay the buses. Franz asked the members of the meeting for suggestions on how to provide the money. Franz suggested (as an option), that if the clubs were to ever participate in a project under his portfolio, that they would “cover” a certain percentage of the cost. A member asked about the non-active clubs on campus, if their allocation could be used to pay the buses. Igol Allen suggested that Franz draft an email t the clubs stating the criteria for being an active club, and the clubs that didn’t fit that criteria, their financial allocation would go towards the payment. Franz said that he would explore that option first, discuss it with the relevant clubs and come to an agreement. Registration of Clubs with the Guild Franz said that many clubs have emailed the necessary documents for registration with the guild. He said that the clubs that haven’t received a confirmation email will receive one once he is finished going through the documents. Franz restated the documents that need to be sent to be considered registered: Constitution List of membership (including the executive)
Calendar of events Budget Financial report of last year (if it is a new club, financial projection for the year) Franz said that the money to be allocated to the clubs and societies has been received. Clubs who have registered first would be given their money first. If the money is insufficient, Franz will make a decision on who gets the money. These allocations should be done by the end of midsemester examinations. Executive body of the Clubs and Societies Committee Franz said that by the next meeting (hopefully the first Friday of November), a small executive body needs to be selected. These positions would include: A chairperson: to oversee meetings that Franz cannot attend Secretary: to take the minutes of the meeting of Clubs and Societies. Franz stated the desire to begin a PR group with the EAC’s/ PRO’s of every club. He said that he has seen the initiatives of the clubs in the past but due to poor promotion, the activities were not supported by the students or other clubs. With the creation of the PR group of the Clubs and the Societies, each club’s activity can be given the equal opportunity to be promoted and supported. A member asked who would be the chairperson of the public relations committee and if it would be the guild PRO. Nicolette suggested that the guild PRO be a part of the committee but not the chair person Franz said that the Guild PRO already has his committee promoting so many other events. As a result the events of the Clubs and Societies specifically may be overlooked. Franz suggested a whatsapp and/or facebook group for this committee Sameer nominated himself to create said group and serve as Admin. Blood Drive Igol Allen – representative of the blood bank He stated that UWI has been the best partner for this drive for the past ten years. They have a blood drive 4 days out of the entire year and on each day, UWI alone has given over 100 units of blood. This year the blood drive will be held on November 11 and 12. Club leaders are to encourage club members to come and donate early, as the earlier they donate, the quicker they can be finished. #MoversAndShakersOfCampus
Franz reinforced that the clubs and societies on campus have the ability to move an entire school population to do something powerful (e.g. The World Record). He said that once the leaders of each club come together then there is so much that they can accomplish. Supporting each other will benefit each club. Any other Business Germaine Bryan asked about the judging of the Club Fusion since the rain had fallen. Other members of the meeting suggested using different locations for the event such as The large tent Assembly hall One member voiced her concern about the way in which the OSS & D have treated the clubs and societies. She said that they have really been more of an inconvenience than assistance and they need to improve their operations and relations to the students. Franz then gave a new deadline for registration of clubs with the guild. October 20 – 29 (in that week), when he returns from his duties abroad, all clubs should have already sent in everything necessary. A member asked about the next guild event. Franz replied suggesting that they can ask any member of the guild for the next activity and become involved Franz standardized first Friday’s of every month for the meeting of clubs and societies from 1pm – 3pm. The venue will be announced as Irvine hall dining room may not always be available. The meeting was adjourned at 2:06pm