Tuesday 15th September
2009 7pm Sherfield Hall Junior Common Room
Present:
Lauren President
Kat Vice President
Ray Social Sec.
James Welfare Rep.
Noakesy Mens Sports Rep.
Iain Treasurer
Apologies:
Karl Secretary
Rav Publications Rep.
Jas Womens Sports Rep.
Serra International Rep.
Minutes:
Kat Seymour
Edited
for publication: Karl Hobley
1. The following things require usage of
the card which at present Iain is the only one in possession of; he was told
that the details would need to be made available to Lauren, Ray and Kat in
order for them to purchase:
1) Committee member
t-shirts and Freshers Support t-shirts.
2) Goodies for the bags
such as glowsticks, golfballs, lollies, miniature toiletries etc.
3) Decorations for the
beach and Candyland parties-Ray is in touch with someone called Mark Smith who
is helping her with discounted prices and advice on what best to buy.
4) DJ-Lauren said that
Tony Parr advised it would be simpler to use the same DJ as last year because
he recently did a gig at Sherfield and thus all safety checks etc have recently
been carried out and can be re-used/slightly updated. Iain is to look up this
DJ in the expenditure records.
2. Other things still to be done were
discussed, such as collecting flyers from various places to go in the Freshers
packs, notably Sakura, Glo, Muse, Turks so on and so forth. In addition, Kat
confirmed she is still trying to get in touch with a couple of the local Subway
franchisees in the hope of getting some store-specific discount books.
3. Ruby Sky have confirmed we have
guestlist privileges on the Tuesday of freshers week and during the meeting Ray
received an e-mail from one of the promoters advising that there would be a
magician/hypnotist there that night.
4. As the committee are not 100% sure
which drinks will be cheapest for pub golf it was agreed that a few of the
committee will walk the pub golf route on Thursday – sans drinks – and find out
if they are prepared to offer any discounts or what is the cheapest drink (on a
Wednesday).
5. Kat also confirmed she is going to
re-call some taxi companies and obtain cards to put in the freshers packs, and
Lauren is going to print off some free bowling vouchers she got from the local
(ish) bowling alley-non-drink
related activities.
6. The potential need for a couple of us
to be around on the Saturday when some of the international students arrive was
discussed, particularly Serra and maybe a couple of other committee members,
just to make them aware of our presence and the weeks goings ons.
7. The plan for Sunday 27th
when all the freshers arrive was set out as follows:
-
Meet at Café Metro 9am, all committee members
and freshers support.
-
Any freshers support unfamiliar with the
layout of Sherfield to have a quick tour round and get a feel for which
blocks/rooms are where.
-
Be in the JCR from 10/10.15am onwards complete
with the freshers bags which are to be filled and ready ideally before
Wednesday of next week when a quick review will occur to see what still needs
to be done.
NB>
Regarding the bags, Ray has said that most of the larger first year halls tend
to have some left over so she will get in touch with the other social secs and
rustle up the 50 or so bags we need for our freshies. When filled these will be
kept at Lauren’s house and then brought up to Sherfield either Sat pm or most
likely Sunday am
It was noted Iain’s birthday is the 26th so a JCR night
out is really a necessity to get us in the mood for Freshers week.
8. A potential problem that’s come up is
who will stay behind on nights when there are activities other than coming out,
the days in question are Tuesday for definite, and probably Wednesday, Thursday
and Saturday. We know Ashleigh is happy to stay behind but as to who else-une
problem. However we all thought it will be impossible to know what sorts of
freshers we have until they arrive so we’ll cross that bridge when we come to
it.
The following actions where agreed and assigned as listed below:
RAY -sort decorations out with help of Mark
Smith; this covers Beach and Candyland parties.
-speak to Clair who can help us out
with some things….
-obtain Freshers t-shirts from Risa asap so we don’t
make the same mistake they did last year and get them late, Martin Compton is
helping with this.
-e-mail other halls’ social secs for
their extra bags.
-order golfballs from Amazon.
-THURS walk pub golf route with
others.
KAT -Book DJ with Iain’s help on finding the
name.
-go and order all t-shirts from Cavaliers, get the
£10 back from Freshers Support when they are all about.
-get in touch with Subway franchisees and re-call
useless taxi companies.
LAUREN-Fri.
go to Cash n Carry to pick up glowsticks, lollies, toiletries, balloons, sticky
labels etc.
-print bowling vouchers.
-ask James Lloyd how much St. Pats
are willing to contribute to our Sky bill.
JAM -get hold of our box of sex-related goodies
from the union ie condoms, rape alarms etc.
NOAKESY-THURS
do pub golf route.
-along with Jas create a sports rep handout to go in
the packs advising what sports are available and who to get in touch with/how
to sign up.
JAS -with Noakesy do the above.
-make our badges for Freshers week
if not already done (discussed in prev. meeting)
IAIN -e-mail Tony Parr and ask if he can put a questionnaire regarding
which papers to have in the JCR on blackboard for Freshers week.
-ensure Ray, Lauren and Kat have access to the bank card
in order to get everything done.
-get hold of a gazebo to set up on the grass for us in
freshers week.
RAV -mock up a sign up sheet for each of the activities that do not
involve drinking; see previous minutes for what these are.
KARL -e-mail Fred asking a few things:
1) Are they interested in
having a couple of JCR members at Sherf on the Sat when the internationals
arrive or will they be in the way?(can you CC Serra in on this as its relevant
to her)
2) What are the exact
timings on Sunday for arrivals etc.
3) What is the plan for
the evening, as in what time would he like to speak so we can all follow suit.
(Basically we just need a brief itinerary from him!)
SERRA -if you can keep an eye on what Karl
says to Fred about the internationals, and if you want to set up any little handouts for the
internationals or anything that could be good.
NOTE FOR FUTURE DISSCUSSION:
Kat highlighted the need to plan for Re-freshers week specifically
for our returner residents , with the aim of helping them feel included,
provide opportunities for socialising
and demonstrait value for money from JCR fee payments.
Review meeting scheduled for
Wednesday 23rd. Sept. Time to be advised.
