CSS Committee Meeting - Minutes

Location:	Hybrid
Date:	Monday 9th November
Time:	14:00 GMT
Attendees:	Joe Adams (JA) (Chair), Henry Thomas (HT) (Minuting), Idris Evans (IE), Albert Waldron (AW), Harry Wake (HW), Anna Charleton (AC), George Tong (GT), Tyler King (TK), Evie Wilson (EW), Jacob Swales (JS), Day Jones (DJ), Saf Rahman (SR), Sofiia Rog (SoR), Ayati Shah (AS)

1	Apologies	JA
2	Adoption of Previous Minutes Unanimous adoption of previous minutes	HT
3	Matters Arising Valyfy Meeting outcomes Plan to contact finance next week about it Need to collect data first, will do that this week Matt Leeke’s suggestion of larger quiz Action HT: Reply to Matt about semester 2 Action completed Matt replied and said he will look into it The Guild are keen to do something? Happy with Term 2 HT will speak to Quiz Soc	All
4	Past Events Break; About 25 people in first hour Items needed: Wooden stirrers Spoons Brown sugar Paper cups More crisps Lemonade Digestives Action DJ: Buy the items in advance of break;	All
5	Future Events (standing item) Pub JA, TK, AW will be there Pub booked Christmas Meal Sold 66 tickets Should do another announcement and members email Marius is announcing it in security and real world systems this week We will send the Green Man tickets and details on Saturday JA, HT, IE all busy so can’t Action AW: Contact the Green Man on the 14th Need to ask the guild for payment confirmation emailed to the Green Man when PO approved Ball Action SoR & GT: Look around for some options for hosting the ball Action in progress No update from SoR or GT Council house has 160-180 capacity (180 is tight) Very nice but is quite small AW asks if it would be cheaper compared to Burlington JA says it will probably be about the same GT asks if they have a bar JA says he thinks there were two, with two rooms - a dining room and a dance floor area. DJ says council house could have up to 350 according to the website HT asks about transport to it JA says it is city centre so easy to access from New Street Trip Jodrell Bank would be better as a collab with AstroSoc Action HT: Discuss with AstroSoc committee Action EW: Discuss with oStem committee about a different collab with them Teasoc collab “Mega Tea party” 20th November 13:00-15:00 Bigger room with guild WISE, Psychology, CSS potentially there Typical TeaSoc event Not yet confirmed for advertising JA, HW, AC, GT, SR plan to be there Other events NQ64 Action TK: 2 week announcement Bot-a-thon DJ will send RA to Mo when guild approves it External Speaker approved Publicity out soon if possible Action DJ: Make publicity Lab booked 10:00-17:00 both days Pizza booked for sunday DJ, JA, IE, TK plan to be there Some committee may want to take part Sponsor events Pair Programming workshop: Thursday 12th Nov, in UG04 if possible, Action HW: contact Madasar to book a room for it and do publicity Action completed Capital One have given us a snack budget 61 people have signed up so far Shouldn’t need committee there but should be a good event Everything else sorted out Bar Crawl Action GT: Look into bar crawl Action in progress TK doesn’t think going to clubs on the bar crawl isn’t a good idea, and that some people he has spoken to would prefer not to go if it’s predominantly clubs AW says a lot of the same places as last year wouldn’t be a good idea as most of them weren’t great, also some of the stops were too quick HT says that the Harborne run is another option: https://www.barcrawl.co.uk/pubcrawl.aspx?Crawl=8943 Planning to move the date back to the 9th December to give the guild time to approve it Cheese soc collab Action GT: Reach out to cheese soc for alternate dates Action in progress GT will try on discord as no reply Workshops Python Workshop Action JA: Make slides for workshop Action in progress JS and TK might be there Amrit Workshop Workshop about training LLMs AW’s concern is that it might take multiple weeks JA will get back to Amrit Ice Skating Quote from ticket company - 25 tickets Going to sell the tickets at cost Most of committee seem to want to go PhD Info Session Two PhDs confirmed, One nearly confirmed Awaiting Todd to book the room Booking Old Gym LG12 Monday 23rd November 12:00-14:00 Waiting until room is sorted to advertise Esports collab No progress, but won’t be in person AC will speak to VGS too EW suggests bringing back League of Legends tournament Bouldering event Sticking with the Wednesday date HW will get RA done and email the venue TeX Talks Bringing this back by popular demand Last ran 3 years ago Get people in to give talks Want to start finding people to give the talks and find a time and location to do it Committee Social JA wants to do a smaller social around Christmas AC suggests laser tag AW suggests we all make Christmas dinner on christmas day in LG23 AW suggests mini golf Karaoke Requested by some first years at the halloween quiz “Nerds night out” - Indie Lounge done previously AW says Circo can be hired for that now Action AS: Look around for possible venues Karting Suggested for term 2, possibly expensive Action SoR: Find information about this	All
6	Sponsor/Industry Update (standing item) Pipeline and active discussions Action HW: Double check the guild have received payment from all our sponsors Action in progress DB confirmed as a sponsor Action HW: Reach out to companies that get a slot on the newsletter and ask them what they want on it.	HW
7	Finance Report (standing item) Most recent statement balance: £ 3,459.94 Actual working balance: About £ 2,883.11 Pending incomings Memberships Guild open day funding Xmas meal tickets Capital One pizza reimbursement DB Sponsorship Pending outgoings Football booking Being chased by the guild for the 4th November, but awaiting Habiba for the payment to go through New key Xmas meal payment Pizza - Capital One Panel Halloween Quiz Pizza Alcohol Drinks Ice Skating Server Rental EPS Community Fund Probably for Jodrell Bank Valyfy lost funds	IE
8	EDI Report (standing item) Action SR: Write announcement to go out on 8th Action completed SR needs to finish off the tools on the project but will need help with promotion JA will do that for Friday HT queries the copyright issue with it as it is an ikea copyright Committee say it should be fine with a URL change	SR
9	Committee Suggestions (standing item) Meccha Chameleon	All
10	Any Other Business (standing item) Minecraft Server Tex bot changes Action JS: Organise discussion outside meeting and plan the potential changes Action in progress Hoodies Design discussion - committee vote returned going back to the previous design Suggestions made to combine parts of the two designs to improve them Committee shirts/hoodies Action JA: look at options Action pending CSS Running tops Action HW: Gauge interest for tops on Tuesday’s run. If there’s sufficient interest then contact a few companies for quotes, including Bludog. Action pending PhD Grad stickers (Todd’s suggestion)	All

Actual start time	14:05 BST
Actual end time	14:56 BST
Duration	0 hours 51 minutes