+
+ | 1
+ |
+ Apologies
+ |
+ JA
+ |
+
+
+ | 2
+ |
+ Adoption of Previous Minutes
+ |
+ HT
+ |
+
+
+ | 3
+ |
+ Matters Arising
+
+
+- Hoodies
+
+- Membership Renewals
+
+- Fresher’s Week
+
+
+- Societies Fair Stall
+
+- Annual RA
+
+
+- Committee Bios
+
+ |
+ All
+ |
+
+
+ | 4
+ |
+ Committee Handover
+ |
+ All
+ |
+
+
+ | 5
+ |
+ Past Events
+ |
+ All
+ |
+
+
+ | 6
+ |
+ Future Events (standing item)
+
+
+- Fresher’s Week
+
+
+- Board games night
+
+- Mixers
+
+- Pub
+
+- Societies night
+
+- Other events
+
+
+- Break
+
+- CSS Plush Making
+
+- PUB
+
+- Outlines for major events
+
+ |
+ All
+ |
+
+
+ | 7
+ |
+ Sponsor/Industry Update (standing item)
+
+
+- 2026 sponsorship collateral update
+
+- Outreach strategy and committee involvement in the sponsor selection process
+
+- Pipeline and active discussions
+
+ |
+ HW
+ |
+
+
+ | 8
+ |
+ Finance Report (standing item)
+
+
+- Most recent statement balance: £382.10
+
+- Actual working balance: £
+
+- Pending incomings
+
+
+- Pending outgoings
+
+
+- Hoodies purchase
+
+- Hetzner Server Rental
+
+- Fuel reimbursement
+
+
+ |
+ IE
+ |
+
+
+ | 9
+ |
+ EDI Report (standing item)
+ |
+ All
+ |
+
+
+ | 10
+ |
+ Committee Suggestions (standing item)
+ |
+ All
+ |
+
+
+ | 11
+ |
+ Any Other Business (standing item)
+
+ |
+ All
+ |
+
+
+
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@@ -0,0 +1,770 @@
+
+
+ | 1
+ |
+ Apologies
+
+ |
+ AW
+ |
+
+
+ | 2
+ |
+ Adoption of Previous Minutes
+
+
+- Unanimous adoption of previous minutes
+
+ |
+ HT
+ |
+
+
+ | 3
+ |
+ Matters Arising
+
+
+- Hoodies
+
+
+- AW explains hoodies won’t be delivered until after graduation
+
+
+- Action GT: Put message out for hoodie pickups in September
+
+
+- AW suggests reaching out to two people who we are unsure about whether they are graduating or staying
+
+
+- Membership Renewals
+
+
+- AW explains we didn’t win renewal contest, but came 4th
+
+- Fair bit of money into account before next year anyway
+
+- Should still get money from free renewals
+
+- Not in system yet, IE will look into it
+
+- No more publicity needed for this for a while
+
+
+- Fresher’s Week
+
+
+- Societies Fair Stall (23rd & 24th September)
+
+
+- AW says to take a look at filling in the societies far stall link
+
+- HW or JA may have filled it in
+
+- AW says we should just need the banner and the board with pictures on for the fair
+
+- Most should be up to date but worth checking
+
+- If any new posters are made, post in discord to be printed off
+
+- AC suggests a calendar for freshers week events, same layout as last year
+
+
+- Action GT: Create calendar for this year using the template
+
+
+- Societies fair on the Vale, AW happy to do that
+
+- For both days, 9-5, 23rd and 24th
+
+- AW suggests splitting into two 4-hour chunks
+
+- Preliminary schedule:
+
+
+- Wednesday Morning: AW, JS
+
+- Wednesday Afternoon: IE, GT
+
+- Thursday Morning: TK
+
+- Thursday Afternoon: AC
+
+
+- Hand out: Stickers, sweets
+
+- Will need a lot of sweets, halal and vegan options
+
+- More people go to stalls with sweets on
+
+- AW says could get a wheel spin: Wetherspoons vouchers, sweets, blank spaces, CSS ducks, tex plushie, other old merch, etc.
+
+- DJ suggests Business cards for CSS: discord QR card
+
+- ML suggests sticking on scratch cards to them
+
+- ML and AW assume the guild hold stuff for us if needed
+
+- DJ suggests ordering items to someone’s house instead
+
+- ML asks if the banner has the discord QR code on it, IE asks if there is a link to the website
+
+- AW suggests just printing out the QR to stick on if it doesn’t have the discord, and putting a banner up in the sloman lounge
+
+- DJ says they may be able to get discounts for printing some of these
+
+
+- Action DJ: Find out how much this would cost - EPS Exhibitions
+
+
+- AW will put a poll on discord about the business cards
+
+- Aw remembers a CSS stall outside induction labs/lectures
+
+- CS societies day in the CS atrium
+
+
+- Annual RA
+
+
+- AW and IE say it should just need to be edited from the previous year’s one (30 pages)
+
+- AW says it may need changing to reflect the regular pub trips we do now
+
+- AC says it is in the guild resources folder
+
+- ML thinks last year’s was just reused from the year before
+
+- AW says we are planning to restart some of the events not run this year
+
+
+- Action AW and HT: Look through and remove old events no longer run and add any new events.
+
+
+- AC says we are safe from bouldering
+
+
+
+- Committee Bios
+
+
+- AW asks for everyone to complete their committee bios
+
+- Photo can be formal, silly, or not required
+
+- DJ uses RJ’s photo as an example of it not being serious
+
+- AW asks not to make bio’s very long
+
+- AW says no-one will have an issue with copying the bio from last year’s role
+
+
+ |
+ All
+ |
+
+
+ | 4
+ |
+ Committee Handover
+
+
+- AW asks if everyone has tried to log into their email accounts
+
+- AW and DJ not tried theirs yet
+
+- AW requests everyone to check guild admin changes
+
+- AW says past committee should have been removed and had their files transferred to the CSS account
+
+ |
+ All
+ |
+
+
+ | 5
+ |
+ Past Events
+ |
+ All
+ |
+
+
+ | 6
+ |
+ Future Events (standing item)
+
+
+- Fresher’s Week
+
+
+- Mixers
+
+
+- Postgrad mixers, JA, JS, and ML to organise
+
+
+- Downstairs in CS building for people who may not be able to find Joe’s
+
+- JS suggests a walking train to Joe’s from CS
+
+- ML says not everyone will want to drink
+
+- JS asks to clarify if it will be split for PGT and PGR
+
+- JS suggests something in CS building with present alcohol but optional
+
+- ML suggests just snacks and soft drinks during the day, and might be able to piggy-back off CS school’s mixer
+
+- AW suggests also doing one in Joe’s
+
+- AW asks if Todd would be needed for a PG mixer if alcohol is present
+
+
+- International mixer
+
+
+- Can be run if someone wants to, AW says the school runs one anyway
+
+- IE suggests sending someone to the international student mixer to advertise
+
+- AW asks if anyone wants to do that, but not completely necessary
+
+- ML says the international students might be more likely to go to the societies fairs
+
+
+- First year mixer
+
+
+- In Joe’s if they have the booking system sorted out by then
+
+
+
+- Board games night
+
+
+- AW says definitely running board games night
+
+- DJ says it is very good
+
+- JS says it is very popular with PGRs
+
+- AW suggests getting access to labs to increase capacity
+
+- ML says just emailing Todd
+
+
+- Pub
+
+
+- HT says have committee present
+
+- AW says to book Joe’s/Soak
+
+- HT says probably around 25 people, but needs more advertising
+
+- AW says everything needs to go on the instagram as well as the discord, and a story about every event if possible
+
+- AW says to book closer to the time
+
+
+- Societies night
+
+
+- DJ says this is where shirts were given out, people were signing up on the spot
+
+- AW says most people were there for the pizza
+
+- JS says AFNOM will be there to do that
+
+- AW says to contact OStem, CyberWomen, VGS, GDS, Robotics
+
+
+- Action AW: Contact Robotics and OStem
+
+
+- Make sure people aren’t taking home boxes of pizza, TK says this happens last year
+
+- JS says half the people left in the hour for the pizza being late, and we need to be more accurate in amounts of pizza ordered
+
+- DJ suggests asking the school to pay for pizza
+
+- AW says they could then advertise their own things
+
+- AW says the lecturers could do their bit at the start so they don’t have to stay when they aren’t being paid
+
+
+- Other events
+
+
+- ML suggests more collabs with other societies from the start, such as with VGS
+
+
+- AW says we could move SloLAN earlier in the year or do two
+
+
+- Action ML: Reach out to VGS to ask about an early collab
+
+
+
+- ML suggests a quiz in fresher’s week or first week of teaching
+
+
+- AW says don’t move the halloween quiz, but could do an earlier
+
+
+- Action HT: Create a smaller quiz for first week to get people in the building
+
+
+- HT suggests contacting Todd to get alcohol for it
+
+- AW says alcohol is always a good idea
+
+
+- Action AW: Message Todd for alcohol and booking the atrium
+
+
+
+- GT asks about doing a sport in freshers week
+
+
+- AC asks about potentially booking courts in sports and fitness for dodgeball
+
+- AW says we will be competing with every sports society
+
+- AW suggests something in a building in town
+
+- DJ suggests laser tag
+
+- ML says they would have to pay
+
+
+- JS suggests a picnic in a park with a football/frisbee
+
+- HT suggests Winterbourne with a walking train for CSS
+
+
+- AW says this is good to show people the campus
+
+
+- GT suggests collab with cocktail society, but this is dependant on Joe’s and their arrangement
+
+- DJ suggests a movie in a room with a projector
+
+- JS suggests a collab with AFNOM
+
+- AW says we may need popcorn (and equivalent) nearer the time
+
+- IE suggests a potential collab with bad film society
+
+
+- Rooms
+
+
+- Sports and Exercise science LT1
+
+- Law LT2
+
+- Uni House
+
+
+- Films
+
+
+- Hackers
+
+- Imitation game
+
+- Wargames
+
+- Other funny computer science adjacent films
+
+
+
+- IE suggests scavenger hunt like last year
+
+
+- AW says this is a good idea, and we already have the sticker
+
+- IE will have a look into how it was run previously
+
+- ML suggests keeping Todd more informed while planning events
+
+
+
+
+- Break;
+
+
+- AW says to run alternating with pub
+
+- DJ suggests bulk snacks from costco
+
+- AW asks who has cars and would be happy to drive
+
+- IE says there are fuel reimbursements
+
+- DJ says they will have a car and would be happy to drive to pick food up
+
+- GT asks how many people go
+
+- AW says it tends to be good at the start and drops off later on
+
+- AC says there was squash and mini cheddars, and we shouldn’t ask people what they want as it needs to be easy to store and have a long date
+
+- AW says squash and mini cheddars can be improved
+
+- DJ asks about parking on campus
+
+- HT suggests someone could get it from car at side of road to save needing to park
+
+- GT asks if someone has a costco membership
+
+- ML says we should be able to get a membership as a registered charity
+
+- AW asks if anyone has any ideas for snacks
+
+
+- CSS Plush Making
+
+
+- AW says it was Fern who made the patterns and we may need to message her on discord to ask
+
+- HT asks if we got the grant for it
+
+- AW says yes so it would be good to run this event
+
+- AC says we would need multiple committee members there to help people as it would be too much to ask of Fern
+
+- AC happy to get involved but a lot more work would be needed
+
+
+- Action AW: Message Fern to start planning it if possible
+
+
+- DJ says there is a committee external channel for the plushies
+
+
+- PUB
+
+
+- AW says every two weeks
+
+- AC asks about spoons/Soak
+
+- AW says pending booking for spoons could do alternating
+
+- AW asks GT to let us know if he finds out anything, if not we will reach out nearer the time
+
+- DJ says soak is easier to book, spoons is cheaper for students
+
+
+- Outlines for major events
+
+
+- EGM
+
+
+- This was in October last year
+
+- AW and HT say we should do it early-ish to get a first year rep
+
+- AW says at least a month before it for the first year rep to know they want to run
+
+- Only needs room booked and guild contact
+
+
+- Halloween quiz
+
+
+- Action HT: Make quiz
+
+- DJ suggests asking Marcus to make a quiz round if he would want to
+
+
+- Christmas meal
+
+
+- AW asks about booking the Green Man again or not
+
+- DJ, AW, and HT agree that it is a good idea
+
+- AW says food is nice and drinks are standard
+
+
+- TNMOC
+
+
+- AW says whether or not this will be run is a point of contention after attendance last year
+
+- AW says other events could be run instead
+
+- JS says Cambridge uni has a computer science museum and Sheffield has a video game museum
+
+- AW says the Sheffield museum not worth a whole day trip
+
+- AW says other museums or pseudo-educational trips would be good
+
+- DJ says another video game museum in Derby
+
+
+- Hackathon
+
+
+- AW says this year was mostly organised the week running up to it, and that while it was good it could have been a lot better with more planning
+
+- DJ wants to have it as organised as possible before christmas
+
+- DJ waiting for after society sponsors to look for sponsors
+
+
+- Ball
+
+
+- DJ says the big event guild info needs to be submitted early
+
+- JS says new venues need to be considered early in summer if we are going to
+
+- AW says no issues if we use the same venue again, but it would be a good idea to have some variety
+
+- AW says cost (and cost of drinks) is a big issue
+
+- DJ says auction was good and made it more fun
+
+- AW says not to take anything out from this year, but to think of more to add
+
+- NQ64
+
+
+- TK says attendance was low but it was good
+
+
+- AW says it is walkable from new street and would be happy to do it again, but we need to get earplugs in time
+
+
+
+ |
+ All
+ |
+
+
+ | 7
+ |
+ Sponsor/Industry Update (standing item)
+
+
+- 2026 sponsorship collateral update
+
+- Outreach strategy and committee involvement in the sponsor selection process
+
+- Pipeline and active discussions
+
+ |
+ HW
+ |
+
+
+ | 8
+ |
+ Finance Report (standing item)
+
+
+- Most recent statement balance: £382.10
+
+- Actual working balance: About £115.72
+
+- Pending incomings
+
+
+- Pending outgoings
+
+
+- Hoodies purchase
+
+- Hetzner Server Rental
+
+- Fuel reimbursement
+
+- AW asks about ordering t-shirts this year for possible costs
+
+
+ |
+ IE
+ |
+
+
+ | 9
+ |
+ EDI Report (standing item)
+
+
+- DJ says they think there are no EDI announcements needed until October
+
+ |
+ All
+ |
+
+
+ | 10
+ |
+ Committee Suggestions (standing item)
+
+
+- AW says he doesn’t think there have been any
+
+- DJ and IE considering running a MC server
+
+
+- IE will look into
+
+- DJ says they might be able to run it on their server as it was expensive on Hetzner
+
+- DJ suggests a poll whether to run it or not
+
+
+- Action DJ: Make the poll for it in announcements, pinging the minecraft role
+
+
+
+ |
+ All
+ |
+
+
+ | 11
+ |
+ Any Other Business (standing item)
+
+
+- Tex bot changes
+
+
+- JS says Matty was suggesting changes to potentially allow any members to report messages to be sent to a committee channel. This would allow anonymous reporting, but we need to decide if a ping is necessary
+
+- DJ suggested running a second version of TeX so commands didn’t need to be removed
+
+- JS suggests it being a discussion in the chat rather than the meeting, but would need involvement
+
+- DJ and AW suggest making it a thread under handover so Matty and Matt can get involved
+
+- JS says all committee should be involved as it is a moderation discussion
+
+- TK mentions talks about TeX logging deleted messages
+
+- JS says it would have to store every message in a buffer for a time to push back if deleted
+
+- HT suggests a poll in handover to include Matty and Matt
+
+
+- Action JS: Organise discussion outside meeting and plan the potential changes
+
+
+
+- Other meetings over summer
+
+
+- AW says we probably won’t do any other meetings over the summer for availability
+
+
+- Action AW: Poll for potential meeting or availability
+
+
+
+- Publicity
+
+
+- AW says everything needs to go on the instagram as well as the discord, and a story about every event if possible
+
+- AW asks TK and EW to be more proactive on instagram
+
+- DJ suggests multiple people may have signed up early
+
+- ML suggests posts on results day to reach more people
+
+- GT suggests making the whatsapp group more active as well
+
+- ML suggests making subgroups in the whatsapp for sports if we do this
+
+- AW says GT can be in charge of the whatsapp if he wants
+
+- JS says a graphic is needed for Wednesday for graduation
+
+
+- Action TK: Make graphic soon
+
+
+- AW and JS suggest reaching out to EW for help if needed
+
+
+ |
+ All
+ |
+
+
+
+
+
+