ICSMSU 2nd Meeting 2011-1226/07/11 – 18.30 Reynolds Bar

Minutes:

Present:

Suzie Rayner (Chair)Peter DavisFlorence ChamberlainNeeraj KalraSteve TranLaura WilkinsonMitul PatelLauren BergHelen MackeyShiv VohraAli Hosin

1. Apologies from Lizzy KostovOdhran KeatingSeetha MuthalagappanNatalie KempstonSam WitheySathyan BalajiYannis Reissis

2. Minutes of the last meeting Approved

3. Matters arising

3.1 Freshers’ fortnight

THEME – CX-MEN3.1.1 Sat 1st Oct starts – IC mingle3.1.2 Sat 2nd lunchtime Pizza –

o Booking form for Queens Lawn has been handed to Sabs. o Mitul is liaising with International Office with regards to their

event in Queen Tower Room. 3.1.3 Mon 3rd Boat Party –

o is booked with a capcity of 245 from Embankment.

ICSM Students’ Union

3.1.4 Tues 4th - Mums and Dads night. o Inflatables and Bucking Bronco have been paid for. o Wolfson is booked, but someone needs to sign a disclaimer for

safety & damages.3.1.5 Wed 5th - Drs and Nurses Pub Crawl –

o is ending at Walkabouts Shepherd Bush (1200 capacity) finishing at 2.30am, music stops at 3.

o 2 coaches covering all halls have been booked. Query regarding the timing of these.

o Will look into extend the crawl up Shepherd’s bush Road. 3.1.6 Thurs 6th – Films night (needs to be chosen) 3.1.7 Fri 7th – Roadshow:

o Adam Dennis and Marjot will be hosting. o Mitul is going to send out an email asking for team leaders

around Early September. o It was suggested to have clubs social secs as team leaders or

there to encourage people to join clubs.o Was agreed that Roadshow will need to be well publicised to

compete with IC ball, e.g. separate facebook event and a leaflet in the fresher’s pack.

3.1.8 Sat 8th– Casino Night o Booked and paid for. o Potentially considering inviting the Jazz Trio to play

3.1.9 Sun 9th Sports day. o Mitul is looking into booking the grounds.o This will be co-organised by Mitul and Flo.

3.1.10 Mon 10th – Freshers’ Ball o First choice of Movida was way out of budget.o Therefore will be at Merah, Oxford Street with a capacity of 400.

There will be early bird tickets at £15 for older years. 3.1.11 Tues 11th – Beer-Pong.

o Helen and Flo need to check with Daz. o Halfway Dinner will also take place on this day. o The backup event is Karaoke.

3.1.12 Wed 12th – Sports Night. o Mitul is applying for licenses for this and the graduation bop.

3.1.13 Thurs 13th – Quiz Night3.1.14 Friday 14th – Freshers’ Review/Beach Bop –

o Another photographer needs to be found for this night.

3.1.15 Sponsorship. o Domino wants a quote for T-shirts. o Walkabout want to give us money.

3.1.16 Passporto Passport is done. Handbook is being finished off. o Posters and T-Shirts are being designed.

3.1.17 Graduateso They have planned to have a dinner before Dr’s & Nurse’so Planned to have their mums & dads on the same night. Neeraj is

keeping in contact with them

3.2 Website- It needs to have more content on it. A deadline of August 18th has been

set as it’s A level results day.- Suzie and Pete will hold a tutorial to show people how to use it- Fresher’s Posters will be down and put up next week- Forums have been set up. Neeraj just needs to decorate it and get

college logins to work.

3.3 BUCS merger- It was discussed that IC will be hosting a forum to discuss the college’s

future stance on this matter and that representatives from the union will need to be there to voice our opinion on any further merging plans

3.4 Clubs and Socs Meeting and Financial Training - The date is being finalised. - It was suggested that there should be Bop Stewarding Training. So that it

is clear what is expect from all stewarts and it will be considered in Bop Applications.

- Stewarts are given an hour to clear up the bar after Bops, however if it takes longer, clubs will be fined for the extra cost of security.

3.5 The Reynolds Bar - It was suggested not to have regular Bops in third term as most bops

made a loss this year. However specific dates would still have bops.- An idea was to have bops on the Monday of students’ last exam.- It was agreed to change the opening times of Reynolds to 6pm instead

of 5pm on quieter nights. - A new system of wristbands for bops may be trialled at the tropical bop.

3.6 Hoodies/Shirts - Suggestions would be put up on a doodle.

ACTION POINTS

o Mitul (Ents Team): o Check that the international office is happy for us to use Queen’s Lawn. o Going to see pubs up Shepherds Bush Road for Dr’s & Nurses. o Edit the handbook to include Roadshow more. o Book Teddington for Sports Dayo Sort Posters and T-shirts outo Sort the Fresher’s Fortnight website page out!

o Helen & Sam: o Check whether Beer-pong can go aheado Check about Centurion/Fun?

o Ali: Make a doodle for the hoodies and shirtso Flo: Finalise a date for the Clubs & Socs Meetingo Neeraj: Get the forum up and running for the websiteo Pete: Get us more money.o Laura: Get suggestions for the Mansfield Lectureso Suzie: Find a photographer for Beach Bop

o Everyone: Add stuff to the website and promote people to click the ads!

4. Officers’ reports

4.1 President- Went to a CX safety meeting with regards to the swipe access for the CX

common room. - Finished Affirmation in a record time of 1h05- Has had a couple of meetings with Prof Higham, as well as help Pete

sponsorship.- Has been on top of the BUCS Issue- Talked to children twice “it was great”- Is getting a pool table for either SK or Mary’s common room.- Suzie’s 1200 Phoenix customised condoms were approved by IC.- Sir Oscar Craig has been booked for the Inspiration speech, which will be

followed by 2 MDU/MPS speeches. Potentially also the best time to also have “10 top tips on how to not die”.

4.2 Deputy president - Affirmation: Jack has estimated a profit of £1000- Ties and Cufflinks should be here early August.- ACTION POINT:

o A stock check will be taken. o Photos of stock will be uploaded to the website. o Writing up some ICSMSU Academic SU + Year Reps Guidelines

4.3 Treasurer - Website has been updated- Treasurer stuff will be put online so training needs to be done by all.- Is looking out for advertising and sponsorship for the website, fresher’s

fortnight, events and potentially for the Reynolds.- Will be advertising a new position of “Administrative Manager” (with an

email address included) – who will liaise with Mark Chamberlain, Pete and Suzie as well as help out with the website and shop.

4.4 Secretary – not present- Handbook has been nearly compiled. Passed onto Mitul for the cover art

4.5 Alumni and Careers - Alumni Bop was a great successful. Will be hosting one next year. - Affirmation went smoothly. Signs up are doing well.- Suggestions for Mansfield lecturers are welcomed

4.6 Clubs and Societies- Handover done. Website done.- Sub-aqua has been closed and little could be done. They are going to appeal.- Has been checking on the status of Debating and Pharmacology as societies.

Debating’s 6 members are not sufficient enough to maintain the society. However it is felt that Pharmacology could be saved by the introduction of the new BSc or any Year 2 that are interested in it.

- Mary’s Gym got a commendation for their website and is doing very well and are getting F1s signed on.

4.7 Sites and Services – not present4.8 Welfare Officer

- Some fifth years have been told to resit the year regardless of marks. Some have accepted it whilst some are still appealing. There are less than 10 that are in limbo.

- Met with Dr Emerson and Dr Schachter. To fall in line with GMC regulatons, either Suzie or Neeraj will need to present something to year 3 about not turning up sick or hungover to firms.

- Was concerned about the ICSM condoms splitting like the phoenix balloons.- Will step up the Mums and Dads scheme soon.

4.9 Academic Officer 1, 2 and GE- The only major change will be that next year’s second year’s PBL groups will

be mixed around. This was based on tutors’ suggestions that the dynamics of many groups didn’t work. It was acknowledged that it might upset some students.

- Has been compiling a resit page for students on the website. He has also liaised with Muslim Medics to provide help for PBL resitters. An email will be sent to all students offering academic and welfare support.

- IC Wiki has approached us with regards to getting their wiki started up, but it was felt that this might be unnecessary for students to have, as there are many different resources readily available already. It was also agreed that the Academic Officers already have a lot on their plate, however the union will try as much as possible to help support the wiki.

4.10 Academic Officer year 4, & Biomed & Pharm – not present4.11 Academic Officer years 3, 5 & 6

- Has been consulting with Neeraj with regards to Year 5 resitters.- is in the process of electing year reps for year 5 but E-voting is being a pain.- Year 6 have just started and their elections will be underway soon.- Odyssey Teaching has approached him about getting F1s to mentor final

years. It was agreed that we would support this if it is a free service.

4.12 Entertainments Chair - Covered above- Need to check Bop dates with Metric nights

4.13 Social Secretaries4.14 Bar Managers - Covered above4.15 RAG chair – not present

4.16 Summer Ball Chair – not present- Committee Selection is in progress

5. Upcoming events6. Any other business

ACTION POINTS FOR SU MEMBERS NOT IN ATTENDANCEo Lizzy: Add content to the RAG website page out

7. Date of next meeting – Mid August.TBC 16th August.