CSS Committee Meeting - Minutes

Location:	Discord
Date:	Friday 23rd May
Time:	17:30 BST
Attendees:	Matty Widdop (MW) (Chair), Holly (HP) (Minuting), Leonardo Bishop (LB), Fearne Townsend (FT), Oli Baker (OB), Adi Agarwal (AA), Jhundon Mendi (JM), Toby Landell (TL), George Barrell (GB), Sumeet Brar (SB), Rohit Jose (RJ)

1	Apologies Apologies received from Leo, Marcus, Joe, Matt, Sabrina, Amrit, Evie	HP
2	Adoption of Previous Minutes	LB
3	Matters Arising Member role colour poll All agreed to make all seven options available MW states they are available and seems to be going well MW also states that there are plenty of people choosing new colours MW asks if we should ping non-members too HP doesn’t think this is necessary SB thinks we can add it to another announcement Action JA: Write a short reminder announcement Action Complete We forgot what this was for temporarily Agenda / Minutes format feedback MW states there was no message feedback provided HP is writing a message TeX-Bot Discord User Handling Whenever we store a Discord ID, the ID is hashed Student IDs will remain hashed If we stop hashing Discord IDs, we can easily trace back who is striked MW has asked if there are any objections to no longer hashing Discord IDs LB does not care HP says Discord may expect us to hash Discord IDs MW couldn’t find a source and HP thinks that is long ago No objections MW will proceed with that with MN’s support	All
4	Incoming Committee Welcome Action new members: Do Guild training MW presumes everyone’s skimmed through it Deadline is the 12th MW asks everyone to look into that soon if they have not finished R.e.: GDPR: have to submit a ticket to iHasco now, MW asks elect to do that soon if they need to HP asks elect to let them know once they’ve completed training so it can be tracked MW also touches on individual handovers, asking for existing committee to do them if not done yet Action new members: Write Committee bio Less urgent than training, but MW asks for people to do this too MW says to ask if anyone needs a hand with setting up bios Handovers: GDPR update We went over this earlier	All
5	Past Events Hackathon? MLH has emailed us about meeting r.e. birminghack LB says they do want to meet with us It’ll be a post-exam thing ACTION FT: Follow up early June to organise a meeting with MLH	All
6	Future Events (standing item) EPS Trophy (formerly Sports Day) There is progress! - SB SB asks committee who want to be added to send their numbers to the organisational chat SB says they will be doing a round-robin tournament 8 societies including MechSoc, Chemical Engineering, MathSoc, etc. The chat needs societies booking things Equipment is in place The EPS trophy exists! MW asks how involved we will be SB says we’ll still have to provide monetary support, potentially up to £100 MW says we can contribute £200 max HP asks who will be responsible for RA stuff SB says Engineering/MechSoc/CivSoc/one of the engineering socs will be responsible SB proceeds to vanish Bye SB BBQ Action SA: Do fundraising form Action Completed >>>>> gd2md-html alert: inline image link here (to images/image1.png). Store image on your image server and adjust path/filename/extension if necessary. (Back to top)(Next alert) >>>>> Crazy turn of events BBQ is back 🎉 Habiba sent us an email saying we can hold it on the Guild Lawn???? MW wonders if the university had some sway to get us off the Green Heart Habiba has apparently said we can still use our own BBQs or at least implied it MW has asked to clarify that in a follow-up email Next steps - checking BBQ state MW thinks we have 1, HP thinks we have 2 but one is fucked MW would prefer to have a charcoal BBQ if we need to get more LB thinks there is 1 in the cupboard and that is the rubbish one MW thinks we can buy two and keep them in good condition LB says we may not have the space for a decent BBQ in the cupboard ACTION MW: Search for BBQs to buy HP asks if we can use our grant for the BBQ buying MW will have to check since he thinks he phrased it for rentals LB asks about disposables Action MW: Ask Habiba if we can use disposable BBQs We have been told to not use venue storage First Aid Kit must be made available MW thinks we need to buy a First Aid Kit HP thinks we can get a good one at Boots Habiba also says we should have a bucket of ice available FT asks what if the ice keeps melting MW says there is an ice machine we can steal from HP prays we don’t get it cancelled at 4:50pm Thursday 29th MW provides context on this happening last year HP brings up raffle stuff MW says he wasn’t sure if the raffle was approved HP suggests we check for the raffle book MW asks if someone is free to check for it ACTION GB: Check if the raffle book is there MW mentions publicity for the newly confirmed location MW drafts LB but LB drafts RJ “Look at that plague doctor mask, he looks like he really wants to do it” - LB RJ agrees ACTION RJ: New publicity for the BBQ MW highlights allergens importance and food quality requirements (sealed and in date) Pub Night Projected for 6th June MW has said FT has done publicity for this and asked for committee to check it ACTION GB and FT: Contact Soak for 40 people Action Complete ACTION HP: Start sorting Pterobyte stickers I forgor Action carried forwards MW says the design should be saved in Stickermule HP asks how many stickers MW says go for 100 for £60, also allows for extras No more than 100 MW suggests amending publicity to hint at the inclusion of stickers FT suggests the special reward being 5 million beers instead of stickers FT asked if people would majorly want drinks or also plan on eating in MW thinks the majority will be drinking with some ordering food	All
7	Sponsor/Industry Update (standing item) The Trade Desk HP knows Patricia responded to MG’s email and nothing else ARM ACTION HP: Chase Vishwas Action Complete Done right before the meeting so no response yet	MG
8	Finance Report (standing item) Most recent statement balance: £142.44 Actual working balance: £1,588.87 Pending incomings SoCS Budget (2750) Pending outgoings BBQ shit maybe?? Looking more likely now innit Hopefully not as much as the original rental price TeX plushies 46 sold 4 remaining(?)	MW
9	EDI Report (standing item) HP reports the next calendar events are May Day and Mental Health Awareness Week ACTION SA: Prepare announcements (Optional) Action Cancelled MW notes Mental Health Awareness week was last week MW says the Guild is no longer going to Birmingham Pride because of a certain company doing certain things I wonder which one hmmm	SA
10	Committee Suggestions (standing item) Ban AI Arguments General consensus is to not ban outright We can’t do that anyways Majority agree to stick them into a thread or certain channel (e.g. serious-talk) HP says that all it takes is for someone to post a GPT screenshot for things to kick off MW thinks moving to serious-talk works best HP agrees MW asks for any objections Action MW: Respond to the suggestion	LB
11	Any Other Business (standing item) Committee Social MW asks if any date has been chosen HP says the decided date seems to be the 8th of June between 3pm and 9pm HP says it is not a 6 hour bowling session MW seems to challenge that statement MW suggests 6pm HP says they’ll gauge availability for that time and date then pre-book	All

Actual start time	17:30 BST
Actual end time	18:13 BST
Duration	43 minutes