CSS Committee Meeting - Minutes

Location:	Online (Discord)
Date:	Monday 13th July
Time:	17:30 BST
Attendees:	Albert Waldron (AW) (Chair), Henry Thomas (HT) (Minuting), Idris Evans (IE), Anna Charleton (AC), George Tong (GT), Tyler King (TK), Jacob Swales (JS), Maddy Lardner (ML), Day Jones (DJ)

1	Apologies Joe	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 Memberships 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

Actual start time	17:34 BST
Actual end time	19:34 BST
Duration	2 Hours 0 Minutes