CSS Committee Meeting - Minutes

Location:	Hybrid
Date:	Monday 5th October
Time:	14:00 BST
Attendees:	Joe Adams (JA) (Chair), Henry Thomas (HT) (Minuting), Idris Evans (IE), Harry Wake (HW), Anna Charleton (AC), Tyler King (TK), Evie Wilson (EW), Day Jones (DJ)

1	Apologies Jacob Albert	JA
2	Adoption of Previous Minutes	HT
3	Matters Arising T-shirts Check mockup HT will email back to ask for logo on front to be increased in size Annual RA Action HT: Chase Annual RA Action completed - awaiting response Use of generative AI Contacting pizza companies Action EW: Contact pizza companies Action in progress	All
4	Committee Handover	All
5	Past Events Pub Action GT: Double check pub night booking is definitely confirmed. Action not completed Really good turnout, everyone seemed to enjoy it One issue: Walking train progress only put on discord, should have included it in whatsapp and instagram as well. PGR mixer Successful event, uncontrollable delays to publicity meant reduced attendance, but had 9 people which is good for PGR events. Pizza and drinks invoice will come later in the week. JS will explore getting access to PGR mailing lists to prevent future publicity delays.	All
6	Future Events (standing item) CSS 5K run Action TK: One week reminder for 5K run Action completed Tomorrow at 17:00 42 people say they are coming in the WhatsApp so far Park/Winterbourne Action TK: Publicity out tomorrow for this Action completed Action JS: Guild activity and RA for the park Action carried forwards EW, TK, and JA say they can go Football will need to go from there to the campus league at 13:00 Break Action IE: Buy snacks and drinks from aldi Action completed Action TK: Announcement for break before weekly roundup Action completed Action TK: Weekly roundup announcements Action completed Action HT: Make the guild activity for the fortnightly breaks Action completed All year twos have a one-off lecture until 16:00. JA will be there. Don’t have any cups. DJ says they can pick up cups for hot drinks from poundland/sainsburys Have everything else we need CSS Plush Making Moved to semester 2 PUB Action AW: Do guild activity for the pub nights Action completed Action TK: Announcement for pub Action pending Outlines for major events Halloween quiz Action HT: Make quiz Action in progress Action HT: Guild activity, RA, catering form Action completed Action TK: Publicity Action pending Action JA: Contact the school for atrium Action completed - awaiting reply Action AW: Contact Todd to serve alcohol Action completed Moved to 19:00 to allow for Todd and first years to get to the desk Hopefully will have a staff team for it Still need to consider prizes Ball Action GT: Look around for some options for hosting the ball Action pending EGM Action AW: Contact Todd to ask him to book the room for a couple of hours Action completed Action JA: Make chair slides Action in progress Action IE: Treasurer slides Action pending Action JS: Check wiki and set up the voting website Action pending Action TK: Publicity for both 1 and 2 week deadlines Action pending Action JA: Channels for advertising Action pending HT and JA calls for AW to wear TeX costume at EGM Action AW: Wear TeX costume for EGM Christmas Meal Action HT: Follow up email to Green Man Action completed JA will chase up about other options for Vegetarian as the only option contained nuts, alcohol, and mushrooms First years have a lecture until 19:00 Can’t really push it back far enough as it is too far away Query about moving the day, or asking Todd/Ian to not do that lecture JA will ask for their opinions on this, but is not hopeful Can’t put tickets up until we know for definite when it will be In theory will go off sale on the 13th to get options to them by the 14th Teasoc collab Chair unsure as they have a lot of collabs being planned, but will be discussed at their next meeting But will still hopefully get it planned Other events NQ64 Will need to be rescheduled to work around the first year’s lecture on Thursday until 19:00 Could push it an hour later and start at 20:00 Pushed back to 20:00 TK says this is no issue as it closes at 01:00. Only guild paperwork and publicity needed Bot-a-thon Planned for weekend before NQ64 Will need to confirm with Mo for use of building over the weekend Also need guild paperwork and publicity Will need to speak to Matty/Matt/anyone else to teach the bot stuff Will also need people to judge Will need pizza on the day DJ asks if it will be two days - first day to teach, second to make and judge DJ also asks about pizza for both days HT suggests starting at 13:00 on Saturday and just having snacks, and then full day on Sunday with pizza DJ also suggests a trip to Joe’s to get food as it is quite cheap Publicity should go out more than two weeks in advance as it is a big event Sponsor events Careers in Tech panel 28th Oct, 15:45 - Needs a room booked in next day or two Haworth 101, Y3 (WHB) rooms suggested but either too small or already booked. Advice on applications and working in tech DJ suggests the Alan Walters building as LT1/LT2 would be a good size for it TLB-102 suggested and is available, but would be big Pair programming workshop 12th Nov, will need a room probably with tables to program at Bar Crawl Action AW: Look into bar crawl Action in progress Action GT: Look into bar crawl Action pending Digbeth was suggested but was shut down DJ suggests reusing previous plans if necessary Cheese soc collab Action GT: Reach out to cheese soc and see if they would like to do 15:00 - 17:00 on the Thursday of week 4 Action pending Workshop Python workshop 13:00-15:00, 11th Nov, UG04 provisionally JA still running this currently Advertised as towards botathon Action JA: Contact Matt about OSM Mapathon Action in progress Suggested doing it for Xmas meal and NQ64 Doesn’t know if he will be free yet DJ suggests doing it early semester 2	All
7	Sponsor/Industry Update (standing item) Pipeline and active discussions No major update, as no more prospecting Just waiting on largely the guild to confirm for some of them	HW
8	Finance Report (standing item) Most recent statement balance: £1119.66 Actual working balance: £2111.97 Pending incomings Capital One sponsorship TPP sponsorship Memberships Pending outgoings T-shirts Server costs (on grant) Pizza Alcohol Action JA: Speak to Zoe to confirm how the alcohol is being paid for Action in progress Football booking Football football Stickers Break; snacks Valyfy lost funds Still no reply from Habiba EPS Culture Fund	IE
9	EDI Report (standing item) Black History Month Announcement went out	All
10	Committee Suggestions (standing item) Sharing resources for modules - will be discussed on discord	All
11	Any Other Business (standing item) Minecraft Server Tex bot changes Action JS: Organise discussion outside meeting and plan the potential changes Action in progress Newsletter Action JA: Write a newsletter Action completed Newsletter written, needs to have PR approved Bristol Research Society - will be discussed on discord	All

Actual start time	14:02 BST
Actual end time	14:52 BST
Duration	0 Hours 50 Minutes