September 24th – 7:30pm. JHE A114

McMaster Engineering Society
Council Meeting Agenda
September 24th 2014
ETB 118
7:30pm
ALL ATTENDANTS: Please inform AVP Administration of your presence.
Approved Absences:
Gopal Krishnan – Class
Ryan Lambert – Class
Himesh Kurera – Meeting
Lina Qamar – faculty meeting
Christopher Wang – Event for club
Sebastian Mendez – Class
Jeff Hui – Sick
Julia Miller – Class
Mike Sucharda – Class
PROXY: (Person for person)
Marko for Ryan Lambert
Christian for Sebastian Mendez
Taya for Mike Sucharda
Ratification of 2014-09-11 minutes
o Any modifications should be brought forth at this time.
Motioned by: Steph Elder
Seconded by: Emily Corcoran
President: Ben Kinsella
1. New room for council meetings
DR: Can we get water?
a. Downside is that we can’t get food or drink in here, it’s a huge favour from eng 1
b. If you need to maybe you can have a water bottle.
2. SRA and Software Reps
a. INTRODUCED
b. Coccus members Eng reps on the SRA.
c. Hopefully they can bring back some info from the SRA.
3. MAClab can apply to for money for your undergraduate labs
a. The dean has set aside huge amounts of money for software for students with
MacLab
b. If you have any ideas you can apply for money from that fund
4. There is a new position that will be under Lynn Stewart that will coach and mentor the MES
and the Engineering Clubs and Teams. Not costing us any money. ECES will be paying for
it.
AK: Where did it come from?
a. Dr. Phillipe was the associate Dean, we got 150000$ to cover the first year of the
persons salary and budget. If it is successful ECES will pay for it.
AK: How will they help?
b. This will help transition the MES members and clubs members.
5. When you entered university there were scholarships, there will be new scholarships for
95% will qualify and will be interviewed 22 every year and will get 7500 on top of your
scholarship. Will make sure that it isn’t all smart kids without leadership capabilities.
a. Will push to get MES members on the board to say who gets this scholarship.
6. We have a meeting with Dr. Coley for how WW will be organized this year. Will get back to
you on that after.
7. MESCO – usually BP or Bowling (ideas – paintballing, alpine tower, glow in the dark
anything, minigolf) we have a budget for it! Canoeing on Cootes)
a. We will send out an email/doodle
Presentation – Excel
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Faculty floor
o New thoughts?
o It’s cool as long as its only stuff we agree on in there – consensus
Prepared by Alie Crump, AVP Administration
[email protected]
Page 1 of 6
McMaster Engineering Society
Council Meeting Agenda
September 24th 2014
ETB 118
7:30pm
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Discussion on ECCS:
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MK: For relaxation and chill out but the ECS will be more school based and
it will stress me it. It will make it feel like any other building
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TS: Student Centre is filled with offices and it will happen to our building as
well.
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Clear up that it will be clear that they have one floor (hopefully the top) so
we don’t have to interact with them.
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Cyrus: Is the space just for them? Yes it is proposed that it will be the student
services. It’s cheaper to add to the building. Are we getting more space? Yes
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RR: If they add the building we will get more space.
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CM: Last week they said they wanted the second floor? In the most recent
designs they had them on the top floor
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MV: Two towers? Yes
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RD: ECCS not every Eng student goes in co-op, so it should apply to
everyone not just co-op students Co-op is the best job experience you should
get. It makes sense for ECCS.

Rahul: Every engineering student is allowed to use their services (everyone
pays 45$ to the ECCS every year)
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TS: JHE is operated by the faculty will the MES still be in charge of the
Excel building. Technically the faculty is in charge of the building but we don’t
have the money to pay for the cleaning services. But we do have the biggest say
in what happens to the building. That’s why the faculty is coming to us. The
original thought was from Dr. Wilkinson. He is our Dean’s boss and he won’t be
happy if things don’t go the way of the students.
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Cristian: Whats the overall square footage? 6000
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Shawn: What is the ECCS be moving out of JHE will they have the same
amount of space? Interview space is a waste of space in my opinion. Not all the
offices will be the same size. Some of the offices are really big right now and
won’t be as big if they do move into this building.
Discussion on Associates Deans Office:

Alex – JHE is main building – experiential learning is not offices
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Rahul – It will bring traffic to the building - lounge drain.
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Mitchell – faculty relations stand point wil be a good direct line for the
students. Good chance to go in and talk to someone from the caulty who is
directly employed by the faculty
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Sam – W should be careful on what we are splitting up between excel and
JHE
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Society and Management –
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Matt – best berson in the world
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Katie: like not everyone in co-op not everyone
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Jamie: we cant really move half of these people and half not – we should
consider this as a whole

Himesh: if they don’t move in what was the space for – no florr
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Ricky square feet? 6000
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Cristian: Annas office 136 square feet? What about the lounge?
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13 for
ENG Outreach

Matt: been with outreach – they are not related at all to McMaster students?

Ben: It is for experiential learning and current students. Not Outreach.
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Mitchell: Clarification on the services that the faculty wants in the building?
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No votes for.
Building Person and Lynn
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Lynn – director of outreach and community , she oversees all the
experirntial learning

Sam: If we have Outreach in a different building will she be angry? No

Ryab: Her office is already separate.
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15 for
Society Lounge
Prepared by Alie Crump, AVP Administration
[email protected]
Page 2 of 6
McMaster Engineering Society
Council Meeting Agenda
September 24th 2014
ETB 118
7:30pm
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Not everyone is in society
However if they put it on this floor we get more space with no money
Miotchell – if we throw them up there the square feet will go over? Don’t
worry about that
Cristian: The lounge is a great space for the society and has books and
past works that is a great resource for students.
Marko: I know we have materials lounge in JHE why do they get
preferential treatement in the new building
Mitchell: With that being said they will keep Materials
Cristian: The ANNA locks so no one steals
Cyrrus : is there a managemtn lounge? Yes basement in JHE
Dan: Someone else can open the doors
If we put more student space on the FAULTY floor.
7 for society lounge
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o ECCS
o 13 for

Done – 45 minutes later
VP Student Life: Steph Elder
1. ENG 101 week is on now
a. It’s not doing to great – partially my fault
b. What really needs to happen is sharing things on Facebook
2. First year students
a. Chris makes social event pages
b. Doesn’t get advertised as much
c. Share this with first years on MES Events and Info
d.
3. Pineapple Pub
a. Is soon
4. MES page
a. Is coming out the 29th
b. You have 5 days to fill it out
c. The MES link is always changing
d. Supdates- include in dates of events
e. Will be sending out google form after meetings
i. Update me
VP Academic: Emilie Corcoran
1. Academic Affairs Council
a. Experiential education
b. What is it?
i. Get back to me on this.
2. Department Reps
a. There is a wiki going on
i. Mac insiders
ii. Trying to build a new one
iii. Faculty with most stuff will get a prize!!
iv. Go add to this!
3. Test banks
a. Spam with emails
b. Give me tests
4. Tutoring Program
a. Students preorder vouchers
b. Andrew and Zehong selling them
c. Biggest complaint was no time
MV: is Andrew a title? No just a volunteer.
d. Don’t give people our number.
5. Municipal Elections
Prepared by Alie Crump, AVP Administration
[email protected]
Page 3 of 6
McMaster Engineering Society
Council Meeting Agenda
September 24th 2014
ETB 118
7:30pm
a. Vote – in your interests
SE: forwarded an email if anyone with a suit wants to lead people to voting stations.
b. Some people that are running are anti-students – Maximum number or tenants in a house
Shawn: External affairs committee for the MSU we had a polling station and only 4
people voted. We are going to hit Mac hard with voting. Will try to point form their
platforms.
VP External Relations: Ryan Rogers
1. Ben and I CFES, we dropped out a year ago and we were mandated last SAGM, very unbeneficial,
a. Ask me later if you want details
2. MES PDC
a. Not going to attend, Mitchell will take lead event organizer
b. If you want to volunteer talk to us after meeting
c. Have 60 first years attending
3. External Website
a. List of all conferences that are available
VP Finance & Administration: Rahul Devnani
1. We have money
2. Finance Website will be up by Monday
a. Funding info
b. Guidelines
c. Audit quotes
3. I have a financial affairs meeting
a. Audit fees
b. Submitting final documents for students fees
Prepared by Alie Crump, AVP Administration
[email protected]
Page 4 of 6
McMaster Engineering Society
Council Meeting Agenda
September 24th 2014
ETB 118
7:30pm
Motion 1: Financial Policy
Whereas the Financial Policy is outdated and not specific
Whereas all finance related policies must be under one section
Whereas MES will undergo audit and a specific and updated policy will help setup our framework and justify
funding
BIRT To adopt the various Financial Policy changes and updates under Section J (Financial Policy) as
attached
BIFRT Appendix T U V W to be added to the Policy manual and Appendix H and S to be updated as
attached
Presented by: Rahul Devnani
Points:

These will be in effect in October
Discussion:

Clarifications by Jamie and Ben on time spent on debating. Two week break is for
discussing finer details.
Motioned by: Rahul Devnani
Seconded by: Emily Corcoran
19 in favor
Motion passes
Discussion on Municipal Election
Motioned by: Ryan Rogers
Seconded by: Ben Kinsella
All in favour
AK: for Shawn, when can we vote? I do not know the dates. Is there a link you can post? Yes. Are
there summarized notes available? We are working on that now.
MV: Dates for voting are October 27th. 10am to 7pm.
DR: What are the chances that we get an anti-student? There are 2 candidates out of 4 that are nonstudent favored. They look at us as a hazard. Could you make a mandate that the summarized
platforms are not focused on only student problems? Yes.
BK: We are not residents can we still vote? Yes you are allowed to vote in Hamilton and in your home
town.
MV: Is there a form you need or a slip. No.
BJ: If you have bills with your Hamilton adress it used to be allowed.
Supdates:
Ben: All updated already, if you have feedback of ESCO and the room
Ryan CISD this weekend.
Emilie: Trying to get feedback.
Rahul: Starting to advertise 10000$ for special projects.
Becca: Sports committee for pickup games and blue jays game coming up!
Steph: There is a concrete canoe competition happening in Toronto, email me if you want details.
Mike: ENG 101 week, we have speed networking event tonight. You are all invited to talk to first
years. Especially SRA members. ADVERTISE. Leather jacket sales; 90 sold today. Next sale in
January. If you want to drop by ETB 124 tomorrow we have snacks and coffee.
Neil: no updates working on Plumbline
MARKO: Working on being official over the frequency.
Cristian: trailer coordinator – student group has booked it for this week
Lounge: got a microwave 1 hour after I told you I would get one, new computer and chairs for
tonight, new couches coming.
Sebastian: society getting acquainted with professors
Iris: nothing
Shawn: couple ideas I have to run. We want to have 2 members coming to each of these meetings.
We have 6. If you need anything from the MSU or want to know something about it come talk to me
Prepared by Alie Crump, AVP Administration
[email protected]
Page 5 of 6
McMaster Engineering Society
Council Meeting Agenda
September 24th 2014
ETB 118
7:30pm
Jay: Who controls the website, we need to update the contact info for SRA (Gopal:
[email protected])
Souzan: BP meeting soon, Second social
Cyrus: Skyline event coming soon, management,
Erica: Frequency editor, just released our first issue, set for our next issue, but if you have ideas let
us know
Taya: Mike – nothing, meeting with Deans office for signage for the lounge, frequency is out,
working on MSU Page on what it’s about, cool Photoshop for MES desktop
HIMESH: Pineapple pub
Caitlyn: meet the profs on Oct. 7th, chem eng blood drive coming soon
Brian: hi to the SRA, I used to be them, hello to the CAS rep, 13 first year reps voting is Tuesday.
CAS and first year reps were both posted on Facebook. We had a CAS but he dropped because of
co-op made posts on the same time.
Peter: Eng. physics rep, planning career night, Oct. 23rd, events coming soon! working on tests for
the test bank, Eng. physics has changed a lot of the curriculum
Breanna: Fireball, ordering gifts for early next week.
Alex: Kipling Coordinator, not too much planning, down payment for the hall, accepting volunteer
positions please email me already have 3 only need 10.
Matt: Not too much happening, prep 101: they offer mass tutoring sessions, 1a3 coming soon! Great
help make sure you share, the elliptical lab is great but it is acoustic sensitive, whispering is still
loud
Mitchell: Running PDC this weekend, missing homecoming, taste test biscotti, next Wednesday
there is a bus pull happening faculty competition, loudest team, speed awards and more, McMaster
Shuttle Bus, United Way donations, happening in front of BSB 1130-1230, I also need volunteers for
my conference. Free food!!
Taylor: Tron rep, were doing swell. Meet the free food night, fixing our 3d printer. Awesome VP
finance and President. As culture rep everything is going to explore others schools culture, and
were going to waterloo I’m renting Cristian’s trailer.
Katie” We had an event with free food, t-shirt design contest coming soon, let me know if you have
tips.
Sam: Last week we had a game night, lots of first years, bunch of kids from commerce, apple
picking boo boo loved it, first booze event in two days, everything is ready, going to have a heart
attack, coffee house is coming soon and Oktoberfest, and Halloween pub 29th,
Dan Roberts: t-shirt design competition, Rahul meet the profs in October
Alie: Everything is going well! Hope this room works well for the rest of the meetings!
Motion to adjourn the meeting.
Motioned by: Cristian
Seconded by: Taylor Stewart
Next Council Meeting – 2014-10-08– 7:30pm – ETB 118
Prepared by Alie Crump, AVP Administration
[email protected]
Page 6 of 6