Ihouse Council Minutes October 12 2007

I-House Council Meeting Minutes October 12, 2007 Table of Contents Action Items and Summary of Proceedings.................................................................................2 Reports.........................................................................................................................................3 Chair.........................................................................................................................................3 Treasurer..................................................................................................................................3 Announcements/Discussion.........................................................................................................3 Meeting Times.........................................................................................................................3 Global Homecoming BBQ.......................................................................................................3 I-House Custodian & Dining Hall Employee Issues...............................................................3 Council Board..........................................................................................................................4 Dining Sub-Committee Meeting Minutes e-mails...................................................................4 Upcoming Board Meetings Finance, Programs, Technology, Exec, etc..................................4 Website.....................................................................................................................................4 YouTube/Google Video Contest - $500 approved...................................................................4 Committees..................................................................................................................................4 Advertising...............................................................................................................................4 Dining Committee....................................................................................................................5 Fall Ball....................................................................................................................................5 Party Policy/Happy Hour Committee......................................................................................5 Projects.........................................................................................................................................5 Mug Project..............................................................................................................................5 Bianca’s e-mail.........................................................................................................................5 Dome Lighting & Greening.....................................................................................................5 Wine Country Trip/Football Game..........................................................................................5 Proposals......................................................................................................................................5 Reserving guitars/speakers.......................................................................................................5 RSS Proposal – Sports, Kitchen, other supplies......................................................................6 Biking Proposal (Jonathan) - Deferred....................................................................................6 Proposal for Broom-Ball - Deferred........................................................................................6 DVD Players - Approved.........................................................................................................6 Nintendo Wii - Approved.........................................................................................................6 Cooking Class..........................................................................................................................7 I-House Exercise Equipment...................................................................................................7 Other issues..............................................................................................................................7

Action Items and Summary of Proceedings Action items highlighted in yellow. Approved votes highlighted in green. Naim: Update council boardNima: Meet with Clark to discuss dining issues and dining budgetDining committee: organize an online surveyCouncil/dining committee: Continue to push the dining issuesComment cards to be reviewed by council and pushed at dining forumsFrederik: e-mail out username and password for Google Calendar and websiteFred erik: Talk to Laurie Ferris about Calendar integration with the program officeHadas: Publicize website addressFrederik: Add a food section where residents can leave feedbackAdvertising committee: publicize this! Announce during coffee hours?Advertisi ng committee: Advertising for food forumJulie: Organize advertising committee meeting Fall Ball Committee: Put forward proposal for programPui-Wa: talk to Tim about tuning of pianosPui-Wa: come up with proposal for mug design contestFrederik: develop security policyVote: Council to provide $500 funding for the grand prizeApproved up to $100 for 1 DVD player + cablesApproved up to $700

Reports Chair •

Meeting with Martin o Discussions about trips/visits (ie. Mayor of Oakland, ambassadors) o Possible council dinner at Martin’s house o I-House exchanges (with other I-Houses) during winter break  Someone from another I-House comes and lives in your room, you live in the room of the exchange student  Pairing up the exchange student with a guide o RSC is having longer hours o Video conferencing equipment is coming o Cooking classes o Promoting Google/YouTube Video contest  Eric Schmidt (Google CEO) will be here o Security/program position posted today o Want to ensure that different geographic regions are represented on food committee o Board/business breakfasts

Treasurer • • •

Motion number 508 o To repay Nathaniel $44.88 for refreshments Motion number 511 o Cultural excursions, $1387 to reimburse Ira Motion number 504 o To pay for speakers, up to $2000

Announcements/Discussion Meeting Times •

Sticking with Fridays 5:30 pm for now

Global Homecoming BBQ • •

October 13, 2007 at 1:30 pm on Patio Council members are on the guest list

I-House Custodian & Dining Hall Employee Issues •

Martin sending out a response via e-mail to all I-House residents

Council Board • •

Council board needs to be updated for new council (bios) Naim: Update council board

Dining Sub-Committee Meeting Minutes e-mails • • • • • • • • •

Several suggestions put forward Opinion that nothing is going to change Council/dining committee: Continue to push the dining issues Are the comment cards thoroughly reviewed? o Comment cards to be reviewed by council and pushed at dining forums o Responses to each comment cards Dining sub-committee should have access to comment cards that are submitted Finances for dining hall: Is there enough money allocated for dining? Nima: Meet with Clark to discuss dining issues and dining budget o Put forward concrete/specific examples of how improvements that can be made Educating residents about wastage of food Dining committee: organize an online survey

Upcoming Board Meetings Finance, Programs, Technology, Exec, etc •

Council members should be present at these meetings o Can designate a resident if council members can’t make it

Website • • • • • •

Frederik: e-mail out username and password for Google Calendar and website Frederik: Talk to Laurie Ferris about Calendar integration with the program office Hadas: Publicize website address Add a section for ongoing issues/discussions/projects Frederik: Add a food section where residents can leave feedback Looks good!

YouTube/Google Video Contest - $500 approved • • •

Advertising committee: publicize this! Announce during coffee hours? Vote: Council to provide $500 funding for the grand prize o Approved – Motion #: 515 Deadline for videos November 3rd

Committees Advertising • •

Advertising committee: Advertising for food forum Julie: Organize advertising committee meeting

Dining Committee Fall Ball • • • • •

Concerns about copyrights with songs Live band DJ: David? Fall Ball Committee: Put forward proposal for program Concerns about “girl-ask-guy” theme

Party Policy/Happy Hour Committee •

On hold until a security person is chosen

Projects Mug Project • • • •

Still need to select manufacturer Consider how they’re produced? Consider local manufacturers Distributing these mugs to alumni, residents, staff, etc.

Bianca’s e-mail • •

Allow parties in the game room once the security person is appointed? Further review?

Dome Lighting & Greening •

7 proposals submitted. Housing committee will approve one from choice of three. Naim attending meeting with Chevron at end of this month

Wine Country Trip/Football Game •

All good to go

Proposals Reserving guitars/speakers • • • • •

Concerns about damage to speakers – we want these to last Controls must be in place prior to purchasing speakers Checking out instruments: someone will have to go open the council room Issues about replacement of strings, security of supplies Security person responsible for security of instruments/supplies?

RSS Proposal – Sports, Kitchen, other supplies • •

• • • • •

Sports and kitchen equipment is not well maintained or its missing Sports equipment: $800 o 8 tennis rackets o 12 canisters of tennis balls o Pool cues o Ping pong rackets o Soccer balls o Volleyballs o Softballs, baseballs, table tennis balls Kitchen supplies: $594 Send the proposal out to council members for review - voting next week Need to review policies related to signing out equipment Use room deposit as part of sign out deposit? Security staff member could be responsible for checking kitchen

Biking Proposal (Jonathan) - Deferred • • • • •

$180 total proposed 10 residents Cost is $26/day to rent a bike $90 for bike rentals Council to review proposal and vote next week

Proposal for Broom-Ball - Deferred • • • • • • •

At Oakland ice center $275/hour – fully funded by council? Public transit to be taken to ice center Requires liability form on behalf of I-House Roughly 40 people at a time Come up with several dates - Proposing event on November 3rd, or November 4th Equipment provided by rink

DVD Players - Approved • •

Approved up to $100 for 1 DVD player + cables Motion number: 516

Nintendo Wii - Approved • • • •

Need some sort of enclosed case (perhaps physical operations build it)? Frederik: develop security policy Approved up to $700 The Wii will not be released to residents until the proper controls are in place

•

Motion number: 517

Cooking Class • • • • •

Do we have enough space in Sproul kitchen? Need an instructor Impacts a small number of residents and is expensive Need a renewed proposal with number of people, types of foods, costs, etc. We may not have sufficient facilities for a cooking class

I-House Exercise Equipment •

Proposing establishing a committee for this

Other issues • •

Pui-Wa: talk to Tim about tuning of pianos Pui-Wa: come up with proposal for mug design contest