2017 Committee Lunch

Date: Wednesday 3rd week, Hilary 2017 (2017-02-01)

Present: Hubert Au (President), Frederick Potts (Vice-President (Administrative)), Zachary Leather (Treasurer), John Watson (Lindsay), Ele Saltmarsh (Dr. WHO), Alexander Toal (Foody), Kathryn Husband (Sports Rep), Alastair Nicklin (Sports Rep), Luke Chester (Academic Affairs and Careers Officer), Finn Conway (Academic Affairs and Careers Officer), Calum Holt (Access and Admissions Officer), Isobel Howden (Access and Admissions Officer), Rishem Khattar (Charities and RAG Officer), Juliet Flamank (Student Disabilities Officer), Marianne Cain (Student Disabilities Officer), Steven Rose (Entz Officer), Felix Heilmann (Environment & Ethics Officer), Stephen Hawes (John de Balliol), John Maier (John de Balliol), Alexander Gruen (International Students Officer), Amrita Khandpur (International Students Officer), Cole Horton (LGBTQ Officer), Pallavi Ojha (LGBTQ Officer), Antonia Siu (Website & Computing Officer), Laura McMillen (Women's Officer), Monique Keane (Women's Officer)

Absent with apologies: Thomas Gater (Secretary), Alexander Fuller (Dr. WHO), Leah Mitchell (Foody), Leon Kidd (Charities and RAG Officer), Richard Ware (Design & Maintenance Officer), Ellen Cropley (Entz Officer), Joshua Jones (Environment & Ethics Officer), Simran Uppal (Ethnic Minorities Officer), Suwanja Srikantha (Ethnic Minorities Officer), Julia Davis (Housing Officer)

Agenda

1. Weighing Scale
2. Oblong Ball Weekend
3. Website Server
4. Ball Update
5. Charity Musical tickets distributor

Minutes

Fridge Stickers:

Amrita told the Committee that the fridge room was “a mess,” due to unclaimed fridges. She suggested printing out stickers for people to fill in details. She had looked online, and these would cost £5.

Felix noted that the international storage space doesn’t have this problem, and hence suggested it might be that people knowingly leave fridges behind. Amrita suggested it was easier for people to remember suitcases of stuff.

Ali noted that people leave fridges in the room for a year when people live out.

Hubert told the Committee that the College was okay with labelled fridges temporarily being stored.

Hubert suggested just printing out labels and leaving tape. Amrita thinks people might take the stickers.

The Committee passed up to £5 for fridge stickers.

Weighing Scale

Amrita suggested to the Committee that a weighing scale – kept at the porters lodge and signed out – would be useful for international students to weigh luggage. This would cost around £10.

Ele asked if the Porters had been asked. They had not; Hubert suggested asking the porters first.

Weekend update

Two matches on Saturday, 2.25 and 4.50. 2pm Sunday is Italy. 11pm is the Super Bowl. Now people know what’s happening.

Website

Antonia wants to change server for the website as it’s more expensive than an alternative (which is also more reliable and usable).

Hubert asked if this was related to logging in via SSO. Antonia responded that it was; she was uncertain if it would be possible on a new server but it may be. Zack asked if the transition would be smooth. Antonia responded that it would be.

The Committee passed £29.

Balliol Ball

Juliet told the Committee that the Ball sale starts on Friday, more tickets were sold to JCR, MCR, alumni than expected, which is a positive. Between 500-600 sold, so only 250-300 will be available for general release, so Ball will be very Balliol. Two days ago the offer has been sent to the live acts,, which was the big last thing to do. There was some catering being sorted. Site map, production company, logistics are arranged. Juliet will now focus on the timeline of the day, i.e. set up, night, and the next day. It was raised by the last Committee that people leaving before the Ball ends is a pain, which is College’s security policy. Juliet was aware people had some issues with that. She told the Committee that there are reasons this has to be done, but she intends to look about making the process easier.

Ele heard rumours about a glitter stand. Juliet likes glitter stands. Glitter face.

Alex asked about cordoning off an exit. Not viable as it’s the disabled entry.

Juliet told the Committee that Malachi and Guy would be providing music, also Patchwork. Zack said the Oxford Gargoyles, Jack and Joel, DFO, Garfunkel, Oxford Imps, would be present.

DJs one stage, acoustic in fellows garden. Jazz on the main stage.

Ste asked about Hassans. Vehicles can’t be moved onsite after 6pm for safety reasons, hence any vehicle needs to be there beforehand. This doesn’t fit well with Hassan’s model. The alternative was paying £600 to Hassan for free chips after the Ball. This however presented a security problem with massive flows of people going in and out. They are exploring an alternative. Ste did the broken heart thing with his hands.

Hubert expressed his confidence in the Ball subcommittee.

Charity Musical Ticketing

Rishem told the Committee that Ticket Taylor had been used for Charity Musical tickets, however this incurred a £19 that covers the month and could be used for other events.

Committee passed £19.

Antonia expressed that she wants to improve tickets on the JCR page and asked what was better about Ticket Taylor. Rishem responded that it was because it wasn’t batteled, and so that non-Balliol people could buy it. Antonia said she would look at having a system of non-Battels.

Zack asked if there are booking fees, and hence asked if it would be suitable for Balliol’s got talent.

AOB

Zack told the Committee that he would be writing a paper about improving Institutional Memory. He invited the Committee to provide him with suggestions. Hubert echoed the importance of Institutional Memory.

 

Back to fridges. Do we want to institute a donation systems for fridges, or a rental system administered by Alex and Amrita (paid or with deposit). Ste liked deposit.

Izzy asked if this would be prioritised for international students. Alex said this would make sense. Zack suggested having two categories of subscribers to deal with oversubscriptions so that international students are guaranteed fridges.

Hubert added that it would only be effective of a large number of fridges are used.

Marianne noted that permission has to be asked for a fridge. Zack said the ballot could be sent to the College.

Alex asked if it would be worth asking why permission needs to be sought for fridges. Ali noted they may get damaged. Hubert offered that College doesn’t like having Rogue Fridges (“worst Star Wars movie ever”). In general, space is limited and should be well used.

Katie asked if priority could be given to people who couldn’t afford fridges. Marianne responded that a problem would be regarding getting that information. Katie responded the Ball tickets set a precedent. Juliet offered that Bruce would be the person to proceed (via a process separate from the ballots).

Hubert responded that there isn’t charge for the rental. Marianne suggested that the Committee shouldn’t attempt to add greater responsibility. Zack suggested encouraging adding fridge costs to the JMG ballots so that this cost can be incorporated.

Izzy suggested encouraging people to apply on the understanding of need rather than wanting a fridge. Marianne suggested this would discourage fridge balloting and they do want homes. Marianne suggested an optional “lower priority” category.

Hubert told the Committee that the fridges had to be separated between rental candidates and owned fridges by Friday morning. He therefore encouraged the relevant officers to set up something provisional in the recognition of time-sensitivity, noting that a system can be improved next term.

Amrita asked what would happen to fridges that can’t be used. Hubert is uncertain at the moment, however he hopes this would diminish the number of fridges thrown out.