2023-01-31 SDC Meeting notes
- Jinghao Lei
 Date
Jan 31, 2023
 Participants
@Jinghao Lei
 Goals
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 Discussion topics
Time | Item | Presenter | Notes |
|---|---|---|---|
 | Intro |  |  |
Staffing updates | Monday: a. Faculty Financial Assistant – Sarah Feeney office right next to Peter, go to person for purchase/WEEF Needs some training for a couple of weeks. Can SDC use credit card to purchase on the teams behave WEEF buyer? Yes doing all the buying Sarah will help WEEF, quicker transaction. Timeline: already out for a few teams, expect a few more weeks WARG is already added?? @Hamza Ali or @Former user (Deleted)
Overseeing core facility, idea clinic, AVRIL, … sit down once a year to talk about financial situation/budgeting Person have been selected Turn overs: Jeff, Brian went to E3 shop, Brian’s responsibility falling on Graeme, catch up in a few weeks. Design reviews is falling behind after Brian left (Note: doesn’t impact WARG much)  | ||
 | WEEF Director presentation | Jeff | WEEF proposal open New Google Form Due March 3 Concur: faster process Include the allocation number + Line item By default, the WEEF work order will be used, also can use team fund, but cannot be mixed in one order Training links will be sent out Feedback form will also be sent out later Have we tried out with the purchase Published a sheet with WEEF balance, also give expiry date, balance on right most column, any problem shoot an email Training more oriented to faculty, WEEF/Deans difference? Section for SDC tutorial Concur don’t need bank statement: need receipt. Travel can be a problem, needs more detail. Concur doesn’t support EngSoc !!! Weekly updated balance will be posted in the website as well Opening up in a month for all teams. 5 key people for entire year. MEF? can also be in MEF, ask sarah for more details |
 | Updates on room booking system |  | register using team email, full administrator Fun fact: we can delete other people’s bookings. Dean meeting room: Peter will follow up |
 | Vehicles – new driver registration, truck training |  | Process involved: self registered learn course changed to 1 on 1 interview: 90mins meeting, welcome to have the meeting together (2-3 ppl) Full G license or equivlant, at least a couple of month with G Trailer training is extra: classroom session, and in person 1 on 1 practice in parking lot, and highway test. Do we need training? |
 | Incorporation information |  | Background: inquiring about or pursued incorporation as a non profit business. Visible… this is a lot involved than we would expect. if we choose to incorporate,
Slack is a great example: 85% savings if non profit. try to convince them that we are incorporation. Talk to Peter if we need software Don’t consider the team as incorporate and send out invoices @Hamza Ali Skydio situation? Donation through University of Waterloo, not allowed to put logo. either money or logo, not both. Procurement saves 10% tax |
 | Giving Tuesday funds proposal |  | 28000 donation for SDC raised buying a Mini van or full size van, or mini bus 12 passenger van |
 | Miscellaneous |  | a. Iron Ring is Friday: Keep people outside of workbay and student shops. Coop training Every bay have one and attached to the room. Need own fire extinguishers if operating vehicles or testing. Sheet need to fill out when using shared rooms (like composite room) c. better projector for 2004, just 1 HDMI and power bar 1401 doesn’t have projector  composite room: mess glass sheet, proposing flipping it high voltage room assistance: safety training, talk to Peter Who updates SDC page? Ask Peter, someone from Dean  |
 | Computer access for students (Windows with solid works and Altium) |  | Use Magna computing room  |