Notes
vehicle booking policy during comp season
handling teams booking at the same time
send desired plans and SDC admin team will shuffle
can use 2 extra minivans if necessary
we have CAA coverage reminder
updated accident checklist in cars by may
if travelling with team, need everyone to sign a travel form. (overnight)
couple weeks before leaving on trip
pay tolls
caravan seats fold in and out, might make it standard to have all the seats folded out when vehicle handoff
finance update!
can use vehicles to pick up local orders
competition fees: can pay directly from student account if we get an invoice from the competition.
give ~2 week lead time for accounts payable.
if you can get a credit card portal Sarah can pay immediately.
can also submit a travel advance if someone on the team pays with their credit card.
things like flights need to be reimbursed
food stipend - from the team account, 100$ a day maximum per student. don’t need to keep any food receipts
UPS brokerage fees - either we pay and reimburse, or Sarah can pay directly from team account by emailing to Sarah or dropping it at her office
Giving Tuesday
received funds in november. 28k. historically went to the caravans
divide this money among teams via a short (1/2-1 page) proposal for what the team plans to spend the money on. No presentation required. May be slightly different allocations per team.
dollar amount
what the team would use it for
will be happening early next week
30 design teams - 1k each if even. maybe 3-5 days between request and proposal submission.
to help us next round of giving tuesday, take photos and keep track of where the money went
Design Reviews
looking at how to support teams before spending money. starting that again
teams can reach out to Graeme - machining/fabrication
chassis teams may need a couple reviews to keep them on track (future)
composites too: next build cycle, Graeme may help teams hold workshops, etc
< welding discussion >
stakes are high in composites manufacturing.
consider offloading mold preparation, etc, a lot of work on composites, to professional who can do it better?
are people interested in a service like that
if so, reach out to Graeme about it
May start rolling out more information about this in june/july
US paperwork
used to require a TIB temporary import bond to be filled out with the teams and created by a customs agent.
expensive (couple hundred) + complicated
ETS had a form (E15 governmental form)
as the student team you fill this out
just list each item (like toolbox)
no cost
watcloud on watonomous
any team can be affiliated members with watcloud
can use this for onboarding, team access? awaiting email about this…
additional meeting rooms
deans board room in 7th floor
Teertstra can book this room (60 people) if you ask him
also applicable for MME classrooms!
Banners with Uwaterloo branding is available. for loan in 2007
tents
banners
sanford fleming foundation grant
up to 1k for student teams travelling.
Due in last week of classes (in April), online application.
typically undersubscribed
iron ring - tommorrow feb 2
keep celebrations out of the workbays + SDCs
any teams with wireless routers in the design bays, Eng computing will shut it down.
back stairwell - deep freezer, camp chairs. do not store anything in stairwells
High voltage room
“in trial”
no safety training set up yet
Taj from FE may know how to use the room?
talk to FE
we can store and maintain the specialized crimps in the RPC, will reach out to teertstra about this
Shared crimper tools? (JST/Anderson/Specialized crimps)
Will no be revisiting the “criteria to become an SDC team”
Questions ~
Vehicles
Caravans: will we know if there are seats in them before booking. Can we know which caravans have seats vs the ones that don’t?
Policies - confirming the most up-to-date one is v3.5 released in November 2023.
Finance
lowkey pay attention to the finance part 😳
Shared tools