SDC Team Lead Meeting 01/31/23

Owned by Joshua Harper
Last updated: Mar 29, 2023
2 min read

 

  1. Introduction

2. Staffing updates

Faculty Financial Assistant - Sarah Feeney

  • Currently training, will soon be in charge of procurement, purchasing, account balances requests

    (Person to email reimbursements to)

Administrative manager - TBD

  • provide balance in account

Student shop Instructors

  • e3 shop just hired someone who will be helping out

  • Once ready, scheduled design reviews will be available at team’s request

3. WEEF Director Presentation

  • weef proposals are open due march 3

  • Concur - previously only available to faculty, now piloted to select teams (only for weef reimbursements, not engsoc)

    • Web portal for reimbursement claims, no more emailing back and forth

    • Rolling out soon, working out kinks

    • For purchases; store receipt with name means no credit card statement on concur

    • For travel, expect to provide extra documentation for reimbursement

    • Open in about a month or so, only for 3-5 key purchasers on team (for about a year) for concur access

    • Other people would have to go through long purchasing process

  • Published weef balances, updated weekly (in email to all student teams - Austin?)

weef@uwaterloo.ca for questions or suggestions

4. Room booking system

  • Teams now access using generic team email, not personal emails

  • If booking using team name, teerstra can give administrative access & teams can trade bookings

  • New room on 7th floor available for booking?

5. Vehicles - new driver registration, truck training

  • half hour meeting with teerstra/graham for training (instead of learn course)

  • Send teerstra email, must have G license, set up 1 on 1 meeting (or can do multiple team members at once)

  • For trailer towing, separate training required (driving & highway tests)

6. Incorporation information

  • Do not incorporate

  • team responsible for financial administration

  • Team must coordinate and pay for CRA financial reports

  • Lose access to HST rebate

  • Save 10% if bought through procurement? through university’s HST rebate program

  • Etc

  • If team gets donation, either get tax receipt or become sponsor

7. Giving Tuesday funds proposal

  • $28,616 donated during giving Tuesday

    • Full size van or minivan?

    • Likely 12 passenger van for comp travel

8. Miscellaneous

  • iron ring

    • Work bays off limit for iron ring activities - let 4th year students know

  • Fire extinguishers

    • Building extinguishers stay, if using for outdoor test use a personal extinguisher

  • high voltage room setup help for new members? Talk to teerstra

  • Website updates? Talk to teerstra

Next meeting couple weeks after midterms