One Step Ahead ry 

Events planning meeting

Thursday 20^th January 2022, 17.00

Mode of meeting: Zoom

Attendees:  Jamie, Aparna, Naike, Laura, Lena, Sophie

Total number of attendees:

1. Call to order

The Chairperson starts the meeting at

2. Selection of chair and secretary for the meeting

Jamie – chair, Elena - secretary

3. Declaring the meeting legal

Declaring the attendees, declaring that the meeting was called according to the rules of the association and is a legal meeting. 

4. Approving the agenda

The agenda was approved without amendments

5. Alina Hall reservation - Sitsit possibility

-cancelled - we will later on think about it again with possible collab with other associations

-Cissi and Orbis collaboration possible on May 5th, would mean for us that our members can join but we wouldnt be organising the event

-we might organise our own sitsit as well if corona situation gets better

           6. Date for General assembly + Planning for Action Plan + Budget

> Spring General Meeting must be between Feb 21-25 and announced 5 days before the meeting to all members (supporting and general) via email

We decided 23^rd Wednesday would be a good day, announcements latest on Friday

7.Supportive vs general members

Support members can attend the meetings and have a say but cannot vote

-being a supportive member is a way to donate, we could promote support membership

-We could invite people that might be interested in what we do to the general meetings

-reaching out to faculty members as an organisation

-well create a general template of the messages sent

-discussed what the support members could gain from supporting us

-regular email about our successes?

8. Membership Fees (Annual?) & Patches for New Members

-memberships are annual – we have no members

-everyone has to pay the membership again

-we can change this in the general meeting but someone has to vote

-solutions:

-patches

-5 min time slot before a lecture

-offering free donut for signing up

-we need people to join before spring meeting to get the grant from HYY – and then everyone has to pay again

-suggestion: starting from 2023- one time payment

-suggestion: we make the payments that have been already done last for the whole degree  ask if its fine

February 21st spring general meeting

-we need to get members before the tahlo application on the 28th Feb

Patch ideas: shooting star, stereo/ play button player, shoe

-patch should be done soon to promote the membership

9. Donations

10. Promotion via social media

-general reminder or starting the promotions for events and membership

Which platforms should we use?:

-instagram, email, facebook (events especially) (our year and general) website, linkedin for professional events and recaps

11. Ice skating

-Naike has created an event calendar

-February ice-skating in Tapiola on a Saturday, meeting to go there while wearing masks

-asking for people to wear masks, asking to keep the distance,

-12th February 11-13 or12-14

-everyone invited, make sure to reach them

-for covid reasons we decided to not offer any food

12. Steering Group Updates

-Discussed collaboration with the steering group

-Improvement of feedback forms, less forms to be filled in

-E-mails also in English

-meeting on next Monday

13. Anti-racism Group Updates

Discussed adding mandatory anti-racism teaching to the 2023-2026 curriculum

Continuing lobbying

Options

1. Adding anti-racims to existing courses

2. Mandatory training to CE teachers to add anti-racism content

3. Voluntary course – would need a teacher for this, we would need to contact people for this

4. Making space for the course

Discussion on the structure of the group

-board + members?

-discussed whether limiting the members would help in reaching decisions

14. Other business

15. Tasks

Jamie will contact Alex about the rules of membership fees

Elena and Laura prepare announcements for SGM date tbd

Everyone designs patches! By monday

Jamie looks into ordering patches

Ice skating:

-12th 11-13 or 12-14

Naike calls

Laura social media

Naike makes a flinga about the fire side chat

We need to write the action plan

Not urgent:

Aparna writes a list of people we will contact about supportive membership

Jamie writes the draft of the email we will send out

Aparna and Jamie looking into people who could help with anti-racism

16. Next meeting

The next meeting will be called according to the Rules of the Association. 28.Friday 5-7

1. End of meeting

The Chairperson ends the meeting at 18.49