ALIS ET ANIMO
Private Student Organization | Privaat Studente Organisasie
University of Stellenbosch | Universiteit van Stellenbosch
RESPECT. INTEGRITY. UNITY. INDIVIDUALITY. GEES.
E-mail: [email protected]
Website: www.sun.ac.za/aurora
HK Meeting Minutes 15 January 2014
Admin
Attendance: Bradley, Jóvan and Munita are excused.
Acceptance: Sané accepts and Armand seconds
Additions:



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Gyms
Cluster breakfast
Aurora Talks
Girl’s Clothing
STANDOVER DISCUSSION POINTS
Discussion points
Person
responsible
Final date of
notification/submission
1. Raffle – Armand (Sponsors):

Armand has not yet spoken with Ingrid informing Lydia that we will not be joining
the raffling.

Karll and Jóvan have a meeting with Lydia tonight regarding sponsors and Armand
needs to inform Lydia before the meeting.
2. Beach Day – Quotes:

Another quote for the busses – R5000 for a 120 people (Lydia is making use of this
company) whereas the previous quote was for +- R8800 for 120 people.
HK MEETING MINUTES,
AURORA OFFICE, Admin A
Suzaan van Zyl - IT and Communications
& Secretary General
Email: [email protected]

120 people were given as an estimate but take note that 120 might be too little as
committee members also need transport.

Lisa will try to find another quote (companies are not responding to her emails
asking for quotes) and give to the Executive committee before Sunday.
3. Akkerjolle – Feedback:

Akkerjolle was fetched and is at Lydia. The Akkerjolle needs to be picked up from
Lydia and be sold.

Cerise needs to find a method for selling the Akkerjolle.

Ideas for selling the Akkerjolle – HK can sell to parents and first years on Welcoming
day as well as can sell to own parents and friends. Another is to have a competition
between the 4 committees on which committee can sell the most. The committees
must first try to sell 30 Akkerjolle each and can sell more when the first 30 are sold.

The committee heads must inform the committees today about the competition.
4. Clothing – Feedback:

We are still waiting for the clothes.

Suzaan and Bradley did go and see her on Monday and asked about the clothing and
she told them that she can only give feedback once she gets feedback which will not
be before the 15th January 2014 as the printers only open on this date.

Also Lydia only gave their sizes and numbers to the Matie shop on Monday only the
clothes might be retarded even more because the joint shirts should have been
printed together. However Suzaan did ask if it would be possible to have our clothes
printed beforehand (there might be a fee attached to it as the logo will be printed on
HK MEETING MINUTES,
AURORA OFFICE, Admin A
Suzaan van Zyl - IT and Communications
& Secretary General
Email: [email protected]
separate occasions) but Rene did not respond that question.

Suzaan will check-up constantly and will give feedback as soon as she has more
information.
5. MGD Morning – Feedback:

Keegan did RSVP to the cluster MGD event

The transport to the cluster MGD event will be taken care of by the cluster.

They will inform us about the logistics (time, transport, etc.).

The transport to Middelvlei for Keegan’s MGD event is worked into his budget.

Keegan needs committee members to volunteer to help set up at this event and will
be in contact with committee heads for volunteers.

Keegan will get MGD’s presentation and his own to show at the house to the first
years.

Keegan will email the information to Suzaan to email to the rest of the HK.
6. Open room in HK house:

No feedback so far only some interests from 3 members but only 2 qualify as the 3 rd
is a male.

The room has to be allocated before Welcoming and the motivational letter needs to
be in on Monday morning at 8am.

Lisa needs to advertise the open room on Facebook.

The Executive Committee will decide on who gets the room at their next meeting in
collaboration with Lisa.
NEW DISCUSSION POINTS
HK MEETING MINUTES,
AURORA OFFICE, Admin A
Suzaan van Zyl - IT and Communications
& Secretary General
Email: [email protected]
Discussion points
1. Seniors and First Year’s Camp:

The program for the camp is discussed.

Armand is working on the logistics.

The first year guys can sleep outside in tents but there proves to be problems with
Person
responsible
Armand
Final date of
notification/submission
20/01/2014
the tent layout.

A Senior Committee member is working on getting mattress for the camp.

If it rains the guys and girls can sleep in the clubhouse on either sides of the room
and board games will be provided if it rains.

Armand needs to give the formal program to Lisa and Sané as well as place it in the
house.

The HK and the committee members will be split in two where the first half will be
at the camp and the second half will be at the HK house with the other senior
members of Aurora.

Mentors are to inform the first years of the camp on Welcoming day and must let
Armand know if they are going to sleep over in the clubhouse with the first years
and if they will be at the HK house.

There will be a tent set up on the HK house’s lawn and matrasses will be provided
for the seniors.

Facebook can advertise the event to the seniors.

The seniors are allowed at the camp until 10pm to participate.
HK MEETING MINUTES,
AURORA OFFICE, Admin A
Suzaan van Zyl - IT and Communications
& Secretary General
Email: [email protected]

The final program needs to be by Karll and Sané on Monday.
2. Get to know your HK morning:

All HK members
20/01/2014
Armand and Lisa
20/01/2014
This part of the Welcoming program will take place on the 27th of January 2014 from
8am – 10am.

This event is where the first years get divided amongst the HK as well as the
mentors to allow the first years to get to know their HK better.

The HK needs to take the first years to any acceptable venue in walking distance of
the HK house and spend time with the HK.

Feedback on the venue is expected from every HK member at Monday’s meeting.
3. Beach day program:

The program is discussed.

Ice cream will be awarded to the winners.

Gumboots are needed for activities.

There will be boeresport games.

Lisa and Armand are working on logistics.

The final program needs to be given on Monday.
4. Lydia meeting & skakel, Silene skakel and skakels in general:

Aurora has a meeting with Lydia from 7pm – 8pm before the skakel which follows at
8pm on Thursday 16 of January 2014.

Lydia is sponsoring wine and we have to sponsor the pizza. The price ration is not
balanced. The money for the pizza will not be entirely covered by the budget but
part of the pizza money might be subsidized from the budget. Jóvan will discuss it
HK MEETING MINUTES,
AURORA OFFICE, Admin A
Suzaan van Zyl - IT and Communications
& Secretary General
Email: [email protected]
further in the Whatsapp group.

Siline also wants to skakel with us on Tuesday from 9 – 11am for breakfast.

Final details will be given at a later stage.

Metanoia also wanted to skakel but they have not gotten back to Karll yet. Karll will
follow up.

First years’ skakles are sorted and final details need to be given by Monday.

Siline might not skakel with us during the Welcoming program. Wanted to do the
bink fold skakel but details of skakel will still be given.

Details with regards with a cluster skakel are yet to be communicated.
5. Sunflower fund:

Everything is sorted.

The run will take place on the 10th of May 2014.

Sponsors are being looked at but there are no packets for the run. Medals might be
given to winners.
6. Committee photos in house:

Place pictures of the committee members in the house so that the first years can get
to know their committee members.

Information supplied with the photos must include name, surname, and course of
study as well as a random fact.
7. Colour Together and safety officers:

For the Dream Launch – 2 seniors are needed to blow up balloons and we are
awarded points for doing so. Names of seniors must be sent to Lisa.
HK MEETING MINUTES,
AURORA OFFICE, Admin A
Suzaan van Zyl - IT and Communications
& Secretary General
Email: [email protected]

Safety officers: Seniors are needed for safety officers. Preferably more guys than
girls must be used. Names need to be given in by the 24th of January 2014. 2 mentors
must be used for ticket sales and 2 MAD2 committee members must be used for
alcohol monitors.

Colour Together – R15pp first year to take part and they have to pay for themselves.
R10 per HK. Our theme needs to be incorporated. Refer to HK guide for logistics.
Clothing for the day was discussed. Feedback needs to be given of the clothing for
Colour Together.
8. Leadership Camp:

Leadership program is discussed.

Committee members are in charge of their own lunches.

Viola will take the committee photos which need to be given to the committee heads.

We have space available to sleep for committee members during the camp.

Heads of the committees need to be voted upon.

At the end of the camp after the formal program a bring and braai will be held.
9. Additions:
9.1 Gyms:

Both Virgin Active and Van der Stel have offered us sponsorships.

Virgin Active is willing to sponsor water bottles and possibly tog bags to the first
years. We must email them what we need and need to market them in
Welcoming.

Van der Stel is hosting a competition for houses – the house who registers the
HK MEETING MINUTES,
AURORA OFFICE, Admin A
Suzaan van Zyl - IT and Communications
& Secretary General
Email: [email protected]
most members at the gym can win R10 000 for the house. As well as if more than
15 Aurora members join then the HK can gym for R145 and if 30 joins then the
HK pays only R120. And if more than 60 members join the HK can gym for free
for a year. In order to be part of this competition the HK needs to register by
Friday and the HK only pays R200 a month (unless more than 15 people register
then the previous applies).

Van der Stel is also willing let us use the pool for free for events and will help to
find a DJ for the events. They are also willing to give swim classes to our
members. Karll has to know by tomorrow evening who of the HK are willing to
sign up with Van der Stel.
9.2 Cluster breakfast:

Will take place on the 22nd of January 2014 form 08:30 – 10:00

There are, to our knowledge, no costs involved but more information will be
gathered on this.

The breakfast is for all HK and mentors.
9.3 Aurora Talks:

Hosting a talk show – it will double as an information session about Aurora.

First years will sit under the tent and the show will be hosted on the stop.

Can give ideas for questions to Sané.

The house as the venue can be problematic, other venues need to be looked at
and if another venue is selected then the monitor needs to be informed.
9.4 Girl’s clothing:
HK MEETING MINUTES,
AURORA OFFICE, Admin A
Suzaan van Zyl - IT and Communications
& Secretary General
Email: [email protected]

Guys can wear black pants or chinos with a white long sleeved shirt and gold
ties.

Clothing will be at own expense.

Ideas for clothing were discussed and some of the HK will go to the mall
afterwards in search of outfits.
Feedback
Suzaan: No feedback
Keegan: No feedback
Armand: No feedback
Weekly Feedback
Cerise: No feedback
Simone: No feedback
Lisa: No feedback
Lauren: No feedback
Sané: Informs us that they are painting the house and that the couches that they have ordered have arrived.
Karll
Munita

Amped for tomorrow and wants us to enjoy the camp.

Stress that we have to make time for ourselves.

Next Meeting: 20th January 2014
HK MEETING MINUTES,
AURORA OFFICE, Admin A
Suzaan van Zyl - IT and Communications
& Secretary General
Email: [email protected]