EB 15-11 - October 1, 2015
Executive Board Meeting 15-11 Thursday, October 1, 2015 @ 8:30am MSU Boardroom, MUSC room 201 Non-Quorate Meeting – 8:40am Present D’Souza, Guarna, Ibe, Stegmaier Late Absent Others Present V. Scott (Recording Secretary), Shaarujaa Nadarajah (SRA Member), Serena Arora (SWHAT Coordinator), Geneva Neal (PSL Coordinator) Guarna suggested that everyone does their report while waiting for one more Board member to arrive for quorum. a)
PSL Report – Geneva Neal presented
Neal summarized the report.
Questions Nadarajah stated that they are now doing debriefs for volunteers. She asked how that’s working out. Neal responded that they will be starting that next week, and there will be drop-in debrief hours and they would be mandatory. She explained that they will have to attend a certain number per semester, but they are just starting them now as some volunteers haven’t had their shifts yet. Ibe asked about the exec structure and why they want to expand instead of paying the volunteer coordinator. Neal responded that it would be ideal to pay them and give them 12 hours a week. She stated that if not, she would like for it to be split up as the volunteer coordinator has a lot to do, and scheduling can get quite complicated now that they have volunteers for online and the phones. b)
SWHAT Report – Serena Arora presented
Arora summarized the report.
Questions Guarna asked if closing earlier by an hour impacted the number. Arora stated that she didn’t think closing earlier was the cause, and they will be ramping up their promo in October. She felt that this will help with numbers. c)
MAC Bread Bin – David Cheng presented
Cheng summarized the report.
Questions McGowan asked where the Turkey Dinner would be hosted. Cheng responded that it would be in Clubs Space. McGowan stated that he was sure that the event will be a success and suggested to talk to TwelvEighty next time and look into a joint sponsorship. Cheng responded that Rick was volunteering some of his staff’s time and has dishwashers helping out. He added that they are meeting tomorrow to discuss this morning. Ibe asked what the initiative was to get the first time buyer for the Good Food Boxes. Cheng responded that they priced the GFB at $10 as it would be more appealing than $12. They also asked on the order forms on how they heard about the program and the responses were either word of mouth or facebook. He did add that one problem encountered is the website allowing orders to come through without payment.
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Osazuwa asked if they ordered extra. Cheng responded that they would know by Friday at noon and they will be selling any to those who come in. McGowan stated that it was great how the program was working out. He added that they have been getting quite a few inspections recently and he expects that Public Health may be next. He suggested that Cheng speak to the Kitchen Manager at TwelvEighty about food handling and such. Cheng responded that it was suggested to him to set up the pick-up to be behind Jess’s office, and he felt that it would make sense to do that.
Achieved Quorum and Called to order @ 9:27 am Present D’Souza, Guarna, Ibe, Osazuwa, Stegmaier Late Absent D’Angela, Gillis, Nestico-Semianiw Others Present J. McGowan (General Manager), V. Scott (Recording Secretary), M. Wooder (SLDC), Shaarujaa Nadarajah (SRA Member), Serena Arora (SWHAT Coordinator), Geneva Neal (PSL Coordinator), David Cheng (MAC Bread Bin Director), Alex Wilson (TAC Coordinator) 1.
Adopt Agenda
Moved by Stegmaier, seconded by D’Souza that the Executive Board adopt the agenda, as presented. Passes Unanimously 2.
Adopt Minutes EB 15-09
Moved by Stegmaier, seconded by D’Souza that the Executive Board adopt the minutes from Executive Board meeting 15-09 – September 18, 2015, as circulated. Passes Unanimously 3.
TAC Report – Alex Wilson presented
4.
Wilson summarized the report. Strike Hiring Committee for Good Food Coordinator
Moved by Guarna, seconded by Ibe that the Executive Board strike a hiring committee for the Good Food Coordinator consisting of the Vice-President (Administration), the MAC Bread Bin Director, one (1) Executive Board member, and one (1) alternate Executive Board member. Nominations Ibe D’Souza – alternate Vote on Motion Passes Unanimously 5.
Operating Policy 1.9.8 – MAC Bread Bin
Moved by Guarna, seconded by Stegmaier that the Executive Board approve the changes to the Operating Policy 1.9.8 – MAC Bread Bin, as circulated and attached.
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Guarna passed the discussion over to Cheng. Cheng went over the memo and the operating policy with the Board. Osazuwa asked if they have an assistant director now. Cheng responded that they don’t. He said they will be discussing it at a later time. Scott asked if they wanted it to be MAC Bread Bin Assistant Director or the way they had it now. She stated that she only asked because other services have the name of their service and then the position title. Cheng stated that he based it on Diversity Services, but if that’s how it’s set up that he would be fine with the change.
Moved by Guarna, seconded by Stegmaier that the Executive Board approve the changes to the Operating Policy 1.9.8 – MAC Bread Bin, as amended and attached. Vote on Motion Passes Unanimously 6.
MAC Bread Bin Job Descriptions and Wage Reviews
a) Job Descriptions Moved by Guarna, seconded by D’Souza that the Executive Board approve the creation of the following job descriptions, as circulated and attached: MAC Bread Bin Assistant Director MAC Bread Bin MAC Community Kitchen Coordinator MAC Bread Bin Events Coordinator MAC Bread Bin Promotions Coordinator
Cheng went over the memo and the job descriptions with the Board. Guarna noted that Jess and she have been updating job descriptions and that they are making sure everything is staying consistent across the board.
Vote on Motion Passes Unanimously b) Wage Review Moved by Guarna, seconded by Ibe that the Executive Board approve the recommendation of the Finance Committee Wage Reviews for the following MAC Bread Bin positions, as circulated and attached: Assistant Director Good Food Coordinator MAC Community Kitchen Coordinator
Guarna went over the memo with the Board. Ibe asked if it was 10 hours per week for all positions. Osazuwa responded that it wasn’t. Cheng responded that if they get the kitchen in MUSC it may come back with an adjustment to hours.
Vote on Motion Passes Unanimously
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MACycle Report – report attached
Guarna summarized the report.
Questions Ibe asked about the exec structure of MACycle. Guarna responded that they have one, but that no one is hired and they are looking to create an events job description. Osazuwa asked if they could try and put on the bike auction again. Guarna responded if they had the resources. 8.
SHEC Report – report attached
9.
Guarna summarized the report. Shinerama/Terry Fox Report – report attached
10.
Guarna explained that she will follow up with the Coordinator as they should have a more detailed report. MSU Maccess Service Coordinator Job Description and Wage Review
a) Job Description Moved by Guarna, seconded by Stegmaier that the Executive Board approve the creation of the job description for the MSU Maccess Service Coordinator, as circulated and attached.
Guarna went over memo and job description
Vote on Motion Passes Unanimously b) Wage Review Moved by Guarna, seconded by D’Souza that the Executive Board approve the recommendation of the Finance Committee Wage Review for the MSU Maccess Service Coordinator, as circulated and attached.
Guarna went over the wage review with the Board.
Vote on Motion Passes Unanimously 11.
Strike Hiring Committee for MSU Maccess Coordinator
Moved by Guarna, seconded by Osazuwa that the Executive Board strike a hiring committee for the MSU Maccess Service Coordinator consisting of the Vice-President (Administration), Vice-President (Education), one (1) Executive Board member, and one (1) alternate Executive Board member. Nominations Brandon Osazuwa – alternate
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Vote on Motion Passes Unanimously 12.
Committee of the Whole – Service Reports
Moved by Guarna, seconded by D’Souza that the Executive Board move into Committee of the Whole to discuss Service Reports. Passes Unanimously D’Souza left at 10:22am – Quorum Lost Moved by Guarna, seconded by Ibe that the Executive Board move out of Committee of the Whole and to Rise and Report. Passes Unanimously Rise and Report Guarna reported that the Board discussed that MACycle look into other fundraising. That they were happy to see PSL volunteer appreciation. Guarna reported that SHEC was doing well. Shinerama will need to provide another report more with more detail. SWHAT would like their space to look more like home. Guarna reported that the Board thought that TAC was doing a good job. MAC Bread Bin just had some job descriptions approved and they will now be hiring and good food boxes sound good. 13.
Information and Question Period
14.
Stegmaier reported that the Services Committee will be doing its review for Shinerama and Terry Fox soon. McGowan reported that the MSU is now up to 200 HSR replacement cards. Ibe asked about the replacements and if they were expecting that number. McGowan responded that they weren’t, and there is a concern about it getting higher but they will see. Wooder reported that Homecoming went well, there hasn’t been a debrief yet but it will be soon. TAC Nominations are next week. Food Fest is also next week. MAC Votes is going strong and there is coverage on the radio and in the Spectator. He asked that everyone spread the fact that there will be satellite polling on campus from October 5-8. Time of Next Meeting
Time of Next Meeting: Thursday, October 8, 2015 8:30am MSU Boardroom, MUSC 201 /vs
PSL Report – Geneva Neal presented
Neal summarized the report.
Questions Nadarajah stated that they are now doing debriefs for volunteers. She asked how that’s working out. Neal responded that they will be starting that next week, and there will be drop-in debrief hours and they would be mandatory. She explained that they will have to attend a certain number per semester, but they are just starting them now as some volunteers haven’t had their shifts yet. Ibe asked about the exec structure and why they want to expand instead of paying the volunteer coordinator. Neal responded that it would be ideal to pay them and give them 12 hours a week. She stated that if not, she would like for it to be split up as the volunteer coordinator has a lot to do, and scheduling can get quite complicated now that they have volunteers for online and the phones. b)
SWHAT Report – Serena Arora presented
Arora summarized the report.
Questions Guarna asked if closing earlier by an hour impacted the number. Arora stated that she didn’t think closing earlier was the cause, and they will be ramping up their promo in October. She felt that this will help with numbers. c)
MAC Bread Bin – David Cheng presented
Cheng summarized the report.
Questions McGowan asked where the Turkey Dinner would be hosted. Cheng responded that it would be in Clubs Space. McGowan stated that he was sure that the event will be a success and suggested to talk to TwelvEighty next time and look into a joint sponsorship. Cheng responded that Rick was volunteering some of his staff’s time and has dishwashers helping out. He added that they are meeting tomorrow to discuss this morning. Ibe asked what the initiative was to get the first time buyer for the Good Food Boxes. Cheng responded that they priced the GFB at $10 as it would be more appealing than $12. They also asked on the order forms on how they heard about the program and the responses were either word of mouth or facebook. He did add that one problem encountered is the website allowing orders to come through without payment.
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October 1, 2015
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Osazuwa asked if they ordered extra. Cheng responded that they would know by Friday at noon and they will be selling any to those who come in. McGowan stated that it was great how the program was working out. He added that they have been getting quite a few inspections recently and he expects that Public Health may be next. He suggested that Cheng speak to the Kitchen Manager at TwelvEighty about food handling and such. Cheng responded that it was suggested to him to set up the pick-up to be behind Jess’s office, and he felt that it would make sense to do that.
Achieved Quorum and Called to order @ 9:27 am Present D’Souza, Guarna, Ibe, Osazuwa, Stegmaier Late Absent D’Angela, Gillis, Nestico-Semianiw Others Present J. McGowan (General Manager), V. Scott (Recording Secretary), M. Wooder (SLDC), Shaarujaa Nadarajah (SRA Member), Serena Arora (SWHAT Coordinator), Geneva Neal (PSL Coordinator), David Cheng (MAC Bread Bin Director), Alex Wilson (TAC Coordinator) 1.
Adopt Agenda
Moved by Stegmaier, seconded by D’Souza that the Executive Board adopt the agenda, as presented. Passes Unanimously 2.
Adopt Minutes EB 15-09
Moved by Stegmaier, seconded by D’Souza that the Executive Board adopt the minutes from Executive Board meeting 15-09 – September 18, 2015, as circulated. Passes Unanimously 3.
TAC Report – Alex Wilson presented
4.
Wilson summarized the report. Strike Hiring Committee for Good Food Coordinator
Moved by Guarna, seconded by Ibe that the Executive Board strike a hiring committee for the Good Food Coordinator consisting of the Vice-President (Administration), the MAC Bread Bin Director, one (1) Executive Board member, and one (1) alternate Executive Board member. Nominations Ibe D’Souza – alternate Vote on Motion Passes Unanimously 5.
Operating Policy 1.9.8 – MAC Bread Bin
Moved by Guarna, seconded by Stegmaier that the Executive Board approve the changes to the Operating Policy 1.9.8 – MAC Bread Bin, as circulated and attached.
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Guarna passed the discussion over to Cheng. Cheng went over the memo and the operating policy with the Board. Osazuwa asked if they have an assistant director now. Cheng responded that they don’t. He said they will be discussing it at a later time. Scott asked if they wanted it to be MAC Bread Bin Assistant Director or the way they had it now. She stated that she only asked because other services have the name of their service and then the position title. Cheng stated that he based it on Diversity Services, but if that’s how it’s set up that he would be fine with the change.
Moved by Guarna, seconded by Stegmaier that the Executive Board approve the changes to the Operating Policy 1.9.8 – MAC Bread Bin, as amended and attached. Vote on Motion Passes Unanimously 6.
MAC Bread Bin Job Descriptions and Wage Reviews
a) Job Descriptions Moved by Guarna, seconded by D’Souza that the Executive Board approve the creation of the following job descriptions, as circulated and attached: MAC Bread Bin Assistant Director MAC Bread Bin MAC Community Kitchen Coordinator MAC Bread Bin Events Coordinator MAC Bread Bin Promotions Coordinator
Cheng went over the memo and the job descriptions with the Board. Guarna noted that Jess and she have been updating job descriptions and that they are making sure everything is staying consistent across the board.
Vote on Motion Passes Unanimously b) Wage Review Moved by Guarna, seconded by Ibe that the Executive Board approve the recommendation of the Finance Committee Wage Reviews for the following MAC Bread Bin positions, as circulated and attached: Assistant Director Good Food Coordinator MAC Community Kitchen Coordinator
Guarna went over the memo with the Board. Ibe asked if it was 10 hours per week for all positions. Osazuwa responded that it wasn’t. Cheng responded that if they get the kitchen in MUSC it may come back with an adjustment to hours.
Vote on Motion Passes Unanimously
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MACycle Report – report attached
Guarna summarized the report.
Questions Ibe asked about the exec structure of MACycle. Guarna responded that they have one, but that no one is hired and they are looking to create an events job description. Osazuwa asked if they could try and put on the bike auction again. Guarna responded if they had the resources. 8.
SHEC Report – report attached
9.
Guarna summarized the report. Shinerama/Terry Fox Report – report attached
10.
Guarna explained that she will follow up with the Coordinator as they should have a more detailed report. MSU Maccess Service Coordinator Job Description and Wage Review
a) Job Description Moved by Guarna, seconded by Stegmaier that the Executive Board approve the creation of the job description for the MSU Maccess Service Coordinator, as circulated and attached.
Guarna went over memo and job description
Vote on Motion Passes Unanimously b) Wage Review Moved by Guarna, seconded by D’Souza that the Executive Board approve the recommendation of the Finance Committee Wage Review for the MSU Maccess Service Coordinator, as circulated and attached.
Guarna went over the wage review with the Board.
Vote on Motion Passes Unanimously 11.
Strike Hiring Committee for MSU Maccess Coordinator
Moved by Guarna, seconded by Osazuwa that the Executive Board strike a hiring committee for the MSU Maccess Service Coordinator consisting of the Vice-President (Administration), Vice-President (Education), one (1) Executive Board member, and one (1) alternate Executive Board member. Nominations Brandon Osazuwa – alternate
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Vote on Motion Passes Unanimously 12.
Committee of the Whole – Service Reports
Moved by Guarna, seconded by D’Souza that the Executive Board move into Committee of the Whole to discuss Service Reports. Passes Unanimously D’Souza left at 10:22am – Quorum Lost Moved by Guarna, seconded by Ibe that the Executive Board move out of Committee of the Whole and to Rise and Report. Passes Unanimously Rise and Report Guarna reported that the Board discussed that MACycle look into other fundraising. That they were happy to see PSL volunteer appreciation. Guarna reported that SHEC was doing well. Shinerama will need to provide another report more with more detail. SWHAT would like their space to look more like home. Guarna reported that the Board thought that TAC was doing a good job. MAC Bread Bin just had some job descriptions approved and they will now be hiring and good food boxes sound good. 13.
Information and Question Period
14.
Stegmaier reported that the Services Committee will be doing its review for Shinerama and Terry Fox soon. McGowan reported that the MSU is now up to 200 HSR replacement cards. Ibe asked about the replacements and if they were expecting that number. McGowan responded that they weren’t, and there is a concern about it getting higher but they will see. Wooder reported that Homecoming went well, there hasn’t been a debrief yet but it will be soon. TAC Nominations are next week. Food Fest is also next week. MAC Votes is going strong and there is coverage on the radio and in the Spectator. He asked that everyone spread the fact that there will be satellite polling on campus from October 5-8. Time of Next Meeting
Time of Next Meeting: Thursday, October 8, 2015 8:30am MSU Boardroom, MUSC 201 /vs
