Executive Board Meeting 13-19 Thursday, January 9, 2014 @ 2:30pm ...
Executive Board Meeting 13-19 Thursday, January 9, 2014 @ 2:30pm MSU Main Boardroom, MUSC room 201 Call to order @ 2:42 pm Present Campbell, D’Angela, Doucet, Harper, Leslie, Mallon, Morrow, Wolwowicz Late Absent Graham Others Present J. McGowan (General Manager), V. Scott (Recording Secretary), M. Wooder (SLDC), Tristan Paul (SRA Member) 1.
Adopt Agenda
Moved by D’Angela, seconded by Doucet that the Executive Board adopt the agenda as amended. Amendments D’Angela – Add Job Descriptions for CRO, DRO, Diversity Services Director, and Diversity Services Assistant Director for approval. Passes Unanimously 2.
Adopt Minutes
Moved by Mallon, seconded by Morrow that the Executive Board adopt the minutes from Executive Board Meeting 13-18 – November 28, 2013 as presented. Passes Unanimously 3.
Interview Prep
4.
D’Angela circulated the document, and went through it with the Board. Tips and tricks were given on how to conduct interviews. Committee of the Whole – Service Reports
Moved by D’Angela, seconded by Mallon that the Executive Board move into Committee of the Whole to discuss Service Reports. Passes Unanimously Moved by Mallon, seconded by Leslie to move out of Committee of the Whole and to Rise and Report. Passes by General Consent Rise and Report D’Angela stated that the Executive Board went over the service reports from EB meeting 13-19 and gave the following feedback: SHEC - more comments coming post-report; great work improving promotions SWHAT - are there ways we can make SWHAT more accessible for people (other ways of contacting service beside the phone?) please feedback on student who is on long-range walk (semester 2) TAC - great efforts promoting in Term 1 PSL - provide a breakdown of exam time calls (traffic, number, quality, etc)
EB 13-19
5.
January 9, 2014
Page 2
Closed Session
Moved by Campbell, seconded by Leslie that the Executive Board move into Closed Session. Passes Unanimously Return to Open Session a)
Request for Leave of Absence – Advocacy
Moved by Mallon, seconded by Campbell that the Executive Board approve a leave of absence for Rebecca McDougall (Advocacy Coordinator), effective January 19th - January 30th. Passes Unanimously b)
Request for Leave of Absence - Maroons
Moved by Mallon, seconded by D’Angela that the Executive Board approve a leave of absence for Inemesit th Etokudo (Maroons Coordinator), effective January 19th - January 30 . Passes Unanimously c)
Request for Leave of Absence - TAC
Moved by Leslie, seconded by Campbell that the Executive Board approve a leave of absence for Jacob Klugsberg th (TAC Coordinator), effective January 19th - January 30 . Passes Unanimously 6.
Job Descriptions
a)
D’Angela went over the job descriptions with the Board. She explained that there were two changes to the CRO and DRO job descriptions that weren’t circulated. One is that the SRA is technically their boss, not EB so they will be reporting to the SRA once per term as well as EB twice per term. The second change would be the reporting structure of “Executive Board through Vice-President (Administration)”, when it should be “SRA through Vice-President (Administration)”. Doucet asked if they considered looking at the number of hours the CRO and DRO get per week, as they are high compared to others in the organization. D’Angela stated that they are keeping them as is, especially as the DRO position isn’t just for promotions. They will be supporting the CRO and may run EC meetings if the CRO isn’t available. McGowan asked Scott if she felt the hours were justified. Scott responded that the Elections Department has changed over the years from being paid a weekly wage along with honorariums based on elections, to getting rid of the honorarium and factoring fines meetings and ballot counting into the weekly wage. She stated that she felt that over the past couple of years, the election process has been streamlined and meetings don’t often take as long as they used to as they no longer have to count ballots. She felt that the positions could be in the office more, and that the hours are something that could be looked at in the future. Campbell stated that this was something to note and that they could look into it more. DRO
EB 13-19
January 9, 2014
Page 3
Moved by D’Angela, seconded by Campbell that the Executive Board approve the changes to the job description of the Deputy Returning Officer, as amended. Passes Unanimously
b)
CRO
Moved by D’Angela, seconded by Morrow that the Executive Board approve the changes to the job description of the Chief Returning Officer, as amended. Passes Unanimously c)
Diversity Services Director
Moved by D’Angela, seconded by Morrow that the Executive Board approve the changes to the job description of the Diversity Services Director, as presented. Passes Unanimously d)
Diversity Services Assistant Director
Moved by D’Angela, seconded by Campbell that the Executive Board approve the changes to the job description of the Diversity Services Assistant Director, as presented. Passes Unanimously 7.
Information and Question Period
8.
Doucet asked everyone to take a look at the memo that is coming forward to the upcoming SRA meeting, about the MSU Health Plan Referendum. D’Angela reported that the McMaster Student Leadership Conference is next Saturday, and it’s free for those attending. D’Angela announced that Doucet and she spent most of December doing PTM wage reviews, and that they made some progress. She reported that once it is finalized it will be brought forward. Doucet reported that the TV is now installed in TwelvEighty, the HD wasn’t included but hopefully it will be set up soon. Doucet announced that they are starting a TwelvEighty catering menu. Wooder reported that Clubsfest 2 went well. The current Frost Week twitter promotions are going well. State of the Union will be happening soon. Mallon reported that there will be an update about DCS at the SRA meeting. Campbell reported that he met with someone from the Hamilton Bike Share. He added that the SRA passed a motion last year to be in support of the project. The group is looking to get students to support a universal pass, for $15 per student. Campbell stated that he nicely told them that there probably wasn’t a chance of that happening. Doucet stated that when they presented last year the plan included bike rakes off-campus. Campbell responded that there would be three racks with 10 bikes each on campus. Campbell reported that he will be doing a Google Hangout with Brad Duguid, Minister of Training Colleges and Universities along with Graham, and Jimmy Long. D’Angela announced that SLEF applications are due February 14. If you have an idea for student life improvements, send in an application. Adjournment and Time of Next Meeting
EB 13-19
January 9, 2014
Time of Next Meeting: Thursday, January 16, 2014 2:30 p.m. MSU Boardroom, MUSC room 201 Moved by Morrow, seconded by Mallon that the meeting be adjourned. Passes by General Consent Meeting adjourned @4:19 pm /vs
Page 4
Adopt Agenda
Moved by D’Angela, seconded by Doucet that the Executive Board adopt the agenda as amended. Amendments D’Angela – Add Job Descriptions for CRO, DRO, Diversity Services Director, and Diversity Services Assistant Director for approval. Passes Unanimously 2.
Adopt Minutes
Moved by Mallon, seconded by Morrow that the Executive Board adopt the minutes from Executive Board Meeting 13-18 – November 28, 2013 as presented. Passes Unanimously 3.
Interview Prep
4.
D’Angela circulated the document, and went through it with the Board. Tips and tricks were given on how to conduct interviews. Committee of the Whole – Service Reports
Moved by D’Angela, seconded by Mallon that the Executive Board move into Committee of the Whole to discuss Service Reports. Passes Unanimously Moved by Mallon, seconded by Leslie to move out of Committee of the Whole and to Rise and Report. Passes by General Consent Rise and Report D’Angela stated that the Executive Board went over the service reports from EB meeting 13-19 and gave the following feedback: SHEC - more comments coming post-report; great work improving promotions SWHAT - are there ways we can make SWHAT more accessible for people (other ways of contacting service beside the phone?) please feedback on student who is on long-range walk (semester 2) TAC - great efforts promoting in Term 1 PSL - provide a breakdown of exam time calls (traffic, number, quality, etc)
EB 13-19
5.
January 9, 2014
Page 2
Closed Session
Moved by Campbell, seconded by Leslie that the Executive Board move into Closed Session. Passes Unanimously Return to Open Session a)
Request for Leave of Absence – Advocacy
Moved by Mallon, seconded by Campbell that the Executive Board approve a leave of absence for Rebecca McDougall (Advocacy Coordinator), effective January 19th - January 30th. Passes Unanimously b)
Request for Leave of Absence - Maroons
Moved by Mallon, seconded by D’Angela that the Executive Board approve a leave of absence for Inemesit th Etokudo (Maroons Coordinator), effective January 19th - January 30 . Passes Unanimously c)
Request for Leave of Absence - TAC
Moved by Leslie, seconded by Campbell that the Executive Board approve a leave of absence for Jacob Klugsberg th (TAC Coordinator), effective January 19th - January 30 . Passes Unanimously 6.
Job Descriptions
a)
D’Angela went over the job descriptions with the Board. She explained that there were two changes to the CRO and DRO job descriptions that weren’t circulated. One is that the SRA is technically their boss, not EB so they will be reporting to the SRA once per term as well as EB twice per term. The second change would be the reporting structure of “Executive Board through Vice-President (Administration)”, when it should be “SRA through Vice-President (Administration)”. Doucet asked if they considered looking at the number of hours the CRO and DRO get per week, as they are high compared to others in the organization. D’Angela stated that they are keeping them as is, especially as the DRO position isn’t just for promotions. They will be supporting the CRO and may run EC meetings if the CRO isn’t available. McGowan asked Scott if she felt the hours were justified. Scott responded that the Elections Department has changed over the years from being paid a weekly wage along with honorariums based on elections, to getting rid of the honorarium and factoring fines meetings and ballot counting into the weekly wage. She stated that she felt that over the past couple of years, the election process has been streamlined and meetings don’t often take as long as they used to as they no longer have to count ballots. She felt that the positions could be in the office more, and that the hours are something that could be looked at in the future. Campbell stated that this was something to note and that they could look into it more. DRO
EB 13-19
January 9, 2014
Page 3
Moved by D’Angela, seconded by Campbell that the Executive Board approve the changes to the job description of the Deputy Returning Officer, as amended. Passes Unanimously
b)
CRO
Moved by D’Angela, seconded by Morrow that the Executive Board approve the changes to the job description of the Chief Returning Officer, as amended. Passes Unanimously c)
Diversity Services Director
Moved by D’Angela, seconded by Morrow that the Executive Board approve the changes to the job description of the Diversity Services Director, as presented. Passes Unanimously d)
Diversity Services Assistant Director
Moved by D’Angela, seconded by Campbell that the Executive Board approve the changes to the job description of the Diversity Services Assistant Director, as presented. Passes Unanimously 7.
Information and Question Period
8.
Doucet asked everyone to take a look at the memo that is coming forward to the upcoming SRA meeting, about the MSU Health Plan Referendum. D’Angela reported that the McMaster Student Leadership Conference is next Saturday, and it’s free for those attending. D’Angela announced that Doucet and she spent most of December doing PTM wage reviews, and that they made some progress. She reported that once it is finalized it will be brought forward. Doucet reported that the TV is now installed in TwelvEighty, the HD wasn’t included but hopefully it will be set up soon. Doucet announced that they are starting a TwelvEighty catering menu. Wooder reported that Clubsfest 2 went well. The current Frost Week twitter promotions are going well. State of the Union will be happening soon. Mallon reported that there will be an update about DCS at the SRA meeting. Campbell reported that he met with someone from the Hamilton Bike Share. He added that the SRA passed a motion last year to be in support of the project. The group is looking to get students to support a universal pass, for $15 per student. Campbell stated that he nicely told them that there probably wasn’t a chance of that happening. Doucet stated that when they presented last year the plan included bike rakes off-campus. Campbell responded that there would be three racks with 10 bikes each on campus. Campbell reported that he will be doing a Google Hangout with Brad Duguid, Minister of Training Colleges and Universities along with Graham, and Jimmy Long. D’Angela announced that SLEF applications are due February 14. If you have an idea for student life improvements, send in an application. Adjournment and Time of Next Meeting
EB 13-19
January 9, 2014
Time of Next Meeting: Thursday, January 16, 2014 2:30 p.m. MSU Boardroom, MUSC room 201 Moved by Morrow, seconded by Mallon that the meeting be adjourned. Passes by General Consent Meeting adjourned @4:19 pm /vs
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