Executive Board Meeting 15-17 Thursday ...
Executive Board Meeting 15-17 Thursday, November 19, 2015 @ 8:30am MSU Boardroom, MUSC room 201 Called to Order 8:34am Present Late Absent Others Present
1.
D’Souza, Guarna, Hsu, Ibe, Nadarajah, Osazuwa, Stegmaier Nestico-Semianiw D’Angela J. McGowan (General Manager), V. Scott (Recording Secretary), Sachin Doshi (EFRT Director), Hayley Regis (WGEN Coordinator), David Cheng (MAC Bread Bin Director)
Adopt Agenda
Moved by Hsu, seconded by Stegmaier that the Executive Board adopt the agenda, as presented. Passes Unanimously 2.
Adopt Minutes
Moved by Nadarajah, seconded by Stegmaier that the Executive Board adopt the minutes from Executive Board meetings 15-14 – October 29, 2015, 15-15 – November 5, 2015, and 15-16 – November 12, 2016, as circulated. Passes Unanimously 3.
MAC Bread Bin Report – David Cheng presented
Cheng summarized the report.
Questions Nadarajah asked what Cheng would like to see done with Clubs and how they could work together. Cheng responded that there are a lot of clubs who about social justice that Bread Bin can relate to. He explained that the idea would be to sit down with these clubs and figure out how they could support each other. Ibe asked why it was changed from patrons to partners. Cheng responded that patron is defined as someone who needs help, and they don’t want to have a sense of hierarchy. He explained that with the idea of partners, Bread Bin and the students are helping each other out. Osazuwa asked about the numbers on usage for the Food Collective Centre. Cheng responded that they it is currently an appointment basis and they are hoping to have it open soon during regular office hours. Hsu asked what the general timeline was for hiring volunteers. Cheng responded that he has requested a general job description template from Jess and was hoping to hire the first week back in January. Ibe asked about the loss with the Good Food Box. Cheng responded that it has been a learning curve from buying food from bulk suppliers, and having issues with people not picking their boxes up. He added that there have been a lot of people cancelling but Bread Bin had already purchased the produce. Cheng explained that they have been tracking them down and now don’t order anything unless it has been paid for. 4.
EFRT Report – Sachin Doshi presented
Doshi summarized the report.
Questions Hsu asked Doshi to speak more about the new training programs. Doshi responded that they previously followed the protocol manual, and would have two major training weekends. He explained that they have
EB 15-17
November 19, 2015
Page 2
now broken down the manual into an eight week program, and assign chapters, homework, and put on workshops. He explained that it is now more coordinated. Nestico-Semianiw arrived at 8:47am
5.
McGowan thanked Doshi for all of the hard work. He requested they could look into the red emergency poles as part of the review, as not all of them are in working order. McGowan asked if he felt there was growth in their courses or if it was just overflow from Ath & Rec. Doshi responded that Ath & Rec have a different stream, and added that all of their courses have reached their cap and he wasn’t sure why. Ibe asked what they learned from the process of the new training. Doshi responded that they received feedback from all candidates that it was very extensive but thorough training. He explained that it was a one week schedule and while compact it was over faster. Doshi added that it was hard to say which format worked better though, though there was enough of a concern from others that they may have to go back to the old process. D’Souza asked how do they decide who gets to go to conferences. Doshi responded that the mixer format is competition and workshop, so anyone can go to the event. He explained that the others are limited based on experience because of the competitions. Hsu asked if the training program was still taught by sophs. Doshi responded that the rookies are still taught but now the whole team works together and making sure that no rookie misses out. Hsu asked how they pass the certification. Doshi responded that there is an online recording system so that the execs can see how they’re doing. He explained that at the end of the training weekend in winter the rookies get tested, and if they don’t pass they will be held back. WGEN Report – Hayley Regis presented
Regis summarized the report.
Questions Osazuwa asked if WGEN was providing pads and tampons, weren’t they duplicating what SHEC was doing. Regis responded that SHEC has some, but this was pertinent to their service. She felt that there shouldn’t be a limit on accessing pads and tampons, and it’s easier to provide the service as WGEN seeks to provide barrier free access. Nestico-Semianiw asked if there was collaboration with Diversity Services on the missing and murdered Indigenous women campaign. Regis responded that there were aspects of the campaigns that they would do that didn’t fall under WGEN’s operating policy as there is also a lot of murdered and missing men. Hsu asked if there was information on usage of books. Regis responded that currently they have around 130 books, and it was something that they would like to promote more. She added that she will be taking more care to track the information when it picks up. 6.
MACgreen report – report attached
Guarna summarized the report.
7.
MAC Farmstand – no report
8.
Open and Close one EB seat on Sponsorship & Donations Committee
a)
Open Seat
Moved by Osazuwa, seconded by D’Souza that the Executive Board open one (1) seat on the Sponsorship & Donations Committee for an Executive Board member. Passes Unanimously
EB 15-17
b)
November 19, 2015
Page 3
Close Seat
Moved by Osazuwa, seconded by D’Souza that the Executive Board close one (1) seat on the Sponsorship & Donations Committee for an Executive Board member. Nominations Nadarajah Vote on Motion Passes Unanimously 9.
Silhouette Distribution Coordinator
a) Operating Policy 1.3.1 – The Silhouette Moved by Osazuwa, seconded by Hsu that the Executive Board approve the changes to Operating Policy 1.3.1 – The Silhouette, as circulated and attached.
b)
Osazuwa stated that The Silhouette has a partnership with Underground Media & Design and they would like to formalize the process now. Ibe asked what the process was. Guarna responded that the papers would get dropped off at the loading dock but weren’t being picked up. She explained that Sandro, the Manager at Underground, will now be making sure that they all get distributed. Guarna added that this has been happening since September, and they are just transferring who the Distribution Coordinator reports to. Operating Policy 1.8.3 – Underground Media & Design
Moved by Hsu, seconded by Nestico-Semianiw that the Executive Board approve the changes to Operating Policy 1.8.3 – Underground Media & Design, as circulated and attached. Passes Unanimously c)
Silhouette Distribution Coordinator Job Description
Moved by Hsu, seconded by Guarna that the Executive Board approve the changes to the Silhouette Distribution Coordinator job description, as circulated and attached. In Favour: 7 Opposed: 0 Abstentions: 1 (Ibe) Motion Passes
10.
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 Moved by Guarna, seconded by Nestico-Semianiw that the Executive Board move out of Committee of the Whole and to Rise and Report.
EB 15-17
November 19, 2015
Page 4
Passes Unanimously Rise and Report Guarna reported that EFRT has done well with putting on thorough and consistent training. Guarna reported that McGowan will help EFRT look into the red emergency poles. Guarna reported that the Board is looking forward to seeing the results of the research project for MAC Bread Bin, as well as seeing the volunteer job description on the jobs page. Guarna reported that the Board would like to see MAC Bread Bin using the Grace Lutheran Church for the GFB again. Guarna reported that the Board would like to get more information about the MACgreen app and the cost of the quote, to see if they could possibly repurpose the information for somewhere else. Guarna reported that WGEN is having a rave and club night in February and the Board was wondering if it was just for female identified individuals or if allies could attend as well. Guarna reported that the Board would like to see central purchasing of feminine hygiene products and then tracking the usage from different services. 11.
Closed Session
Moved by Osazuwa, seconded by D’Souza that the Executive Board move into Closed Session. Passes Unanimously 12.
Return to Open Session
Hiring Discussion Osazuwa and Nestico-Semianiw left at 10:00 am
13.
Guarna explained that when hiring PTM candidates there was a big debate on how much credence to give to vouching, and how much to the interview, and where do they put their stock. She explained that she wanted the discussion to go over key interview competencies and what the guidelines will be. The Board discussed the situations and decided that they will go along with the competencies laid out by the VP Admin, and that they will make sure the hiring committees will meet before the interviews and go over the expectations. Adjournment and Time of Next Meeting
Time of Next Meeting: Thursday, November 26, 2015 8:30am MSU Boardroom, MUSC 201
Adjourned at 10:22am
/vs
1.
D’Souza, Guarna, Hsu, Ibe, Nadarajah, Osazuwa, Stegmaier Nestico-Semianiw D’Angela J. McGowan (General Manager), V. Scott (Recording Secretary), Sachin Doshi (EFRT Director), Hayley Regis (WGEN Coordinator), David Cheng (MAC Bread Bin Director)
Adopt Agenda
Moved by Hsu, seconded by Stegmaier that the Executive Board adopt the agenda, as presented. Passes Unanimously 2.
Adopt Minutes
Moved by Nadarajah, seconded by Stegmaier that the Executive Board adopt the minutes from Executive Board meetings 15-14 – October 29, 2015, 15-15 – November 5, 2015, and 15-16 – November 12, 2016, as circulated. Passes Unanimously 3.
MAC Bread Bin Report – David Cheng presented
Cheng summarized the report.
Questions Nadarajah asked what Cheng would like to see done with Clubs and how they could work together. Cheng responded that there are a lot of clubs who about social justice that Bread Bin can relate to. He explained that the idea would be to sit down with these clubs and figure out how they could support each other. Ibe asked why it was changed from patrons to partners. Cheng responded that patron is defined as someone who needs help, and they don’t want to have a sense of hierarchy. He explained that with the idea of partners, Bread Bin and the students are helping each other out. Osazuwa asked about the numbers on usage for the Food Collective Centre. Cheng responded that they it is currently an appointment basis and they are hoping to have it open soon during regular office hours. Hsu asked what the general timeline was for hiring volunteers. Cheng responded that he has requested a general job description template from Jess and was hoping to hire the first week back in January. Ibe asked about the loss with the Good Food Box. Cheng responded that it has been a learning curve from buying food from bulk suppliers, and having issues with people not picking their boxes up. He added that there have been a lot of people cancelling but Bread Bin had already purchased the produce. Cheng explained that they have been tracking them down and now don’t order anything unless it has been paid for. 4.
EFRT Report – Sachin Doshi presented
Doshi summarized the report.
Questions Hsu asked Doshi to speak more about the new training programs. Doshi responded that they previously followed the protocol manual, and would have two major training weekends. He explained that they have
EB 15-17
November 19, 2015
Page 2
now broken down the manual into an eight week program, and assign chapters, homework, and put on workshops. He explained that it is now more coordinated. Nestico-Semianiw arrived at 8:47am
5.
McGowan thanked Doshi for all of the hard work. He requested they could look into the red emergency poles as part of the review, as not all of them are in working order. McGowan asked if he felt there was growth in their courses or if it was just overflow from Ath & Rec. Doshi responded that Ath & Rec have a different stream, and added that all of their courses have reached their cap and he wasn’t sure why. Ibe asked what they learned from the process of the new training. Doshi responded that they received feedback from all candidates that it was very extensive but thorough training. He explained that it was a one week schedule and while compact it was over faster. Doshi added that it was hard to say which format worked better though, though there was enough of a concern from others that they may have to go back to the old process. D’Souza asked how do they decide who gets to go to conferences. Doshi responded that the mixer format is competition and workshop, so anyone can go to the event. He explained that the others are limited based on experience because of the competitions. Hsu asked if the training program was still taught by sophs. Doshi responded that the rookies are still taught but now the whole team works together and making sure that no rookie misses out. Hsu asked how they pass the certification. Doshi responded that there is an online recording system so that the execs can see how they’re doing. He explained that at the end of the training weekend in winter the rookies get tested, and if they don’t pass they will be held back. WGEN Report – Hayley Regis presented
Regis summarized the report.
Questions Osazuwa asked if WGEN was providing pads and tampons, weren’t they duplicating what SHEC was doing. Regis responded that SHEC has some, but this was pertinent to their service. She felt that there shouldn’t be a limit on accessing pads and tampons, and it’s easier to provide the service as WGEN seeks to provide barrier free access. Nestico-Semianiw asked if there was collaboration with Diversity Services on the missing and murdered Indigenous women campaign. Regis responded that there were aspects of the campaigns that they would do that didn’t fall under WGEN’s operating policy as there is also a lot of murdered and missing men. Hsu asked if there was information on usage of books. Regis responded that currently they have around 130 books, and it was something that they would like to promote more. She added that she will be taking more care to track the information when it picks up. 6.
MACgreen report – report attached
Guarna summarized the report.
7.
MAC Farmstand – no report
8.
Open and Close one EB seat on Sponsorship & Donations Committee
a)
Open Seat
Moved by Osazuwa, seconded by D’Souza that the Executive Board open one (1) seat on the Sponsorship & Donations Committee for an Executive Board member. Passes Unanimously
EB 15-17
b)
November 19, 2015
Page 3
Close Seat
Moved by Osazuwa, seconded by D’Souza that the Executive Board close one (1) seat on the Sponsorship & Donations Committee for an Executive Board member. Nominations Nadarajah Vote on Motion Passes Unanimously 9.
Silhouette Distribution Coordinator
a) Operating Policy 1.3.1 – The Silhouette Moved by Osazuwa, seconded by Hsu that the Executive Board approve the changes to Operating Policy 1.3.1 – The Silhouette, as circulated and attached.
b)
Osazuwa stated that The Silhouette has a partnership with Underground Media & Design and they would like to formalize the process now. Ibe asked what the process was. Guarna responded that the papers would get dropped off at the loading dock but weren’t being picked up. She explained that Sandro, the Manager at Underground, will now be making sure that they all get distributed. Guarna added that this has been happening since September, and they are just transferring who the Distribution Coordinator reports to. Operating Policy 1.8.3 – Underground Media & Design
Moved by Hsu, seconded by Nestico-Semianiw that the Executive Board approve the changes to Operating Policy 1.8.3 – Underground Media & Design, as circulated and attached. Passes Unanimously c)
Silhouette Distribution Coordinator Job Description
Moved by Hsu, seconded by Guarna that the Executive Board approve the changes to the Silhouette Distribution Coordinator job description, as circulated and attached. In Favour: 7 Opposed: 0 Abstentions: 1 (Ibe) Motion Passes
10.
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 Moved by Guarna, seconded by Nestico-Semianiw that the Executive Board move out of Committee of the Whole and to Rise and Report.
EB 15-17
November 19, 2015
Page 4
Passes Unanimously Rise and Report Guarna reported that EFRT has done well with putting on thorough and consistent training. Guarna reported that McGowan will help EFRT look into the red emergency poles. Guarna reported that the Board is looking forward to seeing the results of the research project for MAC Bread Bin, as well as seeing the volunteer job description on the jobs page. Guarna reported that the Board would like to see MAC Bread Bin using the Grace Lutheran Church for the GFB again. Guarna reported that the Board would like to get more information about the MACgreen app and the cost of the quote, to see if they could possibly repurpose the information for somewhere else. Guarna reported that WGEN is having a rave and club night in February and the Board was wondering if it was just for female identified individuals or if allies could attend as well. Guarna reported that the Board would like to see central purchasing of feminine hygiene products and then tracking the usage from different services. 11.
Closed Session
Moved by Osazuwa, seconded by D’Souza that the Executive Board move into Closed Session. Passes Unanimously 12.
Return to Open Session
Hiring Discussion Osazuwa and Nestico-Semianiw left at 10:00 am
13.
Guarna explained that when hiring PTM candidates there was a big debate on how much credence to give to vouching, and how much to the interview, and where do they put their stock. She explained that she wanted the discussion to go over key interview competencies and what the guidelines will be. The Board discussed the situations and decided that they will go along with the competencies laid out by the VP Admin, and that they will make sure the hiring committees will meet before the interviews and go over the expectations. Adjournment and Time of Next Meeting
Time of Next Meeting: Thursday, November 26, 2015 8:30am MSU Boardroom, MUSC 201
Adjourned at 10:22am
/vs
