Executive Board Meeting 16-07 Thursday ...
Executive Board Meeting 16-07 Thursday, August 11, 2016 @ 10:30am MSU Boardroom, MUSC room 201 Called to Order 10:35am Present Eom, Farah, Flowers, MacDonald, Monaco-Barnes, Nadarajah, Shingleton-Smith Late Absent Almeida, Oliver Others Present J. McGowan (Business Manager), V. Scott (Recording Secretary), M. Wooder (SLDC), S. Jones (Shinerama/Terry Fox Coordinator), K. Zarcone-Beam (MAC Farmstand Director), S. Black (EFRT Director), K. McDougall (Services Commissioner) 1.
Adopt Agenda
Moved by MacDonald, seconded by Shingleton-Smith to adopt the agenda, as presented. Amendments Nadarajah – Add OPERATING POLICY - MSU MACCESS and MSU Maccess job descriptions Moved by MacDonald, seconded by Shingleton-Smith to adopt the agenda, as amended. Passes Unanimously 2.
EFRT Report – Stephanie Black presented.
Black summarized the report.
McDougall arrived at 10:40am Questions Eom stated that she liked how EFRT was moving towards online applications. She asked if the tryout was still happening over Homecoming weekend. Black responded that she wanted to move it, but logistically they can’t. MacDonald asked how conference prep was going. Black responded that it was going well. They have booked all of their speakers and none of them have costs associated. She added that they found a hotel that will give the teams a decent rate, and that they are currently looking at banquet locations as well. 3.
MAC Farmstand – Kaitlyn Zarcone-Beam presented
Zarcone-Beam summarized the report.
Questions McGowan stated that Zarcone-Beam shouldn’t hesitate to involve the BoD so that there was organizational support. Zarcone-Beam responded that they have already spoken to Justin about this. 4.
Shinerama/Terry Fox Report – Samantha Jones presented
Jones summarized the report.
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August 11, 2016
5.
OPERATING POLICY – QUEER STUDENT COMMUNITY CENTRE & Job Descriptions
a)
Operating Policy
Page 2
Moved by Nadarajah, seconded by Flowers that the Executive Board approve the changes made to OPERATING POLICY – QUEER STUDENT COMMUNITY CENTRE, as circulated and attached.
Nadarajah went over the memo and operating policy changes with the Board.
Vote on Motion Passes Unanimously b)
Job Descriptions
Moved by Nadarajah, seconded by MacDonald that the Executive Board approve the changes made to the QSCC Newcomers Facilitator and QSCC Trans Peer Support Group Facilitator job descriptions, as circulated and attached. Passes Unanimously 6.
Maroons First Year Representative Job Description
Moved by MacDonald, seconded by Nadarajah that the Executive Board approve the creation of the First Year Maroons Representative job description, as circulated and attached.
MacDonald stated that O’Brien would like to move forward with this and they are excited for this prospect. Nadarajah stated that the Maroons will be hiring 20 first year students and there will be 2-3 questions. She added that those who receive the position will be considered full year Maroons.
Vote on Motion In Favour: 6 Opposed: 0 Abstentions: 1 Motion Passes 7.
SCSN Job Descriptions
Moved by Nadarajah, seconded by Shingleton-Smith that the Executive Board approve the following job descriptions for SCSN, as circulated and attached: Promotions Coordinator Events Coordinator Social and Political Advocacy Coordinator Volunteer Coordinator Community Connector Nadarajah went over the memo with the Board. Vote on Motion Passes Unanimously
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August 11, 2016
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MSU Macademics Logo
Moved by MacDonald, seconded by Eom that that the Executive Board approve the proposed MSU Macademics Logo, as circulated. Wooder went over the memo and logo with the Board. Vote on Motion Passes Unanimously 9.
BYLAW 9 – FIRST YEAR COUNCIL
Moved by Nadarajah, seconded by MacDonald that the Executive Board approve changes to BYLAW 9 – FIRST YEAR COUNCIL (FYC) on behalf of the SRA, as circulated.
MacDonald went over the memo with the Board. He added that he spoke to previous members on FYC. Eom asked if there will still be continued commitment from Housing and Conference Services. MacDonald responded that Housing and Conference Services will be providing 50% of the budget. They will be paying for focus groups, speakers, and food. Farah asked if there will be equal change on both sides for next year. MacDonald responded that there will be a vice chair for both residence and external groups.
Vote on Motion Passes Unanimously 10.
FYC Coordinator Job Description
Moved by MacDonald, seconded by Nadarajah that the Executive Board approve the creation of the First Year Council Coordinator, as circulated and attached.
Nadarajah went over the memo and job description with the Board. Farah asked what the hours of work would be. MacDonald stated that the Finance Committee isn’t currently available to make a recommendation, but that they can post the job saying it was under review and EB will then approve a recommendation when they are available.
Vote on Motion Passes Unanimously 11.
Strike Hiring Committee
Moved by Nadarajah, seconded by Eom that the Executive Board strike a hiring committee for the First Year Council Coordinator, consisting of the outgoing FYC Chair, the Vice-President (Administration), and one (1) Executive Board member.
Eom asked when hiring was. Nadarajah stated that the job posting will go up today and they will need a couple of weeks for hte post, and hiring will be after that. She added that interviews will be after Welcome Week but she hoped that the Coordinator will be in their role within 3-4 weeks.
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August 11, 2016
Page 4
Nominations Eom Farah Shingleton-Smith
It was decided that Eom will sit on the Committee and Farah will be the back-up. Passes Unanimously
12.
Proposed Part-Time Staff Evaluation Questionnaire
a)
Questionnaire
Moved by MacDonald, seconded by Nadarajah that the Executive Board approve the part time staff job evaluation questionnaire.
MacDonald went over the memo and questionnaire with the Board. Shingleton-Smith asked who put together the questionnaire. MacDonald responded that it was based on the full-time staff one that was sourced from an outside company. McGowan suggested that they should have a discussion about the implementation expectations. MacDonald stated that the staff will be aware that the changes won’t be implemented until May 2017. Flowers asked what would happen if their job changed significantly during the school year and they’ve already filled out the questionnaire. MacDonald responded that they would have to fill it out again.
Vote on Motion Passes Unanimously b)
Wage Scale
Moved by MacDonald, seconded by Nadarajah that the Executive Board delegate approval authority to the MSU Board of Directors for the part time staff job evaluation guide and subsequent part-time wage grid.
MacDonald explained that the reason for this was to make sure that the PTMs don’t sway how the job functions.
Vote on Motion Passes Unanimously 13.
OPERATING POLICY - MSU MACCESS and Job Descriptions
a)
Operating Policy
Moved by Nadarajah, seconded by Flowers that the Executive Board approve OPERATING POLICY – MSU MACCESS, as circulated.
Nadarajah went over the memo with the Board. She explained that the changes were made based on the vision for the service.
Vote on Motion
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August 11, 2016
Page 5
Passes Unanimously b)
Job Descriptions
Moved by Nadarajah, seconded by Shingleton-Smith that the Executive Board approve the creation of the MSU Maccess Peer Support Volunteer and MSU Maccess Safe(r) Space Facilitator job descriptions, as circulated.
Nadarajah went over the job descriptions with the Board. She explained that they were modelled after WGEN and QSCC.
Vote on Motion Passes Unanimously 14.
Yearplans
Moved by Nadarajah, seconded by MacDonald that the Executive Board approve the following yearplans, as circulated: Advocacy CRO DRO Diversity Services Maccess MSU Macademics PSL QSCC SCSN Spark SWHAT WGEN
Nadarajah explained that SHEC and Bread Bin will come forward to the next meeting. Nadarajah asked if there were any questions or concerns for the yearplans to bring them forward. Farah asked if Diversity Services could add Diversity Week and their plans to the yearplan. MacDonald asked if Oliver went over the Advocacy yearplan with the Coordinator. Nadarajah responded that Oliver took at it and didn’t feel comfortable passing it just yet. She explained that she will be striking that from the motion.
Amendment Moved by Nadarajah, seconded by Farah to strike Diversity Services, and Advocacy from the motion. Passes Unanimously Vote on Motion Moved by Nadarajah, seconded by MacDonald that the Executive Board approve the following yearplans, as circulated: CRO DRO Maccess MSU Macademics PSL
EB 16-07
August 11, 2016
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QSCC SCSN Spark SWHAT WGEN Passes Unanimously
15.
Closed Session
Moved by Shingleton-Smith, seconded by Eom that the Executive Board move into Closed Session. Passes Unanimously Rise and Report Nadarajah reported that the Board approved the changes to the SCSN Coordinator job description. 16.
Committee of the Whole – Services
Moved by Nadarajah, seconded by Shingleton-Smith that the Executive Board move into Committee of the Whole to discuss Services. Passes Unanimously Moved by MacDonald, seconded by Eom that the Executive Board move out of Committee of the Whole and to Rise and Report. Passes Unanimously Rise and Report EFRT
MacDonald reported that the Board encourages the PTM to use TwelvEighty for the conference.
Shinerama /Terry Fox MacDonald reported that the Board would like Nadarajah to work with the PTM to develop a comprehensive bus strategy for Shine Day. The Terry Fox campaign has improved significantly since last year and the PTM should be proud of how far it has been built. MacDonald reported that the Board would like to see the possibility of tagging people in the Runner of the Week campaign to encourage/challenge them to run. Mac Farmstand MacDonald reported that the Board discussed the fact that the CSRs will be repping during Welcome Week so there will be limited staff. The Board wanted to know why the turnout for popcorn and produce was low. 17.
Information and Questions
Nadarajah reported that the space audit will be coming to the next meeting. She explained that it was delayed so that they could do more consultation on the recommendations. MacDonald reported that PTM training was this weekend. He reported that there was an update about HSR passes for students being confiscated: The HSR is making sure that they’re not taking those with just wear and tear. He added that they will be meeting next week to discuss the implementation of the new
EB 16-07
18.
August 11, 2016
Page 7
card. MacDonald reported that they will be meeting with MPP Lorne Coe next week, the Progressive Conservative critic for Advanced Education, Skills and Development. Wooder reported that the Campus Events re-brand was going well and everything has been ordered. Wooder announced that there will be a Welcome Week exclusive website from SSC and the MSU. McGowan reported that construction for Compass should be wrapping up soon. Monaco-Barnes reported that MacDonald, McGowan and he have been talking about the direction of the Pulse expansion with Athletics. MacDonald added that they did receive a wish list from the SRA retreat for what students would like to see for the expansion so they will be submitting that. Adjournment and Time of Next Meeting
Time of Next Meeting: Thursday, August 25, 2016 10:30am MSU Boardroom, MUSC 201 Moved by Shingleton-Smith, seconded by MacDonald that the meeting of the Executive Board be adjourned. Passes Unanimously Adjourned at 12:23pm /vs
Adopt Agenda
Moved by MacDonald, seconded by Shingleton-Smith to adopt the agenda, as presented. Amendments Nadarajah – Add OPERATING POLICY - MSU MACCESS and MSU Maccess job descriptions Moved by MacDonald, seconded by Shingleton-Smith to adopt the agenda, as amended. Passes Unanimously 2.
EFRT Report – Stephanie Black presented.
Black summarized the report.
McDougall arrived at 10:40am Questions Eom stated that she liked how EFRT was moving towards online applications. She asked if the tryout was still happening over Homecoming weekend. Black responded that she wanted to move it, but logistically they can’t. MacDonald asked how conference prep was going. Black responded that it was going well. They have booked all of their speakers and none of them have costs associated. She added that they found a hotel that will give the teams a decent rate, and that they are currently looking at banquet locations as well. 3.
MAC Farmstand – Kaitlyn Zarcone-Beam presented
Zarcone-Beam summarized the report.
Questions McGowan stated that Zarcone-Beam shouldn’t hesitate to involve the BoD so that there was organizational support. Zarcone-Beam responded that they have already spoken to Justin about this. 4.
Shinerama/Terry Fox Report – Samantha Jones presented
Jones summarized the report.
EB 16-07
August 11, 2016
5.
OPERATING POLICY – QUEER STUDENT COMMUNITY CENTRE & Job Descriptions
a)
Operating Policy
Page 2
Moved by Nadarajah, seconded by Flowers that the Executive Board approve the changes made to OPERATING POLICY – QUEER STUDENT COMMUNITY CENTRE, as circulated and attached.
Nadarajah went over the memo and operating policy changes with the Board.
Vote on Motion Passes Unanimously b)
Job Descriptions
Moved by Nadarajah, seconded by MacDonald that the Executive Board approve the changes made to the QSCC Newcomers Facilitator and QSCC Trans Peer Support Group Facilitator job descriptions, as circulated and attached. Passes Unanimously 6.
Maroons First Year Representative Job Description
Moved by MacDonald, seconded by Nadarajah that the Executive Board approve the creation of the First Year Maroons Representative job description, as circulated and attached.
MacDonald stated that O’Brien would like to move forward with this and they are excited for this prospect. Nadarajah stated that the Maroons will be hiring 20 first year students and there will be 2-3 questions. She added that those who receive the position will be considered full year Maroons.
Vote on Motion In Favour: 6 Opposed: 0 Abstentions: 1 Motion Passes 7.
SCSN Job Descriptions
Moved by Nadarajah, seconded by Shingleton-Smith that the Executive Board approve the following job descriptions for SCSN, as circulated and attached: Promotions Coordinator Events Coordinator Social and Political Advocacy Coordinator Volunteer Coordinator Community Connector Nadarajah went over the memo with the Board. Vote on Motion Passes Unanimously
EB 16-07
8.
August 11, 2016
Page 3
MSU Macademics Logo
Moved by MacDonald, seconded by Eom that that the Executive Board approve the proposed MSU Macademics Logo, as circulated. Wooder went over the memo and logo with the Board. Vote on Motion Passes Unanimously 9.
BYLAW 9 – FIRST YEAR COUNCIL
Moved by Nadarajah, seconded by MacDonald that the Executive Board approve changes to BYLAW 9 – FIRST YEAR COUNCIL (FYC) on behalf of the SRA, as circulated.
MacDonald went over the memo with the Board. He added that he spoke to previous members on FYC. Eom asked if there will still be continued commitment from Housing and Conference Services. MacDonald responded that Housing and Conference Services will be providing 50% of the budget. They will be paying for focus groups, speakers, and food. Farah asked if there will be equal change on both sides for next year. MacDonald responded that there will be a vice chair for both residence and external groups.
Vote on Motion Passes Unanimously 10.
FYC Coordinator Job Description
Moved by MacDonald, seconded by Nadarajah that the Executive Board approve the creation of the First Year Council Coordinator, as circulated and attached.
Nadarajah went over the memo and job description with the Board. Farah asked what the hours of work would be. MacDonald stated that the Finance Committee isn’t currently available to make a recommendation, but that they can post the job saying it was under review and EB will then approve a recommendation when they are available.
Vote on Motion Passes Unanimously 11.
Strike Hiring Committee
Moved by Nadarajah, seconded by Eom that the Executive Board strike a hiring committee for the First Year Council Coordinator, consisting of the outgoing FYC Chair, the Vice-President (Administration), and one (1) Executive Board member.
Eom asked when hiring was. Nadarajah stated that the job posting will go up today and they will need a couple of weeks for hte post, and hiring will be after that. She added that interviews will be after Welcome Week but she hoped that the Coordinator will be in their role within 3-4 weeks.
EB 16-07
August 11, 2016
Page 4
Nominations Eom Farah Shingleton-Smith
It was decided that Eom will sit on the Committee and Farah will be the back-up. Passes Unanimously
12.
Proposed Part-Time Staff Evaluation Questionnaire
a)
Questionnaire
Moved by MacDonald, seconded by Nadarajah that the Executive Board approve the part time staff job evaluation questionnaire.
MacDonald went over the memo and questionnaire with the Board. Shingleton-Smith asked who put together the questionnaire. MacDonald responded that it was based on the full-time staff one that was sourced from an outside company. McGowan suggested that they should have a discussion about the implementation expectations. MacDonald stated that the staff will be aware that the changes won’t be implemented until May 2017. Flowers asked what would happen if their job changed significantly during the school year and they’ve already filled out the questionnaire. MacDonald responded that they would have to fill it out again.
Vote on Motion Passes Unanimously b)
Wage Scale
Moved by MacDonald, seconded by Nadarajah that the Executive Board delegate approval authority to the MSU Board of Directors for the part time staff job evaluation guide and subsequent part-time wage grid.
MacDonald explained that the reason for this was to make sure that the PTMs don’t sway how the job functions.
Vote on Motion Passes Unanimously 13.
OPERATING POLICY - MSU MACCESS and Job Descriptions
a)
Operating Policy
Moved by Nadarajah, seconded by Flowers that the Executive Board approve OPERATING POLICY – MSU MACCESS, as circulated.
Nadarajah went over the memo with the Board. She explained that the changes were made based on the vision for the service.
Vote on Motion
EB 16-07
August 11, 2016
Page 5
Passes Unanimously b)
Job Descriptions
Moved by Nadarajah, seconded by Shingleton-Smith that the Executive Board approve the creation of the MSU Maccess Peer Support Volunteer and MSU Maccess Safe(r) Space Facilitator job descriptions, as circulated.
Nadarajah went over the job descriptions with the Board. She explained that they were modelled after WGEN and QSCC.
Vote on Motion Passes Unanimously 14.
Yearplans
Moved by Nadarajah, seconded by MacDonald that the Executive Board approve the following yearplans, as circulated: Advocacy CRO DRO Diversity Services Maccess MSU Macademics PSL QSCC SCSN Spark SWHAT WGEN
Nadarajah explained that SHEC and Bread Bin will come forward to the next meeting. Nadarajah asked if there were any questions or concerns for the yearplans to bring them forward. Farah asked if Diversity Services could add Diversity Week and their plans to the yearplan. MacDonald asked if Oliver went over the Advocacy yearplan with the Coordinator. Nadarajah responded that Oliver took at it and didn’t feel comfortable passing it just yet. She explained that she will be striking that from the motion.
Amendment Moved by Nadarajah, seconded by Farah to strike Diversity Services, and Advocacy from the motion. Passes Unanimously Vote on Motion Moved by Nadarajah, seconded by MacDonald that the Executive Board approve the following yearplans, as circulated: CRO DRO Maccess MSU Macademics PSL
EB 16-07
August 11, 2016
Page 6
QSCC SCSN Spark SWHAT WGEN Passes Unanimously
15.
Closed Session
Moved by Shingleton-Smith, seconded by Eom that the Executive Board move into Closed Session. Passes Unanimously Rise and Report Nadarajah reported that the Board approved the changes to the SCSN Coordinator job description. 16.
Committee of the Whole – Services
Moved by Nadarajah, seconded by Shingleton-Smith that the Executive Board move into Committee of the Whole to discuss Services. Passes Unanimously Moved by MacDonald, seconded by Eom that the Executive Board move out of Committee of the Whole and to Rise and Report. Passes Unanimously Rise and Report EFRT
MacDonald reported that the Board encourages the PTM to use TwelvEighty for the conference.
Shinerama /Terry Fox MacDonald reported that the Board would like Nadarajah to work with the PTM to develop a comprehensive bus strategy for Shine Day. The Terry Fox campaign has improved significantly since last year and the PTM should be proud of how far it has been built. MacDonald reported that the Board would like to see the possibility of tagging people in the Runner of the Week campaign to encourage/challenge them to run. Mac Farmstand MacDonald reported that the Board discussed the fact that the CSRs will be repping during Welcome Week so there will be limited staff. The Board wanted to know why the turnout for popcorn and produce was low. 17.
Information and Questions
Nadarajah reported that the space audit will be coming to the next meeting. She explained that it was delayed so that they could do more consultation on the recommendations. MacDonald reported that PTM training was this weekend. He reported that there was an update about HSR passes for students being confiscated: The HSR is making sure that they’re not taking those with just wear and tear. He added that they will be meeting next week to discuss the implementation of the new
EB 16-07
18.
August 11, 2016
Page 7
card. MacDonald reported that they will be meeting with MPP Lorne Coe next week, the Progressive Conservative critic for Advanced Education, Skills and Development. Wooder reported that the Campus Events re-brand was going well and everything has been ordered. Wooder announced that there will be a Welcome Week exclusive website from SSC and the MSU. McGowan reported that construction for Compass should be wrapping up soon. Monaco-Barnes reported that MacDonald, McGowan and he have been talking about the direction of the Pulse expansion with Athletics. MacDonald added that they did receive a wish list from the SRA retreat for what students would like to see for the expansion so they will be submitting that. Adjournment and Time of Next Meeting
Time of Next Meeting: Thursday, August 25, 2016 10:30am MSU Boardroom, MUSC 201 Moved by Shingleton-Smith, seconded by MacDonald that the meeting of the Executive Board be adjourned. Passes Unanimously Adjourned at 12:23pm /vs
