2013-2014 Executive Board Meeting - Amazon Web Services · Marketing and Promotions Coordinator...

2013-2014 Executive Board Meeting

Topic: Executive Board Meeting 13-27 Date & Time: Thursday, March 13, 2014 2:30 pm Place: MSU Boardroom, MUSC room 201

Items: 1) Adopt Agenda 2) Advocacy Report Rebecca McDougall 3) CLAY Report Natasha Sandu 4) Diversity Services Report Israa Ali 5) Horizons Report Amy Lloyd 6) PAC Report Elyse Robichaud 7) SHEC Report Kelsey O’Neill 8) Shinerama/Terry Fox Executive Job Descriptions D’Angela 9) Peer Support Centre Discussion D’Angela 10) Space Allocation Committee D’Angela 11) Committee of the Whole – Service Reports D’Angela 12) EB Transition/Training Discussion Scott Objectives 1) Adopt Agenda 2) Report 3) Report 4) Report 5) Report 6) Report 7) Report 8) Approval 9) Discussion 10) Approval 11) Approval/Discussion 12) Discussion 13) Provide Information & Answer Questions 14) Unfinished/Other Business 15) Time of Next Meeting and Motion to Adjourn Motions

8. Moved by _____, seconded by _____ that the Executive Board approve the following job descriptions for

the Shinerama/Terry Fox Executive:

Shinerama Programming Assistant Coordinator

Marketing and Promotions Coordinator

Sponsorship Coordinator

Terry Fox Campaign Assistant Coordinator 10. Moved by D’Angela, seconded by ______ that Executive Board approve the recommended space

reallocation, as circulated.

11. Moved by D’Angela, seconded by ___ that the Executive Board move into Committee of the Whole to discuss Service Reports.

Executive Board Meeting 13-27 Thursday, March 13, 2014 @ 2:30pm MSU Main Boardroom, MUSC room 201 Call to order @ 2:35 pm Present D’Angela, Doucet, Harper, Leslie, Mallon, Morrow Late Absent Campbell, Graham, Wolwowicz Others Present J. McGowan (General Manager), V. Scott (Recording Secretary), M. Wooder

(SLDC), Kelsey O’Neill (SHEC Coordinator), David Rios (MSU Member), Jemma Wolfe (Silhouette Executive Editor), Andrew Terefenko (Incoming Silhouette Executive Editor), Teddy Saull (President – Elect), Amy Lloyd (Horizons Coordinator), Karissa Holyer (Shinerama/Terry Fox Coordinator), Israa Ali (Diversity Services Director)

1. Adopt Agenda Moved by Leslie, seconded by Doucet that the Executive Board adopt the agenda as amended. Amendments

Doucet – Add to Business Silhouette Job Descriptions

D’Angela – Strike Discussion on EB Training/Transition

Morrow – Move Silhouette Job Descriptions after Shinerama/Terry Fox Job Descriptions Vote to Adopt Agenda

Passes Unanimously 2. Advocacy Report – report attached

D’Angela summarized the report. Questions

Morrow asked if there will be a recommendation to continue the ‘Wall of Debt’ for next year. 3. CLAY Report – report attached

D’Angela summarized the report. Questions

Morrow stated that this doesn’t mention sponsorship. He asked what was being done for that. 4. Diversity Services Report – Israa Ali presented

Ali summarized the report. Questions

Doucet thanked Ali for being very consistent with doing a thorough report.

Harper asked Ali to expand on the discussions on the Equity Inclusion Council. Ali responded that they are in the process of drafting a policy or paper on how the council will look like. Once this is done it will be passed along to the SRA.

Morrow asked how the painting went. Ali responded that that it’s all done and looks great.

EB 13-27 March 13, 2014 Page 2

D’Angela asked about PANGEA being taken out of the Diversity Services Operating Policy. Ali responded that this happened in 2010. She explained that they don’t plan PANGEA, but they are an advisory role on the committee. She felt that Diversity should be listed as an advisory role in the policy. Wooder added that he assumed it was removed when the job transitioned from being SOP to a part-time role. There has been conversation on the budget and re-naming a line to be interpreted as PANGEA revenue.

McGowan asked if they had an agreement with PANGEA. Wooder responded that it was with the MSU as a whole, but the Diversity Director, at the time, signed on behalf. The MSU is funding it in perpetuity, but they do have a veto.

5. Horizons Report – Amy Lloyd presented

Lloyd summarized the report. 6. PAC Report – report attached

D’Angela summarized the report. 7. SHEC Report – Kelsey O’Neill presented

O’Neill summarized the report. Questions

Morrow asked if volunteers re-apply do they have to go through the interview process again. O’Neill responded that they don’t make them apply but give them a self-reflection to complete. She added that they don’t make them apply again as they have already been through training.

D’Angela stated that SHEC week was a success. She asked what made it so. O’Neill responded that they held events that they haven’t done before, such as having in a relationship counsellor. She was very impressed on how it was organized and ran.

D’Angela asked if there was a set definition on ‘peer support’ and directions the volunteers are to follow. O’Neill responded that the log book has a sheet breaking down everything into a bunch of definitions. She added that the peer support would happen in the back of the office with the door closed, and that when a student comes in and requesting to talk in private it would be understood that it would be defined as peer support.

8. Shinerama/Terry Fox Exec job descriptions Moved by Morrow, seconded by D’Angela that the Executive Board approve the following job descriptions for the Shinerama/Terry Fox Executive: Shinerama Programming Assistant Coordinator Marketing and Promotions Coordinator Sponsorship Coordinator Terry Fox Campaign Assistant Coordinator

Karissa Holyer went over the job descriptions with the Board.

McGowan stated that it would be more appropriate to have the ‘Shinerama Assistant Programming Coordinator’ be ‘Shinerama Campaign Coordinator’ to keep it more in line. The Board agreed on this change.

Vote on Motion

Passes Unanimously

EB 13-27 March 13, 2014 Page 3

9. Silhouette Job Descriptions Moved by Morrow, seconded by Harper that the Executive Board approve the Silhouette job descriptions of Photo Reporter and Online Reporter

Wolfe thanked the Board for fitting the job descriptions in. She explained that they were tweaking the Photo Editor position, and making it into a reporter position. Also that the Graphics Editor position didn’t pan out so they decided to change it into an Online Reporter position.

D’Angela asked if the Photo Reporter would have the same editing capacity in their role, or would it be more about going out and taking photos.

Terefenko responded that they will still be editing photos.

D’Angela asked about the change from Graphics to Online Reporter, and why they didn’t create a new job for this position.

Terefenko responded that the Graphics Editor dealt with illustrations and instead of creating a new job on top of it, they changed the position into a new one.

Doucet asked if this role would be moving towards content on a daily basis.

Terefenko responded that the position is tied to print publication.

Scott asked if the new Online Reporter position was being given the same hours and wages as the Graphics Editor.

Terefenko responded that they would be.

McGowan stated that they should check the operating policy, and amend it to include the new positions.

Wooder stated that how will the Online Reporter work in terms of double-checking of work. His understanding was that volunteers will be reviewed by the editor and then goes to print. He asked what the process would be for online stories were being uploaded independently.

Wolfe responded that the Online Editor would be the one looking at the stories before posting. Vote on Motion

Passes Unanimously 10. Peer Support Centre Discussion

D’Angela stated that the plan was to have the PSL Coordinator come and talk to her idea. D’Angela explained that Carlin has been putting in some ground research into amalgamating the two biggest peer support services into one centre. The motivation would be that PSL and SHEC could combine resources. D’Angela added that Carlin wasn’t able to have all the necessary discussions before the meeting so that’s why this is just a small discussion.

Wooder asked what the context of WGEC in this concept. He asked if it was divergent or a factor?

D’Angela responded that when she spoke to Carlin it wasn’t a factor. She wasn’t able to have conversations surrounding it.

Morrow asked how QSCC would fit into all of this, as they do peer support as well.

Doucet stated that his initial thoughts would be that this was a good idea, as a number of services are trying to do peer support and looking at spreading resources thin. He felt that this would be a good conversation to have.

Harper stated that when finding space for PSL they were looking to find something discreet. He asked if they would be willing to have it open, and if they were talking about integration with services or physically moving PSL to SHEC at night.

Morrow asked what services would potentially be lost with the amalgamation.

Wooder stated that with no memo or logic there are a lot of questions. He stated that they need a holistic understanding of the proposal.

D’Angela stated that by having these questions forwarded it may allow Carlin to have the memo and discussion be more well-rounded.

EB 13-27 March 13, 2014 Page 4

11. Space Allocation Committee Moved by D’Angela, seconded by Doucet that Executive Board approve the recommended space reallocation, as circulated.

D’Angela went over the memo with the Board.

Harper asked what the timeline was for the University.

Doucet explained that there wasn’t a definitive timeline as the University is aware that they may face a challenge by homeowners. He added that one of the reasons of the move is to restore the balance in the AVTek and Campus Events office. Doucet explained that in the summer they have four employees working full-time in the office and two to three part-time, and then during the school year there is a load of activity.

Morrow asked if SCSN moved to the Committee room what computer would they get and would they have storage.

D’Angela stated that she will speak to the SCSN Coordinator about the needs. She explained they are looking at the PAC cabinet.

Vote on Motion

Passes Unanimously 12. Committee of the Whole – Service Reports Moved by Morrow, seconded by Doucet that the Executive Board move into Committee of the Whole to discuss Service Reports.

Passes Unanimously Moved by Morrow, seconded by Mallon that the Executive Board move out of Committee of the Whole and to Rise and Report.

Passes Unanimously Rise and Report

Doucet reported that the Board went over the reports from the previous week and had the following feedback to give to the services:

o Elections: EB felt that promotions during SRA Generals was very week. Next year, a focus on promoting WHAT the SRA is would be valuable so students know what they are voting for. Planning in advance is extremely important and something that should be instituted for next year. Wooder discussed some initial thoughts around using Elections for club elections to formalize club election processes -EB believed this was a good idea.

o MACgreen: consider doing more cleanups (need for it, especially after large events like Homecoming and might be a way to engage students and community). Updates to the poster Board in MUSC (located near Starbucks) should be happening regularly. No updates were done this year. Some concerns were brought up regarding the sharing of politically charged opinions on the SM channels of MACgreen. EB suggest that the focus should be on information sharing of the different sides of arguments so that students can make their own decisions. The Student Care Share Network has contacted the MSU to begin conversations about bringing the care share to campus. What are your thoughts about potentially aligning it with MACgreen?

EB 13-27 March 13, 2014 Page 5

o MACycle: what position have you taken with the multiple groups who have contacted you regarding "bikeshare"? Please continue to submit reports that are detailed next year. Progress should be made on overhead signage over the summer.

13. Information and Question Period

Wooder reported that he and D’Angela have been putting together PTM Training for April. General Assembly will be March 26.

McGowan reported that they have been holding budget meetings with department managers.

D’Angela reported that ‘Feed the Bus’ is ongoing this week, and to please donate. D’Angela reported that more job descriptions will be coming forward to the next meeting. In the next couple of weeks they will be discussing VP Elections at the Ad-Hoc Committee on Democratic Reform.

Doucet reported that the Provost wrote a response to the President’s Page in the Silhouette. The theme was having a budget that was more student centred, and the Provost’s response was that their budget was. Doucet stated that he was happy that the Provost felt compelled to answer and engage. Doucet reported that they were making progress with Paradise Catering in allowing TwelvEighty to cater. Doucet reported that the MSU will now have a seat on ‘For Ward One’ Participatory Budget Committee for future years.

Scott asked if there will be any workshops held for incoming SRA members to go over the budget. Doucet responded that they have put together a video explaining it, but he will also be available to those who have questions. D’Angela added that they are just waiting on the videos, as there is also one for the BoD, and SRA.

Mallon reported that the Business Caucus received an email from the Silhouette inquiring about the DSC Survey. Mallon told them that the person who sabotaged the survey did this on their own and not on behalf of the DCS. Mallon stated that the Silhouette could pursue a story if they’d like.

Mallon asked when they would be seeing the wage review. Doucet stated that they were sending it to committee for the last meeting of the SRA.

Morrow announced that it’s a great time to nominate people for the MSU Students of Distinction Award.

D’Angela asked Doucet if he had found anyone to sit on the costume committee for the Campus Bookstore. Doucet responded that no one had followed up with him. McGowan suggested having the person who sits on the Campus Store Committee that it would be their responsibility to sit down and discuss this. Mallon asked if they were waiting for next year’s SRA. Doucet responded that they would like someone now as they would like to order the costumes in the summer.

14. Adjournment and Time of Next Meeting Time of Next Meeting:

Thursday, March 20, 2014 2:30 p.m.

MSU Boardroom, MUSC room 201 Moved by Morrow, seconded by Harper that the meeting be adjourned.

Passes Unanimously Meeting adjourned @ 4:14 pm /vs

!

!UPDATE Since our last Executive Board Report, the Advocacy Street Team has had a busy month preparing and executing the Wall of Debt Campaign. In preparation for this campaign, we had meetings with the volunteers and executive to gain their input on the campaign. The volunteers were an integral part of why this campaign was a success. !SERVICE USAGE We had around 100 students participate in our Wall of Debt campaign both in person at the wall and through our Social Media channels. !PAST EVENTS, PROJECTS & ACTIVITIES Wall of Debt Campaign Our most recent campaign was “Wall of Debt.” A campaign planned in conjunction with CASA, it aimed to raise awareness surrounding the amount of debt students expect to graduate, in order to advocate for an increase in upfront, grants for students. Throughout the week our Wall travelled around campus where students could share on a brick their debt. Furthermore, we encouraged students to participate online and visit the website for the campaign wallofdebt.ca Spencer Graham and I spoke on Morning File on CFMU to advertise the campaign, which was a great way of reaching students and community members who may not have otherwise heard of the campaign. !!!!!

.

REPORT From the office of the…

Advocacy Street Team

TO: Members of the Executive Board

FROM: Rebecca McDougall

SUBJECT: Advocacy Street Team Report 4

DATE: March 13, 2014

Page ! of ! 1 2

http://wallofdebt.ca

UPCOMING EVENTS, PROJECTS & ACTIVITIES OUSA Roundtable Discussion on Teaching and Learning We are currently planning for an OUSA Roundtable discussion on Teaching and Learning that will be happening on March 11 in Council Chambers. The event will aim to bring together stakeholders, University administration and students to discuss the quality of teaching and learning at McMaster. We have been liaising with OUSA in order to determine the direction and logistics for this event. !BUDGET For our most recent campaign we used the budget to fund materials for the wall, as well as promotional materials. With only one event left for the year, we should be fine with this budget line. !CURRENT CHALLENGES One of the challenges we faced during the Wall of Debt campaign was getting students to feel comfortable enough to share their debt. There seems to be a stigma associated with student debt, and people were not as willing to come up to our table. In order to combat this challenge, we directed people to our online portals, as well as the website where they could participate in the campaign with anonymity. !SUCCESSES The Wall of Debt campaign was also our most recent success. Primarily I would attribute the success of the campaign to being stationed in different locations around campus. Usually, we have only had tables in the student centre, but by having tables in Mills and Thode library and BSB, we reached students we may not have otherwise.

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UPDATE During the month of February committee meetings had a great turn out. Applications for Leadership Developers and the Conference Support Team opened during reading week and remained open for two weeks. Promotion through social media on Facebook and Twitter has been useful to help with turnout at committee meetings as well as advertising staff applications. The application review process is currently taking place. Recruitment: - Schools in the Golden Horseshoe region are the main priority for Recruitment Coordinators - Recruitment has been in contact with community centers in the Golden Horseshoe to help advertise the program - Phase 1 of recruitment was completed at the beginning of March. This included contacting Vice Principals and Principals of all high schools in surrounding boards such as TDSB, HWDSB, HWCDSB, YRDSB, and PDSB and others via email. At schools where contact information for guidance offices were available, these have been contacted as well. - Phase 2 of recruitment is currently ongoing which includes both follow up emails and phone calls by the Recruitment Committee and the Recruitment Coordinators Events & Sessions - An empowerment session will be added to programming this year. The empowerment session will help delegates determine what goals they have for self development and how they will use what they have learned from the conference programming to reach these goals. - The empowerment session will help delegates recognize both strong qualities and those that could be improved in order to help them become better leaders. - The objective of the empowerment session is to help delegates realize the tangible takeaways of CLAY. How does what you learned at this conference apply to the bigger picture? Can you take what you’ve learned here back to home and school? - The outcome of the empowerment session is for delegates to recognize what goals they have and what they can do to reach those personal development goals

.


CLAY

TO: Members of the Executive Board FROM: Natasha Sandhu SUBJECT: CLAY, Report #2 DATE: March 13, 2014

Page 1 of 2

SERVICE USAGE The Media and Design Coordinator has liaised with the Underground to ensure that all materials for the conference like lanyards, conference manual, and delegate applications, meet the standards of the MSU. We have also been actively using our Facebook page and Twitter account to keep the dialogue about the conference going. PAST EVENTS, PROJECTS & ACTIVITIES Staff applications - Open on Feb 17 and closed on Mar 2 Committee Meetings - weekly basis Projects: choreographing the CLAY dance, finalizing all spirit planning such as Semi Formal dance, Themed Lunch, and conference-wide ice breaker activitiy; booking keynote speaker UPCOMING EVENTS, PROJECTS & ACTIVITIES Committee Meetings – weekly basis ending week of Mar 19 Coffeehouse fundraiser – Mar 19 Staff hiring - Mar 20, 21, 22 Staff team assembled - Mar 30 BUDGET Budgets will be provided to the Spirit Coordinators and Sessions Coordinators mid-March so that they are able to work within these constraints when finalizing their programming. CURRENT CHALLENGES Continuing the Sponser a Delegate program has proven difficult so far. Suggestions of contacts within HWDSB and HWCDSB that may be helpful are welcome. SUCCESSES This year we received 130 applications for the staff team. Amongst the applicants are a wide range of students from various faculties and student groups, as well as many applicants that have never participated in CLAY before. The turnover is exciting and the planning team are looking forward to interviews. OTHER

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UPDATE

The service has now entered in negotiations with Hospitality Services over allowing potlucks at

Bridges Café after-hours. The negotiations further extend to allow students their own food at the

study space after-hours in Bridges. One of the main obstacles which did not make the Study Space

Project at Bridges as successful as it should have been last year, was that students had to leave the

entire building if they were to eat their own cookies or carrots. To move forward with this, I have

re-drafted edits to the currently existing agreement between Student Affairs and the MSU

regarding the partenership of DS and HS over Bridges Café. The edits are currently under review

by the MSU Board of Directors and the MSU Genereal Business Manager, John McGowan. The

currently existing agreement dates back to 2006 and is very vague with the many of its

requirements not met. The Director of Hospitality Services was not even aware that it existed in the

first place. However, they have agreed to cooperate and look further into possible solutions not

only to allow potlucks but to solve the underlying fundamental issue, which is our parnthership

over the space and how our administration over the space needs to be re-evaluated. In addition to

that and ensure ourselves a greater voice in the space, I have re-designed how our service is

branded at Bridges and submitted a SLEF application with the assistance of the Student Life

Enhancment Coordinator, Michael Wooder, and VP Finance, Jeff Doucet. The purpose behind this

application is to upgrade the current AV system in the place which had costed the MSU more than

$15,000 in 2005 but is not optimally functional now, especially since it has not been used for the

past few years. With this upgrade, future groups will be able to have their coffeehouses AV needs

met for free instead of the $300+ with Avtek. This upgrade has been processed with the

collaboration with Avtek and an expert from their end assess the equipment. Also, if funding is

granted for this upgrade, programming from our office can also be further established during hours

at the space and hence enhance the overall experience for the studens dining. On another note,

Pangaea had been extremely successful this year with new organizational approaches implemented

with Diversity Services taking more lead within the advisory committee for Pangaea. The team was

not aware of their MSU privilages such as their access to an MSU account and free musc bookings

for their meetings, with both being essential transitional components. We further participated

alongside HRES on the judging panel to select the performances. And now, we’re currently in the

debriefing process. We also held the Anti-Racism Workshop in collaboration with HRES and

Hamilton Centre for Civic Inclusion which was very eye-opening and an enlightening experience

to those who participated. Since the last EB report, I’ve decided to focus more of my attention to

strengthening the foundation behind the service and focus less on the delivery of events. And so,

.


Diversity Services


FROM: Israa Ali

SUBJECT: Diversity Services Report 4

DATE: Thursday, March 13, 2014

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I’ve realized that 2010, the Pangaea portion of Diversity Services was deleted from the operating

policy of the service. This year I believe the service should officially be indicating on the operating

policy that they play an advisory role within the delivery of Pangaea. One primary reason behind is

that I have received a complaint with regards to cultural appropriation from one of the groups

participating at Pangaea and with that in mind emphasize that the service can also directly take care

of similar matters. Furthermore with the loss of Assistant Director, this had hindered the progress

of the service in terms of delivering direct programming to students, especially after Diversity

Week. However, there are goals I wish to accomplish that would benefit the service in the long-

run, which I do want to see fruit from before the end of my term. Though, the individual

coordinators have been attempting to create small-scale events which further serve the goals behind

their pillars. With the mention of pillars, with the assistance of the coordinators and VP Admin,

Anna D’Angela, I’ve edited the job descriptions (including that of the Bridges Coordinator) to be

more reflective of how the service should function moving forward. From another aspect, I’m

currently in the process of creating a Year-End promo video for the service in collaboration with

the MSU Communications Officer, Sarah Janes. Moving back to the policy work, I have met with

the MSU Operations Committee and QSCC Coordinator, Jyssika Russel, and currently in the

process of initiating a policy to create an Equity Inclusion Council that will be supported by the

SRA.

SERVICE USAGE

Office hours are held as per the MSU website. Regularl attendance at PACBIC and follow-up P&P

meetings. Meetings with clubs and other partners as they arise are also a current priority for the

service. I also sit on the Clubs Executive Council and currently we’re in the process of assisting for

the Dodge Tournament and soon to come the selection process for the winning clubs of the award

nominations.

PAST EVENTS, PROJECTS & ACTIVITIES

“I Believe in…” Campaign

“Take A Seat, Make a Friend” Campaign

“Welcoming Powwow” Collaboration with MFNSA

“Life as You know it Campaign” Collaboration with SAS and CFMU

Leadership Summit for Women

Monthly Multiculturalism/Interfaith Booth Table at MUSC

Collaborative Holocaust Education Week

MultiCulturalism Coffeehouse

White Ribbons – Standing in Solidarity

Uniting Voices:A Community Forum on Violence Against Indigenous Women in Canada

Diversity Week:

1. Showing Your True Abilities

2. Gender Talks

3. Valuing the Indigenous Community

4. World Faiths’ Day

5. Crossing Borders

SoulFood

Anti-Racism Workshop in collaboration with HRES and Hamilton Centre for Civic

Inclusion

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Pangaea

SLEF Application for AV Upgrade

Collaborated with PACBIC, Veggie Club, HS, Mac Hillel and other faith-based club to

submit SLEF Application to make the entire Bridges Café Kosher

Modified the Agreement between Students Affairs and MSU over the partnership between

HS and DS over Bridges Café

Clubs Executive Council Selection Committee of Club Awards

UPCOMING EVENTS, PROJECTS & ACTIVITIES

Collaborate with UAC and Hospitality Services on food labelling intiative - Continuous

Inclusive Study Space at Bridges Cafe - Continuous

Establishing base for Mutlifaith Space - Continuous

Evaluation of Partnership with Hospitality Services over Bridges Café - Continuous

Assisting with Equity Inclusion Council – Continous

Roses for Restoration - Gender Equity Campaign

It’s Time Campaign in collaboration with SACHA and other partners - Continuous

Accessible Mac Campaign

BUDGET

So far, no major concerns regarding budgeting.

CURRENT CHALLENGES

There has been much delay with printing and designing the posters with Underground for Bridges

Café. Almost all the time, I have to go to their office in person to check on updates and their large-

format printer has been out of ink for a while. For the past month and so, I have been emphasizing

on finishing the project in time, however after several attempts, all work is now designed and

should be 100% printed by March 10th

. There has not been a quick response rate from the volunteer

who had indicated interst in painting and hence the delay from that end as well. However, I will be

in touch again to have that done asap. To ensure fairness, the design work is complex to an extent

and does need much effort. I have attached my version of how I think the space should look like.

Another challenge I worry about is that I worry that HS would not respond quickly to

accommodate my request which stem from student needs. And hence, I’m hoping more pressure

can be exterted on them from the BOD and the EB.

SUCCESSES

Ever since I was handed the position, I was able to discover many loopholes with the service.

However, I’ve taken these as opportunities and new challenges to embrace. Some things were

disorganized to the point that the Bridges Coordinator was not aware that they had access to the

AV in the space in addition to the elevator, even though they had the card and keys but were never

informed of what they were truly for. This year, I will be asking them to return their keys to

Administrative Assistant, Victoria Scott, rather than to HS. Taking the concerns of the students and

moving them forward to enhance their lives was a source of tension yet will continue to be a

rewarding experience and definitely one of the successes this year. Other things I outlined above

also add to the list.

OTHER

This report is very brief and details may not be complete, please don’t hesitate to contact us for any

questions or concerns.

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UPDATE

The 2014 Horizons Future Leaders Conference is off to a great start! There has been

great productivity in areas that needed to be addressed, such as the updated Planning

Team job descriptions and working towards the Horizons Logo approval. Partners within

the MSU have been very helpful in the transition of the Coordinator role and the

associated learning involved.

This photo is from Horizons 2013 and it represents the excitement I have to hire the 2014

Planning Team, which is anticipated to be a team full of collaboration and excitement

with working towards the success of the conference.

.


Horizons Coordinator


FROM: Amy Lloyd

SUBJECT: Horizons Future Student Leaders Conference Report #1

DATE: March 6th

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SERVICE USAGE

We hope to have full delegate numbers this year, which would be 150 incoming

McMaster students.


- Updated Planning Team job descriptions

- Planning Team applications released on MSU website

- Initiation of Logo approval

- Contact of Alumni Association for promotional purposes

- Completion of Yearplan for Executive Board

- Contact with Housing & Conference Services


- Application and interview process of Planning Team finalized, resulting in hiring

of the 2014 Planning Team

- Contract with Housing and Conference Services

- Faculty sponsorships

- Confirm MUSC bookings and contract

- Initial Planning Team meeting and commencement of individual tasks

BUDGET

No portion of the 2014 budget has not been used as of yet.

CURRENT CHALLENGES

- Completion of yearplan

SUCCESSES

- Planning Team Job Descriptions have been updated and enhanced

- Receptive feedback of visions for Horizons 2014

OTHER

If time allows, in future years it would be helpful having a faster Coordinator training

turnover so tasks can be started earlier. I look forward to the progress of the conference

planning in the upcoming months!

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UPDATE

The service has been doing quite well over the past few months. We have been able to

continuously post on our assigned days, with one day allocated to the arts quad and the

second allocated to the science quad. Despite midterms and exams that are now near

approaching, volunteers have continued to show their efforts by continuing to help out on

a weekly basis.

SERVICE USAGE

The usage of PAC has remained relatively constant over the past month or so. We have

received a large number of email inquiries regarding how PAC can help promote certain

events and how to go about getting posters approved. Over these first few weeks after the

break, we have seen a large volume of submissions, with over 45 sets of posters

submitted.


Postering will continue on the scheduled days, even as midterms proceed within these

upcoming weeks As the year comes to an end, we have been continuing to wrap things

up. With that being said, cleaning out the cupboard has been one of our main priorities

along with sticking to our planned posting days. We plan to have a volunteer appreciation

dinner to thank those that have been able to donate their time to posting over the past

year. Lastly, PAC is going to set up a meeting with the Underground to ensure that the

transition runs smoothly.

CURRENT CHALLENGES

I have had a few individuals contact me in regards to posters that they have noticed to go

missing around campus. Although it is unfortunate to see this happen, I have ensured

these individuals that all PAC volunteers have been following our servicing policy and

only removing posters that need to be removed (ie. the date has passed). Furthermore, I

have been reinforcing the idea that PAC does not regulate posting in MUSC and only has

control over the MSU assigned PAC boards. Lastly, I pointed out that unfortunately, the

boards are not locked and as such, the general public is capable of coming in contact with

all material that is posted.

.


PAC


FROM: Elyse Robichaud

SUBJECT: PAC Report: 4

DATE: Thursday, March 13th

, 2014

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UPDATE

We are currently in the process of hiring new volunteers and execs for the upcoming

school year. We don’t have too many projects going on right now as the term is coming

to a close, but volunteer and exec hiring takes a considerable amount of time. We

changed the interviewing structure this year to allow current volunteers to be

interviewers, as in the past only the coordinator and current exec could interview

prospective volunteers. Most of our events are done for the term, and SHEC week was a

great success!

SERVICE USAGE

Total Visits in February: 122

Compared to total visits in February 2013: 79

Condoms: 27

Peer Support: 3

Pregnancy tests: 2

Books: 3

Information: 17

Total visits in March, as of March 6th

: 39

Condoms: 7

Peer Support: 2

Pregnancy Tests: 4


-SHEC Week Feb 10-14

-Participated in the #TodayIFeel Mental Health Fair

-The SHEC Show subjects included: Valentine’s day show, answering anonymous q &

a’s, misrepresentation of women in the media, eating disorders

-SHEC articles in Sil: “Stay Protected in the Sun”, “The Damaging Effects of

Fitsperation”

.


Student Health Education Centre

(SHEC)


FROM: Kesley O’Neill, SHEC Coordinator

SUBJECT: SHEC Report 2


of 2

-Silhouette article (not written by us!) about SHEC Week

-Volunteer applications released Feb 14th

, due March 3rd


-Impaired Driving Event, co-hosted with EFRT, set for March 24

-Stressbusters in April

-Hiring new volunteers and execs

-Updating exec job descriptions, they will be presented to EB at the March 20th

EB

meeting

-End of year volunteer social on March 27th

BUDGET

Volunteer Recognition 60 % Used

Annual Campaigns 86% Used

Refernece Library 65% Used

Advertising and Promotions 69% Used

Training Expense 97 % Used

CURRENT CHALLENGES

I had a $2000 standing order approved at the Underround in the fall (which we have used

most of), and it hasn’t showed up on SHEC’s monthly financial statements, including our

most recent financial statement. I contacted Maggie about it earlier this week, but she is

on holiday, so once she gets back I will talk to her about it.

SUCCESSES

A record number of people applied to be a volunteer, we received approximately 80 new

volunteer applications. This is double the amount of applications we received last year

and on average. SHEC Week was also a success, and I would like to see it happen next

year.

OTHER

Since this is my last EB report, I’d like to say that I am proud of what SHEC has

accomplished this year, and that I am appreciative of the experience I’ve had working as

coordinator.

Hi All, I have put forward a motion to approve the Shinerama/Terry Fox Executive Job Descriptions. To provide some context, I have attached a summary of the changes, written by next year’s Coordinator, Karissa Holyer. I would like to hire a Sponsorship Coordinator because of past experiences, information from the transition report and to promote an exec team with better functioning. From past experiences looking for sponsors for other initiatives I have learned the large amount of time and effort that requires to contact sponsors. Adding this position would ensure that there is one person to focus on this aspect and it allows other exec to focus on their position. In the transition report, it said that obtaining sponsorship for the Terry Fox Run could help increase the size of this event in the future. The Sponsorship Coordinator would be in charge of creating a sponsorship package for this event and contacting potential sponsors. I have also made some small amendments to the Terry Fox Campaign Assistant Coordinators and the Shinerama Programming Assistant Coordinator positions so that they would be responsible for helping to run summer events (if needed). When speaking with Kyle, he indicated that there were no summer events that were run and there isn’t really much time and resources to do so. He also explained that many other groups do summer events so I think it would be better to support their events with these positions. These small amendments would replace the need for a Summer Events Coordinator position. The other changes that I have made to the other job positions are mostly to reflect the changes mentioned above. I also added that all positions need to make transition reports. Even though this was not in the job description last year, two of the positions completed transition reports and going forward I think it would be beneficial for all positions to write transition reports.

.

MEMO From the office of the…

Vice-President (Administration)

TO: Executive Board FROM: Anna D’Angela SUBJECT: Approval of the Shinerama/Terry Fox Job Descriptions DATE: March 10, 2014

As Karissa mentions, these are overall small changes but I think they incorporate feedback from last year’s Coordinator to enhance the program this year and in future years. Should you have any questions, please do not hesitate to ask. Regards, Anna

JOB DESCRIPTION Volunteer

Position Title: Shinerama Programming Assistant Coordinator Term of Office: May 1 – October 31 Supervisor: Shinerama and Terry Fox Coordinator Remuneration: Volunteer position Hours of Work: 10 hours per week (minimum) General Scope of Duties Assist the Shinerama and Terry Fox Coordinator with the development, planning and general duties surrounding organizing the Shinerama campaign. It is recommended that the Programming Assistant Coordinator is available for the summer and has no other commitments for the entirety of Welcome Week.

Major Duties and Responsibilities

Category Percent Specifics Responsibilities 100% Assist Shinerama and Terry Fox Coordinator with all events

and programs; Assist with the planning of Shinerama events for Welcome

Week and the summer; Assist Shinerama and Terry Fox Coordinator in making phone

calls to business contracts to ensure their cooperation on Shine Day and to receive sponsorship;

Assist with both internal and external sponsorship opportunities;

Facilitate collaborative fundraising efforts amongst MSU departments;

Provide a transition report for the incoming Shinerama Programming Assistant Coordinator;

Attend regular Exec meetings. Knowledge, Skills and Abilities Organization and time management skills Problem solving under stressful conditions Creativity Strong communication Skills The ability to work well with others as part of a team Effort & Responsibility Attention to detail Responsible for increasing collaborative fundraising initiatives amongst MSU departments, especially clubs and

services

P:\DEPARTS\ADMIN\Admin. Assist 13-14\Executive Board\Meeting Documentation\EB 13-27\S Exec - Programming Assistant Coordinator.docx Page 1

Approved EB 12-26

Shinerama Programming Assistant Coordinator Job Description

Working Conditions Time demands may exceed the hours stated, particularly during times preceding major events and activities Office space is shared Training and Experience Fundraising experience Leadership and teamwork experience Specific and further training will be provided Equipment Shared computer Telephone Fax machine

Page 2


Position Title: Terry Fox Campaign Assistant Coordinator Term of Office: May 1 – October 31 Supervisor: Shinerama and Terry Fox Coordinator Remuneration: Volunteer position Hours of Work: 10 hours per week (minimum) General Scope of Duties In charge of fundraising events and preparations as needed for the Terry Fox campaign under the supervision and assistance of the Shinerama and Terry Fox Coordinator. This may include, but is not limited to: sponsorship, obtaining participants, and organizing the event (s). It is recommended that the Terry Fox Campaign Coordinator is available for the weeks leading up to and during the event which will occur the second weekend of September.


Category Percent Specifics Responsibilities 100% Assist Shinerama and Terry Fox Coordinator with all events

and programs; In charge of organizing and planning the Terry Fox Campaign

including the and Run Day and summer events; Facilitate collaborative fundraising efforts amongst McMaster

groups; Provide a transition report for the incoming Terry Fox

Campaign Assistant Coordinator; Attend regular Exec meetings.

Knowledge, Skills and Abilities Organization and time management skills Problem solving under stressful conditions Creativity Strong communication skills The ability to work well with others as part of a team Effort & Responsibility Attention to detail Responsible for increasing collaborative fundraising initiatives amongst MSU departments, especially clubs and

services Working Conditions Time demands may exceed the hours stated, particularly during times preceding major events and activities Office space is shared

P:\DEPARTS\ADMIN\Admin. Assist 13-14\Executive Board\Meeting Documentation\EB 13-27\TFox Exec - Campaign Assistant Coordinator.docx Page 1

Approved EB 12-26

Terry Fox Campaign Assistant Coordinator Job Description

Training and Experience Fundrasing experience Leadership and teamwork experience Specific and further training will be provided Equipment Shared computer Telephone Fax machine

Page 2


Position Title: Shinerama and Terry Fox Marketing and Promotions Coordinator Term of Office: May 1 – October 31 Supervisor: Shinerama/Terry Fox Coordinator Remuneration: Volunteer position Hours of Work: 10 hours per week (minimum) General Scope of Duties Assist the Shinerama and Terry Fox Coordinator with marketing, publications and promotions of the Shinerama and Terry Fox events. Additionally, this person is in charge of managing Shinerama and Terry Fox social media accounts, and will work with the Shinerama and Terry Fox Coordinator in developing a sponsorship package. Skills in media design are recommended.


Category Percent Specifics Responsibilities 100% Assist coordinator with all events and programs;

Create posters, t-shirt design and advertisements for Shinerama and Terry Fox fundraisers;

Assist with development and implementation of marketing campaigns in the McMaster and Hamilton communities;

Manage all Shinerama and Terry Fox social media accounts; Work alongside the Summer Events coordinator to promote

events and fundraisers throughout the summer; Develop a sponsorship packages and help outreach to the

community;with the Sponsorship Coordinator, in line with the MSU Visual Identity Guide and utilizing the MSU Underground

Provide a transition report for the incoming Shinerama and Terry Fox Marketing and Promotions Coordinator;

Attend regular Exec meetings Knowledge, Skills and Abilities Organization and time management skills Creativity (use of Photo Shop / Publisher and other design programs is an asset) Strong communication skills The ability to work well with others as a part of a team Effort & Responsibility Attention to detail Responsible for increasing collaborative fundraising initiatives amongst MSU departments, especially clubs and

services P:\DEPARTS\ADMIN\Admin. Assist 13-14\Executive Board\Meeting Documentation\EB 13-27\STFox Exec - Marketing and Promotions Coordinator.docx Page 1

Approved EB 12-26

Shinerama and Terry Fox Marketing and Promotions Coordinator Job Description

Working Conditions Time demands may exceed the hours stated, particularly during times preceding major events and activities Office space is shared Training and Experience Experience creating posters and advertisements for campaigns Leadership and teamwork experience Experience with marketing and promotions campaigns Specific and further training will be provided Equipment Shared computer Telephone Fax machine

Page 2

Hello Members of Executive Board, For those of you that don’t know, I struck the Space Allocation and Audit Committee this year to review and finalize any space recommendations put forward by the 2012-2013 Chair as well as consider new recommendations. Normally, this committee only operates every 3 years when a Space Audit is conducted however there were some actionable items put forward that were important to consider. The committee members met three times over these past few months to discuss the recommendations and possible new allocations. After this process, the committee is recommending a move that we believe will improve the functioning of our Campus Events department. The following moves would occur, effective May 1:

Move Campus Events from MUSC B109 to MUSC B108

Move SCSN from MUSC B108 to MUSC 201F (The Committee Room). Once the 88 Forsyth project is complete, SCSN would move in to space allocated for them in this project.

Based off of conversations with Al Legault (Campus Events Director) as well as reviewing the document submitted in the 2012-2013 Space Audit, there is literally very little space to allow for the number of people who are employed or volunteer with Campus Events (and AVTEK) to work. Multiple employees are sharing single desk spaces. We believe that this move is critical and beneficial for various reasons:

It recognizes the growing nature of this department as well as the diverse needs of both Campus Events and AVTEK

It will provide the staff/volunteers of each of these services with more room to function while still respecting the close connection that these two services must have

.

MEMO From the office of the…

Space Allocation and Audit Committee

TO: Executive Board

FROM: Anna D’Angela, Chair

SUBJECT: Motion for Campus Events/AVTEK and SCSN Move


Provides Campus Events a separate space to be used to communicate with campus and community partners as well as potential clients.

For SCSN, the University has affirmed their ownership of 88 Forsyth. Proposed plans for this space include an SCSN Office, making it closer to the OCRC and SOCS. A move for SCSN in to the Committee Room is temporary until any and all updates to the property can occur. Moreover, given the move by SCSN this year towards a greater programming focus, a different office space should not hinder their functioning. As well, they will still be located relatively close to the OCRC and SOCS (a mere elevator ride away). The committee unanimously supports this decision and encourages EB to approve this move. Should you have any questions, please do not hesitate to ask. Regards, Anna

2013-2014 Executive Board Meeting - Amazon Web Services · Marketing and Promotions Coordinator...

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