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2018-2019 Executive Board Meeting

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2018-2019 Executive Board Meeting 2018-2019 Executive Board Meeting Topic: Executive Board Meeting 18-01 Date & Time: Tuesday, May 22, 2018 1:45 p.m. Place: L.R Wilson Hall, room 2001 Items: 1) Adopt Agenda 2) Adopt Minutes EB 17-25, EB 17-27 3) CLAY Report Rachel Persaud 4) Horizons Report Joshua Yachouh 5) MACycle Report David Zaslavsky 6) Open EB/MSU Seats on Committees Farah 7) Close EB Seats on Committees Farah 8) Open Nominations for Students of Distinction Scott Award 9) Transition Reports Scott 10) Horizons Yearplan Epifano 11) Wage Review Robinson 12) Capital Request – PCC Renovation Epifano/Robinson 13) Closed Session Epifano Objectives 1) Adopt Agenda 2) Adopt Minutes 3) Report 4) Report 5) Report 6) Approval 7) Approval 8) Approval 9) Approval 10) Approval 11) Approval 12) Approval 13) Approval 14) Provide Information & Answer Questions 15) Unfinished/Other Business 16) Time of Next Meeting and Motion to Adjourn Motions 6.a) Moved by___, seconded by _____ that the Executive Board open nominations for two (2) Executive Board members on the Space Audit Committee. 6.b) Moved by ___, seconded by ____ that the Executive Board open nominations for one (1) Executive Board member on the Sponsorship and Donations Committee. 6.c) Moved by ____, seconded by _____ that the Executive Board open nominations for one (1) MSU member on the Sponsorship and Donations Committee. 6.d) Moved by ____, seconded by ____ that the Executive Board open nominations for one (1) Executive Board member on the Silhouette Board of Publications. 6.e) Moved by _____, seconded by _____ that the Executive Board Open Nominations for one (1) Executive Board member on the EFRT Advisory Committee. 6.f) Moved by ___, seconded by ____ that the Executive Board open nominations for one (1) Executive Board member on the Wage Review Committee. 7.a) Moved by ___, seconded by _____ that the Executive Board close nominations for two (2) seats on the Space Audit Committee. 7.b) Moved by ___, seconded by ____ that the Executive Board close nominations for one (1) Executive Board member on the Sponsorship and Donations Committee. 7.c) Moved by ____, seconded by ____ that the Executive Board close nominations for one (1) Executive Board member on the Silhouette Board of Publications. 7.d) Moved by _____, seconded by _____ that the Executive Board close Nominations for one (1) Executive Board member on the EFRT Advisory Committee. 7.e) Moved by ___, seconded by ____ that the Executive Board close nominations for one (1) Executive Board member on the Wage Review Committee. 8. Moved by____, seconded by ____ that the Executive Board open nominations for the MSU Students of Distinction Award. 9.a) Moved by____, seconded by _____ that the Executive Board approve the transition report for the Vice-President (Finance) ’18, as circulated. 9.b) Moved by____, seconded by _____ that the Executive Board approve the transition report for the Vice-President (Administration) ’18, as circulated. 9.c) Moved by____, seconded by _____ that the Executive Board approve the transition report for the Vice-President (Education) ’18, as circulated. 10. Moved by Epifano, seconded by ____ that the Executive Board approve the Horizons Coordinator’s Yearplan, as circulated. 11. Moved by Robinson, seconded by ____ that the Executive Board approve the Wage Review Committee’s recommendation for the EFRT Assistant Director, as circulated and attached. 12.a) Moved by Epifano, seconded by____ that the Executive Board allocate $4,450.00 from the Capital Growth Fund for the Pride Community Centre renovations, as per the quote circulated and attached. 12.b) Moved by Epifano, seconded by____ that the Executive Board expend $4,450.00 from the Capital Growth Fund for the Pride Community Centre renovations, as per the quote circulated and attached. Executive Board Meeting 18-01 Tuesday, May 22, 2018 @ 1:45pm MSU Boardroom, MUSC room 201 Called to Order 1:56pm Present Bertolo, Epifano, Farah, Hackett, MacLean, Robinson, Roshan, Shingleton-Smith, Warwani Late Absent Others Present V. Scott (Recording Secretary), M. Wooder (MCD), S. Figueiredo (AVP (Services)), Rachel Persaud (CLAY Coordinator) 1. Adopt Agenda Moved by Robinson, seconded by Shingleton-Smith to adopt the agenda, as presented. Passes Unanimously 2. Adopt Minutes Moved by Warwani, seconded by Bertolo to adopt the minutes of Executive Board meetings 17-25 – March 9, 2018, 17-27 – March 23, 2018, as circulated. Passes Unanimously 3. CLAY Report – Rachel Persaud presented . Persaud summarized the report. Questions . Robinson asked if there were any updates for the budget from when the report was submitted. Persaud responded that the delegate manuals came out more than expected by $200, but that she didn’t have any other updated pricing. Wooder asked Persaud to highlight the conflict with the school board. Persaud responded that CLAY wasn’t part of school programming as it takes place on a Friday. She explained that there was more to it, but they’re working on it and that it was important to stick within the guidelines that the school board laid out. Farah added that last year’s CLAY teams entered Hamilton schools without permission, and no one is allowed to enter schools without checking in. Farah stated that CLAY also had a different suicide prevention protocol than the high schools. Warwani asked if they received any support in trying to mend the relationship. Persaud responded that the past president sent an email but there wasn’t any follow-up. Roshan asked for the demographic of those entering CLAY this year. Persaud responded that the students are coming from Brampton, Mississauga, Burlington, Oakville, Toronto, and Hamilton. MacLean stated that Persaud mentioned that her and her team were stressed and overworked. He asked how many hours on average were they spending on CLAY. Persaud responded that she would try to get to the Committee Room by noon and would be up until 2 or 3 in the morning, and that she couldn’t go home within the past month for more than 24 hours. Persaud stated that she could handle herself, but was more concerned about her team being overworked. Robinson asked about how many returning students were going to CLAY and if they encourage returners. Persaud responded that every year they switch up the programming so that they don’t have stagnant activities, so it’s fine if someone returns. She stated that she could look at previous reports about metrics. EB 18-01 May 22, 2018 Page 2 . Warwani asked what ideas does Persaud have for volunteer appreciation. Persaud responded that she would like to take her exec on a retreat in July as a thank you. She added that she wasn’t sure what else she could do as they have already done dinners. Shingleton-Smith asked how many staff were returning, and how many were new. Persaud responded that 71 of those they had interviewed were not engaged before. Robinson asked why was the exec overworked. He stated that the work should remain consistent from when they were hired. He asked if they did any timeline planning or goals to hire. Persaud responded that the last month will always be the busiest as the majority of the portfolio was the last month leading up to conference. She explained that they did tried their best to do things ahead of time, but a lot of the bulk comes down to the last month. Epifano asked if Persaud was asked to submit a yearplan. Persaud responded that she was, but didn’t. She explained that she wasn’t asked until the beginning of March, but she did have her own breakdown of what needed to be done. Warwani asked how the rest of the outreach go. Persaud responded that they went to resource centres. Hackett asked if there were dates that could be pushed up so that the bulk amount of work didn’t have to be done the month before. Persaud responded that as much as they tried to space things out they couldn’t finalize anything until they knew how much outreach was done, and then they could go about creating packages and other things. Warwani asked why the advertising and printing budgets were over. Persaud responded that it was outreach, and they had to keep printing off a lot of packages in colour. Warwani asked, in terms of outreach being printed in colour, was this done in the past. Persaud responded that there were a lot more businesses to organizations this year, and since they didn’t have crown ward students they needed to do more. She explained that it was their priority to get package information out there. 4. Horizons Report – report attached . Epifano went over the report. Questions . Warwani stated that the sponsorship timelines don’t align with the conference, and the PTM noted the difficulty. She asked if there was anything they could do from last year. MacLean responded that they have to rebuild connections every year. He pointed out that it was outlined in the report that the PTM would like an overarching MSU sponsorship practise instead of everyone competing. Warwani stated that she had a concern with that as she doesn’t know if the same companies would do four different conferences because of cost. Epifano responded that that was a conversation to have. Farah asked if there was an opportunity to benefit Spark to continue the transition. Hackett stated that the report mentioned that the position was hired in December and was asking to be hired earlier so that they had more time to report. He asked wouldn’t it be up to the past PTM to help prepare for the next year.
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