Record of Discussion

Monday, November 10, 2014 @ 4:45 PM PST

Meeting Called By: Garth Campbell Minute Taker: Chelsea Howard Attendees: Garth Campbell, Chelsea Howard, Claudette James, Sophia Palahicky, Alisha MacGregor, Amber-leigh Polowich, Alejandra Lemus, Alexandra Scott, Amelia Boomgaardt, Andrew Mclane, Carly Brohman, Fedaa Ali, Kelly Marion, Kiel Morrall, and Margaret Qin

No. Owner Item Record of Discussion Action Items 1 Garth Review/approval of The meeting opened at 4:49 PM PST, utilizing the program Blackboard Collaborate. N/A Campbell previous minutes The minutes from the October 25th council retreat were approved.

2 Medical Coverage Garth is looking into a third-party medical provider, and hopes to partner with UVIC 1. Reps to discuss Update on an initiative that hopes to improve access to medical services for students. He medical coverage will keep council informed with the initiative’s progress, and asks that reps share update with cohorts this information with their respective cohorts. 3 Constitution/AGM (BF There have been some issues around the RRUSA Constitution, as last year’s 2. Claudette to scan from Oct 25th meeting) proposed amendments were declined. The change that is required is the addition copy of paperwork to of Spenser’s new position. Unfortunately the paperwork we received which the Executive for declined the changes was not specific about the way forward. Claudette will scan a review copy of what we received and forward it to the Executive for review. The constitution is what we’ll primarily be addressing on Friday’s AGM (November 14th, 2014). 4 Formalizing Funding Claudette created a shared document on Google Drive, which is her proposed 3. All to review fund Requests (BF from Oct template for cohort funding requests. The three-page document addresses policy, request document, 25th meeting) event questions, and a place to estimate funding needs. Claudette is considering and provide putting a draft on the RRUSA site in Moodle, but she does want feedback before Garth/Claudette with Friday’s AGM. feedback 5 Claudette Finance Update with There is not yet enough information available to present at the AGM. Claudette did 4. Find an accounting James Rahul pick up some bank statements in the RRUSA office; included within was information firm to handle our about revenues collected, and the fact that there was a small profit last year. financial statements Sophia asked if cohort reps will be given a date that they can submit requests for funding, to which Garth replied in the affirmative; however, he stated that we need to look at our processes first to determine how this will look. The process to request funding will more or less be the same as last year, including the voting for fund allocation, but we might want to have the finance committee focus on how we can make improvements. Claudette added that we need to find an accounting firm to handle our financial statements. 6 Chelsea Communications Chelsea asked that individuals who haven’t yet emailed their personal email 5. All reps need to Howard Update: RRU Email, address and phone number, to please do so as soon as possible. She is building an email Chelsea with Roster excel spreadsheet as well as manages the council roster on the RRU website. It’s their personal email important to have accurate information about everyone. Sophia added that and phone numbers Chelsea uses certain distribution lists to email everyone, and that it’s essential that reps carefully monitor their RRU email if you don’t have your mail auto-forwarded to another personal email account. Garth suggested that we find a chat service to use going forward to bring issues/concerns immediately to the council’s attention. Something to discuss further. 7 International Education RRUSA is representing Canada during the International Education Week, specifically 6. Chelsea to send IEW Week: call for at a fashion show on Monday, November 17th from 11:30-1 PM, and a Showcase info email volunteers and and Talent Show on Thursday, November 20th from 11:30-1 PM. Volunteers and materials materials are needed at each, so please reach out to your cohort reps for 7. Reps to put a call assistance. Chelsea will be sending out an informational email shortly, and out for IEW volunteers interested students can contact her directly. 8 Amber- Support for online Amber-leigh would like to develop relationships with local businesses to provide 8. Garth, Amber-leigh leigh students during financial assistance to online students during their residency in Victoria. One entity and Chelsea to discuss Polowich residency she heard was a possibility is WestJet. Garth is in support of such an initiative, and way forward suggested that a separate committee might be the best way to open up dialogue in this respect. He also suggested that Amber-leigh and Chelsea have a conversation about best way forward. 9 Alexandr Student reimbursement Alexandra brought up the fact that one of her cohort members has not yet been 9. Garth to follow-up a Scott reimbursed by RRUSA for a cohort dinner that had funds approved. It’s been over with Rahul to get two months since the dinner, which is currently accruing interest on her credit card. signing authority Garth agreed that this is unacceptable, and that we need to rectify the situation amendments sent to immediately. Sophia brought up the topic of signing authorities, and that one of the the bank reasons this happened was because Rahul was the only signing authority during the summer. Sophia suggests that council appoints a fourth signing authority. She 10. RRUSA to added that to change the signing authorities (to the new council executive), Rahul reimburse Alexandra’s would need to send an email outlining the changes to the bank. Garth will push this classmate forward. 10 Garth Roundtable Each person in the meeting gave a short introduction. Garth thanked everyone for 11. Sophia to provide Campbell coming, and stated that his goal is to create a good foundation for this year’s Garth a contact with council. The table was then opened up for comments. regard to the parking Andrew Mclane said that the upper parking lot on campus needs extensive lot issue Improvements. Sophia to direct Garth in the right direction in this regard. Alejandra Lemus asked about posters for the International Education Week, and 12. Claudette to drew attention to the outdated RRUSA website (which is not part of RRU). Sophia is forward her fund providing the poster for Chelsea for distribution. Chelsea said that she’d been in request document to touch with Jeff Baldry (former VP Communications) with regard to the outdated Kelly website, and he’s looking into getting edit access to it, or getting it taken down completely. 13. Reps to consider a Kelly Marion discussed her Hatley Herald initiative that is going to re-boot the mission statement to campus publication. Instead of being a solely online platform, it will go to print bring to Friday’s AGM monthly. She is looking for funds and contributing writers, and asks that all reps take this to their cohorts to find volunteers. Claudette is forwarding Kelly a copy of the fund request document we discussed earlier. Garth concluded the meeting by asking everyone to consider a mission statement to bring forward to the AGM. The meeting closed at 5:53 PM PST.