IMPRINT Annual General Meeting Monday February 22, 2010 at 3:00 PM EST in the SLC Multi-Purpose Room

Attendance: List attached

Proxies: Bogdan Petrescu for Travis Myers Dinh N for Adrienne R Anya Lomako for Angela Gaetano Keriece Harris for Jacqueline McKoy

1. President’s Address Meeting called to order at 3:16 PM Sherif: Thank you all for coming today. Please make sure phones are silent. I will let the Board members introduce themselves. I’m your President, Sherif Soliman. Caitlin is very ill and cannot be here. Dinh: The PnP talks about Board directors making changes to policy, it doesn’t say anything about when they are changing them at the AGM. Sherif: You would have to post it and send it to the all list (according to Roberts rules) at least 10 days before the meeting. They have to be friendly changes to the PnP to be discussed at the AGM. They would have to be parallel to policy to be friendly, not a drastic change. Anya: If it supplements policy it could be considered friendly. Sherif: Board has to ultimately ratify them and accept them. Brent Golem: Do the policies have to go through the Board of Directors? What policy says that? Cathy: It is stated in the Bylaw. And you have to post them within 10 days. Sherif: If you wanted to present it, you should have come to the Board at least 10 days before. We will have discussion but if you wanted to make any changes, you should have come to us before. Brent Golem: Why can’t we add it to new business? Anya: Because then the AGM would last forever. Dinh: What if there is a friendly amendment that isn’t on the agenda? Sherif: Then it can be discussed if it is friendly. The changes to policy have been sent out. We will have discussion on it. The “draft” on the agenda is incorrect; the agenda is approved as final. We will ask for a motion, second it and have discussion, and then we will vote for it. If you are a member of Imprint, you can vote or abstain. If you wish to have your abstention noted we could do that for you, just let us know. Are there any other points? Brent: Ratification of Imprint fee.. When do we do that? Sherif: In November. Your membership to Imprint is greatly appreciated. Imprint is composed of many departments, which work together in harmony to produce a wonderful student newspaper. The dedication of our members cannot be expressed. We have been working to increase the quality of the paper and all of the hard work that is done is put on every paper each week. This work is it’s own merit. The board of directors does a lot of work to keep Imprint up and running behind the scenes. If it wasn’t for Catherine Bolger our General Manager, we would not be able to continue making things run smoothly. Our Advertising manager Laurie has given us the ability to keep afloat financially. We were able to send an Imprint delegation to CUP this year. We were able to get a new website up and running. We have had some difficulty this year, but we have been able to work through them together.

2. Presentation of Financial statements, 2008/2009 Sherif: If you have any questions please let us know. Lu: I’m going to just highlight the most important things. The Income statement- because of the economy the revenue numbers have risen, but classified advertising has been less, as well as UW ads. National ads were almost doubled. But many of the agencies from the states have stopped. Our interest funds have been gaining and are up which is good. The government subsidies that we have been given have gone up. Expenses went down a little bit, such as UW banner ads. Bad debts went down by 93%, which is great. The conference line item refers to CUP. Honoraria went up in the summer and down in winter and fall. Printing costs went down this year by about 3%. Salaries and bonuses refer to the 3 full time employees that we have and our work study members. The Imprint 30th anniversary bought us the bench outside the office, in 2009. Revenue increased by 6% and expenses decreased by 3%. We decided to give back a bit more this year. We bought some new computers and bought some new software. Andrew: 10-12% increase in Salary and benefits, why? Lu: We hired more work study students in the summer and hired 3 summer students instead. Also pizza nights. We also increase by the minimum of the CPI, and staff evaluations. Sherif: We are currently working on it getting a plaque for the bench but we need to know about the effects of the winter and whether bench can be kept there permanently. Steve: Where is the bench? Lu: Between PAC and SCL Andrew: Is the build-up of revenue being set the way they are for a reason? Lu: We didn’t spend as much some years, and we have been doing so well. This is why we have started giving back more, such as the computer updates. As a treasurer, I tend to be fiscally conservative. In previous years in 2008 markets crashed, so going into 2009, I was trying to keep us in balance. Sherif: Our budgets are supposed to balance out at 0. But at the same time we are trying to give as much back to the paper as we can, but we aren’t going to spend more money just to make 0 profit. Lu: Cathy should have the year-by-year records. Sherif: You can request the last 5 or 10 years to look at. Rajul: Is the conference listing just for CUP? Lu: Yes. Remember that this was for 2009 fiscal year. That started May 1st 2008. 3. Appointing the 2009/2010 Auditor Lu: Our Auditors got bought out, but we are going to stay with them. I would recommend that we stick with them, as they know how our accounts work. MOTION Lu: Motion to move forward with Meyers Norris Penny as our auditor for 2009/2010. Seconded by Dinh. Motion passes Abstaining: 3 4. Presentation of the 2010/2011 Budget Lu: The budget is what we think will happen, but this might change as the year goes on. The registrar’s number is based on the number of incoming students multiplied by the Imprint fee. Local advertising and inserts might still be taking a bit of a hit because of the state of the economy. It is going to be decreasing significantly due to the projections that they have given us. Web advertising has been kept the same because it is relatively new for us still. Sales discounts are considered. Davenport: Currently we are getting the number of ads and proportionally the number of pages that the paper has. Lu: The discount for advertising. CUP budget is going to stay constant for what we are budgeting. Colour pages are used on advertising. Andrew: What is the plan about the rate cards increasing? Lu: We are printing them on bigger paper, because we have gotten new designs. Laurie: I submitted 2 quotes to press, and haven’t gotten them back yet. But there will be one legal and one 8 ½ by 11. Cathy: We under budgeted this year. National advertising you have to mail to. Brent: Why was the budget for contests removed? Lu: The weekly photo contest was removed. Dinh: We do have other contests. Sherif: We had to balance the budget. It hasn’t had a consistent posting but just because it wasn’t budgeted doesn’t mean we wont do it. Rajul: The special publications says it is including Clock Tower and Misprint and the frosh edition of the paper, while the second 2 have been there forever. Lu: We recently moved them there because it would make more sense for you to look at as volunteers. Special projects have been the anniversary. Right now, we don’t see anything coming up next year. E: High school co-op program, are they given anything on the budget? Davenport: They usually get a small gift before they leave. It can probably be found under staff appreciation. Steven: The camera repairs line, is it just an “in case”? Lu: There are sometimes repairs that we will need to have done. Steven: Do we have insurance on cameras? Lu: There is a line item on line 81 for insurance, which covers all the computers and cameras. Cathy: And it also covers the directors’ or officers’ insurance. MOTION Brent: Motion to accept the agenda of the budget for 2010-2011. Seconded by Dinh. Motion passes 1 abstaining

5. Policy Amendment Ratification Sherif: Friendly amendments can only be made to amendments that are being made and voted on today. You can come with other changes to the next Board meeting. I recommend you take it to us before posting it so we can discuss it. It will just be 2,3,7,14,16 today. We will begin with policy 2. Davenport: Those of you on Ed Board know that getting staff status is very hard. That is 18 people currently. The proposed changes would make it that assistant Ed Board members are not really staff, so the editors are the only ones that will vote and count for quorum. Dinh: Does the editor have to send the editor in chief an email? Davenport: It would be automatic. Dinh: It is assumed that the editors have the experience so that they know how to make changes. Is there a way to ask if the assistant editors will have the vote? Davenport: That would be too difficult. I added section 2.5 Voting Members, which clarifies who can be voting, and all of the numbering changes to accommodate that. There is a clarification that meeting is held according to quorum and not just number of bodies. I didn’t like the idea that Ed Board would be appointed in Spring. Moving it to March means that people can make changes and carry the next person through. Voting members are the ones voting is done by; voting members and not just warm bodies, to clarify. Brent: We also looked at changes to assistants. Davenport: Appendix D just had to be clarified to respond to that. Ian: Why is the head reporter removed? Brent: I thought it wasn’t following with their decision on style guide. Dinh: Is it not mandatory for Ed Board members to go to weekly meetings? If they don’t show up, they have to ratify it. If they have to be there for 3 meetings, and they aren’t then it would work out, if the assistant editors could vote. Andrew: If Brent were to show up, he would be quorum and we could vote but if he didn’t, the assistant could sub in. If both for a section were there and another section was empty, could both vote? Davenport: No. Andrew: So just their assistant could sub in. MOTION E: Motion to accept the proposed changes to policy 2. Motion withdrawn MOTION Motion to accept all of the changes to policy E: Seconed. Dinh: Head reports should be part of Ed Board. I think they affect style guide because in the past people have been in charge of other aspects such as layout. We had a group of reporters called “h-core” who learned from the head reporter. To say that they aren’t part of Ed Board based on the past 2 terms is like saying that the news editor was absent, so just because it happened in the past doesn’t mean that it won’t in the future. Brent: Reporting is not stipulated so they wouldn’t have impact on every issue and we wouldn’t be able to reach quorum as easily. Ian: The possibility of proxies for Ed Board, was that received? Davenport: There is only proxy-ing for the AGM. Ian: I disagree with not including the head reporter because Ed Board has the ability to remove columnists. Shouldn’t the head reporter have a large say in that, as they are one of the closest ones to the columnists? Michael: Certain editors don’t have an assistant. What happens if they aren’t there? Davenport: They would have no vote. Ethan: How many people are there ideally on Ed Board? Does it change who you need for quorum? Davenport: The number is 2/3 of the total of Ed Board. Assuming all the positions are filled you would want about 20. About 8 would be quorum if there weren’t assistants included. Ethan: What does Ed Board vote on? Dave: Style guide, staff status, logo and removing columnists. Komal: The head reporter doesn’t have an assistant, who works for him. Who would have his vote? Davenport: No one. Komal: So then who goes? Davenport: It would count as the 1/3 that doesn’t have to be there. Komal: When we are talking about removing the head reporter, does it mean that if they are there they get a vote? Davenport: No. Dinh: The head reporter doesn’t affect the newspaper every week, but in the past, it has. In that way, they take part every week by mentoring. Ethan: Is the head reporter an improtant position? I get the impression that they are not as important because they seem to be overseeing reporting. So I can see where we’re coming from. But I think it would be wise to keep them because some prestige could be put back into serial reporting. Mark: Calling to question accepting the motion with all amendments. Ethan: Seconded. Motion to question passes E notes abstention Motion fails Angela notes abstention MOTION Ethan: Motion to remove the language that removes the head reporter from the editorial board. Brent: Seconded Brent: Call to question Mark: Seconded Angela notes abstention Angela notes abstention on all Ed Board matters Motion passes Policy 3 volunteer staff Brent: There were 3 changes. Under 3.1.1. regarding entry level staff positions is about section editors, saying that they are supposed to be at production night except for if the meeting happens before they are in place. 3.1.2. staff positions, head reporter considered mid level position was switched with the mid level reporters so that head reporters are advanced instead. To apply for head reporter they must have been senior reporter or mid level for at least one term. Receiving a certificate for everyone, because under policy 1 we shouldn’t have policies that over rate PnP but I think that providing certificates is not what we need. They should be able to be requested. Angela: I suggest we slow down. E: In 3.1.2 you have to be a staff reporter to apply for head reporter. I was wondering if you have been the staff reporter would you be allowed to apply for the assistant section editor? Davenport: Yes, the way it is noted in PnP is weird. Komal: Do the entire proposed changes have to be in the motion? MOTION Michael: Motion to accept the proposed changes to all. Mark: Seconded Dinh: Do you mean by an editor of the section that they have published at least 3 times? Brent: Yes Dinh: Why are we putting head reporter in advanced if we are making them not on Ed Board? Brent: Head reporter is supposed to be of caliber. Dinh: in PnP it doesn’t say that they have superior status. Angela: Challenge the certificate motion. I think the justification is because it is not being practiced right now. I think volunteers require them because they want to have proof that they worked here. I think somebody needs to be aware that these letters of recommendations can be given because some people don’t know they can do this. As long as there is some other form of proof, I don’t mind. Andrew: 3.1.3 should probably be removed, the paragraph that is being repeated. In regard of the request to have a certificate, people should be able to get them. There are head reporter jobs that are needed that are very intensive and I don’t think they should be knocked down. Sherif: This goes to vote . Angela notes abstention Motion fails MOTION Andre: Motion to accept amendments of the paragraph stating that 3.1.2 and 3.1.3 off of 3 because it is repeated; MOTION Angela: Motion to make an amendment Andre: Seconded Angela: Motion to add Amendment to 3.4.1 certificate motion, 3.4.1 - 3.4.4 Rajul: Seconded E: Rephrased so that volunteers who have achieved staff reporter status shall be entitled to a certificate or letter of recommendation. John: We could just add the phrase “at their request”. Angela: I want to accept the friendly amendment of John’s. MOTION E: Motion that volunteers should have access to proof of involvement upon their request to be stated in 3.4.1 to 3.4.2. Angela: Seconded Brent: What is this wording? E: s=So that 3.4.1 reads “A) Receives at their request, a certificate or letter of recommendation, indicating their accomplishment”. There is no responsibility as to who has to do that. Komal: So it can be signed by anyone. Called to discussion by Dinh Michael: Seconded Komal’s abstention is noted Ethan: Do typos get fixed? Sherif: No MOTION Mark: Motion to amend the amendment to remove the typo in 3.1.2 to read “by an editor OF a section”. Called to question by Angela Ian: Seconded Motion passes Sherif: Called to vote Bogdan and Ivan note abstention Sherif: Using imprint’s computers in policy 7. It is outdated because section editors and their assistants don’t have secure accounts. I think it is important to have a secure password. Davenport: What impact would this have on accessing emails? Brent: With the current emails, you can’t switch the passwords unless we switch our provider. MOTION Mark: Motion to accept the proposed change. John: Seconded Motion passes -changes to policy 7 passed with no amendments Sherif: Policy 16 Davenport: It doesn’t really make anything new. Based on experience over past 5 years. This just lays everything bare. John: There is fear that if someone is continuing to write for Imprint and being part of their campaign is not good. It is because we don’t want to become any candidate’s platform. MOTION E: Motion to accept all changes. Mark: Seconded Angela: What medium is included? Davenport: Only if you post anything that endorses someone. E: 16.1… I wanted to ask how far this would extend, regarding clubs etc. Davenport: Clubs and society is below the radar. Sherif: It is up to the discretion of the people enforcing policy. Andrew: I think that it is not an achievable goal, to keep from endorsing candidates overall. It is more of a popularity contest. Maybe Imprint’s impact on that would be miniscule. Imprint should take a stand. I agree that there can’t be fluff. Davenport: Policy 16 isn’t the only thing that we could pull content under. If it lacks integrity, it could also be pulled. Dinh: Our mission statement aims to be just as successful as other papers. John: A lot of newspapers do that. An opinion columnist is seen as representing Imprint’s view. Ethan: What is the purpose of political neutrality? Davenport: To avoid the newspaper taking sides on campus. Lu: Call to question Dinh: Seconded E notes abstention Motion passes 17-12 Voting on accepting entire amendment Andrew, Bogdan and Mark note abstention Motion passes 15-12

6. Election of the 2010/2011 Board of Directors President Dinh: Nominates Anya Anya: rejects nomination Andrew: Nominates Brent Brent: rejects nomination Dinh: Nominates himself Brent: nominates Angela Angela accepts Angela rejects Andrew nominates E E accepts Dinh: I would like to run because I believe that I have the best interest at hand for Imprint. I have strived to improve each position that I have held. I have been with the organization for many years and am majoring in human resources. I will always strive for what is best for the organization. E: I have been with Imprint for just over a year and have had experience with reporting and volunteering here. I think Imprint is time for growth. I want to allow members to make significant changes and help direct the movements Imprint is taking. I would like to see the web potential take off. MOTION Komal: Motion to accept E as president. Abas Daire: Seconded Lu and Sonja note abstention Motion passes

Vice president Brent nominates Dinh Dinh accepts Angela nominates herself Mark: Motion to accept Angela as vice president. Michael: Seconded Lu note abstention

Secretary Davenport nominates Erin for secretary Erin accepts MOTION Motion to accept Erin as secretary Motion passes

Treasurer John nominates Lu Lu states her condition E nominates Paul Paul is graduating Angela nominates Brent Brent rejects E nominates Andrew Dods Andrew rejects Lu agrees to stay as acting treasurer if no other candidate is available Angela renominates Lu Lu accepts Lu will be leaving on coop in Jan 2011 for the winter and summer. She will only not be here until the winter term. MOTION Brent: Motion not to accept Lu as treasurer Sonja: Seconded Brent motioned Motion passes Jacky and Lu note abstention

Staff liaison MOTION Brent: Motion accept Kerice as staff liaison officer Mark: Seconded Lu, E, Sonja, Angela, Mark, Bogdan and Xiaobo note abstention Lu notes absteniton for all board votes

7. Adjournment

MOTION Andrew: Motion to adjourn the meeting at 8:08 Angela: Seconded

Board MOTION Lu: Motion to ratify the minutes of the 2009/2010 AGM Erin: Seconded Motion passes 2-0-0 MOTION Lu: Motion to adjourn at 8:12 Erin: Seconded Motion passes 2-0-0