Renovations: Lecce acknowledged Kington s very significant work on renovations and noted that this area is very important at this time.

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1 Minutes of the 6th meeting of the Board of Directors of the University Students Council of the University of Western Ontario held on July 16th, 2008 in Room 307 UCC. Present: Stephen Lecce (President and Chair), Rachel Halpern (Communications Officer), Cara Eng (VP Campus Issues), Rich Caccamo (VP Student Events), Jacqueline Cole (V P University Affairs), Matt Kington (VP Finance) (arrived at 2:13 p.m.), Cathy Clarke (General Manager), Kendell Wilde (General Counsel), Pat Weiler (Recording Secretary), Carrie Passi (Controller) for part of the meeting, Paul Tomlinson (Manager, Building Services) for part of the meeting 1. CALL TO ORDER Lecce called the meeting to order at 10:37 a.m. 2. ADOPTION OF AGENDA The agenda was amended as follows: Talbot Theatre Renovations Project under for discussion, and WIN Constitution for approval rather than the Pride Constitution and Mandate Motion to adopt the agenda as amended. Cole/Carried 3. APPROVAL OF MINUTES Motion to approve the minutes of June 16 and 23, Eng/Carried 4. COMMENTS FROM THE CHAIR Executive Retreat: Lecce commented that there was productive discussion at this week s retreat. Included in that were discussion on the collective missions over the next ten months. There were good questions and also a relaxing time together. Lecce acknowledged Caccamo and Eng for all the work that they put into the planning and for facilitating the discussion. Renovations: Lecce acknowledged Kington s very significant work on renovations and noted that this area is very important at this time. Council Meeting: Lecce acknowledged Halpern s work in preparing for the summer Council meeting. There is an official speaker and motions. He also thanked Halpern for taking care of all the logistics. Lecce thanked Cole for keeping the Executive grounded and focused on its mission. Clarke and Wilde for their hard work on the renovations project while the Board was away. He also acknowledged Carrie Passi (Controller) and Paul Tomlinson (Building Services Manager) for their work on the project. Weiler for coming in to work last Friday when it was normally a day off. Tour of Western Schools Lecce has developed an itinerary for the trip. The hosts have been very helpful with information of who the Executive should meet at their schools. Lecce hopes to

2 have discussions with staff, Board and management and get their perspective on relations with management. USC Annual Goals Lecce has asked Clarke and Wilde to review these goals so that this Board can reevaluate them and decide if they are in line with the USC s mission statement. There might be some amendments. Municipal relations Lecce is working with Scott Courtice (Policy Analyst) on relations with the City such that the City gives the USC credit where due and recognizes this organization. He thanked Cole for her help with this. The Mayor has been invited to speak at one of the September Council meetings. Dr. Davenport and Chief of Police, Murray Faulkner, has also been invited to speak at a Council meeting. Platform points Lecce has tasked Wilde and Clarke to assess the feasibility of platform points, e.g. changes to the Used Book Store. He hopes to have a report in a couple of weeks and the Board will have a discussion about this at that point. London Chamber of Commerce Lecce has asked Courtice to be his designate at the Premier s address to the London Chamber of Commerce. Congratulations Lecce congratulated Eng on the success of her grant applications to the President s Committee on the Safety of Women. Vacation While Weiler is on vacation Andrea Klooster will be filling in. Lecce said that if anyone has any questions or concerns they should contact Weiler. Thanks for letter Lecce thanked Halpern for drafting a letter of introduction that was included in the summer Council package. Council meeting Presentations and motions have to be ed to the Council secretary by July 17 th a.m. Lecce asked that the Board members be copied on all those s so everyone will be informed. Meeting with Ted Garrard Lecce said that he had a good meeting with Ted Garrard, UWO VP External. Lecce said that there is a good partnership there and Garrard is looking for money from the USC. Motion to move into confidential at 10:48 a.m. for legal reasons. Motion to move out of confidential at 10:50 a.m. 5. PRESENTATIONS TO THE BOARD There were none. 2

3 6. DIRECTOR REPORTS AND UPCOMING DATES VP Finance Campus Trust: Kington reported that Campus Trust is currently looking at having three new schools sign on to the trust. Details are uncertain and there are some concerns with the manner in which these schools are approaching the trust. There is nothing malicious. It concerns pertain more to practice. Kington will have further to report on this at a future meeting. Renovations: It has come to the point where the USC is being forced to decide on going to detailed design or not. The decision made by the Board, given the current information and timelines given to the USC by the University and the architects, will result in the USC either moving forward and constructing with the University or move separately. Items of interest: In one week the Executive will be on its way to touring the greatest region of Canada in Kington s opinion including his home province, B.C. Pressing matters: A decision must be made by the Board regarding the detailed design implementation in line with a January 1 st, 2009 renovation start date. VP Campus Issues Coordinator Training Handbook: Eng reported that this project is done; printed and soft copies have been sent out. Early Outreach: A meeting with Amiel Houghton (AIDS Committee of London) has redirected the program away from the Thames Valley District School Board and towards a National Youth Week (May 1-9) which offers the opportunity to be a part of a community-based early outreach initiative. EnviroWestern Partnership with The Spoke: Eng s proposal is at a standstill and the project has been sidelined until further discussion with Will Bortolin, EnviroWestern Coordinator, and increased consultations. President s Committee on the Safety of Women (PCSW): Eng s proposals to the PCSW were approved. The PCSW is requesting an audit (joint with Housing) to determine the effectiveness of promotions during Orientation Week and in kits. Orientation Dry-erase Boards: These have been ordered through Purple Door Promotions and designs made by InPrint Graphics. These boards look great and will be a great addition to the services promotion. Aikido Training: Plans have been finalized for this project and details will be established in a contract with Mark Wellington (Manager, Student Life Department) for the Akido Network s continued participation in a self-defense program for students. Items of Interest: Coordinators/Commissioners - Eng reported that she is facing some hardships with coordinators and commissioners and will be redesigning the relationships following the Executive s return from out west. 3

4 Managers Eng is looking to invest more research and time into each operation and their relationship with ourselves, the Council and goal-setting. ServicesNet The proposed ServicesNet may no longer be part of the year s forecast due to budget and to need. Instead of operating through an online forum, bi-monthly meetings will be struck for each service coordinator to ensure open dialogue, and all other necessities will fall into the regulated meetings that Eng plans to have. Upcoming dates: July 16 One-on-one with Clarke President Meetings attended: Lecce attended meetings with the Presidents of the Affiliate Colleges, Dr. Ted Garrard (VP External, UWO), USC staff appreciation event, and Vince Cifani (Commissioner-atlarge) and check-ins have been booked with Cathy Clarke (General Manager) for the first semester. Items of Interest: Executive Retreat This will take place from July 20 th 27 th. Lecce is developing learning objectives and is consulting with the presidents of the students council at the University of Alberta, the University of Calgary and the University of British Columbia. USC Annual Goals Lecce is tasking Clarke to evaluate the annual goals. She will present any recommendations that reflect the opinions on the ground. Engaging our City Lecce is working with Scott Courtice (Policy Analyst) to engage city leadership and showcase the USC as a positive force in the community. Used Book Store Reduction Lecce has tasked Clarke in collaboration with Wilde and pertinent management to develop a feasibility study on Lecce s platform point, specifically a 10% reduction in the Used Book Store s margin. Chamber of Commerce Lecce reported that for the first time in a long time the USC will have a designate to the Chamber. Lecce will represent the USC to the City of London and to the commercial and industrial sectors. Items to Remember: Presidential One-on-ones Lecce has met with the majority of the Executive and will soon meet with Cole and Eng. Summer Council Meeting Lecce asked the Executive to be at the USC office at 8:00 a.m. on Saturday, July 19 th and Sunday, July 20 th and bring all materials needed. Board Reports, Built-to-Lead Platform Commitments, Motions to Council, Presentations to Council Lecce asked the Executive to have these completed and ed to the Council Secretary by Thursday, July 17 th. 4

5 Upcoming Dates: July 15 th Lisa Donnelly (SERT) July 16 th Auditors presentation to the Board of Directors July 16 th 360 and 240 reviews with Maegan East (HR Manager) July 19 th, 20 th Summer Council Weekend July 20 th Executive retreat on the west coast Acts of Courage, Acts of Good Will, Acts of Leadership: Caccamo and Eng thank you for organizing and developing a grand retreat with good food, discussions, agenda and company. Kington acknowledged for working hard and preparing the Executive on the referendum particulars. Halpern acknowledged for preparing the Board on the Council meeting and crafting an innovative Council weekend. Eng acknowledged for doing a wonderful job. VP University Affairs OUSA: Cole reported that Tammy McQueen, who previously worked at Citizen s Environmental Watch, has been hired as Director of Communications. The strategic planning retreat which was held recently involved setting priorities for the year; priorities are student poverty, OSAP reform and quality and multi-year agreements. Cole has committed to updating a policy paper on quality metrics, operating polices for OUSA and the poverty project. At the retreat campaigns were discussed, in particular the Blue Chair campaign. This campaign was a huge success at Western but was not effective at other schools. A decision has not been made about the campaign for this year but Cole will be supporting the Blue Chair campaign. CASA: Cole reported that CASA hired a Government Relations Officer who is the best in the country. Also, a voting structure review committee elected a Chair and has stated a feedback process from member schools. Alternate voting structures for the future will be investigated. University Affairs Strategic Planning: Cole and Scott Courtice (Policy Analyst) have done some strategic planning for the University Affairs portfolios to arrive at some priorities for the year as follows: building capacity (professional development and training), community relations initiatives and partnerships, academic advocacy, and academic materials (as an issue and student engagement tool). Items of interest: OUSA is accepting applications for the Director of Research and Policy Analysis position. Upcoming Dates: July 17 Meeting about Orientation and Homecoming with concerned neighbours July 19 Meeting with Glenn Matthews, Housing Mediation Officer July 19 CASA Voting Structure Review Committee meeting July 31 out of the office for OUSA Steering Committee August 14 out of the office for OUSA Steering Committee August out of the office for Partnerships Conference and vacation 5

6 VP Student Events Orientation Week: USC s Orientation Leaders Eligibility Committee - Caccamo reported that this committee met on July 10 th to adjudicate all the Soph appeals. He expressed thanks to Wilde, Layne Brown, Chris Crighton, Donna Moore and Maegan East for all their hard work and support. O-Week Mustang Football Game Caccamo has followed-up with Jeremy Renaud by last week. The new point of contact with regards to ticketing information and stadium seating for O- Week and Homecoming is Bonnie Baker. Renaud is drafting a sponsorship letter for prize packages to giveaway at half time. There will be a meeting with Intercollegiate Athletics in the coming week to reevaluate seating arrangements in the stands. Academic Programming Caccamo will meet later today with Dr. Doerksen (Associate Dean, Faculty of Music) to discuss academic programming within Orientation Week. Orientation Strategic Planning Group II research is underway. Thanks was expressed to Courtice for providing online resources. Meeting with community Caccamo, Cole and Scott Courtice (Policy Analyst) will meet with the community about Orientation Week. Orientation Programming Committee OPC will meet later this week to approve grant fund proposals, Info Team programming and Soph Auction guidelines. Shinerama and Terry Fox The teams are jiving and the team weekend was held last weekend. Invitations to the golf tournament are being prepared and efforts are being focused on Shine Day and the Run. Caccamo is still waiting to receive budgets and program plans from both groups. O-Week budget The Orientation budget will be approved by Carrie Passi (Controller), Kington and Caccamo. Homecoming: Float proposals are due online at by August 1st. Negotiations with the City with regards to the parade route will be finalized soon. Mark Wellington (Manager, Student Life) and Caccamo are contacting trucking companies about flatbeds for constituents with a shared cost. Clubs: Student Organization Advisor - Caccamo expressed congratulations to Nathan Wilcox who will be filling in for Jacqueline Lasch (Student Organization Advisor) during her maternity leave. Executive Training North Campus Building carousels are being considered for during club executive training. Clubs Week Gym space in the UCC is booked for Clubs Week. Caccamo will meet with Paul Tomlinson (Manager, Building Services), Andy Rensen (from Building Services) and the SOAs about Clubs Week resource and space budgeting. 6

7 Food Support Service: Caccamo is drafting a letter about donations to grocery store managers at the end of July as part of the summer food drive. Items of Interest: Executive Leadership Training needs an actual name. Caccamo is doing marketing planning in August to rollout in September. Upcoming dates: July 17 th Orientation Programming Committee meeting July 16 th Meeting with Dr. Doerksen (Associate Dean, Faculty of Music) re academic programming during O-Week. 7. BOARD MATTERS FOR DISCUSSION Committee Applications Halpern explained that positions on committees were advertised during the summer months rather than in September which was the past practice. This was the first time it was done and it was found to generate a large number of applications. There were hundreds of applications. Halpern suggested modifying the system this year to cut back on work. Only committee positions that need to be filled in the summer would be advertised now and the rest would be done in September. Halpern asked the Executive to get back to her with the positions that need to be filled before September. The rest will be promoted in the fall. Lecce asked Halpern to send out a complete list of committees to the Executive. Halpern can talk about specific positions one-on-one with the VPs as necessary. Renovation Strategy Update Motion to move into confidential at 10:54 for financial reasons Motion to move out of confidential at 11:59 a.m. Talbot Theatre Project (Lecce) Motion to move into confidential at 11:59 a.m. for financial reasons. Motion to move out of confidential at 12:06 p.m. 8. BOARD MATTERS FOR APPROVAL Students Advisory Council (Lecce) Lecce said that the purpose of this group would be to give the USC constructive feedback on the USC. It would be through grass-roots focus groups made up of twenty students who would meet once per semester to discuss ideas with the President. This would be a mechanism to receive feedback on the USC s services and operations. Selection would be sending out an accting1 and the support of the Publications Commissioner. Lecce proposes creating an incentive for participation, e.g. some Wave gift certificates and he would also like to have a budget for food for 7

8 the group. The total amount required would be $500. The participants will be randomly chosen from those that respond to the . Lecce said that he wants to make this a long-term commitment to enhance communications. At the end a report would be written that would be presented to Council and pending his success would be a tactical amendment to Built to Lead. Motion to allocate $500 from the Board Initiative Fund to support the Students Advisory Council. Affiliate Caucus on Student Issues (Lecce) Lecce said that the purpose of this group would be to have all the affiliate presidents meet to better serve students while recognizing the diverse needs of the affiliate communities. It is hoped that this would be chaired by one of the affiliate college presidents to ensure that the agenda is in the hands of the constituents. The cost involved is $125 which includes administrative costs/meeting costs. Motion to allocate $125 from the Board Initiative Fund to support the Affiliate Caucus on Student Issues. Commitment to Ethical Product Use in the USC (Lecce) Lecce said that the intent of this initiative is for the USC to be a responsible user of product and a leader in this area. Products that are local, enviro-friendly, ethical and/or sustainable products and services would be promoted. He suggested starting with clothing and partnering with Me to We Responsible Style. A committee made up of the General Manager, the Controller and the VP Finance would oversee the research and would investigate the effects on the corporation through consultation with managers involved. Factors to be reviewed would be a cost-benefit analysis, implementation time, and feedback from the staff of the organizations involved. Conclusions and a detailed recommendation would be brought to the Board for discussion and approval. Lecce thought that students would be interest in the use of ethical products. Wilde suggested that this is something that Lecce as President could initiate directly with the General Manager rather than involve the Board at this point. Clarke would talk with the managers involved. Lecce said that he was aware of his ability to initiate this directly with Clarke but because other members of the Executive are interested in this topic he wanted to garner some feedback. Wilde noted that this is similar to staffing matters which are outside the purview of the Board but management updates the Board on those things. Clarke said that she and management would rally and come back to the Board with their findings. Eng asked if Lecce wanted students in general to be involved, e.g. clubs who make purchases through Purple Door. She asked if the goal is to phase out all unethical products. 8

9 Lecce said at this time the goal is to talk to the managers, staff, the Board, consult the Controller and then come up with a recommendation. Eng asked if the goal is to phase out the sale and use of unethical products or to make ethical products an option. Lecce said that at this point he is just introducing the concept and pointed out that The Spoke has already begun by selling fair trade coffee. He said that at this point he is just looking for a recommendation that would come from Clarke after working with the managers. Cole said that she would like a detailed recommendation that would be approved by the Board. Lecce felt that this is an initiative that the Board should be heavily involved in because it is good to market ethical products to students. He said that Clarke s recommendation would come back to the Board for feedback. Board Initiative Strategic Planning Committee (Lecce) Lecce would like to create a committee of the Board that would ensure that collectively agreed upon initiatives are actualized in the year. This would be an ad hoc committee for this year and would be comprised of the Board members who would use it for an opportunity to brainstorm. It would be a support to the General Manager and would give her an idea of what the Board wants to accomplish as a team. Minutes would not have to be taken. The President may be the Chair. Eng suggested that the President not be the Chair because of restrictions on participation in the meetings while in that role. Lecce agreed and suggested that the Chair could be the General Manager or General Counsel. Motion to create the Board Initiative Strategic Planning Committee. EnviroWestern Constitution (Eng) Eng reported that EnviroWestern would like to add a coalition called the Campus Sustainability Coalition to their structure that would work with students interested in the environment and who are from the various constituent councils. Eng is in support of this change. The EnviroWestern Coordinator, Will Bortolin, has indicated that this would be beneficial. This would be an addition to their constitution and would include the terms of reference for the group. Kington asked how constituent members would be chosen. Eng said that if a council has an Environmental Commissioner that person would be in the coalition. Otherwise, the president of the constituent council would select someone. Wilde asked who had drafted the amendment. Eng said that it was drafted by the EnviroWestern Commissioner. 9

10 Wilde explained that the changes to the constitutions of services are viewed as policy changes. The process is a review by the General Counsel (which has not yet been done in this case), then it is posted for Council to review and then it comes back to the Board for approval. Wilde asked Eng if she had any concerns. Eng said that she did not. She pointed out that the constitution of EnviroWestern is still in draft form. Wilde asked if Eng recommends amending the constitution now or doing a full review. Eng suggested approving the constitution in full including this change. Wilde recommended doing a full-scale review over the next month and bringing it to Board as a whole. There was agreement that Eng and Wilde would work on this document and bring it to the Board before the end of summer. Women s Issues Network/Gender Advocacy and Issues Network Mandate (Eng) Eng reported that the WIN Coordinator, Ash Hougton, would like to amend WIN s constitution including positions. The proposal essentially changes the entire service and renames it the Gender Advocacy and Issues Network (GAIN). Eng distributed a brief to the Board written by herself, WIN s constitution and the proposed constitution of GAIN. Eng supports a service that includes everyone but has concerns about the timing of the changes. For example, there would be issues with branding, promotional tools and other details. Eng believes that it would be better to wait until next year to make changes. Lecce said that this is an interesting proposal and noted how it gives a broader focus to the service. He noted that would have implications for The Gazette and he would like to have a clearer understanding of what is meant by alternative media because it allows for increased libel and misinterpretation through alternate media groups. There are also questions about: GAIN and its relationship to off-campus groups and the risk management that might entail the pro-feminist statement followed by a broad statement the budget and whether or not it would maintain WIN s budget the use of the term manager which is perhaps a misuse of staff terms external relations manager and that it sounds similar to what the USC s Policy Analyst does; this service already exists within the USC It was noted that Board members had not had time to read the documents thoroughly. Lecce has met with Houghton and commends her for this initiative. The process to make these changes requires that the documentation be vetted by the General Counsel. Wilde has not had an opportunity to do this at this point. 10

11 Wilde noted that the change to services is within the purview of the Board but these sorts of changes require a lot of consultation and more perspectives. If the change is done next year there is time to have that consultation. Wilde added that there is sensitivity surrounding this service and it is important that the right changes are made. She recommended that Eng put a hold on the proposed amendments and strike a committee that would conduct a formal review of the constitution and what the service is doing. Lecce agreed and suggested using the Campus Issues Committee for the review process and involve stakeholders. Eng said that she would conduct the review. Motion to approve the proposed changes to the WIN constitution Eng/Tabled 10. NEW BUSINESS USC Team Information Sheets Lecce distributed copies of a sheet that he designed for Councils and some staff to fill out (attached). These sheets would be posted and would help people to get to know each other. 11. ADJOURNMENT Motion to adjourn at 12:47p.m. Kington/Carried President and Chair Secretary of the Board Recording Secretary 11