AGENDA - SRA 07H STUDENT REPRESENTATIVE ASSEMBLY Sunday October 14, 2007 6:30pm Council Chambers, Gilmour Hall Room 111 PROCEDURE Call to Order, Call of the Roll, Adoption of Agenda, Adoption of Minutes 07G, Delegations from the Floor, Committee Business, Information Period, Question Period, Business Arising from the Minutes, Business, Unfinished Business, New Business, Time of Next Meeting, Call of the Roll, Adjournment DELEGATIONS FROM THE FLOOR • Atlanta Library Tour Report - Arati Sharma, Vice President Education COMMITTEE BUSINESS Queer Students Community Centre Richardson MACgreen Wade University Affairs Committee Jarrad Executive Board Jones Vice President (Finance) Debski BUSINESS 1. Close nominations for SRA members to Standing Committees Jones a) Bylaws and Procedures (2) b) External Affairs (1) c) Finance (1) 2. Close nominations for MSU members to Standing Committees Jones a) Bylaws and Procedures (2) b) Finance (2) c) Operations (2) 3. Close nominations for MSU members to Other Committees Jones a) Clubs Executive Council (1) b) Teaching Awards Committee (7) c) Elections (1) d) MAC Bread Bin Advisory (1) 4. Close nominations for 1 SRA member to the Silhouette Board of Jones Publication 5. Close nominations for Chair of the Standing Committee on Jones Operations 6. Open nominations for 5 SRA/MSU members to attend the October Sharma 2007 General Assembly
Transcript
AGENDA - SRA 07HSTUDENT REPRESENTATIVE ASSEMBLY
Sunday October 14, 2007 6:30pm Council Chambers, Gilmour Hall Room 111
PROCEDURE
Call to Order, Call of the Roll, Adoption of Agenda, Adoption of Minutes 07G, Delegations from the Floor, Committee Business, Information Period, Question Period, Business Arising from the Minutes, Business, Unfinished Business, New Business, Time of Next Meeting, Call of the Roll, Adjournment
DELEGATIONS FROM THE FLOOR
• Atlanta Library Tour Report - Arati Sharma, Vice President Education
COMMITTEE BUSINESS
Queer Students Community Centre RichardsonMACgreen WadeUniversity Affairs Committee JarradExecutive Board JonesVice President (Finance) Debski
BUSINESS
1. Close nominations for SRA members to Standing Committees Jonesa) Bylaws and Procedures (2)b) External Affairs (1)c) Finance (1)
2. Close nominations for MSU members to Standing Committees Jonesa) Bylaws and Procedures (2)b) Finance (2)c) Operations (2)
3. Close nominations for MSU members to Other Committees Jonesa) Clubs Executive Council (1)b) Teaching Awards Committee (7)c) Elections (1)d) MAC Bread Bin Advisory (1)
4. Close nominations for 1 SRA member to the Silhouette Board of JonesPublication
5. Close nominations for Chair of the Standing Committee on JonesOperations
6. Open nominations for 5 SRA/MSU members to attend the October Sharma 2007 General Assembly
M OTIONS
1. Moved by Jones, seconded b y ________ that SRA close nominations for SRA members tothe following Standing Committees:
a) Bylaws and Procedures (2)b) External Affairs (1)c) Finance (1)
2. Moved by Jones, seconded b y _________ that the SRA close nominations for MSUmembers to the following Standing Committees:
a) Bylaws and Procedures (2)b) Finance (2)c) Operations (2)
3. Moved by Jones, seconded b y _________that the SRA close nominations for MSUmembers to the following Other Committees:
a) Clubs Executive Council (1)b) Teaching Awards Committee (7)c) Elections (1)d) MAC Bread Bin Advisory (1)
4. Moved by Jones, seconded b y _________that SRA close nominations for 1 SRA member tothe Silhouette Board of Publication.
5. Moved by Jones, seconded b y _________that the SRA close nominations for Chair of theStanding Committee on Operations.
6. Moved by Sharma, seconded b y ________ that the SRA open nominations for 5 SRA/MSUmembers to attend the October 2007 OUSA General Assembly.
Kyle Balkissoon (SRA Social Science), Fredner Prevalus (SRA Humanities), Gregory Elvikis (SRA Social Science), Arun Jacob (SRA Social Science), Andrew Richardson (QSCC Coordinator), Mark Wade (MACgreen Director), Noel (Ex-Officio Arts Sci), Dave Moore (MAPS/MSUAA), Julianne Simpson (Recording Secretary)John Doan
ADOPTION OF AGENDA
Moved by Sharma, seconded by Singh that the agenda be adopted as amended.
Amendments
Sharma - Item of Business #6 should read Open nominations for four SRA/MSU members to attend the October 2007 General Assembly.
Carried Unanimously
DELEGATIONS FROM THE FLOOR
1. Atlanta Library Tour Report - Arati Sharma
■ Sharma presented a report on her tour of Georgia Tech’s and Emery University’s Learning Commons. (Presentation attached)
■ Davies - When are the proposed changes to the Thode Learning Commons supposed to take place?■ Sharma - We have already received some donations and we are hoping by 2009. The committee really
wants the learning commons to be 24 hours so some changes need to be made to see if we can do that.■ McBride - When will the renovations begin?■ Sharma - In the summer.■ Stewart - How set in stone are the plans?■ Sharma - They aren’t set in stone at all. The committee is starting focus groups with science and
engineering students who usually study in Thode.
COMMITTEE BUSINESS
1. Queer Students Community Centre Report - Report Attached - Richardson Presented
■ Richardson - My report was sent out with the agenda package. If you have any questions, please feel free to ask.
■ Kasmani - What has the response been like regarding the name change?■ Richardson - There has been a positive response to the name change.
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2. MACgreen - Verbal Report - Wade Presented
■ Wade - Report was summarized. During the summer we worked on cleaning out the office space and organizing the filing and archiving. In September we worked on the Cootes Clean-Up and we had our first social.
3. University Affairs Committee - Report Attached - Ferguson Presented
■ Ferguson - We have our weekly meetings on Wednesdays at 5:30 p.m. We have been focusing on the election and brainstorming ways in which to raise student awareness.
4. Executive Board - Verbal Report - Jones Presented
■ Jones - Executive Board meetings are held on Tuesdays at 2:30 p.m. At the last meeting we approvedan expenditure for a Quarters security camera system. We also approved sponsorships asrecommended by the Sponsorship Committee as follows: MACNDP - $100, Campus Health Centre - $250 (in kind), Biology and Psychology Society - $50 (in kind), Muslim Students Association - $150, and Conference on Peace Education in Canada - $400 (in kind).
■ Davies - How long do the meetings usually run?■ Jones - They usually go for an hour to an hour and a half.
5. Vice President Finance - Report Attached - Debski Presented
■ Debski - I will just briefly highlight some points in my report. My main project has been working on financial systems improvement and the implementation of the business portal. I am also working on the elimination of a paper purchase order system. This is a large system and there are a few steps that need to be completed before it can be implemented. I am currently working with our specialist at IBI to put a proposal together. I am also working on the capital asset tagging system so that it will be easier to keep track of when renovations were done. Other projects I’ve been working on include the minimum wage initiative and an organizational photo server.
■ McBride - What is the status of the outdoor ice rink?■ Debski - The original schedule was supposed to come out this year. I currently have a survey out and
to date about 700 people have answered the survey. The survey is running until Wednesday of this week. Once we have the results, we can decide whether to continue with the project.
■ McBride - Where would the ice rink go?■ Debski - Between T28 and T29.
INFORMATION PERIOD
■ Moran - The SRA won the softball game today against IRC. The MSU radio show is tomorrow at noon. I have been going to United Way meetings. We are trying to introduce it to different facets of student life. United Way is the round up charity this month at Titles and it will also be incorporated into the Pumpkin Hike, which is put on by Maroons and SOCS. We are also selling Go Mac Go t- shirts and adding $1 on to go to United Way. I met with the Mac 912 officers, which is a program that provides an extra police presence in the community. The MSU and the university pay for the program. The officers would like to begin their patrolling earlier, so they have a chance to survey parties before they begin. There is a Diversity Services fair in the MUSC atrium tomorrow. Michelle Ball, Student Life Development Coordinator, is leaving the MSU on Friday. There is a farewell party for her on Wednesday at The Phoenix. I have a meeting with the incoming president of the AWWCA and Councillor McHattie where I would like to discuss the idea of incorporating students into the AWWCA membership. Stats Canada is due to release the tuition report on Thursday. CASA has invited McMaster to come as observers to their lobby conference in November. After consulting different sources, I have decided to decline the JSA’s invitation to Israel. It was Homecoming this weekend.We did the graffiti murals on Friday. I cancelled the movie-showing event in the atrium, but I have put in a request to the National Film Board to get dvd copies of all McMaster Film Board movies. The
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Marauders won the football game. The Honours Society reunion was held on Saturday night. Ivan Reitman was the MC. Just a reminder that there is a student leader dinner on October 30.
■ Sharma - There were some issues surrounding the on campus polling stations for the Ontario elections last week. The night before, Elections Ontario tried to switch the locations of the polling stations. I was on the phone the majority of the night with them trying to sort it out. I met with an Elections Ontario Deputy Returning Officer (DRO) and election clerks on Wednesday and the DRO switched the polling stations to the MUSC atrium. This was a result of miscommunication that had nothing to do with the MSU. People were also saying that the stations were not secure, but we had three Elections Ontario people come to look and they said the stations were secure. In the summer, we had asked around to see how we could make it easier for students to vote and we decided that letters would be emailed to students indicating that they could vote. The letter could be printed out and brought to the polling stations along with ID. This system seemed to work out well. We do not yet have a total count of how many votes were cast in this area. I drafted an email to send to Elections Canada stating my disappointment with how we were treated. The OUSA General Assembly is next weekend. This is a great time for the delegates to have a voice at OUSA. The policies I sent to you are not new policies, they were approved at the spring general assembly, but they were reviewed throughout the summer. I met with the librarian from Innis about the SLACK committee and creating an official library advisory committee that would include the Vice President Education, a member of the SRA, and a member of each faculty society. We are meeting with McMaster University Faculty Association (MUFA) this week regarding the Quality of Education Report.
■ Davies - The SRA office hours went well in Union Market. They helped to raise awareness onelections. Year plans were due in to me today, but I am giving an extension until Tuesday.
■ Kasmani - We will be looking for more participation next time at the softball game.■ Jones - I have a meeting this week with Danielle Stayzer from the First Year Experience Office. We
are looking to do an assessment of the first year experience and an outside company will be administering the assessment. Thank you to Ms. Sharma for a well-run election awareness campaign. The Pumpkin Hike is next Friday. I also ask that you please respect the fact that the SRA office is a shared office space.
■ Moran - We reviewed the budget and financial situation at the MUSC Board of Management meeting.I was also appointed chair of the Board. The space for the dentist is still being worked on and right now it is in physical plant’s hands. The idea of allowing Quarters to have catering abilities within the MUSC or the atrium was also discussed. This would provide a cheaper alternative to hospitality services. I received an email from the MBA president enquiring about obtaining bus passes for MBAstudents as well and asking what help the MSU can give.
■ Sharma - I ’d like to thank the SRA for their work during the election awareness campaign. I ’d like tothank the University Affairs Committee and the University Administration for their help on Election Day. I’d also like to thank the MUSC Board of Management, in particular Lori Diamond and Catherine Foreman for their help also.
■ Kasmani reported that the sign above the elevator in the MUSC atrium is now working.■ Moore - The Honour Society 75th Anniversary Reunion that took place on Saturday had around 100
attendees, including 60 Honour M recipients ranging from 1940 to 2004. The Executive Board approved funding for a commemorative plaque bearing the names of all award recipients, which was unveiled at the event. It was well received. Copies of the event programme were circulated for SRA members' perusal.
QUESTION PERIOD
■ None
BUSINESS ARISING FROM THE MINUTES
■ None
BUSINESS
1. Close Nominations for SRA members to Standing Committees
SRA 07H Page 4October 14, 2007
a) Bylaws and Procedures (2)b) External Affairs (1)c) Finance (1)
Moved by Sharma, seconded by Kasmani that the item of business be postponed to the next SRA meeting.
Carried Unanimously
2. Close Nominations for MSU Members to Standing Committees
a) Bylaws and Procedures (2)b) Finance (2)c) Operations (2)
Moved by Jones, seconded by Sharma that the SRA close nominations for MSU members to the following Standing Committees
a) Bylaws and Procedures (2)b) Finance (2)c) Operations (2)
Nominations
■ Jones nominated Richardson to Operations Committee - accepted.
Moved by Kasmani, seconded by Singh that the SRA close nominations for 1 MSU member, and ratify Andrew Richardson to the Operations Committee.
Carried Unanimously
3. Close Nominations for MSU Members to Other Committees
a) Clubs Executive Council (1)b) Teaching Awards Committee (7)c) Elections (1)d) MAC Bread Bin Advisory (7)
Moved by Jones, seconded by Davies that the SRA close nominations for MSU Members to the following Other Committees:
a) Clubs Executive Council (1)b) Teaching Awards Committee (7)c) Elections (1)d) MAC Bread Bin Advisor (7)
Moved by Pett, seconded by Finlay that the item of business be postponed until the next meeting.
Carried Unanimously
4. Close Nomination for 1 SRA Member to the Silhouette Board of Publication
Moved by Jones, seconded by Singh that the SRA close nominations for 1 SRA member to the Silhouette Board of Publication.
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■ Nominated candidates were Kasia Molenda and Basel Jarrad. Neither candidate was present at the meeting.
• The Assembly went into secret ballot vote.• The Speaker announced Basel Jarrad as the successful candidate for the SRA member to the
Silhouette Board of Publication.
Moved by Sharma, seconded by Jones that the SRA destroy the ballots thereby ratifying Basel Jarrad to the Silhouette Board of Publication.
Carried Unanimously5. Close Nominations for Chair of the Standing Committee on Operations
Moved by Jones, seconded by Sharma that the SRA close nominations for Chair of the Standing Committee on Operations.
■ Pett withdrew his nomination.
Moved by Finlay, seconded by Pett that the item of business be postponed until the next meeting.
Carried Unanimously
6. Open Nominations for 4 SRA/MSU Members to Attend the October 2007 General Assembly
Moved by Sharma, seconded by Jones that the SRA open nominations for 4 SRA/MSU members to attend the October 2007 OUSA General Assembly.
■ Sharma reported that she will just choose the delegates.
UNFINISHED BUSINESS
• None
NEW BUSINESS
1. Member of the Meeting Award
Moved by Kasmani, seconded by Pett that the SRA introduce an informal SRA member of the meeting award.
Discussion
■ Kasmani - We are looking at ways to recognize everyone for coming to meetings. We would like to start giving out the award at the end of the next meeting. The committee will decide at each meeting who should get the award. The committee will consist of Michael Pett, Nick Davies, and myself.
■ Debski - I don’t see how a joke award like this will make the validity of the assembly stronger.
SRA 07H Page 6October 14, 2007
■ Moran - The committee members should be elected, and not appointed.■ Stewart - As SRA members, we are all supposed to be doing a good job regardless of receiving an
award.■ Kasmani - We do give out funny awards at the end of the year and they don’t take away from the
validity of the assembly.■ Sharma - I think the way this committee was formed is undemocratic and not what a student union
should be doing.
Amendment
Moved by Davies, seconded by Kasmani that the SRA agree to institute an award that recognizes an SRA member at each meeting.
Carried Unanimously
■ Moran - I would still like to suggest a more inclusive way of recognizing members at the end of meetings to avoid voting and committees.
Kyle Balkissoon (SRA Social Science), Fredner Prevalus (SRA Humanities), Gregory Elvikis (SRA Social Science), Arun Jacob (SRA Social Science), Andrew Richardson (QSCC Coordinator), Mark Wade (MACgreen Director), Noel (Ex-Officio Arts Sci), Dave Moore (MAPS/MSUAA), Julianne Simpson (Recording Secretary)John Doan
SRA 07H Page 7 October 14, 2007
ReportFrom the office of...
To: SRA MembersFrom: Queer Students Community Centre Coordinator Subject: SRA Report #1 Date: October 6th, 2007
Greetings SRA Members,
In order to facilitate the easy reading of this report, I have broken it down into subsections to cover each area of notable updates.
1) Status of the Name Change
The name change from GLBT Centre to Queer Students Community Centre has generally been well received by the student body and staff. There is still some confusion in regards to things like our mailing address and minor details along those lines. Additionally the new sign for the office has been placed on order and is due to arrive shortly.
The name change for the QSCC has also had the bonus effect of generating discussion and questions about the word “Queer” which otherwise may have been thought of as taboo. These question and discussions have allowed for educational discourse to take place making sure the word Queer, in its proper sense of course, is a little farther away from taboo.
2) Staffing
The Queer Students Community Centre has successfully recruited and trained a total of thirty-five volunteers (a mix of returners and new volunteers). This number represents the approximate maximum number of available volunteer slots on the schedule, excluding executive positions.
A successful candidate for the Intersecting Identities Coordinator position has yet to be found and the position will likely remain vacant for the year. All the additional duties of this position have been assumed by the Coordinator for the duration of the academic year, or until a suitable candidate is found.
3) Incident Reports
There are no security problems to report at this time. This year the Queer Students Community Centre will be adopting a new method of filing incident reports. All reports that are filed with us will be met with the following procedure.
(A) A copy of the report will be filed with Mac Security, The Hamilton-Wentworth Police and the VP Admin.
This procedure will ensure that if incidents reach a particular state of consistency and severity the appropriate people will be aware, without having to rely on each other for the transfer of important information when dealing with serious hate-related incidences.
4) Programming
The Ally Program is due to undergo a major overhaul. We will most likely be discontinuing the use of Ally Pledges in favour of small attached cards which explain the program.
A poster campaign is about to start which will advertise the service and feature several LGBTQ themed slogans. Expect to see the posters around campus around the end of this month, and they’ll be up until the end of the academic year each semester featuring new posters.
Pride Week is also quickly approaching again. It will be held the first full week of November and we will be asking most MSU services and operations to display a Pride Flag in support of the community for this particular week.
Social events programming is going smoothly and we have already held two official socials with a third one on the way.
Finally Queer Radio Hamilton (QRH) is back on the air featuring two new hosts (Aaron and Leah) after the old host and former Coordinator resigned his position with CFMU.
5) The Library Project
The Library Project is progressing extremely well. Over 800$ in new materials has arrived and we expect at least another 500$ worth of material to be added by the end of next term. All holdings have been catalogued and we are currently in the process of transferring the data to an electronic medium.
The University library has also agreed to place a listing of our holdings onto the MORRIS system so they can be made more widely available to students, staff and faculty in need of LGBTQ research materials.
Finally we are also in the process of working on an inventory maintenance system to ensure a minimal loss of materials.
And that concludes my first report to the SRA. If you have any additional questions please feel free to come and visit on my office hours, or prepare your questions for the SRA meeting on October 14th, where I will be in attendance should anyone have any questions
Basel Jarrad, ChairUniversity Affairs Committee ReportSunday, October 14th 2007
During the summer I received my network training, so I was able to get the committee started. I tried to look into the old university affairs committee information, but I couldn’t find any resources.Unfortunately we couldn’t meet during the summer as I was out o f the country for few weeks and the rest o f the committee couldn’t meet earlier in the summer.
Meetings:After discussing the meetings time with the committee we agreed on a good time for all members to attend our meetings. Timing o f meetings for this term will be on Wednesdays at 5:30 pm.For the last three weeks we have been meeting for an hour, we are planning to have meetings every week or at least every other week. Feel free to attend the meetings.
Provincial Elections:The committee was working mainly in the last month with VP Education, Arati Sharma, on advertising the provincial elections to the students. The committee distributed many leaflets, put up “Poll Out and Vote” posters. Some members o f the committee attended the all-candidates debate. We will keep advertising and emphasizing the students to vote on October 10th.
Libraries:The committee has been meeting with the VP Education every week to discuss the libraries developments and giving our input. The members o f the committee will be sitting on different committees for the university regarding developing the libraries at Mac.
Brainstorming:W e spent our last meeting brainstorming some ideas and plans we want to do this year with the committee members. We will spend our next meeting brainstorming more and then deciding on the tasks to be done, so I will be happy to inform you about our decision soon.
Thank you, Basel Jarrad
MemorandumFrom the office o f the...
Vice President (Finance)_______________To: The Student Representative AssemplyFrom: Remek Debski, Vice President Education McMaster Students Union Subject: SRA Report Date: Oct 14/07
In the following document I will give, what I hope to be, an accurate presentation o f my time in the position I hold. It is my desire to outline various projects and work that I have engaged in over the months I have spent at the MSU. Many o f these projects are at various stages o f completion. At the end o f this report the assembly should have a grasp and scope o f time lines and importance o f these endeavors. My goal for this year has been the improvement o f the M SU systems that support our managers. With our services being the backbone o f the organization, it is essential that our staff be provided with tools that make the day-to-day tasks easier. The easier it is for our staff to do their jobs, the higher the quality service they can provide to students.
Projects
Financial Systems ImprovementsThe Financial Systems Improvements is my main project. This is a large-scale, multilevel, project with I final goal o f a deeper integration o f Information Technologies into the way we conduct our business. My hope is to utilize the available technologies to create a total business solution.
a) Accounting Software updateIn itself, this was not specifically my project. The upgrade was an essential component of doing business. No new software was installed, rather, an upgrade o f the software package to the latest version, along with a faster, dedicated server, has allowed for less down time. The software upgrade has allowed for more centralized accounting functions. M eaning that our accounting and finance department has a much faster snap shot o f what is going on in our services. This software upgrade, together with the installment of improved Point o f Sales systems, has allowed for more accurate and faster reporting.
b) Business P orta lW hat the accounting software update has allowed is the utilization o f a greater tool set in the way we access information. The Business Portal is designed to eliminate the hassles involved in financial management. The concept behind this tool is that staff would have access to all the tools that they currently need from accounting to manage there budgets but it would all be available at the click o f a button on there office computers. The idea
behind this solution is that, through Business Portal, managers would be able to access the information that is currently only accessible through accounting. The idea is that the Business Portal provides managers all the reports they need at any point. This allows managers more up-to-date information on the status o f there service. W hat it also eliminates is the need for our Accounting staff to run prints o f every report. This has dual impact on minimizing the basic workloads on our accounting staff, and eliminates much o f the paper waste from printing multiple pages o f reports.
Further, our current paper based ordering system would be eliminated. The idea would be that all managers would be apple to conduct purchase requisition forms online and receive confirmation via email. This would eliminate paper waste and time needed to conduct the actual steps. Further benefits would include a more accurate purchase trail, providing easier methods o f tracking problems. The main benefit would be the addition o f a control in our accounting procedures that would ensure rigorous attention to our policies.
Business portal also allows better budgeting features. W hat this means is that each manager now has an arsenal o f tools that make scheduling shifts, projecting sales, and projects expenses easier.
c) C apita l A sset TaggingEvery year the M SU spends thousands o f dollars on new capital assets. This includes anything from tables and chairs, to computers and cameras. The unfortunate reality is that every year a portion o f these capital assets disappears. To prevent this problem is my plan to bring a capital asset tagging system.
This plan has multiple benefits. A capital tagging system will allow a better method of inventory. After all assets are tagged, managers will receive a list o f assets that belong to the specific service they run, upon confirmation that those assets are there, it will be the managers responsibility to ensure that all assets remain in place and intact. At the end of there term they will be held responsible for any discrepancies.
Further advantages o f this system will mean a more accurate method o f calculating depreciation and maintaining schedules. The idea is to eliminate the guess work behind calculating depreciation for budget reasons, and eliminate the guess work behind when assets must be updated.
Note:W hat is important to consider is how these systems work together, the HUB of much of this is still the business portal which will give a quick and accurate snap shot, along with a tool box for managers to better run there service.
Currently, because o f the scope o f the project, much o f it is in its infancy. The accounting software update was pretty significant and has been important to ensure that our consultants work with the problems at hand so that our original systems continue to work. Also, because the accounting software is the central beacon for this project as a whole, it
has been important to ensure everything is in place. Currently, having communicated our desires, we are waiting on a proposal for how we should integrate the proposed changes. Upon receiving the proposal, I will begin working on an official time line of implementation along with undergoing the appropriate steps o f approval. Considering the magnitude, it has been my hope that we begging testing the new systems after Christmas, and bring it into full operation for May 1st 2008.
WagesW ages are often a major component in any organization. I have taken a variety o f steps in ensuring that student wages are reviewed as well as how the organization should handle wage increases.
a) Wage Review Recom mendationsIt is not to say that any one job is more important then another. However, over the summer, as jobs were created or changed wage issues came up. I spent some time consulting with managers and supervisors and compiled a list o f wage reviews that need immediate consideration. In my report, I outlined recommendations and considerations to the Finance Committee in what jobs are a priority, why they are coming to the committee, and how I feel the committee might handle the reviews.
b) O perating P olicy 4/E - M inimum WageThis policy in effect does not exist. I have finished writing and am in the process of reviewing it. The intent behind this policy is to have a system in place that handles all wage level increases pending a minimum wage increase. This ensures that all pay levels are increased accordingly. The current status o f the policy is that I will be sending it out to the appropriate committees to review it. I hope to see many recommendations and its eventual approval and institutionalization. One o f the considerations I am still contemplating is how organization should handle lower wage positions and there relation to minimum wage. Particularly, do we pay our lowest levels minimum wage, or do we strive to provide a slightly higher scale. The main consideration is how will the decision impact department budgets and in turn the organization as a whole.
c) O perating P olicy 4/C - Em ploym ent Wage IncentiveThis was is not a new policy. Rather, I made several key amendments that would allow for an easier implementation o f the proposed Operating Policy 4/E - M inimum Wage. This policy is at the same stage o f 4/E. It is currently pending me sending it out to the appropriate committees for review and then eventual SRA approval.
Corporate Credit Card ProcedureOne the most significant additions to the organization this year has been the addition o f a corporate credit card. Our goal as an organization has been to eliminate employees every paying out o f pocket, then waiting for re-imbursement. Although, with proper planning, most vendors we deal with will take our Purchase Order number as a payment method. Unfortunately, it is not always feasible, such as Internet purchases, to do so, nor, does
every vendor want to conduct business this way. The corporate credit card has been implemented as an alternative payment method in such complex situations.
W hat has been required was an institutionalized manual to allow for a standard o f use within the organization. Currently, the procedure is complete and many service managers have been able to utilize the card. W hat has been required now is the circulation o f the procedure to our staff. Both through Email, hard copy in their mailbox to include in their training binders, and finally a copy in the bills folder to allow for easy location.
City of Hamilton InitiativeThis was an unfortunate project that eventually met its end. The concept behind this was to work with Tourism Hamilton and building student interest in Hamilton. Specifically the with the Cities interest in reviving the Hamilton Core, the initiative was getting students from the “W est-Dale Bubble” and into downtown. Our hope was that we could spark some city involvement into further developing the infrastructure there. However, the office I was consulting with lost interest and the project eventually fell apart.
Financial EducationOne o f my hopes for this year was creating several financial education clinics and workshops. Particularly, the initiative is meant to help students develop skills with budgets, dealing with debt, and working with taxes. The idea was that we wanted to help younger students deal with the pressures o f living along and managing money. For older students, our hope was to develop skills for finishing ahead and thinking about long term financial planning. This project, although still alive, has had difficulty being launched. My original hope was to run on two different occasions, one for the beginning o f the school year and one for tax season. As it stands, the window for early in the school year is closing. As such, the current timeline aims to do one series, in second semester. The details are still in there infancy.
Outdoor Ice RinkIs as project that I did not initiate. Rather, I act as the point o f contact between the Student Services Committee and the student who has had this project approved. Jonathan Royal, the student who initiated this project, and I have spend much time working on a plan for implementation.
Currently, we are working to complete the final draft o f the business plan.To date, we have been working with Physical Labs project managers to do cost of building estimates. As well as working with partners to sustain the costs o f maintenance. W e are currently undergoing market research to ensure there is enough interest in the Ice Rink to justify the expense.
Although, this project was slated to take effect this year, the time line is constantly being pushed forward as we ensure that we have all the necessary concerns worked out prior to engaging is such large project.
AuditThe audit is an important element o f maintaining transparency in the organizations finances. Though not conducted directly by the MSU, it is integral that the people involved in the financial aspect o f the organization involve themselves. I took, what I hoped, was a fairly active role during the audit. I found it invaluable to participate in the week that the auditors were here. I filter questions, and met with our staff, to help answer concerns and comments brought out. The audit gives anyone new to the organization a crash course in the state o f the MSU, and allows for greater direction for the year in projects that should be addressed.
Currently, we have drafts o f the audit, but are still waiting for the official confirmation from the Deloitte & Touche LLP group to release the final product. It is note worthy, that this is the fastest the audit was ever wrapped up, and the year was officially closed at the MSU. This has me confident in the outcome and I look forward to presenting the documents in due time.
Photo ServerThis is a two phase project that came out as an initiative during the website redesign. The need exists for centralized, organization wide, photo server. The need for this arises to ensure that services can utilize multiple resources available though the entire MSU, not just individual services. This project will need to be developed in two phases.
a) Phase 1Although all services would benefit from a organization wide photo server, there are key services would are photographically heavy, and would have a significant impact on the development o f this system. The Underground M edia and Design Centre, The Silhouette, and The Marmor, are three o f the most technology, and media heavy services in our organization. Specially, the photo departments o f each service would be instrument in launching the pilot system for the photo server. The first phase would consist o f bringing in these services to help develop and test a viable method o f cataloging photos. Then, for a period o f time, share the resources and see how effective these methods are. Regular meetings would be essential to tweak the system as necessary. Phase 1 would be design stage o f this implementation.
b) Phase 2It is the goal, to role out the photo server as accessible by anyone in the MSU organization to be able to utilize these photos for any work they need, from the photo editors o f the various departments sharing event photo’s for a publication, to retail service managers searching photos they may want to use for promotional material. To reach this point, the initial Phase 1 stage would most likely be also used in developing standards for what kind o f photos will be stored and determining space allocations for the server.
Currently, I have taken the time to discuss this idea with the Phase 1 participants and our IT person, Pauline Taggart. There is significant interest; therefore, I have been working on a proposal and presentation, and laying the infrastructure for Phase 1 o f this project.
Short Stop and UndercoversA significant amount o f work has been done around these projects. I would like to point out the time taken by everyone involved in bringing these services to life. John McGowan, M ichelle Ball, Cindy Creemer, Marn Lawton, Pauline Taggart, Kim Roberts, Lindsey McInerney, and Katie Merchant. These people have been instrumental in ensuring that these projects became realities this year.
My specific involvement in these projects was the creating of job descriptions for these new services, and being on the hiring board for the managers, as well as several of the customer service reps. Further, I was involved in arranging the security systems in Undercovers.
Currently, I am working on putting together a summary of how the first few weeks have been going. I hope to present that shortly.
Events Attended
Below is a list of some of the events I, along with the other board members, have attended to promote the visibility of our organization
- Horizons- Alumni Receptions- M elebration- Convocation Dinner with Valedictorians- New Provost Reception- M SA BBQ- Football Gala- AW W CA BBQ
Meetings - Regular
Below is a list o f meetings I attend at a fairly regular basis.
- Board of Directors (W eekly)- Executive Board (W eekly)- Student Representative Assembly (Bi-weekly)- Information Systems Committee (As needed)- Board o f Publications (working on setting up a regular meeting time)- M SU and You Radio Show (Weekly)- Daycare Committee (Monthly)- Sponsorship Committee (As needed)- Full Time staff (Monthly)- Student Services Committee (Schedule Pending)- Administrative Consultation (Schedule Pending)- Accounting; Cindy Creemer -M arn Lawton (regular discussions)
- Business Manager, John M cGowan ( regular updates)- Quarters Planning (Bi-weekly)- CFMU Board o f Directors (Monthly)
Meetings - Less Regular
These meetings come up less often, but still regularly, and are important enough to be mentioned
- Student Union Visiting (Guelph, Toronto, Ottawa)- Student Union Visited (Ryerson, Ottawa, Carlton, Queens)- AW W CA General Meeting- Budget M anagers (As needed)- Interviews (as positions and requirement arises)- Standing Committee’s/Chairs (as needed)
Regular contact with University Staff
Below is a list o f people I keep in contact with on campus and meet with as needed
- Robert Hilson (Ath & Rec)- Gina Robinson (Student Services)- M ichele Courbey (FYEO)- M ark Haley (Human Resources)
Closing
Above is what I feel a comprehensive list o f projects I am involved in. Along with that, the day-to-day task, though not difficult to take up a significant portion o f my time. From signing Purchase orders and cheques, to helping managers and staff as they pop in with questions my days are often full.
The summer was a welcome time for me. My schedule allowed for much more time to be spent adjusting to the position and learning the skills necessary to be efficient throughout the year.
One o f my main successes was the Part Time manager training. After my session on budgeting and financial issues, I encouraged all part time managers to make an individual appointment with me to go through the material. I felt it was more beneficial to sit down and do the work rather then me lecture on specifics. To my pleasure, all the managers have sat down with me to go through the budget and to do the tasks involved in conducting the financial portions o f their jobs. I am pleased to announce that more
significant problems have arises and I would like to mention how much of a pleasure it has been working with the staff.
A smaller project that I have taken on is the coordination o f the Presidents Page. The board buys a full-page ad in the Silhouette every week. Each o f the board members submits and article or something they would like to have in the paper to be placed on that page. I have found it rewarding to work on the Presidents page and put it together. I have found it to give me a welcome escape to work on a fun project every week.
Finally, I will make note that, although this was an comprehensive look at my time, I consciously left out a few projects that I am considering. Time is precious and it is in the best interest that a few projects get finished versus a plethora o f projects be half done. I encourage anyone interested in working on any projects I mentioned or is curious about any projects I am want to work on please get in touch with me.
If there are any questions, or clarifications required please email me vpfinance@ msu.mcmaster.ca or you can reach me at my extension 24109
