AGENDA - SRA 07N STUDENT REPRESENTATIVE ......AGENDA - SRA 07N STUDENT REPRESENTATIVE ASSEMBLY...

AGENDA - SRA 07NSTUDENT REPRESENTATIVE ASSEMBLY

Sunday February 10, 2008 6:30pm Council Chambers, Gilmour Hall Room 111

PROCEDURE

Call to Order, Call of the Roll, Adoption of Agenda, 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

DELEGATION FROM THE FLOOR

■ None

COMMITTEE BUSINESS

Campus Events ReiderEmergency First Response Team (EFRT) ShuparskiMaroons/FIT Phan/CobeyBylaws and Procedures Committee FinlayServices Committee PettExecutive Board PettPresident MoranClubs Dubeau

BUSINESS

1. Club Name Ratification Debski2. Operating Policy 1P, Student Community Support Network (SCSN) Moran3. Operating Policy 18, McMaster Student Housing and Rental Moran

Evaluations (MacSHARE)4. Bylaw 11G - Certificate of Appreciation Moran5. Society of Off-Campus Students/Off-Campus Experience Policy Moran6. Recess for Meeting of MSU Inc. Moran

MOTIONS

1. Moved by Debski, seconded b y _______ that the SRA ratify Shi’ite Students United as aclub for the 2007-2008 year. (This club had formerly applied under the name “Muslim Unity Society (MUS)”.

2. Moved by Moran, seconded b y that the SRA approve the changes to OperatingPolicy 1P - Student Community Support Network (SCSN) as circulated and attached.

3. Moved by Moran, seconded b y ________that the SRA approve Operating Policy 18,McMaster Student Housing and Rental Evaluations (MacSHARE) as circulated and attached.

4. Moved by Moran, seconded b y _________ that the SRA approve the changes to Bylaw11G - Certificate of Appreciation, as circulated and attached.

5. Moved by Moran, seconded b y _________ that the SRA approve the policy Society of Off-Campus Students/Off-Campus Experience as circulated and attached.

6. Moved by Moran, seconded b y _______ that the SRA recess for a meeting of the fullmembers of MSU Inc.

MtMjiCw suA nb Unton Student Representative Assembly Meeting 070 Sunday February 10, 2008 @ 6:30 p.m.

Council Chambers, Gilmour Hall Room 111

Call to Order at 6:41 p.m.

CALL OF THE ROLL Present

Absent ExcusedAbsentLateOthers Present

Speaker

Davies, Encinares, Ferguson, Finlay, Gruca, Jacob, Kasmani, Kong, Lanteigne, Lee, Maki, McBride, Moran, O ’Brien, Pamukoff, Park, Pett, Prevalus, Sharma, Singh, Stewart, ThomasGilani, Israni, Jarrad, Saleem, Vanderkruk Balkissoon, Khalifa Debski, ElvikisDave Moore (MAPS, MSUAA), Julie Ella Dubeau (Clubs Administrator), Greg Voloshenko (MSU Member), Jasmine Kochar (FYC Co-Chair), Andrew Richardson (QSCC Coordinator), Noel Inean (Arts & Science), Jerimi Jones (MSU President-Elect), Julianne Simpson (Recording Secretary)John Doan

ADOPTION OF AGENDA

Moved by Pett, seconded by Kong that the agenda be adopted as amended.

Amendments

■ Speaker - After consulting with and looking over the constitution, I have decided that it is unnecessary to move into MSU Inc. in order to initiate a referendum, as the SRA has the power to do so. As a result, Item of Business #6 will now be the HSR Bus Pass Referendum.

■ Stewart - I would like to switch Items of Business 5 and 6.■ Moore - Are items of Business 4 and 5 in order, as they did not receive the required notice?■ Speaker - Item of Business #4 is not in order and I will declare it so when it comes up on the agenda.

Item of Business #5 is a policy, and therefore received the proper notice requirements when it was sent out with the agenda.

■ Stewart - Should we be closing nominations for the Ad-Hoc committee we opened up at the last meeting?

■ Speaker - We can add that to the Business Arising from the Minutes.

Vote to AdoptCarried Unanimously

COMMITTEE BUSINESS

1. Campus Events - McBride presented

■ McBride - Charity Ball was amazing and there were no real problems. We are having dirty bingo this week.

2. Emergency First Response Team (EFRT) - Shuparski presented, report attached

■ Shuparski summarized report.

SRA 070 Page 2February 10, 2008

3. Maroons/FIT - Phan presented, report attached

■ Phan summarized report.

4. Bylaws and Procedures Committee - Finlay presented

■ Finlay - I have been very busy with elections and will prepare a report for the next meeting.

5. Services Committee - Pett presented

■ Pett - The Services Committee has played a role in some of the revisions of the operating policies that have come to the SRA.

6. Executive Board - Pett presented

■ Pett - The Executive Board agendas have not been too heavy. We have been striking hiring committees for part-time management positions and hope to hire within the next couple of weeks.

7. MSU President - Moran presented

■ Moran - Congratulations to Jerimi Jones our new President-Elect. Frost Week was successful this year. We are looking at carrying it on further. I am also looking into ideas for Disorientation Week. I am going to Mexico for a service-learning trip during Reading Week. The Alcohol and Gaming Commission of Ontario (AGCO) presented Quarters with a ruling that we have to take a 14-day liquor license suspension due to incidents that took place last April. We communicated and negotiated with the AGCO and had the option to go to a hearing. We decided not to go to a hearing, as the period of license suspension could have been longer. One of the weeks will be Reading Week, so it was a positive time to take a suspension. The following letter has been posted on the doors at Quarters:

Dear Valued Patrons,

In recognition of events that occurred in early 2007, the Alcohol and Gaming Commission of Ontario has determined that Quarters must cease serving alcohol for a period of 14 days.

Therefore, Quarters will not be serving alcoholic beverages from Friday February 8th to Friday February 22nd. We will resume licensed activities on Saturday February 23rd.

The McMaster Students Union and the Quarters team will continue to work with all stakeholders to ensure our number one priority, McMaster students, are provided the most enjoyable, safest environment to eat, drink and be entertained. To meet our mandate of supporting the student experience at McMaster, we will continue to provide the resources necessary to ensure that our procedures and staff set the benchmark in terms of safety standards in the hospitality industry.

Thank you for your patronage.

■ Davies - What events happened?■ Moran - Alleged events were noted over two distinct evenings. Two guests were served alcohol while

intoxicated and several others were intoxicated on the premises. We do have our reservations about how the rulings were made. The pictures taken of the events did not really show much.

■ Jacob - If we were to have another infraction in near future, what will happen?Moran - We are not expecting any repercussions. Around the time the infractions were noted, there was achange of inspectors coming in. Patterns have shown that the MSU does take it seriously to provide a safeenvironment for patrons. Quarters has a record of being the best at providing safe practices measures in thecommunity. They include but are not limited to:

• Funding additional McMaster constables and Hamilton Police Services officers on Thursday and Saturday evenings


• Maintaining a ratio of 1 staff person for every 20 patrons (the industry average is 1 staff person for every 40 patrons)

• Our staff’s extensive training that includes the participation of Hamilton Police Services, McMaster Security and Industry experts, in addition to our mandatory Smart-Serve training

• A rigorous sign-in policy that has become the benchmark at other academic institutions within Ontario and Canada.

• The use of Third party industry advisors to inspect our establishment, in addition to the almost weekly inspections by the regulatory bodies.

• Continued operation of the Student Walk Home Attendant Team (SWHAT) - a volunteer-based service that provides safe and friendly accompaniment for any member of the McMaster community as they walk home (operates seven days a week during the academic year)

■ Stewart - Has Quarters been making any changes since the infractions occurred?■ Moran - Yes. We have started serving beer in plastic cups and we installed security cameras.

8. Clubs - Dubeau presented

■ Dubeau summarized report.■ Prevalus - What does clubs training entail?■ Dubeau - The training entails clubs privileges, requirements, lockers, risk management, poster

policies, etc. We touch on all topics that clubs will need to know about in order to run properly.

INFORMATION PERIOD

■ Sharma - I recently attended the bookstore conference along with Andrea Kong. We got our goals onpaper and talked about ideas and principles. We talked about Access Copyright. Course packs are soexpensive because of fees being collected by Access Copyright. A lot of items they charge us for should be free. I will send you the entire policy. We are trying to get more student input on the issues. Elizabeth Church, Globe and Mail reporter recently did a great article on Oshawa. McGuinty recently gave money to the B.Tech program, so we need to look at getting SRA representation for them.

■ Davies - The date of the next SRA meeting is March 9, so if you are bringing projects forth, then you should work on them during reading week.

■ Pett - Humanities Week is coming up. February 11 is the 80’s dance party, February 12 is the Hummer meeting, Wednesday is the MHS general meeting, Thursday is Humanities Wear day and Friday is art attack day.

■ Lanteigne - Ms. Maki and I attended the Canadian Nursing Students Association conference in Winnipeg. The consensus was that the sciences are under-represented in our education. We have been talking to nursing students at McMaster and we have come to the conclusion that McMaster doesn’t have as much practical experience as we should have. We are trying to let the faculty know that there need to be changes to our curriculum. Also we have determined that our site is understaffed and that we need more faculty support. We are contacting different faculties to find out how much support they receive outside of classroom time.

■ Singh - We attended the MES meeting, trying to spread awareness about the SRA. We informed them about the B.Tech seat and have been giving them updates every two weeks.

■ Doan -The Office of the Speaker was asked by the Chief Returning Officer on February 7th, 2008 to make a ruling on the definition of “election” as used in Bylaw 10: Elections (Section 3.1). The Speaker was also asked for a ruling on whether ballot counting could continue on February 9th, 2008. It is the finding of the Speaker that the CRO must postpone the counting of ballots and posting of election results to such time as a quorate Election Committee meeting can be convened.

■ Moran - I met with the Provost and brought up the B. Tech seat. It is a unique situation, as the program will be shared between Mohawk and McMaster. Students will be traveling back and forth and when they graduate, they will receive both a degree and a diploma. The main issue is how to incorporate them into the MSU. To be MSU members, they have to pay MSU fees. They would also have representation at Mohawk. A B.Tech seat on the SRA might fall within the Engineering faculty.

■ Jacob - The way I understand it is there are two different avenues to get into the B. Tech program.There is a four-year program option and a degree completion option. If students are entering the four-

SRA 07O Page 4February 10, 2008

year model, then they are entering as McMaster students. If students are entering the degree completion model, then they are coming with a diploma already. The students won’t actually become members of two different academic institutions. I read this information on both websites and the Ontario University Application Centre website.

■ Moran - The Provost felt that students would be mutually integrated into both campuses.■ Sharma - The OUSA General Assembly is on March 7 - 9. Please respond to my email if you wish to

come. If there are more people than seats, then I would like to have an election at the next External Affairs committee meeting.

QUESTION PERIOD

■ Jacob - What is being put in place to make sure that the integrated science students will get an SRA seat in the 2008-2009 year?

■ Sharma - The SRA can look into it. I think the seat might fall under the faculty of science. I think the SRA will make the decision.

■ Ferguson - Can Mr. Vanderkruk please get a list of all the members on his Finance Committee? He was given a list, but it wasn’t correct.

■ Davies - Why was one of the presidential candidates disqualified?■ Stewart - The Elections Committee is preparing a statement.■ Moore - The Elections Committee deliberations are done in closed session, but the decision should be

open.■ Moran - The decision is done in closed session and the CRO will be compiling a list of all motions.

BUSINESS ARISING FROM THE MINUTES

Moved by Kasmani, seconded by Davies that the SRA open nominations for an Ad-Hoc Committee on SRA Structure.

Nominations

■ Lanteigne nominated Kong - accepted.■ Khan nominated Stewart - accepted.■ Kong nominated Ferguson - declined.■ Singh nominated Lanteigne - declined.■ Kasmani nominated O’Brien - accepted.■ Sharma nominated Moran - accepted.■ Davies nominated Prevalus - accepted.■ Encinares nominated Gruca - accepted.■ O ’Brien nominated McBride - declined.■ Kasmani nominated Thomas - accepted.■ Finlay nominated Kasmani - declined.■ Kong nominated Encinares - accepted.■ Thomas withdrew his nomination.■ Prevalus withdrew his nomination.■ Moran withdrew his nomination.■ O ’Brien withdrew his nomination.■ Kasmani nominated Jacob - declined.

VoteCarried Unanimously

BUSINESS

1. Club Name Ratification


Moved by Moran, seconded by Jacob that the SRA ratify Shi’ite Students Unites as a club for the 20072008 year. (This club had formerly applied under the name “Muslim Unity Society - MUS).Amended Motion

Moved by Moran, seconded by Jacob that the SRA ratify Iqra Muslim Society as a club for the 2007-2008year. (This club had formerly applied under the name “Muslim Unity Society - MUS).

■ Moran - After the last meeting, the club submitted a name change, which is friendly with the president of the Muslim Students Association and the executive of the club in question. That was the direction that was given to the Clubs Administrator - that she follow up with the executive of both clubs.

■ Jacobs - Iqra means to recite.

VoteIn favour: 16 Opposed: 2 Abstain: 4

Opposed: Finlay, Jacob Abstain: Kasmani, Thomas, Khan, Sharma

Motion Passed

2. Operating Policy 1P, Student Community Support Network (SCSN)

Moved by Moran, seconded by Finlay that the SRA approve the changes to Operating Policy 1P - StudentCommunity Support Network (SCSN) as circulated and attached.

■ Moran - This is a formalized version of Project Watchdog. I met with the Services Committee and Bylaws Committee to review the policy changes and both committees agreed that it was fine. SCSN used to hire 10 Community Resource Assistants, so only 7 will be hired this year and 3 will be taking on the new role.

■ Finlay - We reviewed the policy at the Bylaws Committee meeting and everything seems to be good.■ Pett - Is it friendly with the Assembly to amend section 9.1.3 to read “Initiate the reprimand

procedures of the City of Hamilton’s by-laws department should property managers and/or landlords not act upon these issues.”

■ Amendment was friendly with the Assembly.

VoteIn favour: 21 Opposed: 0 Abstain: 1

Abstain: Encinares Motion Passed

3. Operating Policy 18, McMaster Student Housing and Rental Evaluations (MacSHARE)

Moved by Moran, seconded by Finlay that the SRA approve Operating Policy 18, McMaster StudentHousing and Rental Evaluations (MacSHARE) as circulated and attached.

■ Moran - We are getting ready to launch MacSHARE, a housing review site. This operating policyoutlines specifically how the site should be operated. If it is friendly with the Assembly, I would liketo make one small amendment to the policy. After section 2.1, I would like to add a section title “3. Personnel Structure” and then renumber everything under that.

■ Amendment was friendly with the Assembly.■ Finlay - I would also like to amend section 1.1 to add “It will...” to the beginning of the second

sentence.■ Amendment was friendly with the Assembly.

4. Bylaw 11G - Certificate of Appreciation

Moved by Moran, seconded b y _______ that the SRA approve the changes to Bylaw 11G - Certificate ofAppreciation, as circulated and attached.


■ Speaker - I am ruling this item of business as out of order at this time. This item only received nine days notice instead of ten.

Moved by Moran, seconded b y _______ to challenge the decision of the Chair.

■ Doan stepped down as Speaker and Sharma took the Chair.■ Moran - We don’t need a vote of confidence in the Speaker. The changes to the bylaw that were

submitted are not exactly far reaching. They are small changes put in place. I have added sections on promoting the award in the paper and the presenting of lapel pins. We can discuss the name change during the debate portion. Ten days notice is required of bylaw changes so that SRA members can consult with their constituents. The bylaws are the skeletal structure of the MSU. I emailed the changes on Thursday, January 31, but they weren’t sent out until February 1. The bylaw also states “days notice” not “calendar days”.

■ Doan - The item did not meet the notice requirements. The wording in the constitution states that notice should be given ten days prior. The reason it is in the constitution is so that any changes can get all the attention they need. It didn’t meet the notice requirements and therefore does not belong on the agenda.

Vote on the ChallengeIn favour: 7 Opposed: 13 Abstain: 0

Opposed: Prevalus, O’Brien, Khan, Stewart, Park,Kong, Gruca, Davies, Thomas, Kasmani, Pett

Motion Failed

■ Doan took the Chair.

5. HSR/University Transit Pass

Moved by Moran, seconded by Ferguson that the SRA initiate a referendum concurrent with the SRA General Elections for the renewal of the Hamilton Street Railway/University Transit Pass and associated contract held between the McMaster Students Union and the Hamilton Street Railway based on the following levy fee increases for the next three year period.

The levy for 2008-2009 year would be equivalent to 120% of the HSR adult monthly bus pass, which is currently $79.00 (fee would be $94.80)

The levy for the 2009-2010 year would be equivalent to 130% of the HSR adult monthly bus pass, which is currently $79.00 (fee would be $102.70)

The levy for the 2010-2011 year would be equivalent to 140% of the HSR adult monthly bus pass, which is currently $79.00 (fee would be $110.60)

■ Moran - I ’m not that crazy about the price points myself. The HSR is more or less dry in terms of their budget. They tried to raise our transit pass to the national average, which is about $120, to be initiated for this upcoming year, but we said no. Throughout negotiations, we were able to establish these price points. It won’t be likely that the prices will be raised high like this again.

■ Ferguson - We need to initiate this referendum as it is the best way for the students’ voices to be heard.■ Pett - Did you discuss an opt-in option for the summer?■ Moran - We did discuss the possibility of providing passes bought through Compass at a discounted

rate for the summer. This option is easier for the HSR to administer.■ Jacob - Is the 120% increase of the baseline year or does the baseline increase?■ Moore - The Elections Committee needs to be careful on the way they word the question, so it is clear

on intent. Is the $79.00 locked in or is the increase on the cost of the pass at the time?■ Moran - I will look into that.■ Jacob - Has the federal tax credit that is issued for public passes gone into consideration?


■ Moran - That was not part of the discussion.■ Speaker - The Elections Committee will do the precise wording of the question.■ Kasmani - Are the details of the agreement in writing?■ Moran - No agreement has been signed yet. We need the referendum results first.■ Pett - Why are the prices so high? Is it because of the national average?■ Moran - The HSR referendum has passed every time it has come about. Any price point too high and

the referendum might not pass.

Amendment

Moved by Jacob, seconded by Stewart that the ballots include tax credit information for students.

■ Moran - SRA members should take on disseminating that information to their constituents.■ Pett - We have to be careful what we put on the ballots, so as not to cause confusion. The SRA can, as

individuals, give that information to the students.■ Moran - If we state on the ballot that students can get a tax credit for voting yes, then that would lead

to yes votes. A lot of information could produce a cumbersome ballot. The referendum is running concurrent with the SRA general elections, which could be an initiative of the candidates to state a position while running for the SRA.

■ Finlay - This motion is not necessary at this time. We should inform our constituents about the tax credit. Stating it on the agenda could invalidate the referendum.

Vote on AmendmentIn favour: 1 Opposed: 19 Abstain: 2

Abstain: Sharma, Stewart Motion Failed

Vote on Main MotionIn favour: 23 Opposed: 0 Abstain: 0

Motion Passed

6. Society of Off-Campus Students/Off-Campus Experience Policy

Moved by Moran, seconded by Finlay that the SRA approve the policy Society of Off-CampusStudents/Off-Campus Experience as circulated and attached.

■ Moran - There is a large proposal attached. I would like to amend section 1.1.1. to read “As arecognized society, SOCS will not be required to register as an MSU Club, but will still abide by andbe entitled to certain provisions designated to clubs of the MSU with the exception of clubs funding.”

■ Davies - Is it friendly to change all “whereby” in the policy to read “whereas” and follow with “be it resolved that...”

■ Friendly with the Assembly.■ Kasmani - Why is the policy only for SOCS and not other societies?■ Moran - The policy deals with office space for SOCS and reference for the off-campus experience.

The Inter-Residence Council (IRC) and other academic societies exist autonomously in response to faculties or university-administered facets of student life. There is no campus administration by the university with SOCS. The MSU is recognizing that students and our stake in the community is our realm and not necessarily the university’s. This policy is a symbolic gesture of recognizing the society.

■ Finlay - I don’t think we should change “the same” to “certain” in 1.1.1. If we use “certain” then we must explain what rules would apply.

Moved by Moran, seconded by Pett to replace the words “the same” with “certain” in section 1.1.1.

■ Moran - I recognize the need to specify the rules, but I maintain that “the same” should be changed to “certain”. I can come to the next meeting with amendments.


■ Pett - Leaving it the way it is undermines the whole purpose of the new document. The policy will mean that SOCS legitimately has space in our offices.

Vote on Amendment

In favour: 20 Opposed: 1 Abstain: 2Opposed: Finlay

Abstain: Park, Davies Motion Passed

Vote on Main MotionIn favour: 23 Opposed: 0 Abstain: 1

Abstain: Finlay Motion Passed

■ Davies - The Ad-hoc Committee meetings will be held on Thursdays at 11:30am in the SRA office.

NEW BUSINESS

Moved by Sharma, seconded by Moran that the next SRA meeting be scheduled for Sunday, March 2, 2008.

In favour: 22 Opposed: 0 Abstain: 1 Abstain: Ferguson

Motion Passed

TIME OF NEXT MEETING

The time of the next SRA meeting is scheduled for:Sunday March 2, 2008

6:30pmCouncil Chambers, Gilmour Hall Room 111

CALL OF THE ROLL Present

Absent ExcusedAbsentLateOthers Present

Speaker

ADJOURNMENT

Moved by Finlay, seconded by Kong that the meeting be adjourned.

In favour: 17 Opposed: 4 Abstain: 2Opposed: Khan, Stewart, Park, Singh

Abstain: Ferguson, Prevalus Motion Passed

Davies, Encinares, Ferguson, Finlay, Gruca, Jacob, Kasmani, Kong, Lee, Maki, McBride, Moran, O’Brien, Pamukoff, Park, Pett, Prevalus, Sharma, Singh, Stewart, ThomasGilani, Israni, Jones, Jarrad, Lanteigne, Saleem, Vanderkruk Balkissoon, Khalifa Debski, ElvikisDave Moore (MAPS, MSUAA), Julie Ella Dubeau (Clubs Administrator), Greg Voloshenko (MSU Member), Jasmine Kochar (FYC Co-Chair), Andrew Richardson (QSCC Coordinator), Noel Inean (Arts & Science), Jerimi Jones (MSU President-Elect), Julianne Simpson (Recording Secretary)John Doan


Adjourned at 9:07pm

/js

February 8th, 2008From: The Office o f the SpeakerTo: The Chief Returning Officer

RULING OF THE SPEAKER

The Office o f the Speaker was asked by the C hief Returning Officer on February 7th, 2008 to make a ruling on the definition o f “election” as used in Bylaw 10: Elections (Section 3.1). The Speaker was also asked for a ruling on whether ballot counting could continue on February 9th, 2008.

EXECUTIVE SUMMARY

It is the finding of the Speaker that the CRO must postpone the counting of ballots and posting of election results to such time as a quorate Election Committee meeting can be convened.

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BACKGROUND

On February 7th, 2008 after the closing o f the polls in the presidential election, counting o f the ballots was not performed following an all-candidates fines meeting. Under the authority of the Chief Returning Officer the counting of the ballots was postponed to February 9th, 2008.

The M cM aster Students Union Bylaw 10: Elections, Section 3.1: Election/Referenda Schedule, reads:

The election o f the M SU President shall take place by February 8;

The M cM aster Students Union Bylaw 10: Elections, Section 9.3.1: Counting Procedure: Time Limits, reads:

The ballots cast by electors shall be counted and the results posted within twenty-four (24) hours o f the close o f the polls. If, as a result o f extenuating circumstances this is not possible, the CRO shall extend the period to such time as a quorate Election committee meeting can be held.

The M cM aster Students Union Bylaw 10: Elections, Section 9.9: Counting Procedure:Tie Vote, reads:

9.9.1 In the event o f a tie in an election or referendum, the Election committee will count the ballots. If the tie is confirmed, the poll(s) shall be extended for an additional day to be scheduled two (2) business days following the last day of polling. The extension shall apply only to referenda; the two leading Presidential candidates; those candidates who are tied for the last SRA seat in a division;

9.9.2 Only those M SU members who have not previously voted in the election/referendum shall be permitted to vote in the extended poll. The campaign period shall be extended to the close of the extended poll.

A principle o f bylaw interpretation found on page 571 o f R obert’s Rules o f Order Newly Revised, 10th Edition, reads:

A general statement or rule is always o f less authority than a specific statement or rule and yields to it.

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REASONING

Before the ballots are counted, it is possible that a tie for first place exists. W ere this the case, then polls would be extended. Votes cast which contributed to the tie, as well as votes from the extended polls, would all be counted as equal and belonging to a single election. Thus the election is not ended until the announcement o f a winner, since until that point a tie and consequent election extension is possible.

In extenuating circumstances, the C hief Returning Officer has the authority to determine the time at which a quorate Election Committee meeting may be held. This specific provision supersedes the generally required February 8th deadline for ending the election.

NECESSARY ACTION

The Speaker directs the Chief Returning Officer not to count the ballots in the 2008 presidential election until such time as a quorate Election Committee meeting can be held.

Sincerely,

John Doan

Speaker o f the M cM aster Students Union

February 8th, 2008

cc: The Student Representative Assembly

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REPORTFrom the office o f the Emergency First Response Team

TO: Members o f the Student Representative AssemblyFROM: Leah Shuparski, EFRT Program DirectorSUBJECT: SRA ReportDATE:___________________ Submitted February 5th 2008____________________________________

Call Volume UpdateAs o f Tuesday February 5th 2008, EFRT has received 441 calls since the start o f the school year. The highest percentage o f our calls were musculoskeletal calls, with 20 % of the total call volume. Ten % of calls have required an ambulance. So far, our volunteers have collectively put in over 10 000 hours responding to calls.

ConferencesEFRT will be attending two conferences in the coming months. W e will be sending approximately 15 delegates to the National Conference o f Campus Emergency Responders in Peterborough, at Trent University. This conference happens over reading week, and includes a responding competition as well as seminars on a variety o f topics. The EFRT training coordinator has been asked to do a presentation on EFRT’s Symptom R elief program, which is the first o f its’ kind in Canadian response teams. EFRT has also received an 800.00$ grant to attend the National Collegiate Emergency Medical Services Foundation conference in Philadelphia. Both these events will be fantastic learning opportunities for our responders, as well as a chance to put the M SU EFRT on the national stage.

Summer OperationsW e are currently in the planning stages for the EFRT Summer Program 2008. Consultations are taking place with EOHSS and other university stakeholders to discuss last year’s summer program and make improvements or adjustments.

International Trauma Life SupportOn the weekend o f January 19th-20th, 8 EFRT sophomore responders and two senior responders made their way to Toronto to complete the International Trauma Life Support (ITLS) course at the Toronto Ambulance Centre. EFRT has been attending this course for several years now. ITLS is an in-depth look at trauma related injuries and their timely treatment. All responders passed with flying colours. Courses like ITLS are a great way to sharpen responder’s skills and ensure that EFRT is at the forefront o f emergency medical response.

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Standard First Aid Courses UpdateEFRT’s Standard First Aid courses have been running smoothly this year. W e have certified approximately 160 people in Standard First Aid and/or CPR. The recent acquisition o f new CPR and Automated External Defibrillation manikins has improved our ability to teach the use of automated external defibrillators as well as effective CPR. W e plan to offer at least 4 more courses in the current school year, in order to ensure students that require certifications for summer employment can obtain them at a reasonable price.

EFRT Member Selection RevampA committee has been formed to evaluate EFRT’s current recruitment and team selection process. The goal of the committee is to present a series of recommendations for future EFRT Orientations to the executive for 2008-2009, who will then be deciding which recommendations to implement. The EFRT Orientation process has not been updated in several years, and this review will help make the process more efficient and up-to-date.

PR WeekEFRT’s Public Relations week has been tentatively set for the week o f March 17th-20th. Events will include a mock scenario, a public education campaign, a responder competition, and the opportunity for students to have their blood pressure taken.

Responder EvaluationsAll responders will undergo their mid-year evaluation on Friday February 29th. This evaluation consists of a realistic scenario which responders must run through by themselves. This evaluation is done every year to ensure that responders are consistently maintaining their high standard of care. As well as the mid-year evaluations, EFRT will be holding an in-house competition; the competition allows teams o f responders to test their skills against others. Responders are evaluated on criteria such a patient care and thoroughness of assessments.

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REPORTFrom the office o f the...

TO:FROM:SUBJECTDATE:

HiringInterviews for the Spirit Leader and FIT positions were held in the past few weeks. We have hired Alayna Kolodziechuk, current M aroons Fundraising Exec, as incoming FIT leader. Decision for Spirit Leader is still being deliberated.

General Meetings-Looking to book and host a general meeting for this upcoming month -Administered feedback and evaluation forms to executive team

Frost W eek-Worked with the Student Relations Committee/Frost W eek planning committee to organize frost week events: M arauder Tails/Ice Sculpture, Capture the Flag

Athletics:- W ith the lack o f dedication from players last semester, the M aroons decided to not participate in intramural sports this term

UPCOM ING EVENTS

Maroons/FIT Bus Tour-Tentatively set for March 7th-Maroons Rep Reunion- at Dragonfly Nightclub in Niagara Falls or Cantina Charlie’s in Toronto

FIT Residence Rep Social-Given the opportunity to plan there own event the F irst Year M aroons Residence Reps have chosen to conduct a matchmaker quiz fundraising and social event.-Matchmaker quizzes will be distributed to students in residence the week o f the 25th ofFebruary and collected on February 29th-Results will be available for sale ($3) from the office-The event will end with a social at Quarters to meet you relationship and friend matches. Date TBD.

SRAKelly Cobey & Linda Phan Maroons/FIT Update Feb 10th, 2008

MSU TkuMcMaster SOOents Union

FIT/CURE Production-Currently working with CURE Canada to organize a play to be held on M arch 14th, 2008 at Ham ilton’s Theatre Aquarius-Show is called ShAIDS of Grey, and aims to raise awareness of the stigmas associated with AIDS, and the different influences it can have on different people. Proceeds go to support The Steven Lewis Foundation.-Looking for corporate sponsorship as well as silent auction prize donations

Radio-a-thon in support of M ac Children’s Hospital-March Event for M cM aster Children’s Hospital-Volunteers needed to collect pledges via the phone lines-Currently working out a schedule o f times students are needed, and then will becontacting other M SU Clubs/Services to set up volunteers.

Relay for Life-March 28th, 2008, 7pm-7am -Entering M SU Team of 10-15 people-We covered the $10/person registration fee so everyone else can concentrate on fundraising-Proceeds go to the Canadian Cancer Society

Closing Ceremonies- In the working process

REPORTFrom the office o f the...

Clubs Administrator____TO: Student Representative AssemblyFROM: Julie Ella Dubeau -C lub Administrator

and Brenda W on -Assistant Clubs Administrator SUBJECT: Mid term reportDATE:___________________ February 6, 2008____________________________________________________

The Clubs Administration office was quieter then usual in December as student’s concentrate on exams and most club activities are on hold. However this time was used to prepare for the very busy second term (January in particular).

Club ratificationAs the SRA are aware there are 33 clubs who sought ratification for second semester.M ost were newly created clubs and a few were returning from last year.

Clubs TrainingAll the newly ratified clubs were informed o f Clubs Training on January 14th. A few missed the session but have made other arrangements or will be completing a make-up assignment.

ClubsFest 2 & 3January 9th and 16th were host to ClubsFest 2 & 3 respectively. ClubsFest 2 had 70 tables and ClubsFest 3 had 60 tables available to M SU Clubs only (with a few M SU services also invited to fill spaces). ClubsFest 3 had been originally proposed to include a Showcase but interest expressed by clubs did not justify the additional expense and planning. Assistance from the Clubs Executive Council Divisional Chairs was much appreciated in the set up, sign in and through out the day.

Clubs Executive CouncilThe CEC has met a few times so far this year and have a few projects.The Divisional Chairs (representatives from each division of clubs) helped with ClubsFest and took that opportunity to meet some o f the clubs they represent and invite them to the Divisional Meetings.These CEC Divisional Meetings were an opportunity for all the clubs in one division to meet each other, learn about the role of the CEC, and give feedback on a few questions.The consensus from the chairs was that the meetings went well and should be repeated next year, but earlier in first semester.The next event the CEC will be assisting with will be Clubs Award and Recognition N ight. Seven awards will be presented; one for each division, one for new clubs, and one for clubs overall (MSU Club Award - formally presented at Student Recognition Night).The nominations will be posted shortly and the CEC will select the winner.

The CEC will also be consulted for a review o f the current Clubs operating policies and may conduct a Clubs Administration survey/evaluation.Divisional chairs hold weekly office hours and have their own msu email address so that clubs can get a hold o f them.

Budget info sessionTo assist clubs to develop their budgets and in turn help them with their funding request from the M SU a budget info session was presented on January 15th. Approximately 20 clubs attended.

Budget allocation (second term)Forty clubs submitted budget request forms for the 2nd term allocation period. Approximately $7000 was allocated to clubs this term.

Preparation for 2008-2009 applicationsW hile still supporting the clubs with all the day-to-day matters, focus has been shifted to the preparation for the 2008-2009 club applications.In the past few years club applications have been pushed back into the summer months which has created some problems. This year the applications will be due (as per policy) on the second Friday o f March, M arch 14th. All clubs have been made aware o f this as early as September training and I am sending reminders via email so that the executives will be ready.The speaker and I are developing a sample constitution, so that clubs have guidelines to follow when submitting their own. I am also reviewing the operating policies and hope to have an updated version in place before the applications are posted.

msuMcMaster Students

Operating Policy 1/P - Student Community Support Network (SCSN)

1. PURPOSE

1.1 To deve lop and strengthen re la tionsh ips between M cM aster s tudents and the various m em bers o f the com m unity surround ing M cM aster as w ell as provid ing support to off- cam pus students. Tha t support w ill include provid ing inform ation, resources, program m ing, and com m unity advocacy.

2.1 Th is serv ice w ill ca te r to all s tudents in the g rea te r M cM aster com m unity. (For clarity, thegreater M cM aster com m unity inc ludes the im m ediate areas, such as D undas and W estdale, as w ell as those areas that s tudents com m ute from , including S toney C reek and Oakville);

2.2 The SCSN shall be a com ple te ly student-run serv ice ded icated to im proving the im age ofM cM aster s tudents in the com m unity as well as provid ing support fo r o ff-cam pus students;

2.3 The SCSN shall produce a new sle tte r fou r (4) tim es during the academ ic yea r and onceduring the sum m er term. The purpose o f th is new sle tte r (The MSU C om m unity Newsletter) shall be to provide im portant com m unity in form ation to s tudents and to prom ote the positive im age o f s tudents to perm anent residents;

2.4 The SCSN, in conjunction w ith the Society o f O ff-C am pus S tudents (SOCS), shallfac ilita te tra in ing sess ions fo r the C om m unity R esource A ss is tan ts by A ugust 21st;

2.5 The SCSN, in conjunction w ith the O ff C am pus R esource C entre (OCRC), shall fac ilita tetra in ing fo r the C om m unity S tandards A ss is tan ts at the beginning o f each sem ester, including sum m er;

2 5 2 .6 The SCSN shall organ ize the opera tions o f the W estda le C om m unity Po lic ing C entre and | ensure a strong s tudent representation am ong the volunteers;

2. OPERATING PARAMETERS

Approved 02D (Aug 11/02) Revised 03G (Sept 28/03) Revised 04F (July 24/04) Revised 05P (Mar 12/06)

Operating Policy 1/P - Student Community Support Network (SCSN) - Page 2

2 6 2 .7 In the event o f a m unicipal e lection, it w ill be responsib ility o f the SCSN to prom ote th is |e lection in conjunction w ith the External A ffa irs C om m ittee and in doing so, educate MSU m em bers about the cand ida tes running in those e lections;

2 7 2 .8 The SCSN team shall exam ine m unicipal reports and/or sta tem ents affecting university |s tudents living in the com m unity and present appropria te policy recom m endations to the SRA;

2 8 2 .9 The SCSN shall w ork w ith various university departm ents and re levant s takeho lders to |ensure a high quality o f s tudent housing w ith in the com m unity;

2 9 2 .1 0 The SCSN shall represent M cM aster s tudents on re levant university, m unicipal or | com m unity com m ittees, along w ith the MSU Presiden t and the V ice-P res iden t (Education).

3. PERSONNEL STRUCTURE

3.1 The SCSN shall cons ist of:

3.1.1 The D irector, hired by and responsib le to the Executive Board through the V iceP resident (A dm inistration);

3.1.2 The N ew sle tter & P rom otions Coord inator, hired by and responsib le to the D irector;

3.1.3 The C R A -C om m unity A ss is tan t (CA) C oord inator, hired by and responsib le to the | D irector;

3.1.4 The C R A 's (C om m unity R esource A ss is tan t), se lected by and responsib le to the C R A -C A C oord ina to r in conjunction w ith the D irector and the SO C S President.

3.1.5 The C SAs (C om m unity S tandards Assistant), se lected by and responsib le to the C A Coordinator, in conjunction w ith the D irector and the m anager o f the OCRC.

4. PERSONNEL SELECTION

4.1 The D irector, w ho shall be hired by a hiring com m ittee struck by the Executive Board w hich shall cons ist of:

4.1.1 The outgo ing D irector;4.1.2 The V ice-P res iden t (Adm inistration);4.1.3 One (1) Executive Board m em ber.

4.2 The N ew sle tter & P rom otions Coordinator, w ho shall be hired by a h iring com m ittee struck by the Executive Board w hich shall cons ist of:

4.2.1 The D irector;4.2.2 Two (2) Executive Board m em bers.

4.3 The C R A -C A C oordinator, w ho shall be hired by a hiring com m ittee s truck by the |Executive Board w hich shall cons ist of:

4.3.1 The D irector;


4.3.2 C R A -C A Coordinator;4.3.3 The SO C S President.

4.4 The C om m unity R esource A ss is tan t's (CRA's), w ho shall be se lected by the C R A C oord ina to r in conjunction w ith the D irecto r and the SO CS P residen t through an application and in terv iew process.

4.5 The C om m unity S tandards Ass is tan ts (CSAs) w ho shall be selected by the C A C oord ina to r in con junction w ith the D irector and the O CRC M anager through an application and in terv iew process.

5. DIRECTOR

5.1 The D irector shall:

5.1.1 Be responsib le fo r m anaging all activ ities o f the S tudent C om m unity Support Network;

5.1.2 Perform duties outlined in the SCSN D irector job description;5.1.3 Ensure tha t O PER A TIN G PO LIC Y 1 - SE RVICES and O PER ATIN G PO LICY

1/P - STU D EN T C O M M U N IT Y SU PP O R T N ETW O R K is upheld;5.1.4 Prepare a year plan, m id-year report, and year-end report and present it to the

SRA;5.1.5 Partic ipate in transition w ith the outgoing D irector and prepare transition fo r the

incom ing D irector.

6. NEWSLETTER & PROMOTIONS COORDINATOR

6.1 The N ew sle tter & P rom otions C oord ina to r shall:

6.1.1 Be responsib le fo r the all activ ities d irectly re lated to the production and d istribution o f the MSU C om m unity Newsletter;

6.1.2 Perform duties outlined in the N ew sle tter & P rom otions C oord ina to r job description;

6.1 .3 Ensure tha t O PER A TIN G PO LIC Y 1- SER VIC ES is upheld;6.1.4 Partic ipate in transition w ith the outgoing C oord ina to r and prepare transition for

the incom ing Coord inator.

7. CRACACOORDINATOR

7.1 The C R A -C A C oord ina tor shall:

7.1.1 Be responsib le fo r the tra in ing and m anagem ent o f the C om m unity R esource Assistant's ;

7.1.2 Perform duties outlined in the C R A -C A C oord ina to r jo b description;7.1 .3 Ensure tha t O PER A TIN G PO LIC Y 1- SER VIC ES is upheld;7.1.4 Partic ipate in transition w ith the outgoing C oord ina to r and prepare transition for

the incom ing Coord inator.


8. COMMUNITY RESOURCE ASSISTANTS (CRAS)

8.1 The C om m unity R esource A ss is tan t shall:

8.1.1 A c t as a resource and in form ation conduits fo r s tudents in the g rea te r M cM aster com m unity;

8.1.2 Provide com m unity resources kits to s tudents in the ir neighbourhood vo luntarily o r upon request;

8.1.3 Identify them se lves to s tudents and com m unity m em bers through w indow signs in the ir p lace o f residence;

8.1.4 Carry ou t certa in tasks o f the organization, such as enum era tion o f students during e lection periods or neighbourhood clean-ups;

8.1.5 R ece ive tra in ing by Septem ber 15th o f the year that they hold the position o f CRA.

9 ------NETWORK MEETINGS

9. COMMUNITY STANDARDS ASSISTANTS

9.1 The C om m unity S tandards Ass is tan ts shall:9.1.1 M onitor property m ain tenance and standards o f housing accom m odations in the

A inslie -W ood and W estda le com m unity im m edia te ly surround ing M cM aster University;

9.1.2 Through u tilization o f the resources provided by the O ff C am pus R esource Centre, and the by-law s departm ent o f the C ity o f Ham ilton, the C SAs shall notify property m anagers and/or land lords o f any issues perta in ing to the ir property;

9.1.3 Should property m anagers and/or land lords not act upon these issues, the C SAs shall in itia te the reprim and procedures o f the C ity o f H am ilton 's by-laws departm ent

10. NETWORK MEETINGS

10.1 In order to fac ilita te e ffective com m unication between s takeho lders in the network, regularm eetings should be held that involve:10.1.1 SCSN D irector and Coordinators;10.1.2 SO CS President;10.1.3 M aroons Sp irit Leader;10.1.4 IRC President;10.1.5 O ff C am pus R esource C entre Representative.

9.1 In orde r to fa c ilita te effec tiv e com m un ica tion be tw e e n s take ho lde rs in the network, regu lar m ee tings shou ld be he ld that invo lv e :

9.1.1SCSN D irector and C oord inators;9.1 .2S O C S Pres ide nt;9.1 .3M aroons Spir it Le ader;9.1 .4 IRC Pres ide nt;

9.1 .5O ff-C am pus Resource C e ntre Re prese n ta tiv e .


Operating Policy 1/PB(or maybe just 18) - M cM aster Student Housing and Rental Evaluations (MacSHARE)

1. Purpose

1.1 To allow students o f M cM aster University to anonymously evaluate and review their off- campus living accommodations throughout the duration o f their academic career and time o f property tenancy. Also to allow M cM aster students who are prospective tenants o f a property to gain insight from their peers into the opinion regarding the quality o f a given off-campus accommodation.

2. Operating Parameters

2.1 The coordination o f M acSHARE shall take place under the office o f the Vice-President (Administration), through the Student Community Support Network and office o f the administrative assistant(s).

2.2 The Student Community Support Network Director shall:2.2.1 Be in charge o f promotions for the Mac SHARE program throughout the academic

year;2.2.2 Ensure that they are communicating to the appropriate positions (Community

Assistant Coordinator, Community Resource and Standards Assistants, Society of O ff Campus Students President, etc.) both the use and function o f the program so that it can then be communicated to appropriate bodies through those positions;

2.3 The office o f the administrative assistant(s) shall:2.3.1 On the morning o f each business day:

2.3.1.1 Review any submitted evaluations and ensure content is appropriate;2.3.1.2 Cross reference evaluated properties with the list o f exempted properties

(those taking part in the Rental Accountability Program run through the Off- Campus Resource Centre). In the event o f a review being submitted for an exempted property, the office o f the administrative assistant(s) shall:

2.3.1.2.1 Notify the Off-Campus Resource Centre (OCRC) manager;2.3.1.2.2 Notify the student responsible for the submission as to the exempted

status o f their review and to follow up immediately with the OCRC.2.3.1.3 Confidentially record, in conjunction with each other, both the property

evaluated and the information o f the student responsible for the evaluation;2.3.1.4 Ensure that the information o f the student responsible for the evaluation is

valid and ensure that no other review exists from that student for that academic year (in the event that another review does exist, student must be contacted to follow up with proof o f the change in their living arrangements);

2.3.1.5 Allow submission to be uploaded as a review;2.3.2 Uphold, sustain and respond to any complaints or concerns in reference to the

disclaimer, and terms & conditions o f the M acSHARE program.

3. Disclaimer and Terms & Conditions

3.1 Disclaimer.Please be aware that the opinions expressed on this website through the means o f a

completed survey are solely those o f the survey’s participant, and may not actually be an accurate reflection o f the rental property. The purpose o f this website is simply to highlight potential issues to student tenants who are considering a rental property. Be advised that if you are tenant who is in consideration o f a property, please follow up any concerns taken from this website with the property’s landlord.

If you are the landlord o f a property on this website and disagree with the opinion expressed, please follow up directly with the tenant, if necessary, through means of mediation to resolve any conflict or issue that may exist.

3.2 Terms & Conditions:3.2.1 Property reviews are open for all to view. However, only students o f M cM aster University may fill out the property evaluation survey.

3.2.2 A valid student number and M cM aster email address must be submitted by all students conducting a property evaluation. This information is kept in confidence to support the anonymous nature o f the website, however the information will be assessed, and the review will be pending approval by the website administrator. Submitted and approved reviews shall be posted no sooner than one business day after submission.

3.2.3 Reviews can only be requested to be removed by the individual who submitted it. Requests to remove reviews must be emailed to the website administrator at macshare@ msu.mcmaster.ca.

3.2.4 A landlord may only request the removal o f property reviews if they have newly acquired a previously reviewed rental property. Previous reviews will be removed upon presentation o f proof o f ownership and acquisition date. To present this, the landlord must contact the website administrator at macshare@ msu.mcmaster.ca.If review removal is not necessary, then the landlord may instead opt to have a notation placed under the reviews that the property is under new management as o f the date o f acquisition.

3.2.5 Reviews must be well considered and present a balanced and accurate account of the living experience o f the property. Please do not provide misleading reviews. Poor reviews that appear to be malicious or vindictive in nature and intent will not be approved.

3.2.6 Property survey participants must not have more than one review per property in a given academic year. Any previous reviews, that are felt to be no longer reflective o f the property, must be requested to be removed before another review is permitted to be posted. I f survey participants change living arrangements and wish to submit a new evaluation in reference to their new accommodation, proof

mailto:[email protected]


o f change in living arrangements must be presented by contacting the website administrator at macshare@ msu.mcmaster.ca.


Bylaw 11/G - Certificate of AppreciationThe Order of the MSU-Award

1. PURPOSE

1.1 To recognize ind iv idua ls or g roups w ho have m ade an outstanding contribution to the MSU or s tudent life at McM aster.

2. PROCEDURE

2.1 All nom inations m ust be delivered to the Executive Board w ho shall be responsib le for determ in ing the recipient(s).

3. CRITERIA FOR GRANTING THE CERTIFICATE OF APPRECIATIONORDER OF THE MSU

3.1 In granting a C ertif ica te o f A pprec ia tionthe order o f the M SU , the Executive Board shall recognize internal and external ind iv idua ls or g roups w ho have m ade a sign ificant contribution to the betterm ent o f the MSU or s tudent life at M cMaster;

3.2 There shall be no lim it to the am ount o f these aw ards granted each y e a r;. If you w in the award m ultip le times, you are only granted one pin. Any additional aw ards above the first, the rece ip ient w ill on ly receive a C ertifica te o f Apprecia tion . In the event tha t a pin is lost, a charge o f $10.00 will apply to receive a new pin.

3.3 Aw ard recip ients shall receive MSU ins ign ia pin in addition to a C ertifica te o f Apprecia tion.

4. DUTIES OF THE EXECUTIVE BOARD

4.1 The Executive Board shall:

4.1.1 A ccept nom inations fo r the C e rtif ica te o f A pprec ia tio n O rder o f the MSU through | the MSU Main O ffice during norm al business hours;

4.1.2 D iscuss the m erits o f the nom inees during closed session o f an Executive Board meeting;

Approved 03D (Jun 8/03)Revised 04F (July 24/04)

4.1.3 W ith concurrence o f at least tw o-th irds o f the m em bers, award a C e rtif ica te of A pprec ia tion the O rder o f the MSU to the nom inee(s) it deem s worthy;

4.1.4 M ake arrangem ents fo r the presentation o f the award to the se lected recipient;4.1.5 A rrange fo r pub lic announcem ent o f a call fo r nom inations through local and

cam pus media.4.1.6 A rrange fo r the public announcem ent o f the order recip ients during a given

m onth through local and cam pus m edia at the end o f each month.

SRA REPORT MSU President

To: Student Representative Assembly

From : Ryan Moran, MSU President

Re: Society of O ff Campus Students (SOCS)/ Off-Campus Experience (OCE)

D ate: Sunday February 10, 2008

To consider the structure o f student organization on the M cM aster University campus, it could be found to be comparable to the governing structures the Canada. Specifically, student organization on campus is likened to the three-tier system o f federal, provincial and the municipal. To this end, the M cM aster Students Union (MSU) represents the federal level of student government, as within its mandate is the representation o f all full-time undergraduate students at M cM aster University. The provincial level is then seen through the administration of student societies that are autonomous from the M SU and specific in the factions o f students that they represent, such as the M cM aster Engineering Society (MES), or the M cM aster InterResidence Council (IRC). Additionally, the municipal is then seen through the over 200 clubs administered by the MSU, as they represent far more specific and diverse factions o f students of McMaster.

The “Provincial” SystemThe so-called “provincial” system o f student representation at M cM aster University is

made up o f the individual student societies. These societies are overseen through various means by the University, and are autonomous from the M cM aster Students Union in their leadership, the selection o f that leadership, and the directions that the organizations may chose to take.

These “provincial” societies are representational o f student identities that are institutionalized by McMaster. W hat this means is that they represent the student identity that falls into some facet o f student life administered by the University. Specifically, these University administered facets o f student life are areas over which students do not necessarily have say, especially in terms o f their direction and engagement. For example, students ultimately do not have control over the directions that their faculty may decide to take, nor do they have direct say over the administration o f the facilities in which they live, thus these societies exist for the purpose o f expressing and representing the student perspective in regards to these facets.

The unique aspect o f this “provincial” system is that it reflects two separate and distinct areas o f the M cM aster student experience, those being the academic and the living space. From this there exists faculty based academic student societies, such as the M cM aster Humanities Society, and also societies representing the student’s stake in their living space, such as the InterResidence Council. W hat is common among these societies is that they are autonomous and separate from the MSU. They receive funding directly from the University as well as through

there own means, and they are overseen by a Dean or some other manner o f University staff in an administrative role. The connection that these societies officially have with the M SU is that their executive sits on the Student Academic Council, a communicative and collaborative body chaired by the M SU President and the M SU Vice-President Education.

A Representational GapAs far as this “provincial” system is concerned, there exists a gap in the representation of

students and living spaces. Whereas students living on-campus in the residence system have the IRC, there is no officially recognized and autonomous body representing the majority o f students living off-campus.

By no means is this gap believed to be an intentional fissure left open by M cM aster University, rather it is simply the result o f off-campus housing being outside o f the realm of University administration. Yet, the M cM aster Students Union does recognize that on the one hand, the University and specifically the students o f M cM aster have a large stake in the immediate W est Hamilton community and beyond. And on the other hand, with the existence of the IRC, there should also be an officially recognized “provincial” student society that represents the off-campus concerns, both to fill this gap as an autonomous society and to serve as a counterpart organization to the IRC.

However, being that off-campus housing is not a facet o f the student experience that is administered by M cM aster University, and that the organization, social network, and reputation o f students living off-campus is something that primarily concerns students themselves, this official recognition o f a representative society should be initiated by and from the MSU. As well, it should occur above and before the University.

W hySOCS?As far as the creation o f a recognized and autonomous body, representing the interests of

off-campus students is concerned, one need not be built from nothing, as one already exists, the Society o f O ff Campus Students (SOCS). SOCS is an organization o f students that has been a part o f the M cM aster student community for the past 26 years. In that time, not only has it passed through periods o f immense growth, but it has also undertaken much responsibility in the provision o f a society and social network for students living off-campus. Among some o f the points illustrating the relevance o f SOCS in the University community are:

- SOCS provides a voice for students at the University level on the President’s Advisory Committee on Community Relations

- Regularly throughout each year SOCS provides Academic Success sessions in partnership with the Centre for Student Development that are open to all students

- SOCS provides free intramural athletics for all members and encourages students to participate athletically during their time at M cM aster

- They are a big supporter o f university athletics - including M ac football and attending games, reps wearing suits

- Along with both the academic societies and the IRC, the SOCS President is a member of the M SU ’s Student Academic Council

- SOCS organizes and administers W elcome W eek events for all first-years, as well as represents the largest contingent o f first-years (those living off-campus), and has won the W elcome W eek cup three times within the past five years

- SOCS is unique to McMaster, as it is the only society o f its size and success in Ontario, if not CanadaFormerly SOCS was an autonomous student society at McMaster, with its own office and

lounge located in the W entworth House. Upon preparations for the opening o f the M cM aster University Student Centre in 2002, the question was considered as to what sort o f provisions would be made to accommodate SOCS in the physical centralization o f student life that would be the MUSC. As an interim solution, in 1998 SOCS registered as an M SU club and upon the opening o f the student centre, and in association with an agreement that saw SOCS provide their previous office to the newly formed M SU MaCycle, was granted the current MUSC basement office space; this intended temporary solution persists still.

Thus, to see through with the original intent o f the inclusion o f SOCS, and from that, off- campus students, as an official, autonomous body representing a facet o f student life, it is recommended that the MSU, through the ratification o f a proposed policy, recognize SOCS as an autonomous student society.

M SU/Society ImplicationsThe most immediate question raised by this proposal, is what implications would the

ratification o f such a policy hold for both the M SU and SOCS?Essentially the ratification o f such a policy would see the re-affirmation o f SOCS as an

autonomous body and the official implementation o f a society and social network for off-campus students. The official channels o f communication between the M SU and SOCS would take place on two levels; the first being at the Student Academic Council, along with the Presidents o f the academic societies and the IRC President. The second level would take place with the official relations and collaborations between SOCS and the M SU ’s Student Community Support Network.

Specifically regarding this second level, being that the official recognition o f SOCS as an autonomous society would be coming first from the MSU, and that there is no existent University administration o f student off-campus living, the relationship between the SCSN and SOCS would be similar in structure to the relationship between Residence Life and the IRC. However, this similarity is in structure only, as where this differs would be with the introduction o f the Off- Campus Experience board.

In preparation o f this proposal, the M SU President, the SOCS President, and the M SU VP Administration have met with the University Associate Vice-President o f Student Affairs Phil Wood, to both include the University and to discuss the role that the University would play in the recognition o f SOCS as an official society. To this end, a new collaborative body has been proposed to convene regularly and to ensure that the interests o f students living off-campus are held in the highest esteem. This body has been given the name The Off-Campus Experience Board, and those who would sit at it include:- the President o f the Society o f Off-Campus Students (SOCS)- the Director o f the M SU ’s Student Community Support Network (SCSN)- the M anager o f the Off-Campus Resource Centre (OCRC)- a representative from Judicial Affairs- the M SU President- the Associate Vice-President o f Student Affairs

W ith this body in mind, the specific roles that the SCSN and SOCS play in relation to each other can be established at and in association with the Off-Campus Experience Board. Yet primarily, these roles would entail that one group serves the purpose more as a social society and network, while the other serves to more formally represent the interests o f M cM aster students in relation to policies and developments concerning the University and the Municipality. However, naturally these two directions have the potential to inform each other, and in some cases overlap, thus the existence o f the OCEB and the continued encouragement o f collaboration and communication.

To reinforce this encouragement, and concerning the final noteworthy implication that such ratification would have for the MSU, the allocation o f office-space for SOCS would be granted by the M SU at no cost. This office-space would continue to be the current provided space, located in MUSC b109 and shared with the M SU services the SCSN, the Maroons, and the Fundraising Initiative Team (FIT). This arrangement has already proved beneficial in terms o f collaborations between SOCS and these groups, and it can only be assumed to continue in such a manner with the introduction o f increased communication at the OCEB level.

The intent behind this no cost provision o f office-space would be for the following; the provision o f office-space to the other student societies comes at no cost requested by the University, as well, it would be in the M SU ’s interest to honour the agreement made between it and SOCS upon the establishing o f M aCycle and the subsequent space exchange made in 2003. However, to ensure that the provided office-space would be utilized both effectively and responsibly, the approval o f this provision must be renewed every five (5) years, upon a majority vote o f the Executive Board (EB). This vote would be based solely on an approval made by, and any recommendations from the OCEB, essentially the E B ’s role would be to ratify the OCEB’s decision.

ConclusionStudents o f M cM aster who live off-campus are very fortunate to attend a school that has

such a unique, positive and collaborative off-campus support system in place. Even without this official recognition, countless students have benefited from the services that SOCS, and other off-campus focused services o f M cM aster regularly offer. Imagine the incoming student who has not been allotted a place in on-campus residence, imagine the anxiety and discontent that such student would feel, believing that for the next four (or more) years they will be detached and excluded from life at M cM aster and its social fabric. Such an expression is not an exaggeration. Thus, imagine the relief that such a student would feel, not only in the knowing o f SOCS’ existence, but in the participation in the society itself come W elcome W eek and for the rest of that student’s post-secondary career. It is not only a benefit for that student, but also for the student body, for among their ranks they can count one more student who is active, involved and interested in their University community. The passing o f this policy, and the resulting implications o f SOCS as an official student society, is not simply about recognition, but about the empowerment of our students.

The Society of Off-Campus Students/Off-Campus Experience Board

1. The Society of Off-Campus Students

W hereby M cM aster University allows the existence, and oversees the administration o f student societies both academic [eg. M cM aster Engineering Society (MES), M cM aster Humanities Society (MHS)] and living space [eg. The Inter-Residence Council (IRC)].

W hereby these societies exist in direct relationship to a University administered facet o f student life (eg. Faculties, Residence Life).

W hereby these societies are autonomous, in administration and executive/member direction, from the M cM aster Students Union (MSU), particularly in their representation o f specific constituents o f M cM aster students.

W hereby the M SU recognizes an inherent gap in M cM aster U niversity’s recognition o f living- space student societies, specifically the representation o f off-campus students.

W hereby the M SU recognizes the Society o f Off-Campus Students (SOCS), as being a group that has shown exemplary dedication both to the representation o f off-campus students, and to the facilitation o f their involvement within the M cM aster University environment.

W hereby the M SU recognizes SOCS as a distinct M cM aster student organization, one that both fills M cM aster U niversity’s living-space student representational gap, and functions as a counterpart to the on-campus representation provided by the Inter-Residence Council.

1.1 The McMaster Students Union (MSU) hereby recognizes the Society of Off- Campus Students (SOCS) as a distinct student society, autonomous from the MSU, and representational of students occupying off-campus living space.

1.1.1 As a recognized society, SOCS will not be required to register as anMSU club, but will still abide by and be entitled to the same provisions designated to clubs of the MSU with the exception of clubs funding.

1.2 In addition to the provisions given under article (1.1), the MSU will provide SOCS with office space in a shared office setting along side the MSU’s Student Community Support Network.

1.3 The provision of office space will be re-approved by the Executive Board of the MSU every five years, based upon the approval and recommendations from the Off-Campus Experience Board.

2. The Off-Campus Experience

2.1 PurposeA collaborative body that shall convene regularly to enhance the experience o f students living off-campus through improving the services delivered to them. The Off-Campus Experience (OCE) shall establish a formal relationship between the key off-campus service providers at McMaster. This relationship shall contribute to the improvement of, and foster dialogues on, such topics as:2.1.1 Off-Campus Student Life;2.1.2 Community Relations;2.1.3 Alternative Transportation Issues;2.1.4 Off-Campus Housing;2.1.5 Student Code o f Conduct Jurisdictional Applications;

2.2 OrganizationAn association formed between the three main off-campus service providers at M cM aster University; the Society o f O ff Campus Students (SOCS), the Student Community Support Network (SCSN), and the Off-Campus Resource Centre (OCRC), shall oversee the administration o f the OCE. This administration shall be conducted through the OCE M anagement Board which shall consist of:2.2.1 The M anager o f the OCRC (who shall be named chair);2.2.2 the Director o f the M cM aster Student U nion’s SCSN;2.2.3 The President o f SOCS;2.2.4 A representative from Judicial Affairs;2.2.5 The M SU President;2.2.6 The Associate Vice-President o f Student Affairs (who shall be ex-officio)

2.3 MeetingsThe OCE M anagement Board shall meet no less than once a month.

2.3.1 In addition to monthly meetings, the OCE M anagement Board shall be responsible for administering open forum meetings that shall occur no less than four times in a given year. These meetings shall be open to all relevant partners in the M cM aster community including, but not limited to:2.3.1.1 First Year Experience;2.3.1.2 The M SU Maroons and Fundraising Initiative Team;2.3.1.3 The Centre for Student Development;2.3.1.4 The Inter Residence Council;2.3.1.5 Residence Life;2.3.1.6 The M SU ’s Student Life Development Coordinator;2.3.1.7 M cM aster University Office o f Public Relations;2.3.1.8 M cM aster All-modes Commuting and Transportation (ACT) Office;

AGENDA - SRA 07N STUDENT REPRESENTATIVE ......AGENDA - SRA 07N STUDENT REPRESENTATIVE ASSEMBLY...

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