February 28, 2017 / Mount Saint Vincent University
Student Union
Students’ Representative Council: AGM
February 28, 2017
Student Union Boardroom /

PRESENT:

Ryan Nearing, President

Morgan Atwater, VP Advocacy

Erin Murray, VP Communications

Haley Myatt, VP Student Life

Elizabeth Duff, SRC Speaker

Meaghan Babin, Recording Secretary

Nathan Horne, Councillor-At-Large

Ethan Craig, First-Year Student Representative

Melissa Smallridge, Education Student Representative

Karley Brookings, Science Representative

Alycia Pottie, Arts Representative

Steph MacIntosh, Professional Studies Representative

Nikki Russell Jaimeson, Mature Student Representative

Aris Hernandez, International Student Representative

ABSENT WITH REGRETS:

Shannon Kennedy, Off-Campus Representative

Amy Grant, Graduate Studies Representative

Cora Lynn Munroe, Board of Governors Representative

GUESTS:

Alex Roy, Creative Content Manager

Kehisha Wilmot, Member

Laura Lewis, CFO

Jennifer O’Keefe, Member

Jeremy Crowther, Member

Will Brewer, Member/incoming Accessibility Representative

QUARUM ACHIEVED YES (8+)

  1. Call To Order (6:05)

MOVED BY:E. Duff

SECONDED BY:R. Nearing

In Favour (20); Opposed (0); Abstensions (0)

  1. Land Recognition (K. Wilmot)

We meet today on unseeded, surrendered Mi'kmaq territory. As we gather to respectfully exchange ideas, we recognize the land on which we stand, celebrate its culture, honor its people – and reflect that we are all Treaty People.

  1. Approval of the Agenda(E. Duff)

M. Atwater moves to approve the agenda. Seconded by H. Myatt.

MOTION PASSED

  1. Approval of the Minutes(E. Duff)

Once 2015/16 AGM minutes are secure, minutes will be distributed to Student Union constituents.If previous AGM minutes are not found, a statement will be released.

  1. Updates (E. Duff)

a.President (R. Nearing)

(See Appendix A)

Move to extend report by 3 minutes.

Moved by M. Atwater, seconded by H. Myatt.

MOTION PASSES

b.Vice President Communications (E. Murray)

(See Appendix B)

c.Vice President Advocacy (M. Atwater)

(See Appendix B)

M. Atwater moves to extend time, seconded by R. Nearing.

MOTION PASSES.

E. Murray uses Point of Personal Privilege.

d.Vice President Student Life (H. Myatt)

(See Appendix B)

H. Myatt extends report by 30 seconds, seconded by M. Atwater. MOTION PASSES

  1. Services Report (R. Nearing)

Due to technical difficulties, the services report will be released at a later time.

7.Financial Report (L. Lewis)

(See Appendix C)

Note: Take into consideration various colors for the color blind in order to make fiscal and other documents more accessible.

8.Question Period (E. Duff)

(See Appendix D)

  • The MSVUSU is required to do anti-oppression and anti-harassment training for executives every year. Has this required training taken place? If not, why? How can we ensure that workshops run for the new exec? (K. Wilmot, member)

Anti-Oppression/Anti-Harassment Training: Due to time constraints, anti-oppression and anti-harassment training was not held during the year, however, it will be noted for incoming Executive to be completed during transitioning.

  • This year the union ran a participatory budgeting survey. Can you please elaborate on how your survey structure was chosen, and was there consideration for alternative strategies (in-person consultations--either voluntarily or focus groups)? Do we know how many and the demographics of who responded? What was the quality of responses (long, short, themes)? When will we hear the results and how will they be used in the budget? (J. O’Keefe, member)

Elaborate on the participatory survey:Due to the nature of the participatory survey, results cannot be discussed. Important details worth noting is that the survey was completed by 130 respondents and that electronic forms of the service provide better access to students.

  • Elaborate on efforts and measures to facilitate contact between the NSTU and the SU:A letter was sent to the President and contact was also attempted through the Department of Education. Despite many efforts made by both the university and the SU, contact was not made and the results of attempting to contact the President of the NSTU were futile. No debate/argument was necessary from a SU Point of View.Compensationas a result of the missed weeks of practicum and the strike is currently being discussed with the university.
  • Could we please get an update on the refugee program and a breakdown of how money is allocated? (J. Crowther, member)

Update on the Refugee Program: The program is funded through WUSC. The program has resulted in amazing student leaders and advocates and also provides the chance for two women of countries in dire situations to experience the Mount. The current students experiencing this program are from Syria and Somalia.

  • Morgan moves to add 6 minutes to Question Period. Seconded by H. Myatt. Motion Passes.
  • Election Period:Due to the nature of election period, the period for appeal (72 hours) have expired making the results official. It was also confirmed by IT&S released statement saying that the results weren’t tampered with and the election results were completely viable.
  • In regards to the fact that the MSVUSU changed the provider for the health care plan for undergraduate students: does the new plan still support Trans students’ access to hormone therapy? (K. Wilmot, member)

Health Care Provider: A question was asked if the MSVUSU had changed health care providers, the SU has not as changing health care providers would require a referendum. Campus Trust has remained as the health care Provider for the Student Union. A possible issue was that students had to go through a period of renewing and reprinting their IDs.

  • Many students such as myself don’t feel like we get our money’s worth out of the student union fees. Its essentially a tax to fund things I don’t need or use. Can the union look into opting out of fees and/or having different packages to purchase that are more custom to students needs? (W. Burns, member)

Opting-Out of Student Union Fees: A student felt that their fees were not being put to good use in light ofthe services being put on by the Student Union. Student suggested adding the option to opt-out of fees or creatingcustom packages. Noted as something to be looked at further in future discussions. Student demonstrated a willingness to create a list of all the problems and send it to various representatives. This news is considered alarming as the Student Union wants to make sure that all students feel that they are being represented and that their services are being utilized.

  • Ethical Purchasing Network + Fair Trade:CFS uses the ethical purchasing network because of its fair trade and environmentally friendly materials. Suggestion made that perhaps the Student Union should adapt it as a supplier. The Student Union hasattempted to work with them but due to conflicts of timelines, quality and services the Ethical Purchasing Network isn’t being used by the Student Union.
  • While the MSVUSU 2016-2017 budget has been uploaded to the website, previous budgets are not listed. Why not? This would be useful for union members to compare year to year, as well as being particularly useful for candidates during the election season. Can they be added? Students shouldn’t have to email executive members to receive paperwork that should be available. This is an accessibility issue. (W. Burns, member)

Previous Budgets:Budgets aren’t uploaded to the website in order to eliminate clutter, this is a common practice also used by other Student Unions. Students are requesting that perhaps that information should be uploaded to the SU website. It is a matter of accessibility and it is requested by students that that information should possibly be uploaded.

M. Atwater uses Point of Personal Privilege.

Motion to extend the meeting by 20 minutes by A. Hernandez. Seconded by J. Crowther. MOTION PASSED.

9.Old Business (E. Duff)

During the AGM, there was no old business to be discussed.

10.New Business (E. Duff)

(See APPENDIX E)

  1. Election Process (J. Crowther, Member)

WHEREAS despite not being outlined in MSVU By-Laws or Constitution, elections for Executive Council and Student Representative Council have been operating under a ‘First Past the Post’ system where the candidate with a plurality of votes is considered successful ";and

WHEREAS the current system of balloting does not ensure representatives have acquired majority support from their constituents; and

WHEREAS in the most recent presidential election, the successful candidate received merely ~34% of the popular vote;

Moved by R. Nearing and seconded by M. AtwaterBE IT RESOLVED That the Membership requests the Elections Committee study the implementation of a non- voting system to be in place for the 2018 General Election.

BE IT FURTHER RESOLVED that the Elections Committee recommends solutions to the SRC by the last meeting of October 2017.

R. Nearing moves to pass the amendments to the motion.

Seconded by J. Crowther.

MOTION PASSES.

J. Crowther moves to pass the motion.

Seconded by A. Roy.

MOTION PASSED.

Elections (cont.):

  • Motion made to change the current Student Union system to a preferential ballot system. Paper balloting can be problematic since the majority of students are part-time, distance or practicum students. A push was also made to be more environmentally sustainable and paper balloting can be problematic. It is also worth noting that students had access to two on-campus polling stations which would’ve expanded further but due to difficulties the SU was unable to cover these other areas.
  • It was unique to have multiple candidates run for the same position in the SU election.
  • Access to the Election Website was problematic, issues highlighted problems regarding the security of the website. J. Crowther attests to the vulnerability of the Elections website by personal admittance to hacking the Elections/SU website in an attempt to assess its vulnerabilities. J. Crowther highlights several faults in the system and that it is easy to tamper with the possible outcomes of an election.
  • Looking into the possibility of eliminating bias in elections.
  • Students received few e-mails concerning Elections, SU is tasked with looking into possible problems with outlook.

Elections Committee:

  • Task Elections Committee to determine the costs through IT&S regarding the functionality of a preferential ballot system.
  • Comment made by K. Brooking to bring concerns forward to Elections Committee. Paper Balloting system. Access to Election was limited, paper ballots can be problematic for part-time, distance and practicum students.
  • Elections Coordinator, Alison Stewart has been unreachable. Members of the Elections Committee and SRC have become frustrated as they’d like to request changes. The position of Elections Coordinator was a first time position and functioned on a learning curve.
  • Task the Elections Committee/Constitution Committee with researching a new voting system.
  • Task the Elections Committee with research the efficacy of the rules concerning advertising during elections. Look into poster regulations and other problematic issues concerning advertising and eliminating bias.
  • Question Period:Disappointment expressed by several students that Question Period was limited to 10 minutes. It should be noted that there is a secondary Question Period in the following SRC meeting.It is also worth noting that the Student Union loves to hear from students all year long. It has also been requested that perhaps during future AGMs that question period should be extended.
  • Love to hear from students all year long. Managed barriers with voting in terms of distance, no e-mails about elections. Problem with Outlook
  • Wellness Centre:The Student Union is trialing new methods for using the Wellness Centre. Due to abuse of the Wellness Centre, the Student Union has been forced to operate it at an e-mail + access level.
  • Concerns:Summarize all questions and concerns and send them to R. Nearing. (See Appendix)
  • Accessibility Legislation (BILL 59): Legislation is being passed to make NS more accessible in terms of functionality in regards to barriers, equality rights, and implementing accessibility standards. W. Brewster will be in attendance to testify to the current inaccessibility of NS.

Items of Communication:

  • Mark contact information for SRC positions and Executive on the website. Move SRC information to one continuous file rather than on a separate block/submenu.

11.Adjournment (E. Duff)

M. Atwater moves to ajourn.

Seconded by C.L. Munroe

ALL IN FAVOUR.

MOTION PASSES.

February 28, 2017 / Mount Saint Vincent University
Student Union

APPENDIX A

President's Report

To the General Membership

Dear members,

Following is the President's Report for the 2017 MSVUSU Annual General Meeting. The reporting period is June 13th, 2016 to February 17th, 2017

The President's Report will be organized under five headings, each representing the five broad areas that fall under the President's responsibilities: 1) MSVUSU Operations; 2) Membership Outreach; 3) University Relations; 4) Government Relations; and 5) Community Relations. Each section will further be organized under three main activities: a) Action; b) Meetings & Events; and c) Support.

MSVUSU Operations

Includes but is not limited to: leading MSVUSU Executive Team; SRC relations; MSVUSU Strategic Plan; MSVUSU staffing and services.

Action

  • Completed 25 hours of transition with outgoing President Justin Corcoran, both while on exchange to Stockholm, Sweden (May 2016) and upon return to Canada (June 13 to 17). Officially took office Monday, June 20.
  • Throughout the year, sat on hiring committee for Creative Content Manager (Caitlynne Hines, Alex Roy); Chief Financial Officer (Laura Lewis); Speaker (Elizabeth Duff); Recording Secretary (Meaghan Babin); Elections Coordinator (Allison Stewart); Pride Centre Coordinator (Charlotte Rose) and Welcome Desk staff.
  • Developed job description and responsibilities for Pride Centre Coordinator with Mount Pride President Leslie Pride.
  • Implemented MSVUSU Strategic Plan, with tactics such as monthly updates with Executive Team, weekly reviews and using Office 365 features to formalize reporting.
  • Coordinated Pride Centre Grand Opening with Mount Pride President Leslie Allen (September 21). Hired Pride Centre Coordinator Charlotte Rose (December 2016).
  • Working with Speaker on Governing Documents Review, with a goal to update all MSVUSU Governing Documents by April 2017.
  • Worked with Chief Financial Officer, General Manager and Health Plan Manager to complete the 2015/16 Financial Year Audit.
  • Lead MSVUSU Executive Committee Job Description Vision, and approval by SRC in November 2016.

Meetings and Events

  • MSVUSU Executive Team Retreat (July 12 to 14), where outcomes included: setting personal boundaries, visioning for the year ahead, reviewing engagement with stakeholders, and reviewing services and operations.
  • Job Description Visioning (October 21). Approved by SRC in November 2016.
  • Worked with Health Plan Manager on Campus Trust Report with Health Plan Manager and General Manager (November 22) and Campus Trust Educational Session (November 22)
  • Budget Committee (January 12, February 1 and February 9).
  • Chaired the following Committees:
  • Executive Committee (bi-weekly)
  • Human Resources Committee (November 24, November 29, January 18)
  • Equity Representatives Committee (ad-hoc) (November 28 and December 1)
  • External Affairs Committee (November 29)

Support

  • Supported Vice President Student Life, however possible, during Orientation Leader Training and Orientation Week.
  • Supported Vice President Advocacy, however possible, during Shinerama summer fundraisers and Shine Day.
  • Supported Vice President Communications, however possible, during Society Fair.
  • Supported Elections Coordinator, however possible, during SRC Fall By-Elections (October 3 to 6).
  • Supported Vice President Student Life, however possible, during the Haunted House (October 29)
  • Supported preparations and execution for the MSVUSU 2016 By-Elections and the MSVUSU 2017 General Elections with Chief Returning Officer Allison Stewart and General Manager Kenney Fitzpatrick.

Membership Outreach

Includes but is not limited to: engaging and examining engagement with MSVUSU members – the students of Mount Saint Vincent University.

Action

  • Created Graduate Student and Undergraduate Student Engagement Plan, which examines topics and tactics of engagement for MSVUSU students – cross-referenced by self-disclosed demographics and program of study.
  • Spoke to incoming students at Orientation Week Matriculation Ceremony (September 4).
  • Promoted the MSVUSU and services during the Mount Mash-Up (September 13).
  • Began engagement sessions with membership. This included, but is not limited to: mobile offices, town halls, question periods, workshops and lunch and learns.
  • Consulted SRC Councillors for on Canadian Federation of Students (CFS) National General Meeting (NGM) motions before meeting in November 2016.
  • Held information sessions and job shadowing for MSVUSU 2017 General Election Presidential candidates.

Meetings and Events

  • Lunch and Presentation to incoming Residence Life team, introducing them to the MSVUSU (August 29).
  • Participated in Sexual Assault Bystander Training with the Residence Life team and Orientation Leaders (August 30).
  • Worked with Global Engagement Office on Global Engagement workshop with incoming International students (September 2) and a Becoming a Global Student panel discussion (November 16)
  • Strategic Plan Engagement Sessions (November 2 and 3)
  • Orientation Presentation (January 3)

Support

  • Along with Executive Team, supported Mount Pride and President Leslie Allen in response to the Halifax Pride AGM. The MSVUSU will not participate in future Halifax Pride events until Mount Pride's list of requests have been attended to.
  • Worked with Education Representative and General Manager to coordinate Wellness Day (November 22)
  • Advocating for second year Bachelor of Education students unable to complete their practicum placement due to the Nova Scotia Teacher's Union (NSTU) work-to-rule guidelines. Tactics included: sending a letter of solidatity to the NSTU when job action was first announced, coordianting media opportunities with education students, meeting regularly and communicating concerns to University Administration and the Faculty of Education, ensuring services are accessible for education students, and lead in sending letter to NSTU and Department of Education, signed by five students' unions and one external advocacy group, encouraging the NSTU to reconsider their clause barring practicum students.

University Relations