2013-2014 executive board meeting executive board meeting topic: ... fox responded that it was just...

2013-2014 Executive Board Meeting

Topic: Executive Board Meeting 13-21 Date & Time: Thursday, January 23, 2014 2:30 pm Place: MSU Boardroom, MUSC room 201

Items: 1) Adopt Agenda 2) Adopt Minutes EB 13-19 3) EFRT Report Laura Fox 4) MAC Breadbin Report Ellen Xu 5) PSL Report Krista Carlin

6) Recommendations from the Sponsorship & Donations Committee

Doucet

7) 8) 9) 10) 11) Objectives 1) Adopt Agenda 2) Adopt Minutes 3) Report 4) Report 5) Report 6) Approval 7) 8) 9) 10) 11) 12) Provide Information & Answer Questions 13) Unfinished/Other Business 14) Time of Next Meeting and Motion to Adjourn Motions

6) Moved by Doucet, seconded by ___ that the Executive Board approve the following donations as per the

recommendation of the MSU Sponsorship and Donations Committee:

$200 to Brianna Cheng

$200 to Breah Cheng

$50 to Nichole Fanara

$50 to Amy Harrigan

$50 to Brenda Morales

$100 to Michael Kovacs

Executive Board Meeting 13-21 Thursday, January 23, 2014 @ 2:30pm MSU Main Boardroom, MUSC room 201 Call to order @ 2:31 pm Present Campbell, Doucet, Graham, Leslie, Mallon, Morrow Late Absent D’Angela, Harper, Wolwowicz Others Present V. Scott (Recording Secretary), M. Wooder (SLDC), Ellen Xu (MAC Breadbin

Director), Laura Fox (EFRT Director) 1. Adopt Agenda Moved by Graham, seconded by Campbell that the Executive Board adopt the agenda as amended. Amendments

Doucet – Campus Events Assistant Director Job Description

Passes Unanimously 2. Adopt Minutes Moved by Doucet, seconded by Mallon that the Executive Board adopt the minutes from Executive Board Meeting 13-19 – January 6, 2013 as presented.

Passes Unanimously 3. EFRT Report – Laura Fox presented

Fox summarized the report. Questions

Graham asked how the person broke into their office. Fox responded that the lock had recently been sticking and they would find that it wouldn’t close properly. The door has since been fixed. She explained that it was probably left open by accident.

Mallon asked if there was anything targeted. Fox responded that it was just first aid supplies, which they got back. The person was caught by security, and the items were returned.

4. MAC Breadbin Report – Ellen Xu presented

Xu summarized the report. Questions

Graham asked if they are managing to keep their food input and output constant. Xu responded that they are trying to promote it more to reach out to students.

Wooder commented that earlier on in the year they were having trouble of figuring out who was running the twitter account. Xu responded that she found out that it’s linked to their Facebook account. She added that she asked the previous director but they don’t have the password. Wooder stated that they will have to address that soon.

Graham asked if the Skip A Meal program was new this year. He asked how the logistics with Hospitality be worked out. Xu responded that this was done two years ago and they are planning on re-introducing it

EB 13-21 January 23, 2014 Page 2

this year. Students will be able to donate a minimum of $5 off of their meal card to go towards this program.

Mallon asked where the scanners will be placed. Xu responded that they will be placed in Keyes and Centro. There will be a separate scanner set up and then they will cut MSU a cheque of the money donated.

5. PSL Report – report attached. Questions

Leslie asked if there were more volunteers out in December. Campbell responded that it would take a couple of years to determine if the spike was because of exam stress or promotions. In September there were more calls than in October because of advertising.

Wooder stated that Carlin has plans in the works for a mental health fair. They are also in conversation with a government health line, that is willing to come in and are offering financial incentive. Wooder added that he will let her come to the Board with the details.

Mallon thought that it was huge that they received their first crisis call and handled it successfully. 6. Recommendations from Sponsorship and Donations Committee Moved by Doucet, seconded by Mallon that the Executive Board approve the following donations as per the recommendation of the MSU Sponsorship and Donations Committee:

$200 to Brianna Cheng

$200 to Breah Cheng

$50 to Nichole Fanara

$50 to Amy Harrigan

$50 to Brenda Morales

$100 to Michael Kovacs

Doucet apologized for not doing a report. He explained that the first five on the list are going on MacServe trips. Doucet stated that they received a number of applications from students, so the money was allocated based on the quality of the applications. Doucet stated that Michael Kovacs will be receiving $100 for going to the EWB National Conference. He updated everyone that they are still under the allocated amount for the donations budget. Doucet added that more donations will be coming forward and that they will deal with them then.

Graham asked why they were tying their hands with only being able to give out money to a few students at a time.

Doucet responded that the MSU donates a maximum of $750 per organization and a maximum of $250 per student for the entire year. Sponsorship doesn’t have set amounts. This is so that the Committee doesn’t give out all of the money all at once.

Graham felt that the policy should change to allow more students opportunities.

Doucet stated that they have been receiving a lot of applications from groups, so they have to choose between giving a set amount of money or blowing the budget on one group.

Mallon asked if MacServe could apply for a sponsorship from the MSU.

Wooder responded that it would have to be a unique package as MacServe is a program and sub-office of the Student Success Centre, and they wouldn’t know how it could work. Wooder stated that the MSU can sponsor anything, but he added that there would probably have to be a lot of campus promo. He added that it wouldn’t be a sponsorship for the students going, but of the office and making a commitment of lowering students’ costs. Wooder stated that they could possibly form a plan, but that the reason why there is so much variance is because they are trying to be divergent and look of the quality of applications.

Campbell stated that they recently raised the cap last year, but they could look at it again.

Graham asked if looking at the quality of applications was necessary because of the cap.


Doucet responded yes and no. He explained that they will get other applications asking for money between $100-200, but if the application is shoddy then they may not necessarily give them money but may ask them to re-apply with more information.

Campbell stated that it’s good to look at that and just because there is money in the line, they shouldn’t just throw it away.

Vote on Motion

Passes Unanimously 7. Campus Events Assistant Director Job Description Moved by Doucet, seconded by Morrow to approve the amendments to the Campus Events Assistant Director job description, as circulated.

Scott explained that these changes came forward as a result of the new Welcome Week Faculty Societies Coordinator position.

Vote on Motion

Passes Unanimously

8. Information and Question Period

Campbell thanked everyone who came out to the State of the Union. He updated everyone on the Red Suit situation, and that the MSU will be issuing a press release before the end of the day. Campbell stated that while they do agree with the University’s decision, the best thing to do would be to re-establish that the MSU isn’t the MES. Campbell announced that the referendum videos were released today.

Wooder announced that the State of the Union will be available for download on the MSU website.

Graham reported that he will be bringing forward two general policies to the SRA meeting. He asked for the Board to please read them. He stated that the Provost had indicated that McMaster may be leaving Access Copyright. Graham felt that the policy would be a good reminder of when the issue arises. Graham reported that the Ministry released an announcement on credit transfer, and that they will be creating an online database for transferring credits. He added that the Spark Pilot Program Coordinator job description is now online.

Wooder asked if there was any new news on the Access Copyright lawsuit. Graham responded that nothing new has come forward.

Doucet reported that he has been trying to work on promotions for the referendums, and that he will be asking the presidential candidates about the Health plan options.

Mallon reported that the DCS General Meeting is tonight at 5:30, and that they will be discussing constitutional changes. The first open meeting was on Tuesday and they didn’t allow observers speaking rights. Graham asked what the changes would be. Mallon responded that some of the changes include taking out the 30 days notice of a general meeting and changing it to ten days notice. He added that at the General Meeting in March DCS will be asking for a $15 increase, but with no updates on spending. Leslie asked if they are doing to this to their students, why not get rid of the exec team. Mallon explained that the only position elected is the president, and currently you can only recall one member of DCS as the rest are all hired.

9. Adjournment and Time of Next Meeting Time of Next Meeting:


Thursday, January 30, 2014 2:30 p.m.

MSU Boardroom, MUSC room 201 Moved by Morrow, seconded by Doucet that the meeting be adjourned.

Passes by General Consent Meeting adjourned @ 3:08 pm /vs

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UPDATE

The beginning of the semester has been busy for the EFRT, with Emergency

Medical Responder training being completed for the eleven new members of the team, as

well as the monthly team training. Soph responders will also travel to Toronto to

complete training with Toronto EMS required by the medical director. Enrollment in

Standard First Aid courses have continued to be high, with two extra courses being added

to the schedule. As expected, call volume has dropped since the beginning of the

academic year, but is increased compared to last year.

SERVICE USAGE

Since the beginning of the school year, the EFRT has recived 378 calls in total.

The EFRT has been able to divert 300 of these calls from Hamilton EMS, while 65 have

been sent to the hospital via ambulance, and 13 sent to the McMaster University Medical

Centre via Security Services. The majority of these calls have been musculoskeletal or

soft tissue, and have had a response time of less than 3 minutes. This is an increase in

number of calls from last year at this time.

PAST EVENTS, PROJECTS & ACTIVITIES

The EFRT has successfully completed the Emergency Medical Responder

training for the eleven new members of the team, as they completed the final weekend of

training on the second weekend in January. The January team training, focusing on

musculoskeletal injuries, head injuries, and concussion, was also successful, with several

alumni responders returning to evaluate practical skills and a soph responder stepping up

to teach the training.

UPCOMING EVENTS, PROJECTS & ACTIVITIES

.

REPORT From the office of the…

Emergency First Response Team

TO: Members of the Executive Board

FROM: Laura Fox

SUBJECT: Emergency First Response Team Report

DATE: January 23, 2014

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On the weekend of Jan. 18th

and 19th

, soph responders are traveling to Toronto for

a training with Toronto EMS. This will result in a certification in International Trauma

and Life Support, required by the medical director. Responders have been studying and

practising hard for this in the past several weeks. Planning has also begun for conferences

in February, where we plan to have teams compete against other campus response teams

from Canada and the United States, as well as attend informative lectures.

BUDGET

Due to a greater number of responders attending the ITLS training in Toronto this

year, the training budget may not be enough to cover the costs. This occurs when there

are more volunteers in their fourth year on the team, as they have to get recertified.

However, I anticipate that there will be enough money left from the team uniforms

budget to cover most of the extra costs.

CURRENT CHALLENGES

Early in the semester an individual broke into the EFRT office. Fortunately,

<$100 of First Aid supplies were stolen, and the items have been returned. The lock to

the door has been changed, and the door code was updated. One potential future idea to

further increase the security of the office would be to get scan cards instead of a

numbered door code, especially due to the confidential nature of our medical documents

and the high expense of some of our supplies.

SUCCESSES

The EFRT first aid courses have seen an increased revenue of $6400 when

compared to last year. Courses have already been filling up in second semester, causing

two extra courses to be added to the schedule. Increased enrollment could be due to the

addition of new CPR manikins and a powerpoint presentation of the material. Responders

also participated in Clubsfest during Frost Week, increasing the knowledge about our

service.

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UPDATE

MACBreadBin’s focus since the end of last term has been to increase our

outreach to students in need and hopefully increase voucher usage. We have maintained a

successful voucher system by providing food assistance in a timely manner. We were

also successful in promoting our service amongst the student population and also

received many requests from academic departments regarding collaborative projects. We

will continue to help individuals in need, run more events to engage students and

volunteers, and also create new projects and reasonable changes to the service.

SERVICE USAGE

The amount of voucher requests have remained fairly constant while the Good

Food Box orders have decreased for the month of January.


Near the end of last term, we were able to have an outing to Living Rock

Ministries to assist in their programs. The Bread Bin team was able to learn more about

the services provided by Living Rock, how our donations from Trick or Eat were

distributed, and other volunteer opportunities for future outings in Term 2.

We have started on designing a poster to promote our service to increase voucher

applications and will print it soon.


From our first meeting in 2014, we discussed our ideas for several upcoming

events.

Feed the Bus:

We are trying to start promotions for this event early in February. Finalized

strategies would include window posters, MUSC banners, coffee sleeves, promotional

tables, and campus screens. Additionally, we are trying to increase monetary donations

by contacting potential sponsors, in return advertising their company on bus windows and

sides. Furthermore, we are hoping to increase our donations this year by asking clubs to

donate as a team, with the winning group receiving a prize. The prize is not determined

yet.

Skip a Meal:

.


MACBreadBin


FROM: Ellen Xu

SUBJECT: MACBreadBin #3

DATE: January 23, 2014

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Scheduled to be in late March, we are lowering the minimum donation this year

(from $10 to $5) in hopes of increasing donors. We will be contacting Hospitality soon to

borrow their meal plan scanners. To increase participation, we are thinking of taking

pictures of those who donate, posting them on Facebook, and whoever receives the most

number of ‘likes’ will receive a prize.

Local Food Day

We are trying to increase awareness on the benefits of local eating. We will cook

meals from local foods and sell them at a cost of a donation. Proceeds will go to a local

charity. Many ideas for this event have yet to be finalized.

BUDGET

MACBreadBin has not purchased anything after our Trick or Eat event in October

2013, starting next week, we will use more of our adversiting and promotions budget to

promote our upcoming events including Feed the Bus, Skip a Meal, and Local Food Day.

CURRENT CHALLENGES

We are facing several challenges in terms of events and promotions. Currently we

are trying to book a table for Bread Bin services and events, however there is always an

unavailability of tables. Another problem is that for Local Food Day, there will be a

distribution of food, and a main concern is whether hospitality would allow us to

continue with our plans.

SUCCESSES

We were able to have an volunteer outing at Living Rock with a decent amount of

participants. Many of our volunteers from Term 1 continue to remain involved with

BreadBin and seem interested in joining us for future outings. At our recent meeting, we

were able to finalize some plans for events, promotions, and scheduling.

OTHER

We were recently contacted by Ruthanne Talbot, the Programming and Outreach

Manager, from the Faculty of Social Sciences. We discussed potential placement courses

for Social Science students to become more engaged in the McMaster community while

also gaining credits. Because the course structures and availability fluctuate and change

annually, no plans can be confirmed until Summer 2014 in July. A course that seems

plausible is Social Sciences 3F03, a full year course that requires students to dedicate 80

hours to their placement. I am considering assigning more responsibilities to such

students, especially in community outings and events organization. I will keep in contact

with Ruthanne while also noting this opportunity in my transition report for the next

director.

Additionally, I am hoping to create official volunteer executive positions in

MACBreadBin, which involves a job description on the MSU website and an interview

process. I have sent a Job Description template to the executive team, asking them to fill

it out for future executives in each of their respective roles.

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UPDATE

The Peer Support Line completed the first semester as a full service, including having hours

ofoperation during the exam period.

SERVICE USAGE

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Peer Support Line


FROM: Krista Carlin

SUBJECT: Peer Support Line Report

DATE: January, 17th

, 2014

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Exam promotional campaign

Attended Abilites Day during Diversity Week


Representaives will be attending and promoting at the Soul Food Fair alongside SHEC

Selected volunteers will be attending the Unleash the Noise: Canada’s Student-led

Mental Health Innovation Summit, presented by The Jack Project

Executive and Volunteer recruitment and selections for 2014-2015

BUDGET

70.75% of the budget has been used

Budget line for the telephone and volunteer training will need to be reevaluated

May need to discuss additional funds for upcoming training costs

CURRENT CHALLENGES

Creating a volunteer recruitment promotional campaign

SUCCESSES

First crisis call which was successfully handled by the Peer Listener and Security

Services

Increased call volume during December

P:\DEPARTS\ADMIN\Admin. Assist 13-14\Executive Board\Meeting Documentation\EB 13-21\Assistant Director 2014JD

additions.docxP:\DEPARTS\ADMIN\Alecia and Victoria shared documents\Job Descriptions\2011-2012 JOB DESCRIPTIONS\Campus

Events\Assistant Director.doc Page 1

Approved EB 02-33

Revised Sept 16/04 Revised EB 11-22 (Feb 7/12)

JOB DESCRIPTION Hourly Staff

Position Title: Assistant Director of Campus Events

Term of Office: May to April

Supervisor: Director of Campus Events

Remuneration: Refer to MSU Operating Policy 2.2 - Employment (Wages)

Hours of Work: 30 hours per week (May to the second Sunday in September)

Variable hours (Academic)

General Scope of Duties

To work closely with the Director of Campus Events to plan, promote and run events for the students of the MSU. To

maintain a committee that will aid the Assistant with his/her duties. To provide support to the Faculty Society Welcome Week

planners in conjunction with the Student Success Centre. To assist the Director of Campus Events in any other matters relating

to MSU sponsored events.

Major Duties and Responsibilities

Category Percent Specifics

Events 50% Organize and supervise activities at all Campus Events Department

productions at the direction of the Director of Campus Events:

including but not limited to: Welcome Day, Welcome Week,

Sidewalk Sale, PJ Parade, Faculty Hollow Concerts, Homecoming,

Halloween, Campus Music Explosion, Comedy Nights, Variety

Nights, Eggnog etc

Each event involves communication within the university to

McMaster Security Services, MSU clubs and services, IRC and

University faculties. In some cases, contact is made with the

surrounding community, businesses, and charities

Day of Show responsibilities include: all elements of artist

hospitality, purchasing of rider requirements, guest list and VIP

organization, merchandise sales, dressing room set-up, facility set-up

and other duties as assigned under the direction of the Director

Assist the Director in any other matter relating to MSU sponsored

events

Undertake all show responsibilities relating to the hospitality of

visiting artists

Organize staffing for Imaginus

Monitor campus groups to assess candidates for the MSU Spirit

Award

Provide support to all Faculty Society Welcome Week planners in the

planning and implementation of Faculty Day and Faculty Night

Provide support to Welcome Week Faculty Society Coordinator in the

planning and implementation of faculty society events with Welcome

Week events in accordance with MSU policies and regulations

governing Welcome Week

Supervisory Function 25% Chair weekly meetings of the Event Reps and Promo Reps

Assistant Director of Campus Events Job Description




To plan upcoming event details and staffing requirements for

execution

As the Chair, prepare in advance all meeting agendas, contact the

appropriate members and attendees and make certain all required

minutes are recorded and stored on the server

Delegate responsibilities to members to act as Event Coordinators

Train members for positions such as cashier, sales for event tickets

and merchandise

Create sub-committees for events involving coordination with other

campus groups

Supervise and coordinate the duties of the Event Reps including

training, scheduling and evaluations

Inform committee members of their roles and responsibilities

Conduct semi-annual performance reviews of the Event Reps

Sit on hiring boards for incoming Event Reps, Charity Ball

Coordinator and Assistant Director

Provide support and resource to the Charity Ball Coordinator

Supervise and coordinate the duties of the Welcome Week Faculty

Society Coordinator including training, risk management guidelines,

and deadlines

Assist Welcome Week Faculty Society Coordinator with University

space bookings, risk management inquiries, t-shirt designs and

disciplinary actions pertaining to faculty society planners

Financial & Budgeting Function 5% Research and purchase of materials for events according to the

Campus Events budget

Communications Function 10% Develop a year plan (summer) to be followed and assessed in a mid-

year review

Utilize social media and website communications with Promo

Coordinator

Prepare agendas and report of bi-weekly Events committee meetings

for files and reference

Contact members of the University community to inform them of

major MSU events in conjunction with the Director

Summarize the year of events in a year-end report (March)

Advertising & Promotions Function 5% Promotions and advertising of events through on-campus and off-

campus sources

Promote committee to prospective members including participation in

Clubsfest during Welcome Week

Other 5% Provide transition for incoming Assistant Director

Knowledge, Skills and Abilities

Organization and time management skills for development of a year plan and operating multiple events

Leadership skills to coordinate the Events committee and sub-committees

Problem solving under stressful conditions

Basic knowledge of computer software, social media and basic design programs

Communication skills to consult with other Universities and gain the support of campus groups and local businesses

Research skills used in tracking down materials required for events and testing the feasibility of new events

Knowledge of the overall campus, residences and off-campus for promotions

Welcome Week experience is an asset

Must be able to chair meetings

Effort & Responsibility

Demanding hours of work required preceding and during events: for example 80-100 hours during Welcome Week

from Saturday to Sunday

Odd hours of work are common, requiring time commitments early in the morning, late in the evening, and in the

daytime during classes

Assistant Director of Campus Events Job Description




On-going process of promotions weekly over the entire campus through posters, newspapers, radio, social media,

website, signs and more

Judgment required in event layout, volunteer organization and cost decisions

Organizing and operating multiple events

Communication with residences, societies, MSU Clubs, and University services is key aspect of running effective

events

During events, constant problem solving and decisions must be made under stress and time constraints

Working Conditions

Activities are organized both indoors and outdoors in many differing weather conditions

Frequent lifting and constructing for event set-up and take down

Periods of intense working hours often as late as 3 a.m. to take down and perform cleanup upon completion of events

Often exposed to loud music in the bar environment

Training and Experience

An asset to have knowledge of MSU events, basic Photoshop skills or website design and experience working with

volunteers

Training required in risk management

Participation in annual MSU Management Training required (provided)

Equipment

Use of shared computer and telephone resources and administrative support

Example Event Summary of Campus Events Productions

May @ Mac

Welcome Day: table advertising Welcome Week for the 1st years on Campus

Golf Tournament: internal MSU event

Welcome Week: MAC Connector, Airbands, PJ Parade, Sidewalk Sale, Outdoor concerts and Hypnotists

Homecoming

Halloween

Guest Speakers

Eggnog

Frost Week

Live acts at TwelvEighty: bands and variety

Imaginus

Campus Music Explosion

Open-Mic

Hypnotists

Charity Ball

Volunteer Recognition Night

2013-2014 executive board meeting executive board meeting topic: ... fox responded that it was just...

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