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AMS Assembly

Thursday, January 18th, 2017

6:30 pm – Wallace Hall, JDUC

Agenda

Assembly

1. Motion #1 – Approval of the Agenda of the meeting of January 18th, 2017

2. Motion #2 – Approval of the Minutes of the meeting of November 30th, 2017

3. Speaker’s Business

4. Guest Speaker

5. President’s Report: President Jennifer Li

6. Vice-President’s Report

a. Operations: Vice-President Chelsea Hollidge

b. University Affairs: Vice-President Palmer Lockridge

7. Board of Director’s Report: Chairperson Mike Blair

8. Undergraduate Student Trustee’s Report: Trustee Victoria Chappell

9. Student Senator’s Report: Student Senate Caucus Chair Kevin Corey

10. Rector’s Report: Rector Cam Yung

11. Statements by Students

12. Question Period

13. Business Arising from the Minutes

a. Motion #3 – That AMS Assembly approve the second reading to the changes to

the AMS Constitution as seen in Appendix: Casino Royale.

14. New Business

a. Motion #4 – That AMS Assembly ratify Jake Bradshaw to the position of Judicial

Affairs Deputy for the remainder of the 2017-2018 school year.

b. Motion #5 – That AMS Assembly approve the changes to the Rector Elections

Policy Manual as seen in Appendix: Goldfinger

c. Motion #6 – That AMS Assembly ratify the addition of Alex Da Silva as a

candidate on the 2018 University Rector Election Ballot.

d. Motion #7 – That AMS Assembly ratify the addition of Afsheen Chowdhry as a

candidate on the 2018 University Rector Election Ballot

e. Motion #8 – That AMS Assembly ratify the addition of Jake Roseman as a

candidate on the 2018 University Rector Election Ballot

f. Motion #9 – That AMS Assembly Ratify the addition of Emily VanderHeyden

(Presidential Candidate), Craig Draeger (Vice-President Operations Candidate)

and Natasha Kornak (Vice President University Affairs Candidate) to the 2018

AMS Executive Election Ballot.

g. Motion #10 – That AMS Assembly approve the following question to the 2018

AMS Winter Referendum: “Do you agree to an increase in the DECA Queen’s fee

(subject to individual opt-out) from $0.50 to $1.00, an increase of $0.50?”

h. Motion #11 – That AMS Assembly approve the following question to the 2018

AMS Winter Referendum: “Do you agree to an increase in the Bus-It fee

(mandatory fee) from $68.32 to $90.00, an increase of $23.68?”

i. Motion #12 – That AMS Assembly approve the following question to the 2018

AMS Winter Referendum: “Do you agree to the establishment of a $0.15 fee

(subject to individual opt out) to support the Queen’s Chapter of Global

Brigades?”

j. Motion #13 – That AMS Assembly approve the following question to the 2018


(subject to individual opt-out) to support AIESEC Queen’s?”

k. Motion #14 – That AMS Assembly approve the following question to the 2018


(subject to individual opt-out) to support the ASUS Orientation Fundraising

Fee?”

l. Motion #15 – That AMS Assembly approve the following question to the 2018


(subject to individual opt-out) to support Queen’s Dancerama?

m. Motion #16 – That AMS Assembly approve the following question to the 2018


(subject to individual opt-out) to support Trips by Transit?”

n. Motion #17 – That AMS Assembly approve the following question to the 2018


(mandatory fee) to support the Peer Support Centre?”

o. Motion #18 – That AMS Assembly establish further guidelines for the Bus-It

Referendum Campaign

i. Please see Appendix: Quantum of Solace for information

p. Motion #19 – That AMS Assembly call a special referendum for the “JDUC

Redevelopment fee” and establish further guidelines for the execution of the

campaign as described in Appendix: Skyfall.

q. Motion #20 – That AMS Assembly approve the first reading of the changes to the

Constitution as seen in Appendix: The Man With the Golden Gun

r. Motion #21 – That AMS Assembly approve the changes to the Hiring and

Appointment Policy Manual as seen in Appendix: From Russia with Love.

s. Motion #22 – That AMS Assembly approve the changes to Policy Manual 2 as

seen Appendix: Thunderball

t. Motion #23 – That AMS Assembly approve the changes to Policy Manual 2 as

seen Appendix: Live and Let Die

u. Motion #24 – That AMS Assembly approve the changes to Policy Manual 2 as

seen in Appendix: Diamonds are Forever

v. Motion #25 – That AMS Assembly approve the changes to Policy Manual 2 as

seen in Appendix: On Her Majesty’s Secret Service

15. Discussion Period

16. Adjournment

Motion Sheet

1. Moved by: Neil Sengupta Seconded by: Jennifer Li

“That AMS Assembly approve the agenda for the Assembly meeting of January 18th,

2018.”


“That AMS Assembly approve the minutes for the Assembly meeting of November

30th, 2017.”


“That AMS Assembly approve the second reading to the changes to the constitution

as outlined in Appendix: Casino Royale”

4. Moved by: Seema Sidhu Seconded by: Palmer Lockridge

“That AMS Assembly ratify Jake Bradshaw to the position of Judicial Affairs Deputy

for the remainder of the 2017-2018 school year.”


“That AMS Assembly approve the changes to the Rector Elections Policy Manual as

seen in Appendix: Goldfinger”

6. Moved by: Sarah Obonsawin Seconded by: Neil Sengupta

“That AMS Assembly ratify the addition of Alex Da Silva as a candidate on the 2018

University Rector Election Ballot.”


“That AMS Assembly ratify the addition of Afsheen Chowdhry as a candidate on the

2018 University Rector Election Ballot.”


“That AMS Assembly ratify the addition of Jake Roseman as a candidate on the 2018

University Rector Election Ballot.”


“That AMS Assembly ratify the addition of Emily van der Heyden (Presidential

Candidate), Natasha Kornak (Vice-President University Affairs Candidate) and Craig

Draeger (Vice-President Operations Candidate) to the 2018 AMS Executive Election

Ballot.”


“That AMS Assembly approve the following question to the 2018 AMS Winter

Referendum: “Do you agree to an increase in the DECA Queen’s fee (subject to

individual opt-out) from $0.50 to $1.00, an increase of $0.50?”



Referendum: “Do you agree to an increase in the Bus-It fee (mandatory fee) from

$68.32 to $90.00, an increase of $23.68?””



Referendum: “Do you agree to the establishment of a $0.15 fee (subject to individual

opt out) to support the Queen’s Chapter of Global Brigades?””




opt-out) to support AIESEC Queen’s?””




opt-out) to support the ASUS Orientation Fundraising Fee?””




opt-out) to support Queen’s Dancerama?”




opt-out) to support Trips by Transit?””



Referendum: “Do you agree to the establishment of a $8.00 fee (mandatory fee) to

support the Peer Support Centre?””

18. Moved by: Stefano Hollands Seconded by: Chelsea Hollidge

“That AMS Assembly establish further guidelines for the Bus-It Referendum

Campaign”

19. Moved by: Jennifer Li Seconded by: Palmer Lockridge

“That AMS Assembly call a special referendum for the “JDUC Redevelopment fee”

and establish further guidelines for the execution of the campaign”


“That AMS Assembly approve the first reading of the changes to the Constitution as

seen in Appendix: The Man With the Golden Gun”

21. Moved by: Marlee Satok Seconded by: Jennifer Li

“That AMS Assembly approve the changes to the Hiring and Appointment Policy

Manual as seen in Appendix: From Russia with Love.”

22. Moved by: Devon LaFlamme Seconded by: Palmer Lockridge

“That AMS Assembly approve the changes to Policy Manual 2 as seen Appendix:

Thunderball”

23. Moved by: Devon LaFlamme Seconded by: Palmer Lockridge

“That AMS Assembly approve the changes to Policy Manual 2 as seen Appendix: Live

and Let Die”

24. Moved by: Stefano Hollands Seconded by: Palmer Lockridge

“That AMS Assembly approve the changes to Policy Manual 2 as seen in Appendix:

Diamonds are Forever”

25. Moved by: Stefano Hollands Seconded by: Palmer Lockridge

“That AMS Assembly approve the changes to Policy Manual 2 as seen in Appendix:

On Her Majesty’s Secret Service”

Dear Members of Assembly,

Happy New Year and welcome back to campus! I hope you’re well-rested and ready for

another productive and engaging semester.

Here are some updates that I can provide at this time:

John Deutsch University Centre | We continue to engage in negotiation with the

University to determine a project cost that all parties are comfortable with and a

funding model that reflects the interests of students. On this agenda you will find a

motion for Assembly to call a special referendum on the JDUC redevelopment fee and

establish a campaign period from February 5-11. At our next meeting we will present

the proposed student fee and ask Assembly to approve the ballot question.

At the December Board of Trustees, I delivered a speech highlighting the need for trust

and partnership between the AMS, SGPS and administration as we pursue the JDUC

redevelopment project. This is not an AMS, SGPS or administration project alone. This

is a Queen’s initiative that, if done right, will serve our students well and prepare us for

the challenges ahead.

Both the business case and the tri-party Memorandum of Understanding continues

through the drafting stages, and we are aiming for approval at the March Board of

Trustees meeting.

In the next few weeks, SGPS President Grotsky and I will continue to work with

Advancement and pursue opportunities to discuss the project with alumni and

prospective donors.

Mid Year Reviews | All Executive Team members completed mid-year reviews in

which they took a critical look at the services and programs offered through their

commission or office. Based on the recommendations contained in these reports we are

looking at several changes which will come to the governing bodies (Board and

Assembly) over the next month. Now that our staff have had the opportunity to

The President of the Alma Mater Society

Report to Assembly

Jennifer Li

Janury 18, 2018

[email protected]

mailto:[email protected]

provide feedback we hope to open the process up to all students at our upcoming

meetings.

Vice Principal Search Committees | The work of the search committees for Vice

Principal (Research and Innovation) and Vice Principal (Advancement) continues this

term, with both positions hopefully filled for the summer.

Happy to take any questions!

Jenn

Dear Members of Assembly,

I hope all of you enjoyed your break and you are excited for the upcoming semester!! I have

included some brief points about my work over the break and in our first week back on

campus.

OUSA

First I would like to highlight the #textbookbroke campaign which Victoria and the volunteers

within the AAC have championed over the past week. I hope that Assembly members have

participated in the campaign by tweeting their textbook receipts for the chance to win $100

towards the cost of their books to the AMS twitter account. It’s not to late, the contest will be

open until Friday, January 19th!

Additionally, OUSA will be presenting a pre-budget submission to the Ontario Standing

Committee on Finance and Economic Affairs this week. The submission asks the government

to:

Expand experiential learning on campuses, including but not limited to an expansion of

the recently announced Career Ready Fund

Increase funding for mental health on university and college campuses

Increase per student funding to the national average

Finally, OUSA has also begun its work on second term policy papers including: Student Health

and Wellness, Credit Transfer and Mobility and Mature Students. If you have any input on the

paper topics please contact myself or Victoria Lewarne (AAC).

Mid-Year Reviews

All executive team members completed mid-year reviews in which they took a critical look at

the services and programs offered through their commission or office. Based on the

recommendations contained in these reports we are looking at several changes which will come

to the governing bodies (Board and Assembly) over the next month. Now that our staff have

had the opportunity to provide feedback we hope to open the process up to all students at our

upcoming meetings.

Other Updates

Some updates on yearly commission/office goals and operations:

Vice President (University Affairs)

Report to Assembly

Palmer Lockridge

January 18, 2018

[email protected]


I am participating in the selection panel for the Vice-Provost and Dean of the School of

Graduate Studies

The SIC and PSC will be running a referendum campaign to create a student fee for the

Peer Support Centre to support the continued expansion of the center

I participated in a roundtable discussion with members of the university administration,

student wellness services, Kingston Hospital and Emergency Staff and City Staff about

the universities preparations for St Patrick’s Day and Homecoming

All the best,

Palmer Lockridge

Vice President (University Affairs)

Members of Assembly,

Welcome back!

I hope everyone had a restful break, I know it was well-deserved for all of you. I’m looking

forward to working with all of you this semester. It has been a year of significant

accomplishments and there is only more to come this semester. Thank you all for the hard work

you do with your societies and with this body. Now to get into my items for this assembly:

Bus-it | This year, our Bus-it contract with the City of Kingston is up for review so we have

been working to renew our contract with them and increase services that are relevant to

students. With these increase and improved services, there is a requirement of students to

spend more on their annual bus fee. With that we have put forward a fee for referendum. We

encourage anyone who relies on the bus to stay engaged as we will not have access to the bus at

the price that we do if this contract is not renewed.

Student Fees | If you have not already done so, please pick up your cheques for student fees at

the AMS Front Desk. In accordance with policy, the fees will be withheld if they are not picked

up so please check that you have picked them up. The AMS Front Desk will be contacting you

in February/March so you can pick up the rest of your student fees. The amount will be 10% of

your total student fee collection for the year.

Referendum | Three organizations were denied fees this year, with one missing the deadline

for submission. The decision to deny their request was made in conjunction with the Secretary

and CEO. An outline of these fees are below:

Friday Friends: This group was up for triennial review, but instead wanted to increase their

student fee. However, there was an insufficient justification for a higher fee, and the group

failed to respond to our request for them to continue at their current rates.

Inquire Publication: This group was up for triennial review, but like Friday Friends, was

seeking an increase in their fee. However, their budget for next year demonstrated a large

surplus (without accounting for student fees), demonstrating insufficient need for a student fee.

Further, the group was unable to provide us with basic information, such as the current level of

funding they receive from AMS Student Fees, resulting in a denial.

Vice President (Operations)

Report to Assembly

Chelsea Hollidge

January 18, 2018

[email protected]


Queen’s Solar Design Team: Failed to submit a validation report as per the Triennial Review

requirements

Event Sanctioning | I will be re-engaging all of you in our discussions regarding event

sanctioning this semester. Thank you all for your feedback and engagement so far, it’s been

very deeply appreciated.

I am happy to respond to any questions or concerns.

Chelsea Hollidge

Greetings Assembly,

I hope you all had a happy and restful break! The Academic Affairs Commission has been quite

busy since returning to campus this past week, so here are a few updates for all of you!

Internal AAC

Internally I have been setting the AAC up for a successful second semester and meeting with all

of my Deputies and Chairs. Additionally, at the end of the Fall Term I submitted my Mid-Year

Review and have since received some feedback and am looking into how we can improve the

internal operations of the Commission, ensuring that all volunteer opportunities remain

meaningful.

This past week many committees have started back up and I am very excited to be a part of the

work that they are doing here at Queen’s. Last week the Senate Committee on Academic

Development, Senate Committee on Scholarships and Student Aid, Academic Integrity

Subcommittee, and the Senate Committee on Academic Procedure all held their first meetings

of the semester.

OUSA

Since returning to campus I have been kept quite occupied with provincial advocacy efforts.

Throughout the entirety of the first week on campus we ran a joint campaign entitled

#TextbookBroke in the bookstore. The purpose of this campaign was to highlight how much

money is spent on textbooks, and how these costs could be allocated to other things, such as

groceries, tuition, utilities, rent, and so on. It was an excellent opportunity to inform students

about Open Educational Resources, such as online textbooks which are completely free, making

education much more affordable. In doing so, we encouraged students to take a photo of their

receipts and tweet @QueensAMS with the hashtag #TextbookBroke to be entered for a chance to

win $100 to be put toward their textbooks.

This semester I will be an author on the policy paper entitled, “Credit Transfer and Student

Mobility”, and this past Tuesday I travelled to Toronto to participate in the ‘think tank’, where

we began developing the paper. Here it was determined that I would be writing the section

regarding credit transfer as a component of system design. If anyone would like to chat further

about their experiences with credit transfer or would like to hear more about the paper

please do not hesitate to reach out!

Respectfully Submitted,

Victoria Lewarne

Commission of Academic Affairs

Report to Assembly

Victoria Lewarne

January 18, 2018

[email protected]


Hello Assembly,

I hope everyone enjoyed their holidays and has had a good first couple of weeks back! It's been busy in the CAC with QMP this past weekend. Delegates enjoyed their time in the Chateau Laurier, the House of Commons, and other events such as the Final Gala at the Shaw Centre. QMC and QMUN unfortunately have not received the numbers in delegate registration we wish to see, though there has been extensive work from the committees in marketing the events and planning. With 32 and 36 delegates registered, respectively, each of these conferences has been cancelled for this year. We are taking a critical look at the programming offered by these conferences to students in order to ensure it reflects the needs of the current student body. I hope to come to Assembly on February 1 with recommendations for a path moving forwards, I would appreciate any comments from assembly either during statements by members or over email.

The Recreation committee is starting everything back up after the break, preparing for another event in the winter term after their successful Inside Ride in November. The Creative Arts Deputy is working with the Isabel and DSC of several departments for an arts festival as well.

The Orientation Week groups, ORT, NEWTS, and FYNIRS, are each beginning to establish their regular meeting times and set everything in place for a busy semester of planning ahead, getting ready for the summer and, while hard to believe, Orientation 2018!

All the best,

Commission of Campus Activities Report to Assembly

Devon Laflamme

January 18, 2018 [email protected]


Hi Assembly!

The first week back was unsurprisingly busy. Below, I will detail the events of last week, in

addition to any new initiatives leading up the January 18th Assembly date.

The Commission of Municipal Affairs will be throwing its second annual student-community

relations summit. Last year, the AMS’s University District Summit was received incredibly well

by external stakeholders in the Kingston community. This year, we have rebranded the summit

to bring a more academic lens to urban planning in and beyond the University District; to include

discussion on “green streets” and active transportation; and, to stimulate conversation on how

we can retain Queen’s graduates in Kingston, and how we can integrate them into the local

economy as producers. To better reflect the programming and the geographical location of our

scope, I have renamed the event to the “AMS Community Development Summit”.

I have been meeting with faculty from the School of Urban and Regional Planning, the City of

Kington, and local developers to ensure that the Summit’s programming is of interest to formal

stakeholders. Most importantly, however, I have been consulting heavily with local community

associations, which have appointed specific board members to be main leads on our upcoming

Summit. The intent here is to make sure that local community members are well-represented at

the Summit, and that the programming is sensitive to their needs.

Secondly, I have been working on the AMS Bus-It Universal Student Pass referendum campaign.

I have taken a lead on marketing the program to students, and have created a comprehensive

communications strategy and website to ensure that students do not reject the fee increase. Due

to the high nature of the fee increase, it is crucial that we communicate the key benefits of the

program, and the low cost of the fee (we retain the lowest fee in Ontario).

Our AMS Holiday Housecheck program was very successful this past Winter Break, with about

~150 house sign-ups. Our Holiday Housecheck Co-Managers monitored registered houses for

signs of break-ins, and safely collected mail for registrants. Our marketing campaign and graphics

were majorly successful in bolstering registration.

I have been meeting with key stakeholders in Kingston to kick-off the 2018 Winter semester. I met

with City of Kingston Commissioner of Community Services & Deputy CAO, Lanie Hurdle, to

discuss residential rental licensing. The City of Kingston is exploring the possibility of bringing a

Commission of Municipal Affairs Report to Assembly Stefano Hollands

January 18, 2018

[email protected]


rental licensing by-law to Council, which will surely be a hotly-contested piece of

legislation. Rental licensing mandates that all landlords must pay for a license to rent out their

properties, and must comply with a variety of regulations to ensure that tenants are being treated

fairly, and that the dwelling is in satisfactory condition. I also met with the owner of Varsity

Properties to discuss the idea from a landlord’s perspective, which brought a few flagged issues

to light. The AMS opposed rental licensing in the past (due to fears of costs being offset onto

students); however, with more case studies available, we will need to critically re-examine the

issue.

Internally, I took our AMS United Way Committee to the United Way KFLA headquarters to

align our objective for the upcoming semester. Our newly formulated AMS Boys & Girls Club of

Kingston Committee is finally kicking off, with plans to meet with the BGC headquarters this

week. Lastly, I have been working with our Housing Resource Centre Manager to ensure that the

Proactive Property Standards Program is fine-tuned in a way that yields quantifiable results for

the City of Kingston and Kingston Property Standards. We want to prove that the $5000 grant

from the City has been put to good-use.

Thanks for reading my report, Assembly!

Cheers,

Stefano Hollands

Hi Assembly!

I hope you’ve all had a very restful winter break! The following is a snapshot of some of the

projects we will be working on this semester in the SIC.

Firstly, the Social Issues Commission is working alongside the Bystander Intervention Training

Coordinator to produce a video with the help of Studio Q, which focuses on the toxic and

abusive relationships. The video, much like the previously released video on sexual

violence, will address certain misconceptions surrounding toxic relationships and will hopefully

be released alongside a series of graphics that illustrate the differences between positive and

toxic ideas of love. We are hoping that this will be completed and released in time for

Valentine’s Day 2018.

Secondly, I am working hard to compile the first phase of the SIC transition manual. This

includes everything my successor will need to know for the next few weeks, including hiring the

commission and understanding the foundations of this position. Phase 2 will be given to the new

senior management closer to May 1, as a guiding document to see them through the year. I am

pleased to say that this process of amalgamating knowledge and guidance from the past year is

going well so far!

Thirdly, the Committee Against Racial and Ethnic Discrimination is working tirelessly to

prepare for their annual conference, which will be focused on the theme of ‘Race & Resilience’

this year. The conference will feature speaker panels, workshops and will hopefully be free entry

in order to ensure the highest level of financial accessibility to all who wish to attend.

I am very much looking forward to the last few months of my term! As always, please don’t

hesitate to ask me any questions.

Regards,

Ramna

Commission of Social Issues Report to Assembly Ramna Safeer

January 18, 2018

[email protected]


Dear Assembly,

January (and December) were predominantly spent on preparing for the Winter Referendum

and Election. I have included details on these below:

Referendum

We have 8 groups moving forward. Seven of these are either increasing or establishing fees,

thus require Assembly approval to be placed on the ballot. One group, Helen Tufts Child

Outreach Program, has fulfilled the requirements of triennial review and is not seeking a fee

increase, thus does not need approval by assembly to be placed on the ballot.

Three organizations were denied fees this year, with one missing the deadline for submission.

The decision to deny their request was made in conjunction with the VPOPS, Chelsea Hollidge.

An outline of these fees are below:

Friday Friends: This group was up for triennial review, but instead wanted to increase their

student fee. However, there was an insufficient justification for a higher fee, and the group

failed to respond to our request for them to continue at their current rates.

Inquire Publication: This group was up for triennial review, but like Friday Friends, was

seeking an increase in their fee. However, their budget for next year demonstrated a large

surplus (without accounting for student fees), demonstrating insufficient need for a student fee.

Further, the group was unable to provide us with basic information, such as the current level of

funding they receive from AMS Student Fees, resulting in a denial.

Queen’s Solar Design Team: Failed to submit a validation report as per the Triennial Review

requirements

WiSE: Submitted a validation report well after the policy stipulated deadline, thus was not

considered. We encouraged them to prepare their package in time for the Fall referendum.

Elections

The dates of the winter election will be January 29 12:00 am to January 30 at 9:00 pm. The ballot

will consist of the approved rector candidates and approved AMS Executive candidates.

Office of the AMS Secretariat Report to Assembly Neil Sengupta

January 18, 2018

[email protected]


Three candidates have declared their candidacy for Rector, with one team declaring candidacy

for AMS Executive.

The Rector debate will take place in Wallace Hall on January 24 at 7:00 P.M. With only one

team running for AMS Executive, we will host a “forum” to take place in Wallace Hall on

January 25 at 7:00 P.M (details on format still to be finalized). These debates will be

livestreamed to Facebook, but I strongly encourage you to come out and attend!

If your faculty is running an election through SimplyVoting this winter, please reach out to

Miranda Smith at [email protected] for assistance. A reminder that the cost is

$50 if you run it during the AMS election and $75 if you do not.

Assembly

We will have four assembly dates this semester, in addition to the AMS AGM. The dates and

locations are as follows:

February 1 – Wallace hall

March 1 – Macdonald Hall 001

March 5 (AMS AGM) – Wallace Hall

March 29 – Kingston City Hall

Policy Changes

You will find in the appendices several policy changes. Specifically from my office, the Rector

Policy change brings Rector campaigning policy in line with what was passed for the AMS on

November 30th. We were unable to do this simultaneously due to the requirement for approval

by the SGPS.

That’s all from me!

Neil


Dear Members of Assembly,  Happy New Year! I'm sure you're all just excited as I am for the year ahead. I hope you all had an enjoyable break and are ready to get back to a busy second semester. Over the past few weeks, the Judicial Affairs Office has been hard at work making updates to Policy to ensure our system is better fitted to the University's 2016 Code of Conduct. Casework has been steady, although this year has been quieter than recent years. On another note, I'd like you all to help me welcome Judicial Affairs Deputy Jake Bradshaw to the team, who will be ratified at this week's assembly. Jake took the first semester off for personal reasons, but is back this semester and ready to get to work!   On my end, I've been spending some time working on the following projects: 

AMS Judicial System Sanctions Review  Working with Student Constables to iron out incident reporting  Interim Report for the NAMSC (Non-Academic Misconduct Subcommittee)  

I will be attending the Non-Academic Misconduct Roundtable next week on behalf of the AMS Judicial System.   All the best for the coming semester, Assembly!  Sincerely,  Seema Sidhu 

Judicial Affairs Manager Report to Assembly

Seema Sidhu

January 18, 2018

[email protected]


AMS Board of Directors Chair Report to Assembly Mike Blair

January 18, 2018

[email protected]


Clubs Director Report to Assembly

Marnie Myszko

January 18, 2018

[email protected]


Good evening Assembly,

I hope that you have all enjoyed a restful holiday break. The final board meeting of 2017 was on

December 15th and 16th, and the agenda held many interesting topics for the Trustees to

review. As the Assembly schedule in relation to Board this time around was a bit tricky, I will

remind everyone that the full open session Board agenda can be found at the University

Secretariat governance portal. If you have any questions about the topics outlined that were

discussed, I would be more than happy to do my best to answer! With that said, I will now

provide you a summary of the Board weekend discussions from last month.

Updates from Administration | Principal Woolf provided the Board with a comprehensive

update outlining his last few months. Principal Woolf addressed his withdrawal from the

nomination to renew his Principalship for a third term, outlining the process which will soon

begin in the search for a new principal. Student representation on this body will be carried

through by the Rector, members of the AMS Executive, and the Student Senate Caucus Chair.

Principal Woolf then continued to explain his 18 month priorities, specific to the final 18 months

of his term. These "Five P's" focused on positive community related issues, public engagement

and propriety, pensions, policy studies, and professors. He was also sure to note the

establishment of UCARE alongside these focuses, and a continued need to keep the PICRDI and

TRC recommendations at the forefront of our conversations. After this, Principal Woolf went

on to provide the Trustees with the annual update on the Strategic Framework. As we reach the

midpoint of the 2015-2019 period for the current Framework, Principal Woolf outlined the

strengths and weaknesses of the University at this point in the context of the priorities of the

strategic framework, noting recent efforts and progress in areas such as international profile,

through expanded international partnerships and increasing exchange numbers, and research

prominence, with the allocation of a variety of grants to Queen's researchers. Principal Woolf

also discussed with Trustees his approach for a strategic plan during his transition period, and

how best to approach setting up the University framework in preparation for a new Principal to

come in to the role.

Updates from Deputy Provost (Academic Operations and Inclusion) Teri Shearer | Dr.

Shearer outlined the continued efforts to address the recommendations of both the Truth and

Reconciliation Task Force report and the Principal's Implementation Committee on Racism,

Diversity and Inclusion report. In the TRC update, Dr. Shearer noted the continued broad-scale

focus on keeping Indigenous voices present at University discussions, with the early-term

success and engagement of the new Director of Indigenous Initiatives Kanonhsyonne / Janice

Hill, as well as the new position that is being formed for an Educational Developer focusing on

Undergraduate Student Trustee

Report to Assembly Victoria Chappell

January 18, 2018

[email protected]


Indigenous Curriculum and Ways of Knowing within the Centre for Teaching and Learning.

Dr. Shearer welcomed Elder Mishiikenh (Vernon) Altiman, the Cultural Counsellor at Four

Directions, and outlined the progress in the expansion of Four Directions, moving in to stages of

conceptual drawings to improve dedicated space for ceremonies, gatherings, and student space,

as well as educational workshops. Dr. Shearer also noted that Queen's has joined the Pathways

for Indigenous Learners collective, partnering to develop agreements to allow the transition of

Indigenous learners into our institutions with any necessary bridging and pathways

programming as well as support services. Finally, Dr. Shearer noted the success of the Queen's

Self-Identification Project, particularly noting the expansion to allow self-identification at any

point during a student's studies, rather than solely at the time of enrolment. Next, Dr. Shearer

outlined progress on the PICRDI recommendations. She mentioned the composition of UCARE,

as well as the responsibilities of the committee and their goals and timeline which will be

coming into effect this semester, as I'm sure many of you know. Dr. Shearer also outlined

success in the creation of multiple new roles, with the Establishment of a Diversity and

Inclusivity Coordinator in the Student Affairs office, as well as an Inclusion and Anti-Racism

Advisor in the Human Rights office, in accordance with the recommendations. As well, she

outlined improvements through the addition of a student focused on diversity in Health

promotion through Student Wellness Services, as well as the establishment of a full-time GTA-

based recruitment representative focused on under-represented student populations.

Graduate Studies | Saturday morning, Trustees received a presentation from Brenda Brouwer,

the Dean of the School of Graduate Studies, as well as two of her graduate students, to gain an

improved understanding of the graduate student experience at Queen's. Discussions on the

graduate student experience have been a focus at Board, as slow progress toward goals set out

in the Strategic Framework in this area has drawn attention to the need for continued focus and

resources allocated to this region.

Thank you very much for your time - again, if there are any questions, feel free to reach out to

me at [email protected] and I would be more than happy to address them!

Respectfully submitted,

Victoria Chappell

Dear Assembly, 

 

I have nothing to report as of yet, thus I will give an update at assembly. Senate

documents open to the public can be accessed at https://queensuniversity.civicweb.net/portal/. If

you have any questions, comments or concerns, feel free to reach me by email.

 

All the best, 

 

Kevin Corey 

Student Senate Caucus Chair Report to Assembly Kevin Corey

January 18, 2018

[email protected]

https://queensuniversity.civicweb.net/portal/


University Rector Report to Assembly Cam Yung

January 18, 2018

[email protected]


Residence Society President

Report to Assembly

Jake Roseman

January 18, 2018

[email protected]


Dear Assembly,

Happy New Year! I hope you all had a wonderful holiday season. Here are a few updates on

our upcoming events and initiatives:

Life After ArtSci | Life After ArtSci is a collaborative summit organized by ASUS and the

Faculty of Arts and Science. The summit facilitates the opportunity for students to engage with

successful Arts and Science alumni from diverse sectors. Attendees will hear from leaders in

emerging industries and CEOs, all of whom graduated from Queen’s Arts and Science. With a

networking catered lunch and workshops facilitated by Career Services, participants will have

the resources to propel their professional careers. The summit is on Saturday February 10th and

costs $10 to attend, all students are welcome. To learn more and buy tickets, visit our Facebook

page: https://www.facebook.com/events/1983294528594777/

Arts and Science Undergraduate Research Fund | In December the ASURF Granting

Committee met and granted funding over 30 undergraduate research projects across the

Faculty. As this is the first year of the fund we are still working to ensure funding is accessible

to students from all departments. We will be running a second granting period in the coming

months, and I will be working with my predecessor to specify the application process to clarify

the process for applicants. As we approach the next funding period I will update Assembly.

ASUS Silent Auction | This year ASUS Community Outreach Silent Auction will be supporting

the Kingston Interval House, an emergency shelter and second stage house for women and

children fleeing domestic violence. Check out our Facebook page to see the items you can bid on:

https://www.facebook.com/events/1826426540988497/ The auction runs from January 15-19th!

ASUS Elections | Our Elections Team is gearing up for election season. We have plenty of

positions to run for, from senate to year representative to even replacing Stefan and I! If you are

interested in learning more, visit https://www.queensasus.com/elections! Nomination

packages are due January 19th.

Important Dates

Arts and Science Undergraduate Society President

Report to Assembly Jasmine Lagundizja

January 18, 2018

[email protected]

https://www.facebook.com/events/1983294528594777/

https://www.facebook.com/events/1826426540988497/

https://www.queensasus.com/elections


January 8th– January 19th– Nomination Period

January 19th– January 21st– Verification Period

January 22nd– January 28th– Campaign Period

January 23rd – ASUS Debate

January 29th and 30th – Voting Days

We are also in the process of preparing for upcoming events like ASUS Formal and initiatives

like experiential learning – as these projects continue to progress we will provide more updates.

Respectfully submitted,

Jasmine Lagundzija

Hello Assembly,

Hope you all enjoyed your holidays! EngSoc had a nice break with minimal activity and we're ramping up for a fun second semester.

Jacket Pickup and Jacket Slam

Both events occurred right before the break and went very smoothly. Congrats to all the first years for receiving their jackets!

Conferences

It’s that time of year where we have multiple conferences every weekend that range from the Queen's Space Conference to the Queen's Global Energy Conference! If anyone is looking to find out more, here is a list of all the conferences with their descriptions: https://engsoc.queensu.ca/index.php/get-involved/conferences/#section6.

Alumni Networking Summit

Our annual event in Toronto is this Saturday where we will be bussing out students to meet up with alumni from the GTA for a full day of networking.

Cheers,

Nathaniel Wong

President

Julianna Jeans

VP Student Affairs

Jillian Reid

VP Operations

Engineering Society President

Report to Assembly Nathaniel Wong

January 18, 2018

[email protected]

https://engsoc.queensu.ca/index.php/get-involved/conferences/#section6


Hey everyone!

The following are some updates within the Commerce Society:

Conferences: A few more conferences to go this year including Queen’s Conference on

International Business, Queen’s Entrepreneurship Conference, Queen’s Conference on the

Entertainment Industry, Queen’s Sports Industry Conference, Queen’s Conference on Business

and Technology, and Commerce Engineering Environmental Conference. Keep an eye out for

the remaining applications available for those.

Elections: Elections for next year’s executive will be taking place on January 29th this year and

we are so excited to see the new candidates for this.

Website Revamp: Our website has been redone and is up and running. If you need information

on the Commerce Society, that is a great place to start your search!

That’s all for now – more to come in the next couple weeks as we get back into the swing of

things.

Let me know any questions,

Emlyn Folkes

Commerce Society President Report to Assembly Emlyn Folkes

January 18, 2018

[email protected]


Good Evening,

I hope everyone had a lovely and relaxing holiday. As the term has just begun, I only have a

few updates for assembly:

PHEKSA Student and Teaching Awards: Myself, Nicky and Connor have been working on

updating the teaching and student awards policy. After having it reviewed by Academic

Council and our assembly, it has been approved. We also added a new Teaching Assistant

award to recognize the hard work these graduate students do for our program.

Orientation Week Coach Hiring: Our orientation committee will be holding interviews this

weekend for coach hiring for orientation week 2018. We decided with all the new changes it

would be beneficial to start the process earlier than previous years.

That is all the updates I have for assembly at this time.

Cheers,

Kris Murray

Physical Education and Kinesiology Students’ Association President Report to Assembly Kris Murray

January 18, 2018

[email protected]


Hello Everybody!

Hiring Policy

Hiring policy and transparency has been a big focus for Team JAL over the past year. As such we have

sought to change many of our practices to make them more consistent across different hiring periods as

well as improve on objectivity of the process. Over the Winter Break I took the time to update the Hiring

Policy Manual to better reflect the current practices of our hiring process. At the same time, this has

allowed us to eliminate the separate policy for Orientation and QCE making it consistent for all aspects

of CESA. At this meeting we will be reviewing a draft of the document with the final motion coming

afterwards.

Faculty of Education

As usually, I am continuing my conversations and relationship with the Faculty of Education Associate

Dean Peter Chin. We have been meeting to discuss how to increase the role and awareness of Con-Ed

BISC students when they return to main campus. We have had discussions about the creation of a BISC

Rep which I will be bringing forward to Council sometime in February.

Elections and Transition

It’s that time of year again: ELECTION SEASON! January can be an extremely busy and daunting month

as we have elections from almost every faculty society on campus. CESA Elections are run through John

so he’ll be able to answer any questions that you have. As well, as this can be a challenging time for

some people, I’d ask that you please be mindful about some of the conversations that you’re having

regarding elections.

Thanks and I’d be happy to take any questions!

Liam

Concurrent Education Students’ Association President Report to Assembly Liam Dowling

January 18, 2018

[email protected]


Nursing Science Society President Report to Assembly Julia Kruizinga

January 18, 2018

[email protected]

_____________________________________________________________________________________

Hello AMS Assembly,

Welcome to a new year and with that, a new NSS Executive team! I began my term in the

beginning of December, alongside Caroline Frankfurter (VPUA) and Alexandra Sobczak

(VPOPS) and we are all very excited for this year and the opportunity to serve our Queen’s

Nursing Community.

Our team is incredibly excited for the year that lies ahead and we have quickly jumped into our

new roles, beginning planning for the year ahead at the end of last semester and over our

Holiday Break. We’ve got big things up and coming and look forward to the opportunity to

collaborate with all of you and serve our students to the fullest degree possible.

Our newly hired Commissioners: Academics and Professional Development, Social Issues,

Health and Wellness and Events have been hard at work brainstorming ways to improve their

positions and what events and ideas they want to continue.

The 1st NSS Assembly Meeting of the year took place last week where our Commissioner’s goal

plans were presented and members at large shared personal goals for this semester. We are hard

at work and will again meet the following Wednesday to finalize our goal plan submissions. With

that, we are excited that our Kingston Nursing Student Conference will be taking place at the

end of this semester and our CNSA delegates will be attending the National CNSA student

conference in less than a week.

In the meantime, we are in the process of hiring a new NSS Assembly speaker and a Social

Media Team to assist in managing the website, Facebook page and Instagram.

Looking forward to sharing more updates in the coming weeks and we are happy to take any

questions

VINCAT SCIENTIA MORBOS,

Julia Kruizinga & Caroline Frankfurter


Hello everyone! I hope you all had a wonderful break and are staying warm for the first week and a half of class! COMPSA is in the middle of organizing a few welcome back activities for students, including skating, a movie night, and a games night. Many computing students attended the CUSEC (Canadian Undergraduate Software Engineering Conference) and we are welcoming them back into the next academic term). We are working on finalizing the COMPSA website, so the new website should be up and running in the next few upcoming days! Go check it out, we have made it much more user friendly, allowing for increased accessibility as well as being a more valuable resource to students. We will be having our election for COMPSA President, VPOPS, VPSA, 4th year representative, 3rd year representative and 2nd year representative in the coming weeks. We have held an information session on the 15th after which nomination period beings, followed by the campaign period and finally the elections on the 29th and 30th of January. All the best to each of the candidates. Stay warm and we look forward to what this term will bring. All the best, Alex Wojaczek

Computing Students’ Association President Report to Assembly

Alex Wojaczek

January 18, 2018 [email protected]


MBA Students President

Report to Assembly

January 18, 2018 Imroz Hakim and Michael Deeks

Aesculapian Society

Report to Assembly

Julia Milden

January 18, 2018

[email protected]

Appendices

Appendix: Casino Royale

Section 4.01 Elections and Referenda

4.1.1 The Society shall conduct elections and referenda to ensure direct participation of

students in the processes of student government. The executive election shall be conducted

yearly in January while other society elections shall be run by the society as required.

Referenda shall normally be held in both the fall and winter terms and otherwise as needed.

Questions on a referendum ballot may include binding student activity fee and non-fee

related questions.

4.1.2 There shall be a provision for the placement of non-binding questions on the AMS

referendum ballot which shall be known as Plebiscite Questions. The purpose of such

questions shall be to survey AMS undergraduate opinion or gauge support in relation to a

specific issue, policy, proposal or advocacy position.

4.1.3 There shall be an Elections Team under the AMS Secretariat responsible for conducting

and overseeing all society wide elections and referenda processes. The Elections Team shall

consist of the following individuals whose duties are elaborated in AMS Policy Manual 1. AMS

Society Policy on Elections and Referenda:

I. The Chief Electoral Officer (co-chair)

II. The Chief Returning Officer (co-chair)

III. Deputy Returning Officers

4.1.4 The Chief Electoral Officer and Chief Returning Officer shall bear ultimate

responsibility for all Society elections and referenda and shall serve as the co-chairs of the

Elections Team.

Appendix: Goldfinger

Section 3: Campaigning

a. Campaigning shall not commence until the beginning of the campaign period.

b. All campaign materials and promotions are subject to the approval of the Rector Election Team. A

sample of all campaign materials shall be submitted to the Rector Election Team to be kept on file for

the duration of the campaign. All posters must be stamped to indicate approval.

c. There shall be a limit of 100 posters per team of candidates. Any poster larger than 11” x 17” shall

be deemed a banner. There shall be no more than two banners per team of candidates.

c. All posters must be printed on 100% recyclable paper and must be recycled after the end of the

campaign period.

d. Placement and distribution of Posters and campaign material must adhere to the Elections Policies of

both Societies, as well as all university and building policies.

e. Candidates must book table space for use during the campaign period in the following campus

buildings through the Rector Election Team: The Student Life Centre, Macintosh Corry Hall, The

Biosciences complex, and any other building specified by the Rector Election Team prior to the

campaign period. The allocation of table and banner space will be done through a lottery process. i. Candidates shall be entitled to a maximum of 45 hours of table space for the duration of the

campaign period.

ii. Boothing hours shall be restricted to the hours between 9:00 A.M. and 6:00 P.M.

f. Any classroom appearance must be cleared through the instructor in advance of the scheduled time.

This contact may be made during the nomination period. Arrangements for classroom talks shall be

the responsibility of the candidate’s election team. All content shall be consistent with all approved

material, in accordance with both AMS and SGPS Policy on Elections and Referenda.

g. No form of off-campus campaigning shall be permitted. Candidates shall not place campaign

materials on trees or utility poles either on or off campus. This includes banners strung from utility

poles.

h. All campaigning in Residence must conform to Residence policies. No room-to-room campaigning

in Residence shall be permitted.

i. No candidate may campaign inside campus pubs or cafeterias. Campaigning shall be permitted in

line-ups but shall not occur past the point where patrons are requested to provide identification for

entrance. Campaigning in line-ups shall also be subject to any applicable residence or university

regulations.

j. Campaign materials shall not be distributed in campus pubs, cafeterias, AMS offices and AMS

services. In addition, no AMS or SGPS employees may display campaign materials while on duty.

k. All email content shall be consistent with previously approved campaign material and shall be above

reproach.

l. Candidates may request an organization to forward an email to their members using a mass email

list. Use of AMS and SGPS mass email lists is prohibited.

m. Candidates are responsible for the conduct of their campaign organization and its members. Any

violation of elections policy by said members shall be regarded as a violation by the candidate.

Individuals who are not members of a specific campaign organization and who are found to have

violated elections policy may be referred to their respective society’s non- academic discipline system.

n. No candidate shall seek endorsement from any University faculty or staff member.

o. All candidate websites and other online campaign materials, including content on social networking

sites shall be approved by the Rector Election Team.

p. Each candidate will be required to remove all physical campaign material produced on their behalf

for the purposes of the election by 8:00 p.m. on the day preceding the first day of voting.

Campaigning through the use of websites and other online media may continue for the duration of

the voting days. Candidates or teams will not be allowed to physically campaign during the voting

days.

q. Candidates are responsible for providing the Rector Elections Team with an up to date list of all

individuals associated with their campaign within 8 hours of notice from the Rector Elections Team

r. No polls or surveys of public opinion regarding Rector Elections shall be published or broadcast on

the day(s) of voting.

s. AMS Executive team members and officers Executive, Directors, Commissioners and Officers, SGPS

Executive Members, SGPS Commissioners and Coordinators, and SGPS Officers of Council shall

remain neutral at all times. They may not publicly support any individual candidacy whether on or

off-duty nor shall they be permitted to take a leave of absence to do so. AMS and SGPS offices, email

addresses and other office resources shall at no time be used for any purpose relating to an individual

campaign. All other AMS and SGPS salaried staff shall be permitted to support an individual

candidacy while off-duty but shall not be eligible to take a leave of absence to do so. Off-duty

campaigning by AMS or SGPS salaried staff may not occur in the vicinity of any AMS or SGPS service.

t. A student holding a position within either the AMS or SGPS non-academic misconduct system shall

be required to take a leave of absence in order to participate in a rector election in any capacity. Any

student nominated to sit on the Rector Election Appeal board may not have participated in the rector

election in any capacity.

u. Any student holding a position on the AMS Judicial Committee shall be required to resign their

position in order to participate in a rector election in any capacity.

v. The AMS Assembly and SGPS Council shall be neutral forums. No promotional materials shall be

displayed or distributed at these meetings and all questions shall be directed to all candidates.

w. During the Campaign Period, an All Candidates Debate will be organized by the Rector Election

Team for all students to attend.

Appendix: Quantum of Solace

Bus-It Referendum Campaign Further Guidelines Proposal

Submission Form

Policy Document(s): AMS Elections and Referenda Policy Manual Section(s): Part E.9.t.ii

Mover Seconder

Name: Stefano Hollands Name: Chelsea Hollidge

Position: Commissioner of Municipal Affairs Position: Vice President (Operations)

Email: [email protected] Email: [email protected]

Executive Summary (1-page maximum – font size 11pt)

Briefly summarize the rationale for the proposed policy change. Please identify the problem the change attempts to solve, and how the change will solve it.

Kingston Transit and the AMS are campaigning for students to approve our new Bus-It fee in the upcoming referendum. The AMS is strictly dedicated to staying within the $50 campaign finance limit, and is not seeking any policy exemption on this matter. However, our Bus-It agreement is Kingston Transit’s largest account, as it will total approximately $1.6 million. As such, due to the profound importance of this deal to the City of Kingston’s public sector, we believe that it is within Kingston Transit’s right to market the program to student and to non-student constituents. We are thus seeking to exempt Kingston Transit from the $50 campaign finance limit.

Kingston Transit is preparing to advertise the new Bus-It program on bus shelters around Main Campus, West Campus, and the University District with printed posters. Secondly, it plans on printing a Bus-It stand-up banner to be used for boothing purposes. Lastly, Kingston Transit will be offering already-existing transit merchandise at upcoming boothing opportunities. In closing, the $50 campaign limit does not adequately reflect the importance of this $1.6 million transit deal, and is entirely disproportionate to the total fee’s final amount. Furthermore, the nature of this deal is incredibly pressing and warrants a wider communications strategy. As a non-student group and as a department of a municipal government, we believe Kingston Transit has the right to market their products and services to students and other interested non-student community members.

Appendix: The Man with the Golden Gun

AMS Constitution

6.11.01 The AMS Secretary acts in concert with the AMS Mission Statement to fulfill the

following areas of jurisdiction:

I. Matters concerning Assembly, in accordance with the requirements with the AMS

Assembly Constitution and Policy on Assembly;

II. Matters concerning the Board of Directors, in accordance with the requirements of the

Board of Directors Policy.

III. Elections and referenda in accordance with the requirements of the Assembly Policy on

Elections and Referenda;

IV. The Judicial Committee including appointments to this body;

V. The administration of the affairs of officially ratified extra-curricular

organizations/clubs, including making recommendations on club grant allocations;

VI. To ensure that the Constitution and Policy Manuals are up to date and available.

6.11.02 Without limiting the generality of the foregoing, the purpose and function of the

AMS Secretary shall be concerned with the internal administration and operation of the

Assembly and Board of Directors and various organizations, groups, and committees related

either directly or indirectly to the Assembly and Board of Directors. This includes such

organizations, groups and committees as the Assembly and/or the Board of Directors may

from time to time see fit to refer to the AMS Secretary.

Appendix: From Russia with Love

Policy Addition or Amendment

Submission Form

Policy Document(s): Hiring and Appoint Policy Manual Section(s): Full Policy Manual

Mover Seconder

Name: Marlee Satok Name: Jenn Li

Position: Director of Human Resources Position: President



Changes

- Increased the definitions section to be more comprehensive

- Clarified procedures for summer service staff

- Merged two pre-existing recruitment sections

- Changed the use of the two standardized interview questions for service staff

applications to allow for flexibility and more effective questions. The previous

questions were not helpful in determining appropriate candidates.

- Created guidelines for the number of questions to be asked for each level of

position

- Created a policy for missed interviews

- Outlined hiring committee for second-round hiring

- Created office hiring committee section to mirror government and corporate

hiring committees.

- Added resignation section

- Changed hiring committees in Appendix A to reflect current practices.

Further Action

- Rehire rates will be discussed by the Finance and Risk Committee to determine

the most appropriate rate moving forward

Please see the following link for the proposed changes:

https://drive.google.com/open?id=1sO7bu-Io7OG47v2ITHNFfRdN408AmbFv

https://drive.google.com/open?id=1sO7bu-Io7OG47v2ITHNFfRdN408AmbFv

Appendix: Thunderball


Submission Form

Policy Document(s): Policy Manual 2 Section(s): Section 1 – CAC

Part C – Orientation Roundtable

(Sub) Section 5 – Orientation Roundtable Coordinator

Mover Seconder

Name: Devon Laflamme Name: Palmer Lockridge

Position: Campus Activities Commissioner Position: VPUA



Briefly summarize the rationale for the proposed policy change. Please identify the problem the change attempts to

solve, and how the change will solve it.

The purpose of this proposed policy change is to move the responsibility for orientation

sponsorship from the Orientation Roundtable Coordinator to the Director of Advancement. The

reasoning for this change is twofold. Firstly, this change allows the Orientation Roundtable

Coordinator to focus on logistics and supporting faculty orientation weeks through the summer

months. Often the sponsorship role must be done of the side of the desk of the coordinator which

means that it must be at times balanced for other more time sensitive activities. Secondly, moving

the responsibility for sponsorship for both the RSF and ORT to the Director of Advancement

allows for one individual who can focus more time on advancement and build relationships with

Kingston businesses that can support both events on campus.

If approved the changes will be implemented in the current year with the current Director of

Advancement transitioning with the outgoing and incoming ORT Coordinator as well as the

Commissioner of Campus Activities.

“There shall be an Orientation Roundtable Coordinator (ORC) selected annually. This

person's primary responsibilities will include chairing Orientation Roundtable

Meetings, mediating any conflicts and facilitating the execution of Orientation week.

The ORC acts as a liaison between the members of the Orientation Roundtable and all

other concerned campus and community parties.

The ORC shall operate out of the Campus Activities Commission of the AMS in

cooperation with the Commissioner and shall ensure that all faculty, NEWTS and

FYNIRS orientation committees adhere with SOARB mandated policy as outlined in

Spirit With Responsibility. The ORC has primary responsibility for financial matters

including preparing budgets, approving all expenditures and keeping an accurate

account of all revenue and expenditures by the Orientation Roundtable Executive. The

ORC shall comply with deadlines and reporting requirements as determined by the

Commissioner and the VPUA.

More specifically, the ORC shall be responsible for the common section of the

Orientation Handbooks preparing an external sponsorship package for distribution and

creating and reconciling the Orientation Roundtable Budget. The ORC shall serve as

liaison between SOARB and the Roundtable, enforcing decisions made by SOARB and

forwarding comments and recommendations from the Roundtable to SOARB.

The ORC shall be the chief spokesperson for ORT, including its executive and members,

and shall be responsible for general public relations regarding Orientation Week. The

ORC shall field any media inquiries in collaboration and at the discretion of the

Campus Activities Commissioner and the AMS Communications Officer.

The ORC shall be tasked with the procurement of monetary and in-kind sponsorship

for Orientation Week. The ORC shall be responsible for contact with potential and pre-

existing sponsors to negotiate agreements concerning, but not limited to, wristbands, t-

shirts, frosh kits, and the common section of the Orientation Handbooks. The ORC shall

write contracts for any transactions they initiate and ensure that they are signed and

adhered to by all parties. Sponsorship contracts, internal or external, must first be

approved by the Campus Activities Commissioner, and the Vice-President (University

Affairs) in consultation with the AMS Executive Director.

During the summer, the Orientation Roundtable Coordinator shall assist with the

administrative duties and responsibilities of the Orientation Roundtable Directors in

cases where the regular availability of the ORC is necessary for the completion of a task

or if an ORT Director is unavailable to address an urgent matter pertaining to their

portfolio.

The outgoing ORT Coordinator shall be required to facilitate a month-long transition

period, to commence upon the hiring of the new Coordinator.”

Appendix: Live and Let Die


Submission Form

Policy Document(s): Policy Manual 2 Section(s): Section 1: CAC

Addition of Part O: Reunion Street Festival

Mover Seconder

Name: Devon Laflamme Name: Palmer Lockridge

Position: CAC Position: VPUA




This policy change places the Reunion Street Festival under the supervision of the Commissioner of Campus Activates. The purpose of this change is twofold. Firstly, the change allows the Reunion Street Festival to benefit from the additional knowledge of the CAC and VPUA. These individuals both have experience through the Orientation Roundtable Concert overseeing talent and logistics contracts which can assist in the oversight of the RSF. Second, shifting the RSF from the Office of Advancement to the Commission of Campus Activates allows the Director of Advancement additional time to focus on sponsorship for RSF, ORT and additional AMS initiatives. If approved the change will be implemented for the current year. The new RSF Manager and the current CAC and VPUA will undergo transition with the previous RSF Manager and the Director of Advancement and President to ensure that all responsibilities are transferred to the new individual responsible.

“Program Mandate:

The ReUnion Street Festival Manager is responsible for planning the ReUnion Street Festival annually. The Festival should serve to unite students and alumni, and should create a venue for meaningful interaction with the objective of strengthening the relationship between students, alumni, and their university. The Manager is responsible for the overall planning and coordination of the Festival, and exercises primary responsibility for the logistical and financial oversight of its operations. The Manager will also be a primary contact with external partners, including university and city officials, donors and sponsors, and any external contractors. This position offers the opportunity to create a unique and meaningful event to the betterment of the Queen's community.”


Appendix: Diamonds are Forever


Submission Form

Policy Document(s): Policy Manual 2 Section(s): Section 3: MAC

Part G: Holiday House Check Part J: Student Maintenance and Resource Team (SMART)

Mover Seconder

Name: Stefano Hollands Name: Palmer Lockridge

Position: MAC Position: VPUA




The purpose of the proposed policy change concerns the Student Maintenance and Resource Team (SMART). After a careful consideration and review of service outcomes over the past five fiscal years, we are recommending to Assembly the dissolution of the service. Finances: As can be found in the attached financial statements SMART has only broken even once over the past five years and has had an average annual deficit of $9,508. This deficit would only grow with the introduction of the province’s increased minimum wage and as an Executive we are confident the funds can be better used. Equipment: The service currently lacks the equipment required to function as a lawn maintenance company. Without a vehicle, a dedicated mechanic, or required professional training for our student staff, the quality of our service can at times be severely hindered. This can make it difficult to retain customers. Risk: The AMS is not able to effectively provide professional training or oversight for teams of students operating heavy machinery in the University District. In many cases, attempts to expand the service, for example by offering winter services such as snow shoveling, have been prevented because the AMS does not carry the required insurance for such activities. Furthermore, it can be a danger to have untrained students operating heavy machinery unsupervised.


Staff Retention: The Service continues to have difficulties retaining staff. Using the current year as an example the service lost a majority of its staff over the summer and was forced to completely rehire their team (minus two remaining staff members) moving into the Fall term. With the potential dissolution of the service, students and community members consulted have highlighted the importance of the Community Clean-Ups that are performed by SMART. As such, should the dissolution of the service be approved, the responsibility for Community Clean-Ups shall be transferred to the Housing Resource Centre. To account for the increased responsibility taken on by this individual, the position would be restructured to create a part-time, salaried position within the Commission of Municipal Affairs.

Part G

Section 2: Membership

Winter Holiday House Check shall have one Manager

Winter Holiday House Check shall have a minimum of 2 patrollers.

Summer Holiday House Check shall be executed by the Student Maintenance And Resource Team(SMART)

Section 3: Duties and Responsibilities

a) The responsibilities of the Winter Holiday House Check Manager are:

a) regularly report to the Municipal Affairs Commissioner

b) hire Holiday House Check Patrollers in coordination with Municipal Affairs Commissione

c) work with Municipal Affairs Commissioner to attract and organize houses for the program

d) organize the route for the Holiday House Check patroller

e) organize the mail collected by the patrollers at the designated houses

f) prepare a transition manual at the end of the work period of the program

b) The responsibilities of the Winter Holiday House Check Patrollers are:

a) regularly report to the Holiday House Check Manager

b) perform patrols to properties as indicated by the Holiday House Check Manager

c) collect mail from the appropriate properties

d) check for break ins or other suspicious activity at the appropriate properties and report to the Holiday House

Check Manager

e) stomp down snow at the appropriate properties

c) The responsibilities of the SMART in relation to Summer Holiday House Check are:

a) organize the routes

b) collect and organize the collected mail

c) regularly report to the Municipal Affairs Commissioner

d) check for break-ins or other suspicious activity at the appropriate properties and report to the Municipal Affairs

Commissioner accordingly

Part J

Section 1: Mandate

SMART aims to improve the quality of life for students and neighbours in the University District. SMART shall make

the neighbourhood cleaner and safer by offering regular clean-up and beautification services, as well as contracting

landlords in the area for regular grass cutting, raking of leaves, and minor property maintenance.

SMART reflects the AMS belief that any initiative intended to fundamentally change the culture of the University

District, regrettably referred to as the student “ghetto”, must consist of more than a simple renaming.

Section 2: Hiring and Staff

2.2 All hiring shall occur in conjunction with normal AMS hiring periods and follow AMS procedures.

SMART shall consist of:

a) 1 (one) Head Manager

b) a minimum of 4 (four) service staff.

2.3 Head Manager

SMART shall be operated under a paid Head Manager position. The position shall be for a 7 month period from May

1– November 30, and thus shall require that the Head Manager remain in Kingston for the summer. The hiring

committee shall normally consist of: the Municipal Affairs Commissioner, Vice President (University Affairs), Vice

President (Operations), and an AMS permanent staff member at the discretion of the committee.

Section 2.4 The Head Manager shall:

Ensure that the Student Maintenance and Resource Team service is provided to students

Ensure that SMART is in accordance with the AMS’ Mission Statement

Work approximately 20 hours a week

Ensure the broader philosophy of SMART in enhancing town-gown relations and re-branding of the University District is central to the operations of the service and is embraced by staff

Maintain regular communication with local landlords and community stakeholders to advance awareness of SMART Organize the SMART Landlord Advisory Board to gain valuable input on improving the service

Work with SMART staff to maintain properties and contracts

Hire and schedule the service staff to ensure the effective administration of the service

Facilitate and execute the Summer Housecheck program, and assist the Municipal Affairs Commissioner in hiring

and preparing for the Holiday Housecheck program

Submit a strategic plan and budget which shall be reviewed by AMS Assembly

Report to the Municipal Affairs Commissioner on the financial and operational status of the service

Seek to gain sponsorship and grants for the program

2.5 Service Staff

The hiring committee for staff shall normally consist of the Municipal Affairs Commissioner, the Head Manager,

and the Vice President (University Affairs) or another AMS Commissioner.

Service staff shall operate in teams of two and will perform yard maintenance on properties.

Staff shall be contracted at the Ontario minimum wage

Service staff positions shall be hired for May 1 – November 30 period.

2.6 Service Staff shall:

Perform basic lawn and exterior property maintenance as directed by the Head Manager. These duties may

include

Garbage pickup on both the streets and the properties b. cutting of grass and raking of leaves

Clean-up of stains on bricks and siding

Applying fresh coats of paint to properties at the specific instruction of the Head Manager e. any

other duties related to yard maintenance as directed by the Head Manager

Ensure that their work meets the quality expectations of the Head Manager g.

work approximately 4-8 hours per week during the school year.

2.7 Given the nature of this seasonal work, all service staff will be hired to begin work in the summer months with

approximately 15 hours per week, and carry on with 4-8 hours per week in the Fall semester (until November 30).

This allows for the AMS to provide work opportunities for students that meet their demands.

Appendix: On Her Majesty’s Secret Service


Submission Form

Policy Document(s): Policy Manual 2 Section(s): Section 3: MAC

Part I: Housing Resource Centre

Mover Seconder

Name: Stefano Hollands Name: Palmer Lockridge

Position: MAC Position: VPUA




With the potential dissolution of SMART, students and community members consulted have highlighted the importance of the community clean ups that are performed by SMART. As such, should the dissolution of the service be approved, the responsibility for Community Clean-Ups shall be transferred to the Housing Resource Centre (HRC). To account for the increased responsibilities for this individual, the HRC Manager position would be restructured to form a part-time, salaried position within the Municipal Commission of Municipal Affairs.

Section 1: Mandate

There shall be an AMS Housing Resource Centre as a Standing Committee under the Municipal Affairs

Commission. The Centre shall act primarily in a referral role when receiving complaints. It is not intended to

provide legal advice. Furthermore, the Centre shall:


a) provide information to students with concerns about their current or potential housing situation

which includes but is not limited to issues with landlords, property standards violations, clauses within a

lease, etc.

b) be a confidential space where students can talk freely about concerns with their housing

situation

c) shall work with the City of Kingston Property Standards Office to inform, support and advise in the

areas of property standards and tenant rights in order to ultimately improve the quality of off-campus housing

d) promote the increased usage of the City of Kingston’s Property Standards Inspectors

e) Work with the City of Kingston and Property Standards to implement the Proactive Property Standards

Program.

f) have resources on hand about City and AMS services and Queen’s Legal Aid that could be of use to

students

g) provide student positions where the holders are knowledgeable and familiar with the Queen’s

Community, Housing grievance procedures and the, state of the Kingston housing market, etc.

h) conduct lease readings upon request

i) promote the use of the AMS housing website as a resource and house-hunting tool

j) organize Community Clean-Ups after Move-In Day, Homecoming, and St. Patrick’s Day in addition to

days as directed by the Executive and Commissioner.

Section 2: Membership

a) The Centre shall have a Manager as hired by the Municipal Affairs Commissioner in accordance with

AMS hiring policies and procedure

b) Officers of the Centre shall be hired by the Coordinator and Municipal Affairs Commissioner in

accordance with AMS hiring policies and procedures

c) The Coordinator may hire as many Officers as is deemed necessary

Section 3: Duties and Responsibilities

The Manager shall be responsible for:

a) directing the research and infrastructure of the Centre to ensure its viability

b) Coordinating training for all Officers of the Centre, including sessions run by Town-Gown Relations,

City of Kingston Property Standards, and others as directed by the Municipal Affairs Commissioner

c) the operations of the Officers, including:

a) ensuring information provided to students is correct

b) ensuring that Officers inform the Coordinator and Commissioner if any cases escalate dramatically or if

a conflict of interest arises

c) ensuring that Officers make the appropriate referral when necessary

d) ensuring the Officers keep the Coordinator informed of any developments in a case

e) ensuring Officers sign a confidentiality agreement ensuring that Officers are trained by Kingston

Property Standards for property inspections

d) working with the University administration and City to ensure the Centre provides the

most up-to-date information to students

e) submitting a goal plan and budget for approval by the Commissioner and according to

the regulations of the AMS Constitution

f) schedule Officers for Community Clean-Ups and Proactive Property Standards shifts

g) ensuring that Officers properly submit their employment information to the AMS

Appendix: Skyfall

Motion

Submission Form

Motion: That AMS Assembly call a special referendum on the “JDUC Redevelopment Fee” and establish further guidelines for the execution of the campaign.

Mover Seconder

Name: Jennifer Li Name: Palmer Lockridge

Position: President Position: VPUA


Guidelines (1-page maximum – font size 11pt)

Outline of the Guidelines for the Special Referendum

AMS Assembly approves a campaign period of February 5th to 11th with February 12th and 13th to be designated as voting days as defined by the AMS Elections and Referenda Policy Manual. The spending limit for the campaign shall be set at $800. This will cover printing costs, website hosting fees, video production and advertising costs. The spending limit shall be set higher than a normal referendum due to the unique nature of the fee, which will go to support a major University capital project. The goal of this referendum is to not only encourage students to vote yes to the fee for a new JDUC but also encourage students to engage meaningfully in the design process of the redeveloped building. Additionally, a yes vote by students can trigger over $20M in capital funding and additional support for financing costs from the University which would not otherwise be available for a student centre project. AMS Assembly will approve the final ballot question, including the fee amount, at it’s February 1st meeting.



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