McMASTER STUDENTS UNION INCORPORATED

TAKE NOTICE that there will be a meeting of McMASTER STUDENTS UNION INCORPORATED (the Corporation) on Sunday, September 29, at 6:30 pm, local time, for the following purposes.

1. To adopt the minutes from MSU Inc - SRA 13E - July 21, 2013;

2. To consider the 1986 MSU-MAPS Agreement null and void and no longer recognize the agreement;

3. To transact any further business that may properly come before the meeting.

Dated at Hamilton, Ontario, this 19th day of September, 2013 BY ORDER OF THE BOARD OF DIRECTORS.

Jessica Bauman Corporate Secretary

MOTIONS:

1. Moved b y , seconded b y that the Full Members of the Corporationapprove the minutes for MSU Inc - SRA 13E - July 21, 2013.

2. Moved by Campbell, seconded b y , that MSU Inc consider the 1986 MSU - MAPSAgreement null and void, and therefore will no longer recognize the agreement effective September 29, 2013.

McMaster Students Union Incorporated Meeting Sunday, September 29, 2013 - SRA 13G

Council Chambers, GH111

Called to Order at 10:15 pm

CALL OF THE ROLL Present

Absent ExcusedAbsentLateOthers Present

Chair

BUSINESS

1. To adopt the minutes from MSU Inc - SRA 13E - July 21, 2013

Moved by Jeyasingham, seconded by Abbas that the Full Members of the Corporation approve the minutes for MSU Inc - SRA 13E - July 21, 2013.

In Favour: 29 Opposed: 0 Abstentions: 0 Motion Passes

■ The President of MSU Incorporated declined the Chair.■ A. D'Angela assumed the Chair.

2. To consider the 1986 MSU-MAPS Agreement null and void and no longer recognize the agreement

Moved by Campbell, seconded by Doucet that MSU Inc consider the 1986 MSU - MAPS Agreement null and void, and therefore will no longer recognize the agreement effective September 29, 2013.

■ Campbell went over the memo with the Full Members. He explained that with the duplication of fees they have a moral imperative to act on behalf of the MSU members.

■ Doucet stated that he had participated in some of the conversations that happened over the summer and agrees that they must do this.

■ Abdelrahman ceded to Kyle Johansen. Johansen thanked everyone for the time to speak. He introduced himself as the acting Executive Director for MAPS. He stated that MAPS was stunned when this motion came forward, as the reasoning behind it was, to their knowledge, not true. Johansen pointed out that the Board met within six days of the MSU's request to discuss the agreement, and MAPS asked the MSU for time to meet the University's requirements before addressing this matter. Johansen explained that this is a question of fairness and he asked the Full Members to wait until November to consider the

Abbas, Abdelrahman, Brodka, Candemir, A. D'Angela, Dicenzo, D'Mello, Doucet, Garasia, Gillis, Graham, Guarna, Jeyasingham, Leslie, Loewig, MacKinnon, Milani, Morrow, Palczewski, Paul, Pullen, Rheaume, Sparrow, Wolwowicz

TichenkovD. D'Angela, Harper, Long, Mallon, Narro PerezAlexandra Sproule (SASS Observer), David Rios (MSU Member), Dave Moore (MSUAA), Gabriel Cicchi (MSU Member), Lindsey Huff (Chief Returning Officer), Ana Qarri (Diversity Services Assistant Director), Sam Godfrey (Incite Magazine/The Silhouette), Rebecca McDougall (Advocacy Coordinator), Inemesit Etokudo (Maroons Coordinator), Scott Hastie (The Silhouette), John McGowan (MSU General Manager), Kyle Johansen (MAPS Acting Executive Director), Maria Daniel (MSU Speaker), Victoria Scott (Recording Secretary)David Campbell

MSU Inc. SRA 13G Page 2Septem ber 29, 2013

motion and to give MAPS time to get their affairs in order. Johansen stated he didn't know why this has to happen tonight, and thought that the MSU and MAPS would benefit from patience regarding this matter.

■ Campbell responded that the proof was in the documents presented to the Full Members. The answer that the MSU heard from MAPS wasn't about asking for more time, it was saying that they didn't know why they were at the meeting and more concerned about the financial health of the organization. He pointed out that students are paying twice to be represented and didn't see how that will change if they wait. There will still be a duplication of fees. Campbell stated that the MSU has a moral obligation to saving students money that they are paying and not seeing a return on. He explained that his understanding was that when the agreement was implemented, the purpose of it was that MSU members should never be paying twice.

■ Doucet stated that if this agreement is rescinded the MSU and MAPS could start working tomorrow on a new agreement. He pointed out that around 5,500 students have been paying duplicated fees and what MAPS is attempting to do with their government is a separate issue. This agreement was made almost twenty years ago and isn't relevant anymore.

■ Graham stated that this motion isn't about addressing the MAPS Bylaw situation, or about the previous Executive Director, or about financial transparency. This is about double payments made by MSU members.

■ Sparrow explained that nothing may change, and understands that MAPS has gone though a terrible time over the past year, and it's quite possible they could have more discussions and come back with the same result. He explained that they should delay a decision on this and see if an alternate agreement could be presented to the Full Members in November. Sparrow added that MAPS has done good things for students in the past, and it would be nice to give them the benefit of the doubt.

■ Pullen agreed that this issue and is in favour of the motion, but would like Johansen to shed more light on this. She asked what would they discuss that would change their minds.

■ Pullen ceded her time to Johansen. Johansen stated that no one on the MAPS Board has had a chance to think this through, and that MAPS hasn't had the opportunity and the luxury to deliberate about this. He explained that the difference will be that they will have more focused members thinking about students.

■ Gillis reminded the Full Members that the double charging needs to stop. These are decisions that will affect the students, he felt that they should still cancel the agreement but that they should still hear MAPS plea.

■ D. D'Angela explained that from his personal perspective as a MSU member who has paid MAPS fees while taking summer courses, he didn't receive any sort of service or advocacy that he didn't already have through the MSU. He explained that he could appreciate that MAPS had a difficult period, but he can't see how they can't pass this motion. He added that nothing will change in that time, and that they should vote on this today.

■ Abbas urged the Executive Director of MAPS and the MSU to work together in the future. He stated that if they pass this motion today it doesn't mean that they can't have a new agreement or direction.

■ Rheaume stated that it's just a matter of time for this to end, and as Johansen stated MAPS has been dealing with internal issues so there is no guarantee that they will even have the time to deal with it before it really starts to affect the students.

■ Campbell explained that they have been making every effort to discuss this issue with MAPS, and this has been reflected in the email responses. The MSU has showed that they have been willing to support MAPS through their issues, such as offering HR review findings, use of the MSU's accounting department, and advice on how to make bylaws. Campbell explained that they have tried to separate those issues from this one, but he doesn't think that giving more time to deliberate is going to change anything about this motion.

■ Gillis asked the Executive Director of MAPS to list out the direct impacts on part-time students if this decision were to pass.

■ Gillis ceded his time to Johansen. Johansen stated that there is no impact on the students, but that it will impact those on the Board of MAPS and how they will re-negotiate. Johansen pointed out that they have been trying to re-build for the past six to eight months, and asked to consider the reputation and notion that the student unions can work together. He added that they are prepared to amend the agreement.

MSU Inc. SRA 13G Page 3Septem ber 29, 2013

■ Sparrow explained that the relationship with MAPS is important, and the fee is a separate issue. He stated that if the Full Members choose to vote in favour to urge the Board of Directors to work with MAPS to re­build the relationship.

Moved by Harper to Call to Question

Vote to Call to Question

In Favour: 22 Opposed: 2 Abstentions:Opposed: Milani, Gillis

Abstained: Campbell, Abbas, Abdelrahman, Pullen, Sparrow Motion Passes

Vote on Main Motion

In Favour: 26 Opposed: 0 Abstentions: 3 Abstained: Guarna, Abdelrahman, Sparrow

Motion Passes

ADJOURNMENT

Moved by Morrow, seconded by Graham that the meeting adjourn.

Passes by General Consent

Adjourned at 10:41 pm

/vs

MEMOPresident

From the office o f the...

TO:FROM:SUBJECT:DATE:

Members o f the Corporation David Campbell, President and CEO Duplication o f Fees September 19, 2013

Members of the Corporation,

For more than a year, the MSU has been working to address issues involved in fees assessed for summer courses. As you may know, undergraduate students who are full-time during the fall-winter session but take a part-time course load (<18 units) during the summer are charged for those summer units as if they were part-time students. This is largely due to an agreement between the MSU and MAPS dating back to 1986. It has the practical effect of levying two additional per-unit fees on MSU members who take courses during the summer, one for Athletics and Recreation, and one for the operation of MAPS.

In my campaign for President, a major component of my platform was eliminating this duplication of fees. I view them as redundant - payment for services already rendered - and as deeply unfair as a result (see below for information on this).Shortly after my election, I met with then Dean of Students Phil Wood, who assured me that as a result of student feedback the Athletics and Recreation summer levy on full-time students would be dropped. For the 2013-2014 year, this change has already taken effect. However, the issues of the MAPS fee remains unresolved. Through numerous attempts at negotiation, MAPS leadership has proven unwilling to revisit the MSU-MAPS agreement. Most recently, at a meeting on August 8, the MAPS leadership informed the MSU that they did not regard this duplication of fees as an issue, that they could not afford to lose this important revenue stream, and that - in short - they were not open to renegotiating our agreement at this time.

It is my continued belief that these fees are unfair and should be eliminated. To that end, and following consultation with the MSU’s legal counsel, it is the recommendation of the Board of Directors that the Full Members approve the attached motion, and consider the MSU-MAPS Agreement of February, 1986 null and void.

Further information on the history of this issue is below. In the lead up to the meeting of MSU Inc. on September 29, 2013, I greatly encourage members to come to myself or another member of the Board with any questions you may have.

History

MAPS was originally formed in 1979, and began collecting fees that same year. In February of 1986, MAPS and the MSU supplemented a previous MOA (Memorandum of Agreement) with a new Agreement detailing respective definitions of membership and the setting of fees. Both of these documents are attached. The new MOA defined a part-time student as one who is registered in less than 18 units in any one academic session, or is enrolled in a certificate course(s). A full-time student was defined as one who took 18 units or more during the winter session (i.e. in courses beginning in September, January, or February). Summer fees would default to collection by MAPS.

The MOA further detailed the process for transferring fees from one student organization to the other. If a student was a full-time student in the preceding session, he or she could transfer summer fees from MAPS to the MSU. The MSU was obligated to provide a list of all students wishing to pursue this option by July 31 of each year. This MOA was supplemented by a further memorandum in 2005 to better serve the interests of students with disabilities, but otherwise has remained largely untouched since 1986.

In the summer of 2012, the MSU Board of Directors endeavored to meet with the MAPS Board to discuss a number of potential projects for the coming year (attached). Among these, the Board stated, “ it has come to our attention that some of the agreements between the MSU and MAPS may not accurately reflect the character of the current climate on campus.” The letter further invited MAPS to join the MSU in reviewing both the 1979 and 1986 agreements, with an aim “to ensure that these documents are up-to-date and reflect best practices and proper stewardship of student fees.” This meeting with the previous MAPS Board never materialized, despite several months of ongoing attempts from the MSU.

In late January of 2013, new MAPS leadership came to the organization. The MSU Board continued efforts to meet with this new leadership, and began to circulate a draft of a new MSU-MAPS MOA, in which full-time students would not pay MAPS fees for summer courses. The MSU received a first formal response three months later in March (attached), in which MAPS stated that review of fee structures would be impossible until the new Board was able to “ascertain a full and complete picture of our future financial obligations.” The MSU followed up once again in late April, stating that “We do not see a need for the students to be charged once again for the summer courses taken...we have not been provided with adequate justification for this practice and would like it discontinued.” The MSU followed up yet again, under the leadership of the new Board, in May, repeating these same messages. Despite these repeated attempts to negotiate, MAPS was unresponsive throughout this time period.

In August 2013, MSU and MAPS held a meeting. The MAPS leadership informed the MSU that summer fees were not considered an area of concern for MAPS, and that the organization would be unwilling to entertain amendments to the 1986 agreement.

The Issue at Hand

The current assessment of MAPS fees on MSU members taking summer courses is a duplication of fees. MSU members are being forced to pay a second time for services already rendered.

First, it is important to note that MSU members who pay their membership at the beginning of an academic year retain this membership for a full twelve months (BYLAW 2, S. 2.2: “Full membership shall extend over the summer period following the academic year.” This fact is also outlined in the MSU-MAPS Agreement). The MSU, in turn, is active for the full calendar year, including the summer. The office remains open to assist students, our advocacy efforts continue full force, and many of our services and business remain open to serve students, including TwelvEighty, Union Market, Compass, EFRT, Mac BreadBin, MACycle, and several more. Our advocacy efforts are often specifically geared at improving the lives of summer students; Presidential platforms have often included summer bus passes, the MSU works to promote the employment of summer students in Hamilton, and both Presidential and SRA platforms regularly include increasing accessibility of summer courses.

It is worthwhile to note here that MAPS does not provide a similar value to full-time undergraduates over the summer months. MAPS does not advocate on full-time students’ behalf. It does not meaningfully provide services to full-time students (see appendix for MAPS’ list of services, as listed on the MAPS website). Interestingly, MAPS does not even provide an avenue for the MSU constituency to represent themselves - the General Assembly, elections, and Board positions of MAPS are all are inaccessible to full-time students. The current fee structure is, in effect, taxation without representation.

However, this commentary on MAPS is little more than a contextual factor. In reality, even if MAPS were to remedy these issues on behalf of MSU members - if MAPS were to provide advocacy, services and representation for full-time students - the central problem would still not be resolved. In fact, if MAPS could provide this value it would only bring into starker relief the fact that the current fee structure is a duplication of fees. MSU members who take courses in the summer are being forced to pay a second time for services already rendered.

Recommended Course of Action

Given the situation presented, and the refusal of MAPS to negotiate a more fair state of affairs, the Board consulted with the MSU’s legal counsel to determine a course of action. The recommendation which came forth is as presented in this meeting. It is recommended that the Full Members consider the following motion:

Moved by Campbell, seconded by ______ , that MSU Inc consider the 1986 MSU-MAPS Agreement null and void, and therefore will no longer recognize the agreement effective September 29, 2013.

Documents Appended to this Package:MAPS creation documents from 1979 (Board of Governors)MSU - MAPS 1986 Memorandum of Agreement, and 1981 letter to part-time studentsMOA update from 2005Letter, MSU to MAPS, summer 2012MSU - MAPS proposed Representation Agreement (draft version)MSU correspondence with MAPS re: summer fees Letter to MAPS, April 2013 Letter to MAPS, May 2013Breakdown of summer student demographics, per the Office of Institutional Research and AnalysisMAPS Home Webpage, with list of provided services

SUPPORTING DOCUMENTATIONSCHEDULE " C u

m cm aster universitySecretary to the Board of Governors

1280 Main Street West, Hamilton, Ontario, L8S 4L9 T elephone: 525-9140 Local 4677

A p r i l 9 , 1979 . ^ \

PO: M e m b e r s o f th e B o a rd F in a n c e C o m m itte e

F o r the p a s t e igh teen m onths a group of p a r t - t im e students w orking n c lo se l ia is o n with the P r e s id e n t and the C o -o rd in a to r of P a r t - t i m e D e g re e Studies have been developing the s t ru c tu r e of a p a r t - t im e student o rg a n iz a tio n . Extensive d is c u s s io n s have also taken p lace with the M c M a s te r Students Union :o a s c e r ta in th e ir v iew s on th e m a t te r .

in M a rc h a re fe re n d u m on the m a t te r was held w hich involved a mailing o f a l l r e le v a n t m a t e r ia l to 4 , 631 c u r r e n t ly r e g is t e r e d p a r t - t im e iegree, c e r t i f i c a t e and M . B . A . stu d ents .

The re fe re n d u m ask ed fo r an e x p r e s s io n o f opinion on (a) the establishm ent of an A s s o c ia t io n of P a r t - t i m e students at M c M a s te r and (b) a w illin g n ess to pay developing fe e s of 75£ p e r c o u r s e unit to provide funding fo r the p ro p o sed o rg a n iz a tio n .

F o u r te e n p e r cen t of th o se co n tacted responded to the re fe r e n d u m which is a r a th e r high re s p o n s e fo r su ch a m a i l in g ; o f th o se who re p l ie d th e r e [Was a su b sta n tia l m a jo r i t y in favou r o f both the a s s o c ia t io n and th e p rop o sed fee s tru c tu re .

The M c M a s te r Students Union has a g re e d with the p r o p o s a l on the Under standing th at p a r t - t im e d e g re e students e n ro l le d in day c l a s s e s would continue to be m e m b e r s of the M .S . U. and th e ir fe e s (which a r e th e s a m e a s Proposed fo r the new organ izatio n ) would continue to be a l lo c a te d to th e M .S . U. All of the o th er p a r t - t im e students would b e c o m e m e m b e r s of th e newassociation .

The A s s o c ia t io n is now ask ing fo r ap p rov al by th e B o a rd of G o v e rn o rs the e s ta b l is h m e n t of the M c M a s te r P a r t - T i m e Students A s s o c ia t io n as

escr ib e d in th e e n c lo se d co n stitu tio n and b y - la w s and ap p ro v al o f the c o l le c t io n ° the 75£ p e r c o u r s e unit, fo r a l l p a r t - t im e students r e g is t e r e d in su m m e r or ®vening d e g re e c o u r s e s , c e r t i f i c a t e c o u r s e s or in M . B . A . c o u r s e s , with su ch 6e c °U e ctio n to b e g in with S e p te m b e r 1979 r e g is t r a t io n .

. A budget fo r the w ork of the new A s s o c ia t io n h as been p r e p a r e d which^sed on the reven u e an tic ip ated f r o m the fee s t ru c tu r e p ro p o sed .

Both the P r e s id e n t and the C o -o rd in a to r o f P a r t - t i m e D e g re e stu d ies Corrunend ap p rov al of th is pro p o sals

w a y %, u a i nD ^ A e o t p f

1283

Dr. Bourns s t a t e d th a t the a n t ic ip a ted d e f i c i t , when deducted from the $1.9 m il l io n su rp lu s accumulated over the past s i x y e a r s , w i l l leave only a $1.1 m il l io n cush ion for fu tu re years . He r e c a l l e d th a t in the past d e f i c i t budgets were s tr u c k w ith th e in te n t io n o f approaching a breakeven p o s i t io n by the end of the y ea r through u n id e n t i f i e d sav in gs . This y ea r , however, estim ates of savings based on our p rev io u s exper ience have a lready been incorporated in to the budget

«. ( e .g . s h o r t f a l l in recru itm en t, turnover in support s t a f f ) , and Dr. Bourns considered i t e n t i r e l y l i k e l y that the d e f i c i t a t the end of the year w i l l be as in d ic a t e d .

The motion was carried.

Iv ) Union o f Graduate Students - In crease in Fees

R eferr in g to page A - 27 o f agenda m a te r ia l , Mr. Marrs reviewed the request from th e Union o f Graduate Students fo r an in crea se in fe£3 c o l l e c t e d from graduate s tu d e n ts .

§ I t was duly moved and seconded

th a t In response to a request from the Union o f Graduate Students the Board approve an in crea se in the fe e s c o l l e c t e d from,graduate s tudents from $14 .00 to $ 1 8 .0 0 e f f e c t i v e th is coming y ea r .

The motion was c a r r i e d .

v) A s s o c ia t io n o f P art-t im e Students - Request fo r Approval to C o l l e c t Fees

Mr. Karrs reviewed the request fo r the e s ta b lish m en t o f an A ssoc ia t ion o f . iP art- t im e Students and the c o t l c c t io n of: fo e s from part-t im e s tu d en ts . >

I t waa. duly moved and seconded

th a t th e Board approve the estab lish m en t o f , the McMaster Part-tim e Students A s s o c ia t io n and approve the c o l l e c t i o n of 75£ per course u n it from a l l p a r t - t im e s tu d en ts r e g is t e r e d in summer or evening degree c o u r s e s , c e r t i f i c a t e courses , or M.B.A, c o u r s e s , w ith such fee c o l l e c t i o n to b e g in w ith September 1979 r e g i s t r a t i o n s .

Mr. Marrs ex p la in ed th a t the loan i s s u b je c t to c e r ta in con d it ion s and had H been endorsed by th e P r e s id e n t 's Executive Committee.

The motion was c a r r i e d .

v i ) Loan to Onion of Graduate Students to Renovate "The Phoenix"

i t was duly moved and seconded

^ th a t the Board approve the granting o f an i n t e r e s t - f r e e loan of up to $45 ,000 to the Union of Graduate Students for renovations to "The Phoenix'*, a d in in g Lounge operated by the Union o£ Graduate Students.

The motion was c a r r ie d .

THIS AGREEMENT made this /</ day of 1986

BETWEEN MCMASTER STUDENTS UNION INCORPORATED (hereinafter referred to as MSU)

AND MCMASTER ASSOCIATION OF PART-TIME STUDENTS (hereinafter referred to as MAPS)

WHEREAS the MSU is the organization officially recognized by McMaster University as representative of full-time undergraduate students;

AND WHEREAS MAPS is the organization officially recognized by McMaster University as representative of part-time undergraduate students;

AND WHEREAS an agreement is required to define the membership of MSU and MAPS for the purposes of collecting fees;

NOW THEREFORE the MSU and MAPS hereto covenant and agree to replace the MEMORANDUM OF AGREEMENT of August 17, 1979 with the following:

DEFINITION OF A PART-TIME STUDENT1. For purposes of this agreement a part-time student

is defined as a student who is registered in less than eighteen (18) units of undergraduate degree courses or programs in any one academic session, or is enrolled in a certificate course/courses at this university. A part-time student is a member of the MAPS organization and fees will be collected for that organization.

DEFINITION OF A FULL-TIME STUDENT2. Every undergraduate student taking eighteen(18)

units or more during the winter session(i.e. in courses beginning in September, January or February) is a member of the MSU until the beginning of the next academic year, and fees will be collected for that organization.

ALLOCATION OF SUMMER FEES3. Fees paid by students enrolled in the summer

session (i.e. in courses beginning in April,May or June) will be collected and turned over to MAPS. However, if during the immediately previous winter session the student was a member of the MSU, the student has the option of transferring his/her fees through the appropriate channels to the MSU. One such channel shall be the signing of transfer forms by individual students.The MSU agrees to notify MAPS by July 31st of each year of those students wishing to transfer membership and fees to the MSU. All fees will be transferred within one month of notification.

SETTING OF FEES4. It is the responsibility of each student organization

to recommend the amount of its membership fees to the Board of Governors no later than the end of February for implementation in September.

ENABLING CLAUSE5. This AGREEMENT will take effect May 1, 19 86 and

will continue in force until revised by the two organizations concerned (MAPS and MSU).

THIS AGREEMENT is authorized by the recognized officials of MSU and MAPS, with their signatures duly witnessed.

MCMASTER STUDENTS UNION INCORPORATED r\ /

WITNESS:

MCMASTER ASSOCIATION OF PART-TIME STUDENTS

A MESSAGE TO PART-TIME STUDENTS

FROM THE MSU & MAPS

re: Membership & Transfer of membership Privileges

As you are aware, the university collects .75c per course unit from all part-time students on behalf of the McMaster Students' Union Inc. (MSU) and the McMaster Association of Part-time Students (MAPS), along with your course fees.

^ A part-time student taking any day course (September to April registration period) is an MSU member. One taking all evening courses is a member of MAPS.

Both organizations are concerned with the needs of part-time students and will, to the best of their abilities, serve these needs. For voting purposes, however, each student must belong to only one organization.

The MSU and MAPS realize that this official assignment of membership may not fulfill the personal needs or wishes of individual part-time students.We have therefore agreed that:.

any part-time student registered in less than 18 units of work in any academic year may be granted, upon request, a transfer of membership from one organization to the other.

to obtain such a transfer, simply contact the MSU office (Hamilton Hall 217, 528-9887 or 525-9140, X 2003) or the MAPS office (Kenneth Taylor Hall 102, 525-9140, X 2021).

We hope this arrangement will allow the MSU and MAPS to meet the needs of all McMaster's part-time students.

Harry Stearns, President, MAPS

Alex Daschko, President, MSU October 9, 1981

THIS AGREEMENT made this day of , 2005

BETWEEN : McMASTER STUDENTS UNION INCORPORATED(hereinafter referred to as MSU)

AND : McMASTER ASSOCIATION OF PART-TIME STUDENTS(hereinafter referred to as MAPS)

WHEREAS the MSU is the organization officially recognized by McMaster University as representative of full-time undergraduate students;

AND WHEREAS MAPS is the organization officially recognized by McMaster University as representative of part-time undergraduate students;

AND WHEREAS the agreement dated February 14th, 1986 between MSU and MAPS defines the membership of the respective organizations.

AND WHEREAS both organizations feel that the agreement needs to be amended to better serve the needs of students with disabilities registered with the McMaster University Centre for Student Development (hereinafter referred to as CSD) and students who having been members of MAPS for at least one full regular session

NOW THEREFORE the MSU and MAPS hereto covenant and agree to amend the MEMORANDUM OF AGREEMENT of February, 14, 1986 by adding the following MEMORANDUM OF AGREEMENT to supplement the former:

TRANSFER OF MEMBERSHIP FROM MAPS TO MSU

1. In this agreement, Full-Time Equivalency (hereinafter referred to as FTE) shall be defined as a student with a disability registered with and recognized as such by CSD taking between 12 - 17 units in an undergraduate degree granting program.

2. FTE students shall, as per the 1986 agreement, be members of MAPS by default.

3. FTE students may request membership in MSU by applying to the MSU up to one week prior to the drop/add cut-off deadline of the University at the beginning of the regular fall/winter session.

4. The application shall be a form. Within the form, the applicant must give permission to the MSU to have CSD confirm that the applicant is a student with a permanent disability.

5. The MSU will receive this confirmation from CSD and forward the application to the MAPS Executive Director for the agreement of MAPS to the transfer of membership. In the case that the MAPS Executive Director does not agree to the transfer, the application will be reviewed by the review panel as described in this agreement.

6. Upon agreement of both MSU and MAPS, the application will be forwarded to the University to have the full MSU fees (all fees that would be paid by a student taking 18 units) added to the applicant’s fees and the issuance of a full-time sticker to the applicant. The MSU will be responsible for recording the applicant’s information for MSU elections, Health and Dental plan and other such internal administrative needs of the MSU.

7. The membership application cannot be withdrawn once it is forwarded to the University for action.

TRANSFER OF MEMBERSHIP FROM MSU TO MAPS

8. The following students can apply to remain members of MAPS instead of joining the MSU according to the terms laid out in the agreement: students taking 18 units in an undergraduate degree program who were members of MAPS in the proceeding regular fall/winter session and students taking 21 units in an undergraduate degree program who upon completion of 21 units will complete their undergraduate degree at the end of the regular fall/winter session that the application is filed in, and who were members of MAPS in a proceeding regular fall/winter session.

9. By default, the students described in section 8 will be MSU members.

10. A student who qualifies under section 8 must apply to MAPS at least one week prior to the drop/add cut-off deadline of the University at the beginning of the regular fall/winter session.

11. The application will be a form and will include the reasons why the student is better served in being represented as a part-time student by MAPS instead of a full-time student by MSU.

12. If the applicant is living in residence their application shall be turned down.

13. The MAPS Executive Director does have the right to turn down an application. Such refusal shall be subject to an appeal if the applicant does appeal by the review panel defined in this agreement.

14. The MAPS Executive Director shall meet with the MSU President to request that the MSU agree to transfer the student. If the MSU does not agree to the transfer, the application will be reviewed by the review panel as described in this document.

15. Upon the approval of the application, MAPS will forward the application to the University for necessary administrative adjustments.

16. If the applicant is approved at 18 units, the applicant may not increase their course load without taking membership in the MSU.

17. The applicant is responsible for informs Student Financial Aid and Awards of their change of mandatory fees.

REVIEW PANEL

18. In the case of a disagreement in regards to an application for transfer between MAPS and the MSU, the application shall be taken to a review panel.

19. The panel shall consist of the following membership:a. A representative of MAPS other than the MAPS Executive Directorb. A representative of MSU other than the MSU Presidentc. A representative of McMaster University Student Affairs

20. The panel shall review the application and decide based upon the spirit of this agreement (which is to make sure students are represented by the Student Organization that best fits their circumstance) which organization the student is better suited to membership in.

21. The ruling of the panel shall be binding on all parties involved.

22. The receiving Student Organization shall administer the application in the same manner as described previously in this agreement.

EXPIRY OF AGREEMENT

23. This agreement will expire at the end of each regular fall/winter session unless renewed by a majority vote of the governing bodies of the respective Student Organizations in the second month prior to the end of the regular fall/winter session.

ENABLING OF AGREEMENT

24. This agreement comes into effect for the 2006/2007 regular fall/winter session upon ratification by the governing bodies of the respective Student Organizations.

rd

Hello! It seems that it has been a while since the MSU and MAPS had any considerable and substantial discourse at the Board level, so we'd like to take this opportunity to introduce ourselves and comment on some of the projects that we're hoping to accomplish this year.

One of the major points of focus of the 2012-13 MSU Board of Directors is a review of our outstanding agreem ents with other campus partners. Recently, it has come to our attention that some of the agreem ents between the MSU and MAPS may not accurately reflect the character of the current climate on campus. Given the changing nature of the dem ographic of students and the size of the student body on campus during the sum m er it is becoming increasingly important to provide services throughout the year, rather than focussing on the traditional academ ic year as the MSU has done in the past.

Historically, MAPS has been given the mandate to collect fees from and provide services for part-time students enrolled during the summer, as these students tended to be members of MAPS through the year and had different needs than a typical MSU member. Today, with reports of there being almost 11,000 students on campus during the summer, and with increased pressures on MSU services during the summer, it is becoming more important to ensure that there is a sustainable and equitable way of providing these services to students. With that in mind, we would like to invite you to join with us in reviewing the M SU-M APS Memorandum of Agreem ent (August 17, 1979) and the Fees Agreement (February 14, 1986) to ensure that these documents are up-to-date and reflect best practices and proper stewardship of student fees.

Sincerely yours,

To the Board of Directors of the McMaster Association of Part-Time Students,

The MSU Board of Directors

McMaster Students Union, McMaster University, 1280 Main St. W., MUSC Room 201, Hamilton, ON, L8S 4S4 P: 905.525.9140 X22003 F: 905.529.3208 | www.msumcmaster.ca

THIS AGREEM ENT made this day of , 2013.

BETWEEN

M cM aster Students Union Incorporated (hereinafter referred to as MSU)

AND

McM aster Association of Part-Time Students (hereinafter referred to as MAPS)

W HEREAS the MSU is the organization officially recognized by McM aster University as representative of

full-tim e undergraduate students;

AND W HEREAS MAPS is the organization officially recognized by McM aster University as representative

of part-time undergraduate students;

AND W HEREAS an agreement is required to define the membership of MSU and MAPS for the purposes

of collecting fees;

NOW THEREFORE the MSU and MAPS hereto covenant and agree to replace the AGREEM ENT of

February 14, 1986 with the following:

DRAFT - For Discussion Purposes Only -

DEFINITION OF A PART-TIME STUDENT

1. For purposes of this agreem ent a part-time student is defined as a student who is registered in

less than eighteen (18) units of undergraduate degree courses or programs of undergraduate

degree courses or programs in any one academ ic year, or is enrolled in a certificate course or

courses at McMaster University. A part-time student is a member of the MAPS organization and

m em bership fees will be collected for that organization.

DEFINITION OF A FULL-TIME STUDENT

2. Every undergraduate student taking eighteen (18) units or more during the fall and winter

sessions (i.e. in courses beginning in September, January, or February) is a member of the MSU

until the next academic year and fees will be collected for that organization.

DRAFT - For Discussion Purposes Only -

DRAFT - For Discussion Purposes Only -

ALLOCATION OF SUM M ER FEES

3. Fees paid by students enrolled in the sum m er session (i.e those beginning in April, May or June)

will be collected and turned over to MAPS. However, if during the immediately previous winter

session the student was a mem ber of the MSU, the student does not need to pay student

association m embership fees for the courses taken during in the summer.

M cMASTER STUDENTS UNION M cM ASTER ASSOCIATION OF PART-TIME

STUDENTS

X___Siobhan Stewart President

X_______David CampbellVice-President (Administration)

From: Andrew Smith [mailto:andrew.smith.maps@gmail.com]Sent: March-18-13 9:41 AM To: John McGowanCc: 'Phil Wood'; President - Siobhan Stewart; 'Academic, Provost & VP'; Jessie Bauman - Administrative Assistant; VP Finance - Jeff Wyngaarden; 'Wilkinson, David S'; emily.cerantola.MAPS@gmail.com; jeannie.an.MAPS@gmail.com; jackie.arlen.maps@gmail.com; 'Michelle Macfarlane'; 'John Liauba'; 'Alamin Berhanu'Subject: RE: Student Union Representation

Hello JohnThank you for your words of welcome.We are all looking forward to meeting with MSU and all the other various entities at M cM aster in the near future.

In the spirit of working towards a mutual understanding, let us try and respond to your concerns.

Your second concern seems to be with the existing funding structure regarding McM aster summer students. You have included in your email trail an attached draft docum ent that appears to alter the funding received by MAPS. We presently have not even had a chance to read the existing 1986 agreement. We are also aware that MAPS has ongoing financial agreem ents and comm itm ents (such as comm itm ents of funds to M cM aster University capital projects) that were entered into assuming the existing funding model. We as a Board need to ascertain a full and complete picture of our present and future financial obligations. Any change to this model will need to be thoroughly examined before we can enter into any meaningful negotiations. Your concerns and some of the issued raised will be discussed in one of our forthcom ing board meeting and the consensus reached will be communicated to you.

We hope this comm unication helps put our situation in a more understandable perspective.Regard

AndrewJeannie

JackieEmilyAlaminJohnMichelle

From: John McGowan rmailto:bmar@msu.admin.mcmaster.ca1 Sent: March-11-13 5:06 PMTo: andrew.smith.MAPS@amail.com: emilv.cerantola.MAPS@amail.com: ieannie.an.MAPS@amail.com: jackie.arlen.MAPS@amail.comCc: Phil Wood; President - Siobhan Stewart; Academic, Provost & VP; Jessie Bauman - Administrative Assistant; VP Finance - Jeff Wynaaarden; Wilkinson, David S Subject: RE: Student Union Representation

Good Afternoon Andrew, Emily, Jeannie and Jackie,

Congratulations on your new roles with the Part-time Student Association at McMaster. I have had only the pleasure of meeting Jeannie at the MUSC Board of M anagem ent am looking forward to working with others in the coming months. If there is anything I assist with, please do not hesitate to ask.

I do need to raise a matter that the MSU has not been able to feedback on for an extended period of time. It is in regards to the treatm ent of undergraduate student fees in the summer. There is an agreem ent dated February 14th 1986 outlining the parameters for the MSU and MAPS to represent undergraduates at McMaster. There are items in that agreem ent we would like to revisit. A draft of proposed is attached and has been circulated with previous leadership with minimal response.

The MSU does have concerns regarding the allocation and collection of sum m er fees for undergraduate students. The first matter that needs to be addressed is the marketing of one's ability to transfer organizations for the summer. W e are not aware of any system in place since the inception of this agreement. As the number of students have grown greatly since 1986, we do feel sum m er student representation needs to be revisited and at a minimum a robust effort needs to be made by both student unions and the University to make students aware of their ability to switch.

The other matter is the issue students of being charged twice for services received. One example we see is the Athletics & Recreation fee. Our understanding is MSU members pay $110.70 during the fall and spring session for 12 months of membership. If that same student then takes a sum m er course, they would be deemed a MAPS member, causing them to pay an additional $4.92 per unit.

Our goal is to amend the MAPS / MSU agreement Section 3- Allocation of Summer Fees, and/or develop a method of transferring this year. Also, it would be to meet with MAPS and University representatives to review the fees MSU members pay in the sum m er session. We have cc'd University representatives as to make them aware of potential changes that would be forthcom ing and to solicit input on summer sessions fees for services they oversee.

W ould you be able to designate a representative(s) to meet with representatives of the MSU and the University to discuss next steps? The University has advised Dr. Wood would be their representative

and we have been waiting for MAPS to respond. Once I have been advised, I will ask Jess to co-ordinate a tim e to meet.

Best Regards,

John

From: John McGowanSent: February-04-13 10:44 AMTo: 'Wilkinson, David S'; 'jhunt@mcmaster.ca'Cc: 'Phil Wood'; President - Siobhan Stewart; 'Academic, Provost & VP'; Jessie Bauman - Administrative Assistant; VP Finance - Jeff Wyngaarden Subject: RE: Student Union Representation

Good Morning Jeanette and Mr. W ilkinson,

Please find attached a draft of an amended agreement between the MSU and MAPS. This is a result of reviewing the sum m er fee issue and reviewing different alternatives for the treatm ent of MSU members who take courses during the sum m er months. This does not address the item raised regarding the A&R sum m er fee. We look forward to meeting with representatives of both MAPS and the University in the near future to obtain feedback on both items.

We do recognize this may take time to coordinate and the MSU will send out a follow up meeting request during the week of February 18th. If you have questions or would like to discuss this further before that time, please do not hesitate m yself and/or representatives of the MSU Board of Directors.

Best Regards,

John

John McGowan - General Manager McMaster Students Union (ph) 905-525-9140 ext 24111- (f) 905-529-3208 bmgr@msu. mcmaster.ca

^ The MSU Main Office is a plastic bottle free zone.

From: John McGowanSent: January-15-13 1:57 PMTo: Jessie Bauman - Administrative AssistantCc: Phil Wood; Minniti, Sam (minnits); President - Siobhan Stewart; ihunt@mcmaster.ca: Academic, Provost & VP; Wilkinson, David S Subject: RE: Student Union Representation

Thanks for the update and your efforts Jess. Please release the tim es that are on hold and advise Eva to do the same.

I will work with the MSU leadership to put forward a memo and proposal regarding the items we wish to discuss with University and MAPS representatives. Once that is circulated, I would like to attempt to find a meeting time again.

John

John McGowan - General Manager McMaster Students Union (ph) 905-525-9140 ext 24111- (f) 905-529-3208 bmgr@msu. mcmaster.ca

The MSU Main Office is a plastic bottle free zone.

From: Jessie Bauman - Administrative Assistant Sent: January-14-13 4:23 PM To: John McGowanCc: Phil Wood; Minniti, Sam (minnits); President - Siobhan Stewart; jhunt@mcmaster.ca: Academic, Provost & VP; Wilkinson, David S Subject: RE: Student Union Representation

Hi John,

As per your request, I have tried to coordinate a meeting that would include Dr. W ood, MAPS, and MSU representatives.

Unfortunately, I have been unable to schedule a meeting, as the MAPS representatives have been unresponsive. The current proposed tim es are Monday, January 21 from 1030am-noon or Friday, January 25 from 1030am-noon.

Please advise the next steps.

Best,

J*ss Baumanj-W'miatitrai ft r .-fjuAtmV

P; 303 525 9140 K26255 £'.■ a s i * A $ n i r -i. iTi * . i . me m a t * * r < a

McM aster SluGcmts Union M cM asfter U n u a rs l ty 1290 Ma-rt S< W M U K R e a m 2 0 1 h i?m l Iron, OH. I RE. w w w .m iu m crn a a to r.cn

MSU

Original Message

From: Jessie Bauman - Administrative AssistantSent: January-11-13 3:52 PMTo: 'minnits@mcmaster.ca'; 'Jeanette Hunter'Subject: RE: Student Union Representation Importance: Hiah

Good afternoon Sam and Jeanette,

I am following up with you both again regarding my meeting request from Monday, January 7, 2013. I have not heard back from either of you.

I do hope you both can understand the MSU's insistence on a meeting between MAPS, the University, and the MSU. As outlined in a previous email from our General Manager, John (dated December 14, 2012), the MSU expressed concerns regarding the allocation and collection of sum m er fees for undergraduate students, and requested a meeting to discuss promoting the ability for students to transfer organizations during the summer. Additionally, the MSU would like to look at the issue of students being charged twice for services received. One example that was mentioned was the Athletic & Recreation fee.

The tim es suggested to meet with the MSU and Dr. Wood are on Monday, January 21 between 10:30am-noon or Friday, January 25 between 10:30am-noon.

Thank you in advance for your tim e and prompt attention to addressing this matter.

Best,

J*?* Baumaniil iir iM tfn x f ft r /fjufrrmV

P. 3Q3 525 9140 K26255 f 1.- a s i * : i . m s m a s :c r

McM aster 51u den ts Union Mc Hs m w U n iv e rs ity 1260 M* ri &!. W MUSC Room 201 HamitoQiv OH, laf l£ 4 5^ ww w .m ju rncrnsstor.ea

Original Message-----

Good afternoon Sam & Jeanette,

I am following up regarding my meeting request from the beginning of the week, as I have not heard back for either of you.

The tim es suggested to meet with the MSU and Dr. Wood are on Monday, January 21 between 10:30am-noon or Friday, January 25 between 10:30am-noon.

MSU

Thank you for your attention to this matter.

Best,Jess

MSU

J*** B au m anA d m M ltn U ft Y A o tf l iw i

P. M S 525 9140 K2S255F:. a a i m i r a m i . i . ma ma s **r -; js

McM aster S-tutionts Union M cM aster U fw a r il ty 1260 WMU EC Rd d ik 201 Hamitsaiv OW, l3f l£ 45-t w w w .in iu rncrnastor.cB

Original Message-----

From: Jessie Bauman - Administrative AssistantSent: January-07-13 12:04 PMTo: 'minnits@mcmaster.ca'; 'Jeanette Hunter'Subject: RE: Student Union Representation

Good afternoon Sam & Jeanette,

As per the email correspondence below, I am looking to set up a meeting between MAPS, the MSU, and Dr. Wood.

Currently, the best suggested by Dr. W ood's office are from 10:30am-12pm on Monday, January 21 and 10:30am-12pm on Friday, January 25. Please advise if one of these dates works for you.

Best,

J*ss BaumanM rrM U fra / ft r .-fufouvft

P DC£ B2S 9140 *26255h. 35 S.:A::iTi i r a 1T1 i.. I. ffti: ft w 5 T*f <AM cH astor S tudents Union M cM aster U rw o rs lty 1260 Ms-n W MUSC Room 201 K am i tra it OH. i.flS 45-*. w w w .m iu rncrn sstD r.ea

Number of Summer Session Undergraduate Students Headcount by Units taken 2009/10-2012/13

UNITS RANGE / HEADCOUNT Summer2010

Summer2011

Summer2012

UNIT<18 6492 6597 6720UNIT>=18 8 7 18

Grand Total 6500 6604 6738

Note 1: Headcount enrolment is as reported to MTCU of each year.Note 2: Summer Session Student Units includes Spring/Summer as reported to MTCU on each count date.Note 3: Divinity, School of Medicine, Midwifery, Interns & Residents, Collaborative Nursing and Physician assistant are excluded.

Note 4: Headcount excludes students on co-op work term.

Source: Student Records database.PREPARED BY THE OFFICE OF INSTITUTIONAL RESEARCH AND ANALYSIS

Question: How many students who were taking 18 or more units from previous regular session, and take less than 18 units in the following summer?

Headcount (units>=18) from previous Regular Session by Units taken in the following summer(included only sum m er session students who were taking 18 or more units in the imm ediately preceding fall-w inter academ ic session)

UNITS RANGE / HEADCOUNT Summer2010

Summer2011

Summer2012

UNIT<18 5654 5750 5904UNIT>=18 6 7 18

NO UNITS TAKEN 13583 13713 13959Total students who were taking 18 or more units in previous Regular Session 19243 19470 19881

Note 1: Headcount enrolment is as reported to MTCU of each year.Note 2: Summer Session Student Units includes Spring/Summer as reported to MTCU on each count date.Note 3: Divinity, School of Medicine, Midwifery, Interns & Residents, Collaborative Nursing and Physician assistant are excluded. Note 4: Headcount excludes students on co-op work term.

Source: Student Records database.PREPARED BY THE OFFICE OF INSTITUTIONAL RESEARCH AND ANALYSIS

9/16/13 McMaster University > McMaster Association of Part-Time Students > MAPS Home

MAPS

Welcome to MAPS, the McMaster Association of Part-Time Students

N ew on the M A PS site :

M APS is pleased to announce the launch o f its Facebook page. Using Facebook provides M APS with additional capacity to communicate to our members and to do so in that is best suited to each member's requirements. M APS will continue to operate this site while we evaluate the merits of both portals. Please check our Facebook page at:

nhttps://www.facebook.com/Mcmasterparttimestudents

By-laws, minutes, audited financial statements are being prepared to be posted on the documents page.

The M cM a ste r A ssoc ia tion o f P art-T im e Students (M A PS) was established in 1979 to represent the interests of undergraduate part-time degree students and certificate/diploma students. All degree students enrolled in 17 or few er units and all CCE students (regardless o f course load) are members of MAPS.

Juggling home, work and school requires a great deal o f organization and support, and it was in response to these particular needs that M APS was first established. Our logo of three connecting chevrons is a stylistic conception o f the interaction between those three major components of a part­time student's life.

What does MAPS do?

Recent Releases:

2012 Audited Financial Statements

M APS Appoints New Director: Kyle Johansen

Update from M APS

Relevant Links:

■ Part-Time Degree Studies Online Application Next start Spring/Summer 2013.

■ Centre for Continuing Education Diploma/Certificate Programs & Courses

■ Registrar's Office Course Calendar Course Timetable SOLAR - Registration Tuition and Supplementary Fees MUGSI - Grade Reports. Degree Audit Exam Timetable

■ Faculty Offices School o f Bus ines s Faculty of Humanities Faculty of Social Sciences Faculty of Science Faculty of Engineering Faculty of Health Sciences

■ Libraries

■ Ombuds Office

www.mcmaster.ca/maps/ 1/2

9/16/13 McMaster University > McMaster Association of Part-Time Students > MAPS Home

■ Represents the needs and concerns of part-time students within various academic and administrative committees.

■ Online Academic Resources

■ Lobbies for increased course availability and accessibility■ Student Affairs Departments

Student Wellness Centre

■ Lobbies for extended services that include longer library, bookstore and cafeteria hours.

Student Success CentreStudent Financial Aid & ScholarshipsStudent Accesibilitv Services

■ Provides an office in the M cM aster University Student Centre, Room 234, that stays open until 8:30 pm Monday to Thursday to accommodate evening students, where students can register for courses on SOLAR, and access

■ Other Student Governments M cM aster Students Union Graduate Students Association

personal academic and financial information on MUGSI ■ M cM aster Alumni Association

■ Provides one-on-one training for SOLAR and MUGSI

■ Publishes a handbook that guides you through theUniversity maze.

■ Provides three computers in the office for part-time student use

■ Counsels students regarding university procedures andcourse availability.

■ Provides bursaries to part-time students, recognizing thefinancial constraints they have

■ Celebrates the academic achievements and communityparticipation of part-time students with the M APS GoldMedal, the Centennial Awards and Martin W. JohnsAward. These awards, along with other university awardsfor part-time students, are presented a t the M APS annualawards dinner in late November.

www.mcmaster.ca/maps/ 2/2