UNIVERSITY OF VICTORIA GRADUATE STUDENTS SOCIETY TASKS ASSIGNED AT THE MEETING

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1 UNIVERSITY OF VICTORIA GRADUATE STUDENTS SOCIETY Executive Board meeting minutes April 30, 2015 Present: Katrina FLANDERS (Chair), Elissa WHITTINGTON (Director of Student Affairs), Amanda McLAUGHLIN (Director of Communications), Hilary CULLEN (Director of Services), Stacy CHAPPEL (Executive Director). The meeting was called to order at 1:37 pm with FLANDERS in the chair. FLANDERS noted that CULLEN sent notice she would arrive late due to scheduling conflicts. TASKS ASSIGNED AT THE MEETING TASK: CHAPPEL will submit Health and Dental renewal contract for review and consideration at next meeting. TASK: CHAPPEL and WHITTINGTON will talk to the Ombudsperson about handling appeals records. TASK: Executive Board members will complete Boards that Work course prior to the Executive Board retreat. TASK: WHITTINGTON and CHAPPEL to investigate options for supporting Libyan students. TASK: CHAPPEL to send a call for committee participation for the Sexualized Violence Awareness Committee. TASK: CHAPPEL to obtain an update about the UBC AMS referendum for the next meeting. TASK: The issue of referenda for University buildings as precedent will be added to the retreat agenda. TASK: CHAPPEL to circulate a doodle poll for arranging signing authority updates. STANDING ITEMS The agenda was approved by consent. AGENDA MINUTES The minutes for April 9, 2015 were approved with corrections by consent. BUSINESS ARISING FROM THE MINUTES FLANDERS reported the retreat agenda team has met twice and is nearly finished CHAPPEL reported the GRC meeting notice for the June meeting has been sent and election ad text submitted and all the notices are coming together. GSS Executive Board minutes April 30, 2015 Page 1 of 5

2 CULLEN contacted AVP regarding participation in the Sexual Violence Committee, but CHAPPEL has not yet sent the call for representatives. CHAPPEL wrote the app development company to politely decline McLAUGHLIN reported she and CULLEN met and finalized the retreat menu. INTERNAL BUSINESS HEALTH AND DENTAL PLAN RENEWAL UPDATE CHAPPEL gave an update on the health and dental plan renewal progress. TASK: CHAPPEL will submit Health and Dental renewal contract for review and consideration at next meeting. ARCHIVING PROCESS FLANDERS noted archive process outlined in Appendix 3. FLANDERS noted that it is easiest to prepare GRC reports information each month so it is ready for submission with minimal work, and the guide should also help keep inboxes under control. WHITTINGTON said the biggest concern is that right now much of the inbox is from the previous member and she isn t sure how to handle them, especially when it comes to student appeals and support cases. CHAPPEL said we want to have a system to collect data, and a date by which materials are archived or shredded. She has been through archive policy for the BC government, but consult with similar offices might help clarify specifics of best practice. TASK: CHAPPEL and WHITTINGTON will talk to the Ombudsperson about handling appeals records. BOARDS AT WORK COURSE FLANDERS noted the information for logging into the course has been circulated. She asked that board members complete the course before the retreat in order that we are best prepared for the strategic planning process. TASK: Executive Board members will complete Boards that Work course prior to the Executive Board retreat. EXECUTIVE RETREAT AGENDA UPDATE FLANDERS outlined the plan for the retreat. She said data for our discussion will come from the staff retreat and interviews, discussion with the Dean of Graduate Studies, and our own experience. She is also sending a survey to GRC members. WHITTINGTON said the plan is to provide a background briefing prior to the retreat. GSS Executive Board minutes April 30, 2015 Page 2 of 5

3 McLAUGHLIN reported the menu is complete and gave a summary of the meals planned. CHAPPEL reported the co-op van is booked. LUNCH WITH THE DEAN Lunch with the Dean of Graduate Studies has been booked for May 14, 2015, 11:30 1:30, in the Grad House. [CULLEN ARRIVED] EXTERNAL BUSINESS LIBYAN STUDENTS FUNDING CHAPPEL reported that international students from Libya typically have state funding to cover tuition, living expenses, and health insurance through a group plan the Libyan government set up. Libya is in crisis, as we can see in the news, and has just cancelled all this funding with only one month notice. CHAPPEL contacted the UVIC International Office and information on opting back in to the GSS Health and Dental plan will be circulated along with other UVIC information about services available. CHAPPEL reports that there are 9 affected students at UVIC, and 8 are graduate students. She asked what the GSS could do to support these students and suggested there might be support available from the community. TASK: WHITTINGTON and CHAPPEL to investigate options for supporting Libyan students. SEXUALIZED VIOLENCE AWARENESS COMMITTEE WHITTINGTON reported she attended the first meeting and the training on consent. The committee organizes informational events around consent and sexualized violence. The committee is hoping the GSS will elect a committee member who will be able to coordinate the graduate student portion of the campaign during the fall. The committee member would need to be able to work on the project over the summer and in the early fall. TASK: CHAPPEL to send a call for committee participation for the Sexualized Violence Awareness Committee. UBC AMS REFRENDUM FOR A UNIVERSITY CAPITAL PROJECT CHAPPEL gave a summary of a recent vote at UBC regarding funding a university-owned building through a student fee referendum. She said she is concerned that universities are increasingly seeking student society support to run fee referenda to support capital projects. Capital funding has been dramatically reduced in BC over the past 7 years according to the Campus update she and FLANDERS attended. CHAPPEL also noted the Society Act stipulates that a society s purposes dictate the projects for which their finances can be used. It is an odd practice for a society to initiate mandatory fees for GSS Executive Board minutes April 30, 2015 Page 3 of 5

4 projects that are beyond their purposes and control. Additionally, there is some concern that university staff were leading the referenda, which is certainly questionable. TASK: CHAPPEL to obtain an update about the UBC AMS referendum for the next meeting. TASK: The issue of referenda for University buildings as precedent will be added to the retreat agenda. EXECUTIVE REPORTS Director of Communications: McLAUGHLIN reported she met with CHAPPEL regarding the handbook. Looking at adding more information about adding funding workshop dates and improving information. Director of Services: CULLEN reported she worked on the retreat menu with McLAUGHLIN. She met with CHAPPEL regarding her role. A meeting with Janelle about orientation was cancelled due to illness, but she and CHAPPEL met about orientation. We discussed co-sponsoring an event. Chair: FLANDERS reported she attended the campus update meeting. Key points were decrease in funding for capital updates and maintenance. There was also an update on our ability to provide needed space, using an assessment tool designed by BC government. Office space (incl for grad students) was at 86% of standard needed. Humanities dean search met. Met Elissa and Stacy regarding the retreat agenda. Attended a Faculty of Graduate Studies meeting, where they passed the new stream of MA in Public History (HIST, HINA, CONTINUING STUDIES) and will now go to Senate for final approval. Meeting of Extended Defence Deadline they are bringing a new policy in January 2016 (goal) which will allow students an extra thirty days to defend with a reduction of fees ($250 plus ancillary fees). They will need to address questions about the bus pass fee, for example. McLAUGHLIN noted that a pro-rated tuition was initially also supposed to assist with the extra workload created by the end of term deadline. This partial solution won t address that concern. Director of Student Affairs: WHITTINGTON reported she met with the Retreat Agenda Committee. She and CHAPPEL also attended Integrated Learning and Teaching Management Committee (which supports distance learners in HSD). HSD has developed a check lists for syllabi to ensure clarity around expectations. She attended the Sexualized Violence Awareness Committee meeting. The rest of her time has been spent learning about the role of Director of Student Affairs, reviewing and past notes. Executive Director: CHAPPEL reported she had facilitated and attended the staff retreat and conducted staff annual reviews. She worked with the retreat agenda planning committee and met with CULLEN and McLAUGHLIN for orientation. TASK: CHAPPEL to circulate a doodle poll for arranging signing authority updates. Items for the next meeting: NOTICES OF MOTION - Discussion of lunch with the dean GSS Executive Board minutes April 30, 2015 Page 4 of 5

5 - Health and dental plan contract - Chancellors reception and convocation - Golf fundraiser invitation NEXT MEETING The next meeting of the Executive Board is May 7, 2015, 1:30 pm. The meeting adjourned at 3:15 pm. ADJOURNMENT Approved, Chair Approved, Executive Director GSS Executive Board minutes April 30, 2015 Page 5 of 5

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