The Students’ Representative Council
Le Conseil Représentatif des Étudiants
Students’ Union of St. Thomas University, Inc.
Regular Meeting of the 39th SRC
Meeting Minutes from November 8th, 2012
Holy Cross House 5
11th
Attendance Record
Position
Name
Present
President
Vice President Administration
Vice President Education
Vice President Student Life
(Interim)
Harrington Hall Representative
Vanier Hall Representative
Holy Cross House Representative
Chatham Hall Representative
Rigby Hall Representative
Off-Campus Representative
Off-Campus Representative
Off-Campus Representative
Off-Campus Representative
Off-Campus Representative
Student Senator
Student Senator
BOG Representative
BOG Representative
Grad Class President
First Year Liaison
Member at Large Representative
Member at Large Representative
Member at Large Representative
John Hoben
Fin MacKay-Boyce
Alex Driscoll
Henri Thibeau
X
X
X
X
Andrew Smith
Renee Comeau
Alex Carleton
Mathieu Carrier
Sebastian Bustamante
Justin Brown
Sam Titus
Emily Sheen
James Rouse
Rodrigo Flores
Dave Jennings
Peter Johnson
Bliss White
Liz Murphy
Brittany Arsenault
Woody Brown
Jon Munn
Luke Robertson
Henri Thibeau
X
X
X
X
X
X
X
Regrets
Absent
X
X
X
X
X
X
X
X
X
X
X
X
Staff Present: Ryan Smith, and Lindsay McLellan.
Call to Order and Quorum Call
The chair called the meeting to order at 5:31 pm, 11 voting members are present, and quorum has been
met. Mr.
1. Approval of Agenda
The agenda was presented to Counsel. Mr. Creamer has a report.
It was moved by Mr. MacKay Boyce
That the agenda for 12th SRC meeting to be approved by council
Seconded by Mr. Hoben
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Motion passed unanimously.
The agenda was approved.
2. Approval of Minutes
It was moved by Mr. Driscoll
That the minutes of 11th meeting of the SRC meeting be tabled until next week
Seconded by Ms. Thibeau
Motion passed unanimously
3. Business Arising from the Minutes
There was no old business arising from the minutes.
4. Executive Reports
4.1) President John Hoben
Mr. Hoben has much to talk about in the New Business section of tonight’s meeting. Mr. Hoben’s
Concert Committee report is officially finished.
There was a policy committee meeting for CASA. Mr. Hoben and Mr. Driscoll will be working with Mount
Allison on a mental health policy.
Additionally, Mr. Hoben has drafted four new Ad Hoc Committees:
1)
2)
3)
4)
Review the Emergency Bursaries Program
Accumulated Surplus
Online Voting
Staffing Structure
This Sunday, Mr. Driscoll and Mr. Hoben are leaving to attend a lobbying conference in Ottawa, Ontario.
4.2) Vice-President Administration Fin MacKay-Boyce
The university released the final number of students at STU. They were 99 students below the expected
number for this year. Therefore, the budget went from a projected surplus to a deficit of $7,716.60. Mr.
MacKay-Boyce is going to look at different ways to see how that deficit can be met. However many
things were already merged, cut down, or cut out this summer. Yes, superfluous changes could be
made, but it would just come down to penny-pinching. This deficit is one of the reasons why a couple of
new Ad Hoc committees are being proposed tonight.
The first Finance Committee meeting and Governance Committee meeting were held. There were a
couple of applications for the Finance Committee, some of which have to be postponed till the next
meeting. One application did not have a specific dollar amount, so it was moved to next week. The other
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postponement was due to a shortage of time. There were no applications for the Governance
Committee. Mr. MacKay-Boyce sent out a doodle poll concerning the times that the meetings can be
held at next week. If anyone cannot make any of the times, please talk to Mr. MacKay-Boyce.
There is an Open House this weekend at STU. The university, not Mr. MacKay-Boyce, planned this.
Mr. MacKay-Boyce has also been working on the Club and Societies portfolio.
Mr. Hoben- The budget was increased this year due to the increase in student fees that was
implemented by last year’s SRC. The present deficit goes to show that merely increasing fees is not good
enough. This is part of the reason why the new Ad Hoc committees are being struck tonight.
4.3) Vice-President Education Alex Driscoll
Mr. Driscoll will be attending the Annual CASA National Lobbying Conference in Ottawa, from the 19th to
the 23rd of November.
Mr. Driscoll has harassment pamphlets to distribute if anyone wants to take them back to residences or
the off campus lounge.
Mr. Hoben and Mr. Driscoll have been in discussion these past weeks about an advocacy policy.
However, Mr. Driscoll wants to speak with the new VPSL and Kyla Tanner before he solidifies any type of
policy documentation.
Mr. Driscoll ordered supplies to make buttons, which has arrived. Mr. Driscoll has made several Student
Union pins for the help desk. It was also recommended that “I Voted” pins be distributed at the next
election to encourage voting.
Mr. Driscoll has been doing research regarding publically funded, maritime universities.
Mr. Carleton- Mr. Carleton inquires as to when the advocacy policy will be up for discussion?
Mr. Driscoll- It will be up for discussion after the VPSL is elected and everything can be finalized.
Mr. Thibeau- The buttons at the help desk are all out.
Mr. Driscoll- The buttons were very cheap. Mr. Driscoll ordered a thousand for under a hundred dollars.
The SU could use the button machine as a way to pay for itself by getting candidates to buy election
buttons.
4.4) Vice-President Student Life Henri Thibeau
It is Mr. Thibeau’s last week as interim VPSL. The Trick or Eat report will be finished soon, as Mr. Thibeau
has finished his portion and is just waiting for Ben Lord’s. Mr. Thibeau is moving ahead with the
comment box. Mr. MacKay Boyce has directed Mr. Thibeau towards a student with carpentry skills for
the box. Mr. Thibeau has joined the Ad Hoc committee regarding food services. This committee will be
meeting at the end of the month.
5. Representative Reports
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5.1) Off Campus James Rouse
Mr. Rouse talked to Mr. House today to see how he and Mr. House could work together on housing
problems. Presently, there are a lot of students with student housing issues. For example, one student is
suing his landlord and will be going to court over it. Mr. Rouse wants to make a pamphlet for students
that show their housing rights, and where they can go to for help. Pamphlets similar to this were very
popular. However, due to money issues these pamphlets are no longer in print. This is why Mr. Rouse
would like to make new ones. Any assistance in this endeavour would be greatly appreciated. Mr. Rouse
would like to make a Facebook group for student housing. Students could voice their complaints and
obtain information on where to get help, or how to deal with their situation, in this medium.
6. New Business
6.1) Concert Committee Report John Hoben
The report is seven pages long, so Mr. Hoben will just briefly overview the report to council. Section one
is the introduction, which outlines the committee decision to hold a concert. Section two overviews the
steps that were taken this summer, and the structure of the committee. Section three outliens the early
stages of planning. Section four covers the agency that the committee chose and worked with. It also
explains the band selection. Section five talks about the launch of the show. Section six outlines the day
of the show. Section seven is the post-production of the concert. Section eight outlines the costs and
revenues for the concert. Section nine is the conclusion and section ten outlines twenty
recommendations to future concert committees. A time line of how the event should be planned is
included. This is because this concert committee had a big problem with time constraints. This
committee advocates for early meetings in May 2013. The committee also recommends that the
opening band is one from the STU community. The report is a long read, but Mr. Hoben strongly urges
every member of council to read it.
Mr. MacKay Boyce brings to the attention of Mr. Hoben that two sections are both mistakenly
numbered four.
Mr. Carleton: Mr. Carleton would like to know what percentages of tickets were sold online versus in
person?
Mr. Hoben: There were around 200 tickets sold online and close to 600 tickets sold in person.
6.2) Striking the 4 Ad Hoc Committees John Hoben
Mr. Hoben moves that
Council has a ten-minute recess so that everyone can read over the Ad Hoc committees
Seconded by Mr. MacKay Boyce
Motion passed unanimously
*Each Ad Hoc Committee structure is attached at the end of the minutes
Ad Hoc Committee to Review the Emergency Bursary Program:
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Whereas the Emergency Bursary Program is the largest single expense of any STUSU Service
Whereas the committee contains only two elected representatives and has a closed membership
Whereas all deliberations of the committee are confidential and lacks a check on its power
Whereas Emergency Bursaries have been a topic of significant discussion within the Union
Be it resolved that the Student’s Representative Council Strike an ad hoc committee entitled the “Committee to
Review the Emergency Bursaries Program”
Mr. MacKay Boyce: Mr. MacKay Boyce advocates for this Ad Hoc Committee as he believes it is really
important.
Hoben: The Ad Hoc Committee is not cutting or adding to the EBs, it is simply to review the program.
Seconded by Mr. Robertson
Motion passed unanimously
Nominations:
Mr. Robertson nominates himself. Mr. Carleton nominates Emily Sheen and Alex Driscoll.
The chair moves that
Emily Sheen, Alex Driscoll and Luke Robertson be appointed to the Ad Hoc Committee to Review the
Emergency Bursary Program
Seconded by Mr. Hoben
Motion passed unanimously
Ad Hoc Committee on the Accumulated Surplus:
Mr. Hoben moves that
Whereas the Students’ Union possesses an extra budgetary fund containing budget surpluses from past
fiscal years
Whereas the Students’ Union lacks a significant source of revenue besides Student fees
Whereas declining enrolment and increasing costs have placed strains on the Budget of the Students’
Union
Whereas the extra budgetary fund has been a significant topic of discussion amongst the membership of
the Union
Be it resolved that the Student’s Representative Council Strike an ad hoc committee entitled the
“Advisory Committee on the Future of the Accumulated Surplus”
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Mr. Carleton- Mr. Carleton would like to know what the current surplus is.
Mr. Hoben- The current accumulated surplus is around 100,000 dollars. A previous SRC looked at
creating a scholarship with the surplus money. However, that fell through
Seconded by Mr. MacKay Boyce
Motion passed unanimously
Nominations:
Mr. Driscoll nominates Alex Carleton. Mr. Hoben nominates Megan Aiken.
The chair moves
To appoint Mr. Carleton and Ms. Aiken to the Accumulated Surplus Ad Hoc Committee
Seconded by Mr. Hoben
Motion passed
Mr. Carleton abstains
Ad Hoc Committee on Online Voting
Whereas the STUSU is currently the only Students Union in the province of New Brunswick not to elect
it’s representatives by online voting
Whereas Online voting provides options for more voting hours and more accessibility
Whereas the SRC reached a strong consensus in favour of online voting at their August 31st meeting
Be it resolved that that the Student’s Representative Council Strike an ad hoc committee entitled the
“Committee on the implementation of Online Voting”
Mr. Driscoll- Mr. Driscoll believes that it is about time that STU implements online voting.
Seconded by Mr. MacKay Boyce
Motion passed unanimously
Nominations:
James Rouse nominates himself, Matt Carrier nominates himself, and Henri Thibeau nominates himself.
As there are only two available spots, Hoben moves
That the council votes by secret ballot
Seconded by Mr. MacKay Boyce
Page | 7
Motion passed unanimously
Mr. Thibeau: One of Mr. Thibeau’s biggest election goals was to create more interest in voting at the
STUSU. This is because there is a mere 10% voter turnout. Online voting seems to be a way to increase
votes. Mr. Thibeau does not know the complete insides and outs of the election process, but he would
like to be a member of the committee regardless.
Mr. Carrier- Mr. Carrier was appalled when he first heard the statistic for voter turnout at STU. Mr.
Carrier believes this Ad Hoc committee is an opportunity to increase voter turnout, as he believes online
voting is the way to do this. Carrier understands how online voting works.
Mr. Rouse- We are in the information age and it is the time to implement technology such as online
voting. Online voting is an obvious choice to go to. The Internet is Mr. Rouse’s thing. He would like to
see a system that is secure and easy. Mr. Rouse would ensure that the system had these two
components.
Chair calls a short recess for the vote
Votes:
James Rouse: 10, Henri Thibeau: 7, Matt Carrier: 4.
One vote spoiled.
Luke Robertson moves that
James Rouse and Henri Thibeau be appointed to the Ad Hoc Committee on Online Voting
Second by Mr. MacKay Boyce
Motion passed
Mr. Rouse and Mr. Thibeau abstain
Ad Hoc Committee on Staffing Structure:
Mr. Hoben moves that
Whereas staffing costs, inclusive of representative honoraria’s, currently represents in excess of 50% of
the budget of the Union
Whereas the cost of staffing continues to increase due to unionization
Whereas the Union currently faces a deficit in its budget despite increasing fees
Whereas the current staffing model faces a serious question of sustainability
Page | 8
Be it resolved that the Student’s Representative Council Strike an ad hoc committee entitled the
“Committee to review roles of employees”
Mr. Creamer- The motion says “…how the roles may be better suited or delegated”, what do you mean
by this?
Mr. Hoben- Simply how the SRC can better delegate its staff.
Chair- This Ad Hoc Committee is pertaining to staff and not elected representatives. Therefore, just for
clarification, does the final decision legally, rest with the SRC?
Mr. Hoben- Yes, it is nonbinding.
Seconded by Mr. Thibeau
Motion passed unanimously
Nominations:
Mr. Hoben nominates Megan Aiken and Peter Johnson
Mr. Driscoll moves that
Ms. Aiken and Mr. Johnson are appointed to the Ad Hoc Committee on Staffing Structure.
Seconded by Mr. Hoben
Motion passed unanimously
6.3 ) Winter Formal John Hoben
The Winter Formal at STU will cost around $4,700.00 dollars. Last year the SRC was able to relinquish
the bulk of that cost by getting back 75% of the money spent from ticket sales.
Mr. Hoven moves that
The SRC allocate $5,000.00 from the Activities line for the Winter Formal
Mr. Carleton- Is the other $5,000.00 left for Spring Formal?
Mr. Hoben- Mr. Hoben is thinking of not having the Spring Formal this year because it is not well
attended.
Seconded by Mr. Driscoll
Motion passed unanimously
6.4) Approval of Committee Appointments Mr. MacKay Boyce
Page | 9
Appointments for the Academic and University Affairs Committee: Mr. Creamer, Mr. Woody Brown, and
Ms. Sheen
Appointments for the Events Committee: Ms. Sheen and Mr. Robertson
Appointments for the Finance Committee: Mr. Titus, Mr. Rouse, Mr. Thibeau, Mr. Carleton, and Mr.
Munn.
Appointments for the Member Relations Committee: Ms. Sheen and Mr. Creamer
Mr. Robertson moves that
All committee appointments be approved
Seconded by Mr. MacKay Boyce
Motion passed unanimously
7. Questions, Announcements and Notices
7.1) Justin Brown Suave Sips and Poker Chips Pre Formal Bash
Mr. Brown and the Student Life Assistant have planned a poker tournament before the Winter Formal.
Two players for each residence and two from off campus will face off in a poker tournament.
9. Adjournment
The meeting agenda had been exhausted and the chair adjourned the meeting at 6:34 pm.
Submission:
Minutes respectfully submitted to the Vice-President Administration on November 22nd, 2012
Lindsay McLellan
hhcwr@stu.ca
STUSU Students Representative Council
* Ad Hoc Committee to Review the Emergency Bursaries Program
Whereas the Emergency Bursary Program is the largest single expense of any STUSU Service
Whereas the committee contains only two elected representatives and has a closed membership
Whereas all deliberations of the committee are confidential and lacks a check on its power
Whereas Emergency Bursaries have been a topic of significant discussion within the Union
Be it resolved that the Student’s Representative Council Strike an ad hoc committee entitled the “Committee to
Review the Emergency Bursaries Program” which shall adhere to the following structure:
i.
The committee shall have the mandate to review and evaluate the structure, results, efficacy, and
criteria of the Emergency Bursaries Program
Page | 10
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
The committee shall have access to all documentation and information available to the emergency
bursaries committee as it currently exists, but shall not have access to those committee meetings.
All deliberations and meetings of the committee shall adhere to the same standard of confidentially
as the Emergency Bursary meeting
The committee may seek statements, testimony, and interviews to aid in their deliberations, not
limited to
a. Current and former members of the Emergency Bursaries Committee
b. All Emergency Bursary Recipients who express interest of their own accord
i. The committee shall not seek, unsolicited, the testimony of any recipient of an
Emergency Bursary. However, they may put out a call for testimony in a public forum.
c. Agents of other Students’ Unions who may or may not have similar program
d. Members of the Union
e. Persons of authority and expertise
The committee shall elect a secretary from its membership to keep a detailed record of deliberations
The committee member shall adhere to the following structure:
a. The Vice-President Student Life, who shall Chair of the Committee
i. The Chair shall only vote in case of a tie
b. The President of Students’ Union Shall be a member of the committee
c. The Student Advocate and General Manager shall be members of the committee
d. The committee shall contain an additional three members of the Union, appointed by the voting
members of the SRC
Quorum for the committee shall be the chair, secretary, and a total of 50+1 of the membership
The committee shall meet a minimum of once weekly, and more often as designated by the Chair or a
50+1 vote of the committee
The Chair shall author a report to be presented to the SRC no later than the March 21 st meeting
making recommendations for the future of the program
a. The report will first be presented to the membership of the committee
b. The report may contain no identifying information without prior and written consent
c. All recommendations of the committee shall be non-binding
Ad Hoc Committee on the Accumulated Surplus
Whereas the Students’ Union possesses an extra budgetary fund containing budget surpluses from past
fiscal years
Whereas the Students’ Union lacks a significant source of revenue besides Student fees
Whereas declining enrolment and increasing costs have placed strains on the Budget of the Students’
Union
Whereas the extra budgetary fund has been a significant topic of discussion amongst the membership of
the Union
Be it resolved that the Student’s Representative Council Strike an ad hoc committee entitled the
“Advisory Committee on the Future of the Accumulated Surplus” which shall adhere to the following
structure:
Page | 11
i.
ii.
iii.
iv.
v.
vi.
vii.
The committee shall have the mandate to explore and make recommendations on possible
futures for the accumulated surplus.
a. The preferred result of this shall be a means to produce a significant income from the
accumulated surplus.
The committee may seek statements, testimony, and interviews to aid in their deliberations,
not limited to
a. Current and former members of the SRC
b. Agents of other Students’ Unions
c. Members of the Union
d. Persons of authority and expertise
e. Financial Advisors, accountants, and the Union Lawyer
The committee shall elect a secretary from its membership to keep a detailed record of
deliberations
The committee shall adhere to the following membership structure
a. The President of the Students’ Union, who shall Chair the Committee
i. The Chair Shall only vote in case of a tie
b. The Vice-President Administration shall be a member of the committee
c. The General Manager shall be a member of the committee
d. Two additional members of the Union, appointed by the voting members of the SRC
Quorum for the committee shall be the chair, secretary, and a total of 50+1 of the
membership
The committee shall meet a minimum of once weekly, and more often as designated by the
Chair or a 50+1 vote of the committee
The Chair shall author a report to be presented to the SRC no later than the March 21st
meeting making recommendations for the future accumulated surplus
a. The report will first be presented to and approved by the membership of the committee
b. All recommendations of the committee shall be non-binding
Ad Hoc Committee on Online Voting
Whereas the STUSU is currently the only Students Union in the province of New Brunswick not to elect
it’s representatives by online voting
Whereas Online voting provides options for more voting hours and more accessibility
Whereas the SRC reached a strong consensus in favour of online voting at their August 31st meeting
Be it resolved that that the Student’s Representative Council Strike an ad hoc committee entitled the
“Committee on the implementation of Online Voting” which shall adhere to the following structure
i.
ii.
The committee shall have the mandate to advise council on a means of implementing online
voting in time for the Spring General Election
The committee shall adhere to the following membership structure
a. The Chief Returning Officer Shall chair the committee and be a full voting member
Page | 12
iii.
iv.
v.
vi.
i. The Chair shall be responsible for seeing the committee achieves its mandate,
delegating tasks as necessary
b. The President of the Students’ Union shall be a member of the committee
c. The Vice President Administration Shall be a member of the committee
d. The committee shall contain two other members of the Union, as elected by the voting
members of the SRC
The committee shall begin its work following the conclusion of the Fall 2012 special by
election
The committee shall meet as required by the chair
The committees primary purpose shall be as advisors and aides to the chair
The committee shall present its recommendations in the form of an online voting act to the
SRC no later than the January 17th Meeting
Ad Hoc Committee on Staffing Structure
Whereas staffing costs, inclusive of representative honoraria’s, currently represents in excess of 50% of
the budget of the Union
Whereas the cost of staffing continues to increase due to unionization
Whereas the Union currently faces a deficit in its budget despite increasing fees
Whereas the current staffing model faces a serious question of sustainability
Be it resolved that the Student’s Representative Council Strike an ad hoc committee entitled the
“Committee to review roles of employees” which shall adhere to the following structure:
i.
ii.
iii.
iv.
v.
The committee shall have the mandate to review the role of all current student employees
and how roles may be better suited , modified, or delegated
The committee shall adhere to all current provisions of the collective agreement, but be
empowered to make recommendations for future negotiations
All deliberations and meetings of the committee shall be private and confidential
The committee may seek statements, testimony, and interviews to aid in their deliberations,
not limited to
a. Current and former employees of the Union
b. Agents of other Students’ Unions
c. Members of the Union
d. Persons of authority and expertise
e. Representatives of the employees Union
f. The Union Lawyer
The committee shall adhere to the following membership structure
a. The Vice President Administration shall Chair the committee
i. The Chair Shall only vote in case of tie
b. The Committee shall contain all members of the Human Resources Committee
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vi.
i. The President of the Students’ Union
ii. The Vice President Student Life
iii. The Vice President Education
iv. The General Manager, who shall serve as secretary
c. Two other members of the Union, as elected by the voting members of the SRC
d. The committee shall contain no current student employees
The committee shall table a report, authored by the chair, no later than the February 21st
meeting in advance of the beginning of budget discussions
a. Any recommendation for the removal of any position shall be taken into account only
once a position has become vacant.