meeting of the board of directors of the -...
TRANSCRIPT
Meeting of the Board of Directors of the
Woodsworth College Students Association
Saturday, May 21st 2015
119 St. George Street
1. Agenda 2. Previous Executive Meeting Minutes 3. Previous Board of Directors Meeting Minutes 4. Board Reports 5. Appendix
a. Orientation Week Budget b. Preliminary Executive Budgets
i. VP Internal ii. VP Athletics
iii. VP PR
Agenda
1. Call to Order Moved: Khan Seconded: Lamba
2. Approval of the Agenda Moved: Khan Seconded: Lamba
3. Approval of the Previous Executive Meeting Minutes Moved: Khan Seconded: Lamba
4. Approval of the Board of Directors Meeting Minutes Moved: Khan Seconded: Lamba
5. Approval of the Board Reports Moved: Khan Seconded: Lamba
6. Chair of the Board of Directors BIRT the WCSA BoD ratifies the hiring of Eric Schwenger to the role of Chair. Moved: Lamba Seconded: Khan
7. Secretary of the Board of Directors BIRT the WCSA BoD ratifies the hiring of Danika Baljak to the role of Secretary. Moved: Lamba Seconded: Khan
8. Summer Office Staff BIRT the WCSA BoD ratifies the hiring of Ilham Islow to the role of Summer Office Staff. Moved: Lamba Seconded: Khan
9. Elections and Referenda Committee BIRT the WCSA BoD appoint ___________, _____________, _________, _________ to the Elections and Referenda Committee to be chaired by Khan. Moved: Khan Seconded: ________
10. Executive Review Committee BIRT the WCSA BoD appoint ________, _________, _________, ________, to the Executive Review Committee to be chaired by _______ Moved: Khan Seconded: _________
11. External Committee BIRT the WCSA BoD appoint ______, ______, _______, ________ to the External Committee to be chaired by Ryan Jeong. Moved: Khan Seconded: ________
12. Social Committee BIRT the WCSA BoD appoint _______, _________, ________, ________ to the Social Committee to be chaired by Kristine Sarah Medrero. Moved: Khan Seconded: __________
13. Editorial Review Committee BIRT the WCSA BoD appoint _______, _______, ________, _______ to the Editorial Review Committee to be chaired by Ryan Jeong. Moved: _________ Seconded: _________
14. Athletics Committee BIRT the WCSA BoD appoint _______, ________, _______, _______ to the Athletics Committee to be chaired by Miranda Li. Moved: Khan
15. PR Committee Motion that the WCSA BoD create an ad-‐hoc PR Committee for the Summer. Moved: Bear Seconded:
16. Internal Budget BIRT the WCSA BoD approve $5750 for the Internal Budget, in accordance with the attached proposal for expenses until the official budget is passed. Moved: Lamba Seconded: Forgas
17. Athletics Budget BIRT the WCSA BoD approve $460 for the Athletics Budget, in accordance with the attached proposal for expenses until the official budget is passed. Moved: Li Seconded: Forgas
18. PR Budget BIRT the WCSA BoD approve $160 for the PR Buget, in accordance with the attached proposal for expenses until the official budget is passed. Moved: Bear Seconded: Forgas
19. Honorary Academic Bridging Status BIRT the WCSA BoD grants Brad Dalgleish Honorary Academic Bridging Director Status until the Fall 2016 by-‐elections Moved: Khan Seconded:
20. BMO Investment Account
21. Orientation Week Budget Motion that the WCSA BoD approve the 2016 Orientation Budget as presented in the appendix. Moved: Medrero Seconded:
22. Other Business 23. Adjournment
Previous Executive Meeting Minutes
Meeting of the Executive of the Woodsworth College Students’ Association
Friday, May 6th 2016 119 St. George Street
In Attendance:
Novera Khan (President) Radha Lamba (Vice-President of Internal Affairs) Dylan Forgas (Vice-President of Financial Affairs) Ryan Jeong (Vice-President of External Affairs) Miranda Li (Vice-President of Athletic Affairs) Kristine Medrero (Vice-President of Social Affairs) Sarah Bear (Vice-President of Public Relations)
Agenda
1. Call to Order 2. Updates 3. BMO Investment Account 4. Orientation Week Updates (OMC) 5. Orientation Week Deposits 6. Preliminary Executive Budgets 7. Board Meeting Food 8. Summer Budget Retreat 9. WCSA Wear 10. Other Business
1. Call to Order 7:13 pm
2. Updates
Jeong: I am currently in the process of reviewing the preliminary budget for the External portfolio. I have contacted all clubs and am waiting for their response. I received WINC’s budget and it is currently being reviewed by Dylan and I. It also came to my notice that the WPS did not host an AGM before the end of the academic year. I will also be getting in touch with them to discuss the process of establishing a new President and Executives for the club. Forgas: I have been working on the Orientation Week budget with the OC’s. Reasonable expectations should project that revenues will be closer to $105,000 but the current buffer
of $12,000 will be enough to expect a surplus from orientation. The contingency fund accounts for 7.37% of the budget and cannot be accessed until August 8th unless a proposal is made to access it and the OMC accepts that proposal. The current expenses come to a total of $95,026. The current revenue projections come to a total of $107,540. Bear: I have been going over the PR transition report and looking over the website and old posters. I have also emailed the Vice Provost’s Office to get a list of Woodsworth College students enrolled in summer courses. Since we will not be having a lot of events in the summer, I will be sending out monthly instead of biweekly letters. I am also going to upload the pictures and blurbs of the Board Members on the website soon. Medrero: Sam and I will be working with the Orientation Coordinators to enhance ‘First Year Experience’ during Orientation. Sam and I will be in charge of logistics and promotions respectively. We have also been working on our budget and planning events for the fall/winter semester. Li: We had no intramural teams in the summer last year but a lot of students have expressed interest in joining the summer volleyball intramural team. I will get in touch with Dylan to budget for that. We have received the Blue Jays ticket for our event on June 11th. I will send Sarah a PR request for the event as soon as possible. I was also contacted by the Orientation Coordinators to plan a ‘Run with WCSA’ event in High Park during Orientation Week. Lamba: We have been conducting interviews for the positions of Office Staff, Chair and Secretary this week. I will send Sarah an update about office hours to publish on the WCSA website as soon as we hire Office Staff. I have also been working on drafting a preliminary budget for the Internal portfolio. 3. BMO Investment Account:
Forgas: WCSA currently holds two accounts with BMO. The first is an operational account that we use on an ongoing basis to pay for our daily costs. If you would like to know the bank account total, please just ask me afterwards. As for the second account, it holds a bigger portion of our budget; namely due to the student fees that are transferred every fiscal year. The issue presented to us by the banking consultant at BMO is as follows. While a large portion of our budget sits in this account, it is not gaining ANY interest on it. Hence, according to the banker we could be gaining around $90 every month, and thus $1080 in a year. It would be great if we continue this trend for future years. There is no downside and it is still a locked account but will now be earning us money. I see no opposition and would like to meet with her at the end of the month but wanted to see what all of you thought first. Jeong: Will doing so affect our other accounts? Li: I have a similar question; do we have any risks associated with this? Forgas: No. Like I said, there’s no downside. We can transfer this money back to our operational account at any time. 4. OMC Updates
Lamba: We’re going to be shifting from A-secure cart to FroshNet for Orientation Week transactions. I also gave the OCs and OEC’s access to their email accounts. Regarding
OMC Meetings, we will have them on a biweekly basis with the OC’s where they will be required to give us updates or raise any questions or concerns that they have. Forgas: Just so everyone knows, FroshNet is a specialized registration process currently being used both by UTM and St. Mikes. It’s customizable, students get to look at the breakdown of the events and view exactly what they’re paying for. As well, all types of payments are possible. We had to pay around $40-$50 for A-secure cart while FroshNet is 1% of our sales. This is only an additional $1.20 charge to the incoming students when they pay for their packages. 5. Orientation Deposits
Forgas: There are deposits that must be put down to secure contracts for Club Night and Block Party. These include a $2000 for Fly 2.0 and an estimated $5000 deposit for Hart Entertainment. I’d also like to pass an additional $3000 in case we need to pay for any noise or street permits, or the Toronto Police Service before the Orientation budget is passed in the Board Meeting this month. Motion that the executive pass $10,000.00 for Orientation Week deposits Moved: Forgas Seconded: Khan Motion carries
6. Preliminary Executive Budgets
Forgas: Simply put, the President will be sending you all a template for your preliminary budgets and, working together, we will be preparing a reasonable budget that caters to 2016/17s needs while staying in budget. After receiving the template, I will be reaching out with all of you to set up budgets. Please look for your past budget in your google drive and make a draft of what your budget should look like along with a general motivation if there has been a major change in a budget line or you are adding a line. Khan: This is only important for portfolios who have events coming up over the summer or are planning any other initiatives that would require funding, since we won’t be having our budget retreat until June. Jeong: I’m just waiting for some clubs to get back to me about their budgets. I’ll let you know as soon as they respond. Forgas: Sounds good. 7. Board Meeting Food
Lamba: We have to pass money for me to buy food for the upcoming board meeting. I was thinking pizza for all the members who attend the meeting. If everyone’s okay with it, I’d like to pass $60 for the Board Meeting food. Motion that the executive pass $60 in regards to food for the upcoming board meeting Moved: Lamba Seconded: Forgas Motion carries 8. Summer Retreat
Khan: Similar to what happened last year, I’d like to wait till most of the Board is elected during the by-elections to plan the Board Retreat. For the budget retreat in the summer, I
wanted to have a meeting in the College to finalize our budgets and then go somewhere after with all the attendees. Lamba: We could go to Centre Island? Forgas: Another option is Canada’s Wonderland. We’ll just have to take appropriate safety measures and make sure it doesn’t take up a lot of our budget. Khan: I can look for some discounts and let you know how much it’ll cost. Medrero: Keeping all the commuters in mind, can we also make sure we don’t plan to stay out for too late? Lamba: Of course! Bear: I like the idea of Centre Island too. We can plan some team bonding activities for the day. Forgas: Ryan and I can drive all of us to wherever we choose to have the retreat. Li: In case the weather is bad, we can also consider the Escape Room or the Cupcake Lounge as backups. Khan: Definitely. I can ask the whole board what they think in our upcoming Board Meeting and we can plan the date and venue for the retreat then. 9. WCSA Wear
Bear: I got a recommendation from the previous VP PR to order more WCSA Wear. What are our thoughts about this? Lamba: We still have a lot of WCSA Wear that hasn’t been sold yet. Khan: Are we going to change the design of the wear before we place the order? Bear: Yes, we can even get Woodsworth students involved in the designing process by hosting a contest or asking them to vote for the best designs. Can we check in with the Dean’s Office to see if we can sell it during the upcoming Welcome Days? Forgas: That’s a good idea. We can even promote it during Orientation. Khan: I’ll get in touch with the Dean’s Office and let you know. 10. Other Business
Medrero: Simona, the Promotions Director for Orientation, wants WCSA to contribute to a blog that will be published on the Orientation Week website. We can give a mini introduction of WCSA and individual ones from all the executives. What do we think? Bear: Doesn’t WCSA do this already? Medrero: No this is a new initiative by the Orientation team this year. They’re publishing biweekly blogs for the incoming students. Miranda: We have to pay a performance bond for the Intramurals but its refundable. Do I still have to budget for this? Forgas: We can put it in the budget line as $0 in the Athletics portfolio and count it as revenue when it’s refunded. Jeong: We still need to draft a check for Nicole for the Individual Initiative Grant. How do we go about this? Forgas: Could you please send me a personal memo for expensify purposes? We can draft a check for her then.
Jeong: Of course! On another note, I was going over the constitution and noticed that the First-Year Directors are not listed as Voting Members in the Constitution under Article IV, sub article 3. Khan: We can definitely address this in the Policy Review Committee once it’s struck in the summer. 11. Adjournment 8:31 PM
Meeting of the Executive of the Woodsworth College Students’ Association
Friday, May 13th 2016 119 St. George Street
In Attendance:
Novera Khan (President) Radha Lamba (Vice-President of Internal Affairs) Dylan Forgas (Vice-President of Financial Affairs) Ryan Jeong (Vice-President of External Affairs) Miranda Li (Vice-President of Athletic Affairs) Kristine Medrero (Vice-President of Social Affairs) Sarah Bear (Vice-President of Public Relations)
Agenda:
1. Call to Order 2. Updates 3. WCSA Conduct Guidelines 4. Woodsworth Welcome Days 5. UofT Homecoming 6. Locker Prices & Use 7. WCSA Business Cards 8. Academic Bridging Honorary Status 9. WCSA Equity Chair 10. Other Business 11. Adjournment
1. Call to Order 6:41 pm
2. Updates
Li: I am working on coordinating intramural teams for the summer. I will be submitting a PR request to call Woodsworth athletes to join the teams.
Bear: I have emailed vendors about posters, and have updated the website with the WCSA office summer hours. I will also update the WCSA social media to remind students about locker sales during the summer. Forgas: I am waiting to hear back from the bank regarding our Investment account but will keep everyone posted on that subject. I have given Rohan, the Associate of Financial Affairs, his summer tasks and am moving forward to figure out budgets for various portfolios. I am also working with Ryan on WINC’s budget. Lamba: The summer office staff, as well as Chair and Secretary have been hired. Printers in the office are now fixed and the debit machine will be fixed on Monday. Also, the summer hours for the WCSA office start on Monday from 1-5pm. Now that the office is operational, I ask that all executives be mindful of their conduct. Khan: I have emailed Lassman Studios regarding our decision to extend the photography contract with them. I have also been in touch with Barbara Track regarding updating the Woodsworth Awards plaques next to Room 105. I attended my first SGRT meeting yesterday. We struck the Mental Health, Sexual Violence, Off-Campus, Winterfest, SGSU bylaws and SGRT constitution sub-committees. I was appointed as chair for the UofT Off-Campus subcommittee. Regarding the UTSU Orientation this year, it will now be referred to as the ‘Week of Welcome’. Additionally, the UTSU has replaced the concert with a UofT wide carnival this year. Medrero: My main focus has been Orientation Week. I am currently working on the snapchat filter, I am not sure how much this will cost but I will keep the executives posted on this matter. Sam, the Associate of Social Affairs, and I have also started to work on planning our events for next year. Jeong: I recently contacted LAUT and will keep in touch with this club regarding their progress, as well as their future in Woodsworth. I have yet to receive a response from WPS about their AGM, but will keep the executives and directors posted. I am considering hiring an interim President for WPS for the summer, but this is dependant on their response. 3. WCSA Conduct Guidelines
Lamba: I just wanted to remind everyone that it is important that executives remain professional in their conduct, since we represent both WCSA and Woodsworth as a whole. Please also remember to communicate through email to ensure we have records concerning official and pertinent matters.
4. Woodsworth Welcome Days
Khan: The Dean’s Office will be hosting the Woodsworth Welcome Days on May 28th and June 11th. They were wondering if representatives from WCSA could join them in order to promote our organization to the incoming students. This would happen in the form of a sit down lunch with the students from 12pm to 12:45pm on both days. Please let me know if any of you are able to attend, as well, if you can think of any ways to further enhance the experience for the incoming students at the event. As Sarah suggested earlier, we can also sell WCSA Wear during the Welcome Days. Forgas: Please keep in mind that WCSA’s Blue Jays event is also on June 11th and some executives will be required to be there.
Bear: We can also plan some interactive and social activities to get a better response from the incoming students. Lamba: I agree with Sarah. We can probably do something similar to the Frisbee Frenzy event we had earlier this semester. If possible, we can also display the WCSA banner during the event to promote our organization. Forgas: We could possibly host an interactive information session and encourage the incoming students to ask WCSA executives questions regarding Woodsworth. Li: I am willing to allocate a part of my budget from the Blue Jays game to purchase a chocolate fountain for any potential activities we plan during the two days. Khan: Sounds good! I will get in touch with Dean’s Office and let you know if we can go ahead with these activities.
5. UofT Homecoming
Khan: Homecoming planned by the UTSU during Orientation Week will be referred to as the ‘UofT Homecoming’ this year. The VP and Associate of Social Affairs might be asked to attend meetings with the UTSU Homecoming committee starting June. We have also been requested, along with all other colleges, to contribute $500 to the event. What are everyone’s thoughts about this? This amount will be returned to us if we are not satisfied with the way it is allocated to the event. Forgas: I think this is a great idea, as long as we a provided with a breakdown of what the money will be used for. Medrero: I agree. I can also bring up the requirement for the breakdown of the budget during the Homecoming meetings. Khan: Sounds good.
6. Locker Prices & Use
Khan: The price to rent a locker for the whole summer is $20. We should also formally decide on a price for students who want to rent it out for either only the first or second semester. Lamba: WCSA usually sells lockers for $20 for a full year and $15 for one semester. I suggest we should charge only $10 for a semester in the summer though. This would make the lockers cheaper for the commuters as well. Motion to charge $20 for full summer locker rentals and $10 for half summer locker rentals. Moved: Khan Seconded: Lamba Motion passes. Khan: Another question I had was regarding renting out lockers to commuters who don’t get a chance to purchase residence add-ons during Orientation Week. We could ask them to give a $5 deposit which would be returned to them after they empty out their lockers after Orientation ends. Lamba: I think this will be very beneficial both for the commuter students and for WCSA. It’s a great way to advertise our services to them. Jeong: I was a commuter myself during Orientation and agree that this would be great for off-campus students, but we should be mindful that we only have 180 lockers and won’t be able to cater to everyone.
Lamba: We can rent them out on a first come first serve basis. Making the service available for those who want to avail it is better than not having any such service at all. Khan: Also keep in mind that this service will only be available for students who are commuting and haven’t already been given space in the residence. Even with 180 lockers, we should be able to cover most of them. Medrero: Would students using lockers in the summer have emptied them out by then to ensure there is no overlap? Lamba: Yes, they’re required to empty it out by the end of August before Orientation. Khan: We’ll also ensure it’s advertised to the commuters well in time before Orientation.
7. WCSA Business Cards
Khan: Do any of you need business cards before the budget retreat in June or are we okay with purchasing them later and not adding the funding required for them in our preliminary budget? Forgas: I think all of us should be okay with purchasing them after June. Khan: Additionally, I know last year some directors expressed that they would like to have business cards as well. What do we think about that? Medrero: I believe that if a Director wants a card, they should plan for it in the summer and give us a motivation for it. Forgas: If we give one Director a card, we’d need to give all of them business cards though. Lamba: It would be better to give the Executives business cards and the Directors could redirect their contacts to them. Jeong: The Directors who don’t have an Executive associated with them would still require business cards though. Lamba: Any Executives who currently don’t have associates can volunteer to be contacts for such Directors Khan: That seems really inconvenient for the Executive involved, especially since they’re not involved with the event and haven’t been in direct contact with the person emailing them. Forgas: We can print blank cards with a space for the Director’s to put in their emails if they need. Jeong: I agree. It would be more cost-effective to print blank cards for both Executives and Directors then. Medrero: I think it would still be better for Executives to have their own personalized business cards. Li: While this may be cost-effective, having to write your email address or contact information by hand on the cards might look unprofessional for the Executives. Lamba: I agree. We should also keep in mind that the business cards for the Executives and office are also displayed outside for students to grab them and connect with WCSA. Khan: We can order personalized business cards for the Executives and order a bulk of emergency business cards for any Directors who might need them. 8. Academic Bridging Honorary Status
Khan: Our former Academic Birding Director, Brad Dalgaleish, contacted me recently and expressed that he would like to host summer drop ins for Academic Bridging students. To do so, WCSA would have to grant him an Honorary Academic Bridging Director status for the summer. Medrero: Would this be something that we would do every year then? Khan: Seeing how Academic Bridging students would benefit from having a Director in the summer, it would be better to amend the constitution and elect this position during the Spring elections rather than the by-elections. This would ensure that the Board doesn’t have to do this each year. Forgas: If its helping the students concerned then it’s definitely a good idea. Khan: Okay sounds good. We can bring this up at the Board Meeting this month and see if everyone would be okay with granting him an honorary director status.
9. WCSA Equity Chair
Khan: According to the constitution, call outs to hire a new Equity Chair should have been sent out in conjunction with the General Elections and the Chair selected should have been ready to be ratified by the Board Meeting in May. However, we currently have neither an Equity chair nor an operational Equity Committee. Lamba: Do we have an interim Equity Chair for the summer? Forgas: I have the same question. Is it possible to grant an honorary equity chair position to someone for the summer? Bear: It would be unfair to hire or grant this status to someone for the summer because it defeats the purpose of an impartial third party hiring the Equity Chair, as stated in the constitution. Medrero: I suggest we contact the old Equity Chair and Equity Committee hiring committee members to see how WCSA could go about this while remaining impartial throughout the process. Khan: I tried contacting the previous Equity Chair but unfortunately have not received a response from her. However, I can definitely try getting in touch with members of the previous equity committee. Forgas: Would it be possible to ask the Vice of President of Equity at the UTSU to aid us in the process? Lamba: I don’t think involving the UTSU in WCSA affairs would be a good idea. Forgas: How do other colleges hire their Equity Chairs? Khan: I believe we’re the only College who hires their equity chair through an Equity Committee not associated with WCSA. Other colleges have Equity Chairs or Directors as elected positions within their council. Lamba: I think it would be best to hire an interim chair for the summer and then elect an Equity Chair in the by-elections. Khan: Even if the Board agrees to making this an elected position, we would have to change the constitution and get it passed at the AGM before we can elect an Equity Chair. Lamba: Fair enough. For now, we can see who would be interested in joining the Equity Committee and set the process of hiring a new chair in motion. We will also ensure that this is advertised to the whole college.
Medrero: We should also wait for the previous members and committee members to see what they think the best course of action would be. Li: I agree. We can revisit this in the meeting next week when we’ve hopefully received responses from them and discuss our next steps then.
10. Other Business
Medrero: Friendly reminder to send your blurbs regarding your roles and the committees you’re in charge of for the Orientation Week blog to me tonight by 10PM. Lamba; Just a reminder again that the office will be operational starting Monday. Let the office staff do all monetary transactions and expensify receipts, but please be familiar with the how the office works for any other concerns that students might have. Khan: Please also make sure you send Dylan your preliminary budgets well before the Board Meeting on the 21st so they can be approved and put in the Board Package.
11. Adjournment 7:45 pm
Board of Directors Meeting Minutes
Meeting of the Board of Directors of the Woodsworth College Students’ Association
Sunday, April 24th, 2016 119 St. George Street
In Attendance: Olivia Hauck (President) Danielle Ouellette (Vice-‐President of Athletic Affairs) Teeka Cookson (Vice-‐President of Internal Affairs) Aadil Nathani (Vice-‐President Financial Affairs) Ongio Tsui (Vice-‐President of Social Affairs) Amanda Li (Vice-‐President External Affairs) Shonali Lakhani (Vice President of Public Relations) Sandleen Azam (Professional Development Director) Kristine Medrero (Upper-‐Year Students Director) Novera Khan (Off-‐Campus Students Director) Samantha Davis (Off-‐Campus Students Director) Ryan Jeong (Associate Director of Social Affairs) Miranda Li (Associate Director of Athletic Affairs) Jing Bian (Associate Director of Public Relations) Alyy Patel (Full Time Students' Director) Nasra Mahad (Community Outreach Director) Wenjun (Sarah) Deng (Woodsworth Residence Director) Justin Zelnicker (First Year Students' Director) Zack Habi (Full Time Students' Director) Julia Standish (89 Chestnut Residence Director) Brad Dalgleish (Academic Bridging Director)
Ex-‐Officio: Christina Alcena (Chief Returning Officer) Rohan Shah (Incoming Associate Director of Financial Affairs) Akshika Dave (Incoming Full Time Students’ Director) Valerie Dos Santos (Incoming Off Campus Students’ Director) Haya Adil Sheikh (Incoming Off Campus Students’ Director) Ashley Lall (Incoming Upper Year Students’ Director) Bhavroop Riar (Incoming Upper Year Students’ Director) Russell Canceran (Incoming Associate Director of Athletic Affairs) Regrets: Amina Jama (Mature Students’ Director) Barbara Dacal (First Year Students' Director) Sarah Bear (Upper-‐Year Students Director) Dylan Forgas (Associate Director of Financial Affairs) 1) Call to Order 4:07 pm 2) Approval of the Agenda Moved: Hauck Seconded: Cookson Lamba: I’d like to add an item called the Steer Heading Committee with the motion, “motion that the WCSA BoD appoint Lamba, Forgas, Jeong, Forgas, Patel and Li to the Steer Heading Committee too be chaired by Lamba.” Cookson: I’d like to add a motion to item 10. “Motion that the WCSA BoD to appoint Bryson Discombe, Isabel Kwok, Stephanie Bianco, Daniel Humby, Julia Cicconi, Stephanie Bianco and Simona Presutto the OEC to be chaired my Kristine Medrero.” Amendments passed. Motion passed. 3) Approval of the Previous Executive Meeting Minutes Moved: Hauck Seconded: Cookson Motion passed. 4) Approval of the Previous Board of Directors Meeting Minutes Moved: Hauck Seconded: Cookson Motion passed. 5) Approval of the Board Reports Moved: Hauck Seconded: Cookson
Hauck: This day is very bittersweet, I’m sad to be leaving but excited for the new board to take over. We know you’ll do a great job. For the outgoing board, its been a pleasure working with you all and it’s been amazing. Congratulations to everyone. Ouellette: It’s been an honour to be working with you, especially the exec. Special thanks to Olivia, she’s been on WCSA with me for three years. This has been a big part of my university experience. To the incoming exec you’ll be awesome, to the incoming board I just want to remind you that you’re working for the Woodsworth students, you’re not here for anything else. Once you come in, you leave everything else at the door, Woodsworth elected you and they want you to represent them. Nathani: It’s been a pleasure and honour to work with you all. We’ve been in the office way too long but it doesn’t feel like work. I’m very proud of all the events we pulled off this year and I hope the momentum continues on to next year. Khan: On behalf of Sam and I we’d like to thank everyone for a wonderful year full of pancakes. Especially the OCC who has helped us a lot with planning events and promotions. We’ve started a bunch of new initiatives that I’m excited to pass on to the incoming Off Campus Directors. Wenjun: I’d like to thank everyone for an amazing year, its been the highlight of my year. I wish everyone the best. Standish: Chestnut’s a blast. But on a serious note, I think we got a lot more people at Chestnut getting involved with WCSA, which is great and I had an awesome time. Jeong: It’s been a pleasure and honour to be working with everyone. I hope to see all the great things continue for the next year. I want to thank Ongio for being a fantastic boss. The one thing we’ve been working hard on is implementing our social committee, and we got six committee members with CCR notation this year which is awesome. And I’m sure Kristine and Sam will do a fantastic job continuing the legacy. Thanks so much. Medrero: On behalf of Sarah, since she couldn’t make it, and myself we’d like to thank everyone for dealing with us. We’re really happy that the upper year portfolio has been revamped with Coffee Crawl, Pi Day and such. I hope this continues next year. Bian: It’s been a blast being the associate PR this past year. I look forward to seeing what the incoming portfolio has to offer next year. Tsui: I’ve been involved with Woodsworth for every year in my undergrad. Its nice to see how the student body has evolved and being involved in WCSA has allowed me to really see that. We definitely have progressed so much in working well with each other. So leaving that with the incoming board, I’m so excited to see what you
guys have to offer. As Ryan said, social portfolio has been great this year, I really encourage Kristine and Sam to be as creative as possible. And everyone coming into their roles, try to add your personality into your role. You’ve been elected for a reason. Li: It was a pleasure working with all of you this year, external was a great experience for me. It was a great time for me developing myself and getting closer to the Woodsworth community. I’m excited to see what the board will do next year. Best of luck! Lakhani: I had a lot of fun working with you all this year. As crazy as PR was, it was still enjoyable especially being on WCSA these past 4 years. It was awesome getting people involved, 4 people got CCR notation from the PR committee. Our events were back to selling out. I’m excited to see what Sarah and Julia will do next year. Cookson: I just wanted to say its been an unbelievable experience working with you all this year. I loved every second of it. And thanks for all the support I couldn’t have done it without you guys. I wanted to say good luck to the incoming board, it won’t always be easy, people are mean and will talk, but brush it off. Try to do something you’ll be really proud of at the end of the year. You want to be able to look back and say “wow I can’t believe we accomplished that.” Good luck going forward. I know Radha will take over my position in full swing and do an amazing job. Patel: As full time students’ directors, on behalf of Zack and I we had a fantastic time working with everyone. One of our goals was to spend as little money as possible still making the year fun and the year was lit. Best of luck to the incoming directors. My second report is on behalf of Amanda and I as OCs. Us and the OEC have been working really hard since we all got hired. Website OUR WEBSITE GOES LIVE IN 6 DAYS!!!! We have been working with our marketing manager, Julia Cicconi, to make our website look really nice. We don’t want to drop too many hints because we want it to be a surprise when you see it but we guarantee you will LOVE it. Check it out May 1! It launches just after midnight. http://www.woodsworthfrosh.com Blog: The website will also have a blog called ‘surviving the 6ix with your 1LoveWW’ which will help reduce the nerves of incoming students. Since orientation is meant to integrate the students into the University life, this blog will help do the same in a different capacity-‐ at a more individual level so they are ready to be integrated on a larger, social level once they get here for Orientation Week. Schedule
We have been putting together bits and pieces of our schedule, and we are excited to announce that we have most of our events planned. Club Night: Our club night will be at fly 2.0 this year because Woodsworth is a safe and inclusive environment and we want to ensure all students feel safe. We also plan on taking advantage of the two floor venue and stationing leaders in certain areas this year to ensure safety of our first year students. Woodsworth Family Picnic: We really liked the idea of Centre Island since it was a nice ‘chill’ day. However, the idea isn’t feasible because of the cost and we want to keep our spending minimal. As a fun alternative, we are hoping to do a picnic at a park (we won’t be announcing which one until later #surprises!) The day will have the same vibe in that it will be a chill day-‐ the only difference is that we will have logistics and stations set up for activities at the park so students have something to do. Block Party: We have chosen the specific items for our block party and will partnering with Trinity College once again. Most things are set for block party and it looks like a lot of fun! We aren’t going to ruin the surprise, but we guarantee you will love it. We also have plans with the Trinity OCs on how to integrate both of the colleges better so we aren’t both alienated as two different entities. Consent Workshop: We believe that consent is a very important topic, thus we are hoping to integrate a fun consent workshop into the dinner on the tuesday. Everyone loves to eat and the food will be very good, so while everyone enjoys their meal we plan on introducing consent topics. We are working with WOLF to make this session fun, brief and educational so the wolfpack will get our point without it being so “long and boring” that people get uninterested. Paint Lounge We will be recreating paint lounge in Kruger! Boat Cruise We luckily got the cost down for the food at boat cruise while still with Mariposa and we are super excited about it. UTSU This year, UTSU will be hosting a carnival instead of a concert and changing up some of their events, which we are excited about because it sounds like more fun and a better way to integrate our students in with other UofT students! Bed Races
We hope to participate in bed races once again. We are praying to the 6ix gods for a win this year. Budget We will be proposing our budget to the OMC soon, but it looks like it will be around $100 000 as of now. OEC We are super excited to have our social portfolio join our OEC and officially be able to have all 12 members together to get into the fun frosh stuff! Yay! Our OEC has been working super hard in their individual portfolios already and we are both so proud of them! Frosh → Orientation At our OC central meetings we recently learned that ‘frosh’ is a derogatory term in a few languages, notably Italian, which refers to ‘gays’. According to trinity college, “many students who come from immigrant families are not allowed to participate in something called ‘frosh’ because of the negative associations with alcohol and how American pop culture portrays it.” That is why this year we will be transitioning to calling it ‘orientation’. Since we have bought the domain already we can’t change that, but we addressed this concern to the Dean’s office, who will be helping us shift to the term orientation formally starting next year. Logo Here is our updated logo that will also be featured on OEC shirts! Shout out to Julia for her wonderful photoshop skills and designing this logo!
Leaders We hired a total of 159 leaders, including head leaders and spirit leaders. Our wonderful leader relations manager, Bryson Discombe, has been doing a wonderful job at making leader lists and figuring out how to evenly distribute skills into each leader group to maximize the success of our orientation week. Sponsorship
Our amazing sponsorship manager, Isabel Kwok, has started sending out sponsorship packages to companies such as Red Bull. She’s been doing a fantastic job so far and we are hoping to get lots of sponsors this year! Promotions Simona Presutto, our lovely promotions manager, has been KILLING it with promotions! We have received so much positive feedback, notably about our snapchat! Lots of hype being built for orientation week amongst the ex-‐froshies and now leaders-‐ so we are very excited to see this hype within the incoming wolfpack!! Official Theme and Colours Our official theme is ‘running through the 6ix with my 1LoveWoodsworth’. Our official colours and hot pink and royal blue. Wolfpack (first years) will be in hot pink. Leaders will be in royal blue. OEC will be in black. WCSA will be in baby blue (you’re welcome, Radha). Conclusion Our orientation week is coming together very well and we are SUPER stoked about it. Amanda and I have been working tirelessly to make sure orientation week is super successful! Can’t wait for you to all be part of it <3 <3 #1<3WW Alyy & Amanda Zelnicker: I just wanted to say coming in, building this community at Woodsworth has been a pleasure. Being on the board with such intelligent, ambitious and motivated people has been amazing. I’m looking forward to furthering my experience at Woodsworth. Mahad: When I first started running for WCSA I didn’t think I’d fit in or like anybody to be honest, but it’s gotten so much better. I was completely wrong, because I’m loving all you amazing, talented, ambitious, great people I’m working with. I’m super happy I was able to spend my year here and working with so many great people. Hopefully whoever takes my position next year will do an even better year. Azam: It was great working with everyone, I liked working with you all from the start. It was great working on the conference this year. I got to change a lot of things, going forward I can only expect even better things for the incoming director. Thank you everyone for supporting me and attending the conference. Li: This was my second year being on WCSA and it was such a different portfolio and I learned a lot from my lovely supervisor and friend, Danielle. I learned so much. I’m excited for next year, hopefully I’ll do a good job!
Nathani: Just want to add a quick thing, I think Teeka deserves a special round of applause, she’s been amazing this year. Motion passed. 6) Approval of the CRO Report BIRT the WCSA BoD approve the Chief Returning Officer Report on the 2016 WCSA Spring Elections. Moved: Alcena Seconded: Cookson Alcena: I submitted the report to Teeka and Olivia. Thanks for letting me be your CRO. There wasn’t a lot of drama, I made some suggestions in the report you can read. I’m really impressed by the professionalism and creativity in the room. Thanks again to Teeka for being such a big help. Motion passed. 7) Ratification of the 2016 General Election Results BIRT the WCSA BoD ratify the results from the 2016 WCSA General Elections as outlined in the CRO report. Moved: Hauck Seconded: Cookson Hauck: You won, congratulations on being successful candidates. Motion passed. 8) Dissolution of the 2015-‐2016 WCSA Board of Directors Motion to dissolve the 2015-‐2016 WCSA Board of Directors Moved: Hauck Seconded: Cookson Motion passed. 9) 2016 Orientation and WOLF Coordinators BIRT the WCSA BoD re-‐ratify the hiring of Amanda Li and Alyy Patel as the 2016 Orientation Coordinators and Novera Khan and Arabelle Arcaina as the 2016 WOLF Coordinators. Moved: Lamba Seconded: Khan Lamba: Basically we need to re-‐ratify our already hired OCs and WOLF Coordinators to work with them in the summer. Motion passed. 10) Orientation Executive Committee
Motion that the WCSA BoD to appoint Bryson Discombe, Isabel Kwok, Stephanie Bianco, Daniel Humby, Julia Cicconi, Stephanie Bianco and Simona Presutto the OEC to be chaired my Kristine Medrero. Moved: Lamba Seconded: Khan Motion passed. 11) Summer Hiring Committee BIRT the WCSA BoD appoint Khan and Riar to the summer hiring committee, to be chaired by Lamba. Moved: Lamba Seconded: Khan Lamba: We have our summer hiring coming soon, for office staff, secretary and chair of the board. We want one director to help out to represent the rest of the directors. Someone who will be here for the summer and wants to help out that’d be great. Motion passed. 12) Steer Heading Committee Motion that the WCSA BoD appoint Lamba, Forgas, Jeong, Patel and Li to the Steer Heading Committee too be chaired by Lamba. Moved: Lamba Seconded: Khan Lamaba: This is like the orientation management committee. This is who the OCs will be in contact with to keep us updated with frosh. Motion passed. 13) Other Business Nathani: I was sitting with the exec team and we wanted to give you guys some guidelines that worked for us this year. Some of you are new to WCSA so its good to know how to act.
1. Know your focus and who you’re working for. Leave everything personal at the door, you’re now representing WCSA.
2. Communication. If you see something you don’t like talk to the person, be polite and respectful. You also have a wonderful incoming VP Internal who will help you out.
3. Read the constitution. Know your position and what your role is. 4. You have a great exec board coming in next year, they have a lot of
experience go to them for help. I’ll be around next year to help out, but some of the other exec will not be. I’m excited to see what you guys do. Ouellette: I wanted to give a reminder to the incoming board, we bought you Jays tickets, if they don’t come in, Miranda has our contact’s email. I bought about 40-‐50
for you to sell. Make sure you use them, it’s on June 11th. It’ll be a kick start for your first event. Don’t forget! Hauck: I’ll be collecting keycards from everyone today at the end of the meeting If you don’t have your keycard today, drop it off at Christina’s office this week between Monday and Thursday. The transition dinner is also right after the meeting at 5:30. WCSA will be paying $20 off your meal tonight. Tsui: First of all, Kristine, myself, Ryan and Sam are having a transition event on May 2nd to celebrate end of exams. WE have a space booked out at Wurst on King West. There will be food and drinks of all dietary restrictions. Ouellette: Where is this money coming from? Our summer budget hasn’t been established yet. Tsui: I had made a budget line for an event this semester that I didn’t use, so its from my budget this year. Lakahni: Is this an event for everyone? What time? Tsui: Yup open to all students. It will be at 3:30 pm. Second thing, Eric is the co-‐chair of the student leadership conference coming up. I went and it was a great experience. You meet other student leaders and share ideas. You can connect with other student organizations across campus to share resources and such. I encourage you all to go. Li: Just a note, for the incoming board, we had our first OC central meeting with all the other colleges’ OCs. We’re transitioning away form using the word frosh. A lot of international students aren’t allowed to participate in something called frosh. And apparently the word is a derogatory term in Italian. We’ve already paid for our domain using the word frosh and our Facebook page is called frosh, so this is a transition year of sorts. Just so you are aware. Lakhani: The governing documents are all on the website, we have a policy for everything and bylaws. We’ve figured out people aren’t following our policies because they aren’t aware they’re there, so please read them! Cookson: I wanted to say a huge thank you to Eric for volunteering his time being our chair so the exec got him a gift card as thanks. Also a huge thank you to Nasra for cleaning up the student lounge with Maria, one of the caretakers. It was abysmal before so we also got you a little token of appreciation. The emaile will be closed as of Tuesday at noon so if you need anything please download it before then. The incoming board you’ll have access to it after Tuesday at noon. Khan: Congratulations to the board of this year, we set such a high benchmark to beat. We love you all so much, we’ll be sad most of you are going away. Good luck
with everything ahead of you. To the incoming board we’re really excited for next year and what we can do. 14) Adjournment 4:49 pm. Moved: Khan Seconded: Lamba Motion passed.
Board Reports President No Report Submitted. Vice-‐President of Internal Affairs No Report Submitted. Vice-‐President of Financial Affairs No Report Submitted. Vice-‐President of Social Affairs No Report Submitted. Vice-‐President of External Affairs
Hi Woodsworth, I hope your summer days are going well! May has been a busy month for the external portfolio mostly dealing with logistical matters with WCSA affiliated clubs. I am currently working on establishing some tentative budget for all our clubs, in addition to reviewing all clubs’ documents to ensure that all statements in the documents are appropriate and that it is in align with WCSA’s constitution. As I have introduced this as part of my platform, I am working towards building a healthy relationship with all clubs and external organizations. Specifically for this month, I had a meeting with the Howl, our student periodical, to figure out ways in which we can expand the organization so that our students can receive helpful information, and be updated on a frequent and consistent basis about what’s going on around the college. For next month (June), the external portfolio will be finalizing the budget with the board with some funds allocated for potential clubs for the upcoming year. Sincerely, Ryan Jeong Vice-‐President of Athletic Affairs No Report Submitted. Vice-‐President of Public Relations No Report Submitted. Associate Director of Athletic Affairs No Report Submitted. Associate Director of Financial Affairs No Report Submitted.
Associate Director of Public Relations No Report Submitted. Associate Director of Social Affairs No Report Submitted. Professional Development Director
Hi Woodsworth! I am currently in the process of planning events for this portfolio. Last year, the major event for this portfolio was the annual leadership conference, and positive feedback by the attendees was received. It came to my attention that a lot of attendees liked the conference because of great, inspiring speakers. As having speaker series event might be of interest to many students, I would like to implement it from the fall. The expected budget for this new event is very low. Currently, my goal is to making this plan concrete before the end of July.
Also, this year’s leadership conference might have some major changes! Although last year’s leadership conference had a lot of improvements compared to the year before, the number of attendees were still far fewer than what was targeted. Considering previous years’ statistics, expecting fewer participants and making the size of the conference smaller seems to be more realistic in terms of the budget and the demand. As an alternative option, I am also considering collaborating with other clubs on campus, and scaling up the event. Thank you! Off-‐Campus Students’ Directors No Report Submitted. Full-‐Time Students’ Directors No Report Submitted. Upper Year Students’ Directors No Report Submitted.
Orientation Coordinators Hey Wolfpack! Amanda and I have been working hard this month to get a lot of planning done, specifically with booking things and building hype for Orientation Week. Some incoming students have already began contacting us, which is super exciting! We had one student message us through the website within the first hour of our website launch! We’ve been strong on our promotions end to make sure students are staying interested and excited. Thus, we have launched blog 2 about being involved in Woodsworth (check it out at woodsworthfrosh.com) and took promotional pictures with
Shaver around Toronto. We also had a snapchat story called “shaver’s adventures” which received a TON of positive feedback! In terms of events, we’ve gotten most of our permits done. We are waiting to hear back for block party, but other than that we have all of our event venues confirmed (i.e. club night at fly, high park for the picnic, etc.). We have started looking into registration and will be using the frosh net domain this year to make registration a quick and easy process. This year, students will be able to sign in by being scanned in, which means no wait time and lines- which is generally a concern students have. This means less waiting and more time for fun! Speaking of fun, we have started looking into logistics! Our logistics manager Dan has started making risk management plans and looking into event logistics such as tour routes for walking tours of Toronto. We’re also looking at specific activities for bigger events like High Park. One of our goals is to be very logistically strong so people know what they’re doing at all times and have something to do. Our goal is to finish logistics by the end of june so we know what we are doing and have time to memorize our logistics inside out. As for leaders, JOLT training registration opens may 19 and Bryson is pushing ‘early sign up’ so that our leaders can get the date they want. All exec will also be at JOLT, and we are hoping to have at least one exec per session. We also are planning on having head leaders very in the loop with communication and what is going on so they can be important point people for the leaders. We’ve also started looking into things like shirts, lanyards, tattoos, etc. for Orientation to have a better idea of costs and what they will look like. We’ve done a lot of other things but we don’t want to spoil any other surprises. Overall, we plan on being very on top of logistics and risk management (reducing risks). We want orientation to be organized and fun, and emphasize a safe and accessible transition into university for first years. We cannot wait for the week to unfold. 110 days left until orientation!! Ps please follow our adventures on instagram and snapchat @woodsworthfrosh #1<3WW Alyy and Amanda Orientation Coordinators
Appendix
1. WCSA Preliminary Budget PR: VP is Sarah Bear
Posters for WCSA event: Jays Game $10
Miscellaneous PR items: emergency poster funds, etc. $150
Total $160
External: VP is Ryan Jeong
!!Requested no preliminary funds!!
Social: VP is Kristine Sarah Medrero !!Requested no preliminary funds!!
Athletics: VP is Miranda Li
Summer Intramurals $ 210 Active Outdoors Event and BBQ $250 Total $460 Internal: VP is Radha Lamba
Item Summer Office Supplies $500 Office Staff Wages $4,500 Secretary Honorarium $500 Photocopier expense 0 Phone Bill 0 Equipment and Supplies 0 Board Meeting Refreshments $250 Transportation 0 Total $5,750 President: Novera Khan !!Requested no preliminary funds!!
2. Orientation Week Budget
