Minutes - USC: University Students' Council of UWO : Page not found

Minutes of the 4th Meeting of the 2012/2013 University Students’ Council of the
University of Western Ontario held on October 24, 2012 in Council Chambers,
Room 315, University Community Centre
Note: This meeting can be viewed in full or in part via streaming video at
http://www.usc.uwo.ca/government/council/meetings/index.asp.
1. CALL TO ORDER
The Speaker called the meeting to order at 7:08 p.m.
2. O CANADA
3. WESTERN SCHOOL SONG
4. ATTENDANCE
Present
Addison, Emily
Asantey, Kojo
Bain, Daniel
Bedeir, Tasneem
Bhatia, Meghan
Bitondo, Domenic
Blixt, Taylor
Brown, Liam
Brown, Spencer
Bucio Betancourt, Gina
Camilleri, Jordan
Carter, Andrea
Catton, Ali
Charles, Austin
Cheese, Nicole
Coop-Menard, Jordan
Cox, Grete
Damji, Ali
Doshi, Samik
Ennett, Dave
Absent With Regrets
Helfand, Matthew
Absent Without Regrets
Fearnall, Adam
Gao, Golden
Gray, Kayla
Hao, Jennifer
Hartley, Rebecca
Harvey, Caitlin
Jennings, Morgan
Jim, Gucio
Jodzio, Adrian
Krishnapillai, Samanta
Kwan, Pearl
Lafortune, Max
Lesarge, Jon
Li, Qingning
Locke, Gordon
Lyons, Connor
Mabtoul, Karima
Marani, Husayn
Mark, Kelly
McCrea, Ryan
Noronha, Diego
McGuire, Ashley
Nguyen, Lisa
Pascalau, Bogdan
Paulseth, Atle
Pilo, Nikki
Prabhu, Vivek
Pronk, Blake
Ritchie, Elise
Santucci, Jessica
Santucci, Olivia
Saravanabavan, Sujen
Smith, Adam
Soti, Emily
Stevenson, Melinda
Swamy, Desmond
Van Dusen, Sarah
Whelan, Patrick
Yeung, Spencer
Zhu, Maggie
Zhu, Rongbo
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Minutes of the 12/13 Council 4th Meeting October 24, 2012
Hamel-Carassi, Isabelle
Jansen, Jazmyn
Jolivet, Aaron
Khan, Raza
McDermid, Alexis
Power, Brendan
Non-Voting Members and Observers
Wes Thomas, Business Director Richmond and Tower Productions
Michelle Foglton, Inside Ride
Rylan Kinnon, Executive Director Ontario Undergraduate Students’ Alliance
Andrew Kanapatski, Presidential Liaison Commissioner
Brian Belman, Provincial Affairs Commissioner
Myuri Komaragiri, Vice-President Campus Issues
Jeremy Santucci, Vice-President Communications
Tony Ayala, Vice-President Finance
Erin Uberig, Vice-President Student Events
Alysha Li, Vice-President University Affairs
Andrew Shaw, Governance Officer
Speaker: Brent Duncan
Deputy Speaker: Jonathan English
Secretary: Sandi Roddy
5. ADOPTION OF THE AGENDA
The following additions to the agenda were proposed:
10.2 Richmond and Tower Productions
10.6 Turf Fields Update
10.7 President’s Speech Update
10.8 Executive Strategic Alignment
Motion to adopt the agenda as amended.
Cheese/Marani/Carried
6. RATIFICATION OF MINUTES OF PAST MEETINGS
There were no minutes to be ratified.
7. SPEAKER’S ANNOUNCEMENTS
Duncan reminded Councillors to send any event announcements they want distributed to
all of Council to the Legislative Assistant on Fridays.
8. MEMBERS’ ANNOUNCEMENTS
Li extended her thanks to those who had attended the first academic forum.
9. COMMENTS AND QUESTIONS FROM THE WESTERN COMMUNITY

Minutes of the 12/13 Council 4th Meeting October 24, 2012
10. PRESENTATIONS TO COUNCIL
10.2 Richmond and Tower Productions
Thomas presented a trailer for the play “November” being presented by Richmond and
Tower Production at the Arts Project from October 23rd through October 27th.
10.3 Inside Ride (Appendix 1)
Foglton advised Council of the Inside Ride event taking place at Western on November
18, 2012 to raise funds for the Coast 2 Coast Against Cancer Foundation. She noted that
last year’s event had raised $16,000 and organizers hoped to raise $30,000 this years.
She asked for Council’s help in spreading the word about the event to their constituents,
organizing teams of six to participate and volunteering to help with the event.
10.1 Ontario Undergraduate Students’ Alliance (OUSA) (Appendix 2)
Li, in her role as current OUSA President, introduced Rylan Kinnon, OUSA Executive
Director and advised that they had visited all of OUSA’s member schools to inform them
about OUSA.
Kinnon provided an overview of OUSA’s history, current membership, and their vision
and mission statements. He also advised Council of OUSA’s top lobby priorities on
behalf of students.
10.4 Biz Inc.
Ayala provided a brief background of Biz Inc and introduced John Pollock, Executive
Director of Biz Inc.
Pollock advised Council of the history of Biz Inc and noted that it was started to find and
empower student entrepreneurs two years ago and received its initial three-years of
funding from the London Economic Development Corporation (LEDC). He noted that
Biz Inc. is now also operating at Fanshawe College and has helped with over one hundred
student business and social enterprise projects. He introduced the partners in one of the
Biz Inc projects who gave Council an brief demonstration of the mobile application,
Game Press, they have developed with the help of Biz Inc.
10.5 Multi Faith Survey Data (Appendix 3)
Komaragiri advised that students see multi-faith as a priority and that the USC should
foster community between the diverse faith groups on campus as spirituality and faith
contribute to well-being. Bain reviewed the data from the survey that was conducted
with students over the summer months. Komaragiri outlined the steps to be taken
moving forward from the survey including bring representatives from all the religious
clubs and groups on campus together to outline what each group’s priorities are and
submit these priorities for negotiation. She noted that all groups would be working
together to determine how this can be institutionalized beyond the current vision.
10.6 Turf Field Update
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Minutes of the 12/13 Council 4th Meeting October 24, 2012
Fearnall advised that the goal of this presentation was to provide Council with an update
on developments on the turf fields issue since the last discussion (see Meeting #3,
September 26, 2012). He advised that the University has decided that a referendum
seeking a fee of $12.00 would probably not be successful and a new proposal has been
received which would see the University coming to the table with fifty percent of the cost
of the turf fields where they had previously offered no contribution to the funding of the
$4.5 million project. The balance would be raised through a fee increase through the
Student Services Committee (SSC) of approximately $5.00 which would be split between
the Campus Recreation fee and the Intercollegiate Athletics fee. He noted that, if Council
agreed, the USC could consider going to referendum for this fee instead of going through
the SSC.
10.7 President’s Speech Follow-up (Appendix 4 – Next Steps)
Fearnall presented a summary of the issues raised in his “Untold Story of Western”
speech and advised that he would work with the constituent council presidents in a
summit to look at the Principles of Collaboration and Commitment document to examine
the relationships between the USC and the University to be more specific on how and
where students’ voices should be heard. This group will look at holding a large open
meeting to discuss and determine the service levels required by students and will consult
with students-at-large and councillors through other means.
Fearnall advised that he hoped to have an outline for the consultation process available at
exam time and hold consultation session in January. He noted that they should have
information available for the USC budget in the spring and to bring into the Western
strategic planning process in September.
10.8 Executive Strategic Alignment
Fearnall provided Council with an overview of the structural changes that he would be
proposing to Council for approval at the next meeting and invited Council members to
provide their input and feedback over the upcoming month. He presented his ideas for
restructuring the governance of the USC or operationalizing the Long Term Plan which
was put in place during the 2011/12 year. Fearnall reviewed the job description of the
USC President and the directives in the Long Term Plan to frame the issues he was
bringing forward. He pointed out that the goal of the President was to implement the
mandate he was elected on in his platform and to meet the needs of his constituents and
advised that the check on the power of the President was in Council’s role of evaluating
whether or not the President was fulfilling that mandate.
Fearnall advised that there are currently two distinct parts to the role of the Executive
Council and those are the responsibility for the political or government side of the
organization; and the role of Directors of the corporation. He noted that these are very
different and potentially conflicting roles and, to address this conflict, he would propose
the creation of a separate Board of Directors comprised of a combination of students and
community members.
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Minutes of the 12/13 Council 4th Meeting October 24, 2012
Fearnall also discussed his proposal to have the USC President and an Executive Vice-
President run as a slate for election by the entire undergraduate student body to solidify
and further legitimize the way in which the USC advocates for students. He noted that,
as part of this proposal, there would be a change in the way the other Vice-Presidents are
chosen from an election to a hiring process. He added that this would make these
positions more accessible to highly qualified students who have never been previously
involved in the USC and give the President the ability to appropriately manage the Vice-
Presidents as well as give Council the ability to hold the President accountable for the
performance of the Vice-Presidents. He further stated that he would like to see these
changes put in place for the next election cycle.
Fearnall also proposed that; as the annual budget is the primary planning document for
the organization, the current Council and Executive should be the ones negotiating how
the budget will be structured to set the priorities for their year. He noted that this change
would not be possible to implement until the next budget cycle.
Motion to recess for ten (10) minutes.
Whelan/Jim/Carried.
11. EXECUTIVE SUMMARY
(http://westernusc.ca/councillors-corner/)
Fearnall presented a summary of the work being done in the each of the Executive
portfolios (Campus Issues, Communications, Finance, University Affairs and Student
Events) as well as an update on the progress of his platform initiatives.
Fearnall advised Council that the USC was in receipt of a petition of protest to stop
Steven Woodworth from coming to Western to speak in November. He noted that this
speaker was being brought in by the Lifeline Western Club to speak on pro-life issues.
He further advised that it is USC policy to present both sides of the argument on
controversial issues. He noted that this event would be a closed event so participants
must make the choice to attend and those presenting the other side of the issue would be
encouraged to host a similar event.
12. STUDENT CAUCUS ON GOVERNANCE REPORT (Appendix 5)
Harvey presented the questions asked by student Senators at the last meeting of Senate
and the responses provided by the University. She also provided an update on the issue
of a Fall Reading Break and information from other Ontario universities that have
instituted a Fall Break. Harvey advised that a survey from student Senators would be
coming out soon.
13. STANDING COMMITTEE REPORTS
(All Standing Committee reports can be viewed on the USC website at
http://westernusc.ca/standing-committees/)
13.1 Campus Issues Standing Committee
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Minutes of the 12/13 Council 4th Meeting October 24, 2012
Jim presented the report of the Campus Issues Standing Committee and noted that the
Committee was reviewing proposed updates to the Terms of Reference for the
Commissioners and Coordinators in the portfolio and would be recommending some
amendments including striking the requirement to liaise with the Affiliate campuses as
Western has moved toward a more united campus.
13.2 Communications Standing Committee
Cheese presented the report of the Communications Standing Committee and advised that
CHRW Radio Western was looking at a restructure of their Board of Directors. She
added that the Committee had looked at potential advertising strategies for promoting
USC programs and events.
13.3 Finance Standing Committee
Lyons presented the report of the Finance Standing Committee and brought the following
items forward for Council consideration.
Motion #1 – Amendments to Honoraria Policy (Appendix 6)
Recommendation from Finance Standing Committee:
That Council approve the Honoraria Policy as amended.
Whereas, the Gazette is the official undergraduate newspaper of Western and provides
students with relevant news on campus;
Whereas, the Gazette editors have been receiving an honoraria for the past 20 years;
Whereas, the honoraria policy was not updated to reflect this change;
Be it resolved that, the Honoraria Policy be amended as follows.
See attachment of proposed policy.
BROWN/Nguyen/Carried. C12/13.4.1
Brown spoke for the motion stating that the proposed amendments to the Honoraria
Policy included adding Gazette editor honoraria to the current list of USC Coordinators
that currently receive honoraria. Gazette editors currently receive honoraria however the
policy was not updated to reflect the change. Proposed amendments seek to rectify this.
Motion #2 – Strategic Review of the Gazette
Recommendation of the Finance Standing Committee:
That Council approve the Strategic Review of the Gazette as proposed.
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Minutes of the 12/13 Council 4th Meeting October 24, 2012
Whereas, the USC seeks to enhance the educational experience and quality of life for all
undergraduates at Western University;
Whereas, the Gazette is the official undergraduate newspaper of Western University and
is committed to providing undergraduate students with coverage of relevant news on and
off campus;
Whereas, the USC collects student fees annually on behalf of the Gazette for the
purposes of the Gazette's publication;
Whereas, the USC has a duty to students to ensure that student fees are being used
effectively;
Whereas, a review of the long-term strategic vision for the Gazette has not been
conducted within recent memory;
Whereas, any review of the Gazette that is conducted should be undertaken by an
impartial third party that is separate from both the USC and the Gazette;
Be it resolved that, an Ad-Hoc Committee be struck to review the long-term strategic
vision, business, and financial operations of the Gazette;
Be it further resolved that, the Ad-Hoc Committee be comprised of members with no
affiliation to either the USC or the Gazette;
Be it further resolved that, the members of the Ad-Hoc Committee be selected by mutual
agreement of the Gazette Editor-in-Chief and the Vice-President Communications, and if
an agreement cannot be reached, that the Committee members be selected by resolution
of Council;
CHEESE/Ritchie/Carried. C12/13.4.2
Cheese spoke for the motion stating that it was the responsibility of Councillors to ensure
that these reviews are done.
Motion #3 – Mustang Express Surplus Funds
Recommendation of the Finance Standing Committee:
That Council approve the Mustang Express Surplus Funds motion as proposed.
Whereas, the USC is tasked with collecting and administering a number of student fees;
Whereas, the USC, in anticipation of higher costs, collected a surplus of funds for the
Mustang Express initiative;
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Minutes of the 12/13 Council 4th Meeting October 24, 2012
Whereas, the surplus of funds collected in the 2011/2012 school year is approximately
$130,000;
Whereas, due to the scope and nature of the referendum questions, funds cannot be
allocated for anything outside the scope of the original referendum question;
Be it resolved that, the Mustang Express fee be frozen until such time as an increase is
necessary;
Be it further resolved that, the Vice President Finance be tasked to assess the feasibility
of reducing the Mustang Express fee through the use of surplus funds collected;
Be it further resolved that, the Vice President Finance also be tasked to assess the
feasibility of an exam period shuttle bus to the Via Rail station, Greyhound station and/or
the London Airport, through partial use of the surplus funds up to $30,000, for the
December 2012 exam period with an option to extend it to the April 2013 exam period;
Be it further resolved that, the Vice President Finance report back to the November
meeting of the USC with a detailed plan and cost structure of the pilot project.
BROWN/Smith/Carried. C12/13.4.3
Brown spoke for the motion and advised that this fund represents excess money from the
Mustang Express fee and the USC is looking for a way to use this money to benefit
students. Smith added that the money in this fund must be used for the Mustang Express
and it is felt that students would support this initiative as it was part of Fearnall’s
platform. Ayala also added that the pilot project could cost only $15,000 and the USC
would be launching a survey on Friday, October 26th to ask students if they would use
this service and when and for how many days it should be offered. He also noted that he
and the Finance Department were looking for efficiencies before bringing a motion to
Council.
13.4 Student Events Standing Committee
Bedeir presented the report of the Student Events Standing Committee and noted that the
Vice-President Student Events had advised the Committee that a decision would need to
be made regarding the location of the future Homecoming parades as there would be a
cost from the City for police officers to close the streets if the parade was held in the
downtown area but there would be no cost to hold the parade on campus.
Ennett noted that the issue with the parade this year was that the USC was only notified a
week prior to the parade that there would be a cost. He asked if it was possible that more
could be done with the Alumni and the City to look at other alternatives.
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Minutes of the 12/13 Council 4th Meeting October 24, 2012
13.5 University Affairs Standing Committee
Ennett presented the report of the University Affairs Standing Committee and advised
that the Vice-President University Affairs had noted that Western had released their
Strategic Management Agreement and the Committee had discussed questions such as
why these seven research intensive universities were chosen to become part of a Credit
Transfer Consortium and what input the USC should have into the Western Strategic
Plan.
13.6 Committee of Council Operations and Agenda (COCOA)
Duncan presented the report of COCOA and brought the following item forward for
Council consideration.
MOTION #4 - By-law Amendments
Recommendation from COCOA:
That Council approve the following motion.
Whereas, an Agenda Report has been disseminated to Council detailing the proposed
amendments and the reasoning behind them;
Be it resolved that, Council ratify By-Law amendments, as amended by the Executive
Council at its September 25, 2012 in-camera meeting, as follows:
By-Law #1:
6.09 Execution of Contracts
(4) All contractual matters relating to employees, except the General
Manager, are within the purview of the General Manager, with the
following exceptions:
i. Any decisions that affect the initial contract for
employment, the salary, or the removal of an individual
from any managing director senior management position
shall be approved by resolution of the Executive Council.
ii. Settlement packages that exceed $100,000 related to the
termination of employment contracts shall be approved
by resolution of the Executive Council.
By-Law #4:
1.01 Definitions
(11) “Senior Manager Managing Director” means any the most
senior employees reporting directly to the General Manger, who are
responsible for directing overseeing various administrative and
operational units within the Corporation to achieve the strategic
direction set by the Executive Council and Council.
Be it further resolved that, all other references in the By-Laws to "Senior Manager" be
replaced by "Managing Director."
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Minutes of the 12/13 Council 4th Meeting October 24, 2012
LESARGE/Prabhu/Carried. C12/13.4.4
14. COUNCIL BUSINESS
15. MATTERS ARISING FROM EXECUTIVE COUNCIL MINUTES
16. QUESTION PERIOD
Could Council be provided with an update at the next meeting on the use of the Student
Legacy Challenge funds in regards to the Councillor Lounge
Fearnall responded that the Councillor Lounge was being converted into a meeting room
and work space as well as an office space for the Speaker of Council as they had wanted
to get rid of the perception of Councillors lounging and watching television in the USC
office and because Councillors need a place to meet and work.
Were the furnishings and the X-Box that were in this space sold
Fearnall advised that the furnishings that were in the room had been re-purposed and the
X-Box was stolen from the room last year.
Council voted on the use of Legacy Challenge funds for this lounge. Why was it changed
without consultation with Council
The Speaker responded that the original purpose of the room was to provide meeting and
work space for Councillors; however, when the USC received a free X-Box the focus was
changed. Fearnall added that COCOA had requested that the space be used as a meeting
space.
17. NEW BUSINESS
18. ADJOURNMENT
Motion to adjourn.
Charles/Zhu (M.)/Carried
The meeting adjourned at 12:10 a.m.
President
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Minutes of the 12/13 Council 4th Meeting October 24, 2012
Recording Secretary
Approved on: January 23, 2013
Sign In/Sign Out
Name Time In Time Out
Bhatia, Meghan 6:55
Brown, Spencer 7:10
Hartley, Rebecca 9:24
Pilo, Nikki 9:24
Camilleri, Jordan 7:20
Yeung, Spencer 6:50 12:09
Li, Qingning 6:50 12:10
Mabtoul, Karima 6:50 12:10
Zhu, Maggie 6:50 12:10
Lafortune 6:50 12:10
Bitondo, Dominic 12:10
Paulseth, Atle 12:10
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