Embed Size (px)
Citation preview
AMS Assembly Thursday, April 4th, 2013
Wallace Hall, JDUC -------------------------------------------6:30pm-----------------------------------------
Agenda
1. Approval of Agenda of the meeting of April 4th, 2013 [Motion 1] 2. Approval of Minutes of the meeting of March 21st, 2013 [Motion 2] 3. Speaker’s Business
a. Election of the Speaker and Chief Electoral Officer for the 2013-2014 session of AMS Assembly 4. Guest Speaker - Alan Harrison, Provost and Vice-Principal (Academic)
- Martha Whitehead, University Librarian
5. President’s Report - President Doug Johnson 6. Vice President’s Report
a. Operations - Vice-President Tristan Lee b. University Affairs - Vice-President Mira Dineen
7. Board of Director’s Report - Chairman Rob Gamble 8. Student Senator’s Report - Senator Eril Berkok 9. Rector’s Report - Rector Nick Francis 10. Student Trustee’s Report - Undergraduate Trustee Lauren Long 11. Statements by Members 12. Question Period 13. Business Arising from the Minutes
a. Approval of Minutes of the Special Assembly of March 3rd, 2013 [Motion 3] b. That AMS Assembly approve the second reading of the amendment to the AMS Constitution,
Section 19: Transition, as seen in Appendix A: Lost In Transition. [Motion 4] c. That AMS Assembly approve the second reading of the amendment to the AMS Constitution,
Section 2: The Society and Executive of the Society, as seen in Appendix B: No More Years. [Motion 5]
d. That AMS Assembly approves the second reading of the amendment to the AMS Constitution Section 10.02.02, as seen in Appendix C: NAD. [Motion 6]
14. New Business a. That AMS Assembly approve amendments to Policy Manual 1 Section 8, Part B: AMS Space
Designation and Part C: Club Space Allocation, as seen in Appendix D: Space Is Neat. [Motion 7] b. That AMS Assembly approve the removal of policy Manual 2, Section 8: Bus-It Working Group,
as seen in Appendix E:Bus-It. [Motion 8] c. That AMS Assembly approve the creation of Policy Manual 2 Section 9: Undergraduate Student
Trustee, as seen in Appendix F: Trust. [Motion 9] d. That AMS Assembly approve amendments to Policy Manual 1, Section 2 Part A: Assembly Policy,
as seen in Appendix G: Assembly Votes. [Motion 10] e. That Assembly approve the budget for FYNIRS Orientation 2013, as seen on the AMS website or
in the Assembly Dropbox. [Motion 11]
f. That Assembly approve the budget for NEWTS Orientation 2013, as seen on the AMS website or in the Assembly Dropbox. [Motion 12]
g. That Assembly approve the budget for the Orientation Roundtable 2013, as seen on the AMS website or in the Assembly Dropbox. [Motion 13]
15. Discussion Period a. Student Life Summit b. Special Committee on External Alignment Report to Assembly c. Executive State of the Union
AMS Assembly Thursday, April 4th, 2013
Wallace Hall, JDUC -------------------------------------------6:30pm-----------------------------------------
Motion Sheet
1. Moved by: Liam Faught Seconded by: Mira Dineen That AMS Assembly approve the agenda for the Assembly meeting of April 4th, 2013.
2. Moved by: Liam Faught Seconded by: Mira Dineen That AMS Assembly approve the minutes for the Assembly meeting of March 21st, 2013.
3. Moved by: Liam Faught Seconded by: Mira Dineen Approval of Minutes of the Special Assembly of March 3rd, 2013.
4. Moved by: Doug Johnson Seconded by: Mira Dineen That AMS Assembly approve the second reading of the amendment to the AMS Constitution, Section 19: Transition, as seen in Appendix A: Lost In Transition.
5. Moved by: Doug Johnson Seconded by: Mira Dineen That AMS Assembly approve the second reading of the amendment to the AMS Constitution, Section 2: The Society and Executive of the Society, as seen in Appendix B: No More Years.
6. Moved by: Liam Faught Seconded by: Mira Dineen That AMS Assembly approves the second reading of the amendment to the AMS Constitution Section 10.02.02, as seen in Appendix C: NAD.
7. Moved by: Derrick Dodgson Seconded by: Mira Dineen That AMS Assembly approve amendments to Policy Manual 1 Section 8, Part B: AMS Space Designation and Part C: Club Space Allocation, as seen in Appendix D: Space Is Neat.
8. Moved by: Tristan Lee Seconded by: Liam Faught That AMS Assembly approve the removal of policy Manual 2, Section 8: Bus-It Working Group, as seen in Appendix E:Bus-It.
9. Moved by: Lauren Long Seconded by: Mira Dineen That AMS Assembly approve the creation of Policy Manual 2 Section 9: Undergraduate Student Trustee, as seen in Appendix F: Trust.
10. Moved by: Philip Lloyd Seconded by: Liam Faught That AMS Assembly approve amendments to Policy Manual 1, Section 2 Part A: Assembly Policy, as seen in Appendix G: Assembly Votes.
11. Moved by: Claire Casher Seconded by: Mira Dineen That Assembly approve the budget for FYNIRS Orientation 2013, as seen on the AMS website or in the Assembly Dropbox.
12. Moved by: Claire Casher Seconded by: Mira Dineen That Assembly approve the budget for NEWTS Orientation 2013, as seen on the AMS website or in the Assembly Dropbox.
13. Moved by: Claire Casher Seconded by: Mira Dineen That Assembly approve the budget for the Orientation Roundtable 2013, as seen on the AMS website or in the Assembly Dropbox.
President’s Report to Assembly Doug Johnson April 4th, 2013 [email protected]
Hello Assembly and welcome to our last meeting of 2013! It has been an absolutely incredible year and it is hard
to believe that we’re wrapping it up so soon! I wanted to wish everyone the best of luck in their exams and
future pursuits. As many of us move on we will look back upon these experiences and what they have done for
us.. While it may have been tough at times this experience truly is one of the greatest of all teachers and each of
us should reflect upon the things we have learned throughout the year. Good luck everyone!
Library Application
As the JDL platform promised I have recently made great strides in developing the library occupancy application
for Stauffer library. Library Systems has committed to paying for it and we have placed our order with the
provider. Unfortunately I don’t believe it will be installed and ready to go this exam period, but we are entering
a two-year contract with the library so it will be available for future years of Queen’s students!
Executive Director Hiring
I am sure Tristan will update Assembly on this, but we are moving into the interview process of our Executive
Director hiring. Of the pool of applicants we currently have we will be trimming it down post-interview for a
second round opportunity. As we have mentioned, we hope to have the new ED in place late April in order to
provide some transition from the three of us before we leave the AMS on April 30th.
Enrolment Planning
The Provost and Vice-Principal Academic will be coming to our Assembly on Thursday night to discuss the
enrolment planning process and I strongly encourage you to read the enrolment report and come prepared with
questions for him. The long and short of it is the University plans to increase enrolment by 450 students per
year, starting in 2015. This increase will nearly fill up the new planned residences and breads concerns regarding
upper year housing, class room sizes and so on. Get engaged in the process!
http://www.queensu.ca/provost/enrolmentplanning.html
Special Committee on External Alignment
It is finally here! The Special Committee on External Alignment will be presenting its report to AMS Assembly on
Thursday night. It has been a long process and we are proud of the document we have put together. However
the work is not over! The AMS’ membership in OUSA is up for renewal next year and this committee will have a
lot of work to do to audit OUSA, as well as other options for external alignment. Hopefully our report will
provide the basis for this work.
Crunch Brunch
Unfortunately this event, which is normally held in December, was cancelled this year. I am currently working
with the Peer Support Centre and the MarComm offices in order to brainstorm ways in which we can advertise
our academic and non-academic support services to students throughout the exam period. We are thinking of
some sort of fun carnival event in the JDUC throughout the exam period. Hopefully there will be some free food
as well as some stress relieving games and activities for everyone to participate in! I will let Assembly know what
we come up with!
IT Office
One of the last projects I hope to have completed before the end of my term is the finalizing of two agreements
with Queen’s ITS. As I have reported before, Queen’s ITS provides support and services for our IT Office and it
became apparent this year that we needed to have a much more thorough agreement in place. As such, I have
been working with ITS to establish these documents. I am hoping that both of them will be in place by the end
of my term!
Upcoming highlights in my calendar:
Monday April 1st: Dinner with Tristan, Mira and Principal Woolf
Tuesday April 2nd: Executive Director Interviews
Tuesday April 2nd: Last SCEA meeting
Wednesday April 3rd: Partners in Higher Education Gala in Toronto
Thursday April 4th: Queen’s Centre Student Working Group
Thursday April 4th: Assembly
Until Thursday,
Doug Johnson
AMS President & CEO
Vice-President (Operations) Report to Assembly Tristan Lee April 4th, 2013 [email protected]
Hello members of Assembly!
I have provided a few updates below. Looking forward to seeing you all at the last Assembly of the year this
Thursday!
Remuneration Review
Personnel Committee of the Board has been working on the remuneration review over the past few months.
The committee is close to wrapping up work that will then be presented to the Board of Directors in the coming
weeks. Although I cannot yet comment on the outcome of the review, we foresee the production of a long term
plan for staff remuneration.
Management & Operations Agreement
We have now entered negotiations for the Management & Operations Agreement. There is a QCSWG meeting
on Thursday where we will be discussing strategy going into these negotiations. Lyn Parry (Controller) and I will
be representing the AMS throughout these discussions. Please let me know if you have any questions or
thoughts regarding the agreement and process.
Permanent Staff Hiring Processes
We are conducting interviews on Tuesday for the Executive Director. We have a number of absolutely incredible
candidates, and we’re very excited to begin the interview process. We are still hoping to hire somebody before
the end of this month, so stay tuned for an announcement! The applications for Facilities Officer are due on
April 4th, and we will hopefully screen through applicants in next week.
Student Fee Reconciliation
Lyn Parry (Controller) and I will be processing the second installments of student fee payments within the next
few weeks. I will notify all organizations when we have the final 10% of funding prepared. At this point, we are
waiting for the final reconciliation documents from the Registrar so that we can begin dispensing the remaining
funds.
Lastly, I want to thank each and every one of you for a fantastic year. The work of this body truly demonstrates
that as a collective, we can change this University. I am honoured to have sat here biweekly with some of the
most intelligent and well-spoken individuals I have ever met and I wish you all the best in your future
endeavours!
Signing off,
Tristan Lee
Vice-President (University Affairs) Report to Assembly Mira Dineen April 4th, 2013 [email protected]
Hi everyone,
The coming Assembly meeting marks the end of our year together! I’d like to thank all of you for ensuring that
the year has been anything but dull, for your patience during long discussions, for your humour, and for taking
on each of your positions in the first place and being part of AMS Assembly. I hope you all do well during the
coming exam period and that you have a fun and relaxing summer!
EXTENDED AMS Special Projects Fund
Applications for the AMS Special Projects Fund are due Friday April 12th at 4:00 PM at the AMS Front Desk.
Special Projects are defined as projects submitted by Queen’s students and/or Queen’s student organizations
that satisfy the criteria listed below, and that demonstrate a genuine benefit to the Queen’s and Kingston
community. Projects may also be one-time non-recurring internal AMS projects (i.e. to fund a service, office or
commission initiative) which have not been accounted for in the normal budgeting of that specific service, office
or commission. Priority shall be given to non-AMS projects, but AMS internal projects as specified above are
eligible to apply. Special Projects Grants fall under the direct jurisdiction and discretion of the AMS Board of
Directors. The updated application will be available here:
http://www.myams.org/about-your-ams/board-of-directors.aspx
Student Learning Experience Task Force
The SLETF (the least pronounceable acronym of all committees I sit on) is submitting a preliminary report to the
Provost in the middle of May. I have been working on the subcommittee that is assessing rewarding and
recognizing excellence in teaching, and have offered a student perspective to the other subcommittees. The
new executive will be transitioned on this important topic!
Library and Archives Master Plan -- $30 gift card to Common Ground!!
Martha Whitehead, Queen’s University Librarian, will be presenting on Thursday and will discuss the process of
the LAMP committee, as well as potential plans for rethinking and reconfiguring space in the libraries. The
committee is seeking student feedback on a number of issues. Fill out this short survey and you’ll be eligible for
a $30 gift certificate to Common Ground! www.myams.org/lamp
Senate Academic Planning Task Force (SAPTF) Report
Please check out the SAPTF report on online learning and virtualization! http://www.queensu.ca/saptf/wp-
content/uploads/2013/03/APTF-Draft-Report-March-2013.pdf
I will be spending the remainder of April reviewing honoraria policy, revising the honoraria grid, participating in
hiring the new AMS Executive Director, implementing a new project accounting system, convening the AMS
Health and Wellness Working Group, completing the remaining projects outlined in our executive annual report
to Assembly (forthcoming), and transitioning the new team!
Thanks for a great year!
AAC Report to Assembly
Isabelle Duchaine
April 4th, 2013
Hi all,
End of the year in the AAC! Lots of stuff afoot, so I’ll try to be brief:
After last Assembly, I headed off to Toronto to present to the Standing Committee on Finance and Economic
Development for the Province of Ontario. My discussion focused on the need for an affordable tuition
framework, mental health funding, and credit transfer.
The Government of ON announced a new tuition framework; increases in tuition will be capped at an
institutional average of 3%, with increases up to 5% allowed for professional programs. This will be less
expensive for students than the previous framework, which allowed for 5% increases. Although not as
progressive as what I’d like to see (which was a tuition freeze with operating revenue made up by increased
government funding), it’s still a good step forward in increasing the affordability of post-secondary education in
Ontario.
The Teaching Awards Committee celebrated the conclusion of a landmark year with the Teaching Awards
Ceremony Last Tuesday. Over the course of the year, we received over 450 nominations. Congrats to Dr. Bai and
Dr. Rose for winning the AMS award for excellence in Teaching.
The AAC, in conjunction with ASUS Lost Paws is busy holding Critters on Campus this week! Check out our furry
friends around the JDUC until tomorrow. Special guest is one of the Overheard Goats! Thanks to the SLC and
ASUS for partnering with us and allowing us to relieve a little bit of stress.
The Academic Grievance Centre (AGC) finished off a very successful week of promotions, handing out over 300
stress balls with our logo and contact information on them. Although AGC cases are confidential, I can assure
Assembly that we’ve been quite busy handling some particularly sticky (and interesting) situations.
I’ve also been working with Alli’s team to help throughout the transition process.
If you’re interested in Austerity, come out to BIOL 1102 next Tuesday to hear me speak on a speakers panel
hosted by the SGPS and QUFA. I promise only the most fun.
The External Advocacy Co-ordinators (Wes and Nora) have done an amaaaazing job of raising awareness of
ancillary fees on campus. Mira is currently overseeing a letter I’ve drafted for the Provost, so hopefully I’ll have
more to update you on the situation by this Assembly.
In conclusion, thanks everybody for a great year. I’ll be seeing some of your lovely faces next year for another
session of FUN TIMES on Assembly!
CAC Report to Assembly Claire Casher April 4th, 2013 [email protected]
Hi everyone,
I hope you all enjoyed a restful long weekend! For the final time (!), here are the latest updates from the CAC:
Events
- Catch Me If You Can wraps up this week, after 4 exciting rounds of espionage and high-speed chases.
- The CAC is partnering with Karuna Vida, and Toronto-based health and wellness company with ties to
Queen’s, to bring the first every Yoga Rave to campus this Sunday! It’s going to be UNREAL, and a great
way to de-stress before exams. Check out the Facebook event for more information, and tell your
friends! https://www.facebook.com/events/547478108618555/
Orientation
- The Orientation Budgets (for the NEWTS Orientation Committee, FYNIRS Orientation Committee, and
Orientation Roundtable) are being presented to Assembly for approval this week.
o I have created a new budget template for these groups to better represent the fact that they
operate across two fiscal years (they work from November to October while the rest of the AMS
works, and therefore keeps financial records, from May to April). The goal is to clearly predict
both overall spending and spending within one Commissioner’s year, so that end-of-year totals
are as accurate as possible. If you have any questions about the budgets (included in this
package’s appendices), please ask me for clarification!
- ORT implemented a new system this year called pORTal, which allows Event Forms to be filled out and
approved online rather than on paper.
o Faculty Presidents are the first signatories for their faculty Orientation Committees’ forms.
Please keep in contact with your Orientation Head about this responsibility!
o If you have any issues with the online system, please notify the ORT Coordinator Sam at
[email protected] or 613-533-6000 ext. 74819.
Homecoming
- Planning for Homecoming 2013 is well underway! The AMS is taking ownership of some events for the
two weekends, including the TriColour Run (a spirit building event open to students and alumni alike).
- If your faculty society is planning an event and would like to see it included in the official Homecoming
Program, please let myself or someone from Alumni Relations know!
Best, Claire
CIA Report to Assembly Liam Faught April 4th, 2013 [email protected]
Non-Academic Discipline
At the Annual General Meeting (AGM), Judicial Affairs Director Benj Burgar presented the annual report of the
Judicial Affairs Office. Look for final statistics from the Non-Academic Discipline system in the upcoming edition
of the Journal!
At the most recent SONAD meeting, a proposal was made to create a Conduct Board as a sub-entity of SONAD
to deal specifically with group discipline.
Clubs
The inaugural AMS Club Awards have been determined by the Club Awards Committee and New Club Assistance and Awards (NCAA) Committee. These awards were written into policy by Assembly in September, and we believe will provide much needed recognition and publicity for award recipients and nominees. Here are the recipients:
Club of the Year - Queen’s International Affairs Association (QIAA)
New Club of the Year - Vinyl Appreciation Club
Best Special Event - Quidditch Club
Best Regular Meeting Events - Poker Club
Most Improved Club - Federation Of Charitable University Students (FOCUS)
Best Office Space - Queen’s Music Club (QMC)
Best Use of Shared Space - Kingston Chinese Christian Fellowship (KCCF)
Best Shared Space - Common Interest Room
CES Report to Assembly Ty Greene April 4th, 2013 [email protected]
Hello Assembly!
I can’t believe it’s that time of year already, our last Assembly! I want to thank all of you for an
incredible year, and I wish you all the best of luck in your future education, careers and everything else
life has in store! Here are the final things you’ll need to know about the CES this year:
We are still conducting a campus biking habits survey to direct future initiatives for supporting
cycling on campus. Fill out the survey at https://www.surveymonkey.com/s/SMR2FRX for your
chance to win $25 to CoGro!
Community garden applications will be going up on the AMS website very soon! If you’re
staying in Kingston this summer and want to save money as well as try out growing some of
your own food, apply to have a FREE garden installed in your backyard!
The Queen’s Bike Shop is open for the spring! It is open Sundays 11-2 as well as Wednesdays
and Fridays 5-8pm in the basement of Mac-Brown Hall. The weather’s heating up, and your
bike needs some tender love after the long winter hibernation so it’s ready for spring!
You Stay Green Queen’s,
Ty Greene
MAC Report to Assembly Troy Sherman April 4th, 2013 [email protected]
Hello AMS Assembly!
I can’t believe this is our last Assembly for 2012-2013! It has been a fantastic experience and I thank you all for
being engaged and active in the discussions affecting the Queen’s student body. This year has been an exciting
one for the Commission with such things as the one garbage bag issue, amazing committee recruitment, the
Golden Key and Assembly at City Hall! Here is what has happened these past two weeks:
State of Town-Gown Relations
The AMS hosted the first ever State of Town-Gown Relations address by Mayor Mark Gerretsen. It was a great
discussion on some of the many issues facing town-gown relations today ranging from talent retention to active
transportation. Unfortunately we did not get the student turnout we would have liked but there were several
other events that night that may have contributed to that. Hopefully this can become an annual event!
Transition
Catherine and I have been meeting regularly to discuss transition stuff and some things that the Commission
may have to face in her year. Everything is going great so far and I would like to say a big congratulations to her
new team in the MAC!
Housing
With the Housing Grievance Centre now passed, I have turned my attention to housing as it relates to increased
enrolment. I have met with the City’s Planning Department to discuss this issue and will be writing a housing
report for them that they can refer to in order to understand AMS stances on certain issues relating to housing.
This is merely a referral document for them but I would encourage Catherine to bring forward a motion next
year for an official stance on housing to be incorporated in Policy Manual 3.
End of Year
It’s the end of the year for the MAC 2012-2013 and we will be going out for our year end dinner on April 8th. I
would just like to say huge thanks to Courtney, Heather, Andrew, Ceilidh, Priya, Melanie, Caitlin, Lauren, Julia,
Will, Breanne, Nicolle, Victoria and Eve for making this year so memorable! To all the volunteers in the MAC:
THANK YOU! In September 2012 we launched the challenge “How will you MAC a difference?” and all of you
have risen to the challenge. MAC LOVE!
Municipally yours,
Troy Sherman
SIC Report to Assembly Katie Conway April 4th, 2013 [email protected]
Hello Assembly!
SIC Committees
The Religious Affairs Committee has printed their pamphlet on religious resources on campus and in
the community.
Able will be the first publication to launch! Volume 3, which is the largest volume to date, will be
launched on Saturday, April 6th at 6 pm in the JDUC Performance Lounge. The remainder of the
publications are scheduled to launch throughout April. I am incredibly proud of the hard work done by
the chairs and their committees in completing the publications this year!
On Monday, April 1, EQuIP hosted their end of the year event. We are currently looking to purchase
new books and materials for their office space, as much of their literature dates to when the chairs and I
were in elementary school.
Mental Health Awareness Committee hosted their final speaker series event on anxiety on March 27 in
CoGro. Many thanks to Rector Nick Francis for sharing story – it was greatly appreciated. #cultofFrancis
(sorry Nick)
Accessibility Queen’s hosted an awareness event for the end of Disability Awareness Month. By this
Thursday’s assembly, we should be finished the allocation process for the Accessibility Queen’s grant. I
will update Assembly orally on the decisions of the committee on Thursday.
SIC Services
The AMS Food Centre SGPS student fee went to referendum and we were successful in securing a 0.25
increase in the SGPS student fee for the Centre.
Our permanent food donation bins arrived this week! We have two permanently donation bins in the
JDUC (near the clothes donation bin) and the Queen’s Centre. If you have any non-perishable items, or
any unused hygienic items (such as tooth paste, body wash), feel free to donate them to the Centre!
The Peer Support Centre is currently scheduled to be open until April 19th, and the AMS Food Centre is
scheduled to be open until April 22nd. If you have any concerns, please e-mail me.
As this is my last assembly report, I would like to take a moment to thank the Social Issues Commission
volunteers for their amazing dedication, passion and drive this year. I am so incredibly proud of all of the things
that they’ve accomplished.
It’s been an amazing experience serving students with the rest of Assembly. I wish you all luck in your next year!
Cheers,
Katie Conway
Hospitality & Safety Services Report to Assembly Keenan Randall April 4th, 2013 [email protected]
None submitted.
Retail Services Report to Assembly Alvin Suen April 4th, 2013 [email protected]
Publishing & Copy Centre
Store is open from Monday to Friday, 9-5 during exam period.
Tricolour Outlet
Store is open from Monday to Friday, 10-5 during exam period.
Consign your textbooks at Tricolour Outlet! You can do it whenever the store is open; earn
some cash without the hassle.
AMS Board of Directors Report to Assembly Rob Gamble April 4th, 2013 [email protected]
None submitted.
Undergraduate Student Trustee Report
Lauren Long April 4th, 2013
Dear Assembly,
It is hard to believe that my 2-year term is drawing to a close and that this is my last report to thee. These last
two years have been the most amazing, challenging, exhilarating, and humbling years of my life. Thank you to
those that believed in me, voted for me, transitioned me, supported me, and gave me constructive criticism
when I needed it.
Student Trustee Policy
As you will see on tonight’s agenda, I am bringing forth a student trustee policy. The purpose of this is to provide
structured support for the student trustee, especially in the area of finance. While, it has always been stipulated
in policy that the Student Trustee receives an annual allocation of funds, the practice of this last largely varied
from year to year. I wrote the policy with the purpose of giving sufficient freedom to allow the Student Trustee
to do his or her work in a flexible manner, as well as ensuring accountability and transparency to students.
Upcoming Board of Trustees Meeting
My terms does not officially end until June 1, which means I will be a voting trustee at the May 10-11 Board of
Trustees meeting. The agenda for that meeting will not be out until approximately a week before. However,
some of the things that I anticipate will be talked about are: tuition for next school year, long-term enrollment
planning, strategic framework, and Campus Master Plan. If you would like to speak about any of these with me,
please email me at [email protected] and we can set up a meeting.
Lauren Long
Student Senate Caucus Chair Report to Assembly Eril Berkok April 4th, 2013 [email protected]
None submitted.
Hello Assembly, Honorary President This past week, we were humbled by the fact that Arts & Science Dean Alistair MacLean accepted our invitation to be ASUS Honorary President 2012-13. Dean MacLean has been an incredible ally to students and as this is his last year as Dean, we felt it would be a fitting honour. The Queen’s Tartan We are still looking for contributors for the Tartan! We want to showcase as much Arts & Science writing talent as possible. To submit pieces and for any questions or concerns, please email Tartan Editor-in-Chief Sarah Kucharczuk at [email protected] and visit www.QueensTartan.com. Cover Your Crest ASUS Kids 4 Kids held their annual Cover Your Crest fundraising event for the Child Life programs at Kingston General Hospital and Hotel Dieu Hospital. It was a fantastic cross-faculty event. It pains me to say it – but congratulations COMMERCE for raising the most money, $381.22. The grand total raised was $ 1,315.41. Thanks to everyone who participated! Awards At our Volunteer Appreciation Dinner this past Wednesday, we were lucky enough to present some distinguished award to ASUS volunteers. The Mark R. Wilson Award, the highest tribute we can award to a student for non-athletic extra-curricular involvement, was presented to Eugene Michasiw for his involvement in Queen’s TV, TedXQueen’sU, and the Jack Project. Congratulations, Eugene! The ASUS Volunteer of the Year Award is awarded annually to the individual who demonstrates exceptional enthusiasm, personal development, and dedication to the Society. This year’s recipient is Jen Donovan, the Chair of the Crohn’s & Colitis Committee. Jen’s most notable accomplishment of this past year has been raising over $6,000.00 for the Crohn’s & Colitis foundation of Canada. Thanks so much for all your hard work, Jen! Thank You! As it’s our last Assembly – we wanted to thank everyone for such a fantastic year. All the best. Please send all inquiries to [email protected] John Whittaker, President & Tom Jacobs, Vice-President
Nicola Plummer
President, Queen’s Commerce Society
Dear Assembly Members, ComSoc AGM | We saw a very successful AGM on March 24th in which we ratified Global China Connection under ComSoc, passed a CORE fund that would help fund the Commerce Lounge, lowered the optional CORE Fund fee from $40 to $30, made numerous hiring policy changes, added an audit policy that will look at external committees, updated parts of our Constitution, changed parts of our monetary policy, and finally, ratified the outgoing Executive Director of the Commerce Program, Shannon Goodspeed, as our Honourary President for the 2012-2013 year. A long but incredibly successful AGM! Commerce Society Appreciation Week | A huge thank you to all those involved in the Commerce Society Appreciation Week! We were able to reach out to a large number of our constituents to solicit feedback on issues affecting our students, just in time for our AGM. We saw an overwhelming show of support for the Society’s activities, and the proactive approach taken with regard to the AGM Agenda. March Hiring | We are wrapping up March hiring this week in which we hire over 600 positions. Using a combination of in-person and Skype interviews, we are able to reach applicants both here and abroad. We are very excited for next year’s Society under the excellent leadership of TCA (Tyler Hennick, Charlie Prussky, and Ashton Menuz). Principal’s Advisory Committee | As a representative of the Commerce program, I am sitting on the PAC regarding the renewal of Dean Saunders. Should you have any questions or concerns, please feel free to reach out to me. External | We are now officially done with the 2012-2013 Commerce Society conference and competition season. We are now in preparation for the Fall season. For more information, please contact David Koke at [email protected]. Internal | As students head into April, we will see a decline in event planning while they focus on exam studying. For more information, please contact Daniel Farewell at [email protected]. Best, Nicola Nicola Plummer President, Commerce Society [email protected]
Goodes Hall 143 Union Street Kingston Ontario K7L 3N6
Hi Assembly! I couldn’t imagine spending the past year with a more dedicated, passionate, and fun group of people. It’s been
incredible. Congratulations on a job well done
AGM Review
CESA had our AGM on March 24. A number of motions passed, which involved changes to the hiring of
orientation week leaders, reformed job policy for our Alumni Reps, a new fall election procedure, and an
increase in our faculty-specific student fee.
Reception Follow-Up
John, Steve, Liz, and I are in the midst of collecting the notes from the CESA/ASUS/PHEKSA/COMPSA Reception
earlier this year. We want to make sure they are passed on to our successors in the hope that future receptions
are held.
Academics Meeting
We had an Academics Meeting on March 25 where we discussed concerns Con-Ed students have with the
Faculty of Education’s Practicum Office. A survey was sent out at the beginning of March to gather student input
on the Prac Office’s performance. We had over 100 responses and intend to use this feedback to pursue areas in
need of improvement.
Open Forum
Our open forum took place last Wednesday, where students discussed issues or concerns they have with Con-Ed life. The Exec still needs to have a full debrief of the evening and will be meeting with the incoming Exec to lay out the next steps. GPA Consultation Meeting
On Tuesday, April 2 there will be a meeting where Con-Ed students, Education students, and faculty instructors
will discuss how to implement the change(s) to the GPA grading system. Once a decision is made, a motion will
be presented to Faculty Board. I am optimistic that after two years we will be able to put this issue to rest.
Special thanks to Eril, Isabelle, and Mira for your ongoing support in this saga!
Future Plans
In the upcoming weeks I have the Council “thank-you party” at the Grizzly Grill, CESA and the ESS are hosting the
“How to be Better in B.Ed.” Q&A panel, I will be making a submission to the Co-curricular Opportunities
Directory, and I will be working to further transition Alex Marshall, the incoming CESA President.
Once again, I want to thank all of you for a fantastic year and I wish the best with the remainder of your terms! Philip Lloyd President Concurrent Education Students’ Association (613) 532-7756 [email protected]
Physical and Health Education and Kinesiology Students Association None submitted.
None submitted.
Queen’s Computing Students Association
Queen’s School of Computing
Goodwin Hall | Union Street Kingston,
ON | K7L 3N6
www.compsa.queensu.ca
Greetings Assembly! I cannot believe how fast the year has flown by. It has been an incredible journey and I have met so many incredible people along the way. As COMPSA winds down for the year, we have some end of year events and are starting into our transitioning to hand COMPSA over to the incoming council. This Thursday April 4, 2013 COMPSA will be hosting our end of year BBQ outside of Goodwin. This is a celebration of another successful year in which to thank the computing community. We hope to be painting our crest along side our BBQ but only if weather permits. Our End of the Year Formal will be taking place Friday Evening at the Renaissance. This is another opportunity for the computing faculty to get together and continue in the celebration of another year. Awards will be given out to various students for their contribution throughout the year as well as their time at Queens. As we head into finals, we are beginning to plan our extra Tutorial sessions for first years in computing. Upper year students give their time to help first years prepare for their first round of winter exams. We do this by providing tutorials, taught by students, focusing on material covered in class that students still have difficulty with. We are hoping to host some study break sessions throughout the exam season. This will include, renting out spaces for students to study, movie nights and potentially panting of the crest if we are unable this Thursday. This is just a time within the exam season for students to unwind as well as find spaces to study in groups. I would like to end by thanking each and every one of you. I have had an amazing 2 years sitting on AMS and am grateful to all the people I have met along the way. You each inspire me with your genuine care for students. Although it is a bittersweet time, I am proud to say I was apart of such an amazing group of people. To the entire computing family, Thank You for giving me this opportunity. I have truly enjoyed getting to know you all and will be eternally grateful for all you have taught me. Best Regards, Elizabeth Lappin President Computing Students’ Association [email protected]
Tuba Chishti President & CEO Main Campus Residents’ Council 106C Victoria Hall 613-533-6216 [email protected] Main Campus Residents’ Council Queen’s University Kingston, Ontario
Report to the AMS Assembly April 4th, 2013
Audit!
Amalgamation
Transition Updates
Year-End Carnival
Recommendations
Parting Words
Despite the delays, we have a lot of good news in terms of the Audit of 2011-2012. Everything looks well with the Society and we have started putting things together for this year’s audit already in terms of filing all of our work really well for the course of the year. By the time we meet, I’ll have signed our Memorandum of Understanding between Matt, the incoming ResSoc President- Hasina Shain Daya and myself. This has been a huge focus of our year and I’m incredibly happy for what we were able to accomplish with this and for what it means for future residents. As with the last few months, we’ve continued working with the incoming Executives, in various settings and had a ton of fun working with them. We’ve also made transition manuals mandatory this year and each outgoing executive is submitting one, already received a few. We have full faith in the incoming executives abilities and their passion for learning and this society allows us to leave easily, knowing that they will do great things. To somewhat mirror what is done at the beginning of the year during Orientation, MCRC is hosting a year-end mini-carnival this weekend! I have high hopes and am really excited for the residents, but mostly the cotton candy. This has been my second year on Assembly and third, since I first visited. At times, I have I been disappointed by the lack of respect we have shown our fellow students or the people who come to assembly without having read the assembly package but more often than not, I have really enjoyed sitting on this body and collaborating and disagreeing with many of you. You have always pushed me to be more confident and vocal and argue my own points better, but also made me think more about the student body as a whole. After this time, I have a small piece of advice for all who will be back here or around next year- Don’t be bogged down by individual needs and think more about what would benefit most students. Furthermore, check your politics at the door, we’ve never been here to hear those and have never been effective when we have. It pains me to leave this body and residence, because I have loved both so much! As I leave, I am really grateful for the opportunities and challenges I was given and the people I got to meet along the way. Thanks to each of you for helping and supporting MCRC and myself, however we needed, but also for sacrificing so much of yourselves for others. Despite the long hours, I am glad I got to spend them with you all. Thank you.
Appendix A: Lost In Transition
Section 19.01 Transition
19.01.01 The Executive shall be retired as of May 1st. At that time the Executive-Elect shall assume the powers vested in the
offices of the Executive.
19.01.02 The Assembly shall be retired as of May 1st of each year. Representatives to Assembly may change in accordance with
Member Societies’ constitutions and policies. The AMS Executive-Elect and incoming Council shall serve as non-voting ex-
officio members of Assembly until May 1st.
The Assembly shall be retired at the Society Annual Meeting. At that time the Assembly-Elect shall assume the powers vested in
the body of the Assembly. However, in accordance with 18.01.01, paragraph (i) of subsection 5.01.01, paragraph (vii) of
subsection 5.01.05 and 19.01.01 the incumbent Executive and Council shall continue to hold the status of Assembly members.
For greater certainty the AMS Executive-Elect and Council-hired shall serve as non-voting ex-officio members of Assembly until
the close of the fiscal year.
19.01.03 It is recommended that the by-laws of the Corporation provide that the elected directors to Board assume office within
three (3) weeks of the CGM, the exact time to be at the discretion of the prior Chair. The incumbent Executive shall remain as
Directors on the Board and as Officers of the Corporation, and incumbent Service Directors shall remain as members of the Board
until the close of the fiscal year.
19.01.04 The Executive, prior to the election of their successors, shall ensure that the Transition Manual is up to date.
Further, during the Transition period, the Executive-Elect shall refer to said Transition Manual.
19.01.05 Considerations set out in this constitution that reference the Executive, including, but not limited to, Section 2.02,
Section 2.04, Section 6.03 and Section 6.11, shall apply where reasonable and as appropriate to the Executive-Elect .
Appendix B: No More Years
Section 2.02 Executive of the Society
2.02.01 The Executive of the Society shall consist of a President, a Vice-President (Operations), and a Vice-President (University
Affairs) who must be Society members. They shall be members of Council and voting members of Assembly. The positions
shall be considered full-time from May 1 until April 30 of the following year.
2.02.02 The President and Vice-Presidents shall run as a team and shall be elected from the student body at large. The campaign
and election shall be held in accordance with the Society Policy on Elections and Referenda. Individuals running for executive
positions shall be AMS members during the school term in which they run for office, and may be enrolled in no less than one (1)
course during the Fall and Winter of their terms. Executive members may take more than three (3) courses only by appeal to the
Assembly.
2.02.03 Incumbent members of the AMS Executive shall not be eligible to run for re-election but shall be eligible to run in a
subsequent year. The AMS Human Resources Officer shall not be eligible to run for an AMS Executive position in the academic
year in which they hold or have held that position.
2.02.04 In the absence or unavailability of any one member of the Executive, or in the event that any one of the three Executive
offices becomes vacant, the remaining Executive members may appoint a replacement, who is a Society member, subject to the
approval of two-thirds (2/3) of the members of the Assembly present and voting at a meeting where n0otice of a motion of
approval has been duly given. Should the nominee of the remaining Executive members be rejected, the Assembly may make an
appointment, or it may require the remaining Executive members to propose alternative nominees.
2.02.05 Should the Assembly decide that the exercising of its authority to nominate candidates is undesirable, it shall call an
election within a month to be held in accordance with the Society Policy on Elections and Referenda.
2.02.06 In the absence or unavailability of any two members of the Executive or in the event that any two, or all three, of the
offices become vacant, the Assembly shall choose replacements who shall temporarily assume the powers and duties of those
Executive members until such time as an election can be held, in accordance with the Society Policy on Elections and Referenda.
Appendix C: NAD
That AMS Assembly approves changes to AMS Constitution Section 10.02.02 as seen in Appendix [number]
Part 10: AMS NON ACADEMIC DISCIPLINE
10.02.02 Insofar as the Judicial Committee is only one of several non-academic disciplinary bodies within the
university it shall not consider certain kinds of cases identified as better suited for a different jurisdiction.
Specifically, the Judicial Committee shall not hear cases of blatant discrimination (sexual, racial or otherwise),
harassment, sexual assault, serious assault of a non-sexual nature, use or possession of weapons (as defined by the Queen’s
University Weapons Policy), and murder, unless referred to by the Senate Committee on Non-Academic Discipline. It will,
however, act as an appeal body for the residence judicial system when appropriate. The AMS Judicial Committee shall not
hear cases of academic discipline.
Appendix D: Space Is Neat
Section 8, Part B: Room BookingAMS Space Designation
1) Only faculty societies and those groups/organizations that have received official recognition from the A.M.S. are
eligible to book space on campus.
2) Any group wishing to book space must notify the Commission of Internal Affairs, which will then determine
whether they are in fact eligible to receive this privilege.
3) All groups that have received room booking eligibility must then fill out a Student Event Form and follow the
procedures outlined therein.
1. This Part shall govern the designation of all AMS exclusive space within the Student Life Centre.
2. AMS exclusive space shall be designated for use by the Executive, in consultation with the Student Centre Officer
and Facilities ManagerOfficer.
3. Designation of space shall remain in effect until amended otherwise.
4. AMS exclusive space shall be designated for purposes such as, but not limited to:
a) AMS Salaried staff offices
b) AMS Commissions
c) AMS Offices
d) AMS Services
e) AMS Committees
f) Club Space
5. Allocation of Club Space to individual groups shall be conducted annually in accordance with Policy Manual 1,
Section 8, Part C: Club Space Allocation.
Section 8, Part C: Club Space Allocation
1. General
1.1 Club Space allocation shall be conducted annually during June-July.
1.2 This policy shall govern the allocation of AMS controlled exclusive space in the JDUC, 51 Queen’s Crescent, and
Macgillivray-Brown Hall and in Queen’s Centre Phase 1Student Life Centre designated as Club Space.
1.3 Responsibility for this process shall rest with an informalthe Club Space Allocation Committee which shall be
comprised of the Student Centre Officer, the AMS Clubs Manager, the Internal Affairs Commissioner and the Vice-
President (University Affairs).
1,4 The Space Allocation Committee shall be chaired by the Clubs Manager.
2. Eligibility
2.1 All extracurricular groups and clubs which have been duly ratified or re-ratified by the Internal Affairs Commission
no later the end of June, and AMS member societies shall be eligible to apply for space for the academic year
commencing the ensuing September.
3. Application Process
3.1 All extracurricular groups and clubs seeking ratification or re-ratification shall at that time be notified of the space
allocation process by the Internal Affairs Commissioner.
3.2 The space allocation form attached to this policy shall be made available in the Internal Affairs Commission office
to all groups/clubs by the first week of March.
4. Selection Criteria for Space Allocation
4.1 In evaluating and prioritizing requests for space the following criteria shall be given consideration:
Confidentiality requirements
Need for storage
Number of club members
Degree to which space itself will be utilized for group/club based activity
Number of students impacted by club activity
Past utilization of space
Tradition of the group/club at Queen’s
Accessibility requirements
History of a club’s previous tenancy
4.2 Space shall be allocated on a yearly basis only, however the Space Allocation Committee may offer space for a
multi-year period where it determines special circumstances so warrant.
4.3 2 Previous occupancy of allocated space shall not be considered a guarantee for renewal.
5. Notification
5.1 The space allocation process shall normally be completed by July 31 and all groups shall be informed via email at
this time.
5.2 Groups required to vacate space shall normally have until the first week of classes in September to do so, unless
extenuating circumstances arise.
5.3 A complete and current listing of space allocation shall be posted in the Internal Affairs office and on the AMS
website.
6. Contract
6.1 All extracurricular groups and clubs shall be required to sign an occupancy agreement prior to taking occupancy of
their allocated space. The SCO shall be the AMS signatory.
6.2 Provisions within the contract shall include, but not be limited to: move-in/move-out dates, responsibility for keys,
responsibility for space maintenance/cleanliness, adherence to all relevant codes of conduct and university rules and
regulations; assumption of responsibility by tenant for theft and/or damage, and entitlement of the SCO to inspect the
space and review its utilization at the SCO’s discretion.
6.2 Responsibility for determining and enforcing compliance with the tenant’s contractual obligations shall rest with the
SCO.
7. Other Considerations
7.1 Any group/club experiencing physical/maintenance problems with their allocated space (e.g. heating, painting) shall
direct their concerns to the SCO.
7.2 The AMS recognizes and supports in principle, the creation and maintenance of safe zones, i.e. 'women only space',
as a valuable psychological resource in helping to alleviate the persistent problems of discrimination, harassment and
abuse confronted by women. It further recognizes and supports the prerogative of the Queen's University Women's
Centre to freely designate any space within its confines, as 'women's only space'.
7.3 A copy of this policy shall be made available to all groups/clubs applying for space.
Appendix E: Bus-It
Part II, Section 8: Destinations
Section 8, Part A: Bus-It Working Group
Section 1: Mandate:
There shall be a Bus-It Working Group struck as a standing committee under AMS Assembly. It shall aim to:
a. To gather information regarding student opinion and feedback on transit and transit-related issues, and disseminate this
information to the appropriate bodies.
b. To provide non-binding input into the annual contract negotiation between
the Alma Mater Society and Kingston Transit regarding the Bus-It
program
Section 2: Membership
a. Destinations Head Manager (Chair)
b. Destinations Assistant Manager of Marketing, Bus-It and ISIC
c. Student Services Director
d. 2 voting members of AMS Assembly, each from a different faculty society
e. 1 representative from the Society of Graduate and Professional Studies (SGPS), as determined by the SGPS
f. 1 representative from the Jean Royce Hall Council (JRHC), as determined by the JRHC
g. 1 representative from the Office of the Associate Vice-Principal and Dean of Student Affairs (DoSA), as determined by
the DoSA
Appendix F: Trust
Policy Manual 2, Section 9: Office of the Undergraduate Student Trustee
The Undergraduate Student Trustee is the undergraduate students’ representative on the Queen’s University Board of
Trustees. The term and election of the student trustee is described in Section 13.01 of the AMS Constitution.
Office Space
The AMS shall provide designated office space for the Student Trustee; the office shall be made available to the Student
Trustee on the first day of their term.
Student Trustee Fund
As per AMS Constitution 13.01.06, the AMS shall provide an annual allocation of funds to the Student Trustee. This
allocation will endeavor to cover expenses that may include, but is not limited to, transportation, marketing materials, office
supplies, lobbying expenses, and admission to events hosted by the Board of Trustees, the Grant Hall Society, the Queen’s
University Alumni Association, and other University bodies.
Each expenditure of the Student Trustee Fund must be approved by the AMS President and AMS Executive Director. The
criteria for approval of the funds are: 1) whether the expenditure is reasonable and relevant to the portfolio of the Student
Trustee and 2) whether other sources of funding can be located. The Student Trustee can expense up to $2000 per year. The
AMS Assembly may request the Student Trustee to provide a summary of expenditure to date at any time, through the
written request of minimum five (5) voting members to the Commissioner of Internal Affairs.
Appendix G: Assembly Votes
Policy Manual 1 Section 2, Part A: Assembly Policy
34. i)At the conclusion of the debate the Speaker shall call for a vote by a show of hands to determine whether the motion
shall be accepted.
ii) If the decision is to be challenged, five (5) members must stand and request a formal recount.
iii) At the request of at least 50% of voting members, five (5) voting members, the vote shall be taken by role call instead of a
show of hands.
iv) At the request of at least 50% of voting members, the vote shall be taken by a secret ballot instead of a show of hands.
Members shall write his/her name on each ballot cast. Member’s name, affiliation, and vote for each motion will be recorded
in the meeting minutes. Ballots submitted without a name will be considered void and shall be disregarded.
v) Subsection 34 (iv) shall be followed notwithstanding a closed session of Assembly, at which no votes shall be recorded in
the meeting minutes.
iv) When a vote is taken at Assembly, any member may request that the numbers, or the names of the minority voters, be
recorded in the minutes.
