Agm Minutes

Annual General Meeting Minutes TWU STUDENT ASSOCIATION Thursday, October 2, 2008 In attendance: Brian Weir (BW), Jason Brandl (JB), Kelsey Wallace (KW), Monica Grose (MG), Amanda DeVries (AD), Dan O’Reilly (DO), Craig Ketchum (CK), Dylan DeJong (DD), Josh Duvauchelle (JD), Joel Reinhardt (JR), Dave Van Hemmen (DV), Nathan Tedrow (NT), Brendan Pogue (BP), Brendon Buschman (BB), Jeremy Lermitte (JL), Lydia Forge (LF) , Jonathan KIntz (JK), Doug Weir (DW), Guests: Lanette, Kayla, Hilary, Gareth, Alison Pratt, Zack, Jonah Love, Hailey Ritka

Call to order a) Welcome b)

Prayer

Approval of the agenda –

The agenda stands approved

Announcements a) Presidential remarks BW: this is the most important meeting of the year, it presents the budget and ensures that we are headed in the right direction; we are here to make decisions about allocating student fees in the best way possible. Tonight I encourage you to be respectful of each other but at the same time speak up and make your opinion heard b) Vision of council BW: No More Bull Poop ensures that we stick to our mission statement and fulfill the needs of the students. We want to make sure that everything we do is in the student’s best interest. The mission this year is to revive our mission and go back to the basics of what we are supposed to be doing as a student council. Our vision this year is for student advocacy. We have a chance to have a voice to ensure the best student experience possible. Discusses: Free counselling Library hours Proposed chapel Involvement in the accountability process

How we are defined as a university c) Financial Remarks KW: tonight we will be deciding on the 200000+ in student fees (goes over breakdown of student fees) the budgets are broken down by department. Each department will discuss their proposed budget d) Reading of the mission statement JB reads the mission statement New business a) Administration budget BW: I move that TWUSA allocate $69,845 for administrative purposes for the 2008-2009 academic year DO: seconds BW: this budget goes towards stipends, office copy work, spring retreat, food costs for various meetings, and the TWUSA express, as well as the emergency aid and relief. Kayla: what is the intention for the extra money if it’s not used? BW: it will go into next year’s budget Hailey: is there a means to get bus passes in addition to the TWUSA express BW: Dave can speak to the bus passes DV: we have been looking into getting deals with local businesses as well as bus passes BP moves to vote on administration budget DO seconds Motion passes (For-12, Against-0)

b) Faculty department budget MG: I move that TWUSA allocate $4270 to the Faculty Department for the 2008-2009 academic year DO: seconds MG: there are many different departments under the faculty department, we also put on various events and host speakers

JR: asks about the speakers, is their any way to bring those events together MG: we will be doing that to an extent DV: asks about the cost of ‘do it in the dark’ MG: it will be something that all the faculties will be participating in; the money is going to fund the winnings. JK: will we be saving at least 700 in electrical costs? JD: it is very possible DO moves to vote BP seconds Motion passes (For-12 Against-0)

c) Communications department budget BW: I move that TWUSA allocate $3030 to the Communications Department Budget for the 2008-2009 academic year DO: seconds BW: the bulk of the cost go to web site development, it also goes to posters, additional advertising, business cards, and the year end report. HR: what is the benefit of 2 year-end reports? Will their be another AGM BW: we will look into holding another meeting of this sort, one that students will be able to attend. The report at the middle of the year is to give an update, so students can see where we are at. BP: is that the academic year or the calendar year BW: the academic year Student: does it make sense to put the 2nd year end report online instead of printing it out BW: that would cut our printing costs in half Student: it would also be a good way to get traffic on the web site online would

Kayla: points out that the report isn’t as readily available as thought, increase exposure. AD: if we don’t use the money does it go to proposals?

JB: we would allocate that later BW: moves that we eliminate that portion of the budget from 3030 to 2680 BP seconds Kelsey: do you recommend that we move the money to the proposals budget BW: yes to print

JK: do we want to eliminate it all, in case we change our mind and want out a few

we get rid of

DV: the year-end report plays a part in recruiting for next year, should that? BW: this year’s year-end will be different in that it includes financial

information Kayla: could you not update your financial information as often as possible, on the website KW: one goal this year is to publish monthly reports on the web site. Hailey: if you do the year end report you should have another meeting like the AGM. DO moves that we vote on the amendment BP seconds Motion is a draw Re-vote Amendment passes JR: moves that we vote on the communications budget as a whole DO seconds Motion passes (For-12 Against-0)

d) Events budget BP: I move that TWUSA allocate $8264 to the Events Department Budget for the 2008-2009 academic year AD: seconds BP: we have cut back on the budget this year

CK: why does the spring concert cost so much, you could use the same amount to put on several smaller concerts? concert like

MG: this pays for sound and lighting which are mandatory for a larger this JR: what is the difference between the spring Can-Am and the Ca- Am

Game? BP: last year’s TWUSA never paid for the rink rental. blows goats. JK: it is a larger concert so that we can get people that don’t usually attend TWUSA events Kayla: would there be an entry fee for the concert? BP: there might be, but it would be minimal BW: with no ground level coordinator these events have been cut back, most of these fees are fixed fees DV: moves that we vote DO: seconds Motion passes (For-12 Against-0)

e) Class Representative Budget AD: I move that TWUSA allocate $9550 to the Class Representative Budget for the 2008-2009 academic year BP seconds AD: each of the class reps put on 2 events per semester, plus one big event Loren: inquires about the cost of some of the events NT: we wanted to keep the costs low DO: asks about COE AD: the costs are for gas costs DO: moves to have the COE amount amended, to 200 No second DO: moves to have the TNE amount amended, to 400 No second

HR: what is the rational for the cost of the toga party? DV: explains the cost AD: assuming an attendance of 100 people we will make 1000 CK: asks about spirit of Christmas Jonah: asks why the toga party isn’t held on campus DV: the only place on campus to have it is the gym, and it is too big AD: also, if you hold the event on campus, sedexo has to cater BP moves to vote AD seconds Motion passes (For-12 Against-0)

f) Mars hills budget Loren: I move that TWUSA allocate $40,428 to the Mars Hill Budget for the 2008-2009 academic year MG: seconds Loren: the stipends include the pre slow expenses, communications is mail costs, the budget also includes printing, memberships, software, office supplies, hospitality, retreats, etc. AD: could you explain the incentives don’t get

Loren: it is to allow section editors to give incentives to the writers who stipends JL: could you explain computer updates Kayla: explains computer updates

AD: why don’t you try to become more self-sufficient, with advertisements? Loren: Mars Hill, because it has a small circulation, has had trouble getting advertisers JL: Two years ago, your numbers where 6000 less, where is that going? Loren: computer updates, a higher CUP membership, KW: is there a smaller amount of papers you could order per year

Loren: bi-weekly is as small a number as you could ask of a school paper DD: asks about the food costs Loren: regular meetings, a Christmas get together, and to keep the office stocked with snacks for unpaid writers DO: how do you get the number of issues you order? Loren: 1200 issues is what the demand is at BP moves that we vote NT seconds Motion passes (For-11 Against- 0 Abstain-1(DO))

g) Pillar yearbook budget Russell: I move that TWUSA allocate $58,203 to the Pillar Budget for the 2008-2009 academic year Russell: the greatest expense is printing and publications; the printing company we use has given us a discount. Postage, supplies, camera supplies, and incentives are also included in the budget. We also make 8000 in revenue from baby grad and grad sitting fee. KW: pillar is guaranteed 25% of the budget; they are at 27%, so they are doing well BP: can you speak into the special notes? KW: if they can make 10000 in revenue, the money goes to their editor and into their costs KW: moves that we vote BP: seconds Motion passes (For-12 Against-0)

h) 2008-2009 TWUSA budget KW: explains the proposals budget KW: I move that TWUSA allocate $238,047 for the total AGM budget for the 2008-2009 academic year DO: seconds

DV: asks about $60 per student, it doesn’t add up JB: not all students includes pay fees, and not all pay 60 KW moves that we vote on the total budget AD seconds Motion passes (For-12 Against-0) Open floor Adjournment