Meeting Minutes

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Informal Meeting with PRCSS Candidates February 8 2016 Summary Notes

Caylie (chair) met with Amanda, Julie, and Rachel at Habit on Yates to discuss the history of the PRCSS and potential projects for the PRCSS to work on. Each person described projects and issues that they’d like to work on, either in a formal PRCSS executive member capacity, or as a volunteer assisting the PRCSS. Rachel has committed to heading up the development of a monthly meeting for students to discuss personal health issues; Julie has committed to heading up planning an end-of-winter-semester/beginning-of-spring-semester party for sometime in May; Amanda has committed to working on developing content for the PRCSS newsletter; and Caylie has committed to organizing a vote so that interested individuals can be approved to join the PRCSS as executive directors. http://giveupunblocked.net/


Executive Minutes April 7 2015

These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.

Contents

  • 1 PRCSS Executive Meeting Minutes for April 7 2015
  • 2 Attendance
  • 3 Call to Order
  • 4 Approval of Agenda
  • 5 Approval of Minutes & Reports (__ min)
    • 5.1 Meeting Minutes
    • 5.2 Student Activities and Events Report
    • 5.3 Student Affairs and Education Report
    • 5.4 Diploma of Acupuncture Report
    • 5.5 Dual Diploma of Acupuncture and Oriental Medicine and Doctor of Traditional Chinese Medicine Report
    • 5.6 Chairperson’s Report
  • 6 Current & Completed Business
    • 6.1 Updates on Action Items From Previous Meeting (5 min)
    • 6.2 Bylaws and Constitution
    • 6.3 Logo (__ min)
    • 6.4 Protocol for liaising with the faculty
  • 7 New Business
    • 7.1 Grad Funding
    • 7.2 Library/Study Place
  • 8 Logistics for Next Meeting
  • 9 Adjournment

PRCSS Executive Meeting Minutes for April 7 2015

Executive meetings are open to the PRC students.

  • Location: Green Cuisine
  • Start Time: 6:30 p.m.

Please RSVP to [email protected] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

Attendance

  • Meeting Chair: Caylie
  • Minute-taker: Caylie
  • Executive attendance:
  • Regrets: Holly, Andrea
  • Absent:
  • Guests:

Call to Order

  • Meeting called to order by Caylie at 6:33 pm.

Approval of Agenda

  • Motion: To approve this (month) agenda. Moved by , seconded by . Motion Failed/Carried.

Approval of Minutes & Reports

  • The following motion is formed as a “consent agenda” — a method of lumping agenda items that need formal board approval but are routine in nature into one motion. Items such as meeting minutes, routine correspondence, changes in policy or other matters can be bundled together and approved all at once by adopting the consent agenda in one motion.
  • Motion: To approve the (month)(year) minutes, and reports as presented below. Moved by , seconded by . Motion Failed/Carried.

Meeting Minutes

  • [March 10 and 17 minutes]

Student Activities and Events Report

  • Meet and Greet Event: Emily, Cherish, and Krista have been planning: some snacks and info
    • Cherish & Emily can bring decorations to bring attention
    • PRCSS time to get to know each other: was going to be a planned event, but maybe better to happen organically

Student Affairs and Education Report

  • has chatted with a few people and given them her e-mail address, but hasn’t heard from anyone

Diploma of Acupuncture Report

  • has created a condensed version of our contacts for the event tomorrow, and will also bring a new sign-up list to sign up

Dual Diploma of Acupuncture and Oriental Medicine and Doctor of Traditional Chinese Medicine Report

  • we need to decide how we approach admin before she goes ahead

Chairperson’s Report

  • talked to DoS
  • had posted on PRC Whiteboard on Facebook about what people have brought up about the Student Activity Fund and the survey admin recently released
    • we think the # of students who have responded to this survey has increased because of this (Emily)
    • like that info was “somewhere else” for people to see (i.e., on Facebook, not just in the e-mail)
  • nutrition recently had a meeting with admin—can other programs have these regularly?
    • we think it might be just yearly
    • new students are “summoned” to a meeting, but it would be nice for the whole program to be invited so new students get to hear from more advanced students
  • can we get the PRCSS into the new student orientation each semester? (maybe show up after?)
    • Emily and Krista can help out with that and talk, Cherish is a tentative yes
    • Action Items: Caylie will e-mail admin by April 8, 2015.

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Everyone will attend a meet and greet event during the lunch hour on April 8th, 2015.
  • Caylie will put in a request to the student activity fund for $100 for office supplies by March 16, 2015.
  • Krista will try to procure a regular space to hold office meetings by March 24, 2015.

COMPLETED

  • Everyone will review the draft bylaws and constitution by April 1, 2015.
  • Caylie will incorporate suggestions for the bylaws by April 7, 2015.
  • Emily, Krista and Cherish will organize a meet and greet event by March 16, 2015.
  • Caylie will print the poster with each of the reps’ contact by March 18, 2015.
  • Caylie will collect everyone’s availability for office hours by March 20, 2015.
  • Caylie will request the previous use/proposals from the activity fund be able for students to view. By April 7, 2015.

Bylaws and Constitution

  • Motion: To approve the Bylaws and Constitution, as prepared by Kevin Ianson, as a living document. Moved by Cherish, seconded by Emily. Motion Carried.

Logo

  • discussion about three petals, tree, mice

Protocol for liaising with the faculty

  • update for emergencies
  • Motion: Student Affairs and Education, Student Activities and Events, and the Chair should consult each other and undertake a vote by e-mail to approve any action related to their positions requiring immediate attention. Moved by Brewster, seconded by Krista. Motion Carried.
  • Action Items: name will ____ by (date).

New Business

Grad Funding

  • discussion of previous proposals for grad funding (always approved until last year—very controversial then)
  • could we do it without SAF AND do it for everybody?
  • discussion to be deferred

Library/Study Place

  • could we request one classroom when not in use where everyone is quiet?
  • could we have an after-hours study space in 5/6? One room for silent study and one room for group study.
  • could Market Square staff lock it up? Could the SAF approve $ to pay Market Square staff to do this?
  • maybe better to pursue this further in the fall; for now, just listen to what people say.

Logistics for Next Meeting

  • Date: May 5, 2015
  • Location: Green Cuisine
  • Chair: Caylie
  • Minute-taker:
  • Regrets:

Adjournment

  • Motion: To adjourn the meeting. Moved by Cherish, seconded by Brewster. Motion Carried.

Executive Minutes March 17 2015

These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.

Contents

  • 1 PRCSS Executive Meeting Minutes for March 17, 2015
  • 2 Attendance
  • 3 Call to Order
  • 4 Approval of Agenda
  • 5 New Business
    • 5.1 Bylaws and Constitution (2 min)
    • 5.2 Logo (5 min)
    • 5.3 Protocol for liaising with the faculty (15 min)
    • 5.4 Meet and greet event (5 min)
    • 5.5 Student Activity Fund (15 min)
  • 6 Approval of Minutes & Reports
    • 6.1 Chairperson’s Report
    • 6.2 Returning Officer (Elections) Report
  • 7 Current & Completed Business
    • 7.1 Updates on Action Items From Previous Meeting (5 min)
  • 8 Logistics for Next Meeting
  • 9 Adjournment

PRCSS Executive Meeting Minutes for March 17, 2015

Executive meetings are open to the PRC students.

  • Location: Green Cuisine
  • Start Time: 6:45 p.m.

Please RSVP to [[email protected]] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

Attendance

  • Meeting Chair: Caylie
  • Minute-taker: Holly
  • Executive attendance: Brewster, Krista, Andrea
  • Regrets: Emily, Cherish
  • Absent:
  • Guests:

Call to Order

  • Meeting called to order by Caylie at 6:55 p.m.

Approval of Agenda

  • Motion: To approve this March 17 agenda. Moved by Krista, seconded by Holly. Motion Carried.

New Business

Bylaws and Constitution (2 min)

  • Action Items: Everyone will review the draft bylaws and constitution by April 1, 2015.
  • Action Items: Caylie will incorporate suggestions for the bylaws by April 7, 2015.

Logo (5 min)

  • incorporating nutrition + acu + herbs
  • want images, not just letters
    • tree, branches, three leaf
  • to be discussed at next meeting

Protocol for liaising with the faculty (15 min)

  • All PRCSS executives’ contact for addressing student concerns should be the Dean of Students.
    • This single point of contact should help ensure consistency and a bird’s-eye view of student issues, as presented to and by the PRCSS.
    • All new concerns taken to the Dean of Students should be initiated by email, prior to any meeting, in order to keep a record of matters.
  • The chair will submit student activity fund proposals after they have been voted upon and discussed at meetings.
    • All proposals for the student activity fund need to be addressed at a PRCSS meeting and voted upon (and approved) before being taken to faculty and being voted upon by the student body.
  • Program reps (i.e., acu, phyto, nutrition, and AOM-DTCM reps) can go directly to the Dean of Students with program issues, without consulting with the rest of the executive first.
    • It is the role of the program reps to understand the bigger issues within our program, and to articulate this clearly and concisely to the appropriate person/body.
  • Motion: To agree upon the following protocol for liaising with faculty: All PRCSS executives’ contact for addressing student concerns will be the Dean of Students. All new concerns taken to the Dean of Students will be initiated by email, prior to any meeting, in order to keep a record of matters. The chair will submit student activity fund proposals after they have been voted upon and discussed at meetings. Moved by Krista, seconded by Holly. Motion Carried.

Meet and greet event (5 min)

  • Early April for event
  • Social for student executive members
  • Action Items: Everyone will attend a meet and greet event during the lunch hour on April 8th, 2015.

Student Activity Fund (15 min)

  • Submit $100 proposal to help with stationery for student society.
  • A portion of money gets put aside for outreach scholarships, and a different application process is implemented.
  • Fundraising for outreach trips.
  • Use wiki to show range of scholarships available outside of student activity fund.
  • Action Items: Caylie will request the previous use/ proposals from the activity fund to be able for students to view. By April 7, 2015.

Approval of Minutes & Reports

  • The following motion is formed as a “consent agenda” — a method of lumping agenda items that need formal board approval but are routine in nature into one motion. Items such as meeting minutes, routine correspondence, changes in policy or other matters can be bundled together and approved all at once by adopting the consent agenda in one motion.
  • The reports shown below will be voted on at the April 7 meeting.

Chairperson’s Report

  • On the PRC Facebook page and in person, students have expressed concern about the process currently in place for approving Student Activity Fund proposals.
    • There is concern that there is not an avenue for discussion available BEFORE the proposal is open to voting.
    • There is interest in creating a separate account for GOP funding, which would have a more thorough process and may even depend on a separate source of income generation.

Returning Officer (Elections) Report

  • Timeline:
    • November 2014 – election announced and candidacy accepted
    • Election originally scheduled for December 2014 postponed at request of general membership and due to lack of candidates – candidates are retained
    • January 2015 – further candidates are collected and election is advertised
    • February 2015 – elections are opened February 20th and closed February 22nd
    • Results:
      • Based on 16 votes from the general membership all of PRCSS all candidates were duly elected to their posts.
    • Grievances:
      • No grievances were filed.
    • Recommendation:
      • Extend voting period to one week
      • With notice of election include candidate information
      • Increase involvement of membership

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

  • Andrea will put in a request to the student activity fund for $100 for office supplies by March 16, 2015.
  • Emily, Krista and Cherish will organize a meet and greet event by March 16, 2015.
  • Caylie will print the poster with each of the reps’ contact by March 18, 2015.
  • Caylie will collect everyone’s availability for office hours by March 20, 2015.
  • Krista will try to procure a regular space to hold office meetings by March 24, 2015.

COMPLETED

  • Caylie will create individual email addresses by March 13, 2015.
  • Brewster will create a sign up email list by March 16, 2015.
  • Emily will create a poster with each of the reps’ contact by March 16, 2015.

Logistics for Next Meeting

  • Date: April 7, 2015
  • Location: Green Cuisine
  • Chair: Caylie
  • Minute-taker:
  • Regrets:

Adjournment

  • Motion: To adjourn the meeting. Moved by Krista, seconded by Holly. Motion Carried.

 

Executive Minutes March 10 2015

These minutes are not yet approved. They are scheduled for review and approval at the upcoming board meeting.

Contents

  • 1 PRCSS Executive Meeting Minutes for March 2015
  • 2 Attendance
  • 3 Call to Order
  • 4 Approval of Agenda
  • 5 New Business
    • 5.1 PRCSS Meetings (30 min)
    • 5.2 Meetings with Program Reps (15 min)
    • 5.3 Future PRCSS Discussion Items (20 min)
  • 6 Logistics for Next Meeting
  • 7 Adjournment

PRCSS Executive Meeting Minutes for March 2015

Executive meetings are open to the PRC students.

  • Location: Green Cuisine
  • Start Time: 6:45 p.m.

Please RSVP to [email protected] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

Attendance

  • Meeting Chair: Caylie
  • Minute-taker: Holly
  • Executive attendance: Holly, Brewster, Caylie, Emily, Krista, Cherish, Andrea
  • Regrets: n/a
  • Absent: n/a
  • Guests: Kevin

Call to Order

  • Meeting called to order by Caylie at 6:50 p.m.

Approval of Agenda

  • Motion: To approve the March 2015 agenda as presented. Moved by Andrea, seconded by Holly. Motion Carried.

New Business

PRCSS Meetings (30 min)

  • Discussion on dates, times, and frequencies that work well for meeting:
  • Discussion notes:
    • Evening meetings work for everyone. Not Mondays or Fridays. Tuesdays work for everyone. Thursdays work too (except Emily).
    • Frequency: fortnightly.
    • Summer months we will keep the student body going. If reps aren’t here they can contribute from afar.
  • Action Items: Caylie will collect everyone’s availability for office hours by March 20, 2015.
  • Action Items: Krista will try to procure a regular space to hold office meetings by March 24, 2015.
  • Motion: To hold meetings on first and third Tuesday of every month. Moved by Holly, seconded by Cherish. Motion Carried.

Meetings with Program Reps (15 min)

  • Holly would like to discuss bringing together students for (semi) regular meetings with their reps
  • Discussion notes:
    • Town hall style meeting where students can come and ask questions.
    • Office hours, where people can come and voice concerns.
    • Poster with contact addresses up so that students can contact the appropriate rep with their concerns
    • Action Items: Brewster will create a sign up email list by March 16, 2015.
    • Action Items: Andrea will put in a request to the student activity fund for $100 for office supplies by March 16, 2015.
    • Action Items: Emily, Krista and Cherish will organize a meet and greet event by March 16, 2015.
  • Action Items: Caylie will create individual email addresses by March 13, 2015.
  • Action Items: Emily will create a poster with each of the reps’ contact by March 16, 2015.

Future PRCSS Discussion Items (20 min)

  • Discussion notes:
    • Discuss more accountability in student activity fund proposals
    • Brewster will head up a newsletter (Editor in chief)
    • Caylie: introduce separate committees, for student reps, activities etc.
    • Meet and greet brunch. (Cherish).
    • Develop outreach programs
    • Need to discuss and standardize communication procedures

Logistics for Next Meeting

  • Date: Tuesday, March 17, 2015
  • Location: Green Cuisine
  • Chair: Caylie
  • Minute-taker:
  • Regrets:

Adjournment

  • Motion: To adjourn the meeting. Moved by Krista, seconded by Andrea. Motion Carried.