usc meeting 8 motions

8/8/2019 USC Meeting 8 Motions

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2010/2011 University Students Council

Meeting #8

January 12, 2011

Posted Motion #1

Whereas the University Students Council, in partner with the Sexual Assault Centre London

and Changing Ways, received a $118,000, two-year grant from the Ontario Trillium Foundation

to create a sexual violence prevention and awareness program;

Whereas the I Know Someone campaign was created from this initiative and launched on

campus on November 9th, 2010;

Whereas the grant money does not extend beyond this academic year, and without money and

institutional support the I Know Someone campaign cannot continue;

Be it resolved that the I Know Someone campaign be made a University Students Council

Service aimed at sexual violence prevention and awareness, and under the Campus Issues

portfolio;

Be it further resolved the I Know Someone Constitution be approved.

JARVIS/Tamse


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Meeting #8

January 12, 2011

Posted Motion #2

Whereas Vision to Lead is the guiding document of the University Students Council,

Whereas we believe the University Students Council should always take into account

environmentalism and social justice in all of its practices, and should be a leader in these areas,

Whereas under the Enduring Principles section of Vision to Lead, there are the sub-sections

Mission-Driven Student Government, Student Involvement, Accountability and Democracy,

Culture of Innovation, Openness and Inclusiveness, and Flexibility,

Be it resolved that an additional sub-section under Enduring Principles be included. This sub-

section will be entitled Social Responsibility and shall be described by the following text:

The USC shall be a corporation that believes in being a socially responsible member of

society, and shall take into account the ethical, social, and environmental impacts of all

decisions wherever possible, no matter how large or small.

JARVIS/Duncan


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Meeting #8

January 12, 2011

Posted Motion #3

Whereas, the Finance Standing Committee presented a motion to Council on November 24th

,

2010 that directed the Elections Committee to create a referendum question to levy a student

fee in perpetuity for the purpose of providing financial support to the Word University Service

of Canada (WUSC - Western) chapter;

Whereas, the Council approved the motion;

Whereas, the Finance Standing Committee received a budget presentation from WUSC

Western and received additional information and feedback at subsequent meetings;

Whereas, the Finance Standing Committee is no longer comfortable levying a student fee on

students to support WUSC Western;

Whereas, the USC has been allocating funds to WUSC-Western over the past four years from a

fund within the USC operating budget;

Whereas, a student is currently supported by those funds and therefore the elimination of USC

support could put that student in grave financial difficulty;

Be it resolved that, the Council withdraw the WUSC-Western fee from the upcoming

referendum;


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Be it further resolved that, the USC extend the current arrangement with WUSC-Western and

allocate funds to the organization for the 2011-2012 budget year, and until such time that the

student currently supported completes their degree;

Be if further resolved that, the USC communicate to WUSC-Western that the current

arrangement shall not be renewed after that student currently supported by the allocation

completes their degree.

FELICE/Ferris


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Meeting #8

January 12, 2011

Posted Motion #4

Whereas, the University Students Council does not currently levy direct student fees to

support campus clubs;

Whereas, our current Elections By-law allows third party groups to ask Council to initiate a fee

referendum;

Whereas, levying student fees on behalf of third parties is a practice at other student councils,

but has not been a practice at Western;

Whereas, The University of Western Ontario Board of Governors (BOG) approves and collects

student organization fees on behalf of the USC and requires the USC to demonstrate that we

are responsible stewards of those student fees;

Whereas, if the USC cannot demonstrate to BOG that we are responsible stewards of student

fees they can refuse to collect fees on our behalf;

Whereas, other student organization fees and student ancillary fees levied on students aresubjected to regular oversight and review processes via the Student Services Committee (SSC)

and the USC Council;


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Whereas, the USC does not currently have policy or process to provide oversight over fees

levied for clubs and third-party groups;

Be it resolved that, a draft policy be prepared by the chair of the Finance Committee, withsupport from the Government Services Department, accomplishing the following aims:

- Process and criteria be established for Council to objectively evaluate the suitability of

future clubs or third-party groups petitioning Council for a Council-initiated referendum;

- All fees levied on behalf of clubs and third-party groups be subject to a mandatory

review every four years, and that the Council may renew the fee for an additional four

years or discontinue the fee;

- Groups must submit annual budgets for review, so that any issues of concern can be

addresses in between review periods, and that the Board of Governors has theinformation when they approve the annual fee schedule;

- That a procedure for reviewing fees be developed that is open, transparent, and

effective;

Be it further resolved that, the practices of other students councils be reviewed and

considered when drafting the policy.

FELICE/Ferris


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Meeting #8

January 12, 2011

Posted Motion #5

Whereas, the University Students Council is strategically governed by an annual budget;

Whereas, the USC budget for a given fiscal year must be fully approved by the beginning of

March of the preceding fiscal year;

Whereas, the majority of the work in projecting future revenues, expenses, and programs must

be completed by most departments in December in order to meet the March deadline;

Whereas, the budget attempts to predict future revenues, expenses, and programs for the lastmonths of the fiscal year it governs. The time between items being projected and when they

occur ranges between six and seventeen months. The time delay between projection and

occurrence creates a much higher likelihood of incorrect estimates because of unforeseen

circumstances (please see Appendix 1 for examples);

Whereas, members of the USC finance committee would benefit from being able to compare

actual costs to more timely and realistic estimates;

Be it resolved that the Vice President Finance present an amended budget to the University

Students Council following Q1 of each year. The amended budget will show revised line items,but cannot and will not change the amount of student fees levied on students;

Be it further resolved that amendments to the budget are presented first to the Finance

Standing Committee. Once approved, the amended budget would go to Council for final

approval;

Be it further resolved thatamendments to the budget approved following Q1 replace estimates

from the budget approved in March in an effort to better reflect updated and timelier

expectations for University Students Council operations and programs.

FELICE/Shaw


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Appendix 1 Examples of estimates made incorrect due to timeliness

Example A

March 2010 Budget is approved with line item Used Book Store generating a $156,272 profit

May 2010 Decision is made to cease operations in the Used Book Store.

The decision to cease operations now makes it difficult for the finance standing committee to

effectively project our year end position.

Example B

March 2010 - Budget is approved with line item Mustang Alley estimated to lose $4,541

April 2010 Decision is made to move locations of Mustang Alley and completely repurpose the

strategic mandate of the store

The estimated budget lines for the Purple Store are now irrelevant. The store has different rent,

COGS, and staffing costs. Finance committees ability to critically analyze Purple Stores

performance versus budget is significantly reduced.

Example C

February 2010 USC Executives are voted into their positions with individual initiatives and

platform points.

March 2010 Budget is approved with few discretionary funds allocated towards the USC

executive. Recently elected Executives have an extremely limited ability to secure funding forspecial projects.

The USC executive will have the ability to change their budget lines in order to shift priorities for

the year that are in line with the platforms and promises they were elected on.


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Meeting #8

January 12, 2011

Posted Motion #6

Whereas the University Students Council (USC) leases approximately 90,000 square feet of

space within the University Community Centre (UCC) and manages it on behalf of

undergraduate students;

Whereas a referendum was held in February of 2010 which asked students if they permitted

the collection of a fee directed to financing renovation and ongoing maintenance of USC

managed space;

Whereas the USCs asset base at the end of fiscal 2009 was $10,638,073 and the accumulated

amortization was $8,744,271 (82.2% of all assets are depreciated);

Whereas allowing USC assets to fully depreciate without replacing them results in a

deteriorated experience for present Western students and, in some cases, may be dangerous;

Whereas past annual operating budgets have allotted an insufficient amount for capital

replacement;

Whereas an operating budget is not the appropriate forum to plan/schedule asset

replacement;

Be it resolved thata capital budget be prepared and approved alongside the annual operating

budget, and that the capital budget create a schedule for asset replacement over the next ten

years;

Be it further resolved that any newly acquired assets be added to the depreciation schedule

and included in the capital budget during the next budget approval process; and,

Be it further resolved thatthe capital budget be reviewed annually by a sub-committee of the

finance committee and be fully revised every three years, as detailed by the attached terms of

reference.

FELICE/Silverstein


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PURPOSE:

This document shall establish terms of reference for a Capital Budget Review Sub-Committee.

1.00 MANDATE1.01

Annually review the USC Capital Budget.

(1)Ensure that any newly acquired assets have been added to the depreciation schedule.

(2) If necessary, the committee shall recommend changes to the Council for approvalalongside the approval of the Annual Operating Budget.

1.02 Recommend a fully updated 10-year Capital Budget to the Council every three (3) years.

(1)The first Capital Budget shall be created alongside the 2011-12 Annual OperatingBudget;

(2)The first updated Capital Budget shall be presented for Council approval alongsidethe 2014-2015 Annual Operating Budget.

2.00 MEMBERSHIP2.01 The Capital Budget Review Sub-Committee shall be composed of:

(1)The Vice-President Finance, ex-officio, non-voting, as chairperson;

(2)Three (3) Voting Members of the Finance Standing Committee, representing atleast two (2) different constituencies, voting;

(3)Two (2) Students, who are not Voting Members of Council, voting;

(4)The General Manager, ex-officio, non-voting as a committee resource;

(5)The Senior Manager Finance, ex-officio, non-voting as a committee resource.

3.00 ROLES AND RESPONSIBILITIES OF EX-OFFICIO MEMBERS3.01 The Chairperson shall:

(1)Set the agenda for each scheduled meeting;

(2)Ensure rules of procedure and quorum requirements are met;

(3)Ensure that the committee has relevant information and documentation in advanceof the meeting;

(4)Ensure that no conflicts of interest are present during any meeting, and thatconfidentiality is maintained by the committee where necessary; and,


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(5)Prepare written reports of decisions taken by the Committee, and submit motionsand supporting materials to Secretary of Council for inclusion on the next agenda ofthe Council Operations and Agenda Committee (COCOA.)

3.02 The Vice-President Finance shall:

(1)Ensure that the committee is informed about any pertinent information relating tothe capital budget;

(2)Provide the committee with any additional information that is required to provide abetter analysis of the budget;

3.03 The General Manager shall:

(1)Ensure that recommendations of the committee are accurately and effectivelycommunicated to management;

(2)Provide the perspective of management to supplement the information provided bythe Vice-President Finance, as required, to ensure that the committee is fullyinformed when discussing matters.

3.04 The Senior Manager Finance shall:

(1)Act as a resource for the Committee, and be available to members to answerquestions and provide information;

(2)Supplement information provided by the Vice-President Finance to ensure that thecommittee is fully informed when discussing matters, and to maintain herprofessional integrity as required by the CMA Ontario Code of Professional Ethics.


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Meeting #8

January 12, 2011

Posted Motion #7

Whereas, the 24/7 Weldon Library pilot project was carried out in April 2010,

Whereas, gate count statistics collected by UWO library staff indicate that significantly more

students accessed Weldon Library during the April 2010 pilot project than in April 2009,

Whereas, the UWO librarians received positive feedback from students about the 24/7 Weldon

pilot project,

Whereas, UWO library staff deemed the 24/7 Weldon pilot project to be successful and haveallocated funding to make Weldon Library 24/7 for the December 2010 examination period,

Whereas, the USC is required to evaluate the success of the April 2010 pilot project,

Whereas, the University Affairs Standing Committee reviewed the statistics and perspectives

presented by UWO library staff,

Be it resolved that, the USC deems the 24/7 Weldon pilot project in April 2010 a success,

Be it further resolved that, the USC endorse the effort to pursue permanent funding from UWOadministration for a 24/7 library during final examinations.

HE/Fearnall


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Meeting #8

January 12, 2011

Posted Motion #8

Whereas, By-Law #2 (Elections Procedures of the USC) states that fairness is a key principle of

USC elections;

Whereas, Elections Committee is of the opinion that using the colour purple in campaign

materials has the potential to provide a presidential candidate with an unfair advantage;

Whereas, By-Law #2, section 11.01 (9) states that Elections Committee has the authority to

prohibit the distribution of materials at the discretion of the committee, and therefore has the

authority to prohibit the use of purple in campaign materials;

Whereas, the use of purple was prohibited during the 2010 presidential campaign by Elections

Committee;

Whereas, the Elections Committee wants to continue the practice of prohibiting the use of

purple, but wishes to hear the feedback of Council and seek its endorsement before

implementing the decision for 2011;


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Be it resolved that, the Council endorse the decision of the Elections Committee to prohibit

USC candidates from using the colour purple in campaign materials;

Be it further resolved that, the Committee of Council Operations and Agenda, in consultationwith the Elections Committee, bring forward amendments to By-Law #2 that explicitly prohibit

the use of purple in campaign materials to avoid confusion in future years.

POSTALIAN/Santucci


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Meeting #8

January 12, 2011

Posted Motion #9

Whereas, Council tasked the Elections Committee to develop a referendum question to be

included on the ballot of the February 2011 Elections;

Be it resolved thatCouncil approve the following question as submitted by the Elections

Committee;

Do you support the University Students Council (USC) implementing a $0.52 student fee,

collected in perpetuity beginning in September 2011, on behalf of World University Services of

Canada (Western)?

The student fee will:

a) support the mandate of World University Services of Canada (Western), a USC ratified club,

to entirely subsidize the cost of an education at The University of Western Ontario for student

refugees;

b) be increased to $0.68 in the 2013-2014 academic year, and to $0.83 in the 2014-2015

academic year.

YES NO

POSTALIAN/Santucci


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Meeting #8

January 12, 2011

Posted Motion #10

Whereas, Section 8.00 of By-Law #2 of the University Students Council of the University of Western

Ontario reads:

8.00 INFORMATION-BASED CAMPAIGN

8.01 Where the USC has no interest in the outcome of a referendum or plebiscite, but where

said Council supports the provision of information to the electorate, the USC, by a

simple majority vote of Council, may provide financing for an information-based

campaign in accordance with the financing rules prescribed in Part B, Section 9.00.

(1) If a referendum or plebiscite is student-initiated, then Council may only choose to

run an information-based campaign if the petitioning student group or group of

students does not wish to be a registered interested party.

(2) If a referendum or plebiscite is Council-initiated, then Council may choose to run an

information-based campaign.

(3) If Council chooses not to run an information-based campaign, then any student

group or group of students may apply to be a registered interested party;

Whereas, the Spring Referendum is a Council-initiated referendum;


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Whereas, the Election Committee wishes Council to consider whether the USC has an interest in the

outcome of the referendum, and subsequently what type of referendum campaign should take place;

Be it resolved that, the USC does not have an interest in the outcome of the referendum;

Be it further resolved that, an Information-Based campaign take place during the referendum.

POSTALIAN/Santucci


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Meeting #8

January 12, 1011

Posted Motion #11

Whereas, Section 8.00 of By-Law #2 of the University Students Council of the University of Western

Ontario reads:

8.00 INFORMATION-BASED CAMPAIGN

8.01 Where the USC has no interest in the outcome of a referendum or plebiscite, but where

said Council supports the provision of information to the electorate, the USC, by a

simple majority vote of Council, may provide financing for an information-based

campaign in accordance with the financing rules prescribed in Part B, Section 9.00.

(1) If a referendum or plebiscite is student-initiated, then Council may only choose to

run an information-based campaign if the petitioning student group or group of

students does not wish to be a registered interested party.

(2) If a referendum or plebiscite is Council-initiated, then Council may choose to run an

information-based campaign.

(3) If Council chooses not to run an information-based campaign, then any student

group or group of students may apply to be a registered interested party;

Whereas, the Spring Referendum is a Council-initiated referendum;


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Whereas, the Election Committee wishes Council to consider whether the USC has an interest in the

outcome of the referendum, and subsequently what type of referendum campaign should take place;

Be it resolved that, the USC has an interest in the outcome of the referendum;

Be it further resolved that, a Registered Interested Party campaign take place during the referendum.

POSTALIAN/Santucci


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Meeting #8

January 12, 2011

Posted Motion #12

Whereas, the University Students Council must present its annual budget to the Board of Governors

(BOG) Property and Finance Committee at its March meeting in order to have USC fees approved by

BOG for inclusion on the student fee schedule;

Whereas, the University Secretariat requires our finalized budget by March 10th, 2010, which is earlier

than anticipated when the Council meeting schedule was created last April;

Whereas, in order for the USC budget to be prepared, approved by the Executive Council, approved by

the Finance Budget Sub-Committee, and presented to Council to allow for 5 days to consider and amend

the budget, it is not possible for the Council to approve the budget in time to meet the BOG deadline

without adding a special meeting;

Be it resolved that, the Council call a special meeting to be held on March 9th, 2010 at 7pm;

Be it further resolved that, the only business conducted at the meeting shall be approval of the USC

budget.

POSTALIAN/Santucci


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Meeting #8

January 12, 2011

Posted Motion #13

Whereas, the Governance Review conducted in the 2009/2010 Council year directed the

Committee of Council Operations and Agenda (COCOA) to review the composition of Council

every four years beginning in the 2010/2011 year;

Whereas, the COCOA has conducted this review in compliance with the directions found in By-

Law #1 Section 8.02;

Be it resolved thatCouncil amend By-law #1 Section 8.01 as follows to reflect the changes in

the composition of Council resulting from this review;

Be it further resolved thatthese changes be in effect for the February 2011 election of the

2011/2012 Council.

8.00 Composition of Council(1) The Voting Members of Council shall be:

i. The Speaker of Council;

ii. The USC President;


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iii. sixty-seven four (67)(64) councillors, including faculty and Affiliate councilpresidents, ex-officio, representing the following constituencies of the student bodyas follows:

Constituency Councillors

Arts & Humanities 4 3

Business 2

Dentistry/Medicine 2 1

Education 2 3

Engineering 4 2

First-Year Off-Campus 1

Health Sciences 6

Law 2 1

Media, Information and Technoculture 2

Medicine 1

Music 2 1

Science 8

Social Science 11 13

Brescia University College 3 2

Huron University College 3 2

Kings University College 5 6

Alumni House Residence 1

Brescia University College Residence 1

Delaware Hall Residence 1

Elgin Hall Residence 1

Essex Hall Residence 1

First-Year Off-Campus 1

Huron University College Residence 1


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Kings University College Residence 1

Medway-Sydenham Hall Residence 1

Perth Hall Residence 1

Saugeen-Maitland Hall Residence 1

iv. six (6) Senators; and,

v. one (1) Governor.

(2) The Non-Voting Members of Council shall be:

i.

the Vice-Presidents Campus Issues, University Affairs, Finance and StudentEvents;

ii. the Communications Officer;

iii. the Deputy Speaker of Council;

iv. all Commissioners and Coordinators;

v. all student-at-large representatives appointed by the Corporation;

vi. the president of the Inter-fraternity council and the president of the Panhelleniccouncil;

vii. the presidents of the Faculty, Affiliate and Residence councils;

viii.the remaining Senators and Governor;

8.02 Determining Composition of Council(1) The composition of Council shall be reviewed before the end of the fall term every four (4)

years to ensure fair representation of student constituencies. The first year of review shallbe completed during the 2010 calendar year.


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(2) Notwithstanding the above, the composition of Council may be reviewed before four (4)years have elapsed at Councils discretion.

(3) The full-time equivalent population for each constituency, as of November 1st, shall bedeemed to be the relevant population.

(4)

The population of each constituency shall be rounded to the closest six hundred (600)students. The number of Members representing each constituency shall be determined bydividing the rounded population figure by six hundred (600). Every constituency shallmaintain at least one (1) Voting Member. If the number of constituent councillors changes,this By-Law shall be amended prior to January 15th of the subsequent calendar year. Thenew membership structure shall be adopted for the next spring election period.

(5) Notwithstanding the above, each Residence shall only have one (1) Voting Member onCouncil, and there shall be only one First-Year Off-Campus councillor.

SANTUCCI/Postalian


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2010/2011 University Students CouncilMeeting #8

January 12, 2011

Posted Motion #14

Whereas, the USC has been awarding the Tracey Knight Memorial Award for over 25years;

Whereas, the purpose of the award was changed by the Board of Directors last year torecognize a first-time councillor before the governance review changes came into effect;

Whereas, a formal Terms of Reference for the award was not created last year, nor hasit existed in the past;

Whereas, the Awards Committee would like a formal Terms of Reference to beestablished, and requires Council to approve the Terms of Reference;

Whereas, the Awards Committee would like to open nominations during the week ofJanuary 17th, and therefore requires Council to approve the Terms of Reference beforethe Student Events Standing Committee next meets;

Be it resolved that, the Council approve the Terms of Reference for the Tracey KnightMemorial Award, as attached.

POSTALIAN/Santucci


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EFFECTIVE: DAY MONTH YEAR SUPERSEDES: DAY MONTH YEAR

AUTHORITY: Student Events Committee RATIFIED BY: Executive CouncilDAY MONTH YEAR

RELATEDDOCUMENTS:

Terms of Reference: Commissioners andCoordinators (Leadership DevelopmentCommissioner)

Terms of Reference: Committees(Awards Committee)

PAGE | 1 of 2

University Students Council of the University of Western Ontario

TRACEY KNIGHT MEMORIAL AWARDTERMS OF REFERENCE

BACKGROUND:

This document establishes a terms of reference for the Awards Committee to administer theTracey Knight Memorial Award.

1.00 PURPOSE1.01 To annually recognize a Voting Member of Council who made the greatest contribution

to the USC during their first-year on Council.

2.00 SELECTION CRITERIA2.01 Nominees will be measured against five criteria:

(1)Accomplishmentsi.

What positive impact did the councilors make during their term that setsthem apart from other first-time councilors?

(2)Collegialityi. How well did the councilor work respectfully with her colleagues to achieve

common goals compared to other first-time councilors?

(3)Attendancei. How well did their attendance record at Council and Standing Committee

compare to other first-time councilors?

(4)Communicationi. How well did the councilor communicate their point of view during Council

and Standing Committee meetings compared to other first-time councilors?

(5)Representation


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usc meeting 8 motions

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