ALMA MATER SOCIETY OF QUEEN S UNIVERSITY INCORPORATED AMS Board of Directors Open Session Minutes

Transcription

1 ALMA MATER SOCIETY OF QUEEN S UNIVERSITY INCORPORATED AMS Board of Directors Open Session Minutes April 18 th 2017, at 6:00PM AMS Board Room, John Deutsch University Centre, Kingston, Ontario ITEM 1: CALL TO ORDER The April 18 th 2017 meeting of the AMS Board of Directors was called to order at 6:15pm. ITEM 2: Present: Guests: Regrets: ROLL CALL OF MEMBERS Q. Giordano, Chair A. Zhou, Corporate Secretary T. Lively, President D. Walker, Vice-President (Operations) C. Thompson, Vice-President (University Affairs) L. Parry, General Manager E. Trus, Student Director C. Bevans, Student Director M. Garcia, Media Services Director L. Burns Scully, Retail Services Director J. Neretlis, Community Director M. Blair, Incoming Chair A. Mair, Incoming Student Director B. MacKay, Incoming Vice-President (Operations) M. Przyborowski, Incoming Retail Services Director C. Hollidge, Incoming Media Services Director S. Nijhuis, Incoming Hospitality & Safety Services Director L. Dowling, Commissioner of Environmental Affairs G. Giannopolous, Vice-Chair B. Rudson, Student Director J. Fonseca, Student Director M. Lindsay, Community Director ITEM 3: APPROVAL OF AGENDA BE IT RESOLVED THAT the agenda of the April 18 th 2017 meeting of AMS Inc. is adopted, as presented. Moved: Q. Giordano

2 Seconded: D. Walker No questions or comments. All for. Motion unanimously adopted at 6:15pm ITEM 4: APPROVAL OF THE MINUTES OF THE PREVIOUS MEETING BE IT RESOLVED THAT the minutes of the March 28 th 2017 open session meeting of AMS Inc. are adopted, as presented. Moved: Q. Giordano Seconded: D. Walker No questions or comments. All for. Motion unanimously adopted at 6:16pm. ITEM 5: ITEM 5.1: REPORTS CHAIR OF THE BOARD - Want to thank the members of the board for all their hard work. Best wishes to the incoming board under Mike Blair. (Q. Giordano) Report ended 6:17pm. ITEM 5.2: PRESIDENT - Hope to have a meeting with the Governance Review Working Group before the end of the year. Projected timeline is to work on research in the summer, conduct a consultation in the fall, and draft a report on the working group in the winter. (T. Lively) Report ended 6:19pm. ITEM 5.3: VICE-PRESIDENT (OPERATIONS) - Currently transitioning incoming staff. In the middle of the AMS insurance cycle, meeting with our investment advisors. Would like to thank everyone for all their help, the staff have quietly been some of the hardest workers in the AMS. (D. Walker) Report ended 6:20pm. ITEM 5.4: VICE-PRESIDENT (UNIVERSITY AFFAIRS) - The Social Issues Commissioner has resigned, I have taken on her responsibilities which has gone smoothly so far. She is transitioning the incoming Social Issues Commissioner. (C. Thompson)

3 Report ended 6:21pm. ITEM 5.5: GENERAL MANAGER - No comments or questions. Report ended 6:22pm ITEM 5.6: RETAIL SERVICE DIRECTOR - No comments or questions. Report ended 6:22pm. ITEM 5.7: HOSPITALITY & SAFETY SERVICES DIRECTOR - CoGro was open during the holidays and made ~$8,000. (D. Walker) Report ended 6:23pm. ITEM 5.8: MEDIA SERVICES DIRECTOR - No comments or questions. Report ended 6:23pm. ITEM 6: ITEM 6.1: NEW BUSINESS QP ICE MACHINE CAPEX PROPOSAL - The ice machines have broken several times this year, the current ones are eight years old. We are looking to purchase new equipment as repair costs for a one-time fix are about half the cost of purchasing a new model with no guarantee that it won t break down again in the coming years. There is a three-year warranty on the compressor which is the most expensive part and the cause of the issue we re having now. (D. Walker) - Hoshizaki is the leading brand in refrigeration. (J. Neretlis) That the AMS Board of Directors approve the capital expenditure of $ for the purchase and installation of two Hoshizaki Ice Machines, to be depreciated over 3 years by the AMS Pub Services. Seconded: Q. Giordano Motion unanimously adopted at 6:25pm. ITEM 6.2: TAPS LIQUOR PURCHASING MANAGER PROPOSAL - The Special TAPS Committee s report led to the discontinuation of eight-month managers and only one ten-month manager being retained. However, we found no reason to have one ten-

4 month manager, so the position will be moving up to twelve months. The candidate is fine with this change. (D. Walker) - The position definitely has enough responsibilities to go twelve months. I think it will lead to better efficiency and put the management team in the better position. (B. MacKay) That the AMS Board of Directors approve the new salary and contract duration of the TAPS Liquor Purchasing Manager as per the proposal. Seconded: T. Lively Motion unanimously adopted at 6:30pm. ITEM 6.3: CORPORATE ENVIRONMENTAL PROCEDURES MANUAL - Here is a developed policy, procedures were outlined in the Board s earlier presentation. Once this is passed, the Board will have the authority to update it as it sees fit. (L. Dowling) - Intention was that this would be a part of transition. Staff currently undergoing sustainability training. (L. Dowling) - Liam did a great job of taking everyone s input and integrating it into the policy. He put a lot of hard work into this. (D. Walker) Report ended 6:34pm. ITEM 6.4: PERSONNEL COMMITTEE: SOCIAL VALUE REPORTING FRAMEWORK - This is the starting block for the next personnel committee. This is a sketch of the framework for how the evaluations would work. It looks at hard data through the survey questions to assign a dollar value. I also created a hypothetical report assessing TAPS using the framework. Numbers are entirely hypothetically and made up and this is not a complete assessment as it does not include justification of methodologies. (E. Trus) Report ended 6:42pm. ITEM 6.5: AMS EMERGENCY TAXI FUND - This will allow funds to continue for students with extenuating circumstances to have access to taxi transportation. (C. Thompson) - This fund is not specifically advertised to students. (C. Thompson) - There is a limit on usage per student to make sure it is not monopolized by a few students. (C. Thompson) That the AMS Board of Directors approve the sum of $500 to be given to the AMS Taxi Fund immediately to be used until the end of the academic year and into the summer as deemed necessary by the registrar s office. Moved: C. Thompson Seconded: D. Walker Motion unanimously adopted at 6:48pm. ITEM 6.6: FINANCE & RISK COMMITTEE DIRECTIVES AND CGM FINANCIAL

5 ANALYSIS - The committee has maintained three main roles, organizational risk management, monitoring, and controlling. (C. Bevans) - This year has focused on monitoring and controlling as well as long range sustainability planning. In the future it would be beneficial to meet with investment managers on a more regular basis and to evaluate current performance relative to past years to establish an early warning system. (C. Bevans) Report ended 6:56pm. ITEM 6.7: JOURNAL REVIEW COMMITTEE DIRECTIVES - The opportunity to evaluate reforms from this year will be very valuable in the long run. (D. Walker) - The prospective summit would have gone a long way, hope that it will continue and be allowed to happen. (Q. Giordano) - This is an ad-hoc committee, its continuation could be determined at next year s Board under Mike. (Q. Giordano) Report ended 7:01pm. ITEM 6.8: SPECIFIC FEE COMMITTEE DIRECTIVES - May not be necessary to have this committee. Many problems are pushed off for upcoming committees and the issues dealt with in this committee should be acted on by the Board anyway as part of day-to-day decisions. (D. Walker) - The Specific Fee is already tied to inflation, the only issues that could cripple it would be big enough that the AMS would be broadly aware of them. (T. Lively) Report ended 7:09pm. ITEM 6.9: SPECIAL PROJECTS COMMITTEE DIRECTIVES - There is lots of money left over this year, we need to figure out what to do with it. This is a conversation the next Board should have. (C. Thompson) - From a process perspective, the committee s existence will be reconsidered by the incoming Board and the concerns of this Board on the committee s efficiency will be taken into account. (M. Blair) Report ended 7:15pm ITEM 6.10: LONG-TERM STRATEGIC PLANNING COMMITTEE DIRECTIVES - The committee started off with good ideas, but little follow-through. Not much to comment on. (D. Walker) - Only met once in the first semester and was only notified that Ben had data. (Q. Giordano) - Directives weren t fully followed through on this year. (T. Lively) - Would be better to create a culture of having these strategic discussions at Board. (D. Walker) - The Board can exercise strategic planning by modifying fundamental principles, the incoming Board will sit down and discuss high-level changes and corporate policy. (M. Blair)

6 - This was initially a tool for collecting data, but we have a market research office which has more expertise in information gathering. A lot of the lack of continuity is the lack of information continuity and poor documentation which hinders the Board s ability to look at the information effectively. (T. Lively) - We need an analysis of what data is required and how much it would cost to get it. Generally speaking committees can get data but we need policy in place to figure out how to request data. (M. Blair) Report ended 7:21pm ITEM 6.11: PERSONNEL COMMITTEE DIRECTIVES - Kept brief, the directives boil down to a continuation of the framework. The next committee is free to edit it, and when they are comfortable they may continue the evaluation of TAPS or make a pivot back to mandate duties for AMS personnel and evaluate job accessibility, especially for senior positions. (E. Trus) Report ended 7:25pm ITEM 6.12: DAWN HOUSE WOMEN S SHELTER - Requesting a donation on behalf of the AMS to the Dawn House Women s Shelter which allows women aged 16 + and women with children to stay when between homes. It is primarily for survivors of domestic violence, and it was recently broken into and had its wires damaged. (D. Walker) - The AMS doesn t frequently donate, but this could set a good precedent. (L. Parry) Motion to approve. Seconded: C. Thompson Motion unanimously adopted at 7:31pm. ITEM 6.13: SPECIFIC FEE COMMITTEE REPORT - Biggest change was to look during the budgeting process to see if it is viable to make these allocations as opposed to looking at available funds at the end of the year. (D. Walker) That the AMS Board of Directors approve the recommendations made by the 2016/2017 AMS Specific Fee Review Committee. Seconded: Q. Giordano Motion unanimously adopted at 7:34pm. ITEM 7: ADJOURNMENT Motion to adjourn.

7 Seconded: C. Thompson Open session ended 7:34pm.