Minutes of the Joint College Meeting
April 5, 2000
1. Call to Order and Approval of the Agenda
· Motion to approve the agenda by F. Pass and A. Tan.
· Mr. Todd rose to ask that a further item be added to the agenda, "Discussion on the Extension of the Provost's Term," after item 5, making the current item 6 into item 7. Motion to approve the amended agenda by N. Todd and H. Marshal. Passed.
2. Approval of the Last Meeting's Minutes
· Motion to approve by S. Neville and N. Todd. Passed.
3. Business Arising from the Minutes
· Mr. Wakefield challenged the accuracy of the minutes concerning the Chair’s ruling in regards to section 2a of the JCM Constitution at the previous meeting. Mr. Wakefield’s challenge was retracted after an explanation.
4. Reports
· Heads of College - Ms. Faltas was absent at the beginning of the meeting. Mr. Duncan reported that a network of student College leaders was being formed and would hold a conference called "The New U" to identify campus and other resources. Registration fee is $10.00 and more information can be obtained from him or Ms. Faltas. Mr. Duncan had nothing more to report but expressed his discontent towards the individuals who had been repeatedly breaking the coin-ops on the dryers in Trinity laundry rooms.
· Heads of Arts - Mr. Tait reported that the New Heads Pub would start at 10 p.m. that night and that he would be happy to entertain questions. There were none.
· Heads of NRAC - Ms. Roberts explained briefly about the idea of forming a constitution and a separate meeting for NRAC, which she argued would allow NRAC to better represent the needs of non-resident students. She stressed that this move would not be a breaking away from the JCM, but rather affording NRAC legitimacy on par with that of the SHCM and TCM rather than beneath them. She recognized the need to canvass the opinions of the Non-resident students on whether they felt there was a need for a meeting and/or constitution and the time constraints of the current year. Ms. Roberts also indicated that the motion she was about to propose had been recommended by the JBS.
· Motion that the JCM endorse an NRAC referendum to be held in late September or early October in which only non-resident students can vote to enable NRAC to pursue the enactment of an NRAC Constitution and a separate meeting by S. Roberts and A. Hui.
· Discussion: There were many questions, including how the incoming Heads felt about the motion, who would have authority over the referendum (it was answered that the CRO and DRO would have authority) and how best to deal with timeline concerns. Mr. Jessop indicated that he had spoken to Ms. Roberts and while he supported the idea of a Constitution, he did not agree with a separate meeting. He also expressed concerns about when to hold the referendum. Ms. Roberts indicated that she felt it would be better to hold it before midterms and exams, in early October. Mr. Marshal enquired as to how the outgoing Heads could impose their views if their terms end on June 1st. Ms. Roberts and Mr. Hui responded that they could “impose” nothing but could suggest and advocate.
· Point of Order - Mr. Cherniak asked the Chair to rule on whether or not the JCM had the power, constitutionally, to decide the motion in question. The Chair ruled that the proposed motion would not violate the constitution.
· Challenge to the Chair - Mr. Marshal rose to challenge the chair’s ruling and was seconded by Mr. Christie. The Chair explained briefly to the meeting that such a challenge allows no discussion, merely a vote for or against the ruling. The vote was taken and the challenge failed.
· Discussion continued - Mr. Bailey suggested an amendment to the motion such that the timing of the referendum be at the discretion of the new Heads. Ms. Roberts deemed it a friendly amendment. Mr. Gilmour spoke to argue that this was not a move to take power away from the JCM, TCM, or SHCM but rather to ensure equal and adequate representation for Non-resident students. He suggested that TCMs and SHCMs discuss predominantly resident issues and that NRAC funds come directly from the JCM, not from the TCM or SHCM. He stressed that this was an attempt to make the decision making process more open and accessible so that NRAC concerns could be addressed, and reminded the meeting that they were making a decision for over 1000 people. Mr. Pirzada recognized the irony of discussing non-resident issues in a meeting with resident students who seemed to be protecting their interests. Ms. Roberts implored the JCM not to deny the non-resident community a voice, to allow it to establish checks and balances and procedure. Mr. Duncan voiced his concerns about the supremacy of the TCM and the SHCM (he was reminded that the SHCM constitution has no supremacy clause) and demanded that the TCM and SHCM be consulted. Mr. Gunn expressed concern over the rumoured impeachment clause in drafts of the NRAC constitution, asking why that should not be a matter for the JCM. Ms. Roberts stated that NRAC year heads must take an active role for NRAC to be effective and told the meeting that this year several non-year heads had to be brought in to "pick up the slack" of those not doing their jobs. She assured the meeting that anyone who was impeached could re-run for the position. Mr. Seringhaus questioned the sense of pleading not to deny non-residents a voice when hardly any would turn up to the current meetings in which they have a voice. He suggested having an online voting option to encourage voter turnout. Ms. Wolfe reminded the meeting that the actual terms of the constitution were not the issue in question; rather the motion to be voted on was whether or not to allow NRAC to hold a referendum to determine interest in pursuing the idea further. She suggested discussing the matter at hand, rather than being sidetracked by issues not in the motion. Ms. Neville asked what currently prevents non-resident students from using the TCM or SHCM to voice their concerns. Mr. Hui responded that there is no one there to support a discussion of non-resident issues and Ms. Roberts added that it seemed ludicrous to allow residents to decide non-resident issues. Ms. Neville further enquired about whether the NRAC Heads would continue to be officers of the two respective meetings. Ms. Roberts assured her that this was an attempt for legitimacy, not for power. Mr. Hui and Mr. Duncan exchanged heated words over the ability of the Heads of College and resident-focused meetings to adequately address non-resident issues. Mr. Hui asserted that resident students have the benefit of non-resident money, but non-residents have little say in its use and little ability to have their concerns taken seriously. In his view, the meeting and constitution would act as a mechanism through which to express and act on those concerns.
· Point of Inquiry - Mr. Todd asked whether one could call the question without being on the speaker's list. The Chair informed him that this was not possible.
· Discussion continues - Ms. Faltas argued that decisions should not be based on the constitutions of the TCM and SHCM as both are outdated and need revision. Mr. Venn raised concerns about constitutionality. Mr. Cherniak called the question.
· Motion as per above with Mr. Bailey's one amendment, such that the first part reads... That the JCM endorse an NRAC referendum to be held at the discretion of the new Heads in which only.... by S. Roberts and A. Hui. Passed.
· Head of Divinity - The Head was not present.
· JCM Auditor - Mr. Cowling reported to the JCM that the books would be due for the Spring Audit on Friday, April 21st and could be left for him at the Porter's Lodge. He asked that all Treasurers include the name, phone number, and email address of the individual to whom the books should be returned. He also indicated that there would be a form in the Porter's Lodge to be signed and returned to him at the time that the next year's club leaders assumed control and signing authority of the accounts, so that an accurate record of responsibility could be kept. The Chair, on behalf of the JCM, thanked Mr. Cowling for an excellent job this year.
· JCM Treasurer - Ms. Wolfe began her report by giving the floor to Mr. Manera, who spoke on behalf of the Conversat Committee. He presented the JCM with a letter outlining the status of the Conversat account and JCM (Please see appendix), as well as a cheque for a partial repayment of the JCM loan. Mr. Manera also gave the Conversat books to Mr. Cowling to be audited. Mr. Manera explained that ticket sales had been lower than expected, with alcohol costs breaking even and decorations and entertainment costs exceeding expectations. As a result, the Conversat Committee was able to pay back only $933.46 of its loan to the JCM. Mr. Manera indicated that the convenors, M. Sun, J. Kraft, and himself, took full responsibility for the loss and apologized for the outcome, despite what he felt was an excellent event. There were no questions for Mr. Manera. Ms. Wolfe then asked the Bursar to address the meeting. The Bursar reported that the JCM Bursary Fund, established from the Student Capital Campaign funds, generates $30,000 a year that is awarded to students with financial needs. Mr. Seaborn congratulated and thanked the meeting for having created such a worthy gift. (Please see the Bursar's Report in the appendix). The Treasurer then gave her report proper. Ms. Wolfe informed the JCM that the Orientation accounts had finally been wrapped up and that a cheque for $422.92 would be written on behalf of the students to Midecins Sans Frontihres. She asked that any levied club with outstanding cheques please cash them as soon as possible. Ms. Wolfe informed the members that the final day to submit cheque requests would be Friday, April 21st by 5:00 p.m. Any requests submitted after that time will not be reimbursed. After that point, all non-levied club funds would be collapsed back into the JCM account and spending considered complete until the fall. Ms. Wolfe informed Levied clubs that the Bloor and Bedford Branch of the Royal Bank would be closing on June 9th and that all of the JCM accounts would be moved en masse to the Harbord Branch (near Cora's). She asked that all outgoing Treasurers submit to the next JCM Treasurer the names of the incoming Treasurers as well as a confirmation of bank account numbers to ensure the move goes smoothly. Ms. Wolfe informed the JCM that the Investment Club, 9T7, and 9T9 accounts would be closed and the balances transferred to the JCM account before the move.
· The TCDS had originally budgeted $400.00 for t-shirts, but since the shirts will no longer be made, they asked for a revision such that $100.00 be allocated to paying for the TCDS phone line (ticket line and information) and the remaining $300.00 be allocated to contingency funds.
· Motion to accept the budget as revised by K. Wolfe and A. Tan. Passed.
· SMRT asked that the $179.58 originally budgeted for board games and other accessories now be budgeted with $129.63 to be spend on libations and $49.95 to be spent on a Nori subject to an SMRT Bylaw (No. 5) yet to be enacted. Should the Bylaw fail; SMRT would like to spend the $49.95 for the Nori on libations.
· Motion to approve the proposed budget revision by F. Pass, A. Galbraith. Passed.
· The Treasurer then read a list of delinquent people and organizations with bills to pay at the Bursar's office and asked that they be paid as soon as possible. Finally, Ms. Wolfe suggested to the meeting the need to make two revisions to the Student Fiscal Policy. The first revision would be to add a Statute of Limitations Clause so that levied clubs would need to claim their levy within a reasonable amount of time. As per the current Fiscal Policy, levied clubs are infinitely entitled to their funds and thus could come back 5 or 10 years from now to claim a levy, when it has likely not been held on the books as a liability.
· Motion to include a Statute of Limitations Clause in the Student Fiscal Policy as section 6b (under Awarding of Funds) to read, “Levied organization have one full year from the date that the fall or spring levy cheque is written to claim their levied amount. Failure to do so within that year will result in the levied monies being collapsed back into the general JCM fund” by K. Wolfe and S. Cowling. Passed.
· Motion to change all references to the Bloor-Bedford branch and relevant information to reflect the move to the Harbord-Spadina branch by K. Wolfe and S. Cowling. Passed. (Please see the Student Fiscal Policy in the Appendix)
5. Elections
· The Chair explained the procedure and that the nominees would leave while votes were taken.
· JCM Chair - Mark Karpinski by A. Duncan and R. Addinall. Adelene Tan by S. Roberts and A. Galbraith. Sarah Neville by J. Handyside and S. Bailey. Mark Karpinski was elected.
· JCM Treasurer - John Gunn by J. Burnett and J. Cherniak. Forrest Pass by A. Galbraith and J. Lattimore. J. Handyside by H. Marshal and A. Duncan. Brent Gilmour by R. Brusilow and A. Taylor. Dave Washburn by D. Halas and M. Gourlay. Dave Washburn was elected.
· JCM Secretary - Jason Cherniak by A. Duncan and M. Karpinski. Forrest Pass by A. Galbraith and M. Gourlay. Jason Cherniak was elected.
· JCM Auditor - John Gunn by M. Karpinski and J. Cherniak. John Gunn was acclaimed.
· JCM Deputy Auditor - Forrest Pass by J. Burnett and A. Duncan. Andrew Galbraith by M. Seringhaus and M. Karpinski. Andrew Galbraith was elected.
· CRO and DRO (elected as a ticket) - Adam Wakefield and John McKay by M. Gourlay and M. Seringhaus. Adam Wakefield and John McKay were acclaimed as CRO and DRO respectively.
· DComm Chair - Charlie Flicker by S. Bailey, M. Callaghan. Vernita Tsang by R. Brusilow and J. Burnett. Brent Gilmour by K. Wolfe and A. Taylor. Adelene Tan by S. Roberts and A. Galbraith. Charlie Flicker was elected.
· DComm Deputy Chair - Rafael Brusilow by J. Burnett and J. Cherniak. Brittany Poynter by N. Faltas and M. Karpinski. Forrest Pass by A. Galbraith and M. Gourlay. Brent Gilmour by A. Taylor and K. Wolfe. J. Macdonald by R. Rosenfeld and H. Marshal. The Chair read from the JCM constitution that the Chair and Deputy Chair should, where possible, be one male and one female. The Chair ruled that Brittany Poynter, as the only female nominee, was therefore acclaimed.
· SCCC Members-at-large - There were three to be elected and the combination should include one resident, one non-resident, one science, one non-science, one male, and one female. Mark Andruchow by H. Marshal and A. Duncan. Nefra Faltas by S. Roberts and J. Cherniak. Forrest Pass by J. Burnett and A. Galbraith. Brent Gilmour by A. Taylor and M. Callaghan. Veronica Marshal by L. Atkinson and M. Seringhaus. Leslie Atkinson by M. Seringhaus and T. Gofton. Jamie Macdonald by M. Gourlay and A. Duncan. Nefra Faltas, Jamie Macdonald, and Veronica Marshal were elected.
· GRADitude Chairs - There were only two applicants for the position and the two people preferred to chair the campaign together, therefore Jenn Lee and Vernita Tsang were acclaimed Chairs of GRADitude.
6. Discussion on the Extension of the Provost's Term
· Mr. Todd addressed the meeting by stating that the Provost was seeking a one-year extension of his term and that the students had not be consulted or even apprised of this development. Mr. Todd indicated that he felt that this was a continuation of the lack of rapport between the Provost and the students and demonstrated the need for a new Provost who would better relate to the students needs.
· Motion that the Provost's term not be extended and that the student representatives be bound by this motion by N. Todd and H. Marshal.
· Discussion: Ms. Faltas pointed out that if Mr. Todd's issue was that the student representatives had been appointed rather than elected, she would be more than happy to have the representatives elected by the JCM to sit on the Committee. Ms. Roberts argued that the student reps could not be bound by this motion since they were appointed by other Committees entirely, not by the JCM, thus not subject to the power of the JCM in this. Mr. Cherniak wanted to know how the reps were chosen. Neither Ms. Faltas nor Ms. Wolfe could say for certain - they were both asked to serve. Mr. Duncan reported that because of time constraints (the Provost's term will end before there is enough time to carry out the replacement procedures in the College Statutes - that particular section is up for revision at present), that a Search Committee would only be half the normally required size. Mr. Gourlay wanted to know why no graduates of the College were on the Committee, given that they would have memories of other Provosts.
· The meeting moved in-camera and all non-members left the room.
· The original motion put forward by Mr. Todd passed. Mr.’s Cherniak and Duncan requested that their abstentions be noted.
7. Changes to Levies
· Ms. Wolfe recommended that NRAC cover part of the Heads' Package costs that are currently paid for entirely by the Heads of College. Since NRAC constitutes the vast majority of the students, this financial assistance makes sense and all the current Heads concur. Ms. Wolfe also recommended that the JCM continue to give special grants to organizations that have spending needs in excess of their levies, i.e. TCAA. Due to the coupling of men and women's fees, it is hard to increase men's fees on their own and the women have no need, therefore special grants are the better option. Ms. Wolfe recommended that the Safety Committee be changed from levied to non-levied club status. Based on the spending habits of the past few years and the lack of use of JCM funds, it would seem that the Safety Committee does not necessarily need the full $1450.00 of their current levy. The year previous, the organization simply failed to pick up their levy. Ms. Wolfe argued that as a non-levied club, the group would need to ask for the amount of money they thought they would use and would only be allocated funds when an event occurred, rather than just receiving the funds.
· Motion that the Safety Committee be changed to non-levied status, so that they can ask for what they need by K. Wolfe and A. Taylor. Passed.
· Ms. Wolfe’s second recommendation concerned year funds. She explained that for the past four years at least, year levies have been kept at $650.00 per year. Most years do not use even close to this amount and end up with much more money than they can use, or even drink away at Fourth Year Bar. Ms. Wolfe argued that if the levy was reduced from $2.50 to $2.00 each year would still receive $650.00 per year and there would still be money left over to use for special grants, yet the levies would have been reduced by another $0.50.
· Motion to reduce the year levy from $2.50 to $2.00 for the coming year by K. Wolfe and S. Cowling.
· Discussion: Mr. Marshal expressed concern that this might decrease the overall money available for catchall needs and loans. Ms. Wolfe assured the meeting that the JCM funds were more than capable of meeting those needs. Mr. Cherniak and Mr. Duncan advocated the security of keeping the levy where it is, while Mr. Washburn and Mr. Cowling argued that even $650.00 is more than ample. The motion failed.
8. JCM Funds for the Summer
· Orientation Float - Mr. Burnett indicated that the Orientation Committee was asking for a float of $4000.00 to work with.
· Motion to loan the Orientation Committee $4000.00 to be paid back to the JCM by K. Wolfe and M. Karpinski. Passed.
· Trin Life Printing - It was noted that last year's supply of Trin Life ran out before all students received a copy, therefore more money should be allocated. The Trin Life grant does not need to be repaid to the JCM, however if costs are less than the grant, the excess should be returned.
· Motion to grant the incoming Heads of Arts $1000.00 for the production of Trin Life by K. Wolfe and N. Todd. Passed.
9. Orientation Proposals
· Since there was only one proposal, it was acclaimed. The Convenors, Mr. Burnett, Ms. Fung and Company, gave a skeletal presentation of their intentions and then informed the meeting that all details could be found on their website - www.welcome.to/froshweek. Please see the appendix for the Proposal.
10. Gift for Father Black
· Mr. Marshal informed the meeting that the Chaplain would be leaving the College during the summer and suggested that the JCM buy him a gift in recognition of his contribution to students and student life at the College.
· Motion that Veronica Marshal purchase a gift of not more than $200.00 for Father Black on behalf of the JCM by H. Marshal and A. Duncan. Passed.
11. Club Recognition Policy
· There have been a number of concerns about the proliferation of clubs at the College, especially concerning room bookings and photocopy codes. The Bursar has asked the JCM and JBS to devise a Club Recognition Policy with criteria. The JBS generated some ideas, but the matter will need to be referred to next year. The list of recommendations and considerations is included in the appendix.
12. Other Business
· SCCC - Ms. Faltas informed that meeting that the SCCC proposal that had been approved at the last JCM and which was awaiting successful negotiation of the third component has been modified. The third component, which was to have removed the stage in the Buttery this summer has been scrapped, but the Heads have secured from the Provost a written promise that the entire Buttery will be renovated by the summer 2001 to be ready by the fall of that year. A Committee will be struck next October with a draft proposal to be presented in January.
· Motion that the JCM be advised of the structure of the Committee which reviewed the Provost's term and, if he is reinstated, the reasons for choosing to reinstate by J. Gunn and N. Todd. Passed.
13. Next Meeting and Adjournment
· Motion to adjourn by N. Todd and H. Marshal. Passed.