Dear Committee, Seeing as we are deciding whether or not to reinstate the House Leader position, I have compiled a set of old House Leader-related documents that you should look at. Specifically, I have included the following:

A comparison of the House Leader bylaws in 2004 and 2010

A sample House Leader job description

Sample House Leader reports, updates

A sample House Leader YEARplan

“Removal of the House Leader” document Additionally, here is a short list of the pros/cons of the House Leader position:

PROS CONS

Enhances social atmosphere of SRA both in and out of meetings (e.g. snacks during meetings, social activities, etc.)

Provides more immediate support to SRA members

Helps ensure SRA members fulfill their duties as outlined in the bylaws and operating policies

Removes awkward dynamic in our current system, where BoD members call out SRA members and at the same time report to them

Could be a case of where something that works well in theory does not work well in practice (e.g. horrible House Leader experience in 2009-2010)

Roles/responsibilities could be accomplished better by other roles (e.g. Speaker/VP-Admin in our current system)

Please also keep in mind that if we choose to go ahead with the House Leader, we are not restricted to past systems. We have the freedom to shape this role as we see fit, and we have a responsibility to ensure that past mistakes do not happen again. Sincerely, Gabriel Jeyasingham SRA Bylaws and Procedures Commissioner srabylaws@msu.mcmaster.ca

.

MEMO From the office of the…

Bylaws & Procedures Commissioner

TO: Members of the SRA Bylaws & Procedures Committee

FROM: Gabriel Jeyasingham, SRA Bylaws & Procedures Commissioner

SUBJECT: House Leader

DATE: October 19, 2013

House Leader Structure Below is a comparison of the House Leader bylaw at its creation (2004) and its removal (2010). There are some differences between the two time points, which are highlighted in blue.

2004 (Creation) Similarities 2010 (Removal)

The House Leader shall:

Receive remuneration according to OPERATING POLICY 4/B – EMPLOYMENT WAGES

The House Leader shall:

Be elected by the SRA from amongst the division representatives

Hold office from election to March 31

Continue at all times to serve as a divisional representative

Serve as the Chief Public Advocate for the division representative to the SRA

Serve as an interlocutor between the BoD and the division representatives on matters concerning Assembly operations

Represent the whole SRA in the capacity of defacto department head in interactions with other MSU department heads and managers

Assist the SRA in completing their goals for the year

Work to ensure meetings of SRA committees and academic division caucuses are called at the appropriate frequency and operate productively

Not serve concurrently as the Commissioner of a Standing Committee

Facilitate SRA outreach with the MSU membership, including but not limited to, awareness initiatives, opinion gathering, and SRA office use

Facilitate SRA liaison work with other MSU, University, and community bodies, including but not limited to, non-SRA committee attendance and participation in external activities

Facilitate the development of a positive social environment on and off the Assembly floor

Participate in his or her initial transition and prepare an adequate transition for his or her successor

The House Leader shall:

Schedule weekly office hours for all SRA members

Receive remuneration according to OPERATING POLICY 2.2 – EMPLOYMENT WAGES

Sign employment contracts with each member of the BoD, on behalf of MSU members (President) and on behalf of the SRA (Vice-Presidents)

House Leader Debate (SRA 03) Below are the minutes from the 2003-2004 SRA’s discussion when they were approving the House Leader position:

JOB DESCRIPTION

Position Title: SRA – House Leader Term of Office: Election to March 31 Supervisor: Student Representative Assembly Remuneration: Refer to MSU Operating Policy 4/B - Employment (Wages) Hours of Work: 10 hours per week (variable) General Scope of Duties The SRA House Leader shall serve concurrently as a division representative of the SRA, as the Chief Public Advocate for all division representatives of the SRA, and as an interlocutor between the Board of Directors and division representatives on matters pertaining to the Assembly.

Major Duties and Responsibilities

Category Percent Specifics Student Representative Assembly Function

75% Work to ensure meetings of SRA committees and academic division caucuses are called at the appropriate frequency and operate productively Supervise the Standing Committee Commissioners and Caucus

Leaders Facilitate, on behalf of the Assembly, the detailed development of

policy initiatives as they pertain to the SRA Advise the SRA of possible improvements to the method of

conducting business of the SRA, its committees, and the General Assembly Attend bi-weekly standing committee meetings when possible Facilitate SRA outreach with the MSU membership, including but not

limited to awareness initiatives, opinion gathering, and SRA office use Facilitate SRA liaison work with other MSU, University, and

community bodies, including but not limited to non-SRA committee attendance and participation in external activities Facilitate the development of a positive social environment on and off

the Assembly floor Attend Executive Board meetings throughout the year Assist the Speaker with attendance waning letters to SRA members Develop and maintain contacts with related groups and individuals in

the McMaster, Hamilton, and surrounding community Represent the whole SRA in the capacity of de facto department head

in interactions with other MSU department heads and managers Sign employment contracts with each member of the Board of

Directors, on behalf of all MSU members (President) and on behalf of the SRA (Vice-Presidents) Assist SRA members in completing their goals for the year

Communications Function 15% Prepare for submission to the SRA, a detailed year plan at its first

P:\DEPARTS\ADMIN\Julianne and Victoria shared documents\Job Descriptions\Student Representative Assembly\House Leader.doc Page 1

Approved 08B (Apr 6, 08)

SRA House Leader Job Description

P:\DEPARTS\ADMIN\Julianne and Victoria shared documents\Job Descriptions\Student Representative Assembly\House Leader.doc Page 2

summer meeting (after April 30) and a year-end report by its last meeting in March Inform SRA members of their roles and responsibilities Maintain a contact list and contact the appropriate members and

attendees Provide a minimum of two (2) progress reports per academic term to

the Student Representative Assembly Advise the Board of Directors on matters within their particular

portfolio Advertising & Promotions Function 5% Advertise SRA meeting through various on campus media sources

Keep SRA members updated weekly on all pertinent information and MSU activities

Other 5% In conjunction with the Vice-President (Administration), provide the necessary training and tools to assist SRA members, Standing Committees, and Commissioners in completing their goals for the year Provide transition for the incoming House Leader

Knowledge, Skills and Abilities

• Knowledgeable of parliamentary procedure, MSU Constitution, Bylaws and Policies • Understanding of the MSU legislative process and the complexities of policy creation • Experience with social program management is an asset • Management and supervision experience is an asset • Strong research and critical thinking skills • Ability to make reasoned and impartial decisions • Ability to communicate clearly and succinctly, and to help moderate debate • Ability to manage a team of volunteers • Strategic planning abilities • Ability to chair meetings

Effort & Responsibility

• Effort required to maintain judgment during long meetings • Analytical thinking is required in problem solving, as well as counseling groups and mediating discussions to

maintain positive member relations Working Conditions

• Shared committee room • Time demands may exceed stated hours of work

Training and Experience

• Previous involvement as an SRA member is an asset • Must be a member of the Student Representative Assembly • Must attend Part-Time Manager/Commissioner Training weekend

Equipment

• Shared computer • Shared telephone with dedicated voicemail box • Other business machines

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SRA REPORT

SRA HOUSE LEADER REPORTVice

President AdministrationExecutive Board Memo 04-11

To: Executive BoardStudent Representative Assembly

From: Erin B. Robinson, Vice-President (Education)John Popham, Vice-President

(Administration)SRA House Leader-Andrea Dowell

Re: All Night Study Coordinator Job DescriptionSRA Report

Date: Wednesday, August 18, 2004 @ 5:00 p.mSunday November 27, 2005.

Hi Everyone,

This is my first report to the SRA as House Leader since I was elected into the position at our first

meeting in April of last year. In this report I will attempt to outline my position and its requirements as

well as what I have accomplished thus far.

Initial House Leader Transition

My position as House Leader started almost immediately, and my first order of business was to attempt

to provide a transition that was as smooth as possible for all new SRA members (including myself). I

proceeded to compile the SRA member profiles, set up all the meetings, order food, compile contact

lists, make member place cards, and learn all accounting necessary to put in PO’s and Cheque Requests.

It all happened very quickly, but I learned a lot.

Summer Overview

Throughout the summer I assisted with a variety of tasks. I cleaned out the SRA office and committee

room, completed network training, started working on the SRA website and profile pages, assisted the

VP Administration with SWAG selection and ordering, and familiarized myself with CB&P, as well as

meeting minutes.

I also assisted the VP Administration with various aspects of the two summer training sessions, at Mac

in June, and Bark Lake in July, such as planning dinners, food, goal setting sessions, and creating health

forms.

Welcome Week

Welcome Week was very busy. I set up a SRA booth at two back to back MSU WHO DAYS and

created an SRA Pamphlet. I helped with Clubsfest, I helped out and judged FYC Karaoke, and I spent

all day every day assembling and passing out a lot of MSU SWAG. I did my best to attend other MSU

and WW events throughout the week, and began planning schedules for the upcoming year.

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Attendance

Attendance as you all know was a little up in the air with the transition between speakers. During the

time in which the VP Administration was speaker, I assisted in keeping accurate attendance records and

notifying SRA members of their attendance. With our new speaker this has become easier as we now

work together and notify each other of emails, absences, and late arrivals. In addition I also assist the

recording secretary with the attendance of all observers during SRA meetings.

SRA Office and Committee Room

One of my initiatives as House Leader this year was to maintain a functioning and inviting SRA office

and Committee Room. I am happy to say that despite some cleanliness problems both rooms are being

used efficiently and effectively for committee and caucus meetings, as well as meeting with constituates,

and other SRA members.

Communication

This is a major part of my position and the portion I believe I spend the most time on. As all of you

know, my main method of keeping the SRA informed about matters is through email. I send a biweekly

email to all SRA members with any updates, information about meeting times, reminders, and relaying

of messages from other sources such as PTM’s, the BoD, or Full Time Staff. I also created a functioning

white board in the SRA office where members can leave messages for each other, post their meeting

times, and I can post important messages for members who may not be so diligent in reading their

emails. Mailboxes are also a method of communication I use, either leaving written messages,

schedules, or memos in the boxes of SRA members.

As House Leader I also maintain the SRA portions of the MSU Website. I update meeting times, place

events on the events calendar, advertise SRA meetings in the Sil and on the MSU List serve, and update

and maintain the SRA members profiles online.

Part Time Managers

One of my responsibilities as House Leader is to represent the SRA in interactions with the PTM’s. I

would have to say that this is one of the aspects of my position that I enjoy the most. In August I

attended a weekend of PTM training in which I got to know all the PTM’s better and what their services

incorporated, I also attend all monthly PTM meetings chaired by the VP Administration in which we

discuss what is going on with each service and assist and support each other with upcoming events or

problems. I am also approached to assist PTM’s in writing SRA reports or motions, and provide them

with direction as to which committee they need to go to, or who can help them accomplish their tasks.

Social Events

Personally I like social events, as I believe that they are a time when SRA members can enjoy each

other’s company outside of the office or the assembly. Our first major social of this year (in combination

with the PTM’s) was held a few weekends ago at Snooty Fox where a few of us got together, sang some

songs (some better than others) and had a fun time. Unfortunately attendance was very poor, and only

six SRA members attended. I would like to thank those of you who attended, and I would also like to

thank those of you that make an effort to come out with us after most SRA meetings (provided they

don’t run too late). Sometimes it is fun to discuss issues without having to be on the speakers list, and I

would urge you all to do your best to make a larger effort in this area next semester.

Caucus Leaders

This year I have promoted caucus meetings being called before each SRA meeting. I believe that this is

a very useful venue for discussing issues and asking questions, so all SRA members are up to date when

at an assembly meeting. As House Leader I chair all Caucus Leader meetings. I call a meeting roughly

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once a month, to assess how meetings are being run, brainstorm solutions to problems, and relay

important messages that I need passed on to caucus members. I also work to notify Caucus’ of their set

up and food bringing duties for SRA meetings, and make sure that all faculty observers have a contact

point within the SRA. This year the various caucuses have been undertaking various awareness

initiatives, and I am pleased to see their progress thus far.

New SRA member Transition

Even though we anticipate SRA members being SRA members for an entire term, inevitably there

always seems to be some shifting. This creates a problem as new SRA members often get thrown into

issues, processes, and the complexities of it all without a thorough understanding of their role and

essentially what is going on. This year so far we have had four new SRA members, and I have facilitated

a transition in which they had the opportunity to meet with me and discuss the agenda and any questions

before their first SRA meeting, and they also received a tour of the offices, were introduced to full time

staff, and had any questions about assembly and committee functions answered. I hope that this assists

them in the long run, as I know how overwhelming it can be to be thrown into an environment like this

one unprepared.

SRA Awareness

I have touched on different SRA Awareness initiatives in other sections of this report, but I would just

like to state that I believe we are beyond the point of everyone asking the question: What is the SRA?

During Welcome Week, most SRA members participated in their faculty days, and introduced

themselves and did presentations to first year students, SRA members have been making presentations

to classes within their faculty, and SRA members have been holding regular office hours and are

available to students. I myself have received a great number of emails from constitutes and MSU

members at large asking questions about the MSU/SRA, wanting to get involved, wanting to know what

the SRA does, and of course complaining as well. I am very happy that students know where to come,

and that we are making the best of efforts to assist them when they do.

SRA Volunteering

I would like to thank those of you who have helped me with various events this year. You have been a

great help, and I couldn’t do this without you. However overall there has been a general lack of

volunteering and willingness to take on extra responsibility, and that is something I would like to work

on for the rest of the year. I have met with caucus leaders to discuss this issue, and hopefully we can all

work together to help each other in the semester to come.

SRA Meetings SRA meetings are always fun, and one of my responsibilities has been to make sure that meetings are

called at the appropriate intervals, and function as well as possible. I think we have all been doing a

terrific job this year of being informed, getting down to business and making sure we are attentive to

what is being discussed. Caucuses are all taking their turn to set up and bring food, and the meetings are

not going too long. I hope to continue this trend throughout the year. At SRA meetings there are also

faculty observers. Being a liaison to those observers or putting them in touch with caucus leaders who

can inform them of meetings and issues is also something I have made sure is completed.

Approachability

In my opinion I am a fairly approachable person, but I do not know if you all feel that way as well. I

spend a lot of my time answering emails, meeting with, and researching issues for SRA members, and I

love doing that very much. Please feel free to come talk to me if you have any problems or concerns

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throughout the year, or even if you just want to talk. I am here to facilitate and mediate discussion with

the SRA and would like to continue doing just that. Contacting me by email

(srahouseleader@msu.mcmaster.ca) is usually best, but you can usually find me around the SRA

office/MSU office as well.

Awesomeness of the BoD

Last but not least I would like to report to you all on the “awesomeness” of your Board of Directors.

Without them I do not know what I would do. Tommy took the time to transition me and make sure

everything was in order last April, Jeff and Steph are always available to help with tasks, and volunteer

their time, and John is there to answer all my inane questions on a daily basis (and there are a lot of

them), but overall they are all here to provide support both with projects and day to day tasks. Thanks

Guys!

Thanks everyone for reading my report.

Any Questions???

Dear Members of the Executive Board, Intro: The time since the last report has flown by, and although there has not been as much project based work as in the summer, there are still many updates about outstanding and ongoing projects. This report will focus on project updates, that occur in and around the office, however, a major part of the role of Vice President Administration is a lot of day to day management, which includes lengthy meetings, many emails, and visiting each of the services personally. Without further delay I will get right down to the good stuff, as always, if you have any questions or comments regarding this report please contact me. PROJECT UPDATES

Yearplans: Last report I updated the SRA on the Part Time Manager’s yearplans, since then

the PTM yearplans have been approved, and I have moved on to working with Ms. Dowell on the SRA yearplans. Although it may seem late in the year to be reviewing plans for this year, it is because we have only now received the yearplans we will be reviewing, and only about 3 quarters of the SRA actually completed a yearplan. Both Ms. Dowell and myself have reviewed each submitted plan, and will be holding meetings with SRA members to provide input and feedback. Yearplans or essential for SRA members as they provide goals to be strived for, and keep each SRA member accountable to what they set aside for these goals. Completion: End of November, 2005 (Projected) Clay/Horizons: Since the last report some major progress has been made on combining the two MSU hosted conferences operating policies in an attempt to create a single coordinator for both conferences. The model operating policy has gone to both By-Laws and Procedures, as well as Services to be reviewed, at each committee it has undergone some extensive changes and is shaping up to be a very feasible idea. However, due to time constraints this operating policy may not be in place for the upcoming conferences of 2006, and the position for Clay Co-ordinator has been posted online. Completion: March, 2006 (Projected)

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Student Relations Committee: As mentioned last report this committee is chaired by the MAA and it is intended to link students closer to alumni “Student now, Alumni forever”. Most recently this committee has been spending time in an attempt to plan for a “Frost Week”. “Frost Week” occurs the first week back from the winter holiday, and has similar goals to that of “Welcome Week”, only it is meant to be a warm welcome back to students to ease them back into the student life by kicking off term two with some fun activities. “Frost Week” has been attempted in past years with little success. This year the committee is looking make this week enjoyable for all students, by combining events of a number of organizations that will hopefully appeal to all students. Some ideas involve activities in the Student Centre, similar to those that occurred for Homecoming, along with some outdoor events. Completion: January 8, 2005 Hiring Practices: Hiring dates have been set for Part Time Managers jobs to be posted for the New Year. All PTM jobs will all be posted by November 28th 2005, applications will be due no later than January 10th, 2006, and interviews will be held between Jan. 16th - 27th 2006, all positions must be hired by mid-February2006. There will be more details to follow with this item, but hopefully these dates will help you prepare in the meantime. Completion: March, 2006 SWHAT/EFRT Space: It is official; SWHAT and EFRT will be parting ways. After a recommendation from the SRA, the executive board passed a motion to move SWHAT into MUSC 204 (The current SRA office). The executive board also allocated $1100 to be spent on promotions, furniture, and necessities for the move to take place. The new antenna is scheduled to be installed on Tuesday November 22, 2005, and the rest of the move is to occur by Saturday November 26, 2005, pending the time required by Physical Plant to do the construction required. EFRT will remain in the first floor office, the SRA will share room 204 with SWHAT pending a review in the second term, and the Speaker, and CRO/DRO will be moved into a cubicle in the MSU main office. There will be some closet space allocated to the CRO/DRO for storage in the committee room. Completion: November 26, 2005 (Projected) SWAG: The Swag items this year were a huge success! That being said, there are still

truckloads of the stuff left. Therefore, I have been very generous in providing student groups who have asked with whatever SWAG they need. Please put the word out to any clubs/groups/organizations you may be involved with that if they are looking for some items to give away, then SWAG is a great idea, maybe you want some Holiday Presents? SWAG is the solution… it also helps to put the MSU’s name out there and makes for some good promotion. Completion: Ongoing NEW PROJECTS

Welcome Week: Believe it or not planning for Welcome Week 2007 has already commenced.

There are bi-weekly Welcome Week core meetings that are used to get feedback, brainstorm, and prepare for next year. Currently, we are reviewing the event planning guidelines, as well

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as the Welcome Week Rep. Hiring procedures. If you have any recommendations or input please, send them to me, as I will gladly take the input to these meetings. Completion: Ongoing SRA/PTM Social: Occasionally from time to time, the SRA feels the need to provide a forum of a social atmosphere that allows a chance for each member to enjoy himself or herself without the pressure of political banter being thrown into the mix. This year, based on the input from the SRA a social was planned at the Snooty Fox, unfortunately the turnout was sub-par, but those who attended had an excellent time. I encourage you all to be active in planning and attending the next social event, as it does provide an opportunity to enjoy yourself as well as provide an avenue to help in separating professional issues that are meant to be left in the meeting room, and the personal side of things. Committee Meetings: As an ex-officio member of each committee I have worked hard to attend as many of these meetings as possible. I believe my presence at these meetings is important in order to keep up to date with political issues surrounding the SRA, as well as to provide any information or guidance that the committee may need. I plan on working even harder in the New Year to regularly attend these meetings. Completion: Ongoing MSU Vehicle: Aw yes, the MSU vehicle, the Finance Committee reviewed the proposal and have recommended that some further more extensive research into the budget be taken. I am currently working with their recommendations and hope to complete a newly revised proposal for the New Year, to be reviewed again at the time of completion, and then presented to the SRA, if it is in the best interest of the students. Completion: Early February 2006 General Assembly: The first General Assembly in September bombed. The next General Assembly is scheduled for November 23rd, 2005 at 11 am in the MUSC Marketplace. This time around there was much more effort put into advertising via posters and the Silhouette, in an ongoing attempt to reach a respectable number of participants and if all goes well, quorum. Until quorum is reached the General Assembly will be used as an Information/Question session to update any students in attendance about what has been going on with the MSU. There is one more General Assembly meeting scheduled for March 22, 2006. Completion: November 23, 2005 Rally for a Pedestrian Safe Campus: Logistically the rally was a huge success, it got a lot of positive feedback from students, Security Services were very co-operative, and the University even pressed the issue within their own departments. However, the actual physical rally was not so successful, there were many situations in which there were only one or two people out educating drivers of what is pedestrian friendly and what is not, and there were even more situations in which there was no-one at all attending the rally. Congratulations to a successful campaign, and thank you to those of you who put a little extra effort in, I believe the students voice in this situation truly made a difference, and our campus is even closer to being vehicle free and pedestrian friendly.

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Completed Mid Year Evaluations: Recently I sent out evaluation packages to each of the Part Time Managers that included a self-evaluation, and five evaluations for their volunteers to fill out. Upon receiving these I will summarize them and provide feedback to each of the PTM’s. The evaluations are a useful tool to keep the PTM’s accountable to the goals they set in their yearplan. The evaluations also give the PTM an idea of how they are managing their service and what improvements they can work on for the rest of the year. The Board of Directors, Speaker, and SRA House Leader will also undergo these Evaluations in the very near future. Completion: December 2, 2006 Other Events and Initiatives MSU Who?: The last MSU Who? Day was held on November 9th and was more successful then the first few attempts. There is one more to come on February 2nd, and I hope through good promotions and events catered to students it will be the most successful yet. MSU and You! Radio show: The Radio show is still going strong, every Monday at high noon we are on the air providing listeners with a little taste of what the MSU has been up to. Shave for a Cure: As you know, Tommy shaved my head at a Marauders football game to

raise money cancer research; this was a very successful event and a very cold day. Pumpkin Hike: The Maroons host a community event at Oak Knoll Park that gives elementary

school students a chance to adventure through some spooky trails lit up by friendly jack-o-lanterns. This event was a really fun time, and allowed me to meet some kids from around the block, and direct them through the paths of terror. Halloween for Hunger: This event was run in conjunction with SOCS and the Mac Bread Bin,

which involved going around door to door on Halloween to houses to collect can goods. This event was also extremely successful. Random Dinners: Some work related dinners that occurred have been the Student Leaders Recognition Dinner, the McMaster Basketball Gala Dinner, and the International Students Dinner. Each of these events allows the opportunity to explain a little bit about what the MSU is and what we provide to students. Ally Drag Show: Yes, Jeffrey Moran, David Roemmele, and myself all dressed up like fine ladies for the night and shook our grove thing for the Ally Drag Show as part of the GLBT Mac Pride week festivities. Mac Idol: I was lucky enough to get a spot on the judging panel for the Mac Idol competition, only to be deemed the mean judge after making some remarks about Chuck Norris. It was fun, especially watching Steph and Tommy try to be good hosts right after a not so talented performer. Santa Clause Parade: I dressed like a giant tree and kids laughed at me. Completion: Ongoing ___________________________________________________________________________

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As usual, feel free to contact me with any questions or concerns you may have. It is always possible that I may have forgotten something on this report. As you already know, given the technical difficulties experienced by myself and other members of the

Executive Board, we were unable to participate in our last meeting. It was at this meeting that the All

Night Study Coordinator Job Description was passed; but only after numerous amendments.

Unfortunately, given my absence, I was unable to speak to the amendments, and point out several of

their inherent problems.

1st Amendment

Moved by Piribauer, seconded by Aylward-Nally to change the hours of work from 10 hours per week

to 6.5 hours per week.

My concern here is that the hours of work will not sufficiently reflect the duties specifically for this

year’s coordinator. For instance, as was mentioned in EB 04-10, no operating policy for the All Night

Study Program (ANSP) exists, and therefore, the coordinator will need to draft this document and bring

it forward for approval. Furthermore, it has been two years since the ANSP has relocated from Innis

Library and Togo Salmon Cafeteria to the MUSC. Given its growth and evolution, it is necessary and

long overdue, that a formal memorandum of understanding is signed between the University, MUSC,

and the MSU that delineates hours of operation, responsibilities and liabilities, services offered, and a

guaranteed funding formula. Clearly, the research, writing, and presentation of this document will

require a substantial amount of time – time that is not captured in the amendment that was passed. After

this process is complete, it is foreseeable that next year’s coordinator will be more aligned with other job

descriptions with 6.5 hours of work per week.

Therefore, I propose a Reconsideration Motion:

Moved by___________, seconded by Robinson that the Executive Board reconsider ‘Moved by

Piribauer, seconded by Aylward-Nally to change the hours of work from 10 hours per week to 6.5

hours per week.’

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2nd

Amendment

Moved by Aylward-Nally, seconded by Bateman to change the term of office from Sept 7, 2004 – April

29, 2005 to Nov 1 – Dec 31 and Mar 1 – Apr 30 and replace “examinations” with “exam period”.

Coupling the additional work indicated above with the already existing work of fundraising,

interviewing and hiring of monitors, scheduling, and obtaining supplies (log books, coffee, candy, etc.),

I do not feel that the coordinator will have sufficient time should he or she begin in November.

Moved by Robinson, seconded by___________ that the Executive Board amend the term of office for

the All Night Study Program Coordinator Job Description from Nov 1 – Dec 31 and Mar 1 – Apr 30 to

Oct 1 – Dec 31 and Mar 1 to Apr 30.

3rd

Amendment

Moved by Bateman, seconded by Piribauer to change strike “Assist with” and insert “Oversee” hiring,

strike “ex-officio” and insert “observer”, change all references to the Vice-President (Education) to have

the supervisor as the Vice-President (Finance), and insert “Refer to Operating Policy 4/B” in the

remuneration section.

Given my extensive experience with the program, I would like to receive assurances that I play an active

role in transitioning and overseeing the coordinator in conjunction with Umair, with particular emphasis

in the areas of the Operating Policy and the Memorandum of Understanding. Therefore, I am not

seeking a formal change to the Job Description, but rather a mutual understanding that I continue to play

an active role.

Thanks your time and assistance with this.

Erin B. Robinson

Vice-President (Education)

Report from the SRA House Leader – October 18, 2009 The months of September and October have been filled with the following on-going projects:

• Midterm MSU Officer Evaluations will have been handed out to you by this tonight. The focus for these are not quantitative responses regarding our job performance, but rather making sure that we are receiving the feedback we need to perform better in the remaining months of this session. Please have them into Julianne by October 23 at 3:00 PM.

• The Committee of Commissioners YearPlan has been set aside. I came to the realization that I was placing the failings of last year’s Commissioners in terms of not working together on projects on this year’s officials. This is unfair. Nevertheless, as House Leader, I will monitor the goals as outlined in my July report to the Assembly.

• I have been developing the framework of the SRA Focus Groups (formerly known as the Ad Hoc Committee on SRA Visibility). These Focus Groups will be taking place on the week of November 9 to 13 with an advertising blitz done on the MSU website, Facebook, and MacInsiders. I will be taking money from the SRA’s budget lines to provide posters and refreshments for the campaign. These Focus Groups will be half-hour long sessions where MSU members can describe and explain how they think their Assembly can be working better for them with facilitation from me.

• SRA members elected from the October By-Election will have a lunch and

learn with the VP Administration, Speaker, and myself once they are elected. I will be meeting with the aforementioned officials next week to plan out this training.

As always, if there are any questions or concerns, please contact me at srahouseleader@msu.mcmaster.ca.

YEARplan09

House Leader: Casey Park, SRA House Leader srahouseleader@msu.mcmaster.ca or (905) 929-4379

Date Submitted: April 19, 2009

Prepared by: Casey Park, SRA House Leader srahouseleader@msu.mcmaster.ca or (905) 929-4379

Date Revised:

Administered by: Student Representative Assembly

Date Approved:

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MISSION the general scope The House Leader position has faced discussions of upheaval and potential expulsion from the structure of the MSU. These allegations and plans must stop this year. As House Leader, I will prove that with a leader who provides practical goals and empowerment to an assembly that actively discusses, consults, amends, and communicates will make for a drastically improved Assembly. This can easily be considered a rebuilding year for the representative legislative wing of the MSU, nonetheless, I have the confidence that the entire Assembly and the Board of Directors are willing to listen to my ideas for change and help me enact these. ROLES that individuals play Name of Individual Role(s) 1.

Norman Kearney, SRA Speaker speaker@msu.mcmaster.ca or (905) 525-9140 Ext. 24118

Meet with Mr. Kearney regarding systemic SRA attendance issues and SRA assembly procedures training

2.

Andrew Richardson, MSU VP Admin vpadmin@msu.mcmaster.ca or (905) 525-9140 Ext. 23250

Collaborate with Mr. Richardson on developing a productive training that is useful to the SRA and their goals for the year as well as improving communications with part-time managers and full time staff.

3.

Vishal Tiwari, MSU President msupres@msu.mcmaster.ca or (905) 525-9140 Ext. 23885

Meet with Mr. Tiwari to ensure that Board of Directors YearPlans are submitted on time and to collaborate on common goals for the year.

4.

Andrew Caterine, MSU VP Finance vpfinance@msu.mcmaster.ca or (905) 525-9140 Ext. 24109

Meet with Mr. Caterine to discuss SRA budget, to get PO forms signed, and to ensure that our Full Time/Part Time staff are being informed about SRA decisions.

5.

Chris Martin, MSU VP Education vped@msu.mcmaster.ca or (905) 525-9140 Ext. 24017

Meet with Mr. Martin to discuss on-campus lobbying efforts through empowerment of the External Affairs and University Affairs committees.

6.

Bylaws and Procedures Commissioner (TBD) srabylaws@msu.mcmaster.ca or (905) 525-9140 Ext. 27240

Meet with ______to discuss committee goals, year plan, and progress.

7.

MSU Services Commissioner (TBD) services@msu.mcmaster.ca or (905) 525-9140 Ext. 27240

Meet with ______ to discuss committee goals, year plan, and progress.

8.

Operations Commissioner (TBD) sraops@msu.mcmaster.ca or (905) 525-9140 Ext. 27240

Meet with ______ to discuss committee goals, year plan, and progress.

9.

Finance Commissioner (TBD) srafinance@msu.mcmaster.ca or (905) 525-9140 Ext. 27240

Meet with ______ to discuss committee goals, year plan, and progress.

10.

External Affairs Commissioner (TBD) sraexternal@msu.mcmaster.ca or (905) 525-9140 Ext. 27240

Meet with ______ to discuss committee goals, year plan, and progress.

11. University Affairs Commissioner (TBD) srauniv@msu.mcmaster.ca or (905) 525-9140 Ext. 27685

Meet with ______ to discuss committee

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goals, year plan, and progress. 12.

Michael Herman, Caucus Leader hermster12@hotmail.com or

Meet with Mr. Herman to discuss caucus goals, year plan, and progress.

13. Humanities Caucus Leader (TBD) or

Meet with ______ to discuss caucus goals, year plan, and progress.

14. Commerce Caucus Leader or

Meet with ______ to discuss caucus goals, year plan, and progress.

15. Social Science Caucus Leader or

Meet with ______ to discuss caucus goals, year plan, and progress.

16. Nursing Caucus Leader or

Meet with ______ to discuss caucus goals, year plan, and progress.

17. Engineering Caucus Leader or

Meet with ______ to discuss caucus goals, year plan, and progress.

17.

Ben Taunton, Caucus Leader or

Meet with Mr. Taunton to discuss caucus goals, year plan, and progress.

18. Kinesiology Caucus Leader

Meet with ______ to discuss caucus goals, year plan, and progress.

19. Matthew Tenenbaum, Caucus Leader emtee10@hotmail.com or

Meet with ______ to discuss caucus goals, year plan, and progress.

20. Julianne Simpson, Admin. Assistant asstadmin@msu.mcmaster.ca or (905) 525-9140 Ext. 26255

Submit items for the SRA meeting agenda to Ms. Simpson.

21. Michael Wooder, SLD Coordinator sldc@msu.mcmaster.ca or (905) 525-9140 Ext. 24861

Meet with Mr. Wooder to discuss press releases and articles for media.

22. David Lee, SWHAT Coordinator swhat@msu.mcmaster.ca or (905) 525-9140 Ext. 27500

Meet with Mr. Lee to discuss SRA/SWHAT office issues.

23. Devin Brown, MSU Underground Service Coordinator dccservice@msu.mcmaster.ca or (905) 525-9140 Ext. 22027

Meet with Mr. Brown regarding professional posters for the SRA Office window space and sandwich board.

24. Jeff Green, Silhouette Executive Editor thesil@msu.mcmaster.ca or (905) 525-9140 Ext. 22052

Meet with Mr. Green to discuss the attendance of Silhouette reporters at SRA meetings.

25. Pauline Taggart, Network Administrator ptaggart@msu.admin.mcmaster.ca

Meet with Mr. Fullerton to discuss how to increase the SRA’s online presence.

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OBJECTIVES step by step Objective 1 Coordinate Committee Work Description The Commissioners of Standing Committees need to sit down for an extended

period of time over several days and ensure that overarching goals are set out for the year. Once these goals are finalized, a document following a YearPlan format must be drafted to codify these goals and ensure that committees have a starting point for where to collaborate with each other on effective solutions to these problems. This also directly affects our Part Time Managers, Full Time Staff, and MSU members on committees.

Cost $150.00 Strategies 1. Integrated Commissioner YearPlan

a. Sit down with Commissioners at June training and consult on large scale issues facing the MSU. Have ideas on a Google Document by the end of this weekend.

b. Meet again at July training to work on a first draft with a timeline that includes what committees will be working on at a specific point in time.

c. Finalize the YearPlan the week after Welcome Week for submission to the SRA at the second meeting of September.

2. Better Awareness of Committee Projects a. I will be filling out a Purchase Order through the Vice

President-Finance for a corkboard that will be installed in the SRA office.

b. This corkboard will be installed in the SRA office to let Commissioners physically post their meeting times/agendas/minutes.

c. String will be used to physically connect committee work written on agendas/minutes.

3. Informing the Full Time/Part Time Managers a. I’ll work with both Mr. Richardson and Mr. Caterine to ensure

that every major policy decision from SRA meetings gets formed into a cogent and concise list of changes that will be distributed to Full Time/Part Time staff immediately.

Measurement The effectiveness of this coordination will be demonstrated when the Committee Business section of the SRA assembly procedures is used effectively. There will be more discourse outside of meetings necessitating longer committee meetings, nevertheless, a sign of success is shorter and more efficient SRA meetings.

Objective 2 A Pragmatic Communications Strategy Description Regardless of the work that my faculty caucus did last year, there was an

overarching sense of a lack of practical solutions for the SRA. We can go out to classrooms, rethink office hours, have the House Leader reporting to The Silhouette and have The Silhouette send a reporter to our meetings, provide the Caucus Leaders with more opportunities for outreach and consolidate our

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space at MUSC 204. Cost $50 Strategies 1. Open Air Office Hours

a. Faculties will be divided into faculty centric zones and every other week, in lieu of their regular office hours in MUSC 204, they will have their office hours at this faculty centric zone. For faculties that are not centralized, a table in MUSC may be feasible, however, Caucus input is absolutely necessary.

i. Arts & Science – Commons 105 ii. Commerce – TBD

iii. Engineering – The Blue Lounge in JHE iv. Health Science – HSC Lounge v. Humanities – Humanities Lounge in TSH basement

vi. Kinesiology – DBAC Lobby vii. Nursing – TBD

viii. Science – Science Society Office in BSB Basement ix. Social Science – First floor lobby of KTH

2. Rethinking Classroom Visits a. In consultation with Caucus Leaders, I will find high-volume

classes in each faculty. b. SRA members will be divided into these classes and will ask

professors if they can come every month at this exact same time just for two minutes.

3. House Leader Reports a. I will send a report on the SRA’s work to the President’s Page

of The Silhouette every month. 4. Commissioner Reports

a. Expected every month starting at the SRA meeting in September

5. Caucus Leader Reports a. First reports due at the first SRA meeting of October b. Second reports due at the last SRA meeting of 2009 c. Third reports due at the first SRA meeting of February 2010 d. Final reports due at the last SRA meeting of 2010

6. Reports from Undergraduate Senators to the SRA a. Due at:

i. SRA 09H ii. SRA 09N

7. The Silhouette SRA Reporter a. The Silhouette has expressed interest in sending a reporter to

cover SRA meetings. This is an obvious avenue to investigate. 8. Caucus Leader led-blog

a. Caucus Leaders will create WordPress accounts and will be put into a rotating schedule where they will be in charge of updating the SRA blog every week.

b. The minimum posting requirement is two posts per week. c. Furthermore, Twitter integration will be discussed with Ms.

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Taggart. 9. Improving the SRA Sandwich Board

a. I will go to the Underground to get a professional border/frame printed for the sandwich board.

b. The sandwich board will be updated every week with what each committee is working on with dry erase markers.

10. Getting MSU Members on the SRA Mailing List a. This can easily be done with a meeting with Ms. Julianne

Simpson. 11. The Ad Hoc Committee on SRA Visibility

a. This Committee will be struck at SRA 09B with the following structure:

i. House Leader (Chair) ii. Three SRA Members

iii. Four MSU Members b. This committee will discuss means by which the SRA can make

itself more visible and to critique current outreach/advertising strategies.

c. SRA and MSU members with marketing/advertising experience would be beneficial to create concrete goals as to how the SRA can further increase its presence.

Measurement If I can hear word of mouth praise from regular MSU members outside of the

MSU and hearing that SRA members are successful in speaking to their constituents, this objective would be a success.

Objective 3 June/July Training Reform Description The SRA often thinks June and July training sessions are times to merely

socialize and have half-hearted meetings. This will change this year with a focus on practical Assembly procedures training, breakout discussions with full time/part time MSU staff, and utilizing the Caucus Leaders and Commissioners in a proactive leadership role.

Cost Tentative Strategies 1. Assembly Procedures Training

a. With the Speaker and VP-Administration, we will create a “mock” meeting that will have an actual agenda for the Assembly to work through. Experienced SRA members/Commissioners will act unprepared, belligerent, and ineffective to practically show how to utilize Robert’s Rules of Order to its fullest potential.

b. The June training will be slower and will be interrupted frequently with commentary from the Speaker and House Leader. However, at July training, the session will be more of a “full speed” session.

2. Commissioner-led Breakout Sessions a. The Commissioners and their committees will break out into

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the following groups i. Finances and MSU Services

ii. Bylaws and Operations iii. External Affairs and University Affairs

b. The Committees will work on common goals and methods by which they would execute their large-scale goals for the year.

3. Full Time Staff Integration a. The SRA should be aware that the MSU’s full time staff is

there to teach them about the institution and have a plethora of knowledge.

b. The June training, which is on-campus, will start at 10:00 AM on Friday instead of starting in the late-afternoon. This will allow us to have the full time staff during business hours.

c. The staff will join us in our discussions about what our goals as a organization and government (or The MSU As a Whole) for the year are.

4. Caucus Leader Discussions a. I believe that to empower Caucus Leaders, they must be the

ones leading sessions with their Caucuses regarding how they will work together towards a goal and their strategies to communicate their work.

b. This would be best placed at June training on Saturday.

Measurement If SRA members leave training with a better idea about how to function effectively, this pillar would be effective.

Objective 4 Monthly House Leader Duties Description A House Leader that facilitates effectively, in my mind, will make the work

that SRA members do efficient and seamless. Cost $0 Strategies 1. Committee of Commissioners

a. Biweekly Progress Meetings b. Looking towards codification in Bylaw 3/B and 4

2. Committee of Caucus Leaders a. Monthly Progress Meetings b. Looking towards codification in Bylaw 3

3. House Leader/Board of Directors Relations a. A regular meeting time every week to discuss common

challenges. b. Once per semester “performance facilitation” interviews with

the House Leader to be reported to the SRA regarding goals that have been met, challenges faced, and collaborative ways to face those challenges.

4. Office Hours a. I will visit as many Office Hours, open air or not, as I can

around my time in class. 5. Completing a Weekly Report

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a. Will include hours worked and projects worked on.

Measurement This will be measured by how the SRA perceives my effectiveness, good or bad.

Objective 5 A Comparative View of Students Unions Description We have a lot to learn from our OUSA partner schools regarding how to better

our own Students Union. Through my connections I’ve gained through my External Affairs experience, I can compile a report regarding recommendations that will better our Assembly.

Cost $0 Strategies 1. Councils/Unions to be Investigated

a. University of Western Ontario University Students Council b. Brock University Students Union c. University of Waterloo Federation of Students

2. Topics to be Discussed a. Assembly Procedures b. Executive Composition

i. Focused on communications c. Governance Documents d. Assembly Composition

i. Senators/University Administration integration Measurement If the SRA decides this is useful based on their feedback when this is

presented at the last meeting of the year, then this will have been a successful idea.

GOALS to strive for List 3 things that you would like to have prepared for the beginning of September 1) Two redesigned training sessions. 2) SRA office rebranded 3) Meet with stakeholders and contacts to plan for upcoming projects before the year begins. List 3 things you would like to have completed during the fall term (1st) 1) Schedule for SRA office hours, concrete Open Air Office Hour locations blog entries, write Silhouette articles, classroom visits etc. 2) Integrated Commissioner YearPlan. 3) Preliminary Ad Hoc Committee recommendations List 3 things you would like to have completed during the winter term (2nd) 1) Schedule for SRA office hours, blog entries, Silhouette articles, etc. 2) Comparative Union report submitted 3) Final Ad Hoc Committee recommendation submitted

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If you could jump to the end of your term and were asked to tell someone the highlights of what you did over the course of the year, what would that include?

• That the SRA and its work is known to non-MSU involved students. • Ensured that both the SRA and the MSU are operating efficiently and effectively. • Increase committee efficiency that will lead to reduced time at meetings. • A training model that is deemed effective and will be used by House Leaders in the

future. • Led an SRA that is respected by and respects the MSU office and the undergraduate

students.

MASTER SUMMARY calendar and checklist Summer (Preparation)

- Work out blog issues with Ms. Taggart - Create online profiles for new SRA members. - Design, distribute, and collect Year Plans. - Review submitted Year Plans and return with comments. - Collect and file Final Year Plans. - Redesign SRA training with Mr. Richardson and Mr. Kearney. - Schedule SRA members for Welcome Week swag distribution. - Meet with Mr. Jeff Green to discuss The Silhouette’s involvement in SRA meetings. - Work with Caucus Leaders to solidify locations for Open Air Office Hours and design a schedule. - Meet with Commissioner regarding the Integrated Commissioner YearPlan - Meet with Mr. David Lee to discuss the organization of the SRA/SWHAT office (i.e. schedules, posting, etc.) - Order and Install the SRA Office Corkboard - Keep in regular e-mail contact with all SRA members - Caucus Leader Meetings - Commissioner Meetings

September - Develop a schedule for Caucus Leaders’ blog entries. - Write an article for The Silhouette. - Develop an office hours schedule for SRA members (1 hr/week). - Caucus Leader Meeting - Committee of Commissioners Meetings - SRA/Board Meeting - Consultations with Undergraduate Senators - Integrated Commissioner YearPlan

October - Write an article for The Silhouette

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- Caucus Leader Meeting - Committee of Commissioners Meetings - SRA/Board Meeting - Consultations with Undergraduate Senators

November - Write an article for The Silhouette - Caucus Leader Meeting - Committee of Commissioners Meetings - SRA/Board Meeting - Consultations with Undergraduate Senators - Present initial recommendations of the Ad Hoc Visibility Committee - Board of Directors “Performance Facilitation” meeting/report

December - Write an article for The Silhouette. January - Write an article for The Silhouette.

- Develop an office hours schedule for SRA members (1 hr/week). - Caucus Leader Meeting - Committee of Commissioners Meetings - SRA/Board Meeting - Consultations with Undergraduate Senators

February - Write an article for The Silhouette - Caucus Leader Meeting - Committee of Commissioners Meetings - SRA/Board Meeting - Consultations with Undergraduate Senators - Ad Hoc Committee Final Recommendations

March - Write an article for The Silhouette - Caucus Leader Meeting - Committee of Commissioners Meetings - SRA/Board Meeting - Consultations with Undergraduate Senators - Comparative View of Students Unions paper submitted - Board of Directors “Performance Facilitation” meeting/report

April - Write an article for The Silhouette. - Caucus Leader Meeting - Committee of Commissioners Meeting - Transition

Weekly - Write a post for the SRA blog

- Keep in contact with SRA members about business items - Keep in contact with Commissioners/Caucus Leaders - Attend Office Hours - Write/Brainstorm for The Silhouette article

FINAL COMMENTS leave nothing out I hope this document instills confidence in you regarding my job for next year. Hopefully, it helps in developing your own YearPlans. Contact me if you have any questions regarding this document at the information given above.

Removal of the SRA House Leader – Proposal Package For presentation at SRA 09R – Sunday March 28, 2010

Prepared by the SRA Standing Committee on Bylaws & Procedures Jess Bauman (SRA Humanities)

Ameya Bopardikar (MSU Health Sciences) Matt Dillon-Leitch (SRA Humanities) Dave Hodgson (SRA Social Science)

Tanya Kuzman-Cagna (MSU Humanities) Huzaifa Saeed (SRA Social Science)

Matthew Tenenbaum (Commissioner / SRA Health Sciences)

After extensive discussion and deliberation, the Bylaws & Procedures Committee has recommended that the position of SRA HOUSE LEADER be eliminated from the governance structure of the SRA and the MSU. The position, which was introduced in April of 2004, has not demonstrated its utility to the Assembly over the past six years. The functions that the SRA House Leader was established to fulfill are better addressed by other MSU leaders, and consequently the committee recommends that these functions be rolled into the duties of the Vice-President (Administration), the Speaker, the Caucus Leaders, and the Commissioners as appropriate.

This document encompasses a series of revisions to the MSU bylaws that make reference to the SRA House

Leader. These bylaws include: � Bylaw 3 – Student Representative Assembly � Bylaw 3/A – Assembly Procedures � Bylaw 3/B – Standing Committees of the SRA � Bylaw 4 – Officers

Amendments have been made to clarify how certain duties and responsibilities would be transferred to other

MSU leaders. Bylaws 3, 3/A, and 3/B now emphasize the role of the Vice-President (Administration) as administrator of the SRA. The section of Bylaw 4 pertaining to the SRA House Leader has been struck entirely, and the sections pertaining to the other officers have been amended to reflect the removal of the position. Through some of the SRA House Leader’s duties have been granted to others within the bylaws, some duties have been left out of the bylaws and will be addressed in revised job descriptions for the Vice-President (Administration), the Speaker, the Caucus Leaders, and the Commissioners.

For the sake of clarity, the Bylaws & Procedures Committee has recommended that the responsibilities of the

SRA House Leader be addressed in the following fashion: Coordinate SRA YearPlans

This can be made the responsibility of the Vice-President (Administration), who already coordinates YearPlans for the Part-Time Managers. Feedback that would have been provided by the House Leader can be provided by the Vice-President (Administration), the Caucus Leaders, and the Commissioners. Schedule Weekly Office Hours

The Caucus Leaders will be responsible for scheduling office hours with members of their caucus, and for ensuring that office hours are being attended.

Serve as the Chief Public Advocate for the SRA This responsibility properly belongs to the MSU President, who represents the entire organization. Advocacy

efforts are also incumbent upon individual SRA members and their Caucus Leaders. Sign Employment Contracts with the Board of Directors

The Speaker will sign employment contracts with the President and each of the Vice-Presidents. Serve as an Interlocutor between the Board of Directors and the SRA concerning “Assembly Operations”

The Caucus Leaders will be responsible for maintaining correspondence with the Board of Directors when individual members are unable to. Additionally, issues pertaining to “Assembly operations” may be addressed by the Bylaws & Procedures Commissioner or the Operations Commissioner, as needed. Represent the SRA in interactions with other MSU Departments

The Vice-President (Administration) is already responsible for this, as per section 3.1.9 of Bylaw 4 – Officers. Assist SRA Members in completing their goals

This responsibility should fall to the Caucus Leaders (with regard to caucus- or Assembly-oriented goals) and the Commissioner (with regard to committee-oriented goals). Ensure the appropriate frequency/productivity of SRA Caucus and Committee meetings

This is the responsibility of the Caucus Leaders and the Commissioners, with specific regard to their own Caucuses and Committees. The Vice-President (Administration) should ensure that the Caucus Leaders and Commissioners are fulfilling this responsibility. Facilitate SRA Outreach

This is incumbent upon individual members and their Caucus Leaders. Coordinated outreach initiatives can also be directed through the University Affairs Committee, when appropriate. Facilitate SRA Liaison Work

Depending on the circumstances, this may be the responsibility of the Caucus Leaders (e.g. liaison with faculty societies) or the Board of Directors (e.g. liaison with University administration). Develop a Positive Social Environment

This is incumbent upon all SRA members. Specific “initiatives” to develop a positive social environment may be instigated by the Caucus Leaders.

The draft of Bylaw 4 – Officers included in this package also includes a minor amendment to the section regarding recall procedures. The requirement that the preliminary recall hearing be held in closed session has been removed, allowing the SRA to remain in open session or enter closed session as the circumstances require. Additionally, the phrasing of the procedure has been tweaked slightly to improve clarity.

If you have any questions or concerns about these proposed changes, please contact the committee at srabylaws@msu.mcmaster.ca before the 09R meeting. We would he happy to discuss these bylaws further and provide any additional information that you require. Enjoy!

- The Bylaws & Procedures Committee

BYLAW 4 – OFFICERS

1. BOARD OF DIRECTORS

1.1 The President, Vice-President (Administration, Vice-President (Education), and Vice-President (Finance) shall be equal voting members of, and collectively comprise, the Board of Directors for the McMaster Students Union Incorporated;

1.2 The Incoming President shall:

1.2.1 Begin job shadowing the outgoing President upon certification of the election results of the

CRO; 1.2.2 Receive remuneration equal to the current salary of one week in office, less benefits.

1.3 The Incoming Vice-Presidents shall:

1.3.1 Begin job shadowing the respective outgoing Vice-President effective immediately after

successful election; 1.3.2 Receive remuneration equal to the current salary of one week in office, less benefits.

1.4 The President, Vice-President (Administration), Vice-President (Education), and Vice-President

(Finance), as the Board of Directors of the Corporation, shall:

1.4.1 Hold or delegate signing authority for the Corporation; 1.4.2 Negotiate and renew contracts of the Corporation; 1.4.3 Re-evaluate the auditing firm every two years; 1.4.4 Share the responsibilities for all matters relating to Full-Time Personnel in accordance

with the MSU’s Regular Staff Member’s Employment Policy and job descriptions; 1.4.5 Report at least twice annually to the full members of the Corporation with respect to

business according to the following parameters:

1.4.5.1 The Chief Executive Officer shall deliver a written report outlining Executive and Board decisions and activities including, but not limited to, signed contracts, new employees hired, and negotiations concluded and in progress;

1.4.5.2 The Chief Financial Officer shall deliver a written report outlining the financial position of the Corporation including, but not limited to, the Operating Fund, the Capital Growth Fund, and the Health Plan Fund.

1.4.6 Not enter into exclusivity contracts of a value greater than $25,000.00, or a duration

exceeding two (2) years without the approval of the full members of the Corporation; 1.4.7 Consult the Corporate lawyers and authorize them to be consulted; 1.4.8 Hold office from May 1 to April 30; 1.4.9 Provide an adequate transition report for their successors consisting of, but not limited to:

1.4.9.1 Year Plan; 1.4.9.2 Month-by-Month summary; 1.4.9.3 Important dates, deadlines, and bylaw or operating policy requirements; 1.4.9.4 Corporate information; 1.4.9.5 Portfolio specific items;

1.4.9.6 Human Resources information; 1.4.9.7 Project descriptions and status reports; 1.4.9.8 Documents and items produced; 1.4.9.9 Issue briefings; 1.4.9.10 Event summaries; 1.4.9.11 Relevant meeting agendas and minutes; 1.4.9.12 Relevant news articles; 1.4.9.13 Suggestions; 1.4.9.14 Contacts; 1.4.9.15 Expenditure report; 1.4.9.16 Other, as deemed appropriate.

1.4.10 Submit the transition report to the incoming Board of Directors members by May 15; 1.4.11 Submit the transition report, less confidential or Board of Directors information, to the

Executive Board by May 15; 1.4.12 Receive remuneration equal to the current salary of two weeks in office, less benefits,

upon approval of the incoming Board of Directors and incoming Executive Board.

2. PRESIDENT

2.1 The President shall:

2.1.1 Be elected annually by the MSU membership according to procedures set out in the MSU Constitution and BYLAW 10 – ELECTIONS;

2.1.2 Sign an employment agreement, deemed official when signed by the House Leader Speakeron behalf of all MSU members;

2.1.3 Hold office from May 1 to April 30; 2.1.4 Receive remuneration according to OPERATING POLICY 2.6 – EXECUTIVE

REMUNERATION; 2.1.5 Carry a course load of not more than three (3) units per academic term, course load

restrictions may be waived by a two-thirds majority vote of the SRA; 2.1.6 Serve as the Chief Executive Officer and Chief Spokesperson for the McMaster Students

Union; 2.1.7 Be a voting member of the SRA and the Executive Board, and an observer of all other

MSU committees; 2.1.8 Chair the Executive Board, Board of Directors, and the Student Academic Council; 2.1.9 Issue notice of meetings, and accept items for the agenda for Boards and Committees

that the President chairs; 2.1.10 Represent the MSU to the University Administration, Hamilton community and local,

provincial, and national governments and organizations; 2.1.11 Participate in his or her initial transition and prepare adequate transition for his orher

successor as per section 1.4.9 of this bylaw.

3. VICE-PRESIDENT (ADMINISTRATION)

3.1 The Vice-President (Administration) shall:

3.1.1 Be elected by the SRA from its membership of the MSU pursuant to clause 3.2.1; 3.1.2 Sign an employment agreement, deemed official when signed by the House Leader

Speakeron behalf of all MSU members;

3.1.3 Hold office from May 1 to April 30; 3.1.4 Receive remuneration according to OPERATING POLICY 2.6 – EXECUTIVE

REMUNERATION; 3.1.5 Carry a course load of not more than three (3) units per academic term, course load

restrictions may be waived by a two-thirds majority vote of the SRA; 3.1.6 Be a voting member of the SRA and the Executive Board, and an observer of all other

MSU committees; 3.1.7 Direct the administration of MSU services; 3.1.8 Coordinate and chair meetings of MSU Part-Time Managers; 3.1.9 Act as a liaison between the SRA, the Executive Board, and Part-Time Managers; 3.1.10 Ensure that positions are advertised by January 15 and hired by March 15, and as

required throughout the academic year; 3.1.11 Ensure adequate training for Part-Time Managers and Committee Chairs; 3.1.12 Participate in his or her initial transition and prepare an adequate transition for his or her

successor as per section 1.4.9 of this bylaw.

3.2 The Vice-President (Administration) shall serve as the First Vice-President of the MSU, and to that end shall:

3.2.1 Be elected by the SRA from its own membership; 3.2.2 In the absence of the President, fulfill the duties of the President; 3.2.3 In the event of the resignation of the President, fulfill succession responsibilities as

described in the MSU Constitution; 3.2.4 Hold the office of Corporate Vice-President; 3.2.5 Be Vice-Chair of the Executive Board and Board of Directors; 3.2.6 Be Deputy Speaker of the SRA.

4. VICE-PRESIDENT (EDUCATION)

4.1 The Vice-President (Education) shall:

4.1.1 Be elected by the SRA from the membership of the MSU; 4.1.2 Sign an employment agreement, deemed official when signed by the House Leader

Speakeron behalf of the SRA; 4.1.3 Hold office from May 1 to April 30; 4.1.4 Receive remuneration according to OPERATING POLICY 2.6 – EXECUTIVE

REMUNERATION; 4.1.5 Carry a course load of not more than three (3) units per academic term, course load

restrictions may be waived by a two-thirds majority vote of the SRA; 4.1.6 Be a voting member of the SRA and the Executive Board, and an observer of all other

MSU committees; 4.1.7 Be Vice-Chair of the Student Academic Council; 4.1.8 Be responsible for the development of political policies; 4.1.9 Be responsible for the creation and implementation of academic and external lobbying

strategies; 4.1.10 Participate in his/her initial transition and prepare an adequate transition for his/her

successor as per section 1.4.9 of this bylaw.

5. VICE-PRESIDENT (FINANCE)

5.1 The Vice-President (Finance) shall:

5.1.1 Be elected by the SRA from the membership of the MSU; 5.1.2 Sign an employment agreement, deemed official when signed by the House Leader

Speakeron behalf of the SRA; 5.1.3 Hold office from May 1 to April 30; 5.1.4 Receive remuneration according to OPERATING POLICY 2.6 – EXECUTIVE

REMUNERATION; 5.1.5 Carry a course load of not more than three (3) units per academic term, course load

restrictions may be waived by a two-thirds majority vote of the SRA; 5.1.6 Serve as the Chief Financial Officer of the MSU and hold the office of the Corporate

Treasurer; 5.1.7 Be a voting member of the SRA and the Executive Board, and an observer of all other

MSU committees; 5.1.8 Chair the Silhouette Board of Publication; 5.1.9 Under the direction of the SRA, maintain the books of account of the MSU; 5.1.10 Present financial statements for all MSU organizations as requested by the Executive

Board and supply actual account balances or budget balances to the SRA, given five (5) business days notice and the availability of the information;

5.1.11 Prepare for approval and administer the preliminary and annual budgets and the budget review of the MSU;

5.1.12 Have the financial records of the clubs audited; 5.1.13 Be responsible for reviewing the work of the Accounting Department; 5.1.14 Update the Accounting Procedures Manual and ensure that it is being followed; 5.1.15 Act as the custodian of MSU funds, have the right to suspend budgets (except those of

the President and Vice-Presidents) until the next SRA meeting, have the right to suspend signing authority (except those of the President and Vice-Presidents) until the next Executive Board meeting for Part-Time Staff or the next Board of Directors meeting for Full-Time staff; such meetings are to be held within three (3) business days of suspension;

5.1.16 Establish, with the aid of the Clubs Administrator, criteria for clubs grants based on the constitutional goals of the clubs and the MSU;

5.1.17 Participate in his or her initial transition and prepare an adequate transition for his/her successor as per section 1.4.9 of this bylaw.

6. SPEAKER

6.1 The Speaker shall:

6.1.1 Be elected annually from within the MSU membership by a two-thirds majority vote of the SRA present;

6.1.2 Hold office from May 1 to April 30; 6.1.3 Receive remuneration according to OPERATING POLICY 2.2 – EMPLOYMENT WAGES; 6.1.4 Chair the Electoral Appeal Board; 6.1.5 Be the member of the Honour M Committee, the Rudy Heinzl Committee, and the MSU

Merit Scholarship Committee, who calls the Committee’s first meeting and is responsible for advertising the opening of nominations;

6.1.6 Educate and advise the SRA about Assembly Procedures;

6.1.7 Preside over meetings of the SRA and meetings of the General Assembly, ensuring that the meetings run smoothly according to constitutional procedures in a fair and impartial manner;

6.1.8 Review the agenda and motion sheet for Assembly meetings to ensure adherence to Assembly procedures;

6.1.9 Be responsible for correspondence with SRA members relating to their attendance at Assembly meetings as it relates to absenteeism;

6.1.10 Uphold and interpret the MSU Constitution, Bylaws, and Policies; 6.1.11 Receive the constitutions of all clubs seeking MSU recognition and verify, in consultation

with the Clubs Administrator, that all applications satisfy the MSU Constitution, Bylaws, and Policies;

6.1.12 Notify all organizations and individuals of their observer status on the SRA and circulate a list of members and observer names to all SRA members and observers by September 30;

6.1.13 Advise the SRA when a policy statement is up for review, prior to the expiry date; 6.1.14 Sign employment contracts with each member of the Board of Directors; 6.1.1415 Participate in his or her initial transition and prepare an adequate transition for his or her

successor.

7. HOUSE LEADER

7.1 The House Leader shall:

7.1.1 Schedule weekly office hours for all SRA members; 7.1.2 Be elected by the SRA from amongst the division representatives to the SRA; 7.1.3 Hold office from election to March 31; 7.1.4 Receive remuneration according to OPERATING POLICY 2.2 – EMPLOYMENT WAGES; 7.1.5 Continue at all times to serve as a divisional representative; 7.1.6 Serve as the Chief Public Advocate for the division representative to the SRA; 7.1.7 Sign employment contracts with each member of the Board of Directors, on behalf of all

MSU members (President) and on behalf of the SRA (Vice-Presidents); 7.1.8 Serve as an interlocutor between the Board of Directors and the division representatives

on matters concerning Assembly operations; 7.1.9 Represent the whole SRA in the capacity of de facto department head in interactions with

other MSU department heads and managers; 7.1.10 Assist SRA members in completing their goals for the year; 7.1.11 Work to ensure meetings of SRA committees and academic division caucuses are called

at the appropriate frequency and operate productively; 7.1.12 Not serve concurrently as the Commissioner of a Standing Committee of the SRA; 7.1.13 Facilitate SRA outreach with the MSU membership, including but not limited to,

awareness initiatives, opinion gathering, and SRA office use; 7.1.14 Facilitate SRA liaison work with other MSU, University, and community bodies, including

but not limited to, non-SRA committee attendance and participation in external activities; 7.1.15 Facilitate the development of a positive social environment on and off the Assembly floor; 7.1.16 Participate in his or her initial transition and prepare an adequate transition for his or her

successor.

87. RECALL

87.1 Grounds for recall shall be:

87.1.1 Failure to make reasonable attempts to carry out the duties of office or obey the policies

of the MSU as outlined in the Constitution, Bylaws, or other official documents of the MSU;

87.1.2 Using the position held in contravention of the legitimate rights and interests of constituents.

87.2 Recall of the President shall follow the procedures set forth in the Constitution;

87.3 Recall of a Vice-President shall follow the SRA recall procedures as set forth in clause 8.5 of this

bylaw, with a two-thirds affirmative vote of the total membership of the SRA required at the preliminary and recall hearings;

87.4 Recall of any other office appointed or ratified by the SRA shall follow the SRA recall proceedings

as set forth in clause 8.5 of this bylaw, with a two-thirds affirmative vote of the Assembly present at the preliminary and recall hearings;

87.5 SRA recall proceedings, in accordance with the Constitution, shall:

87.5.1 Begin with a preliminary hearing held at an SRA meeting in closed session to determine

the merits of the motion to recall, which shall conclude with an open-session vote to continue with a recall hearing at the next SRA meeting with at least ten (10) days notice;

8.5.2 Proceed upon an open-session vote immediately following the preliminary hearing to continue with a recall hearing, which shall be automatically initiated at the next SRA meeting with at least 10 days notice;

87.5.32 Finish with a recall hearing held in open session, which must address all evidence relevant to the recall proceedings, and which shall conclude with a vote to recall the individual in question;

87.5.43 Not proceed unless reasonable attempts have been made to ensure the subject of the recall proceedings is present at the preliminary and recall hearings.

87.6 Any person having been recalled may seek re-election.

Approved 94Q Revised 96F, 96Q, 97R, 98N, 98P, 99B, 99L, 99P, 99Q, 00O, 00Q, 01Q, 02Q, 03P, 04R, 07Q, 08D, 08R

Removal of the House Leader – Additional Bylaw Changes

BYLAW 3 – STUDENT REPRESENTATIVE ASSEMBLY 4.2.7 [All SRA members shall:] Submit a year plan to the House LeaderVice-President (Administration), by the

June meeting, unless otherwise specified, according to parameters set by the House LeaderVice-President (Administration);

4.2.8 [All SRA members shall:] Hold weekly office hours as directed by their respective caucus leaders House

Leader.

BYLAW 3/A – ASSEMBLY PROCEDURES

7.5.2 In uncontested elections of the Speaker, the Board of Directors, the House Leader, the Executive board, or

Commissioners of Standing Committees, a confidence vote shall automatically be held.

BYLAW 3/B – STANDING COMMITTEES OF THE SRA

3.4 The President, and Vice-Presidents (Administration, Education, and Finance), and House Leader shall be

observers of all standing committees. 5.1.5 [Commissioners of standing committees shall:] Report to the Assembly on the activities of their committees

at least twice per academic term, or whenever requested by the Assembly or House LeaderVice-President (Administration);

8.2.2 [The Assembly Standing Committee on Bylaws and Procedures, without limiting the generality of the

foregoing, shall therefore:] As necessary, advise and assist MSU officials (including the President, Speaker, House LeaderVice-President (Administration), Chief Returning Officer, and Administrative Assistant) on matters pertaining to the structure of governance within the MSU;