Gzowski College Cabinet Meeting Sunday February 12th, 2017

Present: Eliana, Emily, Max, Christina, Carl, Owen, Hannah, Amanda, Lea Danielle, Ryan, Sam, Andrew, Lindsey, Victoria

Absent: Stephen (with regrets), Tess (with regrets), Gillian (with regrets), Jevon (without regrets), Jasmine (with regrets)

Chair’s Remarks

  • In the tipi this meeting. Keep phones in pocket unless needed for the meeting. Be mindful of language used.

Land Acknowledgement

The Cabinet of Peter Gzowski College wishes to acknowledge the Anishnaabe, Algonquin and Mississauga peoples and their traditional territory, including the Mississauga Ojibweterritory of Curve Lake First Nation, in which this meeting is taking place.

Approval of Agenda

Motion to approve the agenda made by Amanda, seconded by Ryan. All in favour.Motion carried.

Approval of Minutes

Motion to approve the minutes from February 5th made by Amanda, seconded by Hannah. Discussion: Carl sent regrets, went to the doctor, the minutes said without regrets. Victoria said also did, also went to the doctors. Were not included because sent after the 24-hour mark before the meeting. Will change to reflect both absences with regrets.Ad hoc committee for Constitution review Ryan’s name is missing.

Motion to approve amendments made by Ryan, seconded by Sam. All in favour. Abstentions: Victoria and Carl.

All in favour. Abstentions: Eliana and Owen. Motion carried.

President’s Report

Resume Cover Letter Workshop:

  • To be run Friday 1:00 pm. Hannah asked if we could get something with information from the session if unable to make the workshop. Will be a full hour.

Trent Study Abroad:

  • Has contacted, planning bursary with them. Collaboration of Cabinet and the College Office, to contribute $250.00 each to make $500.00 in total. Hoping for emphasis on Indigenous and Sustainability focused students, maybe opening to Business, to work out in the future. To hear back from this week. In constitution review can talk about what to make this bursary look like for students applying for it.

Vice President’s Report

CASSC:

  • AVP Finance update from Nona. Budget approvals pushed up, deadlines pushed up earlier. 3% tuition increase, so in the normal range.Deans submitting proposals, changing how funding happen in departments so department can get the funding they need. Deans doing proposals for more permanent teaching based positions. Trying to find balance between thecapacitiesTrent can get to without spreading professors too thin or ruining scholarship opportunities.Overspent budget on scholarships.
  • Space walk, trying to find 550 seats around campus with the building closure of the library.Books to be housed off campus, the old Shoppers and Giant Tiger leased. Shoppers to hold archives and maps material, most of circulating books to be held in the Giant Tiger. Two to three times a day there will be the transport of books from the off campus location to a pick up point. Looking to update Topcat to make browsing easier for students when requesting material. On campus location services, permanent location on the third floor of the Student Centre, other location unsure of as of yet. Lea said in TCSA meeting was said was unsure whetherthe on campus service point would be there for sure. Said the Entrepreneurship Centre was mentioned of where they were thinking of putting it. Hannah asked if have back up plan for if Student Centre wont be ready. Lea said theyare on budget and on time for the most part. Are two weeks behind but should be made up when snow melts. To be open first day of undergraduate classes.

Owen’s Committee Report-

PGCEC:

  • Discussed walk through. If giving up space, giving it up for the year. GC 345 being kept as a meeting space. Discussed where books will be going. Want to bring up at Senate that in course syllabi to include that in terms of time management for research, to keep in mind books may take longer to come in.
  • March 17th Enweying lunch
  • Elders Gathering March 3rd-5th.
  • Indigenous offices flooded when flooding in Gzowski, may have lost a lot of technology, still dealing with this.
  • Budget, not manychanges to Cabinet. Has a copy of the budget, can circulate if wanted. Lindy said still some money left over to help Cabinet.
  • Amanda asked if still taking suggestionson student space. Lea said TCSA looking to put out another survey for student input. Owen said it is out of Lindy’s hands, she can make suggestions but doesn’t mean it will happen.
  • Lea said in terms of time management, suggested having on Blackboard tips. Owen said want to put on every syllabus to prevent blindsiding students. Andrew asked if this is fair for incoming students. Hannah asked if would be extending deadlines for assignments. Owen said would be at each professor’s discretion. Sam said she heard in the history department first year professors are looking to have mandatory Topcat library tutorial.
  • Eliana said to email any further questions to Owen.

Vice Presidents Report Continued:

  • Walked through cafeteria, about fifty cubical type seats can fit, benches along windows, looking to put high tables there instead. Long hallway was too narrow and further leads to the Gathering Space, as this is Indigenous space don’t want to encroach on. Hannah asked if this would take away from cafeteria space. Eliana said to a degree but the space is not always utilized as of now. Eliana said a there are a number of outlets to be used for a charging zone, to move when you are charged to free up for other students.Eliana said looking to extend hours. Classroom doors have schedule of classes onthem, times in between and after can be used as study space. Looking to have contact for security to let them know if you are studying somewhere. Emily said walked by donor wall, Lindy open to putting group study areasthere, trying to keep some of furniture.
  • Housing budget approved.

Motion for a ten-minute recess made by Eliana seconded by Ryan.All in favour. Motion carried.

Motion to enact Special Resolution 2 for the remainder of meeting because Cabinet has less than quorum, lowering to one half made by Ryan, seconded by Carl. All in favour. Motion carried.

Treasurer’s Report

  • Thanks for those who showed up for the Clubs and Groups funding meeting.

Motion to approve Sam $430.42 for swag from pep rally made by Ryan, seconded by Max. Discussion: out of Winter College Weekend budget. All in favour. Abstentions: Sam. Motion carried.

Motion to approve STC $566.80 for busses from the Farmer’s Market trip and East vs. West made by Ryan, seconded by Sam. Discussion: Christina asked if next time we could use city buses for the farmer’s market. Eliana said it was the College Office’s idea, could bring to the College Office the possibility. Because have to take two buses to get there, wanted to cut down on the time it takes to get to the farmer’s market. Christina said it takes about 25 minutes if you take the East Bank and the Major Bennet busif timed correctly. Sam said College Office spearheaded. Said Jocelyn was prepared to inform students about how to get there etc. but not a lot of students ended up turning out to the event. Hannah said in terms of turn out, feels a longer commute would make students less likely to want to come out. Christina said from her understanding had five students in total turn out. Said also from what sheunderstands Gzowski prides ourselves in sustainability, doesn’t think it appears very sustainable to run two buses when city buses are available. Eliana said thinks more to bring students out to see and experience. Eliana said to note that this was the morning after East vs West. Christina said not trying to put down, just thinks in the future this could be something to look at. Danielle said last year believes students got lost. Thinks next year maybe one bus instead of two. All in favour. Motion carried.

Clubs and Groups Funding:

  • Trent Marketing Association - $100.00
  • Trent South East Asia Organization - $50.00
  • Trent Game Development Club - $50.00
  • Trent Anthropology Society - $50.00
  • Trent Outdoors Club - $100.00
  • Biology Undergraduate Society - $50.00
  • Trent Pre-Medical Society - $75.00
  • Forensic Science Society - $125.00
  • Trent Visual Arts Network - $100.00
  • Trent University Chinese Student Association - $50.00
  • Trent Dance Team - $25.00
  • Trent Badminton Club - $50.00
  • Truly B Me - $50.00
  • Trent University Physics Club - $75.00
  • Trent's African Caribbean Student Union - $100.00

Motion to omnibus funding for Trent South East Asian Organization $50.00, Trent Game Development Club $50.00, Trent Anthropology Society $50.00, Biology Undergraduate Society $50.00, Trent University Chinese Student Association $50.00, Trent Dance Team $25.00, Trent Badminton Club $50.00, Truly B Me $50.00, Trent University Physics Club $75.00 made by Ryan, seconded by Eliana. Discussion: total for all $1050.00 for all funding given for clubs and groups this time. All in favour. Motion carried.

Motion to approve funding for Trent Marketing Association $100.00, Trent Visual Arts Network $100.00, Trent's African Caribbean Student Union $100.00made by Ryan, seconded by Hannah. All in favour. Abstentions: Andrew. Motion carried.

Motion to approve funding Trent Outdoors Club $100.00 made by Ryan seconded by Andrew. All in favour. Abstentions: Sam. Motion carried.

Motion to approve funding Trent Pre-Medical Society $75.00 made by Eliana, seconded by Sam. All in favour. Abstentions: Ryan. Motion carried.

Motion to fund the Forensic Science Society $125.00 made by Eliana seconded by Carl. All in favour. Abstentions: Emily,Hannah and Ryan. Motion carried.

  • Eighteen clubs and groups applied for funding, only rejected three with incomplete forms.If the request was for an amount under $100.00 pretty much gave them what they were requesting, if over $100.00 and filled out correctly gave half. Hannah asked if clubs that filled out unsuccessfullywould be contacted to be told they had filled out the forms incorrectly. Ryan said he would be.

Position Reports

Hannah-

  • Last week had an impromptu event with OC and LEC. Did a Superbowl event in Gzowski 114, where they screened the Superbowl with snacks. Got mid 90’s in turn out for the event. Ordered food. Was$91.77 for pizza, drinks and snacks for each college that was a part of the event.
  • Andrew and Hannah will be booking for campus wide dodge-ball game. No charge because academic based athletic event.

Amanda

Raffle:

  • Thanks to people for helping tabling, thanks to Lea and Lindsey for helping throughout the week. Raised $300.00 in total for Autism Canada. All winners contacted, should be coming in in the next week or so to claim prizes. Holding onto tickets for now in case we need to redraw if someone doesn’t come for the prize. Lea said congrats to Amanda for having such a successful event.
  • After reading week to look more into sex ed event to see if would fit in. Still wanting to have second last meeting AGM for feedback on how Cabinet did for the year.
  • Hannah said one individual expressed that he himself resonates closely with autism and grateful for the raising of the money.
  • Thinks two-week time frame good for raffle. Eliana suggested CHMA for next year.

Andrew-

Paint Night

  • In contact with OC. Still trying to work out information to see if possible to collaborate with TUNA or OC. If not,still wanting to try to do as a Gzowski event. Bought some canvases, have acrylic paint. Canvases ranged from $2.00-$18.00, feels event could be $100.00 or less for the event. Amanda asked about contacting other cultural groups on campus for possible collaboration. Andrew said could email about this. Said Ryan had mentioned could use Celie as a space. Ryan said we haven’t used the Celie and have four uses every year. If want to run event out of the Celie can use without cost. Danielle asked considering having students paying $2.00 for example to offset the costs of the canvases. Andrew said was thinking about having a sign up to see interest. Amanda said could use deposit to secure space, getting back when the student arrives to the event.

Lea-

TCSA:

  • Starbucks, potentially student job opportunity, looking at 30 potentially.
  • Staffing plan released, jobs in the TCSA office. Elections on the way, to be late March. East Bank construction, widening the roads. Issues with it, all comments being taken in to consideration, to do their best moving forward. Carl asked if there would be an opportunity to talk to them moving forward. Lea said could email Pippa. If anyone has comments or suggestions about the library please email Lea. Andrew mentioned the crypt in Science Complex. Christina said Traill has Curr House, requires a little renovation.

Sam-

Formal:

  • Will be at the Canoe Museum March 23rd. Venue fees $1240.00. Catering budgeted at $750.00 doesn’t think will be as much. Decorations budgeted at $750.00. Doorprizes budgeted at $1000.00. Gifts budgeted at $500.00. Buses budgeted at $450.00. Wine estimated at $450.00, looking to get from a local winery. Liquor budged at $360.00. Under budget when includes revenue. Tickets $10.00, graduating students $25.00 but covered by Lindy so free for the students. Sixty tickets put aside for them. Non-affiliates tickets for $15.00. Christina asked if Cabinetcould drink at the event. Eliana said to come back to. Christina wondered if alcohol budgeted too much for people attending, Sam said we can return unopened bottles with the liquor license. Lea asked about gifts. Sam said would brainstorm in ad hoc committee. Eliana asked about liquor license, Sam said almost through. Sam said doing tumbler cups for gifts. Lea asked about possibility for stickers. Eliana asked if applied for pan colleges funding yet, Sam said will, will asked Ryan to help. Amanda asked if we need to watch to make sure people aren’t drinking too much. Sam said bartenders to watch and make sure they are not serving too much but can tell them a limit if we want.Sam said trying to keep prices for drinks student friendly but does not want people to get drunk, know other colleges have had issues with students showing up drunk to formals, does not want this. Doesn’t want to advertise a lot that there will bealcohol at the formal to avoid this. Hannah asked if we couldturn people away if they show up drunk. Sam said staff would be there, could do that. Amanda asked if we could have security there before leaving to get to the museum with bus to make sure people are not intoxicated. Hannah asked about non-alcoholic drinks, Sam said included under miscellaneous on budget. By Thursday at latest putting out sign up for help with prep. Emily asked about music at the event. Hannah suggested a survey possibly. Danielle suggested letting people suggest songs for us to take into consideration. Christina suggested when buy ticket, people can write songs they like.

Winter College Weekend:

  • Wants feedback.Christina said all dons had posters about the farmers market. East versus West was thankful for the pep rally busses. Got a smaller turn out for the game than last year. Total $630.00 spent on weekend because College Office helped subsidize cost for some of the weekendie the buses. Amanda said buses were a good idea, maybe had enough for one bus this year. Suggested possibility of sign up for seats for the bus to know how many to expect. Christina suggested extending pancake breakfast to 1:00. Amanda suggested starting at 10:30 instead of 10:00 to give more prep time. Max said people commented on event on Facebook saying the doors were locked and couldn’t come, maybe specify how to get to the event better. Ryan liked the idea of extending later, Annex students who wanted to come didn’t and making it longermight make easier for off campus students to come out. Amanda suggested for next year would like to do a hike after.Sam said she was thinking of running a pre-exam pancake brunch because the pancake events are always so successful and then run a hike after. Would be end of March. Ryan suggested on campus reps could run, or sustainabilityfor example if is Sam busy with formal.

Christina-
CRC:

  • 350 valentines. Applying for pan colleges funding, doing the Trent Hop with each seminar room having something different about identity, ending with a dance in Champlain and bubble soccer. Was recommended to make sure CRC doesn’t try to run this the same weekend as Relay For Life.

Committee Reports

Eliana-

Orientation Committee:

  • Budget approved.
  • TO camp to be on campus this year. If people are late arrivals, can still attend. Looking for feedback.
  • Student Wellness senior junior mentor type program discussed.
  • Promoting quieter places on campus, mapping out sleeping quarters. Sleeping off campus. Shower shifts going to be built into the schedule.Nap shifts/ downtime shift. Sako liked how there were a lot of goals and objectives for incoming student, want to incorporate for leaders as well. Mandatory session about drinking like Draw the Line. Was brought up squads should be spread across floors of residence, made it hard for off campus students to incorporate with the way it was done last year.

Emily-