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Meeting of the Dalhousie Law Students’ Society Board of Directors

October 6, 2008

1. Meeting Called to Order at 7:00 p.m. October 6, 2008.

1. In Attendance:
   

Gord McGuire – President
Adam Picotte – VP Academic
Alia Rosenstock – VP Executive
Frederic Perron-Welch – VP External
Michelle McBride – VP Finance
Michelle Black – DALSA Representative
Jessica Upshaw – DBLSA Representative
Melissa Grover – First Year Representative
Jade Buchanan - First Year Representative
Stewart Carstairs - First Year Representative
Greg Gilhooly - Second Year Representative
Brian Kuchar - Second Year Representative
Erin Tolfo - Second Year Representative
Dan McGruder – Third Year Representative
Mark Leung– Third Year Representative
Gill Carter - Secretary
Sean Fraser – Chair

1. Adoption of Agenda

• Mark: Ben in second year was part of sports and entertainment committee, wants to write a letter to GM of Canucks, went to Faculty who wouldn’t give him a letter head, and wants an LSS letterhead, adopt to agenda
• Stewart: janitor still thinks can clean room at meeting time
• Motion from floor to adopt amendment, moved by Mark seconded by Dan

1. Approval of Last Meeting’s Minutes

• Constitutional issue from last meeting, reapproval from drafter of document, what was done at the last meeting was correct, study appointment should stand
• Motion from floor from Mark, seconded by Erin, meeting minutes will be posted on LSS website

1. Chair’s Remarks

• To get out by 8:30, please try to keep reports to 5 mins, reps to 3 minutes
• Discussion of format of minutes – suggestion from Dan re: curriculum committee meeting – less complexity in their minutes, easier to read; will go off of last year’s minute structure from now on

1. Questions from Public – N/A

1. Reports of the Executive

7.1. President’s Report

• Alternative careers discussion with Dean - LSS going to appoint someone else from student body at large regarding this, look at what students mean by “alternative careers”, will help narrow scope of research project in conjunction with LSS & law school
• Faculty council meeting next week (Adam needs to check for email)
• Constitution update – is all ok; later in year will likely strike small subcommittee to iron out any errors
• Office hours – reminder to take keys back after done, and to get on internet, use VPN login (wireless access)

7.2. VP Exec Report

• Started w/ community awareness coordinator to get poster boards up and running, working on posters
• Theft to lockers past week – meeting w/ admin Donna Beaver to discuss, locker thefts have been a problem, issue of how to fix it or what can be done; LSS welcomes suggestions - swipe cards, locks on doors and video cameras have all been considered. Main thing that admin thinks is that people shouldn’t keep valuables in lockers. Reminder that student report can report info in a confident manner

7.3. VP Finance Report

• Individual student conference funding going well, 12 applications, a little over half, encourage reps to publicize availability of funding
• Issue of DSU cheque à followed up w DSU why 2 nd installment cheque only 9200 (expecting 10 or 11 grand), Registrar confirmed $10,600…DSU cut cheque for lower amount $1364 was an expense occurred at the law school in McGinnis room – for Pith and Substance e.g. mikes, tech rental, sub staff, all accumulate
• Tracked down social committee who’s responsibility is to pay for, last year Tony Amu went to pay bill and told from DSU its been taken care
• Budget expenditure this summer to increase professionalism – purchase a new office chair, was on sale at Staples for $70, been delivered to office, thanks to Fred for putting it together.

7.3.1. Questions:

Gord: interested in writing a letter to the DSU? Doesn’t sit right with me. Michelle: frustrated with song and dance on this issue. When registrar confirmed the $10,000 they spent some time looking into it at the DSU today

Adam: will you get social committee to reimburse the LSS?

Michelle : once transferred signing authority, success of upper year dinner at Coconut Grove means they may be able to cover it

Sean: suggestion on next week give report on an update. Prior to pith and substance did we know we would take on these costs?

7.4. VP Academic Report

• Rolling evaluations been sent out to all professors. Thanks to Dan, Alia and Jade
• Other option is potential to do evaluation of OTL in the future.

7.5. VP External Report

• Election in Halifax on 18 th, federal election on the 14 th
• For federal election - have to sign something, need proof of address, driver’s license, student card to vote; For municipal election more difficult b/c have to be a resident for 3 months prior to registration date (last month)
• 5 hour orientation with DSU, another DSU meeting coming up on Wed, will have more to report on Monday

1. Representative’s Reports

8.1. DALSA Report

• Thanks for coming to moose bbq, sold out quickly
• Speaker series continues, women who was part of Residential Schools Program will be speaking 12-1 Thursday Oct 9, 2008 in room 2009, will send email to confirm

8.2. DBLSA Report

• Working on big conference still
• Received inquiry from Princeton who said he emailed a couple of people from the LSS, not sure who to get in contact with for a table (Gord has been in contact with him)

8.3. First Year Representatives

Melissa (Section A) : nothing to report

Jade (Section B) – students have questions about CANS

• how to access webpage – username: courses@dallss.com; password =lssdomus
• suggestion from Gord to send emails via section reps to alert students of this
• students looking for electronic copies of casebooks – brought up by Prof. Archibald, but unfortunately according to Fred may have copyright issues/user fees with some material in the casebooks – no real comparison w/ undergrad texts b/c publishers have the copyright
• about 10 years ago, tried to put info online, but went sorely wrong
• suggestion of sending letter to admin regarding school policy on this

Stewart (Section C) – questions about lounge renovations, pass on to Olga

• received first set of rolling evaluations, which look good

8.4. Second Year Representatives

Greg - nothing to report

Brian – upper year dinner was a great success

Erin – nothing to report

8.5. Third Year Representatives

Mark – after mental scan, see morale boost of 500% w/in student body J

Dan – nothing to report

1. Orientation Week Debrief – Andrew Crosbie and Erin Tolfo

• Erin handled most of financial issues, tried to improve on what John Hurley and Lindsay McFadden had done lat year, followed their schedule quite thoroughly. Felt it was a great success. Some day time events were ill-attended b/c of success of night time events. Great success on buddy mixer, but most expensive than last year. Migration night one of parties was shut down. Biggest success – L’Oscars Classic Hollywood Ball
• Mind the budget b/c we had a large pillow from last year, and used that pillow.
• Question – where does O-week money come from? A: from students and law firms themselves. Managed to increase funding quite a bit, even after losing a sponsor. Approx $6000 more than last year, two sponsors from $800 to $3000. USB drives and sweatpants were expensive.
• If have O-week photos, please contact Brian
• Note: no LSS exec speaking at Lobster dinner – would be an option to get the LSS visible, would also be nice to have volunteers from LSS w/ nametags to acknowledge their roles

1. Old Business

• Question about library issue; response (Gord) – there is an existing library liaison committee two student reps will come in 2 weeks to discuss)

1. New Business

11.1 Sports Committee Funding Proposal

• Committee: Michelle, Brian, Jade, Dan
• One committee - last year got $600 from LSS, decided would like to recommend increasing that to $700 on basis of expense breakdown - $1200 sticks out for campus rec hockey fees, committee mentioned that LSS has historically paid these fees, unable to find records where got that; $250 for registration and then other: towards rec hockey fees
• Bring attention to # of students affected by its activities, only 15 members, but 150 participants, not including people who will sign up after Christmas for sports
• Motion moved by Frederic to provide $200, seconded by Jade. Debate on motion.

11.2 Debate on Issue

• What has changed between last year’s allocation of $600 and this year?
• None of main points of platform for VP Finance was increasing funding to promote a work-life balance type idea, find this is a small way to help deliver on promise
• Some societies given allocations and didn’t even pick up money – with this, trying to recognize a committee that is among the most active student committee, sending a positive message of recognizing hard work done by student committees (in favour)
• Traditionally no early funding, initiative shown-came to MM in 2nd week of school
• Fred: last year sports committee run on shoe string year, members had to spend out of pocket and wait to be reimbursed (in favour)
• But this occurs in many societies/is often a problem, especially at the beginning of the year w/ turnover of society members
• M: for individual student conference funding, yes there is a policy stance of first come, first sere. Decision made for admin purposes. But not for society funding
• Jessica: concern that other societies do not know they can do early submissions
• Concern that funding proposal largely for t-shirts and hockey fees
• Looking to find some way of bringing greater attention to the fact that other societies can apply for funding - Michelle will get in touch with societies
• Individuals will benefit from hockey fees whereas student body at large would benefit from $250 being paid (Greg).

Motion made to amend motion-allocate $250 now, and wait to allocate remainder later.

Motion amended by Alia to give $40.25 to reimburse individual out of pocket costs. Seconded by Adam.

Majority opposed to giving $50. Amendment quashed.

• Further discussion on motion for $250 –concern that if we give them amount, going to come back and say down more $ out of pocket, don’t want to create a dependency (Mark & Alia)
• Looking to balance interests to other societies, while assisting this society
• Regardless of what they have in the bank, this would give them some leeway in terms of structuring operations, nor would it prejudice them in the future (Fred – in favour)

Motion to amend motion to reduce from $750 to $250. Motion carried unanimously.

Motion to call to question (if two-thirds want to put to vote immediately- unanimously). Majority in favour. $250 to be awarded to the sports committee. Sports committee may come back later for more funding.

11.2 Study break and role of formal LSS resolutions

• Reasons for study break proposal being rejected: 1) academic dates needed a year in advance to publish in calendar, 2) mandated minimum number of classes, and for 2009 the labour day was late, 3) spreading out exams is a consideration so students aren’t overwhelmed, 4) chance for faculty to mark exams – in the fall, one free day, since the first day of exams was a Friday, this year classes, this year classes end, but no scheduled day other statutory holiday – no way to appeal it
• Concern whether it is appropriate for Gord to informally pass on issues with faculty or use a more formal process
• Decision to see how challenges are dealt with in other law schools – Gord, Brian, Melissa and Stewart to look into this
• Concern if have free days at Christmas may have to give something else up, e.g. reading week, but faculty often cancel classes
• Decision that passing decisions as a board is a good thing, need a balance between the informal and formal approaches, always helpful to have a consensus-based formalized process and continuity in policies (which is always an issue)

11.3 Society mailbox problem

• Mail from lots of societies e.g. bank statements ends up in LSS office, looking for creative ideas from people, would need approval from board, to have some sort of filing system
• Lounge has mailboxes for societies, MM to speak with societies about this, could also put up signs in the lounge on the LSS cork boards  

11.4 JD/LLB debate/plebiscite process

• Put on agenda in response from issues raised last week regarding debate
• plan is to have formal debate on Jan 15 th, during law hour, students on both sides of issues and will involve practitioners from downtown, will be heavily publicized, plebiscite afterwards
• issues regarding faculty involvement, planning before hand – if you have any ideas, email Adam or Gord and will discuss
• motion to table by Gord, seconded Brian, unanimously carried. 

11.5 LSS letterhead use

• approached by Ben Heller, member of sports and entertainment society – wanting to write an article for the Weldon Times regarding talking to Canucks GM, wants LSS letterhead to make it more formal – LSS want to see content of letter, board in agreement that dealing with the executive is appropriate

11.6 Photo of LSS Board of Directors - taken, to be posted on LSS website

12. Announcements – no meeting next Monday.

13. Adjournment

Meeting adjourned at 9:00 p.n, Motion for adjournment GM, seconded by BK.