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LSS Board of Directors Meeting Minutes – September 29, 2008

1. Call to Order

Sean – Call this meeting to order (7:05 pm)

Motion by Jade Buchanan, seconded by Michelle Black

2. Roll call of members present

Sean :

The only member absent is Frederic Perron and he sends his regrets.

3. Adoption of Agenda

Request by Michelle McBride to scratch sports committee on agenda and replace with striking the budget committee.

Motion by Michelle Black, seconded by Brian Kutchar; agenda changed

General consensus – adoption of agenda

4. Chair’s Remarks (Sean)

Role of the Chair

Things to know for meetings: I have experience with this, some meetings work well and some work terribly, my role is for it to work very well. Outside of meetings my role includes taking regrets if you are not not going to be present at the meeting. It is in the constitution that you must send regrets for meetings when you can’t make it, if can let me know a few hours ahead of time; there is no strict time limit. I am also responsible for circulating materials.

In the future please send things the Friday before the meeting. Please try and send before the end of the school day on Friday, so people have a change to look over material before the next material. Also, if you have additions to the agenda, please email: sn506295@dal.ca.

In the meeting, I wish to draw attention to the importance of the agenda. It is important to stick to the agenda to accomplish goals and objectives. If you are told to speed it up, please don’t take offense, I am just trying to direct debate to have concise conclusion.

2. Introduction to Robert’s Rules of Order

It is very flexible, Parliamentary procedure. Today’s agenda typical of what we will be using. Important points include: to express generally by way of a motion, can be involved in call to order, second motions, debate and/or vote on motions. Motions to be concerned with: Main motion - introduce topic to group e.g. allocate funding to something. To do this, send Sean an email, you will then be asked to speak and give preamble regarding allocation of funds, will be debated on, and voted on eventually

Another type of motion is the subsidiary motions = motions to amend; can be brought

up when main motion is on the table, move to amend main motion so that initial motion is changed,, put to vote, and must conclude debate before returning to the original discussion. Privileged motions are time sensitive issues, and something you are unlikely to see often. Incidental motions - if you think I am wrong with someone, you can correct me, called a “point of procedure” to correct.

A key feature is to speak only when it is your turn. You must obtain the floor. Please wait until the last speaker has finished, raise your hand for the Chair, and wait to be acknowleged before speaking. If you’ve already spoken on an issue, likely there are people that have not spoken yet, so please wait. There is no need to be concerned about rising to address the Chair, just want to make sure that everyone is listening to what you have to say. Anyone can make a motion, but you must state clearly what the motion is meant to accomplish. Please make motions in the affirmative e.g. I move we take this course of action, then you can provide a quick pre-amble for basics of issue. You must then wait for someone to second the motion, which will then go to debate or vote. When making motion, have one issue, be clear and stay on your subject. If something does not seem to be largely contested, I will ask for generally consensus within the group. If anyone objects, I will have to ask if it can go directly to a vote. If it doesn’t go to a vote, and you want to debate it, the person who first raised the motion will have the opportunity to speak first. If you would like to speak, please let the person passing the motion and the Chairman know which side you are supporting. It is at this time that the Chairman will look to people with hands up and take turns for speaking. It would be nice to have an agreed upon time limit for each speaker; generally a few minutes would be the limit

Voting on a Motion is used to put questions to membership. If the Chair sees that nothing new is being added, will ask if the Board of Directors is ready to put the motion to a vote. A motion can be called into question by members of the Board (as well as the Chair). I would prefer not to do this all the time, since it takes 2/3 majority to pass. There are five methods used to vote by most organizations. (1) Voice and(2) role call self-evident. (3) By general consent - we will likely do this often, if something is largely uncontested, If anyone objects, then this will not work and item must be put to a different type of vote. (4) Voting by division, we will likely use more than any other - raise your hands generally to see which side has more. (5) By ballot is used when secrecy is preferred for certain issues e.g. voting on people for certain positions.

We are also going to look at two other motions used. If a debate is going on, you can make a motion to table, for future meeting, and you can also make a motion to postpone indefinitely This is really only used in strategic way, and can be done similar to a motion to a table.

Some final tips: Please do not vote against a motion for the sake of voting against it. If you have an issue though, it is important to bring it up; make sure you obtain the floor properly and wait for acknowledgement from the Chair; be clear and concise (on which side of argument you are supporting); don’t repeat points’, listen to what other members are saying, and please do the best to obey rules, be courteous, and with this, I’m sure we can get through it smoothly throughout the year. Also, if you are unclear on a procedural point, you can raise your hand to ask question; depending on specificity of the question the Chair may have to come back to you at a later time.

5. Reports of the Executive

1. President’s Report (Gord McGuire)

I do not want to get bogged down for procedure’s sake, I really want the rules to be enabling, to ensure the efficiency of these meetings. I have five or so items to address within my report.

a) Firstly, congratulations to all members. Welcome to the LSS. With the exception of a few on individuals on the executive, everyone is largely new to the LSS.

b) Update:

v Committee appointments – Adam will speak to these in detail. Essentially, there are 13 committees; everyone is filled except for Studies and Academic. In terms of committees to appoint to, we have the Law School committee run by the Law school, which faculty appoints students to sit on. There are the LSS committees (7 total) e.g. grad, social, orientation; make these appointments in March funded by LSS (within the LSS insurance). Other societies also exist, including environmental law societies. We do not make the appointments but give them funding indirectly.

v Lockers – Last year, the class of 1967 gave approximately 25,000 to spend on lockers. The money was given to the LSS to spend as they saw fit. The LSS formed a committee and took bids regarding the price of lockers. Through soliciting bids, were able to agree on a price of $30,000, the law school then paid the difference, and we now have a full locker room.

v JD/LLB Debate – Adam to address details. LSS going to be spearheading debate late in the year of whether Dal should be going towards the JD distinction as opposed to the LLB. I met with Dean who wants to remind us that it is not our decision, the LSS is just one of several stakeholders in the process e.g. alumni, faculty, future students. This is important to bear in mind when presenting to students.

v Raising the overall profile of the LSS and increase the professional appearance is one thing that we campaigned on last year. This is a long-term objective – to increase the profile of the LSS in the eyes of students and faculty. As a way of doing this, this summer we had business cards printed over the summer for executives of the LSS. We have also appointed a Student Awareness position – communications officer - who will take a lot of responsibility for this. Leah can speak to this – formal communication campaign beginning this week. The website is also an important venue. There is nothing more embarrassing than a website that is out of date. We have spent some time fixing errors and staying up to date, trying to stay current for that. A big thank you to Garnet, our web master for his efforts. We have given him the position of Info Tech Officer. Had some technical problems with the website, but he was able to change the website to .ca not .com (dalss). If you have questions, you can contact Garnet directly: garnet@dal.ca. Our aim is to have constantly updated website, including minutes updated regularly as part of our mandate of transparency.

v The LSS office – Our ambitious from last year proved to be beyond our financial means, but is still something to think about. Also we would like to have office hours – asking everyone to take two office hours if they can. The idea being that the office is open for business 40 hours a week to increase accessibility of students.

v Library – last March the LSS sent an email out asking about priorities for next year-got about 50 responses, many about the library, comments on library hours during exams and in general, food in the library, coffee, undergrads, furniture, print credit system. Next week will bring this together and how we can move on this. We have a library liaison committee – law school committee, typically dormant, appointed two students and have power to get them to call meeting – perhaps get them to do schoolwide survey or study of libraries across Canada – organized/concerted effort to act on concerns.

v Elections – went off without a hitch so congratulations to Matt and Jennifer who ran them seamlessly! For the first time, posted the results on the LSS door, debate last year about doing this, decided to put in constitution that they have to be posted, could be changed however at the end of year w/ constitutional review process.

v Alternative careers – a couple of years ago, the LSS did a survey on student opinion of career development office, students were by and large dissatisfied with career development office, particularly making available alternative careers other than big law firms. Though expectations may be large, something needs to be done, will be a priority this year e.g. print or web resource; a lot of interest in student body to deal with this e.g. overseas work, etc.

c) Procedural Points:

o Office hours – please sign up for two hours (one hour blocks) and contact sheet (email and phone number); just for this term till the end of November

o Card for the Chairs of Orientation week – to be passed around

o Constitution – memorandum of bylaws and constitution – last year when through constittional review process, lucky that this is not antiquated, largely current practices, easy way to brush up on your responsibilities on the Board, suggestions and note of errors

o LSS orientation guide – feel free to take a look at this

2. VP Executive Report (Alia Rosenstock)

I am in charge of producing the Legal Who, with a tentative date for release of October 9. This year it was produced in house for cost reasons. In regards to the Student Awareness Coordinator (John Hurley), the first posters should be up at the end of this week or beginning of next week. Part of the platform is that we do want people to be aware of what we are doing all the time. In this regard, trying to get administrative to give us another board (glass area on 1^st floor near elevators) for more awareness on every level of the school. Also looking to take one of the large poster boards in lounge and turn it into a society board, for every society in the school. Also hoping to start having regular articles in the newspapers about things the LSS is working on.

3. VP Finance Report (Michelle McBride)

Firstly, I would like to echo Gord’s remarks of congratulations. I am excited to work with Board. Now a brief update:

v The books were successfully audited in July by DSU VP finance administration, passed with flying colours. Last year’s budget operated at a surplus of$ 800-900, to roll over into this year’s spending.

v Our annual budget is approx $20,000 from two installments from DSU. We have already received the first installment, and next will come likely in January following the winter audit, 50% of this is for funding societies, which is the primary responsibility of the budget committee. Tentative deadline to revamp application for funding is early November. Approx 12% to individual student conference funding, with application made available if attending law related conference (can get $150 for this, individually). Applications can be emailed to VP or dropped off to LSS office

v In keeping campaign promise of stopping wasteful spending, saved $300 by canceling office internet, and have now purchased a wireless card.

v Question – there has been an issue with DSU funding lower than normal? Has not been sorted out since the installment cheque in the summer was only $9200, historically $10,000 or more.

v Constitutionally budget prepared by November, but requires signing authority of the Pres, VP Executive and VP Finance, and over $200 requires Board approval

4. VP Academic Report (Adam Piccotte)

v Congratulations to executive and committee appointments

v Upcoming JD/LLB designation debate – going to be occurring on Jan 15^th during regular scheduled law hour. Going to be a couple of Dal students along with two downtown practitioners sparring in debate, hopefully learn what it means to have either of these designations. Going to have a plebiscite – non-binding opinion/resolution – voices the option of the people voting (whereas referendum would be binding). The idea is, depending upon the outcome of vote, if strong mandate from student body, perhaps 70%+ may inspire to go to faculty council to change degree designation to JD. Will likely advertise later, had been scheduled for October, but some individuals could not make it; maybe we would like to advertise now, within sections; hoping to learn more about process and role as students.

o How about opportunities to contribute views to either side of the debate? -Will increase quality of debate if package was available outlining positions on both sides, in advance of debate

v Issues from Academic Committee – going to be reviewing requirement for 1 year common law certificate for civil law students, concerned that required courses might not reflect knowledge needed to practice common; going to be introducing Queens Castle program international comparative program – considering if this can offered as a credited module.

v Behind on our duties to distribute rolling evaluations, but will be looking for volunteers in the near future.

6. Representative’s Reports

DALSA Report (Michelle):

Having a moose burger bbq in the Median between the Law building and the Computer Science buildling, $5 burger, salad, pop (on Tuesday, Oct 1)

Speaker series, Miqma history month, every Thursday, 2^nd 9^th 23^rd, various speakers throughout the community; Miqma drumming

DBLSA

Black law students association host of the 19^th annual Black Law School Association conference, 2^nd of 19 times in Halifax, last year in Vancouver held at Delta, to give people background to struggles and celebrates of black people in the legal field, lawyers and judges from across North America –held February 19^th, 1^st weekend before spring break

First Year Representatives Report
1. Melissa Grover – section A rep, nothing to report
2. Jade Buchanan – section B rep, nothing to report
3. Stewart Carstairs –Section C nothing to report

Second Year Reps
1. Greg – nothing to report
2. Erin – nothing to report
3. Nothing to report

Third Year Reps
1. Dan – nothing to report
2. Mark – happy to be here, question: trying to build up Asian Law Student Society, just wondering how to bring in another representative – can’t make amendments until the AGM, but can discuss before hand (stated by Sean/Gord) – could bring it up ahead of time to be voted on at AGM

7. New Business

Gord:

1. Meeting format – would like to take the pulse of the group to discuss generally, rule of procedure and expectations of meeting. I do not want to be constrained by the process. We have moved to a smaller room this year w/ capacity of 20 people, but not much room for visitors. Please be mindful of foods that could be harmful to others, and loud food, dependant on rules for the room.

The tone of the meeting is generally informal and flexible. It is also important to keep an air of professionalism. Also given prior engagements, please let Chair know ahead of time or at beginning of meeting, will be mentioned and can leave as necessary. Expectations as to the length of the meeting – weekly; hopefully out of here by 8:30. One of the reasons this has been brought up is because had a Chair historically who tried to ensure expedience of meetings.

Comments from the Board:

Further goal of transparency, could have another room on particular weeks if can anticipate that people may be interested in coming to a particular meeting
Option of circulating agenda through the Listserv – might be useful to circulate agenda to everyone, if this is possible, but concern that individuals may not pay attention to this, or may overlook it
VP Exec Alia – have agenda on LSS board; try to amalgamate for only one email, remind student body that agenda is posted weekly
Sean: makeshift deadline for agenda, noon on Friday – to give students chance to see what we are going to debate within the Board
Gord: last year had spot on agenda called “Public Question Period” -

2. Sports Committee Budget

Michelle:

Sports committee has approached the LSS to get funding before January since most expenses have already happened due to upfront registration for teams – submitted proposal ahead of time. Constitution says need chair plus rep from each year. Only conflict of interest if involved with any of the societies e.g. journal of legal studies, sports committee, grad studies, etc. Biggest chunk of LSS budget goes to society and committee allocations, main responsibility, big decisions because applications are higher than what the LSS can afford to provide; have to weigh proposals

o Sean – Make calls for volunteers now since issue is pressing, would then meet outside of LSS board and bring back to back next week likely to debate funding proposal

o Responsibilities: Minimum of 2 extra meetings in addition to Board meetings (total), budget committee will approve/modify budget, which will then be presented to board for approval in October, no obligations till January to review other society applications

Call for nomination or volunteers - Jade Buchanan – nominated himself for budget committee position for 1^st year

Brian Kutchar for 2^nd year representative.

Mark nominated (by another) as 3^rd year representative. Mark rejected the nomination. Dan nominated himself. Dan for 3^rd year representative. Unanimous support for representatives.

3. Vacant Positions

a) First Year Executive – Constitution says pick amongst yourselves.

Jade Buchanan appointed.

b) Studies Committee – based on constitution, two appointments made every year, one from student body at large, and one from board of Directors, only committee have to do this for, constitution mandates this. Person chosen for Studies Committee will also be a faculty representative, and MUST attend every meeting. Meeting is once a month – last Friday of every month at 3 pm, significant time commitment and large degree of responsibility. Though first meeting is this Wednesday at 1:00 p.m.

Call for nominations from Sean. Erin Tolfo nominates herself; no further nominations after 3^rd and final call. Unanimous consent. Erin Tolfo in position by acclamation.

c) Academic Committee

o Gord: historically constitution called for one member of Board, in constitutional amendment did away with it, but only one member applied for this, going to pick other member from board.

o Meetings once every two weeks, for an hour/hour and half, 3 o’clock Mondays

o Sean: any objections from the board for doing this?

No objection. Call for nominations. Dan McGruder nominated himself. Unanimously carried.

4. Faculty Council

Gord:

This consists of 9 voting student members, including the President, VP, Executive, a Rep from DALSA, DBLSA and 4 other members to be picked. The council meets once a month and is the formal decision making council of the law school. Attendance is mandatory; time commitment is minimal.

Adam:

This is a real opportunity to contribute to the Law School. Please take it seriously. Something to keep in mind when running.

Noted that 6.01 of the Constitution does not have the correct changes, and should read 4 faculty members as opposed to the current reading. Decision to continue with vote, and discuss with Jen at a later date to ensure changes are permeated throughout the document.

Call for nominations. Jade nominates Stewart Carstairs, Mark Leung nominates himself, Melissa Grover nominates herself, Michelle McBride nominates herself. Voted on by secret ballot. Representatives for Faculty Council are Michelle McBride, Melissa Grover and Mark Leung, as well as Erin by virtue of the Studies Committee appointment.

9. Announcements

Gord:

Just wanted to discuss the issue of the exam study break. Circumstances were dramatically different than they are now. We received an overwhelming response from people last year regarding a study break, and we informally brought it up with Associate Dean who were very receptive, though made no promises. It is no longer a pressing issue.

Arrival of Frederic Perron-Welch, VP External, 9:15 p.m.

Frederic:

I was the executive invited to a reception/planning meeting from Dalhousie administration regarding the future of Dalhousie campus. They have retained their planning consultant and architect, and haven’t had a major planning process since 1991. There was considerable input into the two hour brainstorming session, but will see ongoing consultation in the future. I have an email where you can send concerns/comments on how you would like to see the campus change over the next one/five/ten years

Sean:

It is important to be involved and have everyone’s input. Feel free to look at introduction of Robert’s rules and email anything for next week’s agenda and supporting documents

Gord:

Two final items to discuss – the Board of Directors from two years ago should no longer be on the website, and for next meeting Erin to bring a camera to take a picture of the group. We will be sending contact information to the entire group shortly.

Motion to adjourn meeting from Adam Picotte, seconded by Mark Leung. Meeting adjourned.