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Minutes of the Meeting of the Dalhousie Law Students’ Society Board of Directors

October 27, 2008

1. Meeting Called to Order at 7:05 P.M. October 27^th, 2008
   Motioned by Dan, Seconded by Stewart, carried unanimously.
   
   
2. In Attendance
1.  Gord McGuire – President
2.  Adam Picotte – VP Academic
3.  Frederic Perron-Welch – VP External
4.  Michelle McBride – VP Finance
5.  Michelle Black – DALSA Representative
6.  Jessica Upshaw – DBLSA Representative
7.  Melissa Grover – First Year Representative
8.  Jade Buchanan - First Year Representative (and special guest secretary)
9.  Stewart Carstairs - First Year Representative
10.  Greg Gilhooly - Second Year Representative
11.  Brian Kuchar - Second Year Representative
12.  Erin Tolfo - Second Year Representative
13.  Dan McGruder – Third Year Representative
14.  Mark Leung– Third Year Representative
15.  Sean Fraser – Chair

Regrets:
Alia Rosenstock– VP Executive
Gill Carter - Secretary

3. Adoption of Agenda
   Motion by Fred, Seconded by Stewart
   Gordon motioned friendly amendment to add 1. Library Hours – Call for Volunteers and 2. Update on J.D./LL.B. to New Business, Seconded by Michelle, Carried.
   Motion Carried
   
   
4. Approval of Last Meeting’s Minutes
   Motioned by Dan, seconded by Fred, carried.
   
   
5. Chair’s Remarks
   The chair reminded everyone that we will be debating the budget and the need to stay focused and avoid repetition.
   
   
6. Questions from Public – N/A
   
   
7. Reports of the Executive
1. President’s Report
   -Exam Scheduling – We have now heard back from 11/14 schools on how much times they get off. Once completed, there will be a comprehensive report prepared by the president.
   -Alternative Careers – We have a meeting with Rose Godfrey
   -Lounge Renovations – There is a meeting with the Director, Olga Koukidis, on Thursday at 5pm. There is a comprehensive plan for getting a great deal of student feedback.
   -LLB/J.D. debate – The President sent out information to the Board and will be sending a brief to the entire student body.
   -Library Hours – We will be looking to see what other schools offer
   -Communications strategy –The poster is up everywhere. Next month will be a solicitation of opinions on the lounge and alternative careers.
   
   
2. VP Executive Report
   -N/A (regrets)
   
   
3. VP Finance Report
   -Has been working hard on the budget. The VP Finance thanked the Budget Committee for their hard work.
   -The DSU will be doing our financial audit in Nov. and following its approval we will be getting our next installment cheque.
   
   
4. VP Academic Report
   -Nothing to report
   
   
5. VP External Report
   -Nothing to Report
   
   
8. Representative’s Reports
1. DALSA Representative’s Report
   -Nothing to Report
   
   
2. DBLSA Representative’s Report
   -Nothing to report
   
   
3. First Year Representatives’ Report
   Melissa: First years are complaining about the inconsistency in OTL exam professors. The other two First Year Representatives have received similar feedback.
   Stewart suggested we get broad student feedback, as the Teacher Evaluation Committee is going to be reviewing OTL.
1. The VP Academic mentioned that he has solicited feedback and there will be an email survey to gauge student opinions; it will be going to all first years. Rolling evaluations were also discussed. The VP Academic informed the Board that they are used for the professors’ benefit.
4. Jade: Suggested the Board enjoys a social event for team building following the Nov. 10^th meeting. It was heartily endorsed.
   
   
5. Second Year Representatives’ Report
   -Nothing to report
   
   
6. Third Year Representatives’ Report
   -Nothing to report
   
   
9. Old Business
   N/A
10. New Business

1.       Library Hours – The President requested members to email other schools to find out their library hours. Steward, Melissa, Brian volunteered
Fred mentioned that there are concerns about students not sleeping because they were studying in buildings all night. This information is from the DSU.

2.       JD/LLB Debate – The President is going to be emailing students about the “who, why, what, and where” of the debate and plebiscite.

3.       Budget:
The VP Finance delivered the budget as follows:
-She opened with the objectives of the LSS, as they appear in the constitution, to ensure the Board kept them in mind while considering the budget.
-Revenue is primarily from the DSU, but also comes from the Legal Who—because we now print in-house. That money is now in general revenue.
-Student societies are the primary means of the important goal of getting money back to students.
-Student Conference Funding has been done for a long time and is done by many other student unions. This assists students to attend academic conferences. Because going to conferences from Halifax usually requires a plane ticket.
-The Student Life/Contingency Fund will be saved for any unforeseeable costs during the year. Any “extra money” will be spent towards student life initiatives.
-The VP Finance will provide budget updates as requested, ensuring actual spending is in line with estimates. Re-estimates will be made if necessary.
-The amount of society allocations has been returned to 2005 levels, reversing the trend of lowering it (for reasons listed above).
-Communications Initiative is being used to help communicate LSS goings-on to students so ensure they know what their LSS is doing for them.
-The Christmas Food Drive Prize is going to be a $200 donation in the winning group’s name and a $100 pizza party
-The internet was cancelled, saving money, but we needed a wireless card and a new chair
-The student lounge cable will be preserved but the Budget Committee recommends considering cancelling the lounge phone in the summer because it costs a lot and gets very little use. Both of these considerations should be addressed when changes to the student lounge are under discussion.
-Online voting software costs are being increased for the plebiscite.
VP Finance Motioned to pass the Budget, Seconded by VP Academic
With: Student Life Upgrade fund will be renamed ‘Miscellaneous Contingency Fund’ and roll the O-Week Committee Co-Chair Thank You Gift into Social and Volunteer Expenses.

‘Miscellaneous Contingency Fund:
Mark – Expressed a concern that the name change of the Student Life Upgrade will restrict student access.
VP Finance – Reassured the Board that it would go to students
President – Said it will act as a buffer to ensure we won’t go into the red, but will be allocated for student use, assuming all goes to plan.
VP External – Mentioned that labeling it as a cushion is more transparent so students know that it’s being used first to ensure fiscal security and second to be used as students feel best.
Brian moved to change the title to ‘Student Life Upgrade/Contingency Fund’, seconded by Mark, motion carried.

Student Conference Funding:
Michelle B: Is Student Conference Funding divided over the two terms?
VP Finance: There is no formal policy but one will be developed this year, as it is too late to change things this year because funding has been allocated. The current precedent has been first-come-first serve
Stewart: Has the conference funding been used every year?
VP Finance: Last year more was spent than budgeted. That amount is closer to what is being budgeted this year.
Mark: Student Society Allocation was lower, where did the extra money go that year?
Dan: They didn’t profit off the Legal Who, they lost money.
VP Finance: Mentioned that additional money was spent on social.
Melissa: Did not realize that we have cable, but mentioned that if we have it we should make sure students are aware.
VP Finance: We will have a fiscal responsibility month, so we will make sure that during that time students are made aware as a part of the communications imitative.
President: We will be sure to make sure information is extended longer than a month if that month is Dec.

Cable and Phone the Lounge:
There was discussion of the phone and cable in the lounge. Both were seen as desirable services, particularly since lounge renovations are likely to include a new television. The matters will be further debated when lounge renovations are considered.

Budget Malleability:
Mark: Can the budget be changed during the course of the year?
VP Finance: Will be giving weekly updates starting next term, and amendments can be made if needed.
President: We can adjust the budget
Stewart: How do we determine student society allocation?
VP Finance: A process where they provide financial information, the budget committee sets out criteria for creating an objective matrix for determining funding, societies provide information, the budget committee will review the applications, decide on amounts, and deliver a proposal to the board.
Vote: Carried Unanimously.

11. Announcements
    President: Praised the VP Finance and budget committee.
    Chair:  Thanked Jade for taking minutes in absence of the secretary.
    
    
12. Adjournment: Motion by Michelle B, Seconded by VP Finance, Carried. Time: 8:02