The Peak Publications Society board meeting agenda

Peak Publications Society Board of Directors Meeting Agenda

November 19, 2015

The Peak offices

Chair: Max Hill

In Attendance:

  • Maia Odegaard (Board Secretary, non-voting)
  • Max Hill (Editor-in-Chief)
  • Tamara Connor (Collective Rep)
  • Melissa Roach (Collective Rep)
  • MuhammadQasim Dewji (Employee Rep)
  • Thadoe Wai (At-large Rep)

 

 

  • Call to Order

 

  • Approval of Agenda
  • Approval of past minutes from October 22, 2015
  • Financial update

 

Maia to present the state of the Society’s finances through September 2015 (see appendix A)

 

  • Reintroduction of the Features Editor

 

Melissa will present a motion to reinstate the role of Features Editor for the spring semester, with

several adjustments to the previous job description. The hiring panel will also be responsible for

advertising and ultimately hiring a student to fill the role.

 

  • Allotment of funds for Peak financial award

 

Maia and Max will present a motion for the allotment of Peak funds towards an endowment with SFU,

five per cent of which will be awarded annually to an SFU student based on academic achievement as well as previous involvement with The Peak.

 

  • Distribution manager job description and expanded responsibilities

 

Max will inform the board on discussion with SFU Residence in hopes of introducing Peak stands into

the Madge Hogarth Building, the Dining Hall, and the area outside the residence buildings; ______ will

then present a motion to alter the job description of the Burnaby distribution manager to account for

these new responsibilities.

 

  • Board representative for hiring board

 

The board will elect a member to serve on the hiring board to choose The Peak’s editorial team for

the spring semester

 

  • Addition to the responsibilities of the Collective Reps

 

Tamara will present a recent issue raised by a member of the collective. This issue is largely focused around the availability of  minutes/decisions made by the board. A member of the collective would like important information to be shared with everyone immediately following the meetings as opposed to waiting for the board to approve the minutes and then posted a month later. Tamara will present several options to mitigate this issue.

 

  • Adjournment

 

Peak Publications Society Board of Directors Meeting Agenda

October 22, 2015

The Peak offices

Chair: Max Hill

In Attendance:

  • Maia Odegaard (Board Secretary, non-voting)
  • Max Hill (Editor in Chief)
  • Tamara Connor (Collective Rep)
  • Melissa Roach (Collective Rep)
  • MuhammadQasim Dewji (Employee Rep)
  • Thadoe Wai (At-large Rep)
  • Cecile Favron (Guest)

 

  • Call to Order: 4:34 p.m.

 

  • Approval of Agenda

 

Move item 10. “50th Anniversary” to item 4. so that Cecile may leave afterward.

Qasim/Melissa

All in favour

 

  • Approval of past minutes from September 17, 2015

 

Qasim/Tamara

 

  • 50th Anniversary (see Appendix B)

 

Whereas large scale events could benefit from a post-mortem to be reviewed by the board

Whereas the current Promotions Coordinator has been consulted regarding adding a duty to the current job description

Whereas Maia Odegaard, Business Manager, and Cecile Favron, Promotions Coordinator, will draft a working template for post-event summary

BIRT the position of Promotions Coordinator included filing a comprehensive report following large scale events, using a template.

Melissa/Tamara

All in favour

 

  • Financial update

 

Maia presented the state of the Society’s finances through September 2015 (see appendix A)

Melissa Roach requested that the Tartan expenditures be presented separately. Maia to add Tartan lines to the Revised Budget for fall 2015.

No vote

 

  • Bookkeeper for bank reconciliation

 

Our accountant, Andrea Knorr, suggested we bring in a bookkeeper every quarter to do bank reconciliation.

BIRT we hire Nadine Simcoe to perform bank reconciliation every quarter, at $30/hour for roughly three (3) hours each fiscal quarter,  to assist with CGA Andrea Knorr’s year end workload.

Tamara/Thadoe

 

  • Implementation of liability form for photo contributors

 

Whereas Photo Editor Lisa Dimyadi suggests we introduce a liability form for those borrowing the Society’s cameras and photo equipment

BIRT we establish a liability clause to be signed semesterly by contributors, over seen by the Photo Editor, filed with the Business Manager, with a $50 (fifty-dollar) damage fee for equipment borrowed, subject to the discretion of the Board.

Tamara/Qasim

All in favour

 

  • Website Hosting

 

Maia and Qasim reviewed the current about of space we get from the web host in light of the recent down time the website experienced, and decided that a larger package was required to avoid these outages in future.

BIRT we increase the monthly hosting budget from $54.99 USD ($74.75 CAD) to $94.99 USD ($125.06 CAD).

Qasim/Melissa

All in favour

 

  • Website archival (see Appendix C)

 

Whereas keeping 5 (five) years of past content online is deemed sufficient

Whereas the Digital Strategist will take on the task of wiping the content from over 5 (five) years ago

BIRT the Digital Strategist’s job description shall be amended to include “responsible for purging the Peak’s website of old content on an annual basis and maintaining a catalogue of five years as an online archive.”

Melissa/Tamara

All in favour

 

  • CUP NASH

 

BIRT The Peak will send 16 delegates and one Business Manager to CUP Nash in Toronto from January 6 — 10, 2016. The conference budget will be increased by $18,800 to come from the savings account.

Qasim/Tamara

All in favour

 

  • In Camera session

 

All those who are not directors will be asked to leave the meeting.

 

  • Adjournment: 6:08 p.m.

 

 

 

 

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