Peak Publications Society Board of Directors Meeting Agenda
Wednesday, June 16, 2021
Zoom

Chair: Kelly Chia

In Attendance

Le (Yuri) Zhou (Board Secretary, non-voting)
Jacob Mattie (Collective Members Representative)
Kelly Chia (Employee Members Representative / Chair)
Angela Wachowich (At-Large Representative)
Emma Dunbar (At-Large Representative)
Pablo Clairmont (At-Large Representative)
Meera Eragoda (Editor-In-Chief)

Agenda

Call to Order
1:01PM

Approval of Agenda
Angela, Pablo

Approval of Past Minutes from May 12, 2021
Emma, Jacob

Welcome the new Collective Representative

Discuss Peak investments
Meera to lead discussion

Financial Updates
Yuri to present
Obtain investment report to review companies we are investing in

Membership Report
Yuri to present (74 members)

Back to the office plan in Fall
Discussion
Consider adding portable heaters to the office
Reducing capacity in office, having a central location in the SUB for pitch meetings and continuing to host pitch meetings online
Discussed adding board members and some contributors to Slack

Adjournment
1:30PM

Peak Publications Society Board of Directors Meeting Agenda
Wednesday, July 21, 2021
Zoom

Chair: Kelly Chia

In Attendance

Le (Yuri) Zhou (Board Secretary, non-voting)
Jacob Mattie (Collective Members Representative)
Kelly Chia (Employee Members Representative / Chair)
Angela Wachowich (At-Large Representative)
Emma Dunbar (At-Large Representative)
Pablo Clairmont (At-Large Representative)
Meera Eragoda (Editor-In-Chief)

Agenda

Call to Order
11:08am

Approval of Agenda
Angela, Jacob
All in Favour

Approval of Past Minutes from June 16, 2021
Jacob, Angela
All in Favour

Financial Updates

Membership Report
Yuri to present (74 members)

Back to the office plan in Fall (space update)
Yuri to lead the discussion
SFSS working on Peak lease renewal, to present with draft soon (ideally add maintenance and heating)
SFSS is working on the booking process for SUB, working on information for booking process
Everyone will remain remote, maybe we will have hybrid pitch meetings in the SUB dependent on the booking process

Discussion of Peak investments
Table this discussion for later information

Discussion of Copy Editor and EIC pay raise
Yuri and Meera to lead the discussion
Meera presented an updated job description for copy editor
Job description, working hours, and managerial role of EiC is currently intimidating considering the pay for EIC
Discuss increasing contributor pay at a later meeting

Motion to approve Copy Editor updated job description
Angela, Pablo
All in Favour

Motion to approve Copy Editor pay increase to 390 per week and Editor-in-Chief to 500 per week starting from fall 2021.
Jacob, Angela
All in Favour

Discussion of Editor transition
The transition might be easier in-person
Delegating more job duties to give staff ideas of what the work process is like?

Adjournment
12:13 PM

Peak Publications Society Board of Directors Meeting Agenda
Monday, April 13th 2020
Google Hangouts

Chair: Kelly Chia

In Attendance
Le (Yuri) Zhou (Board Secretary, non-voting)
Kelly Chia (Employee Members Representative)
Natasha Tar (Collective Member Representative)
Pablo Clairmont (At-Large Representative)
Gabrielle McLaren (Guest)
Juztin Bello (Guest)
Marco Ovies (Guest)

Regrets
Bahar Vaghari Moghaddam (At-Large Representative)

Agenda

Call to Order
1:10 pm

Approval of Agenda
Motion to approve by Bahar/Natasha
All in favour

Approval of Past Minutes from March 9, 2020
Motion to approve by Bahar/Pablo
All in favour

Updated financials

Summer Budget
Yuri to present

Membership report
54 Members

Change Bank Signer
Motion to remove Gabrielle McLaren and add Marco Ovies as bank signer
Motion to approve by Natasha/Bahar
All in favour

Discussion of raising copy pay
Kelly to present
Wait until we know the enrolment numbers for summer

Working hours adjustment
Natasha and Yuri to present
Double check with previous minutes on whether this item requires board approval

Discussion of SFU moving to remote semester and how it affects The Peak
Open discussion
Suspended staff members writing policy and vote to reverse policy depending on the semester enrollment
Motion to approve by Pablo/Bahar
All in favour

SGM postponed to the summer
SGM meeting to be done remotely on May 8 at 2 p.m.

Paying Burnaby campus distribution manager in the summer
Open discussion
Offer distribution manager of Burnaby campus a half pay per week in summer.

Discussion of the removal of Peak material: updating the anonymity and online material removal policy
Kelly to present
Defer back to EIC

In – Camera

Updating Conflict of Interest policy
Open discussion

Adjournment
3:11 pm

Peak Publications Society Board of Directors Meeting Agenda
Monday, March 9th 2020
Peak Offices

Chair: Kelly Chia

In Attendance
Le (Yuri) Zhou (Board Secretary, non-voting)
Kelly Chia (Employee Members Representative)
Natasha Tar (Collective Member Representative)
Pablo Clairmont (At-Large Representative)
Bahar Vaghari Moghaddam (At-Large Representative)
Gabrielle McLaren (Guest)
Juztin Bello (Guest)

Agenda

Call to Order
1:08 pm

Approval of Agenda
Natasha / Pablo
All in favour

Approval of Past Minutes from February 3, 2020
Pablo / Natasha
All in favour

Updated financials
Yuri to present

Membership report
Yuri to present
54 members

Student Society Pamphlet Distribution Request
Yuri to present
Motto to approve by Pablo / Natasha
All in favour

Permission to republish PEAK material
Kelly will take a look at this and respond by email by 3/21.
Gabrielle helps
Discussion of copy editor pay rising
Create a timesheet to see if there are lots of differences other than section editors for 1-2weeks,
then we talk about it at the next board meeting.

Adjournment
2:00pm

Peak Publications Society Board of Directors Meeting Agenda
Monday, January 6th 2020
Peak Offices

Chair: Bahar Vaghari Moghaddam

In Attendance
Le (Yuri) Zhou (Board Secretary, non-voting)
Kelly Chia (Employee Members Representative)
Natasha Tar (Collective Member Representative)
Pablo Clairmont (At-Large Representative)
Bahar Vaghari Moghaddam (At-Large Representative)

Agenda

Call to Order
12:36pm

Approval of Agenda
Natasha / Kelly

Approval of Past Minutes from December 16, 2019
Pablo / Kelly

Updated financials
Yuri to present

Membership report
Yuri to present
39 member

Board Chair Replacement
Bahar to present
Call SGM in March, start an ad soon. Poster on club day for at-large election.
EIC hiring takes place in Feb

Changing Signers on Peak Bank Account
Bahar to present a motion to add Kelly Chia as the Employment Director signer and to remove Zach Siddiqui from Peak bank account signer
Pablo / Natasha
All in favour

Update of SFPIRG brochure request
Draft a letter to allow SFPIRG to place their brochure(the one board approved)
on our stands with a time frame. No print and distribution service provided

Land acknowledgement update
Add on board email after finalizing

Adjournment
1:22pm

Peak Publications Society Board of Directors Meeting Agenda
December 16, 2019
Peak Offices

Chair: Bahar Vaghari Moghaddam

In Attendance
Le (Yuri) Zhou (Board Secretary, non-voting)
Kelly Chia (Employee Members Representative)
Natasha Tar (Collective Member Representative)
Pablo Clairmont (At-Large Representative)
Bahar Vaghari Moghaddam (At-Large Representative)
Gabrielle McLaren (Editor-in-Chief)
Gurpreet Kambo (Guest)
Kitty Cheung (Guest)

Agenda

Call to Order
11:11 am

Approval of Agenda
Pablo / Natasha
All in favour Approval of Past Minutes from November 18, 2019
Natasha / Pablo
All in favour
Updated financials
Yuri to present

Budget of Spring 2020
Yuri to present

Membership report
Yuri to present

Update on Disciplinary Policy
BIRT, talk about on Jan meeting.

Assistant News Editor position, Spring 2020
Gurpreet to present
Edit working hours from 15 to 14 on job description
Kelly / Natasha
All in favour

SFPIRG Training Discussion
Members application notice, online & print, ind. at pitch email at the beginning of semester.
Looking a rule of order _ Natasha helps
Exit report of director.

Break 12:21-12:30
In Camera

Update on employee time off pay & EIC inter-semester pay
Gabrielle to present

EIC Updates
Gabrielle to present

Adjournment
1:36pm

Peak Publications Society Board of Directors Meeting Agenda
November 18, 2019
Peak Offices

Chair: Bahar Vaghari Moghaddam

In Attendance
Le (Yuri) Zhou (Board Secretary, non-voting)
Kelly Chia (Employee Members Representative)
Natasha Tar (Collective Member Representative)
Pablo Clairmont (At-Large Representative)
Bahar Vaghari Moghaddam (At-Large Representative)
Gabrielle McLaren (Editor-in-Chief)

Agenda

Call to Order
11:20am

Approval of Agenda
Natasha, Pablo
All in favour

Approval of Past Minutes from October 21, 2019
Pablo, Natasha
All in favour

Updated financials
Yuri to present

Membership report
Yuri to present
34 members

Update on employee time off pay
Bahar to present
We don’t pay time off for employees who did not do their work.
Written version for taking off or leave early on Friday _ Gabrielle does a draft

Update on EIC Hiring and Disciplinary Policy
Draft is done and need to be approved by the board remotely.
BIRT, in the processing.

Update on the Burnaby and Vancouver campus distribution stands
Surrey campus: is good for now.
Vancouver campus: could add one at Harbour centre table area.
Burnaby campus: could add one at lib, the study, (BIRT). Kelly and Gabrielle help

Board Chair Updates
Bahar to lead a conversation
Motion to approve
Kelly, Pablo

1. Adjournment
   12:47pm

Peak Publications Society Board of Directors Meeting Agenda
October 21, 2019
Peak Offices

Chair: Natasha Tar

In Attendance
Le (Yuri) Zhou (Board Secretary, non-voting)
Zach Siddiqui (Employee Members Representative)
Natasha Tar (Collective Member Representative / Chair)
Pablo Clairmont (At-Large Representative)
Gabrielle McLaren (Editor-in-Chief)
Bahar Vaghari Moghaddam (At-Large Representative)
Guests:
Kelly Chia
Grupreet Kambo

Agenda

1. Call to Order
   11:44am

2. Approval of Agenda
   Pablo / Bahar
   All in favour

3. Approval of Past Minutes from September 12th, 2019
   Pablo / Bahar
   All in favour

4. Appointment of new Board Chair
   Motion Bahar to be the next board chair by Pablo / Zach

5. Appointment of new Employee Representative & Collective Representative
   Motion Kelly Chia to be next Employee Rep. by Pablo / Bahar
   Motion Natasha by Pablo / Kelly to be next collective Rep.

6. Updated financials
   Yuri to present

7. Membership report
   Yuri to present
   34 members

8. EIC updates
   Staff updates
   Employee time off pay – Bahar does research and discuss on next meeting.

9. Discussion on board training from SFPIRG
   Yuri to present
   Approved and gather time availability for this training.

10. Update on Disciplinary Policy & EIC hiring policy
    Natasha to present
    Gabrielle, Natasha and Bahar will work on disciplinary policy.
    Double check this policy and final pass at next meeting.

11. Discussion on the status of Burnaby and Vancouver campus distribution stands
    Natasha, Yuri, and Gabrielle to present
    Ask distribution to fill up the spreadsheet on stands status and conditions, then board will do the further discussion at next meeting.

12. Adjournment

12:47pm

Peak Publications Society Board of Directors Meeting Agenda
September 12, 2019
Peak Offices

Chair: Natasha Tar

In Attendance
Le (Yuri) Zhou (Board Secretary, non-voting)
Zach Siddiqui (Employee Members Representative)
Natasha Tar (Collective Members Representative / Chair)
Pablo Clairmont (At-Large Representative)
Kierra Enns (At-Large Representative)
Gabrielle McLaren (Editor-in-Chief)
Bahar Vaghari Moghaddam (At-Large Representative)
Marissa Ouyang (Guest)

Agenda

1. Call to Order
   12:07pm

2. Approval of Agenda
   Kierra / Pablo
   All in favour

3. Approval of Past Minutes from August 15th, 2019
   Kierra / Pablo
   All in favour

4. Updated financials
   Yuri to present

5. Membership report
   Yuri to present 32 members. AGM 2019 will be held on Oct 16 Wed from 1:30 -2:30pm. Notice
   will be sent to all signed members by the end of Sept.

6. Continued discussion on proposal to pay editors for writing outside of their sections
   Open discussion
   Motion by Zach / Pablo
   All in favour
   Vote to pass this proposal with edits (full pay for articles, EIC discretion, check-ins between editors, writers, and the EIC) on the condition that the EIC will report on its success at the end of the semester by Zach / Pablo
   Yes: 5 No: 0 Abstentions: 0
   Vote passes
   Pay will start from week 5 fall, 2019.

7. Reviewing Marissa’s Illustration Editor Proposal
   Marissa to lead the discussion
   Change system (deadlines earlier, editors will potentially fill out forms for illustration to help
   for now. See if we have the budget in the future for this new position.

8. Discussing the Board’s role in disciplinary action at The Peak and the potential
   creation of a disciplinary policy
   Open discussion
   Make a new policy, policy drafting team to be decided over group chat.

9. Discussing disclosing Board minutes to the public
   Open discussion
   Agreed to post minutes on web after they are approved

10. Adjournment
    2:01pm