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Saturday, November 28, 2020

The Peak Publications Society

The Peak Publications Society is a registered non-profit society under the B.C. Societies Act that publishes this web site and the print version of The Peak. We are governed by a Constitution.

The Society is governed by a Board of Directors, which is currently made up of:

Board Meeting Minutes are available below.

The Board has approved the following policies which may be of interest:

1. Contributors to The Peak are eligible to be paid if they meet all of the following criteria:

a) They are members in good standing of the Peak Publications Society;

b) They are registered in at least one SFU class in the semester in which their contribution is published, or will be registered in at least one SFU class in the following semester;

c) They are not a member of the editorial team of The Peak;

2. Employees of Peak Publications Society will be paid provided they:

a) Meet all the above criteria;

b) And are credited as an associate on the contribution.

3. Pay will be calculated by the following rules:

a) Articles will be determined to fall into one of the following categories by section editors, subject to review by the Editor-in-Chief:

i. Letters to the Editor, and any other submissions which are clearly and specifically represented as content not produced by The Peak (with the possible exception of sponsored content), shall not be paid.

ii. Brief content (approx. 300 words or less) that does not require interviews or in-person event coverage, such as (but not limited to) World News Beat, What Grinds Our Gears, or New Music Friday, shall be paid $10;

iii. Brief content (approx. 300 words or less) that requires interviews or in-person event coverage, such as (but not limited to) Peak Speak, shall be paid $15;

iv. Short content (approx. 300-500 words) that does not require interviews or in-person event coverage, such as (but not limited to) short editorials, short humour articles, or Game Recaps of away-games without interview, shall be paid $15;

v. Short content (approx. 300-500 words) that requires interviews or in-person event coverage, such as (but not limited to) Senate Report or Game Recaps of away-games with interview, shall be paid $20;

vi. Standard content (approx. 500-1000 words) that does not require interviews or in-person event coverage, such as (but not limited to) standard editorials and standard humour articles, shall be paid $20;

vii. Standard content (approx. 500-1000 words) that requires one interview or in-person event coverage, such as (but not limited to) Player Profiles or Arts interviews, shall be paid $25;

viii. Standard content (approx. 500-1000 words) that requires multiple interviews, or one interview and in-person event coverage, such as (but not limited to) Game Recaps of home games or standard News articles, shall be paid $30;

ix. Long-form content (approx. 1000+ words) that does not require interviews or in-person event coverage, such as (but not limited to) long-form editorials or Features-esque listicles, shall be paid $30;

x. Research-intensive long-form content (approx. 1000+ words) that requires interview(s) or in-person event coverage, such as (but not limited to) long-form editorials and standard Features, shall be paid $50;

xi. Research-intensive Features (approx. 1500+ words), requiring multiple interviews, significant SFU-based archival research, and other investigative work involving multiple departments/offices of SFU, shall be paid $65;

b) Photographs, illustrations, cartoons, and other graphic contributions shall be determined to fall into one of the following categories by section editors, subject to review by the Editor-in-Chief:

i. $10 per event or story for photographs that are published accompanying content written by the photographer;

ii. $10 per event or story for photographs that are published accompanying content written by someone other than the photographer;

iii. $10 per simple, specified mini-illustration;

iv. $20 per simple illustration, graphic, or single panel comic generally defined as those taking less than an hour to produce;

v. $30 for all other illustrations, graphics, or multi-panel comics;

vi. $50 for any image appearing as the primary graphic on the print edition’s cover, paid instead of the above rates.

c) In the case of a contribution with more than one author, each author shall receive, at the discretion of the section editor and subject to review by the Editor-in-Chief:

i. 150% of the normal value of the contribution divided by the number of authors, with the exception that authors that are ineligible for contributor pay shall not be entitled to their share;

ii. $10, with the exception that authors that are ineligible for contributor pay shall not be entitled to their share.

d) Contributors shall only be paid once for a single contribution, and shall not be paid if it is re-published.

e) Filming and editing:

i. Small contributions such as a suggestion for a topic to be produced, or similar, shall not be paid;

ii. Brief contributions to a multimedia project, wherein the Multimedia Editor and/or the Multimedia Assistant is the primary producer or editor shall be paid $30;

iii. Large-scale contributions, wherein the Multimedia Editor and/or the Multimedia Assistant is not responsible for the majority of production shall be paid $50;

4. Pay for a contribution that a section editor has pitched to a contributor should be communicated and determined at the time the pitch is assigned, subject to review by the section editor and/or Editor-in-Chief.

5. If a contribution does not meet the standard criteria for the amount of pay that was previously determined, and if the editor chooses to publish the contribution despite this, then at the editor’s discretion based on the circumstances, the contributor’s pay may be decreased according to the criteria their published submission meets.

     Ex. The Opinions Editor agrees with a contributor that they will submit a 600-word contribution and be paid $20. The contributor submits a 400-word contribution, without asking the Opinions Editor in advance. The Opinions Editor determines that the contribution can still be published, and publishes it at 400 words. The Opinions Editor should decrease the pay for that article to $15.

6. If a contribution exceeds the standard criteria for the amount of pay that was previously agreed upon, without the section editor’s explicit prior approval, then the section editor may increase their pay at their discretion, but they are not obligated to do so. The section editor will notify the contributor of this change prior to publication.

     Ex. The Arts Editor agrees with a contributor that they will submit a 200-word contribution and be paid $10. The contributor submits a 400-word contribution, without asking the Arts Editor in advance. The Arts Editor publishes the 400-word contribution. The Arts Editor can increase the pay for that contribution to $15, or they can leave it at $10.

     Ex. The Opinions Editor agrees with a contributor that they will submit a 400-word article and be paid $15. The contributor submits a 600-word contribution, without asking the Opinions Editor in advance. The Opinions Editor cuts it down to 400 words, and publishes the now-400-word contribution. The Opinions Editor can increase the pay for that article to $20, or they can leave it at $15.

7. If a submitted contribution differs significantly from the published copy, because the section editor was forced by circumstances to add a significant amount of extra material to the contribution, then the contributor shall be paid based on the quality of their submission, not the quality of the published version. The section editor will notify the contributor of this change prior to publication.

     Ex. The News Editor agrees with a contributor that they will attend an event and interview a particular person, and receive $30. The contributor submits the article, but they did not do the interview. They are unwilling or unable to do additional work themselves to correct for this. Because of this, the News Editor is forced to conduct additional interviews. Under the circumstances, the News Editor judges it to be unreasonable or harmful to The Peak’s interests to discard the contributor’s submission entirely, so they instead incorporate the extra content into the original submission. The News Editor should decrease the contributor pay for that article to $15, $20, or $25, depending on how much work the original contributor did.

8. If an article arrives late, and the contributor did not clear this with the section editor in advance, then the editor reserves the right to decrease the article’s pay at their discretion. Pay decreased for this reason should not be decreased by more than 50%, assuming the article runs. The section editor will notify the contributor of this change prior to publication.

9. If a contributor feels that their pay is being determined unfairly, they may submit an appeal to the Editor-in-Chief.

10. Notwithstanding any other part of this policy, if a contributor who is a sitting officer or employee of the Simon Fraser Student Society or Graduate Student Society at SFU is involved in creating a contribution that engages with issues of student politics, or any other contributor is involved in creating content that comments upon or benefits any organization or group from which they may or may not receive any pay, regardless of whether that pay is specifically for producing that content, that piece shall not be paid.

11. Notwithstanding any other part of this policy, if a contributor who is a current member of a club, organization, group, or sports team is involved in creating content that comments upon or benefits any organization or group from which they do not receive any pay, regardless of whether that pay is specifically for producing that content, that piece’s pay shall be reduced by 50%.

12. Contributors must not submit their invoice until after the final print issue of the semester has been published and invoices must be received by the Business Manager no later than the end of the month in which the last issue was published.

13. If a contributor does not collect their pay within six months of the last print issue of a semester, that contributor will be considered to have forfeit their pay for that semester.

14. This policy may be amended, replaced, or abolished by a majority vote of the Peak Publications Society Board of Directors.

15. Contributors who complete an assignment which is not published due to circumstances beyond the contributor’s control, shall still be paid the full amount, subject to the discretion of the section editor and ultimately the Editor-in-chief.

  1. Pitching
    Ideas for content are either pitched by editors to contributors or vice versa. Editors will often send out pitch email to their contributor base who can then individually pick up assignments. Contributors may also send content ideas to editors, who will either accept, reject, or modify the pitch. Editors will set a deadline for the piece to be filed by the contributor.
  2. Section Editing
    Section editors receive their content and perform an edit for grammar, style, legality, and uniformity according to the Peak’s style guide. Edited pieces are then submitted to the Editor in Chief (EIC) and the Copy Editor through shared Google Docs. All content is due to be filed by the time of the weekly collective meeting, unless explicit permission from the EIC and Copy Editor has been given beforehand (ex: event coverage, breaking news).
  3. Collective Meeting
    At the weekly collective meeting, section editors present their print and web content for the week and give estimated page counts. From these page estimates, it is decided by the collective what the overall page count will be, which is always a multiple of four. It is also decided what the concept for the cover image will be, whether it will be a photograph or graphic design, and which stories will have copy on the cover. The question for Peak Speak is also decided. A final post-mortem is done on the paper that was printed that week, which is going through page by page and critiqued for content and design.
  4. First Edit
    Once copy has been submitted, it is looked over by both the EIC and the Copy Editor. The EIC either gives approval, asks for changes, or recommends to kill the piece. The Copy Editor does a first edit for accuracy, flow, style, grammar, spelling, and adherence to style guide. Once the piece of content has been revised and approved by both the EIC and the Copy Editor, it is cleared.
  5. Photos and Illustrations
    Requests for photos and illustrations are made by section editors to the Photo Editor and the Production Editor. The Photo Editor and the Production Editor are responsible for executing these requests to the best of their ability, using their own skills, as well as their pools of contributors and staff.
  6. Layout
    Once content has been cleared first, it is ready to be laid out for print. The Production Editor coordinates with the Business Manager and the Layout Assistant(s) to arrange ads and content on pages. The Business Manager places ads on particular pages. The Production Editor and the Layout Assistant(s) lay out the content physically on the pages, using pre-existing formats or formats of their own design.
  7. Second and Final
    Once content has been laid out, each page goes to the Proofreader for a second edit on the physical printout. This second edit also involves looking for accuracy, flow, style, grammar, spelling, and adherence to style guide. Once the Proofreader has made these suggested edits on the physical page, the page goes to the section editor, who uses makes the changes on the InDesign file. The page with the second changes is printed out once again and given to the Copy Editor for a final edit of the physical page.
  8. Web
    After a piece of content has been through second and final, it is ready to be put online. Section editor are responsible for putting their content online through their individual WordPress account and post-dating the post for when the content is to be released.
  9. Exporting and Sending to Printers
    Once the final edit has been completed, each page is exported to a PDF file. These PDF files are looked over once again by the copy editor and given final approval by the EIC, making changes and re-exporting when necessary. The Production Editor is responsible for checking over all pages and ensuring the quality and consistency of the print design. They are also responsible for the production of the final cover image. Once all pages have been exported, they are amalgamated into a single PDF file and sent to the printers.

1. Purpose:
The purpose of this policy is to outline the management, responsibilities, and duties required of The Peak’s staff and contributors in the handling of AV materials.

2. Definitions.
“Staff” refers to any employee of the Peak Publications Society.
“Contributor” refers to any person who is paid for their contributions to The Peak. (See Pay Policy for more details.)
“AV materials” refers to any and all photography/videography equipment, including, but not limited to cameras, SD cards, microphones, lenses, backgrounds, lighting equipment, etc.
“Waiver form” refers to the attached Appendix A document.
“Staff Illustrator” or “Staff Photographer” refers to a contributor who produces consistently exceptional content as determined by individual section editors and is rewarded for that work.

3. Policy and Procedure
A. All staff and contributors are responsible for the equipment they take out.
i. All borrowers, staff and contributors, must fully complete a waiver form in order to sign out AV materials.
ii. A staff member must sign their own form and a staff member is required to co-sign a contributor’s form. Forms will be available in the photo studio. Completed forms will be submitted into an inbox within the photo studio.
iii. Upon return, an editor should sign on the waiver that the equipment has been returned in the space provided.
B. The multimedia editor and photo editor will take on inventory duties related to the equipment and the waiver forms.
i. Every week, the multimedia editor and photo editor will scan and upload each signed waiver to a shared file on The Peak server.
ii. Every month, the multimedia editor and photo editor will complete an inventory check using a preferred method which will track the location and condition of each AV material. As such, the AV materials will be labeled in a consistent fashion, i.e., SD card 1, Camera 1, Microphone 1, etc.
iii. The editor-in-chief retains the right to make changes to the tracking method as they see fit.

4. Disciplinary Action
A. In the event of damage to AV materials, or loss of AV materials, under the care of a staff member or contributor:
i. The staff member or contributor will discuss the proper repayment and course(s) of action following the incident with the multimedia editor, photo editor, editor-in-chief, business manager, and in the case of a contributor, the editor who co-signed the waiver.
ii. If necessary, the staff member’s final pay cheque, or the contributor’s end-of-semester invoice payment may be withheld until such a meeting and consequential steps have occurred.

  1. Purpose
    The purpose of this policy is to address requests for anonymous authors and anonymous sources in the published works of the Peak Publications Society.
  2. Definitions
    “Anonymous author” refers to an author who wishes to publish their work without attaching their legal name.
    “Anonymous source” refers to a person who supplies information and wishes to have said information published without a connection to their legal name.
    “Pseudonym” refers to a name other than the author’s or source’s legal name, under which they wish to be published or known.
  3. Policy and Procedure
    1. Anonymous authors should be avoided whenever possible, with the following exceptions, subject to the review of the Copy Editor and the Editor-in-Chief:
      1. The author would be put in physical/emotional danger, or in danger of losing their livelihood directly due to the publication of their work
        1. This policy does not protect authors whose reputations may be affected by the publication of their work
      2. The author would be put in potential physical or emotional danger directly due to the publication of their work
    2. Authors who wish to publish under a pseudonym in work(s) published by the Peak Publications Society should not be allowed to do so UNLESS
      1. The author would be put in potential physical or emotional danger directly due to the publication of their work
      2. Their work is published in the humour section
    3. Anonymous sources should be avoided whenever possible, with the following exceptions, subject to the review of the Copy Editor and the Editor-in-Chief:
      1. The source would be put in physical or emotional danger directly due to the publication of the work in which their information is used
        1. This policy does not protect sources whose reputations may be affected by the publication of the work in which their information is used
      2. The source would be put in potential physical or emotional danger directly due to the publication of the work in which their information is used
      3. The information supplied by the anonymous source must not be able to be obtained using any other legal method
    4. Anonymous sources who wish to be referred to via a pseudonym in work(s) published by the Peak Publications Society should not be allowed to do so UNLESS
      1. The source would be put in physical/emotional danger, or in danger of losing their livelihood directly due to the publication of the work in which their information is used
    5. In cases where full anonymity may not be granted, the section editor, Copy Editor, and Editor-in-Chief can discuss degrees of anonymity, including
      1. Publication by last name only
      2. Publication by first name only
      3. Publication by initials
    6. If an author or source has been granted any degree of anonymity or a pseudonym, at least two people in the Peak Publications Society must know the legal identity of the author or source.
      1. One of these people must be the Editor-in-Chief
    7. Anonymity may not be granted in retrospect.
    8. No section editor, without consulting the Copy Editor and the Editor-in-Chief, may grant an author or source anonymity or a pseudonym.
  1. Purpose

The purpose of this policy is to outline the regulations, expectations, and procedures used in order to prevent conflicts of interest within The Peak

  1. Definitions

“Board” refers to the governing entity of the Peak Publications Society, the Board of Directors. 

“Board member” refers to someone who is on the Board of Directors.

“Chairperson” refers to the elected head of the Board of Directors.

“Collective” refers to the entire group of members of the Peak Publications Society.

“Collective member” refers to any person in good standing as part of the Peak Publications Society (please refer to the Constitution for more details).

“Conflict of interest” refers to a real, apparent, or potential private or personal interest of an individual that has the potential to interfere with, bias, and/or influence that person’s duties at  the Peak Publications Society.

“Contributor” refers to any person who is paid for their contributions to The Peak (see Contributor Pay Policy for details).

“Copy” refers to any and all written material in The Peak.

“Editorial Employee” refers to all editors including, but not limited to the Editor-in-Chief, Copy Editor, Production and Design Editor, News Editor, Opinions Editor, Features Editor, Arts Editor, Sports Editor, Humour Editor, Multimedia Editor, Assistant Multimedia Editor, Photo Editor, Assistant News Editor, Assistant Production Editors, and Staff Writers (see Job Descriptions for details).

“Employee” refers to all editorial and non-editorial employees.

“Entering into a relationship” refers to, and includes, any form of dating, be it casual, long-term, or merely for sexual gratification.

“Intimate familial relationship” refers to the relationship between immediate family members including, but not limited to: parents, siblings, step-family members, family-members-in-law, kids, and/or adopted family members. 

“Non-editorial Employee” refers to the Distribution Coordinator, Business Manager, Promotions Coordinator, and Satellite Distribution Coordinator (see Job Descriptions for details).

“Perceived conflict of interest” refers to a possible influence that could interfere with, bias and/or influence a person’s duty at the Peak Publications Society, even if the conflict isn’t evident or does not exist.

“Section Editor” refers to an editor in charge of one of The Peak’s sections.

“The Society” refers to the Peak Publications Society.

  1. Policy and Procedure

A. An employee of the Peak Publications Society cannot have any    romantic and/or sexual relations with another employee of the Peak Publications Society in which there is a difference in perceived power. 

1. For more information please see Appendix I.

B. Any member of the Board cannot have any romantic and/or sexual relations with an employee of the Peak Publications Society, and vice versa.

  1. Members of the Board cannot have romantic and/or sexual relations with each other.

C. An editorial employee cannot have an intimate familial relationship with another editorial employee where one family member holds a supervisory position over the other, or otherwise evaluates the other family member’s work.

1. This includes, but may not be limited to the following relationships:

a)News Editor and Assistant News Editor

b)Production and Design Editor and Assistant Production Editor

c)Editor-in-Chief and any other editorial employee

d)Copy Editor and any other editorial employee

e)Multimedia Editor and Assistant Multimedia Editor

f)Any section editor and staff writer

D. A member of the Board cannot have an intimate familial relationship with any employee of the Peak Publications Society.

  1. Members of the Board cannot be in intimate familial relationships with each other. 

E. An editorial employee must edit and proofread all copy thoroughly and critically, no matter who created the copy.

F. An editorial employee or contributor must report on, write on, and/or interview a person or organization in a fair and unbiased manner.

  1. Articles in the news section and sports recaps cannot be editorialized.

G. A contributor will not be paid for any copy for The Peak if the copy reports on an organization, club, event, or team (with possible exceptions) that the contributor is a part of. 

  1. The copy must explicitly state that the writer is part of that organization, event, or team.
  2. For non-varsity SFU sports teams and/or other clubs, a member of the team or club may report on the team’s or club’s games, tournaments, or events so long as their involvement with the team or club is explicitly stated.

a. These contributors will be paid 50% of the regular terms for the article, subject to the Contributor Pay Policy and editorial discretion.

H. An employee cannot serve in a paid or an executive position at the Simon Fraser Student Society, an Independent Student Society, a Departmental Student Union, or the Simon Fraser University administration.

I. An editorial employee cannot serve in a paid, executive, or authoritative position in other SFU publications, subject to review by the Board of Directors and Editor-in-Chief.

J. An employee cannot hold another paid position during their tenure with the Peak Publications Society if there is or could be a conflict of interest or a perceived conflict of interest.

K. An employee of the Peak Publications Society cannot use their role, connections, or confidential information obtained through The Peak for personal gain.

L. Gifts valued at $100 or less can be accepted on the premise they will not influence or bias reporting at The Peak.

  1. Gifts that are valued at $100 and up will not be accepted.
  2. Reviewers’ tickets to events are not considered gifts and will not influence or bias the reporting of the event at The Peak.

APPENDIX I: Further Information About Object 3A

  1. An employee of the Peak Publications Society cannot have any romantic and/or sexual relations with another employee of the Peak Publications Society in which there is a difference in perceived power or a direct supervisory aspect to the working relationship, including, but not limited to:

A. News Editor and Assistant News Editor

B. Production and Design Editor and Assistant Production Editor

C. Copy Editor and any other editorial employee

D. Multimedia Editor and Assistant Multimedia Editor

E. Any section editor and staff writer

  1. Under no circumstances is the Editor-in-Chief permitted to be in a romantic and/or sexual relationship with another employee or board member.
  2. Under the following circumstances, a sexual and/or romantic relationship between Peak Publications Society employees may occur:

A. The involved parties are not or will not be in a working relationship as described in section one of Appendix I.

B. If the parties involved are in a relationship prior to their hiring, they must disclose their relationship status to the Chairperson of the Board of Directors and the Editor-in-Chief prior to the commencement of their work contracts

C. If the parties involved enter into their relationship in the middle of their work contracts, they must disclose their relationship status to the Chairperson of the Board of Directors and the Editor-in-Chief as soon as possible.

D. The parties involved in the relationship fill out the affirmation attached as Appendix II.

  1. Should a relationship be disclosed with the appropriate paperwork and then a party of the relationship fails to behave without bias toward, against, or because of the other party(ies) in the relationship, the following actions may be taken by the Board of Directors

A. A formal warning may be issued to the responsible party

B. The responsible party may be suspended

C. In the event that the lapse in judgment affects the Peak Publications Society negatively in respect to public reputation or financial credibility, or other instances of willful harm to the Peak Publications Society or employees of the Peak Publications Society, the responsible party may be terminated immediately

APPENDIX II: Affirmation of Unbiased Behaviour

I, __________________________, hereby disclose that I am in a relationship with _________________________________________________________________.

I also hereby affirm that this relationship will not impact my ability to fulfill the duties and responsibilities outlined in my job description to the best of my abilities.

I hereby affirm that I have read and understood the aforementioned responsibilities required of me as a person in a relationship which may potentially result in a conflict of interest.

I also hereby affirm that I have read and understood the possible consequences of my behaviour in this potentially biased relationship if I so choose to act in a way that is biased or otherwise influenced by my relationship with __________________________________________________________________.

I hereby affirm that I will act neither with bias nor favouritism toward my partner(s) in the relationship.

I hereby affirm that I will not, for the duration of this in-office relationship, file workplace harassment claims against the Peak Publications Society with respect to my partner(s) in the relationship.

_________________________________ _________________________

Signature                                              Date

Title

Peak Publications Society Board of Directors Meeting Agenda
August 15, 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)
Marissa Ouyang (Guest) – Regrets

Regrets:
Bahar Vaghari Moghaddam (At-Large Representative)

Agenda

1. Call to Order
12:16 pm

2. Approval of Agenda
Zach / Pablo
All in favour
3. Approval of Past Minutes from July 15th, 2019
Zach / Kierra
All in favour
4. Approval of Past Minutes from July 22nd, 2019
Pablo / Kierra
All in favour
5. Updated financials
Yuri to present

6. Fall budget 2019
Yuri to present
Move all staff writers pay budget from contributor budget to wages budget

7. Membership report
Yuri to present
24 members currently
8. Proposal to pay editors for writing outside of their sections
Gabrielle to lead the discussion
BIRT. Board does more research, EIC keeps tracking, Discuss again on Sept board meeting.

9. Reviewing Marissa’s Design Proposal
Open discussion
BIRT. Discuss again with prodo editor together

10. Discussing the Board’s role in disciplinary action at The Peak and the potential
creation of a disciplinary policy
Open discussion
Move to next meeting.

11. Discussing disclosing Board minutes to the public
Open discussion
Move to next meeting.

12. Adjournment
1:53pm

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

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.

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

9. 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.

10. 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.

11. Adjournment

12:47pm

 

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

10. Adjournment
12:47pm

 

 

 

 

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
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
Monday, February 3rd 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 (Editor-in-Chief)

Agenda

Call to Order
1:06pm

Approval of Agenda
Natasha Pablo
All in favour

Approval of Past Minutes from January 6, 2020
Pablo Natasha
All in favour

Updated financials
Yuri to present

Membership report
Yuri to present
54 members

Land acknowledgement update
Kelly to present
Update it on paper. Add comments at final version
Pablo Natasha
All in favour

Discussion of attendance policy
Gabrielle and Yuri to present
Small edits by EIC and approve at next meeting

In Camera

EIC updates
Gabrielle to present

Adjournment
1:48pm

 

 

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, 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
Tuesday, May 19th 2020
Zoom

Chair: Kelly Chia

In Attendance
Le (Yuri) Zhou (Board Secretary, non-voting)
Kelly Chia (Employee Members Representative)
Angela Wachowich (At-Large Representative)
Emma Dunbar (At-Large Representative)
Pablo Clairmont (At-Large Representative)
Marco Ovies (Editor-In-Chief_Guest)

Agenda

Call to Order
12:01 pm

Approval of Agenda
Motion to approve by Pablo, Emma
All in favour

Approval of Past Minutes from April 13, 2020
Motion to approve by Pablo, Emma
All in favour

Introduction of new At-Large Representatives
Very welcome Angela and Emma to support PPS board

Financial updates
Yuri to present

Membership report
Yuri to present
56 members (include new members and exclude graduated members)

Discussion of moving the Collective Representative election to AGM 2020

Pay raise for Promotion Position only following BC minimum wage rising from June
Yuri to present
Motion to approve by Pablo / Angela to rise hourly wage from $14.50 to $15.50 per hour
All in favour

Adjournment
12:37 pm

 

 

Peak Publications Society Board of Directors Meeting Agenda
Monday, June 08, 2020
Zoom

Chair: Kelly Chia

In Attendance
Le (Yuri) Zhou (Board Secretary, non-voting)
Kelly Chia (Employee Members Representative)
Angela Wachowich (At-Large Representative)
Emma Dunbar (At-Large Representative)
Pablo Clairmont (At-Large Representative)
Marco Ovies (Editor-In-Chief_Guest)

Agenda

Call to Order
3:01pm

Approval of Agenda
Motion to approve by Pablo, Angela
All in favour

Approval of Past Minutes from May 19, 2020
Motion to approve by Emma, Pablo
All in favour

Financial updates
Yuri to present

Membership report
Yuri to present
56 members (include new members and exclude graduated members)

EIC updates
Readership has increased, multi team does good videos, Facebook has more views/likes

Open discussion of responding to Covid-19 in Fall
Follow up about the sports section, could do some changes on the sports section.
Keep this discussion at the next meeting due to many unsure stuff.

Adjournment
3:36 pm

 

 

Peak Publications Society Board of Directors Meeting Agenda
Tuesday, July 14, 2020
Zoom

Chair: Kelly Chia

In Attendance
Le (Yuri) Zhou (Board Secretary, non-voting)
Kelly Chia (Employee Members Representative)
Angela Wachowich (At-Large Representative)
Emma Dunbar (At-Large Representative)
Pablo Clairmont (At-Large Representative)
Marco Ovies (Editor-In-Chief_Guest)

Agenda

Call to Order
1:02 pm

Approval of Agenda
Motion to approve by Pablo, Angela
All in favour

Approval of Past Minutes from June 08, 2020
Motion to approve by Pablo, Emma
All in favour

Financial updates
Yuri to present

Membership report
Yuri to present
56 members (include new members and exclude graduated members)

Open discussion of responding to Covid-19 in Fall
No sports section in Fall.
Motion to approve by Angela, Emma
All in favour

Decision on issue print and remote work
Doing min. print copies and try distributing them the first week. Change Deby’s work
condition on a request basis. Yuri to contact with Deby and report to board in Aug
Keep the remote work in fall, EIC will create a new system such as planning, trackers and
report to board in Aug.

Adjournment
1:45pm

 

 

Peak Publications Society Board of Directors Meeting Agenda
Wednesday, August 12, 2020
Zoom

Chair: Kelly Chia

In Attendance
Le (Yuri) Zhou (Board Secretary, non-voting)
Kelly Chia (Employee Members Representative)
Angela Wachowich (At-Large Representative)
Emma Dunbar (At-Large Representative)
Pablo Clairmont (At-Large Representative)
Marco Ovies (Editor-In-Chief_Guest)

Agenda

Call to Order
1:01 p.m.

Approval of Agenda
Motion to approve by Angela, Pablo
All in favour

Approval of Past Minutes from July 14, 2020
Motion to approve by Angela, Pablo
All in favour

Financial updates
Yuri to present

Fall Budget Approval
Motion to approve by Angela, Pablo
All in favour

Membership report
Yuri to present
56 members (include new members and exclude graduated members)

Updated discussion on responding to Covid-19 in Fall
Yuri to update on distributor work situation in Fall
-> Current Burnaby distribution coordinator has accepted the new work condition with request basis. Marco to update on new system with trackers and planners

Copy pay rising approval
From $350 to $365 per week, paying copy back from Spring 2020.
This item originally started from March, 2020.
Motion to approve by Angela, Pablo
All in favour

AGM 2020 schedule
Oct 14th, Wednesday, at 2:30pm

Adjournment
Meeting adjourned at 2:02pm

Peak Publications Society Board of Directors Meeting Agenda
Thursday, September 24, 2020
Zoom

Chair: Kelly Chia

In Attendance
Le (Yuri) Zhou (Board Secretary, non-voting)
Kelly Chia (Collective Members Representative)
Meera Eradoga (Employee Members Representative)
Angela Wachowich (At-Large Representative)
Emma Dunbar (At-Large Representative)
Pablo Clairmont (At-Large Representative)
Marco Ovies (Editor-In-Chief_Guest)

Agenda

Call to Order
12:17 P.M.
Approval of Agenda
Pablo, Angela
All in favor
Approval of Past Minutes from August 12, 2020
Angela, Pablo
All in favor
Appoint new Collective and Employee Representatives

Financial updates
Yuri to present

Membership report
Yuri to present
(61 members included new members and graduate members)

Updated discussion on responding to Covid-19 in Fall
Update on biweekly paper distribution in October

Updates on Peak AGM 2020

Adjournment
12:49P.M.

 

 

 

Peak Publications Society Board of Directors Meeting Agenda
Wednesday, October 21, 2020
Zoom

Chair: Kelly Chia

In Attendance

Le (Yuri) Zhou (Board Secretary, non-voting)
Kelly Chia (Collective Members Representative)
Meera Eragoda (Employee Members Representative)
Angela Wachowich (At-Large Representative)
Emma Dunbar (At-Large Representative)
Pablo Clairmont (At-Large Representative)

Agenda

Call to Order
11:36 a.m.

Approval of Agenda
Angela, Pablo
All in favor

Approval of Past Minutes from September 24, 2020
Meera, Angela
All in favor

Financial updates
Yuri to present

Membership report
Yuri to present
(61 members included new members and graduate members)

Updated discussion on responding to Covid-19 in Fall & Spring, 2021
Keep work remote, but have sanitization and masks ready for some people to share the office if
comfortable.
Week 5 had a higher pickup rate than expected.
Promotion Coordinator for next semester discussion.

Adjournment
12:09 p.m.