Meeting Minutes

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Meeting minutes are recorded notes of our weekly meetings.

These are updated every week.

Call to order

A meeting of First Year Council was held at SSMU Office on February 13, 2016.

Members Present

Ty Fox, Mohini Bhade, Patrick O’Donnell

Members Absent

Zac Sultan, Sarah Wu, Lisa Maria

Approval of minutes

Patrick O’Donnell

Unfinished business

Sarah Wu

  • FYC needs weekly updates on the SSMU meetings that Sarah is sitting in on. For next week, expect a report on every meeting attended thus far, with updates following every week thereafter.
  • Get in touch with IRC and see if there are any requests from other Rez’s (Such as the problem Solin has with an 11 month lease, Cit’s slow maintenance process, etc.)

Lisa Maria

  • Facebook group for entering class of 2016 needs to made extremely soon.
  • Organize town-hall style forum for first-year students to present their concerns/requests/anything else.

Ty Fox

  • TVM McGill needs to be contacted and a meeting needs to be arranged (Sarah/Lisa)
  • Listserv needs to be sent out this Sunday.
  • Forward emails between ShareTheBus to Mohini (+ ask STB to communicate through Mohini)

Patrick

  • FYC is endorsing a petition to limiting Solin’s 11-month lease to 8 months
  • Finalize things with trip to MacDonald Campus (ERC)
  • Email Erin Sobat (Arts Senator #2) about Rez issues.
  • Needs to get in contact with Legal information clinic about this Rez issue. (+Contact IRC myself?)

Zac Sultan –

  • Financial reports need to be disclosed by this Sunday at the very latest (needed by Patrick to negotiate with AUS for final event planning).
  • Cheques need to be sent out to Patrick, Mohini, and Ty.
  • Paragraph for FYC website.

Mohini

  • Look into booking Old Port rink.
  • Get into contact with ShareTheBus.
  • Therapy dogs, massages, etc. for finals (midterms?). ASAP.

Free Professional Massages for First Years

Your First Year Council gets that exams are stressful. We’ve been thinking: what can we, the FYC, do for you to help alleviate some of that tension and soothe your stressed-out minds?

Well, free massages courtesy of IKRA Spa sounds like a good start! (You didn’t hear it from us, but word on the street is that there’ll be free drinks and food while you wait, too.) On Monday, come and join us for some free, professional massages, all on us, to start off your finals season. Good luck to all of you, and we hope to see you then!

When? 12:00pm – 4:00pm Monday, December 7, 2015

Where? TBA

 

Stress Busters

Finals are stressful. Come this week to SSMU to chill out!

Come in Monday, Dec. 1, 2014 for messages in the Ballroom from 12-2pm. The Facebook event is here: https://www.facebook.com/events/983703691644731/

AND come in Tuesday, Dec. 2, 2014 for Yoga and Tea in the Ballroom from 12-1pm. You can find that on Facebook here: https://www.facebook.com/events/387656801389659/

 

Happy end to the first semester! Good luck on finals, and enjoy your break!

FYC Meet&Greet&Pizza

Come on over to SSMU room B-30 to meet your FYC reps and free lunch! We’ll be there from 12-2pm next Wednesday, Nov. 19th! We’re excited to meet you all!

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Welcome your 2015-2016 FYC!

The First Year Council for 2015-2016 has now been elected. Your representatives are:

President: Patrick O’Donnell
VP External: Sarah Wu
VP Student Affairs: Lisa Maria
VP FInance: Zac Sultan
VP Events: Mohini Bhade
VP Internal: Ty Fox

Head on over to our Facebook page or “About us” to learn more.

We’re so excited to share such an awesome year with you guys!

FYC Elections

Are you a freshman student? Are you interested in campus politics, planning social events, and representing your fellow freshmen? Elections for the 2014-2015 executive are just around the corner!

We will be holding an Info Session on Monday, September 15th, in Lev Bukhman from 3:00PM – 5:00PM (2nd of SSMU building).  The 2013-2014 executive will be present to give you all the information you need if you are considering running for a position on FYC’s executive. We’ll be going into detailed descriptions of each executives role, and informing you of the election timeline and guidelines. Hope to see you there!

For more information, click here.

Get Involved with FYC !

We are looking for dedicated students for our Academic Portfolio and Event Portfolio. We are also looking for a Graphic Designer and a Translator. These portfolios offer great work experience and insight into the mechanics of McGill University.

If you want to be a part of a council that represents the entire first year community at McGill, advocate for issues ranging from academics to social issues affecting first years, and plan awesome events, then this is for you!

_______________________________________________________

The Academic/Advocacy Portfolio:

The Academic/Advocacy portfolio is a great place for thoughtful students with suggestions about how to improve the way McGill and its admin operates. This committee will also be responsible for advocating for social and political issues directly affecting first years.

This year, the academic portfolio will be working on getting the first year voice out there. Through polls and surveys the committee will assess the wants, needs and views of the entire first year class in order to address and represent them accordingly. If you truly want to help make a difference as a first year on campus, then this committee is for you!

To APPLY for the academic portfolio, send your resume to fyc@ssmu.mcgill.ca also fill in the Academic/Advocacy Portfolio Application. Be sure to indicate academic portfolio in subject.

_______________________________________________________

The Event Portfolio:

Have a great idea for an event YOU want to see happen? If you want to make the most out of your first year, then this is the place for you. The Events Portfolio will be a small team of committed member who brainstorm, plan, create and promote events for all first year students at McGill (many of which will be held on an inter-faculty basis and/or in collaboration with other students groups at McGill).

To APPLY for the events portfolio, send your resume to fyc@ssmu.mcgill.ca also fill in the Events Portfolio Application. Make sure to indicate events portfolio in the subject.

______________________________________________________

Graphic Designer:

Responsibilities

  • Assist with designs of emails and other means of communication

  • Design posters for upcoming events

Required Skills

  • Have a basic understanding of graphics and design

  • Possess an interest in communication

  • Some experience with design in both PC and Mac (Pages, Word, Google Docs, Adobe Illustrator, Photoshop, etc.)

  • Experience in poster design, graphics, web content creation, social media or other.

To APPLY, please send a work sample and short cover letter explaining your previous work experience and skills to fyc@ssmu.mcgill.ca

 _______________________________________________________

Translator:

Responsibilities

  • Translating outgoing emails

Required Skills

  • Exceptional French writing, reading, and communication skills

To APPLY, please send your Resume/CV and a short cover letter explaining your French background to fyc@ssmu.mcgill.ca

 

Applications due Sunday, November 3rd, 2013 at 11:59

First Year Council Executive Descriptions

Powers and Duties of Executive Officers

President

  • The President is the chief officer and spokesperson of the FYC.
  • The President is responsible for calling meetings of the FYC if a weekly meeting time is not agreed upon or if an emergency meeting must be held.
  • The President shall chair all FYC meetings.
  • The President shall be responsible for preparing an agenda for each meeting of the FYC, to be sent out the executive members ahead of time.
  • The President shall, along with the Vice-President External, coordinate relationships between the FYC and SSMU.
  • The President shall delegate managerial tasks of planned services and events to members of the FYC.
  • The President shall enforce appropriate penalties to any member of the FYC who neglects their responsibilities.
  • The President shall be a signing officer for the FYC’s funds.
  • The President shall ensure the long-term integrity of the FYC, including that its constitution is upheld and up-to-date.
  • The President shall be responsible for preparing the exit report for the incoming officers of the FYC as outlined in Article 22.

Vice President Internal (Previously Vice President Communications)

  • The Vice President Internal is responsible for all matters concerning what occurs within the FYC, including:
  • Overseeing all forms of communication to its constituents, including forms such as the listserv, the FYC’s website, and social media.
  • Coordinating the administration of the FYC, including staffing, room booking, supplies, and office management.
  • Maintaining the relationship through health communications between the FYC’s executives, volunteers, and employees.
  • The Vice President Internal will serve as the FYC’s ombudsperson; they will handle complaints against the FYC and respond to them without bias.
  • The Vice President Internal shall maintain the FYC’s e-mail account and will reply to e-mail enquiries in a timely fashion.
  • The Vice President Internal shall update the FYC’s website and social media pages as necessary.
  • The Vice President Internal shall aid the President in the task of preparing an agenda for each meeting.
  • The Vice President Internal shall serve as a recording secretary during the weekly FYC meetings as follows:
    • They are responsible for taking minutes during meetings, sending a digital copy of the minutes to FYC within two (2) days subsequent to the meeting, and making the minutes available to all first year students.
    • If a FYC member must miss a meeting, they must contact the Vice President Internal at least 24 hours in advance to be considered excused, except for extenuating circumstances.
  • If the Vice President Communications Internal cannot attend a meeting, the Vice President Student Affairs shall assume the role of recording secretary for that meeting.

Vice President External

  • The Vice President External shall be responsible for fostering the relationship between the FYC and various faculty, inter-faculty, school, and departmental student associations.
  • The Vice President External shall be the representative for all first year students on the SSMU Legislative Council as follows:
  • The Vice President External shall sit on the SSMU Legislative Council, attending bi-weekly meetings, and serve on at least two (2) SSMU subcommittees.
  • The Vice President External shall evaluate the effectiveness of SSMU services, programs, and activities offered to incoming students and propose improvements to SSMU and communicate them to the SSMU Legislative Council.
    • The Vice President External shall communicate to FYC any external issues which may affect McGill University or its students, especially issues that have a direct impact on first year students.
    • The Vice President External shall report to the SSMU Vice President Clubs and Services and to the Services Representatives in matters including:
      • The archiving of the FYC’s official documentation, such as the constitution and its exit reports.
      • Communicating the issues of the FYC involving office space and service inquiries.

Vice President Student Affairs (Previously Vice President Academics)

  • The Vice President Student Affairs shall research, evaluate, and debate principles of issues regarding first year student experience including, but not limited to, student engagement, academic policy, post-secondary transition, and orientation issues. These positions shall be communicated to the FYC; thus, the Vice President Student Affairs shall serve as a counselor on all first year student matters.
  • The Vice President Student Affairs shall propose strategies to the appropriate administrative authorities in order to address first year student issues to ultimately improve the first year student experience.
  • The Vice President Student Affairs shall hold a Town Hall to hear the opinions of first year students regarding first year student matters at McGill University; as such, the Vice President Student Affairs shall:
    • Chair the discussions of the Town Hall.
    •  Ensure the documentation of the data gathered from the discussions of the Town Hall.
    • Communicate the results of the Town Hall to the FYC and to the appropriate administrative authorities.
    • The Vice President Student Affairs shall promote bilingualism, accessibility, and equity.
    • The Vice President Student Affairs shall ensure and maintain a cohesive and strong relationship with the McGill University administration and the university’s student services. This may include attending regular meetings with members of the McGill University administration, whether informal or formal, for the sake of discussing first year student issues.
    • The Vice President Student Affairs should serve as an ambassador to the administration representing and advocating on behalf of incoming students and will promote better transition to student, including but not limited to, inclusive orientation activities, accessible academic resources, and social supports.
    • In the absence or event that the President can no longer fulfill his or her responsibilities, all Presidential duties are assumed by the Vice President Student Affairs until the President is able to act or until a new President is elected through the by-election.

Vice President Finance

  • The Vice President Finance will keep the FYC informed of the financial status of the FYC.
  • The Vice President Finance will make the budget, spending, and revenue of the FYC available to all first years.
  • The Vice President Finance will remain accountable to the FYC, the SSMU VP Finance and Operations, and the SSMU VP Clubs and Services for all matters of funding.
  • The Vice President Finance will oversee and help run all fundraising activities devised by the FYC.
  • The Vice President Finance will have access to the FYC bank account and signing power of all funds within.
  • The Vice President Finance will coordinate financial interactions between the FYC and the SSMU, including completing all monetary request forms.
  • The Vice President Finance are responsible for ensuring the long-term financial stability of the FYC.
  • The Vice President Finance will spearhead sponsorship proposals and financial contracts with the help of the President if needed.

 Vice President Events (Previously Vice President Internal)

  • The Vice President Events will coordinate the programming of the FYC, including:
    • Coordinating the events and services offered by the FYC.
    •  Keeping a calendar of planned events and services.
    •  Ensuring that the FYC adheres to the above schedule.
  • The Vice President Events will organize, coordinate, promote and conduct social, educational, cultural, and political activities or events for the constituency.
  • The Vice President Events will be responsible for encouraging and maintaining event-planning collaborations with other first year student groups, including, but not limited to, at least one annual interfaculty event.

 

First Year Council Informational Session

Are you looking to get involved with the First Year Council? Elections for the 2013-2014 executive are just around the corner! We will be holding an Information Session Friday September 13th at 3 PM in Lev Bukhman room (2nd floor) in SSMU. The 2012-2013 executive will be present to give you all the information you need if you are considering running for a position on FYC’s executive. We’ll be going into detailed descriptions of each executives role, and informing you of the election timeline and guidelines. Hope to see you there!

Check out the election timeline for important dates!