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ComSoc Assembly Sunday, January 16, 2011 8pm GDS 353 1. Approval of the Agenda 2. Approval of Minutes 3. Speaker’s Business 4. Guest Speaker – AMS Executive Candidates – Team CES and Team SDR 5. Statements by members a. President – Katie Shotbolt b. VP External – Stephie Fung c. VP Internal – Nick Milinkovich d. CRO - Michelle Young e. CMO – Augusta White 6. Motions a. Katie Shotbolt - De-ratification of SeeWhyMe (Appendix 1) b. Katie Shotbolt – MOU between ComSoc and Creo (Appendix 2) c. Nick Milinkovich, Ben Richards, and Katie Shotbolt – Deletion of Current Policy Surrounding Businesses (Appendix 3) d. Nick Milinkovich – Adoption of New Policy Surrounding Businesses (Appendix 4) e. Nick Milinkovich – CSR Committee (Appendix 5) 7. Q&A 8. Close of Assembly Motions Being put forth by: Katie Shotbolt, President Being put forth on: January 30, 2011 WHEREAS the Commerce Society has not been able to find value in SeeWhyMe BIRT the Commerce Society de-ratify SeeWhyMe and approve the associated changes to policy which are outlined in Appendix 1. Being put forth by: Katie Shotbolt, President Being put forth on: January, 28, 2011 WHEREAS The Commerce Society seeks to increase student participation by incorporating businesses that address a niche within the society AND look for opportunities that enhances the student experience by providing more hands-on-learning experiences AND Creo Solutions fits with the Society’s mandate BIRT Assembly rafity Creo Solutions as specified by the MOU, outlined in Appendix 2. Being put forth by: Nick Milinkovich, VP Internal; Ben Richards, Business Manager; Katie Shotbolt, President Being put forth on: January 30th, 2011 WHEREAS the current Commerce Society policies surrounding business enterprise are underdeveloped and scattered throughout different policies AND the Commerce Society has made a strategic push to include more businesses in the Society AND a new and separate policy that governs business enterprise is being developed BIRT Assembly adopt the changes to the Operations and Society Composition Policy, as seen in Appendix 3 Being put forth by: Nick Milinkovich, VP Internal Being put forth on: January 30th, 2011 WHEREAS the Commerce Society recognizes the importance of socially responsible leadership AND a new Student Advisory Committee has been created by Queen's Centre for Responsible Leadership AND consistency of membership in this committee will strengthen its ability to advise the Centre BIRT Assembly adopt the changes to the position descriptions of the Outreach Commissioner and Community Activities commissioner, as seen is Appendix 4. Name: Katie Shotbolt Position: President Reporting Period: January 30, 2011 Items to Report Golden Gifts| I encourage you all to check out http://goldengifts.myshopify.com/ . It is a soon to be ComSoc business. Golden Gifts is in the process of hiring its first Management Team - please check out the ComSoc website for more information. Goodes Hall Expansion | QSB is looking to increase the COMM 2015 class size to 450. However, this is not set in stone, as it still needs to pass through Senate. Corporate Partner Value Assessment | Kelsey, Jess, Stephie and I were in Toronto on January 28th to meet with some of the Commerce Society Corporate Partner’s. We will present our findings at this Assembly. CEO and orientation week | All Bosses have been hired. The CEO did a great job orchestrating and conducting all the interviews. Ben, CEO Chair, and I also attend an orientation roundtable with our respective counter parts at other faculty societies to discuss the upcoming orientation week. Spark for Clark | this was contract established between the EngSoc and ComSoc during the 08/09 school year. The contract specifies that ComSoc has all priority bookings of Clark Hall on Friday nights, after 8pm; a total of twenty-four (24) free bookings per academic year; further bookings will be subject to a 50% discount; and equal opportunity for employment. The contract provides EngSoc the option to extend the contract for another 2 years in return for $7000.00. We are currently working with EngSoc to restructure part of the contract for the next 2 years. If anyone has any questions, please do not hesitate to contact me. Queen’s Option and Writing Option | At the past Faculty Board, deleting the “Queen's Option Package Requirement” and “Arts Writing Credit Requirement” as a requirement for graduation from the Commerce Program was approved. Please reach out if you have any questions. Commerce Goes Green | This week long initiative kicks off on February 1st. The marketing team, with the help of Britta Allen, have done an amazing job preparing for this event. Would you like to be included in ‘statements by members?’ Yes Motions to Present Yes Ratify Creo and the Creo MOU De-ratify SeeWhyMe Discussion Items to raise No Name: Stephie Fung Position: Vice President External Reporting Period: January 30th, 2011 Items to Report External Updates | A big congratulations to QEC, QCIB and QSIC for three extremely successful conferences and competitions! It is amazing to see the amount of dedication and passion all the executives have brought to their events. Great job everyone and a fantastic kick-off to the semester! Initial Meetings | I was happy to sit down with all the new co-chairs to discuss their goals and strategies for the upcoming conference season. It is an exciting time; turning over our conferences for a new year. Conference Dates | Conference dates have been finalized for the 2011-2012 year. Stay tuned to the ComSoc Portal for an update of all the conference dates – there will be a few exciting new changes! External Infosession | I held a brief session for all our new co-chairs to guide them through ComSoc’s resources. Thanks to all that attended, and stay tuned for a package to go out soon summarizing all our policies and guidelines. External Representatives | Congratulations go out to the incoming External Representatives for this Winter Semester. Welcome! ComSoc Appreciation Dinner | I am excited to announce the date for the Annual ComSoc Appreciation Dinner – March 16th, 2011. This is a night where we invite all co-chairs of committees as well as Assembly members to a semi-formal dinner to celebrate everyone’s accomplishments, followed by the after-party: obviously Alfies Night! New Office | We have officially moved into our new offices in Room 401 of Goodes Hall. The old offices have now closed for the rest of the semester, with the exception of the Storage Room that can still be accessed through the original entrance. Feel free to check out the new office space Corporate Partner Value Assessment | I had the pleasure of meeting with a number of our Society’s major corporate sponsors this Friday and was able to solicit some great feedback from our partners on what they have enjoyed this year, as well as some suggestions on how to bring more value to their sponsorship. Please see our presentation for more details on some of the insights we uncovered over the course of our meetings. Would you like to be included in ‘statements by members?’ Yes Motions to Present No Discussion Items to raise No Name: Nick Milinkovich Position: Vice President Internal Reporting Period: January 30th, 2011 Items to Report CSR Committee | After working with the CSR Centre over the course of this year, I am happy to announce that we will be forming a Student Advisory Committee to help them engage students. Essentially, we will meet with them regularly to discuss better ways for the Centre to bring the concepts of responsible leadership and CSR to our program. The Centre is very excited to be working with us and has been very receptive to all the ideas I have brought to them thus far. Election Season | Tonight at Assembly we will have a chance to hear from, and question, the teams that are running for the AMS Executive. I urge everyone to take the time to read through their platforms, listen to their ideas, and ask them the tough questions. Most importantly, I hope everyone makes the choice to vote on February 1st and 2nd. Activities on the go! | The internal portfolio has truly hit the ground running so far this semester: CCC was a great success this past weekend, despite Queen's unfortunate semi-final loss to Ivey. The exec did a tremendous job at running a smooth weekend. QECA has sold out tickets to the Oil & Gas Speaker series which will be happening this weekend. QNP has begun signups for Consulting for a Cause (Feb 5) and have had great turnout so far. Q'CIA, Campus Perks, and BlackBerry teamed up for a great fundraising event ...and many, many more! Would you like to be included in ‘statements by members?’ Yes Motions to Present Yes (3) -- Deletion of Current Policy Surrounding Businesses; Adoption of new policy governing businesses; CSR Committee Discussion Items to raise no Name: Michelle Young Position: CRO Reporting Period: January 31, 2011 Items to Report Elected Officials Elections | Please continue to reach out to those who you think would make great candidates for the upcoming elected officials elections. Applications are due Tuesday at 2:30pm. Note the following available positions: (available for ALL years, including graduating students!) - Society Executive (VPI, VPE, President) - Senator, Upper/Lower AMS Rep, Internal/External Rep - COMM __ Year President, Secretary/Treasurer, Socials Coordinator - COMM 11 Class President, Class Reunion Coordinator, Class Gift Coordinator, Class Correspondent Would you like to be included in ‘statements by members?’ Yes, please! :) Motions to Present Not at this time Discussion Items to raise None Name: Anna Wu Position: Industry Associations Commissioner Reporting Period: Jan 30, 2011 Items to Report BCC | Due to staffing shortages at the BCC, Career Week has been cancelled for this year. This is unfortunate because the week did bring value to students; however, the Industry Associations Commission will be working hard to connect students and firms. Please keep an eye on the portal for upcoming events. QAA | The QAA brought three teams to the annual ICAO CA$H competition in Toronto the weekend of January 6th; congratulations to Jesse Weening, Susan Wong, and Garrett Moore for a Queen’s-best fourth place finish. The QAA is also looking for students to compete in accounting case competitions at the University of Ottawa and McMaster University. QRA | The QRA hosted Louis Forbes, the CEO of Primaris REIT, to QSB on Tuesday, January 11th for another speaking event. Congratulations to the QRA for bringing in their third speaker in their inaugural year! Please check out their new website <queensurealestate.ca> for upcoming events and more information. QECA | The QECA and the Faculty of Engineering held the annual Oil & Gas Speakers’ Series this past January 28-29th. Shell is heavily recruiting second year students into their summer internship program and we encourage all those interested to apply. Congratulations to QECA on a fantastic event! Would you like to be included in ‘statements by members?’ No. Motions to Present None. Discussion Items to raise N/A Name: Augusta White Position: Chief Marketing Officer Reporting Period: January 9 – January 30 Items to Report 1)Commerce Goes Green February 1 – 5 Coordinating Commerce Goes Green for Launch next week This year’s objective for Commerce Goes Green is to increase awareness and action about the Green movement. As a Society, we need to focus on promoting Green initiatives where students have the most impact/effect. Campaign: This February… Turn over a New Leaf: Commerce Goes Green. What’s your footprint? Our goal is to make the week an interactive experience promoting change. Some of the ways we plan to facilitate this are: -a graffiti wall where students can write their commitments to going green -Interactive prizes and giveaways each day…. SIGG Water bottles, mugs, tea room cards, coffee, t-shirts, recycled paper notepads, snacks (some will be subject to $2 charity donation) -a speaker session by Professor Steven Moore at BM -a commitment to raising charity donations for a local Green charity -a Green Room with interactive slide videos of facts and ways to get behind the Green movement at Queen’s Day 1: Tuesday, February 1 Drip Drip Drop: Water Plastics Day Day 2: Wednesday, February 2 Paperless Paper Recycling/Technology Recycling Sponsored by NSC Day 3: Thursday, February 3 Food/Consumption Waste Day 3: Friday, February 4 Businesses that support Going Green My responsibilities have included -delegating each day to AMO’s, Britta and Katie -Purchasing materials for promotion -Setting creative vision for campaign and focus -Arranging meeting/coordinating logistics for speaker/tea room 2) Commerce has Heart -Investigated charities for this initiative and set tentative date for week of March 1. -brainstormed with the team and concluded that an educationally focused charity would be optimal -considered making a charity donation option, as well as volunteer option -investigated including Bosses into experience given new community service requirements 3) AMO feedback -emailed AMO’s with feedback and set new objectives/standards of responsibility for new year. Congratulations to Ben and Brendon for being such an incredible part of the Marketing team. Would you like to be included in ‘statements by members?’ Yes Commerce Goes Green We need volunteers to sign up for the Green booths. If you want to help out specifically with one of the initiatives contact Augusta. Motions to Present No Discussion Items to raise (content) Name: Emily Young Position: Community Activities Commissioner Reporting Period: (Jan, 17, 2011 – Jan, 30, 2011) Items to Report CCC | Congratulations to Kevin Hogan, Conor O’Kelly and the rest of the CCC Executive for running a very successful Cure Cancer Classic Jan 21 - 22. Eight teams from different Ontario universities participated in the hockey tournament and approximately $3000 is expected to have been raised for Canadian Cancer Society. Commerce Kids | Applications for winter semester classroom and lunch time volunteers have been collected. Planning is well underway for the QYWIL conference that will take place at the end of February. The first ever Run for Kids will be held on Tindall field on March 25 from 2:00 pm – 4:00 pm. The relay will be followed by a BBQ social. Come out and run a few laps in support of local Kingston schools. QNP| Consulting for a Cause will be taking place on February 5 from 9:00 am – 4:00 pm. Participants will help the Canadian Mental Health Association develop ideas to address some of their most pressing business challenges. Registration took place this past week in the atrium. Q’CIA | Q’CIA has teamed up with Blackberry to “Heat Things Up” on campus as part of the BestLife Top-30 $100 Happiness Challenge. Events, included a teddy bear sale and hot chocolate stand, collected donations that will support Q’CIA’s upcoming efforts in Ecuador. Q’CIA will be working with the PROs in the weeks leading up to the trip to raise awareness in the Queen’s and Kingston Community. QMCC | The second annual Queen’s Micro-Credit Challenge will take place March 2 - 9. Teams will be given $100 and presented with the challenge of making the most profit in one week. An information session and class talks were held this past week to increase the profile of the challenge. Registrations will be accepted until February 25. SIFE | After a semester of intensive preparation, SIFE co-chairs and project director are working to successfully implement and monitor each project to ensure the SIFE portfolio is ready to be presented at Regionals on March 17 and 18. SIFE has pledged to participate in the Campbell’s Let’s Can Hunger challenge and is looking to the Queen’s and QSB community to help collect 5000 cans by the end of the semester. Would you like to be included in ‘statements by members?’ (N) Motions to Present (N) Discussion Items to raise (N) Name: Jessica Hayward Position: Public Relations Officer Reporting Period: January 16th-30th Items to Report - QCIB, QEC, CCC, QSIC all went well. QCIB was featured in Business without Boarders and QSB has been placing many more press releases on the QSB website, which is helping expose out activities beyond the society - Media Team has been hired Alexander Banh and Emily Kingdom are the newest editions. We will be slowing integrating them into the team in the coming weeks. - ComSoc held their second annual Corporate Partner Value Assessment this past Friday, which allowed us to better understand the value firms are receiving by involving themselves with comsoc as well as what areas there are to further expand their value. Would you like to be included in ‘statements by members?’ N Motions to Present (N Discussion Items to raise Name: Bernice Lee & Ran Mo Position: Lower & Upper Year AMS Representative Reporting Period: 10 January 2011 – 20 January 2011 Items to Report st Upcoming AMS Elections | All ballots will be cast online from this year forward. Voting takes place 1 & nd 2 February. Executive Team Candidates th -Presidential Debate on January 26 , 7pm – Lower Celildh, JDUC th -VP Operations Debate on January 25 , 7pm – Common Ground th -VP University Affairs Debate on January 24 , 7pm – West Campus Morgan Campbell, Ashley Eagan and Kieran Slobodin (Team CES) Sacha Gudmundsson, Daniel Szczepanek and Lara Therrien Boulos (Team SDL) Undergraduate Student Trustee Candidates th -Debate on January 27 , 7pm – Lower Celildh, JDUC Lauren Long, Andrew Witzke, Jesse Waslowski, Patrick Allin, Stephen Pariser Would you like to be included in ‘statements by members?’ N Motions to Present N Discussion Items to raise Appendices Appendix 1 – Society Composition 1.4.3 As at January 30th, 2010, the Businesses are: Oil Thigh Designs Appendix 2 January 30, 2011 Memorandum of Understanding between the Queen’s Commerce Society and Creo Solutions Purpose: This Memorandum of Understanding (MOU) establishes a partnership agreement between the Queen’s Commerce Society (ComSoc) and Creo Solutions (Creo). Creo is a not-for- profit, student-run consulting organization that was founded in 2004 by Queen's Commerce students. Scope: The following agreement represents the set of terms under which Creo will be ratified by ComSoc, and by which Creo's inclusion in ComSoc will be governed. The terms of this MOU have been agreed upon by both ComSoc and Creo. All existing Commerce Society policies as at January 30th, 2011 stand unless specified in this MOU. Statement of General Terms and Conditions 1. Duration of MOU a. Creo shall become a member of the Business portfolio within the Commerce Society for a duration of three (3) years, beginning on January 30th, 2011. b. This MOU must be renewed and/or renegotiated each year by January 30th. If a new MOU, or amendments to this MOU, cannot be agreed upon by January 30th, the prior year’s agreement stands. c. Modifications to this MOU must be agreed upon by both parties. Any changes shall be required to be placed in writing, with signatures from the ComSoc President, ComSoc Business Manager, and Creo Director accompanying the changes; otherwise the changes shall be considered to be void. d. On January 30th, 2014, the termination date of this MOU, this contract may be dissolved or renegotiated by both parties. e. This MOU is dissolvable at any time with the consent of the ComSoc Business Manager, Creo Directors, and President. A notice of termination shall be written and signed by all three parties in order to end the terms of this agreement. 2. Hiring a. Due to the flexible and client-facing nature of Creo’s business, it may be necessary to conduct ‘quick hires’. b. The Quick Hire process is an accelerated hiring program that allows Creo the ability to choose to hire any individual in the Queen's Commerce program subject to the following conditions: i. The individual fills out a standard Creo application ii. The individual is interviewed by the Creo Director(s). The Business Manager, HRO, or ComSoc President must be present at this interview. The interview will be conducted in full accordance with ComSoc Hiring Policy. iii. The Business Manager must be notified seventy-two (72) hours before Creo starts its quick hire process. c. Due to the continuous nature of Creo's operations, the importance of building hands-on consulting experience for members, and year-to-year growth, any student that Creo hires may remain a part of the committee for the remainder of their undergraduate tenure without the need to re-apply to the committee. d. At any time, Creo's team may consist of MBA students. However, the number of MBA students on the team may not exceed 20% of the overall team size. 3. Financing a. Creo shall be granted the right to use an external bank account to manage their funds. b. Any profits realized from Creo's operations shall remain internal to the business. c. Creo must be audited every year by the Commerce Society Auditing team. This process will be controlled by the Advisory Board, and is subject to all existing ComSoc policies on audit requirements.. d. Creo's financial situation will be presented to Assembly at the AGM e. The Business Manager, President or Chief Financial Officer may request to see Creo’s bank statement at anytime. This request must be satisfied with three (3) days. 4. Oversight a. The Business Manager, who reports to the President, will oversee Creo’s operations. b. If required by Creo they will sign a non-disclosure agreement ____________________________________ _____________________________________ Katie Shotbolt Ben Richards President, Commerce Society Business Manager, Commerce Society firstname.lastname@example.org Ben.Richards@business.queensu.ca ________________________________ _____________________________________ Nick Milinkovich Dina Ali Director, Creo Solutions Director, Creo Solutions email@example.com firstname.lastname@example.org Appendix 3 2.1.2 There are three distinct streams through which an organization can become a newly ratified member under the Queen’s Commerce Society portfolio. NAME OF INTERNAL COMMITTEE EXTERNAL COMMITTEE EXECUTIVE PURVIEW STREAM (as defined by subsection (as defined by subsection COMMITTEE (as defined 6.03.01 of the 6.03.02 of the by subsection 6.03.03 of Constitution) Constitution) the Constitution) General Based out of Goodes or Based out of Goodes Hall Based out of Goodes Hall Characteristics started by Commerce or started by Commerce or started by Commerce students. students. students. Participants are primarily Has the ability to the Participants are primarily Queen’s Commerce meet the requirements of Queen’s Commerce students. Section 3 of the students. Operations Policy (Policy Fulfills a unique niche for on External Committees) Fulfills a unique niche for the Queen’s Commerce with a sufficient market the Queen’s Commerce student body that has yet for sustainability. student body that has yet to be recognized by to be recognized by another organization. another organization. Funding Sponsorship, self- Sponsorship and self- Sponsorship, self- generated revenue, and generated revenue generated revenue, and Society funding if including, but not limited Society funding if necessary. to delegate fees. necessary. The Society shall not provide funding. Relationship if The Society will provide The Society will provide The Society will provide ratified insurance and liability insurance and liability insurance and liability support for all ratified support for all ratified support for all ratified events events events ComSoc will provide all ComSoc will provide all ComSoc will provide all benefits offered to benefits offered to benefits offered to ratified members ratified members ratified members Will function under the Will function under the Will function under the purview of the VP purview of the VP purview of the President Internal External Will be subject to Society Will be subject to Society Will be subject to Society Constitution and Policies Constitution and Policies Constitution and Policies Appendix 4 – To Come soon Appendix 5 – CSR Job Descriptions Society Composition Policy 184.108.40.206 The Community Activities Commission The Community Activities Commission strives to increase the awareness and participation of Commerce students in all aspects of philanthropic and/or community-related activities. It seeks to offer students opportunities to get involved in the Kingston community and beyond. The Community Activities Commission encompasses all philanthropic and community-related committees. The Community Activities Commissioner will be a voting member of the Outreach Fund Committee. The Commissioner will also sit on and participate in the Queen's Centre for Responsible Leadership's Student Advisory Committee. 220.127.116.11 The Outreach Commissioner The Outreach Commissioner is responsible for all Society-wide philanthropic campaigns. Outreach activities are designed to be events that mobilize Commerce students towards accomplishing Outreach initiatives that serve to better our local and global community. It seeks to offer students opportunities to get involved on a one-off basis. The Outreach Commissioner will be a voting member of the Outreach Fund Committee. The Commissioner will also sit on and participate in the Queen's Centre for Responsible Leadership's Student Advisory Committee.
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