Each year, the Douglas Students' Union holds an Annual General Meeting to provide updates from the Board of Directors, vote on updates to the bylaws and receive the annual report and audited financial statements.

ASL Interpretation Available.

There will be pizza & refreshments provided.

  • Agenda
  • Minutes of the 2018 Annual General Meeting
  • Bylaws Amendments for Consideration

Agenda

Adoption of minutes

The minutes of the 2018 Annual General Meeting will be presented for adoption.

consideration of bylaw amendments

The meeting will consider bylaw amendments presented by the Board of Directors.

presentation of the annual report

The Board of Directors will present a summary of the activities of the Students’ Union between September 2017 and August 2018.

presentation of audited statements

Erik Allas from the auditing firm Tompkins Wozny LLP will present the audited financial statements and auditor’s report for the 2018 fiscal year.

appointment of auditor

Members will appoint the auditor for the 2019 fiscal year.

question and Answer

The Board of Directors will answer questions from members.

 

DSU Annual General Meeting Agenda - Jan 23 2019
5.1   Proposal to expand campus representation by amending Bylaw VI and VII

Whereas the Students’ Union Board has undertaken work to improve its internal structures, modernize its bylaws and expand student representation within its governance systems;

Whereas currently, the bylaws of the Students’ Union require that only one of thirteen Directors is drawn from the Coquitlam campus;

Whereas the Coquitlam campus contains approximately one third of Students’ Union members/Douglas students;

Whereas current Directors at Large are required to represent and service students on both campuses, irrespective of which campus they attend;

Whereas the current model for Directors at Large leaves a smaller number of elected students with more work than can reasonably done by students with a full course load;

Whereas this proposal will enable more students to be involved with no more funds dedicated to director remuneration as are currently spent on that function;

Whereas the terming a position as a representative of people with disabilities has been deemed disempowering by virtue of identifying people by their lack of ability, rather than their purpose; therefore

Be it resolved that Bylaw VI, Article 1 amended to read as follows:

“1.        COMPOSITION OF THE BOARD OF DIRECTORS

  1. Executive Officers comprised of the following:
  2. Director of External Relations
  3. Director of Finance

iii.    Director of Campus Life

  1. Director of College Relations
  2. Director of Membership Development
  3. Six (6) Campus Representatives comprised of the following:
  4. Two (2) Coquitlam Campus Representatives
  5. Four (4) New Westminster Campus Representatives

C     Constituency Representatives comprised of the following:

  1. Women Students’ Representative

ii      Pride Representative

iii.    Indigenous Students’ Representative

  1. Accessibility Representative”

Be it further resolved that Bylaw VI, Article 4, clause b) be amended to read as follows:

“b.        Campus Representatives are required to work ten (10) hours per week or twenty (20) hours per two weeks. Campus Representatives shall receive an honorarium of $326.40 every two weeks.”

Be it further resolved that Bylaw VII, Article 4, clause j) be amended to read as follows:

“j.          Director of Membership Development

Only those members taking a minimum of one (1) course per semester at the Coquitlam Campus shall be eligible to seek election for this position.”

Be it further resolved that Bylaw VII, Article 4, clause k) be amended to read as follows:

“k.         Campus Representatives

All members of the Students’ Union that fulfill eligibility requirement Bylaw 7, Section 4. a), b), c), d), and e) may run for these positions provided that they are taking at least one (1) course per semester at the campus they seek to represent.”

Be it further resolved that all references to Students’ with Disabilities Representative in the Bylaws be amended to read Accessibility Representative.

5.2   Proposal to re-define Board member job descriptions by amending Bylaw IX

Whereas the creation of portfolios for Directors at Large makes those positions more accountable to their electors by prescribing specific duties to their positions, and ensure there is a balance of different work done by Directors at Large each year;

Whereas the duties of the Director of Membership Development will aid in making the Students’ Union more responsive to its members by having an Executive position focused membership relations, outreach and feedback;

Whereas the removal of membership development functions from the Director of College Relations will help that position focus on increased student representation within Douglas College structures; therefore

Be it further resolved that Bylaw IX, Article 4 be amended to read as follows:

“4.        DIRECTOR OF COLLEGE RELATIONS

The Director of College Relations shall:

  1. be responsible for keeping the Board of Directors informed of issues arising within the College which pertain to the activities of the Students’ Union or the well-being of students;
  2. coordinate Union representation on all College committees;
  3. ensure that the Students’ Union’s positions are articulated to the College’s Education Council, Board of Governors, senior management group, and appropriate sub-committees thereof;
  4. assist in supporting the Students’ Union’s ombudsperson service, and ensure that student appeal committee positions are appropriately filled at all times;
  5. ensure that the Board of Directors is appropriately informed of academic governance and post-secondary education governance issues occurring provincially, nationally and globally that could affect the education delivered at Douglas College; and
  6. shall perform other duties as assigned by the Board of Directors.”

Be it further resolved that Bylaw IX, Article 5 be amended to read as follows:

  1. DIRECTOR OF MEMBERSHIP DEVELOPMENT

The Director of Membership Development shall:

  1. assist with the implementation and operation of membership awareness initiatives of the Students’ Union;
  2. assist with the preparation for annual general meetings, special general meetings and other membership participation elements of the Students’ Union;
  3. assist with the preparation of Students’ Union membership publications;
  4. assist with the regular review of the Students’ Union bylaws and policies;
  5. jointly with the Director of Campus Life, oversee the recruitment, coordination and recognition of Students’ Union volunteers;
  6. assist Constituency Representative members of the Board of Directors with advocacy work related to their respective portfolios;
  7. promote federation services at the Local;
  8. perform other duties as assigned by the Board of Directors; and
  9. Work mainly out of the Coquitlam campus.”

Be it further resolved that Bylaw IX, Article 6 be amended to read as follows:

  1. CAMPUS REPRESENTATIVES
  2. All Campus Representatives shall:
  3. assist the Executive directors in fulfilling their duties,
  4. assist with the implementation of campaigns, events, and membership awareness initiatives;

iii.    regularly promote the work of the Students’ Union to members across all programs and campuses by resourcing information tables and participating in membership outreach work during new student orientation, campus-wide events, and Students’ Union events;

  1. assist with volunteer training;
  2. complete the functions assigned to their respective Campus Representative portfolio per Bylaw X; and
  3. perform other duties as assigned by the Board of Directors.
5.3   Proposal to create Campus Representative portfolios

Whereas the creation of portfolios for Directors at Large makes those positions more accountable to their electors by prescribing specific duties to their positions, and ensure there is a balance of different work done by Directors at Large each year;

Whereas the portfolio appointment process enables a more collaborative and flexible Board in which elected members can more easily work on what interests them and those issues that correspond to their desire to make change on campus; therefore

Be it resolved that Bylaw X be amended to add:

  1. CAMPUS REPRESENTATIVES

Coquitlam Campus Representatives and New Westminster Campus Representative respectively shall be appointed to fulfill the portfolios outlined herein. Only those representing each respective campus may fulfil a portfolio associated with that particular campus.

  1. Coquitlam Campus Representative – Campus Life

The Coquitlam Campus Representative – Campus Life shall:

–      sit as a member of the Campus Life Working Group;

–      work primarily out of the Coquitlam office; and

–      jointly with the Director of Campus Life, implement the directives of the Campus Life Working Group and Board of Directors for the Coquitlam campus by assisting with event and initiatives of the Working Group and other such Students’ Union events.

  1. Coquitlam Campus Representative – Campaigns

The Coquitlam Campus Representative – Campaigns shall:

–      sit as a member of the Campaigns Working Group;

–      work mainly out of the Coquitlam office; and

–      jointly with the Director of External Relations, implement the directives of the Campaigns Working Group and Board of Directors for the Coquitlam campus by assisting with campaigns and initiatives of the Working Group and other such Students’ Union campaigns.

  1. New Westminster Campus Representative – Campus Life

The New Westminster Campus Representative – Campus Life shall:

–      sit as a member of the Campus Life Working Group;

–      work primarily out of the New Westminster office; and

–      jointly with the Director of Campus Life, implement the directives of the Campus Life Working Group and Board of Directors for the New Westminster campus by assisting with event and initiatives of the Working Group and other such Students’ Union events.

  1. New Westminster Campus Representative – Campaigns

The New Westminster Campus Representative – Campaigns shall:

–      sit as a member of the Campaigns Working Group;

–      work mainly out of the Coquitlam office; and

–      jointly with the Director of External Relations, implement the directives of the Campaigns Working Group and Board of Directors for the New Westminster campus by assisting with campaigns and initiatives of the Working Group and other such Students’ Union campaigns.

  1. New Westminster Campus Representative – Budget and Operations

The New Westminster Campus Representative – Budget and Operations shall:

–      sit as a member of the Budget and Operations Committee; and

–      jointly with the with the Director of Finance, implement the directives of the committee and assist with membership development activities.

  1. New Westminster Campus Representative – Organizational Development

The New Westminster Campus Representative – Organizational Development shall:

–      sit as a member of the Organizational Committee; and

–      jointly with the with the Director of College Relations and Director of Membership Development, implement the directives of the committee and assist with membership development activities.

5.4   Proposal to Amend Bylaw

Whereas the Douglas Student’s Union was expelled from the Canadian Federation of Students in June 2018;

Whereas Douglas Students’ Union members no longer send delegates to the Canadian Federation of Students’ general meetings; therefore

Be it resolved that Bylaw I, Article 4 be amended to read as follows:

“4.        Federation’ shall mean the British Columbia Federation of Students”

Be it further resolved that Bylaw V be amended to read as follows:

“BYLAW V – FEDERATION GENERAL MEETINGS

The Students’ Union will have a maximum of six (6) delegates at all Federation General Meetings.”