Minutes of the GSG Meeting, 14 August 2002

SUMMARY OF THE MINUTES

1. Call to order
2. Approval of previous minutes
3. Officer Reports
   • Parliamentary Secretary's report
   • Treasurer's report
   • Social Chair's report
   • Chair's report
4. Old business
   • Housing construction status
   • First chance dance
5. New business
   • T-shirts
   • Vacating and filling empty assembly seats
   • Moon festival
   • New science library
6. Scheduling of next meetings
7. Adjournment

MINUTES OF THE GSG MEETING, 14 August 2002

Attendance

Representatives Present: ACM Cynthia Rudin; AOS Anita Adhitya; CHE Eric Adelizzi; EAS Brigitta Lee; MAE Brendan McAndrew; MAT Lior Silberman; MUS Emily Snow; OPR Patrick Gerland; ORFE Mike Ludkovski; SOC Donnell Butler

Delegates Present: GCHC Lior Silberman; Butler Huiyan Yang; ACSS Fei Sun

Councillors Present: CPUC Donnell Butler (SOC); CPUC Lior Silberman (MAT); CPUC, Exec Lauren Hale (WWS)

Others Present: Weining Man (PHY); Garrett Mitchener (ACM)

Officers Absent: Social Chair Kerry Bystrom; Press Sec'y Meredith Safran

Representatives Absent: ANT Riaz Tejani; ARC Zach Ridley; CEE Sinéad Mac Namara; CLA Meredith Safran; ECO Tanjim Hossain; EEB Sarah Smith; ELE Bill Jordan; ENG Kerry Bystrom; FIT Juliet O'Brien; HIS Joseph November; MOL Jessica Bessler; NES David Brenner; POL Jason Casellas; PHY Tamar Friedmann; PPL Ethan Schartman; PSY Cara Talaska; REL Josh Dubler; WWS Tony Fiori

Delegates Absent: BGC Ade Artis; Women's Centre Heather White; Lawrence Radhika Wijetunge

The following representative seats were vacant: ART, AST, CHM, COM, COS, GEO, GER, HOS, PHI, SLA, SPO

The following delegate seats were vacant: CIGS, Hibben-Maggie, Millstone, Off-Campus.

1. CALL TO ORDER

   • The meeting was called to order at 6:10pm by Scott Miller, Chair.

2. APPROVAL OF PREVIOUS MINUTES

   • Brendan McAndrew made a motion to approve the minutes of the July meeting and was seconded by Lior Silberman. The motion passed with no opposition. [Thank you to Jim Vere, Acting Recording Secretary at the July meeting].

3. OFFICER REPORTS

   3.1 Parliamentary Secretary's Report -- Lior Silberman

   • Mr. Silberman reported that a few people had left the Assembly, namely: Robert Osada (COS), Seth Abelson (COM), Ishita Pande (HOS) and Matt Moore (MIL) have resigned from their seats. Also, Molecular Biology recently held elections for a new representative.

   3.2 Treasurer's Report -- Donnell Butler

   • Donnell Butler reported that the current balance was approximately $7456. This amount was subject to change, as he had yet to confirm the ice-cream social costs with Kerry Bystrom.
   • Mr. Butler reported that he had received a funding request from the University Christian Fellowship for a picnic on September 15. Approximately 30 people were expected, of whom it was estimated 15-20 might be newcomers. The funding request was for $100. Mr. Butler noted that, in the past, the University Christian Fellowship had received $75. Garrett Mitchener, who had made the funding request on behalf of his organisation, informed the Assembly that the beginning of the year picnic was a welcome picnic for first years. Whilst all are welcome, the University Christian Fellowship was hoping that first years in particular would attend.
   • Brigitta Lee asked if the amount requested, as opposed to received, had been $75 or $100 in previous years.
   • Mr. Silberman noted that the GSG was not currently short of money. Mr. Butler recalled that funding of approximately $3 per person was usually considered a reasonable amount. The funding request of $100 was therefore a reasonable request.
   • A motion was made to fund the University Christian Fellowship picnic by $100. The motion passed with no opposition. Mr. Butler said that he would email Mr. Mitchener regarding the matter. Eric Adelizzi noted that advertising for the picnic should acknowledge that the event was co-sponsored by the GSG.

   3.3 Social Chair's Report -- Scott Miller, for Kerry Bystrom

   • As Ms. Bystrom was away, Mr. Miller presented the Social Chair's report. He informed the Assembly that a barbeque had not taken place, due to logistical problems. However, the GSG had held an ice-cream social. Although the number of graduate students attending the event was unknown, the amount of ice-cream served -- 11-12 gallons -- suggested that the event was a success.
   • Mr. Miller announced that the GSG was interested in holding a greater variety of social events, to help cater to all graduate students. He solicited ideas for other events, asking those with suggestions to email Ms. Bystrom (kbystrom@ ).

   3.4 Chair's Report -- Scott Miller

   • Mr. Miller informed the Assembly that he had been asked to speak at the welcome orientation for first year graduate students on 10 September. He had also been asked to speak at a memorial service on September 11.
   • The floor was opened to questions. Lauren Hale asked if any graduate students or their relatives had lost their lives in the event. Mr. Silberman thought that no current graduate students had. Ms. Hale inquired about graduates of the Graduate School. No knowledge on this was forthcoming.
   • Mr. Miller announced that the GSG Officers would be meeting with Dean Russel, new Dean of the Graduate School, the next day. He suggested that the meeting would likely involve discussion of the concerns of the GSG and Dean Russel's priorities as Dean of the Graduate School.
   • Mr. Miller informed the Assembly that the GSG had written to the new Director of Health Services, Danny Silverman, to welcome him and to inform him of the existence of the GSG. He noted that Dr. Silverman had expressed interest in working with students on campus. Mr. Miller suggested that the GSG may potentially invite Mr. Silverman to a meeting in the Fall.
   • On a similar note, Mr. Miller was pleased to inform the Assembly that Dean Russel had accepted an invitation extended by the GSG to attend the October GSG meeting.
   • In a slight digression, Huiyan Yang informed the Assembly that the barbeque that Butler was planning to hold in August would not be held. Instead, it had been decided that the money would be spent on a ping pong table and foosball table, to be located in the Butler common room. Ms. Yang thanked the GSG for their willingness to co-sponsor the previously planned barbeque.

4. OLD BUSINESS

   4.1 Housing Construction Status

   • Mr. Miller informed the Assembly that the Site Plan Review Advisory Board (SPRAB) had deemed the new Lawrence construction application complete. Mr. Miller contrasted this to their decision in the Spring, when they deemed it incomplete. The plans would go before SPRAB tonight. This was an open meeting, but not open for public comment. It is hoped that the proposal will go before the Planning Board at their September meeting; this would be a time for public comment.
   • Mr. Miller informed the Assembly that an environmental assessment by Prof. David Wilcove has deemed the proposal environmentally sound.
   • The Assembly was also informed that the movement of the Springdale golf clubhouse to near the Lawrence apartments was a separate application to that of the proposed new Lawrence construction. These two issues would be distinct from each other at the Planning Board stage.
   • Mr. McAndrew asked if the university was still planning on maintaining their original schedule. Mr. Miller stated that some administrators were optimistic and others pessimistic as to whether they could do so. Mr. Silberman stated that might be possible construct the first two apartment blocks by Fall 2003, as planned, provided that the plans are approved at the September meeting of the Planning Board and contractors start work immediately. Mr. Adelizzi noted that at least one administrator had described this as a 'best case' scenario. Mr. Silberman observed that such a timeline would require all to go well.
   • Mr. Adelizzi informed the Assembly that, in response to various graduate student concerns, the GSG Officers had requested a copy of Prof. Wilcove's assessment. Ms. Hale inquired into the university's choice of Prof. Wilcove to conduct the assessment. Mr. Adelizzi said that his understanding was that Prof. Wilcove had previously studied the region. Anita Adhitya stated that her understanding was that Prof. Wilcove had once lived at Lawrence apartments as a graduate student. She recalled hearing that he had taken an interest in the birds in the area at the time.
   • Mr. Mitchener asked if the Planning Board was a Burrough or Township affair. Mr. Silberman replied that it was a joint matter.
   • Mr. Silberman added that the GSG Officers would be willing to attend the Planning Board meeting. Ms. Hale asked if this would be advantageous. Mr. Miller did not know, but noted that several people within the university had tried to get a feel for whether or not graduate students supported the construction of new housing. He stated that the GSG Officers had tried to stay up-to-date with what has been happening regarding the construction.
   • Mr. Silberman raised the issue of the long-term housing situation. He informed the Assembly that there was a possibility that graduate students would be able to live in Lockhart again the year after this year. Mr. Adelizzi later noted that Lockhart would have to be given up the year after next for sprinkler installations, in order to comply with state regulations.
   • Mr. Silberman also informed the Assembly that serious plumbing work might need to take place in Lawrence. There are problems with drain or sewage pipes running through Lawrence high-rise units 2 and 3. The pipe might need replacing. This could involve shutting down a large part of the building.

   4.2 First Chance Dance

   • Mr. Miller announced that Ms. Bystrom had reserved the Carl A. Fields Centre for Friday 27 September for the First Chance Dance. This date had been chosen to hold the dance as early as possible without clashing with other holidays.
   • As someone had suggested making the dance a formal, Mr. Miller solicited feedback from the Assembly regarding this idea. Ms. Hale and Ms. Lee suggested that this would discourage more people from attending than encourage them to attend. This might be especially true for first years. There was no dissent from the rest of the Assembly from this sentiment.
   • Mr. Miller stated that Ms. Bystrom was seeking volunteers to help with the event. Also, ideas are welcome. Please email kbystrom@ if interested.
   • The question of funds allotment for the event arose. Unfortunately, Mr. Butler had had to leave the meeting early and Ms. Bystrom was away. The rest of the Assembly made an attempt at this discussion without said Treasurer and Social Chair.
   • Ms. Hale suggested allowing $1200 for the event. Upon Mr. Silberman's suggestion that this amount was likely to be too low, Ms. Hale stated that she had been in contact with Ms. Bystrom and knew that Ms. Bystrom had met with Dean Montero to talk about funding for the event.
   • Mr. Silberman asked if a license was needed to serve alcohol. Mr. Miller and Mr. Adelizzi informed him that this was not necessary if we were giving the alcohol away as opposed to selling it.
   • Ms. Hale stated that the DJ for the event would probably cost about $300. Another major expense was having a the event proctored.
   • Trusting Ms. Hale's vouching of the amount, Mr. Silberman made a motion to budget $1200 for the First Chance Dance with the right to amend this amount if it was found to be necessary. Mr. Adelizzi pointed out that there would be another meeting before the dance. He also seconded the motion. The motion passed with no opposition. Mr. Silberman suggested appending the dance budget to the minutes.

5. NEW BUSINESS

   5.1 T-shirts etc.

   • Mr. Adelizzi stated that the GSG likes to welcome first year students and let them know that the GSG exists. In the past, first year students have been given GSG pencils and key chain bottle openers to help achieve this goal. This year, T-shirts were proposed. These could be given out either at registration or at the First Chance Dance.
   • Ms. Hale informed the Assembly that she still had many GSG pencils and about 500 bottle openers left over from previous years. She asked how much the cheapest shirts would be.
   • Ms. Silberman stated that the Graduate College House Committee pays about $4/shirt for an order of about 375 shirts. Mr. Adelizzi stated that the APGA pays about $2.75/shirt for an order of 1000-2000 shirts. The APGA shirt designs are relatively simple/plain and this may contribute to the cheaper cost.
   • Mike Ludkovski asked how much keychains would cost. Ms. Hale stated that they were about 20c apiece. Mr. Ludkovski expressed the sentiment that he was not so keen on T-shirts, stating that he had many already.
   • Mr. Adelizzi suggested that the advantage of T-shirts was that other people, not just the user, would see the shirts and that this was good publicity. He contrasted this to the bottle openers.
   • Ms. Yang suggested that more smaller sizes were needed. Mr. Silberman noted that the GCHC ordered an increasing number of smaller shirts each year, but that they always ran out. However, the number may be converging on the appropriate amount.
   • In a burst of Assembly creativity, a GSG mug, post-it notes or mouse pad were suggested by Mr. Ludkovski, Ms. Hale and Patrick Gerland respectively.
   • Mr. Miller suggested that the issue was less urgent if a large number of bottle openers still existed from the past. This would allow time to investigate these other options further.
   • Mr. Adelizzi called for any artistically inspired volunteers to help with designs. Ms. Man proposed a design contest, suggesting that people would not wear the shirts if the design was not 'cool' or the style disliked. Ms. Man noted that the GC shirts, the design of which is the most popular design of a contest, were successful and worn.
   • Mr. Miller summarised the discussion: the other options suggested would be investigated; if nothing else is arranged, the bottle openers would be distributed to first years.

   5.2 Vacating and Filling Empty Assembly Seats

   • Mr. Adelizzi recalled that at the last meeting, the issue of vacating seats had been raised. This was proposed because a number of people hadn't attended a meeting for a while. Mr. Adelizzi reported that, on July 6, he had written to those representatives who had not attended a meeting since March; before March, attendance had been taken but not kept. There were 12 such representatives and delegates. 3 indicated a desire to remain as representatives, 3 resigned their seats, and 1 stated that he had resigned his seat previously but it was not noted by the previous Executive Committee. One sent a proxy to the July meeting, indicating indirectly an interest in retaining the seat. Two had not responded, but had been determined by Mr. Silberman ineligible to hold office: Hibben-Magie Delegate Nate Gleason (who recently moved out of Hibben-Magie) and Off-Campus Delegate Upma Sharma (who had moved on campus the previous year but never resigned her seat). That left 2 seats to vacate: Joseph November (History, served since November 4, 2000) and David Brenner (Near Eastern Studies, served since September 29, 2000). Mr. Adelizzi recommended vacating the seats, so that new representatives might be solicited in September. Mr. Adelizzi stated that it was the Constitutional duty of the Executive Committee to take action to fill vacant seats and that the Executive Committee wished to solicit new representatives as soon as the Academic Year began.
   • Mr. McAndrew asked how new representatives would be solicited. Mr. Adelizzi stated that the GSG would write to the Directors of Graduate Studies of all representative-less departments, encouraging them to hold elections either on their own or through the GSG.
   • Ms. Lee asked if the seats had to be vacated now, suggesting that perhaps the representatives who had not replied were away for the summer. Ms. Rudin asked if these people would be warned. Ms. Hale pointed out that the representatives could run for election again if they wished to.
   • Ms. Man stated that everyone department has a seat, and that there were also some special interest seats. She noted that the number of voters in this year's GSG Officer Election was higher than usual and suggested that it was because a number of constituents who would not normally have voted did so this year because she was running. Ms. Man expressed a view that diversity was valuable and that graduate students should share their cultural resources. Ms. Man was also in favour of having the international voice heard. Ms. Man stated that the special interest seat relevant to international students had been empty for at least a year, and expressed an interest in holding the seat. She stated that she had worked for the International Centre for the past two years and has plans for events that could be held.
   • Ms. Adhitya stated that the GSG was indeed interested in catering to international students and were indeed interested in hosting a greater variety of events. Ms. Adhitya recalled the invitation issued earlier this meeting for those with suggestions for events to contact Social Chair Kerry Bystrom.
   • Mr. Silberman suggested that the seat Ms. Man was referring to was the Council for International Graduate Students (CIGS) seat and suggested she contact the CIGS. He noted that Radhika Wijetunge had previously held the seat but had resigned when she became a departmental representative. Mr. Silberman and Ms. Adhitya stated that the Assembly could not assign this seat to Ms. Man; she would have to contact the CIGS.
   • Mr. Adelizzi stated that the GSG were aware that there were many international student concerns that needed to be addressed. These include the language exam and fairness of this exam, and visa issues. He recalled that, at the previous GSG meeting, it had been decided that a standing committee for international student concerns had been formed, and invited Ms. Man to join this committee. Ms. Man, Mr. Silberman, and Ms. Adhitya expressed interest in joining the committee.
   • Fei Sun stated that the ACSS president was graduating and that he had been elected as president the previous week. He wished to replace his predecessor as ACSS delegate. As Mr. Sun had been elected by his constituency, this posed no concerns. Mr. Adelizzi said that he would email Mr. Sun with relevant information.
   • Mr. Ludkovski noted that some Housing delegate seats were vacant, and asked if they would be filled. Mr. Adelizzi noted that Hibben-Magie, Millstone, and Off-Campus Housing had no governing body to elect delegates, and contrasted this with the Lawrence, Butler, and GC House Committees who elected delegates under their auspices from their respective constituencies. Thus, delegates from those places were not elected by their constituents, nor could they be said to represent anyone democratically. Further, they could not easily bring information back to their constituents; this was particularly the case for the Off-Campus delegate.
   • Mr. Ludkovski questioned whether the seats could be abolished. Mr. Adelizzi said that they could be abolished, by the process of By-law amendment.
   • Ms. Adhitya recalled from a previous meeting that there had been some discussion of concerns specific to Hibben-Magie. She recalled that Jessica Bessler had stated that there was no Hibben-Magie committee.
   • Mr. Silberman stated that the seats could be cancelled by a vote in the Assembly.
   • Ms. Yang noted that if a representative missed 3 successive meetings, the position was considered inactive. She asked if the seat could be cancelled in that case. Mr. Adelizzi informed the Assembly that, for a seat to be removed, the GSG by-laws must be amended. This would require 1 month's notice and a vote of 2/3 of Active and Inactive Seats. Mr. Adelizzi clarified that the inactive status meant that the seat did not count for quorum. Mr. Silberman noted that departmental seats cannot be eliminated.
   • Mr. Yang asked how a seat may change from being inactive to active. Mr. Adelizzi replied that the representative/delegate must attend a meeting.
   • Mr. Miller, returning to the original subject of conversation of vacating seats, made a motion to vacate the 2 seats in question. Upon questioning, he clarified that the motion was to vacate those seats now as opposed to in September.
   • Mr. Adelizzi offered to write once more to the representatives in question and allow them some more time to reply.
   • Mr. Miller's motion was amended to vacating the 2 seats as of August 31 unless the 2 representatives in question wrote back. Mr. Adelizzi will write to the representatives. The motion passed with none opposed.
   • A motion was made to amend the bylaws regarding the Hibben-Magie, Millstone and off-campus seats.
   • Ms. Hale suggested tabling the issue.
   • Ms. Lee questioned the value of having an off-campus housing representative, noting that the reason for the other housing seats was to address problems between students and Housing. Mr. Miller noted that there were issues such as parking that off-campus students may face.
   • The question of whether or not to abolish Hibben-Magie, Millstone and off-campus seats was tabled.

   5.3 Moon Festival

   • Mr. Sun informed the Assembly that this year's mid-moon festival would be in late September. He stated that the ACSS would be organising celebrations. Mr. Sun informed the Assembly that this year's events would be different to previous years in that they would mostly be directed at introducing Chinese culture to people of other nationalities. There would be a cultural show including a Lion dance, Chinese acrobats, Chinese classical musicians, moon cakes, and pictures. Mr. Sun expressed interest in GSG co-sponsorship of the event.
   • Mr. Silberman informed Mr. Sun that a concrete request needed to be made. He suggested that Mr. Sun prepare a budget and contact the GSG once that had been done.
   • Mr. Sun stated that the event would take place about 27 September. However, the event would be timed to avoid coinciding with the First Chance Dance. Mr. Adelizzi noted that there was an Assembly meeting on 18 September.
   • Mr. Miller informed Mr. Sun of the online co-sponsorship request form.

   5.4 New Science Library

   • Mr. Adelizzi informed the Assembly that a new Science library was to be built outside Fine Hall. The library would house resources for chemistry, biology, geoscience and psychology. It would be connected to the maths and physics library underground.
   • Mr. Adelizzi expressed his disappointment in the new Engineering library. He noted that it was smaller than the old Engineering library, requiring more books to be annexed. Mr. Adelizzi also noted that although the new library catered well to undergraduates, it was less successful in catering to researchers. Mr. Adelizzi stated that the GSG had no intention of interfering with the undergraduates, but that the GSG did want to ensure that facilities for researchers were adequate. Mr. Adelizzi informed the Assembly that the GSG had written a letter asking if it was desired that graduate student input be solicited.
   • Mr. Mitchener asked when the construction would take place. Mr. Miller informed the Assembly that the university was still in the process of meeting with the architects.

6. SCHEDULING OF NEXT MEETINGS
   • The next few meetings of the GSG are scheduled for 6pm, Frist 309, on the following Wednesdays:
     • 18 September (not September 11)
     • 9 October
     • 13 November

7. ADJOURNMENT
   • The meeting was adjourned at 7:20pm, clocking in extraordinarily close to Mr. Miller's time estimate -- which had been variously described with such terms as optimistic, pessimistic and realistic -- of 71 minutes.
   
   Respectfully submitted,

   Anita Adhitya
   Recording Secretary