Board:2017-2018

Board Meetings

Board:2017-05-14

2017-05-14

2017-05-28

Documents

Constitution

Policies

Bylaws

This was the first year of the existence of the Board of Governors. A lot was done, including the switching of bylaws and policies, reviewing large budget groups, and figuring out in general where the board fits within the EUS,

Membership

Position	Name
Chair	Pentcho Tchomakov
Administrator	Vivian Campbell
Administrator	Alex Scheffel
Administrator	Katharine Callahan
Administrator	Thomas Hillyer
Administrator	Sandro Papais
Administrator	Tristan Renondin
Alumnus	Bryan Gingras
Administrator	Gareth Price
Speaker	Joey Decunha
President	Jessica McAvoy
Senator	Richard (Tre) Mansdoerfer
VP Finance	Alec Thomlison

Meetings

#	Type	Item	Description	Decision

Test

Date	Content
2017-05-14	Selection of Chair Person, Selection of Communication Tool, Replacement of Tre Mansdoerfer, Rules of BoG, Goals of the Summer, How to make people know about the BoG, Relationship between BoG and Execs, BoG Implementaion and Related Documents for Isabella, EUS Declaration, SSF Bylaws
2017-05-28	Execs - BoG - GA, Discussion with Execs, Tasklist & Wishlist, Formal summer timeline for completion of deliverables, Board Internal Policy, Services as committees, Budget Review Procedures, Policy Structure (Organization vs. Structural Policies), Stipend for Bylaws workshop, Summer preliminary budget, OAP Lite budget + Future OAP Budget, PBRC/Council, Handbook Blurb, Saad’s potential conflict of interest
2017-06-10	Debriefing on Maître Corriveau’s presentation, Finance Bylaws, Budget Review Policy, EWB Fee - Perpetual, Policies Rework, BoG Budget, Bylaws & Student Societies workshop, Budget Presentation date
2017-07-01	New board member: Tre, BoG Budget, Review goals for the summer & tasklist, MOA Negotiation team, OAP Situation, Budget Review Policy (vote), Guardianship Policy, IT Committee Policy, Electoral Bylaws
2017-07-08	OAP Budget, OAP Budget, Frosh Budget, EWB, SSF, DT fees, Guardianship Policy, IT Committee Policy, Finance Bylaws, SSF Bylaws, DTF Bylaws, CF Bylaws, BoG Policy addition
2017-07-22	Budget Presentation, Confidential Session, Adoption of EUS Committees, Adoption of Bylaws, Policy list Adoption
2017-07-29	Short discussion on our meetings, Discussion about EUSF & EFC Bylaws, Clubs & Design Teams Bylaws, Club Fund Bylaws, Design Team Fund Bylaws, Student Space Fund Bylaws, Elections Bylaws
2017-08-10	Adoption of EUS Committees, Amendment to the BoG Budget, Ratification of the MoA Team, Student Space Fund Bylaws, Official Adoption of our Bylaws, Official Adoption of our Policies, BoG Policy addition, Roadmap for outdated Policies, Roadmap for September - October, Roadmap for the rest of the Fall Semester, Updates on New VP External, EUSF & EFC Bylaws Adoption
2017-09-10	Roadmap for the semester, SSF Long Term Application Cash Counter, SSF Long Term Application Locker Repairs, SSF Long Term Application Ice Machine Repairs, Adoption of the Electoral Bylaws, Organize BoG for Referendum & GA
2017-09-24	Council/BoG/Execs Reporting, SSF Bylaws/Policy, Other Policies regarding the BoG, Fall Budget, Budget Year to Date, Endowment Fund Year to Date, Selection Bylaws / Recruitment Policy, General Assembly (dealing with derailing conversation on referenda), General Assembly, Alumni Selection, Updates on Dianne's Party, Referendum Questions
2017-10-05	Welcome to the Board, Adoption of Electoral Calendar, Board 101, Group Photo
2017-11-11	McGill Space Group Capital Request, G-Store Capital Request, Frostbite Capital Request, CopiEUS Capital Request, Ratification of Amendments made to Bylaws during the GA, EUS Budget Update, Difference between clubs and committees. (7 min), Departmental Trips Fund Policy Adoption, Financial Status of the EUS, Template of MoA with External Engineering Groups, CFES Congress 2019 status, EUS New Initiatives Fund, General Assembly Debriefing, Short Term Projects:, Photos for Execs/Board of Governors
2017-12-02	McGill Bid for: CFES Sustainability Conference, Ratification of Amendments made to Bylaws during the GA, Discussion: Template of MoA with External Engineering Groups, Notice: EUS Budget Update: Rent, Discussion: Drinking Events Subsidy Policy, Discussion: EUS Insurance Usage Framework/Criteria, Discussion: Meeting Frequency, Discussion: EUS Financial Vulnerabilities, Discussion: Team Drive, Discussion: Removing Inactive Board Members
2018-01-28	Capital Fund: McGill Formula Electric, Congress Delegation Report, Congress Activity Agreement, Capital Request McGill Formula Electric, Winter Budget Review, E-Week 2018, Ski Trip, Dianne's Party Final Budget, Email strategy / Team Drive, Speaker
2018-02-11	Adoption of the EUS Winter 2018 Budget, Amendment to the EUS 2017-18 Electoral Calendar, Discussion re: Board Members at Large Elections, Discussion re: Exec Discretionary, Discussion re: Division of responsibilities between Council and BoG, Discussion re: Pizza Deal, Confidential Session, EUS Board of Governors Approval of MoA
2018-02-25	Capital SSF Request: Formula Electric, Capital Request Formula Electric, Capital Request Office Improvement Phase 1, Capital Request Publication Digitization, Capital Request Small Safe, Clubs Fund, Exec Retreat, Grad Comm, Motion Re: Extension of Blacklisting Investigation Period, Council “Review” on BoG and comments, OAP Trademarking, BoG Elections Format, External Groups MoU
2018-03-11	Elections, Constitution, Accessibility of EUS Documents, External Groups MoU
2018-03-25	Capital SSF Request: Space Team, Capital SSF Request: OAP Credit Card Payment, Motion re: Mental Health Committee Budget Amendment, Motion Re: Cashflow Allowance for Congress 2019, Motion re: Creation of the Constitutional Re-Imagination Committee, Motion re: Changes to Finance Director Policy, Discussion: NDA/Fraud form, Discussion: New BoG Roadmap 18-19, Discussion re: EUS Equity, Feedback/Introspection
2018-04-08	SSF Capital Request for Copi-EUS Cutter - Kareem, SSF Capital Request for Puncher Warranty Extension - Kareem, SSF Capital Request: ChESS, SSF Capital Request: OAP Credit Card Reader, Capital SSF Request: Office Improvement Phase 2, Discussion: Addition of Space Improvement Committee to BoG
2018-04-28	SSF Capital Request for Puncher Warranty Extension - Kareem, Capital SSF Request: Office Improvement Phase 2, Motion: Maxence CREIQ endorsement

Motions

Date	#	Type	Motions	Notes	Decision	Decision
2017-05-14	9a	Motion	Selection of Chair Person	Pentcho Tchomakov is elected as Chairman of the Board of Governors, 2017-2018	Passed	Passed
	9b	Discussion	Selection of Communication Tool	Slack, board email, discussion on internal policy	N/A	N/A
	9c	Discussion	Replacement of Tre Mansdoerfer	Tre Mansdoerfer was elected as EUS Senator, at this time the Board believed members must be Canadian citizens (later proven to be untrue, he therefore remained)	N/A	N/A
	9d	Discussion	Rules of BoG	Discussion on nature of BoG, ultimately agree to meet every two weeks and that BoG ultimately has priority over all other responsibilities.	N/A	N/A
	9e	Discussion	Goals of the Summer	Breakdown of governance documents that need to be changed, who's taking the lead on which bylaws, Constitution reform and translation.	N/A	N/A
	9f	Discussion	How to make people know about the BoG	BoG hosts a student forum, include information on General Assembly. Facebook posts, pipeline, website, and handbook used to introduce the board.	N/A	N/A
	9g	Discussion	Relationship between BoG and Execs	Discuss which part has power over whom in which respect, board can mandate execs but over the summer the execs hold power of council and can impeach board members. Agree to hold joint meeting between execs and board to discuss.	N/A	N/A
	9h	Discussion	BoG Implementaion and Related Documents for Isabella	Very little is recorded, our bookkeeper Isabella needs documentation on the BoG to declare to the Quebec government	N/A	N/A
	9i	Discussion	EUS Declaration	Annual declaration needs to be made, Diane normally did it. Patent letter needs to be updated as well. Will be done online	N/A	N/A
	9j	Discussion	SSF Bylaws	No discussion was had....	N/A	N/A
2017-05-28	9a	Discussion	Execs - BoG - GA	Discussion on the nature of mandating executives, what is fair, etc.	N/A	N/A
	9b	Discussion	Discussion with Execs	Breakdown of responsibilities: Execs to handle all things operational, BoG legal, fees, and financial. Streamlining council.	N/A	N/A
	9c	Discussion	Tasklist & Wishlist	Nothing recorded	N/A	N/A
	9d	Discussion	Formal summer timeline for completion of deliverables	Nothing recorded	N/A	N/A
	9e	Discussion	Board Internal Policy	Nothing recorded	N/A	N/A
	9f	Discussion	Services as committees	Change definition of services to Commercial Services, alter how they access funds, change in constitution.	N/A	N/A
	9g	Discussion	Budget Review Procedures	Migration from Council approval of budgets to a Budget Review Committee, to oversight from the Board of Governors	N/A	N/A
	9h	Discussion	Policy Structure (Organization vs. Structural Policies)	Tabled	N/A	N/A
	9i	Discussion	Stipend for Bylaws workshop	Between $50 - $100 for 5 hours, nothing else recorded	N/A	N/A
	9j	Discussion	Summer preliminary budget	Nothing recorded	N/A	N/A
	9k	Discussion	OAP Lite budget + Future OAP Budget	Requires presentation every month of OAP budget leading up to the event	N/A	N/A
	9l	Discussion	PBRC/Council	PBRC tabled, as they are no longer needed with the Board of Governors	N/A	N/A
	9m	Discussion	Handbook Blurb	Pentcho to write paragraph, group photo needed	N/A	N/A
	9n	Discussion	Saad’s potential conflict of interest	Nothing recorded	N/A	N/A
2017-06-10	9a	Discussion	Debriefing on Maître Corriveau’s presentation	Voted in favour of allowing non-citizens/ PR members to sit on the board. All bylaws need to be updated by the Board of Governors and approved by a GA Letters patent requires means for BoG to be impeached by EUS members Update number of administrators in the Letters Patent || style="background-color:Silver"|N/A || N/A
	9b	Discussion	Finance Bylaws	Went through new version line by line, no draft is available in the folder nor other minutes available	N/A	N/A
	9c	Discussion	Budget Review Policy	Little discussion	N/A	N/A
	9d	Discussion	EWB Fee - Perpetual	Jessica is working on changing the fee from perpetual to renewed, EWB has been notified	N/A	N/A
	9e	Discussion	Policies Rework	Request invidiual committees to work on their policies with the new template, to be covered later as they're not active during the summer	N/A	N/A
	9f	Discussion	BoG Budget	Pentcho to make spreadsheet to be filled in with food & advert for GA, budget review, etc.	N/A	N/A
	9g	Discussion	Bylaws & Student Societies workshop	Pentcho to send doodle at the end of the week	N/A	N/A
	9h	Discussion	Budget Presentation date	Budgets are due on the 28th, BoG will review them all tentatively on July 9th	N/A	N/A
2017-07-01	9a	Discussion	New board member: Tre	Tre now actually sits on the board (previously in question due to citizenship, no longer a fixed requirement)	N/A	N/A
	9b	Discussion	BoG Budget	Make sure the new Budget review process is fair and checked upon, tabled until next meeting	N/A	N/A
	9c	Discussion	Review goals for the summer & tasklist	Financial Bylaw, Guardianship, and SSF Bylaws all completed	N/A	N/A
	9d	Discussion	MOA Negotiation team	Discuss the makeup of the MoA team, whether it should be EUS / BoG, or adhoc committee.	N/A	N/A
	9e	Discussion	OAP Situation	Meeting with Deputy Provost regarding the new location at Lower West Field	N/A	N/A
	9f	Motion	Budget Review Policy (vote)	No discussion	Passed	Passed
	9g	Motion	Guardianship Policy	No discussion	Tabled	Tabled
	9h	Motion	IT Committee Policy	No discussion	Tabled	Tabled
	9i	Discussion	Electoral Bylaws	Discussion on new format of bylaws, when to pick a CRO and how to hold them accountable	N/A	N/A
2017-07-08	8a	Presentation	OAP Budget	Budget more volatile this year due to unexpected costs in the new location, new tent to cover the missing tunnel	N/A	N/A
	9a	Discussion	OAP Budget	No dicussion, covered in presentation	N/A	N/A
	9b	Discussion	Frosh Budget	4 days instead of 5, old budget template, frosh t-shirts are more expensive because of sustainable ink, Saad's company VISION Media is getting paid for Eng Frosh, conflict of interest that will be followed up on	N/A	N/A
	9c	Discussion	EWB, SSF, DT fees	EWB is perpetual and needs to be revoted on, SSF is going to expire soon, DT potentially increase from $3->$6 to better support our design teams, and the base fee may increase in the winter to adjust for COLA and taxation	N/A	N/A
	9d	Motion	Guardianship Policy	No discussion	Passed	Passed
	9e	Motion	IT Committee Policy	No discussion	Passed	Passed
	9f	Motion	Finance Bylaws	Once passed, will go to legal for review	Passed	Passed
	9g	Motion	SSF Bylaws	No minutes taken	Unknown	Unknown
	9h	Motion	DTF Bylaws	No minutes taken	Unknown	Unknown
	9i	Motion	CF Bylaws	No minutes taken	Unknown	Unknown
	9j	Discussion	BoG Policy addition	Weekly working session. No minutes taken.	Unknown	Unknown
2017-07-22	8a	Presentation	Budget Presentation	Went over the entirety of the EUS budget for the Summer	Passed	Passed
	9a	N/A	Confidential Session	Confidential, of course.	N/A	N/A
	9b	Motion	Adoption of EUS Committees	Incomplete, tabled	Tabled	Tabled
	9c	Motion	Adoption of Bylaws	Bylaws not ready, tabled	Tabled	Tabled
	9d	Motion	Policy list Adoption	Policies have been teased out, but not complete, tabled	Tabled	Tabled
2017-07-29	9a	Discussion	Short discussion on our meetings	Everyone needs to read bylaws before discussion, agenda shall be ready five days in advance.	N/A	N/A
	9b	Discussion	Discussion about EUSF & EFC Bylaws	EUSF needed to be changed to include the new department of Bioengineering, same with EFC.	N/A	N/A
	9c	Motion	Clubs & Design Teams Bylaws	Clubs and Design Teams are split into two different articles now to highlight their differences, small changes are made throughout,	No Quorum	No Quorum
	9d	Motion	Club Fund Bylaws	Clubs fund administration needs to be approved by the board annually, discussion on whether it should be policy or bylaw, what power the board has here.	No Quorum	No Quorum
	9e	Motion	Design Team Fund Bylaws	Discussed small changes about numbering, purpose of superseding clause, whether or not it should be opt outable, etc.	No Quorum	No Quorum
	9f	Motion	Student Space Fund Bylaws	Minor rework such that the BoG can approve any expense, but the Student Space Fund Committee is prohibited from approving anything over $3500	No Quorum	No Quorum
	9g	Motion	Elections Bylaws	Senator election has been moved into the EUS (which needs to be done annually), demerit system created, merged redundant election / referenda content, 3rd parties can receive demerits as well	No Quorum	No Quorum
2017-08-10	9a	Motion	Adoption of EUS Committees	Lists chairs / cochairs of the various committees in the EUS for the following academic year.	Passed	Passed
	9b	Motion	Amendment to the BoG Budget	Alter the BoG budget to include remuneration for the speaker and the minute taker, increased to a total of $2012	Passed	Passed
	9c	Motion	Ratification of the MoA Team	Selection of three members to represent the EUS and the Board of Governors for the upcoming MoA negotation with McGill University. Kareem Halabi Pentcho Tchomakov Malcolm McClintock || style="background-color:LightGreen"|Passed || Passed
	9d	Motion	Student Space Fund Bylaws	No longer requires full time employee to endorse purchases, no longer requires two meetings to be voted on, requires GA ratification, split into major Bylaw and more malleable Accounts Policy, requires GA for ratification: ultimately tabled as a result	Tabled	Tabled
	9e	Motion	Official Adoption of our Bylaws	Adoption of Financial, Clubs & Design Teams, Clubs Fund, and Design Teams Fund Bylaws SSMU Senator elections aren't set in stone, and the nature of a candidate's committee needs work, so electoral bylaws are tabled, the rest carried || style="background-color:LightSalmon"|Passed in part || Passed in part
	9f	Motion	Official Adoption of our Policies	Created a full list of approved policies divided by Internal, Committee, and Service, as well as repealed old policies that are not ready.	Passed	Passed
	9g	Motion	BoG Policy addition	No policy linked in the folder. Discussion on whether or not the chair can have multiple terms. Now called BoG Internal Policy.	Passed	Passed
	9h	Discussion	Roadmap for outdated Policies	Decided that the repealed policies should be looked at by the third council meeting, some discussion on what council should ultimately do now.	N/A	N/A
	9i	Discussion	Roadmap for September - October	Discussion on GA in the fall, selection of x4 BoG Members at Large, selecting a second alumni member	N/A	N/A
	9j	Discussion	Roadmap for the rest of the Fall Semester	General Fee': The fee was at $22/full time student / semester: two questions to be posed, one for a $5 raise, another for 2% to cover inflation (tot $33k per year), deadline is September 1st SSF Renewal: Needs to be voted on this term, else it will be cut off Design Team Fee Increase: Talk about whether that and the general fee increase at the same time is prudent, come to the consensus that it's OK so long as design teams do their legwork. || style="background-color:Silver"|N/A || N/A
	9k	Discussion	Updates on New VP External	No one is selected yet, two weeks for promotion and applications. Interviews on August 17-18	N/A	N/A
	9l	Motion	EUSF & EFC Bylaws Adoption	Bioengineering is added to all instances of departmental lists	Passed	Passed
2017-09-10	9a	Discussion	Roadmap for the semester	Added additional meeting for the month, plans for advertising BoG member selection / GA / referendum, establishing goals for the rest of the semester, deciding who will take the charge on SSF bylaws / endowment fund policy / selection bylaws /constitution / EWB Fee, and EUS Conference.	N/A	N/A
	9bi	Motion	SSF Long Term Application Cash Counter || Replace the current cash counter (which is quite sensitive to failure), total cost of $845. Ran temporarily under office expense as SSF Bylaws had not yet been passed, but no objection to its passing under SSF in the future || style="background-color:LightGreen"|Passed || Passed
	9bii	Motion	SSF Long Term Application Locker Repairs || Repair over 50 lockers that the EUS was previously unable to rent out due to damage ($3800 + 10% tot cost). Straw poll tentatively approved the expense, pending SSF Bylaw approval || style="background-color:LightGreen"|Passed || Passed
	9biii	Motion	SSF Long Term Application Ice Machine Repairs || Previous repairs to the sink and ice machine were not up to code, causing mold, total repair of $1000. Tentatively approved by straw poll pending SSF Bylaws || style="background-color:LightGreen"|Passed || Passed
	9c	Motion	Adoption of the Electoral Bylaws	There were some gaps previously in which candidates were not up to the same expectations as committees, some discussion blooms on dirty electoral tactics.	Passed	Passed
	9d	Discussion	Organize BoG for Referendum & GA	Various action items set for board members to advertise for GA through pipeline, posters, etc	N/A	N/A
2017-09-24	9a	Discussion	Council/BoG/Execs Reporting	Execs feel as though the BoG is operating without proper transparency, decide to enforce reports more thoroughly	N/A	N/A
	9b	Motion	SSF Bylaws/Policy	Shuffled some small changes around, ultimately approve both documents	Passed	Passed
	9c	Discussion	Other Policies regarding the BoG	Discussion on approving Conflict of Interest Policy, BoG Policy, Endowment Fund Policy, and PBRC Policy ultimately table until new board members are selected	N/A	N/A
	9d	Discussion	Fall Budget	Agree to make the budget meeting separate from standard BoG meeting, divided up tasks for preparation such as having previous budgets available, scheduling Facebook event,, deadlines, etc.	N/A	N/A
	9e	Discussion	Budget Year to Date	Discussion on budget for incoming semester, money required from OAP, revisit the cut to MERTW funding (decide not to revisit, later failed to be added to the agenda)	N/A	N/A
	9f	Discussion	Endowment Fund Year to Date	Nothing to update on	N/A	N/A
	9g	Discussion	Selection Bylaws / Recruitment Policy	Selection Committee left as is, agree to have EUS Council form a group to reform the Recruitment Policy	N/A	N/A
	9h	Discussion	General Assembly (dealing with derailing conversation on referenda)	Scheduling when motions need to be passed by council, when referendum needs to occur, etc.	N/A	N/A
	9i	Discussion	General Assembly	8 Bylaws need to be passed by General Assembly, each equipped with a small presentation. Divided up who would work logistics for voting, who will be speaker, publicity, location, etc.	N/A	N/A
	9j	Discussion	Alumni Selection	Organized a meeting for a smaller selection committee to vote on a new alumni member for the board	N/A	N/A
	9k	Discussion	Updates on Dianne's Party	Party scheduled for October 14th, EUS set aside $5k, Jessica (organizer) was absent so not much else was said	N/A	N/A
	9l	Discussion	Referendum Questions	Formation of yes committee for EUS General Fee & Design Team Fee increase	N/A	N/A
2017-10-05	9a	Discussion	Welcome to the Board	Welcoming newly selected board members	N/A	N/A
	9b	Motion	Adoption of Electoral Calendar	CRO Camille Warner outlines voting schedule, boting booth, general Winter 2018 schedule. Revisit Council's confusion on the state of available capital for Design Team fee increase, the amount of the General Fee increase, rather than overturn Council's decision to defer the General Fee increase they repropose it better equipped with numbers	Passed	Passed
	9c	Discussion	Board 101	Cover communication access to board drive / slack, how finances generally work, how/when to contact the lawyer, roadmap for the rest of the year	N/A	N/A
	9d	Discussion	Group Photo	Not everyone present, tabled	Tabled	Tabled
2017-11-11	9ai	Motion	McGill Space Group Capital Request	Requested workbench, a "Clean Room" glow hood, two chairs and a stool, cabinets and drawers, and two screens with arm mounts. Total $6509.80. Computers to be acquired through EMF. Approved with the provision they seek funding from the SSMU and apply SSF Logo Stickers	Passed	Passed
	9aii1	Motion	G-Store Capital Request	Purchase of a new open air fridge to protect sandwiches, total $2,799	Passed	Passed
	9aii2	Motion	Frostbite Capital Request	Additional payment method added, needs android tablet, case, and square card reader. Also applied to get their gate repaired and a new stable storage shelf. Total $458.93	Passed	Passed
	9aii3	Motion	CopiEUS Capital Request	Applied for funding McGill to paint the interior of CopiEUS, $1700 tot	Passed	Passed
	9b	Discussion	Ratification of Amendments made to Bylaws during the GA	No discussion is had	Tabled	Tabled
	9c	Motion	EUS Budget Update	General fee referendum passed, return to budget created with fee increase (where substantial cuts to committees are no longer present, Clubs & Design Teams have funding etc.). Discuss the nature of EngGames continued deficit, increased BoG budget to include GA expenses	Passed	Passed
	9d	Discussion	Difference between clubs and committees. (7 min)	Create committee led by Alec and Jess to discern the difference between clubs and committee volunteer rewards/perks (food, swag subsidy, etc.)	N/A	N/A
	9e	Motion	Departmental Trips Fund Policy Adoption	Groups must produce a 1 page report of the trip, funds director becomes more involved, agree that all funds need scrutiny, ultimately kept as is	Tabled	Tabled
	9f	Discussion	Financial Status of the EUS	Review of the difference between EUS chequings, savings, and endowment accounts	N/A	N/A
	9g	Discussion	Template of MoA with External Engineering Groups	Potential addition of 1% accounting fee for external engineering groups	N/A	N/A
	9h	Discussion	CFES Congress 2019 status	Just an update that Pentcho was selected as co-chair, and that it will be a large event on the horizon for EUS / McGill	N/A	N/A
	9i	Discussion	EUS New Initiatives Fund	General discussion on the need for an entrepreneurship fund, creation of a committee to be led by pentcho to develop the infrastructure	N/A	N/A
	9j	Discussion	General Assembly Debriefing	Summary of gameplan for GA; food after motions before exit reports, will be recorded, maintaining quorum, backup plan for online voting	N/A	N/A
	9k	Discussion	Short Term Projects:	EUS Constitution revision, EUS Financial Policy (in addition to bylaws), 5 year plan (EUS 2020 part 2),OAP Branding and Trademark, BoG Internal Policy revisions, creating a standard MoU with external engineering groups, academic funds, and creation of the new initiatives fund	N/A	N/A
	9l	Discussion	Photos for Execs/Board of Governors	Creation of a doodle for the BoG team photo	N/A	N/A
2017-12-02	9a	Motion	McGill Bid for: CFES Sustainability Conference	CFES is promoting a new sustainability conference to be held in March 2019. Seeing as McGill is hosting Congress in 2019, members straw polled against bidding for the sustainability conference. Agreed to look into partnering for a bid with another school	Failed	Failed
	9b	Motion	Ratification of Amendments made to Bylaws during the GA	Procedural approval of Clubs & DT Bylaws, Electoral & Referendum Bylaws before they go to General Assembly	Passed	Passed
	9c	Discussion	Discussion: Template of MoA with External Engineering Groups	There's a basic template created for MoA/MoUs with external engineering groups, agreed to take it on a case by case basis. Large discussion on whether or not it's fair to charge accounting fees to these groups, some of which identify as charities	N/A	N/A
	9d	Notice of Motion	Notice: EUS Budget Update: Rent	EUS rent has been increasing at an alarming rate, the MoA negotiation team is working towards reducing it	N/A	N/A
	9e	Discussion	Discussion: Drinking Events Subsidy Policy	Discussion on the contentious policy; purpose to promote safe consumption of alcohol, providing non-alcoholic tickets. Who does it apply to, do our constituents want this? Survey was created to discern just that. Waiting on results	N/A	N/A
	9f	Discussion	Discussion: EUS Insurance Usage Framework/Criteria	Our insurance is confusing: POWE tried to use it, but it was confusing. It would be worthwhile to create a guide, Pentcho and Sandro agree to look into it	N/A	N/A
	9g	Discussion	Discussion: Meeting Frequency	BoG meetings have been running long, some believe matters require more consistent attention. Voted to change meetings to occur every three weeks instead of four. People need to arrive on time, that also extends meeting times	N/A	N/A
	9h	Discussion	Discussion: EUS Financial Vulnerabilities	Design teams need to make expenses before they receive sponsorship, how can we protect the EUS from such a financial vulnerability? Talks with the lawyer yielded little, can we penalize them? Outright stop them from going in the red?	N/A	N/A
	9i	Discussion	Discussion: Team Drive	Current email system for board members ineffective, agree to research alternatives	N/A	N/A
	9j	Discussion	Discussion: Removing Inactive Board Members	Alumni member Ray was absent a number of times with little notice, discussion of what the procedure is for holding board members accountable, impeachment process. Agree to give the benefit of the doubt	N/A	N/A
2018-01-28	8a	Presentation	Capital Fund: McGill Formula Electric	Even after Formula Electric x McGill Racing Team merged, they do not have enough storage space. Purchase workbenches, shelf, ledges, and table for a total of $1289.97	N/A	N/A
	8b	Presentation	Congress Delegation Report	The McGill delegation to CFES Congress 2018 report on the different streams, the pros the cons, and the major takeaways they brought home to McGill.	N/A	N/A
	9a	Motion	Congress Activity Agreement	An agreement between McGill and CFES outlining responsibilities of presentations, schedule release, finances, etc.	Passed	Passed
	9b	Motion	Capital Request McGill Formula Electric	Consensus there weren't enough details or evidence of alternative options researched to pass in its current form	Tabled	Tabled
	9c	Discussion	Winter Budget Review	Agree on budget review meeting to take place on Feb 6th at 6PM, logistics for space and food outlined.	N/A	N/A
	9d	Discussion	E-Week 2018	Overview of the event, 650 participants, some budget fluctuations but nothing concrete to report	N/A	N/A
	9e	Discussion	Ski Trip	Ski Trip had lower than average turnout, presenting a deficit. Going to apply to SSMU Funding, try to make budget presentable by the budget review meeting.	N/A	N/A
	9f	Discussion	Dianne's Party Final Budget	Slightly under the expected $5k allocated, gift flights to london had not been purchased yet	N/A	N/A
	9g	Discussion	Email strategy / Team Drive	Everyone has their own email account now, board@mcgilleus.ca was converted into a listserv, president and finance were not previously on there	N/A	N/A
	9h	Discussion	Speaker	Discussion on whether or not it's redundant to have both a Chair and a Speaker on the BoG. Ultimately decide that having an unbiased person is necessary.	N/A	N/A
2018-02-11	9a	Motion	Adoption of the EUS Winter 2018 Budget	It was revealed that the CFES Congress 2019 needs confirmation of EUS support before getting additional sponsors, summarily approve $15k allocation to make down payment on a hotel	Passed	Passed
	9b	Motion	Amendment to the EUS 2017-18 Electoral Calendar	Discussion on where BoG election should take place in the electoral calendar, take place after the executive elections	Passed	Passed
	9c	Discussion	Discussion re: Board Members at Large Elections	Council needs to approve the continuation of the BoG, need to facilitate review session as a result. Collaborate on creation of presentation and how it'd work in council.	N/A	N/A
	9d	Discussion	Discussion re: Exec Discretionary	Budget review meeting unearthed some strife on what execs can and cannot do with discretionary, whether it should be capped, etc. Mostly agree that there should not be explicit guidelines or cap for discretionary spending. Will be revisited after execs meet to discuss	N/A	N/A
	9e	Discussion	Discussion re: Division of responsibilities between Council and BoG	Revisiting the sentiment that the board has absorbed a lot of responsibilities. What's the purpose of council now? Is the board overreaching?	N/A	N/A
	9f	Discussion	Discussion re: Pizza Deal	Pizza Deal with Dominos on Rachel for $8/pizza for the General Assembly. Pondering the implementation of a society wide pizza deal with dominos, not enough information to go forward. Briefly mention the sticker deal that was negotiated by VP Comms	N/A	N/A
	9g	N/A	Confidential Session	Confidential, of course.	N/A	N/A
	9h	Discussion	EUS Board of Governors Approval of MoA	Review of the new MoA, which lists new spaces under the EUS, reduces cost of square footage, endorse the negotiation team to sign the MoA.	N/A	N/A
2018-02-25	8a	Presentation	Capital SSF Request: Formula Electric	Second presentation regarding the purchase of a table for assembly in MEDN, clarification regarding tabletop material, which now includes Electrostatic Discharge (ESD)	N/A	N/A
	9ai	Motion	Capital Request Formula Electric	See above presentation, allocation of $1131.87 for a new table for construction in MEDN	Passed	Passed
	9aii	Motion	Capital Request Office Improvement Phase 1	Complete overview of the "phase 1" of office improvements, primarily consisting of desks, chairs, and drawers for the main part of the office, as well as painting for the president's office. Initially included other tertiary purchases such as finance desk, presidents desk, loveseat and chair, but those have been struck from this phase. NOTE: The presentation has been edited since this presentation and is no longer reflective of what was proposed to the board during this meeting.	Passed in part	Passed in part
	9aiii	Motion	Capital Request Publication Digitization	A large number of records (over 29k estimated documents) from the EUS pre 2008 have been taking up space in the storage room and EUS office, this is to outsource the digitization to another company for a total cost of $3907.50.	Passed	Passed
	9aiv	Motion	Capital Request Small Safe	The "small safe" in the finance office lost the ability to reprogram its code, and therefore is a liability. A new safe is proposed for purchase, around $456 total	Passed	Passed
	9bi	Motion	Clubs Fund	The Clubs Fund was already allocated, and NOBE did not apply for enough to remain budget neutral, this proposal allocates an additional $215 from the EUS operating budget to cover the deficit.	Passed	Passed
	9bii	Motion	Exec Retreat	The previous years' executive retreat was at an executive's house, drastically reducing the price. The estimated amount therefore was not accurate. This adds an additional $300 to the executive retreat budget to cover lodging.	Passed	Passed
	9biii	Motion	Grad Comm	McGill unexpectedly charged Grad Comm over $714 for cleaning fees after Iron Ring ceremonies, after some confusion it is tabled until later when a representative can speak on it, and then it is ultimately tabled for the meeting. Discussion on why it was a surprise, who should actually cover it (EUS or MESC), will this be incurred in the future etc.	Tabled	Tabled
	9c	Motion	Motion Re: Extension of Blacklisting Investigation Period	Upgrade the probationary period in the blacklisting policy from three weeks to four weeks, since historically it has been a problem fitting the deliberation in such a short span of time	Passed	Passed
	9d	Discussion	Council “Review” on BoG and comments	Derailed conversation on how feedback should be run, what previous minutes there were when this review period was imagined, etc.	Tabled	Tabled
	9e	Discussion	OAP Trademarking	This is in reaction to the University Alumni branch of McGill using OAP in Toronto among others without consultation. Trademark takes 12 months to process, continuing as normal	N/A	N/A
	9f	Discussion	BoG Elections Format	How to promote the open BoG positions, talking about best viable voting method, hold off until next meeting.	N/A	N/A
	9g	Discussion	External Groups MoU	MoU doesn't cover the fact that PPO runs Rowdy Day Blues Pubs, agree not to include BP, no further discussion	N/A	N/A
2018-03-11	9a	Discussion	Elections	Planning for the promotion of BoG election period, divvy up tasks	N/A	N/A
	9b	Discussion	Constitution	There's a large number of edits to the constitution, attempt to tackle them as best as possible. Any modifications regarding Board's power need to be run by council, some drastically alter committee status, agree to whittle it down to the most important changes and table the rest for a larger constitution reimagination	N/A	N/A
	9c	Discussion	Accessibility of EUS Documents	Documents not largely accessible to the public, maybe it's a communication problem, Vivian and Malcolm to meet to discuss an official wiki integration of governing documents	N/A	N/A
	9d	Discussion	External Groups MoU	A halfhearted checkin, when are MoUs due, divide up different MoUs to board members who will take responsiblity as primary negotiator.	N/A	N/A
2018-03-25	9a	Motion	Capital SSF Request: Space Team	Nobody was present to present, tabled	Tabled	Tabled
	9b	Motion	Capital SSF Request: OAP Credit Card Payment	Similar to the Frostbite card setup, OAP is looking to have a tablet equipped with square payment to accept cards. Discussion on cost of usage, what kind of tablet is best in the long run, tabled until more options are considered	Tabled	Tabled
	9c	Motion	Motion re: Mental Health Committee Budget Amendment	Amending the Mental Health budget to add an additional $200 to cover a one time free Spinergie Spin Class for ~40 participants	Passed	Passed
	9d	Motion	Motion Re: Cashflow Allowance for Congress 2019	Sponsorship money has not arrived yet, they are proposing the EUS offer a cash flow advance of $30,000	Passed	Passed
	9e	Motion	Motion re: Creation of the Constitutional Re-Imagination Committee	Vivian created a gameplan for the Constitutional Reimagination Committee, a group that would dedicate itself to essentially rewrite the EUS Constitution. Discussion on membership makeup, the need for deadlines, expenses to meet with the lawyer, and more.	Passed	Passed
	9f	Motion	Motion re: Changes to Finance Director Policy	Discussion on adding a stipend to the Finance Director, who sits on the selection committee, whether or not the amount provided is reflective of the work done. Ultimately tabled (maybe out of boredom or to break the cyclical conversation?)	Tabled	Tabled
	9g	Discussion	Discussion: NDA/Fraud form	Many people did not read the NDA in advance of, the current template is a copy of SSMU's, tabled until next meeting	Tabled	Tabled
	9h	Discussion	Discussion: New BoG Roadmap 18-19	Struck so members could prepare for Plumber's Ball	N/A	N/A
	9i	Discussion	Discussion re: EUS Equity	Struck so members could prepare for Plumber's Ball	N/A	N/A
	9j	Discussion	Feedback/Introspection	Struck so members could prepare for Plumber's Ball	N/A	N/A
2018-04-08	9a	Motion	SSF Capital Request for Copi-EUS Cutter - Kareem	Purchase of a new electronic/mechanical cutter for CopiEUS, $4583 before contingency total requested.	Passed via Online Vote	Passed via Online Vote
	9b	Motion	SSF Capital Request for Puncher Warranty Extension - Kareem	A hole-puncher purchased by CopiEUS within the last year is eligible for a warranty, requested $1643 for 5 year coverage for parts, transportation, and labor of repairs.	Tabled	Tabled
	9c	Motion	SSF Capital Request: ChESS	Request for the purchase of 12 chairs for the design room in Wong, coat hooks and a projector screen installation, fans, and a water cooler. Water cooler struck for various reasons, the rest approved at a total pretax $3740	Tabled	Tabled
	9d	Motion	SSF Capital Request: OAP Credit Card Reader	4 options presented for tablet / cardreader combinations, ultimately agree on two tablets and square payments with cases at lower cost threshold.	Passed	Passed
	9e	Motion	Capital SSF Request: Office Improvement Phase 2	Coverage for the varia postponed from the previous office improvement discussion. This includes president's, finance's, & administrator's desk, an Air Conditioner, a new coffee table, and under the desk drawers for executives.	Tabled	Tabled
	9f	Discussion	Discussion: Addition of Space Improvement Committee to BoG	Informally approved the creation of an ad-hoc committee to oversee EUS Space Improvement, who shall report to the Board.	N/A	N/A
2018-04-28	9a	Motion	SSF Capital Request for Puncher Warranty Extension - Kareem	Revisit previous capital allocation for the CopiEUS puncher warranty; ~$300/annually for 5 years (paid in lump sum). Some question of necessity, as it does not cover negligence or misuse, ultimately carried.	Passed	Passed
	9b	Motion	Capital SSF Request: Office Improvement Phase 2	Revisit office improvement, again; discussion on whether the pourous concrete table needs sealant, privacy covers for the president's desk, and legs for the couch. Total requested amount, $7117.	Passed	Passed
	9c	Motion	Motion: Maxence CREIQ endorsement	Maxence Frenette wants to run for CREIQ VP Internal, which requires EngSoc endorsement. Approved with little discussion, because we all love and believe in Max.	Passed	Passed