CHAIRPERSON OF THE EXECUTIVE BOARD WORK BLOG

[steveleenow]

In January 2009, I became Chairperson of the Executive Board. The bylaws state the following regarding the role:

"Chairperson of the Executive Board" shall mean that member of the Executive Board who has been appointed Chairperson by a Resolution of the board or, if Council has exercised its prerogative as stipulated in these Bylaws, who has been appointed by a Two-thirds (2/3) Resolution of Council;

Duties defined by the Bylaws...

Article 3.3. The Chairperson of the Executive Board, or such other individual as chosen by a Resolution of Council, shall preside as chair for all General Meetings of the Society. Notwithstanding this clause, the membership may appoint a chair from among the Members present, by an Ordinary Resolution.

Article 10.2. Subject at all times to the Constitution, Bylaws and Regulations, and the powers of Council, the Executive Board shall: ... x. appoint by Resolution one of its members to be the Chairperson of the Executive Board, however Council may overrule this decision at any time by a Two-thirds (2/3) Resolution;

And the regulations state this...

Article 8. Chairperson of the Executive Board
1. In addition to the powers and duties of her elected office, and those stipulated in the Bylaws, the Chairperson of the Executive Board shall:

i. co-ordinate, in general, the activities of the Executive and the Society as a whole;

ii. be the spokesperson of the Society on general issues, and fulfill the role of liaison or spokesperson on specific issues if the appropriate other Executive Board member is unavailable;

iii. work, on average, an additional five (5) hours per week above and beyond those hours worked in the performance of her primary portfolio;

iv. write letters on behalf of Council;

v. after a general meeting or referendum, cause to be filed with the Registrar of Companies the documents as required by the Society Act, and any other documents;

vi. ensure that bodies and individuals report back to Council on actions Council has directed them to take;

vii. inform Council members if they are not in compliance with their requirement to serve on a minimum of one (1) committee;

viii. submit copies to Council of any correspondence or other documents delivered to her which are addressed to Council;

ix. provide a written report regarding the ongoing activities related to her portfolio and the Executive Board in general to every regular meeting of Council;

x. ensure that the Policy Analyst or other staff member designated by the General Manager prepares the provisional agenda for Council, and ensures that all accompanying documents, minutes, reports etc. are in order; and

xi. have such other powers and duties as are assigned by Council or the Executive Board from time to time.

I'm the fourth executive member to hold the Chairperson role during the current 2008-09 term, after the Executive choose to adopt a rotating schedule during the summer of 2008. Nathan Griffiths, Trevor Loke, Derek Robertson and Ashley Fehr all held the position prior to my assuming the role.

Since becoming Chairperson, I have (Among other things)...

- worked to ensure all elected officials have submitted their hours;
- worked to increase the number of reports submitted to council meetings; and
- continued to oversee the work being done on our breach of fiduciary duty lawsuit against former staff and elected officials of the Society.

Saturday, February 7, 2009: (~ 10:30 - 11:00am; ~ 4:30pm - 6:00pm; 10:00pm - 1:30am --- approximately 5 1/2 hours) > I checked my e-mail and in particular, I sent a reminder to Council about submitting reports and agenda items for this Thursday's meeting to me so that I can include them in the agenda. Later in the afternoon, I had received a number of reports and I started compiling the agenda.

[steveleenow]

Sunday, February 8, 2009 (7pm - 8:30pm @ Home - 1 1/2 hours): I received reports from the Disabilities Liaison and Richmond Campus Council which I inputted into the agenda for this week's Council meeting. Last night, I had inputted reports from Langley Campus Council, the Director of Operations, Academics, Events as well as the Cloverdale Campus Assembly and the Mature Students Liaison. I also started my Chairperson's report last night and I just finished that report.

Finally, today I started working on a Directives Report, which is designed to summarize all the directives issued by either Council or the Executive Board since November 2006. Work on this involves inputting data into tables I created in a WORD document, with said data been drawn from agendas and minutes as posted online at kusa.ca. I am going back this far because I feel there may have been projects that Council or the Executive felt was worth pursuing but that got left to the wayside by other projects (such as the CFS Referendum work of fall 2007 / spring 2008). I’m into 2007 and Titus / Trevor did do up a list of directives in the summer of 2007 so most of the work on this is somewhat done > once I’ve updated the list of directives I will bring it forward to the executive board and the general manager to get a good summary of what has and has not been completed and that report will come most likely to the second meeting of Council in February.

[steveleenow]

Wednesday, February 11, 2009 (a. 8:00am - 9:30am - @ Home 1 hour 30 min; b. 10:15am - 12:15am @ Cloverdale Campus, 2 hours; c. 2:20 - 2:30pm @ Home - 10 minutes): a. I compiled and posted online the agenda for today's executive meeting. b. I attended and chaired the executive meeting. c. I sent out an e-mail to the KSA Council about the start time of Thursday's Council meeting, and I also updated the online events calendar with the rooms for our meetings happening on other campuses.

Tuesday, February 10, 2009 (a. 7:30am - 8:00am @ Home - 30 minutes; b. 8:45am - 10:00am - 1 hour 15 minutes @ Cloverdale Campus): a. I sent a few e-mails related to my work as Chairperson, to our legal counsel and general manager. b. I also went to Cloverdale and took photos / video of the porta-potty bathroom dedication ceremony.

Monday, February 9, 2009 (11am - 11:45am @ Home - 45 minutes): I finalized and posted online the agenda for Thursday's Council meeting and responded to an e-mail received from KSA Room Bookings regarding securing space for our council and executive board meetings that will be taking place on other campuses.

[steveleenow]

Well it's been an interesting week. Without going into detail, at its Tuesday, September 22 meeting, Council considered and approved a resolution which saw me become the Chairperson of the Executive Board again. As such, since becoming Chair again, I've decided to resurrect this work blog.

Saturday, September 26, 2009 (a. ~12:23am - 3:10am - @ Home ~ 2 hours 48 min): Based on a resolution approved on September 22 to have Council every other Tuesday this fall, I compiled the fall council meeting schedule. I e-mailed the schedule to council and KSA staff (and reminded those required to submit reports to our next meeting to have them sent to me by October 1), and posted it online (here: http://kusa.ca/files/pdf/2602.pdf ) and by placing all the dates on our online calendar. When updating the calendar, I added all the dates for the fall, spring and summer terms as appear on the Kwantlen dates & deadlines webpage (here: http://www.kwantlen.ca/registration/dates.html ). While I was doing that, I e-mailed the Registrar, Jody Gordon, about holidays that fall on Sundays in the months ahead as the official calendar doesn't acknowledge those - and I doubt they'll have the library open on Easter Sunday (Jody responded to that e-mail this morning saying she'll have Kwantlen update that oversight). Finally, I looked at what agendas and minutes were not yet posted online for both council and the executive board, and I e-mailed Ashley and Kari about getting whatever is not posted online by October 15.