[GSA Council] Council meeting minutes 24 Nov 2017

Sat Dec 2 08:49:13 PST 2017

I would motion that we end with "The meeting ended when the president asked the chair to leave and the chair left room". And put the time 310.

In the future if executives would like speak about things in closed session just put a point on the agenda and get someone to move for us to go into closed session. There is nothing saying we can't do that. The point just needs to be on the agenda and then we can talk about it. The GSA is in many grievances, and these were points on the agenda.

Side note - Breanna you do a kickass job at the minutes!

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________________________________
From: Gsaconcordia <gsaconcordia-bounces at lists.resist.ca> on behalf of meeting facilitator <meetingfacilitator.gsa at gmail.com>
Sent: Friday, December 1, 2017 8:46:35 PM
To: President GSA
Cc: GSA all contacts
Subject: Re: [GSA Council] Council meeting minutes 24 Nov 2017

Thanks to everyone who responded. Breanna, I recognise that the meeting can get confusing when you are the minute taker as well as trying to partake in the discussions. Mistakes or omissions will often happen. I think you have done a great job with the minutes all along. It is a very difficult to catch all the details, that is why it is all councillors' responsibility to review the minutes in the days after the meeting to spot errors or omissions and have those corrected promptly and transparently before a final version goes for publication.

Based on the answers I received so far things are still very unclear. I am trying to understand if quorum was lost before or after the Chair was asked to leave. It is very important to clarify and to come to a common understanding of the facts. During official council meetings the councillors are suppose to be focusing on the matters on the agenda unless their was a motion to make a change to the agenda or unless all items on the agenda were exhausted and any new items for discussion fell into the "New Business" category. I want to clarify that the meeting wasn't cut short to discuss matters that were not official, regardless of the exact time the meeting was ended (presumably 3:10pm).

To clarify, when I was initially hired I was explicitly made aware that my position, as well as that of the Chair, must remain totally unbiased and impartial in all cases and with all parties involved. Our positions are to facilitate the governance of the GSA and not take sides or opinions. I am not taking aim at specific people. I am simply trying to ensure that minutes are honest. When I hear that the Chair was asked to step out of an official meeting I find that extremely disconcerting and to this point I am not fully convinced that the minutes are properly representative of facts.

My question remains.

On Fri, Dec 1, 2017 at 7:47 PM, President GSA <president at gsaconcordia.ca<mailto:president at gsaconcordia.ca>> wrote:
Hello Carlos,

Yes, there was issue with the laptop and we had to change the laptop in the middle of the meeting and continue.

Apart from that, we were about to lose quorum around 3:10 or 3:20PM (I am not sure about exact time). Since we wanted to discuss regarding the grievance only with the councilors, we asked the councilor (who wanted to leave) to stay back for the discussion.
Since it was a sensitive issue, we requested chair asking, "there is a issue we would like to discuss only with the councilors, would you mind staying out ?"
Chair was fine with that and we started discussion with the councilors. But still we couldn't finish the entire discussion and councilors asked for a separate meeting to discuss the same issue. So, because of this situation, there was problem with the minutes.

After 4 days, when I had received the minutes file, there was no time mentioned in the minutes. (Therefore, It's not mistake of minute taker, it was just that situation). Even, I hardly remember when exactly we lost the quorum. Therefore, I just mentioned the time when most of us left the room expecting we will have another meeting soon.

It is not a common practice, as something like this never happened. It just happened for the first time and we will make sure it will not repeat.

@Carlos, If 3:10PM is correct (as Chloe mentioned), please update adjourn time with 3:10PM !!

Thank you,

Best regards,
Srinivas Bathini
President

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On Fri, Dec 1, 2017 at 6:06 PM, Breanna Shanahan <breanna.shanahan at live.ca<mailto:breanna.shanahan at live.ca>> wrote:
Hello

I never wrote when we lost quorum or when the meeting ended.To be honest I dont know when the meeting officially ended. I did not write it was lost at 4:00 however, since I did not write any ending at all in the minutes.

The minutes became a mess when we lost use of the computer I was originally using which shut down and wouldn't turn back on, when we had to open another computer and because we barely had quorum the entire time with the number of directors changing throughout the whole meeting.

I think Chloe is right official quorum was lost around 3.30 but the best person to ask is Jaskaran who stayed as long as he could so we could continue discussions. When did he leave? That would be the official time, but again I am not sure.

It is difficult to be part of the discussions with so many things changing and having to be recorded while I am also participating. If you want to bring on a different note taker for future meetings that is fine with me.

Breanna

From: Mohd Azam Khan
Sent: Friday, December 1, 5:43 PM
Subject: Re: [GSA Council] Council meeting minutes 24 Nov 2017
To: Rouzbeh Ghouchani
Cc: GSA all contacts

So 3:10 or 3:15 May be put as an end time. Almost we lost quorum here and there. It was tough to know when we lost it.

Regards,
Azam

On Fri, Dec 1, 2017 at 5:16 PM Rouzbeh Ghouchani <ghoochani.roozbeh at gmail.com<mailto:ghoochani.roozbeh at gmail.com>> wrote:
 Hello,

 Yes, the chair was asked to leave the room. So, as far as I know, it means we abandoned the agenda at that moment.

Regards,
Rouzbeh Ghouchani

On 1 Dec 2017 15:30, "Chloë Williams" <chloewilliams at outlook.com<mailto:chloewilliams at outlook.com>> wrote:
The meeting actually ended around 3:10pm, when the chair was asked to leave the room and we abandoned the agenda. There was no motion to go into closed session and no one was appointed interim chair.

I don't really know how you would right that....

Chloë Williams
(c)514-816-8307<tel:(514)%20816-8307> | (e)chloewilliams at outlook.com<mailto:chloewilliams at outlook.com>

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From: Gsaconcordia <gsaconcordia-bounces at lists.resist.ca<mailto:gsaconcordia-bounces at lists.resist.ca>> on behalf of meeting facilitator <meetingfacilitator.gsa at gmail.com<mailto:meetingfacilitator.gsa at gmail.com>>
Sent: December 1, 2017 7:42:17 AM
To: GSA all contacts
Subject: [GSA Council] Council meeting minutes 24 Nov 2017

Please find minutes attached.

Many thanks,
Carlos

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Best Regards,
M. Azam Khan
JMSB Director
(Graduate Student Association)

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