Lady Eaton College Cabinet
Annual General Meeting
Sunday, March 12, 2017
3pm
Present: Jessica Randall, Claire Sanders, Ann-Majella McKelvie, Jessica Collinson, Scott MacDonald, John
Bruyea, Bailey Howell, Annie Howell, Gytha Chapman, Will Logan, Brandon Remmelgas, Hamza Khattak,
Erik Bak, Emily Beaudin, Megan Baker, Grace Bourgeois, Megan O’Neill, Regan Caldwell
Absent: Beth Bekele
1. Call to Order
 Meeting called to order at 3:26pm.
2. Land Acknowledgement
 Lady Eaton College Cabinet wishes to acknowledge the Anishnaabe and Mississauga peoples and
their traditional territory, in which this meeting is taking place.
3. Speakers Remarks
 Welcome to the AGM. This is open to the public so please keep it professional. Same rules as
always. If you have something to say raise your hand. Don’t speak unless I tell you to speak.
4. Approval of Agenda
 Grace motions to approve the agenda, seconded by William. Motion is unanimously passed.
5. Constitution Amendments
 Proposed changes:
o Add: Position of Minister of Annex Affairs (2)
o Change: On Residence to In Residence Minister
o Add: All executive members, the Prime Minister, Deputy Prime Minister, Senior Minister of
Finance and Academics, and Senior Senator must not be a Don.
o Add: In the event that a cabinet member wants to resign, they need to arrange a meeting
with the Prime Minister and Deputy Prime Minister before their notice of resignation. This
is so potential issues can be resolved ahead of time.
o Change: One charitable event per academic year (no longer per semester).
o Change: Two awareness events per academic year (no longer two weeks per semester).
o Add: Broomball and LEC Celebrates Culture and the Holidays to suggested events.
o Remove: Broomball and LEC Celebrates Culture and the Holidays from mandatory events.
 Discussion:
o LEC Celebrates Culture and the Holidays
 Why was the Culture Event moved to suggested events?


 Low event turnout, allows flexibility by making it a suggestion, not mandatory.
o Cabinet Resignation:
 Can we change the wording for the resignation? Make it an email to the PM and
DPM?
 Email isn’t as good communication as in person. The point of the in person meeting
is to resolve conflicts.
 Meeting in person is difficult, especially if someone is in the hospital. Goes against
the Policy handbook
 Could we change the wording so it says they need to arrange meeting by whatever
means possible, and with Executive members rather than PM and DPM.
 Makes perfect sense. We change it from meeting to arrange contact to make it more
concise.
 Don’t think its good to put the onus on the person who wants to resign.
 Change to: once a member of cabinet sends in a letter of resignation it is the onus of
the PM and DPM to contact them
 More best practice than something to put in the Constitution.
 As a Senior Senator I don’t feel like I have the capability to deal with a resignation.
 Should be ownership on the person resigning
 Makes sense to have people resign through exec.
 Putting barriers to resignation isn’t appropriate.
 I think we need to vote on this individually.
 Reword and move to policy handbook
 Final edit: In the event that a Cabinet Member wants to resign, they should try to
arrange contact by whatever means possible (email, phone call, etc.) with a member
of exec before their notice of resignation. To be moved to Policy changes.
Final Changes:
o Add: Position of Minister of Annex Affairs (2)
o Change: On Residence to In Residence Minister
o Add: All executive members, the Prime Minister, Deputy Prime Minister, Senior Minister of
Finance and Academics, and Senior Senator must not be a Don.
o Change: One charitable event per academic year (no longer per semester).
o Change: Two awareness events per academic year (no longer two weeks per semester).
o Add: Broomball and LEC Celebrates Culture and the Holidays to suggested events.
o Remove: Broomball and LEC Celebrates Culture and the Holidays from mandatory events.
Jessica motions to approve the changes to the Constitution as amended, seconded by Claire.
Motion is unanimously passed.
6. Policy Handbook Review
 Proposed changes:
o Add: Prime Minister may not be a Don
o Add: The Deputy Prime Minister may not be a Don.
o Add: The Senior Minister of Finance and Academics may not be a Don.
o Add: The Junior Minister of Finance and Academics must move into the Senior Minister of
Finance and Academics position the following year, this is a two (2) year position.


o Add: The Senior Senator may not be a Don.
o Add: The Junior Senator must move into the Senior Senator position the following year,
this is a two (2) year position.
o Change: number of events Minister of Off Campus Affairs must organize changes from two
to one event per semester.
o Remove: It is mandatory that the Minister (of Off Campus Affairs) does one (1) Cabinet
hour at Black Honey and one (1) hour on campus to interact with both off campus and on
residence students.
o Add: The Off Campus Minister must live off residence during his/term term on Cabinet.
o Add: Minister of Communications and Publicity to sit on the Events Planning Committee.
o Add: Position of Ministers of Annex Affairs
a) Responsible for liaison between annex students and Cabinet.
b) Sits on College Residence Council.
c) Responsible for organizing events for Annex students.
d) Responsible for maintaining communication between section representatives,
Students and Cabinet.
e) Acts as a liaison between Cabinet and the student spaces in the College:
i. Promotes the use of College common space by students and faculty.
ii. Works with the College Office to promote and add to College Common areas
(JCR, Pit, dining hall, corridors).
f) Sits on the Events Planning Committee.
g) Must spearhead at least one (1) event per semester within the Events Planning
Committee.
Discussion:
o Position of Minister of Annex Affairs and Minister of In Residence Affairs
 Change wording from sit on to attend College Residence Council meetings.
o Add Responsibilities of Executive Members
 Add: The executive members will meet on a regular basis to insure the general
functioning of Cabinet and to make emergency decisions as necessary.
 Add: In the event that a Cabinet Member intends to resign, an executive member
should try to arrange contact by whatever means possible (email, phone call, etc.)
with the resigning member before resignation is approved by Cabinet.
Final Changes:
o Add: Prime Minister may not be a Don
o Add: The Deputy Prime Minister may not be a Don.
o Add: The Senior Minister of Finance and Academics may not be a Don.
o Add: The Junior Minister of Finance and Academics must move into the Senior Minister of
Finance and Academics position the following year, this is a two (2) year position.
o Add: The Senior Senator may not be a Don.
o Add: The Junior Senator must move into the Senior Senator position the following year,
this is a two (2) year position.
o Change: number of events Minister of Off Campus Affairs must organize changes from two
to one event per semester.

o Remove: It is mandatory that the Minister (of Off Campus Affairs) does one (1) Cabinet
hour at Black Honey and one (1) hour on campus to interact with both off campus and on
residence students.
o Add: The Off Campus Minister must live off residence during his/term term on Cabinet.
o Add: Minister of Communications and Publicity to sit on the Events Planning Committee.
o Add: Position of Ministers of Annex Affairs
h) Responsible for liaison between annex students and Cabinet.
i) Attend College Residence Council.
j) Responsible for organizing events for Annex students.
k) Responsible for maintaining communication between section representatives,
Students and Cabinet.
l) Acts as a liaison between Cabinet and the student spaces in the College:
iii. Promotes the use of College common space by students and faculty.
iv. Works with the College Office to promote and add to College Common areas
(JCR, Pit, dining hall, corridors).
m) Sits on the Events Planning Committee.
n) Must spearhead at least one (1) event per semester within the Events Planning
Committee.
o Change: Minister of In Residence Affairs to attend College Residence Council rather than sit
on College Residence Council.
o Add: Responsibilities of Executive Members
o Add: The executive members will meet on a regular basis to insure the general functioning
of Cabinet and to make emergency decisions as necessary.
o Add: In the event that a Cabinet Member intends to resign, an executive member should try
to arrange contact by whatever means possible (email, phone call, etc.) with the resigning
member before Cabinet approves the resignation.
William motions to approve the Policy Handbook as amended, seconded by Gytha. Motion is
unanimously passed.
7. LEC Awards
 During this time, Cabinet and members of Lady Eaton College will be discussing recipients for the
following awards. No minutes will be recorded, as conversations are considered confidential.
Awards will be announced at the Spring Dinner:
i.
Off-Residence Award
This Award, presented in the spring, goes to the Off-Residence student each year that
significantly contributes to the College in a variety of ways (i.e. participation in athletics and
various committees, volunteering at events such as College dinners, etc.).
ii.
“Behind-the-Scenes” Award
This award is presented, in the spring, to the student who contributes significantly to College life,
but in a manner that is subtle (i.e. that would not normally receive widespread recognition for
their efforts).
iii.
John Stanford Award
Awarded to a Cabinet Member that has shown initiative, leadership, commitment, and
performance above their own duties, good attendance, and dedication. Three members will be
nominated by the Cabinet (or four if there is a tie). Three names will be called for by each Cabinet
member at a meeting close to the spring election date. The three names (or four if there is a tie)
appearing most will be the names put forward by Cabinet. Those names will then go appearing
on the ballots for the spring elections. The names appearing on the ballots will be accompanied
by a description of what they have done so that the award is not based solely on popularity. The
College Body at large will decide who gets the award during spring elections. The award will be
presented at the Spring Celebration Dinner.
iv.
Mil Clark Award
Awarded to the affiliated LEC Fellow, don, or staff member who has significantly contributed to
LEC over the past years.
v.
Cabinet Appreciation Award
This award is given annually (presented in the spring) to honour a member of Cabinet who, over
the past year, has made significant contributions to the Lady Eaton College Cabinet. Names will
be nominated in a Cabinet meeting by members of Cabinet close to the spring election date, and
decided upon by Cabinet members to show the recipient recognition for they have made
throughout the year.
vi.
The Dave French Award
This award, presented in the spring, goes to an LEC student who demonstrates strong leadership
and determination throughout the year within LEC. This student positively represents LEC within
the whole Trent community in a responsible and respectful manner. Names will be nominated in
a Cabinet meeting by members of Cabinet close to the spring election date, and decided upon by
Cabinet members to show the recipient recognition for the contribution they have made
throughout the year.
vii.
Volunteer Appreciation Award
This award is given to a person not on cabinet who made an outstanding contribution towards
cabinet over the course of the year.
viii.
Golden Toad Award
This award is presented to a first year student who has shown great enthusiasm for the college.
This person shows excitement at Lady Eaton through their participation in college events,
supportive nature, and all around good college spirit.
ix.
Michael Eamon Award
This award is presented to a student, faculty, or staff in LEC who has promoted the arts
throughout the College and Trent University.
8. Spring Elections
 Jessica motions to open Spring Elections 2017, seconded by Erik. Motion is unanimously passed.
9. Any Other Business
 No other business.
10. Adjournment
 Brandon motions to adjourn the meeting, seconded by William. Motion is unanimously passed.
Meeting is ended at 5:51pm.