Implement ERC draft changes

board-procedures/appointment.tex

@@ -1,7 +1,7 @@
 \section{Executive Appointment Committee}
 \emph{effective July 24, 2024; replaces 2020}\\
 
-The Board is responsible for the appointment of the Vice-President, Communications; Vice President, Internal; Vice-President, Operations; and Vice-President, Finance.
+The Board is responsible for the appointment of the Vice-President, Communications; Vice-President, Events (A); Vice-President, Events (B); Vice-President, Operations; and Vice-President, Finance.
 The selection process for each of the appointed executives is governed by the Executive Appointment Committee.
 
 \subsection{Composition and Selection of Members}

board-procedures/trainings.tex

@@ -14,11 +14,11 @@ \subsection{Definition of Groups}
 \\ \textbf{Group A}: The Executive Officers of the Society, the Chair of the Society, and the Speaker.
 \\ \textbf{Group B}: The Secretary of the Society and Council Secretary.
 \\ \textbf{Group C}: The president and other executives of Clubs under the aegis of MathSoc.
-\\ \textbf{Group D}: Event Volunteers under the Vice-President, Internal.
+\\ \textbf{Group D}: Event Volunteers under the Vice-Presidents, Events.
 \\ \textbf{Group E}: Office Managers under the Vice-President, Operations.
 \\ \textbf{Group F}: Office Staff under the Vice-President, Operations.
 \\ \textbf{Group G}: All volunteers under the Vice-President, Finance.
-\\ \textbf{Group H}: Academic Event Volunteers under the Vice-President, Academic.
+\\ \textbf{Group H}: Academic Event Volunteers under the Vice-Presidents, Events.
 
 \subsection{Required Training Modules for Groups}
 
@@ -38,15 +38,15 @@ \subsection{Required Training Modules for Groups}
 			\hline
 			\textbf{C}: The president and other executives of Clubs under the aegis of MathSoc.           & \checkmark                           & \checkmark                  & \checkmark             & \checkmark                 \\
 			\hline
-			\textbf{D}: Event Volunteers under the Vice-President, Internal                               & \checkmark                           & \checkmark                  & \checkmark             & \checkmark                 \\
+			\textbf{D}: Event Volunteers under the Vice-Presidents, Events                                & \checkmark                           & \checkmark                  & \checkmark             & \checkmark                 \\
 			\hline
 			\textbf{E}: Office Managers under the Vice-President, Operations.                             & \checkmark                           & \checkmark                  & \checkmark             &                            \\
 			\hline
 			\textbf{F}: Office Staff under the Vice-President, Operations.                                &                                      & \checkmark                  & \checkmark             &                            \\
 			\hline
 			\textbf{G}: Finance Directors under the Vice-President, Finance.                              &                                      & \checkmark                  &                        & \checkmark                 \\
 			\hline
-			\textbf{H}: Academic Event Volunteers under the Vice-President, Academic.                     &                                      & \checkmark                  & \checkmark             &                            \\
+			\textbf{H}: Academic Event Volunteers under the Vice-Presidents, Events.                      &                                      & \checkmark                  & \checkmark             &                            \\
 			\hline
 		\end{tabular}
 	}
@@ -56,13 +56,12 @@ \subsection{Verification of Completion of Training}
 
 The Business Manager and the Chair of the Society shall ensure that groups \textbf{A} and \textbf{B}
 have completed their training by the required date.
-\\ The Vice-President, Internal shall ensure that groups \textbf{C} and \textbf{D} have completed their
+\\ The President shall ensure that group \textbf{C} has completed their training by the required date.
+\\ The Vice-Presidents, Events shall ensure that groups \textbf{D} and \textbf{H} have completed their
 training by the required date.
 \\ The Vice-President, Operations shall ensure that groups \textbf{E} and \textbf{F} have completed their
 training by the required date.
 \\ The Vice-President, Finance shall ensure that group \textbf{G} has completed their training by the
 required date.
-\\ The Vice-President, Academic shall ensure that group \textbf{H} has completed their training by the
-required date.
 \\ Failure to complete necessary training may result in an individual being removed from their role.
 

bylaws/content/definitions.tex

@@ -97,12 +97,14 @@ \section{Definitions}
   The Vice-President, Finance
 \item[VPO]\hfill\\
   The Vice-President, Operations
-\item[VPI]\hfill\\
-  The Vice-President, Internal
 \item[VPA]\hfill\\
   The Vice-President, Academic
 \item[VPC]\hfill\\
   The Vice-President, Communications
+\item[VPEA]\hfill\\
+  The Vice-President, Events (A)
+\item[VPEB]\hfill\\
+  The Vice-President, Events (B)
 \item[decision of the Society]\hfill\\
   A decision made by Council, a general meeting, a referendum, or any other body
   to which the power to make that decision was duly and legally delegated, or a

bylaws/content/elections.tex

@@ -31,7 +31,8 @@ \subsection{Appointed Executives}
 of Directors in the previous term:
 \begin{enumerate} 
     \item the Vice-President, Finance;
-    \item the Vice-President, Internal;
+    \item the Vice-President, Events (A);
+    \item the Vice-President, Events (B);
     \item the Vice-President, Communications; and,
     \item the Vice-President, Operations.
 \end{enumerate}

bylaws/content/officers.tex

@@ -6,9 +6,10 @@ \section{Officers}
     \item the President; 
     \item the Vice-President, Finance; 
     \item the Vice-President, Operations; 
-    \item the Vice-President, Internal;
     \item the Vice-President, Academic;
     \item the Vice-President, Communications;
+    \item the Vice-President, Events (A);
+    \item the Vice-President, Events (B);
     \item the Chair of the Society;
     \item the Secretary of the Society; and,
     \item the Business Manager.
@@ -29,9 +30,10 @@ \subsection{Executive Officers}
     \item the President; 
     \item the Vice-President, Finance; 
     \item the Vice-President, Operations; 
-    \item the Vice-President, Internal;
-    \item the Vice-President, Academic; and,
-    \item the Vice-President, Communications.
+    \item the Vice-President, Academic;
+    \item the Vice-President, Communications;
+    \item the Vice-President, Events (A); and,
+    \item the Vice-President, Events (B).
 \end{enumerate}
 An Executive Officer may not be a chairperson or executive member of a club or other 
 organization receiving or petitioning to receive funds from the Society.
@@ -151,6 +153,10 @@ \subsection{President}
   \item Where not provided otherwise by a decision of the Society, make
     appointments of members to external bodies on behalf of the Society, and in
     any case communicate the appointments to those bodies;
+    \item Oversee all internal organizations on behalf of the Society, including
+        Clubs and Affiliates, ensuring they are supported in their endeavours and
+        compliant with MathSoc policy and financial/accounting requirements;
+    \item Meet with every club/service executive at least once each term;
   \item Represent the Society and its members to other organizations;
   \item Attend meetings of the WUSA Committee of Presidents; and,
   \item Work with the other Executive to ensure that the transition from one
@@ -176,40 +182,55 @@ \subsection{Vice-President, Operations}
 \begin{enumerate}
   \item Oversee the services operated by the Society;
   \item Oversee the Society Office; and,
-  \item Allocate and manage the use of any space allocated to the Society.
+    \item Allocate and manage the use of any space allocated to the Society;
+    \item Oversee all volunteers of the Society, other than those assigned to the
+        Vice-Presidents, Events.
+\end{enumerate}
+
+\subsection{Vice-President, Events (A)}
+The Vice-President, Events (A) is jointly responsible for overseeing Society
+events and shall:
+\begin{enumerate}
+    \item Serve as the final approver for all Society events assigned to them,
+            ensuring that those events have the appropriate documentation, including
+            insurance coverage and/or event forms;
+    \item Encourage members to become more involved in the Society and ensure
+            that the opportunity exists for them to do so;
+    \item Ensure that volunteers within the Society are appropriately recognized
+            for their efforts; and,
+    \item Ensure that the spirit of Math does not leave the Society.
 \end{enumerate}
 
-\subsection{Vice-President, Internal}
-The Vice-President, Internal is responsible for overseeing Society events and
-shall:
+\subsection{Vice-President, Events (B)}
+The Vice-President, Events (B) is jointly responsible for overseeing Society
+events and shall:
 \begin{enumerate}
-  \item Serve as the final approver for all Society events, ensuring that all
-      Society events have the appropriate documentation, including insurance
-      coverage and/or event forms;
-  \item Encourage members to become more involved in the Society and ensure
-      that the opportunity exists for them to do so;
-  \item Oversee all volunteers of the Society;
-  \item Oversee all internal organizations on behalf of the society, including
-      Clubs and Affiliates, ensuring they are supported in their endeavours and
-      compliant with MathSoc policy and financial/accounting requirements;
-  \item Meet with every club/service executive at least once each term;
-  \item Ensure that volunteers within the Society are appropriately recognized
-      for their efforts; and,
-  \item Ensure that the spirit of Math does not leave the Society.
+    \item Serve as the final approver for all Society events assigned to them,
+            ensuring that those events have the appropriate documentation, including
+            insurance coverage and/or event forms;
+    \item Encourage members to become more involved in the Society and ensure
+            that the opportunity exists for them to do so;
+    \item Ensure that volunteers within the Society are appropriately recognized
+            for their efforts; and,
+    \item Ensure that the spirit of Math does not leave the Society.
 \end{enumerate}
 
+The Vice-Presidents, Events shall, no later than the end of the third week of
+each term, jointly submit a motion to Council assigning Society events between
+the two roles for that term. The assignment must maintain a reasonably balanced
+workload and include, in aggregate, a suitable subset of events drawn from
+internal events, mental health events, academic events, and intersociety events.
+
 \subsection{Vice-President, Academic}
 The Vice-President, Academic is responsible for academic operations of the
 Society and shall:
 \begin{enumerate}
-  \item Represent the Society and its members to the Faculty, to the University,
-    and to the Federation of Students on academic issues;
-  \item Ensure that members have access to up-to-date academic information;
-  \item When changes are made to the programs offered by the Faculty, if
-    necessary, suggest changes to the way that Council seats are allocated to
-    accommodate the changes; and,
-  \item In conduction with the other Executives, organize events and manage
-    services of an academic nature.
+    \item Represent the Society and its members to the Faculty, to the University,
+        and to the Federation of Students on academic issues;
+    \item Ensure that members have access to up-to-date academic information; and
+    \item When changes are made to the programs offered by the Faculty, if
+        necessary, suggest changes to the way that Council seats are allocated to
+        accommodate the changes.
 \end{enumerate}
 
 For greater certainty, the Vice-President, Academic need not seek election to
@@ -220,12 +241,14 @@ \subsection{Vice-President, Communications}
 The Vice-President, Communications is responsible for the Society's 
 communications and shall:
 \begin{enumerate}
-    \item Collaborate with the President for Society's official announcements and external
-    communication;
-    \item Oversee all postings on the Society's social media platforms;
-    \item Oversee the marketing of the Society's events and services; and,
-    \item Collaborate with the Vice-President, Operations on the information 
-        provided on the Society's website.
+        \item Collaborate with the President for Society's official announcements and external
+        communication;
+        \item Oversee all postings on the Society's social media platforms;
+        \item Oversee the marketing of the Society's events and services;
+        \item Oversee MathSoc Cartoons, including supporting continuity of operations and
+                associated budgeting; and,
+        \item Collaborate with the Vice-President, Operations on the information 
+                provided on the Society's website.
 \end{enumerate}
 
 \subsection{Business Manager}

new-changes-spec.md

@@ -0,0 +1,79 @@
+ERC Informal Plans
+Working Draft
+
+
+The purpose of this document is to serve as a draft of the ERC’s plans, prior to drafting any actual policy change.
+1. MathSoc Cartoons
+MathSoc Cartoons was originally started by a VPA, hence why it is currently under the VPA. However, it is highly irrelevant to the actual duties of the VPA, barring the fact that the cartoons will often contain somewhat academic content. 
+
+Hence this part of the plan reassigns MathSoc Cartoons as the responsibility of the VPC.
+
+Realistically, the VPC will do the following with MathSoc Cartoons as MathSoc Cartoons is mostly autonomous:
+Manage & submit their budget where appropriate.
+Be “restarted” should it “fizzle out”. 
+Chances are that the VPC’s volunteers would likely be interested in helping it anyway.
+The President is also implicitly going to help out with this, as the President is responsible for supporting all the executives. 
+2. Dissolution of the VPI
+The VPI, broadly speaking, has three responsibilities:
+Management of clubs
+Management of the volunteers of other executives
+Running events
+
+The third point, “running events”, makes up the bulk of the work in practice, in part because VPIs often sign up to run events so they will naturally wish to run more events.
+
+Management of clubs, and management of the volunteers of other executives is simply irrelevant to the bulk of the responsibilities of the role.
+
+Also of note that there are two other roles that run events:
+The president runs mental health events.
+The VPA runs academic events:
+Midterm review sessions
+Final review sessions
+Prof teach-off
+Resume reviews & mock interviews
+
+Hence the proposition is to:
+Reassign the responsibility of managing clubs to the President
+Reassign management of the volunteers of the other executives to the VPO, since the VPO has the largest number of executives already, and the VPO doesn’t have a particularly heavy workload once the start-of-term buzz is over. 
+Place the VPI’s events into a collection that I’ll call “the event pool”.
+Take the president’s mental health events and place them into the event pool.
+Take the VPA’s events and place them into the event pool.
+
+This leaves the question of who will tackle the events in the aforementioned event pool. This is the subject of the next section.
+3. Introduction of the Vice Presidents, Events
+All of the events of the society is a massive burden to place upon a single executive. Hence the proposition here, is to create two positions:
+The Vice President, Events (A).
+The Vice President, Events (B).
+
+Who, as their names imply, will be responsible for running the events of the society.
+
+To ensure that:
+All important events are run, and
+The balance of work is even between the two Vice Presidents, Events,
+The Vice Presidents, Events, will be required by (policy/bylaws/board procedures?) to submit a motion at the beginning of term to Council, detailing which events each one will run. The motion must pass as part of the responsibilities of the executives. The reason for this is twofold:
+Preassigning events to either role would be poor marketing, as people might get a mixed bag of what they’d like. Allowing the two VPEs to pick would likely make them more enthusiastic about their events.
+Having this as a motion rather than a report allows the council to ensure that the workload is sufficiently balanced between the two executives. If this were simply a report, then one VPE could run 2 events, and leave the other VPE to run the rest. 
+Since a report is not a motion that can pass/fail, it would be tricky to define Council’s approval, after all, the executives could simply ignore council’s disapproval of such a report and face no repercussions. 
+
+Hence the VPEs will tackle the aforementioned event pool. A suitable subset of the following will be required by (policy/bylaws/board procedures?) to be present in the total set of events run by both VPEs (the precise subset is to be determined, but it’ll likely be derived from existing responsibilities regarding these events):
+Existing VPI events
+Mental health events
+Academic events
+Intersociety events, such as Soccer, Hockey, etc.
+4. Analysis
+Let us examine, preliminarily, the difference in the workload for each executive:
+VPF: unchanged.
+Rationale: there are not many responsibilities for the VPF, they are simply large in time and work. For example, cheque requests are consistent throughout the term. 
+Splitting these responsibilities would likely cause more accounting issues than help, and is better suited to having multiple volunteers.
+VPC: will receive MathSoc Cartoons.
+Rationale: VPC isn’t an incredibly heavy workload, and MathSoc Cartoons is a mostly autonomous association. 
+VPO: will receive the responsibility of volunteer management.
+Rationale: VPO also isn’t an incredibly heavy workload, and this volunteer management responsibility is a one-off somewhat time consuming task. Later on in the term the VPO’s workload becomes much lighter; the start of the term is quite heavy as they need to deal with lockers, volunteer hiring and training, restocking the office, etc.
+VPA: will be alleviated of the academic events.
+Rationale: the VPA isn’t really the best prepared position to run events. The workload of advocacy issues is quite high as-is, and these events are quite orthogonal to the main priority of the VPA which should be academic advocacy.
+President: will be alleviated of mental health events, and be given clubs.
+Rationale: the President is already often the main point of contact for clubs. The President is very much a “run around and put out fires” kind of role, and clubs are very flammable in this analogy.
+Mental health events could sensibly be either the President’s responsibility (due to the mental health nature) or the VPEs’ responsibility (due to the event nature), but the President’s role isn’t exactly light, and with the introduction of the two VPEs, we’ll likely have the manpower there to help (in terms of volunteers) and plan (in terms of executives).
+VPI: dissolved.
+VPEs: handle all events.
+Rationale: An effective VPI in the past would make good use of volunteers to run events, and would spend a great deal of time planning and budgeting events. Having this pool of volunteers to help with the other events would be incredibly useful, and planning the non-traditionally-VPI events is quite similar to planning any other events.
+Obviously having all of the events run by a single executive would be a maddening amount of work. VPI is an incredibly heavy workload mainly because of the events the role must run. Hence, having two executives would considerably alleviate the workload, and allow for more breathing room, and even space for more events should they desire.