Executive Meeting September 12, 2005 Minutes Executives:
Ashley Steier, President Craig Hall, VP Finances & Administration Andrea Charlton, VP Public Relations & Marketing Grace Budiono, VP Campus Life Jennifer Leaman, VP of Student Affairs Michael Louie, Manufacturing, Electronics and Industrial Process Chair Tara Perret, Transportation, Construction & the Environment Chair Tunde Gal, Computing & Academic Studies Chair Shannon Roberts, Health Sciences Chair Todd Embley, Business Chair
Councillors:
Lee-Ann Banfield Megan Chambers Heather Thompson
Staff:
Caroline Gagnon, Director Geoff Gauthier, Editor
Guests:
Tina Nagra Amrit Dhalinal Matt Chong Jasvir Dhillon Gauran Kohit Brenda Corbett Colin Waddell April Won
Julie Ho Robert Yuen
Tim Erickson Laura Thierman Sara Shaw Gillian Bonner Lindsay Betts Zahra Ladhani Marlina Kinnersley
3.1.
Meeting Called to Order The meeting was called to order by the Chairperson, Ashley Steier, at 5:50 pm. (10 voting members). ** Chairperson, Ashley Steier explains that this meeting will be an executive meeting as it does not meet quorum. **
3.2.
Acceptance of the Agenda It was moved that the agenda be accepted with the following changes. Numbering should be changed from 1 to 3 (i.e.1.1 to 3.1) Carried
3.3.
Acceptance of the Minutes from July 7, 2005 & August 21, 2005 It was moved by Craig Hall and seconded by Jennifer Leaman that the minutes of July 7, 2005 be accepted as distributed. 9/0/0 Carried It was moved by Craig Hall and seconded by Jennifer Leaman that the minutes of August 21, 2005 be accepted as distributed. 9/0/0 Carried
3.4. Guest Speakers No guest speakers 3.5 General Reports Executives & Director • Ashley: Ashley explains that this year’s executive goal is to increase the SA’s awareness on campus. Ashley reports that the U-connect centre was visited by over1090 students in the first 5 days of school in comparison from last year: 945 students in October; 1136 students November of 2004. 3.6
Progress Report See attached.
3.7.
3.8
Questions Period (5 min.) Some guests are requesting names and numbers of all executives. Ashley invites them to go to page 6 in the handbook or the website. Leanne asks about the status of the pub patio. Ashley explains that there was planning differences between BCIT and SA, mainly surrounding cost, WCB, and design. Ashley states that it should be built in November. Ashley explains that every school gets one councillor for every 300 full-time students registered. Final numbers should be confirmed by BCIT in the next 2 weeks. Everyone is invited to attend Council Meetings, even if they are not councillors. Todd mentions that some bursaries/scholarships request volunteer/community involvement experience. Thus a very good thing to volunteer. The U-connect centre is another great source for those wanting to volunteer within or outside BCIT. Andrea is in need of volunteers to print amazing race t-shirts. Ashley states that all of the SA volunteers receive a reference letter. Laura would like to know more about toastmaster. Ashley states that meetings are held every Tuesday at 7:00 am in the Council Chamber.
Unfinished Business No unfinished business.
3.9. New Business No new business 3.10. Next Meeting Next meeting is scheduled on Monday, September 26, 2005 at 5:45 pm – Council Chamber. 3.11. Meeting Adjourned It was moved by Shannon Roberts and seconded by Craig Hall that the meeting be adjourned. (6:20 pm) Carried
COUNCIL MEETING MONDAY, SEPTEMBER 12, 2005 AGENDA
3.1.
Meeting called to order
3.2.
Acceptance of the Agenda
3.3.
Acceptance of the Minutes from July 5, 2005 3.3.1
Acceptance of the Minutes from August 21, 2005
3.4.
Guest Speakers
3.5.
General Reports: Executive & Director
3.6.
Progress Reports
3.7.
Question Period (5 min.)
3.8.
Unfinished Business 3.8.1. 3.8.2. 3.8.3.
3.9.
New Business 3.9.1. 3.9.2. 3.9.3. 3.9.4.
3.10.
Next Meeting – September 26, 2005
3.11.
Meeting adjourned
SA EXECUTIVE PROGRESS REPORTS FOR SEPTEMBER 12, 2005 Executive
Date of Introduction
Action or Outstanding Issue
Status
Grace
September 9th, 2005
Volunteer Appreciation Session
In Progress – Finalizing volunteers list, room booked, etc
Grace
September 12th, 2005
International Food Event
In Progress – Needs to talk further with Jim Mitchell and BCIT International.
Grace
September 12th, 2005
Recruitment of Rec. Reps
In Progress
Jennifer
September 12, 2005
Blood Drive
Getting info on how to do the blood drive for October 6, and if students and council are interested in doing it
Jennifer
September 12, 2005
International Councillor
Jennifer
September 12, 2005
Clubs Package
Reworking the clubs package, preparing for Presidents’ meeting, connecting with potential new clubs
Jennifer
September 12, 2005
Alcohol Awareness Week
Organizing it for November 21- 25, 2005, change of date from last year
Jennifer
September 12, 2005
Student Concerns
Ongoing
In the progress of finding one, making contacts
4
Shannon
September 5, 2005
Residence move in -helped students move in and explained the role of the SA
Shannon
September 6, 2005
Orientation -assisted with touring new students and explaining the SA
Shannon
September 5, 2005
Recruiting councillors
Have found two councillors, Bob and Julie, still looking for one more.
Shannon
September 12, 2005
Degree Name Change Information
Met with John Eames, Chair of School Quality Committee, who explained the developing process to change degree names.
Michael
September 5th, 2005
Helping students move into residence
COMPLETE
Michael
September 6th, 2005
Helping Graciee with Orientation
COMPLETE
Michael
September 6th, 2005
Promoting Shinerama
ONGOING
Michael
September 7th, 2005
Recruiting Counsellors
ONGOING
Todd
September 6, 2005
Recruiting Councillors
Began process of choosing councillors
Todd
September 6, 2005
Building set rep and tech rep lists
Adding new names to list, encouraging others to register
Tunde
September 6, 2005
Recruiting Councillors
Waiting for total numbers of students in my school
Tara
September 6, 2005
Toastmasters
Tara
September 6, 2005
Recruiting Councillors
Andrea
September 6, 2005
Shinerama Coordination
Andrea
September 6, 2005
Preparing presentations for execs
Complete
Complete
Helping recruit students for the Toastmasters club Waiting for total numbers of students in my school Organizing all related events, bbq’s, bracelets Lanyards, street team Putting together templates for execs to use during class presentations.
5
Andrea
September 6, 2005
Amazing Race
Recruiting volunteers and getting teams signed up.
Craig
August 1, 2005
Microwaves
Working with BCIT to have them put out into the school. Electrical is there, but they need shelves, so BCIT will be getting a quote for me.
Craig
September 6, 2005
Creating a presence at other campuses
Talked to Scott, and am starting to research.
Ashley
September 1, 2005
Toastmaster Revival
Ashley
September 1, 2005
Pub Operations Committee
Ashley
September 5, 2005
Set Reps and Tech Reps
In touch with FSA and administration to have all Set and Tech reps register with the SA through our website
Ashley
September 1, 2005
Buzz Media Project
The two TV’s in the great hall will be converted to Buzz Media TV’’s by January, others to follow.
Ashley
September 3, 2005
Residence Move In
Ashley
September 1, 2005
Alumni Association
Confirmed SA Execs attendance. Completed flyer. Devising Recruitment Campaign Approved dates and times for September events. Finalizing plan for patio structure.
Helped residence move onto campus. Educated them about the SA and what we do. Definitely should be continued in the future. Meeting next Wednesday, exploring opportunities to do joint projects. Orientation was a good concept; need to work out some details.
6