Council Meeting Minutes Monday, March 29, 2010 Executives:
Christina Ramage, President Peter Smith, VP Campus Life Amanda Eyolfson, VP Public Relations & Marketing Aman Khangura, VP Student Affairs Robby Basi, Transportation, Construction & the Environment Chair Billy Moore, Business Chair Kristina Gao, Chair of Health Sciences Upkar, Rai, Chair of School of Computing & Academic Studies Tim DeVolder, ATC Chair
Councillors:
Michal Harrison Jeff Chen Marc Edgett Josh Nelson Christopher Peacock Mo Lei Serina Khangura
Staff:
Caroline Gagnon, Director
Absentee:
Scott Larson-Zutter Nicola Gardner Dillon Zolnierczyk Aaron Kool Jill Hidalgo
Guest:
Wayne Peng, BCIT Christian Student Club
Sean Owen Clayton Sayer Patrick Switzer Jim Moore Kathryn Cleven Karly Hepditch
Shayne Laye Jamie Bentien Gurnoor Grewal Manny Sangha
12.1. Meeting Called to Order The Chairperson, Christine Ramage, called the meeting to order at 5:50pm. (20 voting members). 13.2. Acceptance of the Agenda It was moved that the following agenda be accepted with the following addition: 13.9.4 Condition of Office and Impeachment Moved y: Sean Owen Seconded by: Peter Smith 18/0/2 Carried 13.3. Acceptance of the Minutes from March 15, 2010 Be it resolved that the minutes from March 15, 2010 be accepted as distributed. Moved by: Sean Owen Seconded by: Kristina Gao 18/0/2 Carried
13.4 Guest Speaker – Wayne Peng Wayne Peng, presented to Council the intention of a group of students to create a new student club, the BCIT Christian Student Club (see attached proposal). Membership would be opened to all students, no limit for language or background as long as they seekers. The group will hold events such as bible study, worship sessions, and retreats for students in Seattle. The group is aware that BCITSA does not fund religious club, and is not asking for any financial resources.
Christian Students at BCIT club proposal.pd
Questions: • Bill – would our insurance cover activities outside of the country? Our insurance should cover all their sanctioned activities, but if additional costs were associated with a specific event, the club would have to pay for it. • Sean – would the club be open to other Christians, for example Mormons and Catholics? Yes. 13.5.
Executive Progress Report
Christine: • Attended the groundbreaking event for the new Gateway Project. Met with the Premier, Gordon Campbell. He might be interested in attending a Council meeting. She will work with his representatives to make it happen. • Informs that we have a candidate for every position. Campaign is starting today, and voting on Thursday. Tim: • The gliding event is going well. The event is scheduled for April 22. • Have received BCIT ATC clothes and gear. Trying to offer this service all the time instead of only when the Outreach Coordinator comes on campus. Aman: • Received a $1000 grant to fund mental health programs • Edco approved a policy change, which stipulates that students can be represented by the VPSA or the Advocate or their Set Representative Bill: • Met with Paul Dangerfield (BCIT VP Education) about the cancellation of Tech Reps Following the school of Manufacturing who has already cancelled the Tech Reps, Paul Dangerfield will meet with all Deans to discuss this issue • U-pass will be implemented in September 2010. Keeping is touch about the new program • Attended the groundbreaking event for the new Gateway Project Upkar: • Set Rep was on March 25. He expects that a lower attendance at the next meeting given that some programs are finished • April 5 is Career Fair for computer sciences students
Robby: • His next set rep is scheduled on April 14 and the following event for the following month Peter: • They are looking for volunteers for the Toon-in Campaign • Has been meeting with all clubs to discuss the new sponsorship program. Framework of the program is ready to implement for this upcoming year • The next club meeting has been postponed to late April to ensure higher attendance
Amanda: • Has been working on the Toon–in Campaign Kristina: • Set Rep meeting is cancelled • Dean replacement is underway 13.6. Councillor Forum • Sean – What is happening with the SE 2 proposal? The leadership team is meeting tomorrow to discuss it. • Patrick is running into issues with Safety and Security about his group not being able to practice their sport, skateboard. He is trying to legitimize the sport on campus. Christine recommends that the group talks to Peter to become a sanctioned club. 13.7. Question Period • Patrick – What is SA doing for Big Info? Christine confirms that it is a BCIT event, and SA has limited involvement.
13.8. Unfinished Business No unfinished business 13.9 New Business 13.9.1 Christian Fellowship Club Motion: Be it resolved that the BCITSA sanctions the Christian Fellowship Club Moved by: Peter Smith Seconded by: Mark Edgett 16/1/4 Carried Question: • Sean – Are there any other religious clubs on campus? Yes 2 other clubs with different structure and mission. • Mark – Are there any duplication with existing clubs? No. The only similar club is only operating in Korean as this club will operate in English. • Clayton - How do they get funded? – Caroline they usually are funded by larger chapters. Peter explains that their expenses are minimal. • Bill – The club presentation was very detailed and professional. Motion: Call the question. Moved by: Billy Moore 18/1/2 Carried
Seconded by: Upkar Rai
13.9.2 On-Campus Dental Hygienist Caroline asks Council about the interest of brining a dental hygienist service on campus. Comments: • Michal has concerns about having no dentist on site. • Jennette raises concern about cleanliness and sterilisation around the service. • Peter raises the issue with having no dentist on site and cleanliness. Peter does not want to spend SA financial resources on this service, unless we make money. • Bill comments that we should look into the service even if there is no dentist. Hygienist are professional, therefore it should be explored. • Kristina – Could it be part of health services? • Josh - it looks like a good service. It offers another option for students. It would be very convenient for students, especially if there is no cost associated with having it. Hygienists are professional. • Mark – it would be a valuable service on campus, especially if students have coverage. • Bill – we must have more faith in public health system. The service should meet the standard for hygiene. It would be a good service for students not from the lower mainland. • Karly – Last year, swine flu clinics were offered to the public in none sterile environment and yet they met standards. 13.9.3 Equalizing Student Fees Caroline explains that some campuses have received a rebate on their student fees given that SA was not able to provide services at their campus (i.e. BMC, GNW, DTC). For the last couple of years and since the creation of the outreach coordinator, we have seen a growing interest in bringing programs and representation to these respective campus. As such, would it make more sense to equalize the student fees for all the school of the Lower Mainland. Comments: Upkar is questioning the rebate and if such rebate was created because of the difference of services, then we should equalize the fees Mark mentions that full-time students should pay the same fees, especially If we give them similar service Kristina states that with changing demographic at these campuses, programs should change, therefore fees should match. Is this what happened with ATC and now they are paying full fees. Josh if it was done before with ATC, and we feel that it is part of their growth, then it should be done on other campuses. Sean inquired if they get access to the same Extended Health and Dental fees. Yes and they pay the same fees. Bill mentioned that representation should be done through existing chairs Motion: Be it resolved that we equalize all student fees for all the lower mainland campuses. Moved by: Upkar Rai Seconded by: Peter Smith
Motion:
Be it resolved that we table the motion until next meeting. Moved by: Mark Edgett Seconded by: Peter Smith 20/0/0 Carried
13.9.4 Condition of Office and Impeachment Christine mentioned the concerns raised by student and staff regarding the performance (meeting missed, deadline not respected, failure to sign cheques in a timely manner) of the VP Finance and Administration. Christine reads bylaws 10. She has met with the individual and has communicated verbally and in writing about his failure to conduct his duties. She has mentioned to him that if his performance did not improve, she would have to raise the issue with Council, which she is doing tonight. Comments: • Josh has noticed frequently that failure to receive meeting package on time. This is not very good for the association. • Kristina inquires that if the person is impeached what would happen to his duties? Administrative staff will help with the administrative functions, and she has taken over the CRO and signing of cheques functions. If it is needed, the next in line would be the VP SA and the VP PR and Marketing who would take over the duties. • Clayton asked about meetings missed. Meeting with the registrar office with regard to elections and meeting with students. • Peter is more concerned about cheques not signed on time as it is affecting the operations. He is stopping the financial process as such the organization could incur penalties, which is not acceptable. • Kristina asked if the individual was told about his performance. Christine talked to him in September, December, and January as well as before the Olympic break. Issues of unfulfilling his duties were addressed. She had none confidence in him therefore took over the CRO duties. Motion: Be it resoled that VP Finance and Administration be asked to resign or he will be removed from his duties. Moved by: Clayton Sayer Seconded by: Josh Nelson 18/0/2 Carried Comments: • Upkar asked if many have been impeached instead of resigning. Caroline explains that most in the past have resigned when confronted by Council. • Christine feels that this is not personal, but it is important for the health of the organization. • Mark comments further to Pete’s point, why should we bother so late in the year, but because it is dealing with the finance of the organization, it needs to be considered as option. Tim stated that even if late in the year, it is setting an example for the future. 13.10. Next Meeting Next meeting is scheduled for Monday April 12, 2010 at 5:45pm in the Council Chamber. 13.11. Meeting adjourned It was moved by Upkar Rai and seconded by Clayton Sayer that the meeting be adjourned at 7:00 pm. Carried
Council Meeting Agenda Monday March 29th, 2010 5:30-7:30pm 13.1 Meeting called to order 13.2 Acceptance of the Agenda 13.3 Acceptance of the Minutes from March 15st, 2010 13.4 Guest Speakers 13.4.1 Wayne Peng 13.5 Progress Reports: Executives 13.6 Councilor Forum 13.7 Question Period 13.8 Unfinished Business 13.9 New Business 13.9.1 Christian Fellowship Club 13.9.2 On-Campus Dental Hygienist 13.9.3 Equalizing Student Fees 13.10 Next Meeting April 12th, 2010 13.11 Meeting Adjourned
Executive Objectives 2009/2010 President, Christine Ramage Tasks Description SA elections To increase Student Executive election participation i.e.; candidates and voters Working with Outreach To work with Outreach Coordinator to help support the SA presence on other campuses Transition packages To revive Transition packages Objective support
Chair ATC, Tim DeVolder Tasks Industry Leaders Relations
Gym Equipment
To support all Student Executives with their objectives
Status as of February 5th, 2010 No update On-going Using a starter document; going to oversee and help with creation of transition documents by their Chairs. On-going
Description Bringing in more guest speakers from the industry To create & maintain good relations between BCIT faculty and the SA
Status as of February 5th, 2010 On-going.
To improve the Gym Equipment
Presently talking with Larry Vezina, Director of Student Services.
Glider Event To continue and improve the Glider Event Transition and Training Create a package and training specific to ATC Implement a games station work with set reps to develop guideline around the establishment of a new games station (i.e. Wii) VP Student Affairs, Aman Khangura Tasks Description
Conducted and will continue to conduct orientation for all new classes. BCIT is very supportive of this initiative; consequently issues have been raised to Tim. Tim is having regular meetings with Associate Dean.
Postponed until end of April because of Olympics. No new update. No new update.
Status as of March 28th, 2010
Student Space Increase Awareness
To update 3 student lounges on campus, and convert them to SA spaces To increase awareness of BCITSA via different marketing initiatives (i.e., mission & advocacy promotion)
Toon-in
Review Toon-In Campaign processes
VPSA Expansion
Expanding the duties and responibilities of the VP Student Affairs.
VP Finance and Administration, Joseph Prophet Tasks Description Executive Transition To improve Executive Transition Monthly Finance Report Reporting monthly finances to Council
Depends on referendum. The Canadian Mental Health Association as reviewed and approved the project grant application. This will provide the SA with additional funding of $1,000.00 Meeting with Ian Morton, Amanda Spears and Christina Batstone to plan event details. Postponed until March or April. Not to conflict with midterm and elections. Revision of Policy 5104 to include VPSA and Student Associations Advocate. This revision will allow a student to have either party speak on their behalf during an appeal. Policy committee meeting on March 24th – Bill Howorth and l presented the changes and recommendations. Changes were approved and endorsed by the Policy Committee. Procedural changes will be in affect after the Edco Meeting on April 21st
Status as of March 28th, 2010 In progress. In progress.
Chair School of Transportation, Construction & Env., Robby Basi Tasks Set & Tech reps
Description Increase Set & Tech Rep involvement
Guest speakers Event specific to School
Bring people from the industry. party type of events
Status as of February 5th, 2010 Had our event on Friday, with 90 tickets already sold and the remaining will be sold at the door. Scheduled for next semester. Successful.
VP Campus Life, Peter Smith Tasks Description Strengthen relations To strengthen relationships between the SA and student clubs as well as improve communications & awareness about operations/goals and events Transition
Clubs package, Orientation, Toon-in
Status as of February 5th, 2010 No new update.
No new update.
Chair School of Business, Bill Moore Tasks Description Cohesiveness Cohesiveness with the BCIT Administration Business programs To bring all programs in the School of Business together‌choosing the right people. Spreading the word about each position to ensure candidates run for positions.
Status as of February 5th, 2010 No new update. Looking into training and succession for next year. In progress.
Complete Translink School of Business, Dean
No new update. No new update.
Revamp the set/tech rep structure
To complete my Translink objectives Working closer with the School of Business, Dean Robin Hemmingsen working with VP Education to redefine the set/tech role on campus
Chair Sch. Of Man., Elec. & Ind. Proc., Mathew Brownell Tasks Description Lounge Space To improve student lounge space, specifically Improvement in SW9 Inter-school Relations To increase Inter-school relations by organizing social-networking events Student-Led Event To work with staff to develop a package that Package would help student executives organize events on campus
Talk with Paul Dangerfield, ball is in motion.
Status as of February 5th, 2010 Depending on referendum. Postponed until 2011. Based on the success of the first event, another one is scheduled for March. New initiative - to be completed by April 2010.
Chair Sch. Of Comp. & Aca. Studies, Upkar Rai Tasks Description Mentorship (Btech) Work with Amanda/ BCIT alumni/ Program head (School of computing ) to establish a pilot Mentorship program
Status as of March 14th, 2010 Halfway Mark Event great success. Special thanks to Tatsiana and Amanda Spears.
Networking Events
Promote BCITSA and Student Executive positions. Increase Students and strep turnout during election and volunteer events. Break ice between students of different schools / set / semester.
Lan Party held on March 5th. Dean and Associate Dean of School of Computing and Academic Studies donated XBox 360, 8 Gb usb sticks, X-Box games for the prizes and 3 bags of awesome SWAG.
Adopt a SET" Program
Work with BCIT alumni association to Start a Program to Get BCIT alumni to come and network with a given set from the diploma Program over the period of one semester. Note: Subset of the Mentorship program.
No new update.
VP Public Relations & Marketing, Amanda Eyolfson Tasks Description Increase connectivity To increase connectivity between student with in different departments (through new events, etc.) Alumni Relations Increase student awareness Recycling Bins Link readership Redefine role of VP PR
Build on the relationship between SA and Alumni Association Help to make students more aware of services available to them To add more recycling bins to facilities To increase Link readership Continue to define the roles and responsibilities of the position to work closer with the managers of Marketing and Communication
Status as of February 5th, 2010 No new update.
No new update. On-going. No new update. No new update. No new update.
Chair Sch. Of Health Sciences, Kristina Gao Tasks Description Sense of Community Continue to build a sense of community among the students of SOHS - a Meet and Greet for the Set and Tech Reps in Sept/Oct, and pub events for students, as tasks. Food Drive
Organize a food drive in the winter term and double last year's donation.
Transition
Develop package to ensure that success is repeated
Relationships
Build a relationship with the new Dean
Status as of March 28th, 2010 Next Set Rep meeting is March 31. A few Set Reps have notified me that their sets/programs are away on practicum until the end of the term and therefore will not be able to participate in upcoming meetings/events. Finished between Feb. 8-9. Final tally: we raised $833.29 in cash ($709.04 to the Haiti Earthquake Relief by the Canadian Red Cross and $134.25 to the GVFB) and 488.5 lbs of food. The cash portion of the fundraise met the goal of doubling last year’s result. In progress. Will meet with Geoff re: inviting Deans and VPs to Set Rep meeting.. Recruitment of new Associate Dean to replace Bill Dow’s position is underway. Hope to have new AD by the end of the term.