Council Meeting Monday, April 16, 2007 Minutes Executives:
Jennifer Leaman, President Todd Embley, VP Finances & Administration Rick Sandu, VP Campus Life Matt Chong, VP Public Relations & Marketing Thomas Trowbridge, VP of Student Affairs Bryson Norrish, Manufacturing, Electronics and Industrial Process Chair Sukh Aujla, Business Chair
Councillors:
Amanda Harris Paul Matthews Shane Gilbertson Doug Holdgate Emily Ho Hyup Lee Yoojin Park Arun Randhawa
Allan Olson Marlina Kinnersley Jennette Leung Brenda Corbett Rahil Lalani Pankaj Garg Dimitrius Kavouras Kerri Parker
Staff:
Caroline Gagnon, Director
Geoff Gauthier, Editor
Guests:
Matt Holland Christopher Peacock
Irina Osipova Sean Lee
Excused:
Carlo Ocampo, Computing & Academic Studies Chair Ron Asperin, Transportation, Construction & the Environment Chair Tod Fraser
Julia Cornester, Health Sciences Chair Zhasmina Mihova Matt Crawford Sajan Zachariah
16.1. Meeting Called to Order The Chairperson, Jennifer Leaman, calls the meeting to order at 5:45 pm. (22 voting members). 16.2. Acceptance of the Agenda It was moved that the agenda be approved with the following addition: 16.9.3 Election Committee Moved by: Sukh Aujla Seconded by: Thomas Trowbridge 20/0/0 Carried 16.3 Acceptance of the Minutes from April 2, 2007 It was moved that the minutes from April 2, 2007 be accepted as distributed. Moved by: Sukh Aujla Seconded by: Bryson Norrish 18/1/1 Carried Disapproval of the Special General Meeting, March 26, 2007 It was moved that the minutes from the Special General Meeting, March 26, 2007 be rejected as distributed. Moved by: Todd Embley Seconded by: Rick Sandhu 19/0/0 Carried
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16.4
Guest Speakers - Natalie Sands – EdCo student rep Did not attend meeting.
16.5
General Reports: Executive Nothing to Report
16.6.
Progress Reports As presented. • Jennifer – The $10,000 committee has decided to spend the following monies: $500 Cooking Course, $6500 Council Chamber, $3000 for 5 Microwaves. • Sukh - Due to findings about formal graduation parties, it has been changed to a club party after convocation. • Rick – the Orientation volunteer recruiting drive will start soon. • Matt – Cut for the Cure was postponed to April 30th. Ten volunteers are needed. • Bryson – Survey about the cooking program will be analysed this week. • Thomas – Club policy will go out tomorrow. Students came forward with issues with regard to air quality at SE6. BCIT is presently looking at it. • Jennifer – An activist group approach the Foods Service Committee to bring freerange eggs on campus. It would increase the price of $0.40 per eggs. Jennifer will get more information. Registrar is asking how they can inform students about tuition deadline.
16.7.
Question Period • Some recommendations about tuition deadline: text message, a well-titled email, monthly email, mybcit, on the agenda, poster, letter, hybrid email/letter depending the programs, and the main BCIT sign on Wellingdon. • Sukh - the tables are not back in the Great Hall. Jennifer will look into this. • Some recommendations about the free-range eggs: o People need more information about the impact to make proper decision. o Rick & Emily recommend that students should have the option to choose freerange eggs and pay premium for them. o Matt H. is worried about the price of food increase. o Todd - BCIT is pressured to make these changes. He proposes a separate kiosk with organic foods, idea proposed by Jennifer at the last food committee meeting. o Bryson - who will pay for that increase? Jennifer – the students are. • Jennifer to Rick – What is the judgement panel with Recreation Council? A student was found violent. A panel of students heard the student’s case. They decided on appropriate actions about that case. • Bryson – What is happening with the sauna? Jennette – the steam room had to be renovated to meet the new guidelines.
16.8.
Unfinished Business 16.8.1. Auditors Todd explains that the Business Committee reviewed four (4) auditors proposals. Motion: Be it resolved that that Reid Hurst Nagy be appointed as the BCITSA Auditors. Moved by: Todd Embley Seconded by: Sukh Aujla 17/0/2 Carried
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Questions: • Jennette – Why did the committee recommended Reid Hurst Nagy. Todd – they were selected based on their lower quote, more realistic work projections, and references. 16.9
New Business 16.9.1. 2007/08 Budget Approval Motion: Be it resolved that the 2007/08 Operational Budget and Capital Budget be approved as distributed. Moved by: Todd Embley Seconded by: Matt Chong 16/0/4 Carried Questions: Sukh – What are bain maries? Soup warmers. Rick – Is the work on the computer Network only for the office? No, it is for the entire organization. Amendment to the motion: Be it resolved that the Campus life budget (030- 42199) be increased to $300. Moved by: Thomas Trowbridge Seconded by: Rick Sandhu 17/2/1 Carried 16.9.2. Policies and Procedures Caroline announces that all councillors will receive a linked with the new Policies and Procedures. According to the By-laws, Policies and Procedures need to be ratified by Council. She invites people to look at it before next meeting. 16.9.3 Election Committee Todd informs that an Election Committee needs to be formed for the next two weeks. The committee will supervise the election process. He heeds a deputy and two councillors. Motion: Be it resolved that the election committee be formed consisting of Bryson Norrish (deputy) and Arun Randhawa and Paul Mathews for the 2007/2008 elections Moved by: Todd Embley Seconded by: Rick Sandhu 19/0/0 Carried
16.10 Next Meeting – Special General Meeting April 23, 2007 Next meeting, Special General Meeting, is scheduled for April 23, 2007 at 5:45pm in the Council Chamber. 16.11 Meeting adjourned It was moved by Todd Embley and seconded by Rick Sandhu that the meeting be adjourned at 7:13pm. Carried
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BCIT Student Association Monday, April 16, 2007 AGENDA
16.1.
Meeting called to order
16.2.
Acceptance of the Agenda
16.3.
Acceptance of the Minutes from April 2, 2007 Disapproval of Special General Meeting, March 26, 2007
16.4.
Guest Speakers: Natalie Sands – EdCo student rep
16.5.
General Reports: Executive
16.6.
Progress Reports
16.7.
Question Period
16.8.
Unfinished Business 16.8.1. Auditors 16.8.2. 16.8.3.
16.9.
New Business 16.9.1. 2007/08 Budget Approval 16.9.2. Policies and Procedures 16.9.3.
16.10. Next Meeting – Monday, April 23, 2007 – Special General Meeting 16.11. Meeting adjourned
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SA EXECUTIVE GENERAL REPORTS FOR MONDAY, APRIL 16, 2007
BCITSA EXECUTIVE PROGRESS REPORTS FOR APRIL 16, 2007 Executive
Date of Introduction
Action or Outstanding Issue
Status
Julia
January
Meeting with Set Reps and Tech Reps
Holding Meetings
Julia
February
Policy
Julia
December
Student concerns
Speaking to students as needed
Julia
February
Shinerama Committee
Following up with Matt
Julia
February
Goard Way Intersection
Will follow up with City of Burnaby as needed
Julia
February
Women’s Sauna Issue
Passed along information to Rec Services
Julia
February
10 000 Committee
Meeting Scheduled for April 16
After many meetings and emails and review of policy, the school of Health has been informed that Policy 5002 supersedes any other document which references 5002
On hold due to other commitments. Carlo
November 2006
Programming Competition
Carlo
January 31, 2007
Exam Bank For School of Computing
For more info: http://icpc.baylor.edu/icpc/ On going. No change as of last week. Had a couple of meetings with Scott Blythe, Communications and
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Outreach Manager. We discussed how we are going to tackle the different obstacles and issues we will be facing upon the institution of the exam bank. He provided me with a preliminary draft of a Memorandum of Understand, which is essentially a contract signed by the faculty who would like to participate with the exam bank. We are also planning to have a meeting in two weeks with Dr. Verna Magee-Shepherd, VP of Education and Student Services, to look at possible conflicts with faculty contract agreements, as well as to discuss this with the Dean’s Office. Faculty from the School of Computing has no problem with the exam bank; however, they want the Student Association to handle all administration for the exam bank. Todd
Feb 21
Food Services Committee
Will be doing Campus Café this summer, Town Square next. Putting in a Timmy’s.
Todd
March 5
Tax Receipts
Signing of tax receipts for tax filing
Todd
Nov 9
Business Committee
Have chosen new audit company, Reid Hurst Nagy.
Todd
Feb 14
Elections
It’s campaigning time. Get online and vote.
Todd
March 7
2007/2008 Budget
Fine tuning budget for acceptance by council.
OCT
Test bank
Currently in talks with faculty, working with Scott and Carlo. No Progress since last report
March
Searching for Councilor
March
Grad Party
Sukh Sukh
Sukh
Have one interested second year marketing student still waiting to see if I can find a first year to make the numbers more even. Have 7 students that are interested in making a team put make this party happen more people are still welcome to join and help out. Survey was very successful with over 160 respondents. I am
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currently in discussions with night clubs, catering companies, hotels and formal attire retail outlets to make some deals about the party. Sukh April
Set and Tech rep meeting
Feb 5th, 2007
Services committee
Rick
Rick March 29th, 2007
Organizational Templates
Discussed elections, councils progress, student issues and $10,000 committee with set and tech reps. Services committee meeting cancelled as Caroline, Emily, and Brenda were not available for the time scheduled. I will be working with the President to help create templates and forms that will help future executives with project organization and successful utilization of the SA staff within their projects. No progress as of yet. Focus will now shift to recruiting volunteers for next years Orientation
Rick
th
March 29 , 2007
Orientation Recruiting
100 volunteers are required All roles are defined and have training manuals to ensure a successful, fun event for volunteers Preparations have begun to send out emails for next week
Rick April 10, 2007
Orientation Succession Plan
Began reconciling and sorting all orientation files and documentation into a useable system for the next executive. 50% complete
Rick April 13, 2007
All Candidates Meeting
Hosted the all-candidates meeting in Todd’s stead.
April 10, 2007
Rec Council Hearing
Sat on a Judgement panel for Paul Fortier to hear a student’s case.
April
Shinerama 2007
Continuing work on 2007 campaign
April
Cut for the Cure
Monday, April 23rd. looking for volunteers
Rick Matt Matt
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Matt April
Business Committee
Decided on Audit Company
March
Shinerama Committee Meeting
Having a meeting this week with Jim Mitchell to discuss Shinerama
April 2, 2007
Promoting Elections
Spoke with people that would be successful candidates.
April 2, 2007
BCIT SA Cooking Event
Issued a survey to the students who participated in the Residence Event. The survey has now been completed, and the information will be processed in the upcoming weeks.
April 2, 2007
Getting Acquainted
Began settling into my new position. Scheduled meetings to get up to speed on the position.
April 2, 2007
New Councillor
Looking for a new councillor.
April 2, 2007
New Club Policies and Procedures
Rough Draft complete, formatting in progress
April 11, 2007
SE 6 Air Quality
April 11, 2007
Promoting Advocacy office with faculty
Researching channels of communication
April 11, 2007
Vancity account necessary for clubs to receive SA funding starting next Sept.
Completed
Food Services Committee
Attended the meeting with Todd, Bryson, and Caroline. They are curious to know what students would feel about free range eggs. BCIT has been approached by an animal activist group to start using free range eggs. I hope to have some more information about this before the start of the meeting. To switch to free range eggs would lead to a cost increase and would students be willing to pay more for free range eggs. So far Guelph has made the switch to free range
Matt Bryson Bryson
Bryson Bryson Thomas Thomas Thomas Thomas
Jen
February
On going, please respond during questions period
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Jen
eggs. Other things to note. BCIT does have composting at some of the food locations and they recycle cardboard. They also recycle the fat, which is thing shipped to China to make makeup. I have spoken about this before but I had a meeting last week with the registrars’ office. They are in charge of collecting tuition from returning students. They really would like some suggestions about how to let students know that their tuition is due. Any comments that you have would be useful.
April
Tuition Deadlines
April
Student issues
Have been advising in some issues regarding students. Lots of emails and meetings
Organization templates for executives
Rick and I working on coming up with some templates that would help executives with their jobs here at the SA. We are hoping to have one of the new elected executives help us with this. We plan to meet in the beginning of May.
Jen Jen April
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