Council Meeting Monday, April 30, 2007 Minutes Executives:
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 Carlo Ocampo, Computing & Academic Studies Chair
Councillors:
Paul Matthews Doug Holdgate Emily Ho Sajan Zachariah Allan Olson Marlina Kinnersley
Staff:
Caroline Gagnon, Director
Guests:
Sam McCulloug Roan Hidalgo Irna Osipova Thomas Hguyen Leanne Atienza Saner Mjhar
Shelley Morgan Doug Hodgate Christopher Peacock Ryan Zokol Dimitri Kavouras
Excused:
Jennifer Leaman, President Amanda Harris Zhasmina Mihova Matt Crawford Shane Gilbertson
Julia Cornester, Health Sciences Chair Hyup Lee Yoojin Park Arun Randhawa
Jennette Leung Brenda Corbett Rahil Lalani Kerri Parker Pankaj Garg
17.1. Meeting Called to Order The Chairperson, Todd Embley, calls the meeting to order at 5:45 pm. 17.2. Acceptance of the Agenda It was moved that the agenda be approved with the following addition: • New Business - 17.9.2 Laurie Jack Award • Progress Report - Services Committee Report Moved by: Sukh Aujla Seconded by: Matt Chong 19/0/0 Carried 17.3 Acceptance of the Minutes from April 16, 2007 It was moved that the minutes from April 16, 2007 be accepted as distributed. Moved by: Thomas Trowbridge Seconded by: Sukh Aujla 19/0/0 Carried
Acceptance of the Special General Meeting, April 23, 2007 It was moved that the minutes from the Special General Meeting, April 23, 2007 be accepted as distributed. Moved by: Carlo Ocampo Seconded by: Rick Sandhu 19/0/0 Carried 17.4 Guest Speakers – IABC – International Association of Business Communicators The group presents to Council issues such as mission, vision, membership benefits, BCIT benefits, proposed events, student involvement, elections, meetings, recruitment. The general purpose of this group is to link students to not-for-profit organizations. The membership is open to all students, not program specific. Questions: • What is the difference from other existing student groups? The focus is on reaching as many not-for-profit organizations as possible. • What is the main purpose of the new club? To link all the programs (i.e. marketing, finance, avionic) instead of one specific program. The purpose is broader than other student clubs. The focus is on integrating the clubs. • Sukh explains that other student clubs are inclusive and allow students from different programs. • Brenda has issues with the feasibility of implementing the group and some of the events (water fight). • Why would students join this clubs? Some students do not associate with existing clubs. • What is the membership fee? $50 per year • Todd recommends that the club look into the issues presented tonight and tightened their presentation. What about the clubs in other schools? SFU has IABC club. • Who is the faculty advisor? Two are interested in working with them. • What about the saturation of fundraising events? They want to want to make sure that students participate in good events and that event can raise awareness to a not-forprofit organization to only money. • The SA already has the framework to help students to plan events (Shinerama, event office). Why do they not tap into this resource? The club will investigate. • Thomas mentions that the clubs offers another opportunity for students, and the risk for having another clubs on campus is low. If the clubs is not successful, it will stop to exist at no risk to the SA. • The club is not asking for funding but from support to exist on campus. • The club announces that they have more information such as by-laws. 17.5
General Reports: Executive Nothing to Report
17.6.
Progress Reports As presented • Thomas - The Clubs meeting is set for May 7th. • Rick - working on Orientation and training the new incoming Executive. • Services Committee – Working on promoting the Uconnect. Many recommendations were brought forward such as a training package to recruit and train set and tech representatives.
17.7.
Question Period • Emily - The issues with having an eating area within the broadcasting area might be around sanitation. She proposes that we have plan before going to the Dean. • Bryson – Do they have a specific room? Is this our role to find an room or should the school provide such a space. Do they sneak in food? They are. • Why was the Cut for the Cure cancelled? Mainly due to lack of time for those involved in the promotion and coordination. • Where was the advertising for Cut for the Cure? Posters were placed around campus, but not around GH and SE 6. Lauren recommends email be sent for next year. • How will you quantify the set and tech rep effort in promoting the Uconnect? The focus will be on ensuring that the Chairs recruit good representatives.
17.8.
Unfinished Business 17.8.1. BCITSA Policies and Procedures Caroline explains that the Policies and Procedures were updated and posted on the website. This is a good update from the previous policies and procedures. Motion: Be it resolved that that the BCITSA Policies and Procedures be accepted as presented. Moved by: Sukh Aujla Seconded by: Bryson Norrish 17/0/1 Carried Questions: • Rick – What is the difference between Procedures and by-laws? By-laws are higher level addressing governing issues, while procedures address day-today issues.
17.9
New Business 17.9.1 Election Todd announces the results of the election, which can also be found on the website at www.bcitsa.ca. Motion: Be it resolved that the election results be accepted as posted on the website Moved by: Carlo Ocampo 18/0/0 Carried
Seconded by: Matt Chong
17.9.2 Laurie Jack Award Caroline announces that the Laurie Jack Award Nomination as been extended until May 15th. These two $500 leadership awards are granted to students that have contributed to improve student life at BCIT. Nomination forms can be found on the web.
17.10 Next Meeting – May 14, 2007 Next meeting is scheduled for May 14, 2007 at 5:45pm in the Council Chamber. This will be the last one of the year. 17.11 Meeting adjourned It was moved by Sukh Aujla and seconded by Thomas Trowbridge that the meeting be adjourned at 7:00pm. Carried
BCIT Student Association Monday, April 30, 2007 AGENDA
17.1.
Meeting called to order
17.2.
Acceptance of the Agenda
17.3.
Acceptance of the Minutes from April 16, 2007 Acceptance of Special General Meeting, April 23, 2007
17.4.
Guest Speakers: • IABC
17.5.
General Reports: Executive
17.6.
Progress Reports
17.7.
Question Period
17.8.
Unfinished Business
17.9.
New Business • Ratification of Policies and Procedures Manual
17.10. Next Meeting – Monday, May 14, 2007 – Last one 17.11. Meeting adjourned
SA EXECUTIVE GENERAL REPORTS FOR MONDAY, APRIL 30, 2007
BCITSA EXECUTIVE PROGRESS REPORTS FOR APRIL 30, 2007 Date of Introduction
Action or Outstanding Issue
Jen
February
Food Service Committee – Free Range Eggs
Jen
April
Alumni
Jen
April
Ed – Co
Attended Education Council meeting. There was a presentation on what the process for degree approval is.
Jen
April
Wrapping up lose ends
Preparing for the new incoming President and tying up loose ends
Bryson
April 2, 2007
BCIT SA Cooking Event
Completed. Had a final meeting to bring forward suggestions for next years event.
Bryson
April 2, 2007
Services Committee
Attended services committee.
Bryson
April 18, 2007
Set/Tech Rep Meeting
Began settling into my new position. Scheduled meetings to get up to speed on the position.
Executive
Status Spoke briefly with Bob MacKenzie about the prices of free range eggs. He is still waiting for more information and then he will send that info to me. However he won’t be around for the next couple of weeks. Attended the Alumni association board meeting. They are gearing up for nominations for Distinguished Alumni Awards. Nominations are due April 30 and more information is available at http://www.bcit.ca/alumni/ They are also preparing for their Annual General Meeting which is in March.
Bryson
April 26, 2007
Elections Committee
Dealt with issues surrounding BCIT SA Elections.
Thomas
April 26, 2007
Blue Code Safety in the Great Hall.
Completed
Thomas
April 11, 2007
Promoting Advocacy office with faculty
Researching channels of communication
Thomas
April 16, 2007
Broadcasting Eating Room
Have spoke with the Dean and Program head
Thomas
April 2007
Clubs meeting with New Executives
Date Set
Carlo
November 2006
Programming Competition
On hold due to other commitments. For more info: http://icpc.baylor.edu/icpc/
On going. Carlo
January 31, 2007
Exam Bank For School of Computing
Carlo
April 2007
Icon in BCIT Lab Desktop Computers
Scott Blythe will be sending me a sample icon that we may include in our proposal to IT Services about adding an icon that links to the BCITSA website on the desktop.
Matt
April
Shinerama 2007
Continuing work on 2007 campaign
Matt
April
Cut for the Cure
Event was cancelled due to lack of participation
Scott mentioned that the library has some similar service available for students. He is going to speak to someone in the library to find out more information.
Matt
March
Shinerama Committee Meeting
Compiling instructor lists with Jim Mitchell
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
No action
Julia
February
Goard Way Intersection
Will follow up with City of Burnaby as needed
Julia
February
Women’s Sauna Issue
No action
Julia
February
10 000 Committee
Had meeting and decided on microwaves and upgrades to council chambers
Sukh
March
Searching for Councilor
Sukh
March
Grad Party
Sukh
April
$10,000 meeting
Decided to invest in new microwaves, cooking event and council chambers. As per meeting minutes.
Sukh
April
Elections
Helping promote elections and votes
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
New councillor – Kerri Parker – 2nd year Marketing Management – Tourism option May be axed, Has been tried twice before both times have been a failure due to lack of ticket sales. Most students after finishing class get off campus and are not interested in buying tickets. There is still demand for it. So now looking at events that are less of a financial risk.
Sukh
April
Student concerns
Following up with student concerns
Todd
Feb 21
Food Services Committee
Next meeting this Wednesday. Anything you would like to have brought up let me know.
Todd
April 5
Bank Reconciliations
Working with Heather on these.
Todd
Nov 9
Business Committee
No new news.
Todd
Feb 14
Elections
Results are in.