2 Minutes_Council_September_21_09

BCIT Student Association Council Meeting Minutes Monday, September 21, 2009 Executives:

Christina Ramage, President Joseph Prophet, VP Finance & Administration Peter Smith, VP Campus Life Aman Khangura, VP of Student Affairs Amanda Eyolfson, VP Public Relations & Marketing Robby Basi, Transportation, Construction & the Environment Chair Upkar Rai, Computing & Academic Studies Chair Tim DeVolder, ATC Chair Billy Moore, Business Chair Kristina Gao, Health Sciences Chair Mathew Brownell, Manufacturing, Electronics and Industrial Processes Chair

Councillors:

Scott Larson-Zutter Marc Edgett Jamie Bentien Serina Khangura Loveleen Grewal Sharry Cu Michal Harrison

Staff:

Caroline Gagnon, Director

Jeff Chen Jill Hidalgo Josh Nelson Christopher Peacock Kathryn Cleven Clayton Sayer

2.1.

Meeting Called to Order The Chairperson, Christine Ramage, calls the meeting to order at 5:45 pm. (24 voting members).

2.2.

Acceptance of the Agenda It was moved that the following agenda be accepted with the addition of microwave new.

Moved by: Amanda Eyolfson Seconded by: Bill Moore 23/0/0 Carried 2.3.

Acceptance of the Minutes, from August 11, 2009 Be it resolved that that the minutes from August 11, 2009 be accepted as distributed.

Moved by: Matt Brownell Seconded by: Kristina Gao 14/0/8 Carried 2.4 Guest Speaker No guest speaker 2.5.

Executive Progress Report Executives explain their objectives for this upcoming year.

Update: Aman: • The proposed event for International Students has been moved to March due to BCIT staffing.

Joseph: • Joseph has an appointment scheduled with Val Karpinski, VP Student Services, tomorrow to discuss the SIF fund.

Robby: • Robby has met with Deans and Associated Deans to help recruit set/tech representatives and councillors.

Peter: • Peter has received great comments for Orientation. He is updating the manual to help the incoming person to rectify some minor issues with the event.

Bill: •

Bill met with the Dean to establish a better cooperation between BCIT and SA.

Matt: • Mat discussed the issue of the SW9 lounge with his Dean. There is an issue related to the assignment of this room, classroom vs. lounge, which needs to be addressed before anything goes forward.

Upkar: • Upkar is working with Amanda, Student Services Manager, to implement a mentorship program for BTech students from the School of computing.

Amanda: • Amanda encourages councillors and executives to write in the Link about issues that could interest student. She is also extending this offer to the Georgia Straight.

Kristina: • She is organizing an event welcoming Health Science students back.

• Faculty members informed her that they will be participating in this year upcoming food drive.

2.6.

Councillors’ Open Forum • Jamie inquires about the early closure for the main cafeteria and the SW1 Road Runner, especially on Friday. The main cafeteria closes at 2:30pm while classes are still occurring. Caroline will ask Chartwells at the next food committee scheduled this Wednesday.

• Joshua wants to know why the food vending machine in SW 9 is still missing. Matt will look into it.

• Clayton proposes a competition between schools to raise money. Christine mentions that this might be a good lead way to the Toon-in agenda item.

• Sierra inquires about the speed of the computers at the U-connect. They are slow and maybe we should look at investing into new one.

• Marc would like to know what is happening with the Track and Field. Is anyone working on improving it or even maintaining it? Peter, a Recreation Committee member, will look into it. Christine will ask the BCIT executives.

•

What is happening with the steam rooms? The men’s is open, while the women’s is not. Caroline was informed that BCIT has no money to fix the women’s.

2.7.

Question Period • Jamie inquires about starting a student club. Peter informs him that a package is available explaining how to start a club.

• Scott asks Bill how he will make the set and tech meeting more interesting. Bill wants to ensure that this communication network is maintained by improving the quality of information that students receive so that they are aware of the program and services (i.e. financial award, advocacy, program specifics) available for them. These meetings are a great way to connect with students. He also plans to use the clubs as a way to communicate to the student population.

• Clayton inquires about what is happening on other campuses. Christine informs him that through numerous outreach initiatives and different events, representation is happening. For example, the ATC has its designate Chair representing 300 students.

PMC does not have a councillor on campus yet, but we are working to increase BCITSA presence.

2.8.

Unfinished Business No unfinished Business 2.9.

New Business

2.9.1 Philanthropic Policy Christine introduces the reasons behind establishing this new policy. She reads the proposed philanthropic policy and procedures. She also explains that she will not bring it at a motion for acceptance this week, but wants to make sure that Councillors educate themselves on the topic before voting on it at the next Council meeting.

7.7 Scope – Outgoing Donations At times, BCITSA is asked to contribute to other charitable organizations. Given our mission, BCITSA only donates monies that have a direct impact on its members, such as programs and services designed by BCITSA and/or its own philanthropic endeavors such as the Gift of Choice Campaign, the Laurie Jack Award, the Link Silver Pen Award, or the SCORE Endowment Fund. BCITSA will not, in good faith, invest member fees or proceeds of its operations in any other charitable causes or philanthropic endeavors unless directed by Council. Any donations must be supported and encouraged by membership according to BCITSA Bylaws.

7.7.1 Guidelines In accordance with BCITSA Policy 7.3.1, BCITSA will adhere to similar limitations when directed to donate member fees to other charitable causes or philanthropic endeavors. (a) BCITSA will not make donations to:

(i) Religious organizations/agencies (ii) Political organizations/agencies (iii) Companies affiliated with the aforementioned organizations/agencies (iv) Companies that promote or condone illegal activities and/or services (b) BCITSA may choose not to make a donation that opens BCITSA to potential liability. (c) No executive or staff member can do anything that leads a potential donation recipient to believe that a donation has been or will be made.

Questions: • Michael inquires about the meaning of “political organizations/agencies”. It is explained that it will be up to the Council to interpret the meaning of this policy if request are made to funds outside organizations.

• Michael asks about the old one. Caroline mentions that this is the first ever policy of this type.

• Upkar mentions that this policy is written allowing Council to approve different organizations if they choose to.

• Clayton looks for statements regarding the mention of policy 7.3.1. Christine reads the policy dealing with limitations.

• Jill asks about the amount of money BCITSA usually gives away. Caroline explains that we do not have a specific amount. However if monies are raised for external issues, this policy provide guidelines for its distribution.

2.9.2

Toon-in Campaign

Aman explains that last year the Toon-in drive raised $6000. The amount was matched

by BCIT. Aman wants to know if Council wishes to formalize this event.

• • •

•

Scott asks about the endowment fund. Caroline informs that the fund gives out 3.5% to students representing $500.

Peter states that last year was the first year, thus this event should only get better.

He proposes that we utilize the clubs and their executives. It is a very good event, and he would hate to see it disappear.

Clayton inquires about residence involvement. Christine informs that we have an agreement not to intrude students in their private residence. We placed posters around campus, including residence. His ideas could be brought forward to the residence manager, Tom Moore.

Kathryn proposes that the collection day be expended from one day to a multiple days. Last year, students did not have enough time on collection day.

Motion: Be it resolved that BCITSA adopts this Toon-in campaign on an annual basis facilitated by the VP student affairs.

Moved by: Bill Moore Seconded by: Upkar Rai 20/0/2 Carried Questions: • Scott mentions problems related with the promotion of this event.

• Jill reiterates that a multi-day event would be better.

• Kristina proposes that through the set tech rep the communication network, we could improve this event.

Call the Question Moved by: Upkar Rai 18/3/1 Carried 2.9.3

Seconded by: Joseph Prophet

Governor General and Youth Dialogue on Olympic Truce Invitation

BCIT is looking for 4 students to attend a youth dialogue on world peace and the Olympics.

Volunteers: Scott, Bill, Joseph, and Christine 2.9.4 Microwaves Joseph has received a request from the downtown campus to add two microwaves.

Students presently have 2 for 200 full-time students.

Motion: Be it resolved that BCITSA provides 2 microwaves for downtown campus Moved by: Upkar Rai Seconded by: Mathew Brownell Motion: Be it resolved that this issue be moved to a committee.

Moved by: Bill Moore Seconded by: Scott Larson-Zutter 14/7/1 Carried Questions: • Bill explains that a committee was created last year to deal with this issue.

• Scott inquires about money available for this project. Christine mentions that the issues around money should be investigated by the committee.

• Kristina would like to have more than two.

• Chris states that we do not have all the facts, thus a committee of 3 people is a good way to find out the best actions.

Call the question Moved by: Christopher Peacock 19/0/3 Carried

Seconded by: Upkar Rai

Volunteers: Joseph (Chair), Bill, Peter, Marc

2.10. Next Meeting Next meeting is scheduled for Monday, October 5, 2009 at 5:45pm in the Council Chamber. Please note that the first part of the meeting will be a Roberts Rule of Order training session. In additions, Councillors are asked to attend the Councillor Training Session, which is scheduled next Monday, September 28, 2009 at 5:45pm.

2.11. Meeting adjourned It was moved Upkar Rai and seconded by Joseph Prophet that the meeting be adjourned at 7:07pm. Carried

cCouncil Meeting Agenda Monday September 21, 2009 5:30-7:30pm 2.1 Meeting called to order 2.2 Acceptance of the Agenda 2.3 Acceptance of the Minutes from August 11th, 2009 2.4 Guest Speakers 2.5 Progress Reports: Executives 2.6 Councilor Forum 2.7 Question Period 2.8 Unfinished Business 2.9 New Business 2.9.1 2.9.2 2.9.3

Philanthropic Policy Toon-In Campaign Governor General and Youth Dialogue on Olympic Truce Invitation

2.10 Next Meeting October 5th, 2009 2.11 Meeting Adjourned