Executive Meeting Monday, September 11, 2006 Minutes Executives:
Jennifer Leaman, President Todd Embley, VP Finances & Administration Matt Chong, VP Public Relations & Marketing Jason Vranjkovic, VP of Student Affairs Rick Sandu, VP Campus Life Scott Haller, Manufacturing, Electronics and Industrial Process Chair Ron Asperin, Transportation, Construction & the Environment Chair Sukh Aujla, Business Chair Carlo Ocampo, Computing & Academic Studies Chair Julia Cornester, Health Sciences Chair
Councillors:
Dirksha Challaramani Malina Kinnesley Brenda Corbet
Staff:
Caroline Gagnon, Director Geoff Gauthier, Editor
Guests:
Emily H Jennette Living Brison Norrish Al BcKin
Rahil Lahani Pankaj Garg Allan Olson
Thomas Trowbridge Amrh Dkawal Tod Fraser
3.1. Meeting Called to Order Jennifer welcomes everyone and states that this meeting is not meeting quorum therefore will be run as an Executive Meeting. The Chairperson, Jennifer Leaman, calls the meeting to order at 5:46 pm. (9 voting members). 3.2. Acceptance of the Agenda It was moved by Julia Corenester and seconded by Scott Haller that the agenda be accepted with the following changes: Change the numbering from all 15 to 3 New Business 3.9.1 Committees 9/0/0 Carried 3.3. Acceptance of the Minutes from July 24, 2006 and August 29, 2006 It was moved by Scott Haller and seconded by Todd Haller that the July 24, 2006 minutes be accepted as presented. 9/0/0 Carried It was moved by Matt Chong and seconded by Carlo Ocampo that the August 29, 2006 minutes be accepted as presented. 9/0/0 Carried 3.4. Guest Speakers: No guest speakers 3.5. General Reports: Executive No general reports
3.6. Progress Reports Progress reports as submitted. 3.7. Question Period • Marlina asks the amount raised for Shinerama as of now. Matt states that $1400 were raised in the first week. • Jenette wants to know financial objectives for this year Shinerama campaign. This year, it is expected to raise $30,000. • Thomas would like to know if participants can also volunteer for the Amazing Race. Matt confirms that people can volunteer and participate given that the race is organized in two waves. • Todd asks more details of the BBQ hosted by Toast Master. Matt was informed about this BBQ and is working with the group. • Brison would like to know how many people have signed up. Matt confirms that one person is signed up as of now which is not out of the ordinary. Where are the forms for Amazing Race? They can be found at SE 16 (Rec. Office) or SA office - $20 / person or $120 / team of 6. The price includes a T-shirt and lunch • A councillor wants to know the plan surrounding the fit juice bar. Todd will work on this issue. • Sukh states that some of the prices in the vending machine are cheaper than the TNT. Caroline will investigate. • People would like to know where the high tables in the Great Hall are. Jennifer explains that she will look into this. Geoffrey explains that these tables belong to Chartwells and the reason for low furniture is to create a gathering space instead of a study space. Other spaces such as the common learning are available. • Councillors are having difficulty login in the BCITSA website from a wireless location at BCIT and residence. Jennifer will look into this. • Brenda wants to raise awareness about the “Fast Track”. Geoff confirms that it is in the handbook and Bearings. Jennifer will include it in the newspaper. Marlina asks about the possibility of developing a newsletter for first year students. • Allan asks about the Pub and the profits. Caroline explains the history and financial situation of the pub. 3.8. Unfinished Business No unfinished business 3.9.
New Business 3.9.1. Committees Jennifer explains that BCITSA has some standing and ad-hoc committees and will that Councillors and Executives will be asked to participate in these committees.
3.10. Next Meeting – September 25, 2006 Next meeting is scheduled for September 25, 2006. A Roberts Rule of Order session will be offered at the next meeting. 3.11. Meeting adjourned It was moved Julia Cornester and seconded by Ron Asprin that the meeting be adjourned. Carried
BCIT Student Association MONDAY, September 11, 2006 AGENDA
3.1.
Meeting called to order
3.2.
Acceptance of the Agenda
3.3.
Acceptance of the Minutes from July 24, 2006 and August 29, 2006
3.4.
Guest Speakers:
3.5.
General Reports: Executive
3.6.
Progress Reports
3.7.
Question Period
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.
3.10.
Next Meeting – September 25, 2006
3.11.
Meeting adjourned
BCITSA EXECUTIVE PROGRESS REPORTS FOR September 11, 2006 Executive
Date of Introduction
Action or Outstanding Issue
Status
Todd
September 11, 2006
Fit Pit Juice Bar- Looking to see if we can’t work with BCIT to use as a revenue sharing space
Have spoken with Jim Mitchell and will be meeting with he and the VP of Campus Life regarding action plan.
Todd
September 11, 2006
Orientation Day - Help to produce a great orientation day
Todd
September 11, 2006
Shinerama - Volunteering
Manned the Shinerama booth for two hours to help get the word out and answer questions
Jen
September 11, 2006
Contracts with BCIT
Meet today with Verna, Caroline and lawyers to talk about contracts with BCIT.
Jen
September 11, 2006
Bylaws
Started to revise bylaws but would like input from others. Hope to have a sub committee to work on them so we can present them at the AGM.
Jen
September 11, 2006
Strengthening relationship with other BCIT campuses
Jen
September 11, 2006
Orientation for Part-time study students
Jen
September 11, 2006
Orientation
Great work on orientation. It was a huge success. Will be meeting next month for an orientation wrap up meeting.
Rick
September 11, 2006
Create a strong Orientation Succession pkg.
Orientation Event complete, working on creating prizing distribution package & thank-you
Rick
September 11, 2006
Begin defining and fostering a strong volunteer/leadership culture
Currently only Word of mouth with peers
Rick
September 11, 2006
Create a nutrition program that helps students eat and cook well on a strict time & $ budget
Not started
Orientation was a huge success and props to Rick for all his hard work
Went to Pacific Marine Campus last week to a mini orientation with them. A great success Meet with a part time coordinator to talk about issues that face part time study students and how we can connect with them.
Rick
September 11, 2006
Rick
September 11, 2006
Rick
September 11, 2006
Open access for men to the BCIT Steam room
Scott
September 11, 2006
24/7 lab room
Scott
September 11, 2006
Strengthen and increase the relationship and participation with Macquinna residence Strengthen and increase SA participation in Rec council
Program Term Survey
Scott
September 11, 2006
Privacy Act
Scott
September 11, 2006
Web Forum
Scott Scott Scott Scott Julia
Julia
September 11, 2006
Not started
Attended Rec Rep meeting, began recruiting rec reps Casual conversation about possibilities, with Gloria Katnick
Committee has been formed.
Outstanding Confirmed with Director that we are in compliance with the Privacy Act. No further action required. Outstanding
Hiring Councillors
Have several interested people. Waiting for student enrolment numbers to make final commitments to hire.
Student Orientation
Was at the SA booth, BBQ and assisted with student volunteer prizes.
Meeting Schedule for Set & Tech. Reps
Schedule set and room booked. Need to communicate schedule with Set & Tech Reps once they have been identified.
Review and rewrite By-laws
Committee needs to meet.
Agenda Book
Spoke with Geoff briefly and made plans to meet and discuss further
Nutrition Program
Started writing down some questions for a potential questionnaire about what students would like to see in the stores
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September 11, 2006
Sukh
September 11, 2006
Sukh
September 11, 2006
Recruiting first and second year councillors Shinerama preparation, helping Matt
Carlo
September 11, 2006 Offering positions as councillors
Ron
September 11, 2006 Orientation
Ron Ron Matt Matt
September 11, 2006
Matt Matt Matt
Ongoing. In contact with a student and the CIPS president. Offering positions as councillors to people from my school. Orientation was a good way to get it out there. Although I’m finding it difficult to find really enthusiastic personalities. Great Event, much better than last year. Getting good reviews from first year students.
Job Opportunities
Referring a fellow classmate to become a student photographer for the link.
Contact with ASTTBC
Jason Jung is on vacation until the 11th, Try again this week.
Recruiting Volunteers for Shinerama
Currently at 82 volunteers, we need at least 200 volunteers
September 11, 2006 September 11, 2006 September 11, 2006 Shinerama Promotional Street Teams
Matt
ongoing
September 11, 2006 Video Game Tournament
Ron
Two councillors have approached me wishing to continue on this year. And three first years have emailed me.
Currently have promotions lined up for Wed, Thurs and Fri
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Planning Shinerama BBQ’s
Have secured volunteers to set up, our goal is to sell out
Evaluation of Shinerama promos at Orientation
Almost Complete, Talking to volunteers to get feedback
Talking to Residence Students about Amazing Race
So Far, there has been a high level of interest in getting involved
Getting Teams signed up for the Amazing Race
We plan to start pushing the sign up campaign this week
Matt September 11, 2006 Matt Jason Jason Jason Jason Jason
Jason Jason Jason
Spreading the word about Shinerama to faculty
Planning on going into lectures and recruiting teams and volunteers
Shinerama Events
Will provide a brief update
Start of school
Assisted in Rez move-in and Orientation
Hiring International Student Councilour
Posted job at International Student Centre. ISC staff sent a mailing out. Have received responses.
Clubs
Am preparing for clubs meeting / bank accounts. Encouraging clubs to participate in Services Day.
Update clubs bylaws
Have running notes on experiences and impressions of clubs system so far.
Advocacy
Requested keys to safe space. Scheduled office hours for Monday and Friday so that the safe space will be open 5 days a week. (It is already open Tuesday-Thursday)
Update VP-SA job description
No action
Test bank
No action
Update bylaws (non-clubs)
No action
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