7 Minutes Council November17, 2008

BCIT Student Association Council Meeting Minutes Monday, November 17, 2008 Executives:

Peter Orlandi, President Christine Johnson, VP Finance & Administration Christine Rampage, VP Public Relations & Marketing Hui Hang, VP Campus Life Pulkit Jain, VP of Student Affairs Christopher Peacock, Manufacturing, Electronics and Industrial Processes Chair Merima Kostecki, Health Sciences Chair Billy Moore, Business Chair Peter Kemp, Computing & Academic Studies Chair Doug Holdgate, Transportation, Construction & The Environment Chair

Councillors: Angela Meyer Jamie Bentien Manny Alamwala Upkar Rai Greg Frisque Aman Khangura Joshua Smith Stacy Lowe

Staff:

Caroline Gagnon, Director

Absentee:

Neil Dorais Daniel Chan Joseph Prophet

Guest:

Patrick Sandi, School of MEIP Jennifer Gish, School of Business Harsharn Dhatt, School of Business

Kevin Preston Alec Lee Mathew Brownell Erika Diaz Hardeep Dhillon Peter Petkov Amrrish S Mani Charles Wice

7.1.

Meeting Called to Order The Chairperson, Peter Orlandi, calls the meeting to order at 6:15 pm. (26 voting members).

7.2.

Acceptance of the Agenda It was moved that the following agenda be accepted as distributed.

Moved by: Christine Johnson Seconded by: Kevin Preston 26/0/0 Carried 7.3.

Acceptance of the Minutes from November 3rd, 2008 Be it resolved that the minutes from November 3rd, 2008 be accepted as distributed.

Moved by: Christine Ramage Seconded by: Pulkit Jain 24/0/0 Carried

7.4

Guest Speaker

No guest speaker 7.5.

Executive Progress Report

•

Peter Orlandi: o Peter had his last meeting with the School of Construction informing them of the set and tech reps. o Deadline for submitting an abstract for Dubai conference is at the end of the month.

•

Christine Johnson: o Has worked on the AGM

•

Hui Hang: o Clubs Committee is scheduled for November 27. o Has been dealing conflict between AIM and HRA with regard to the allocation of Christmas Party. The party was given to AIM, but now HRA is planning one even after being told that they could not. Further, HRA has appointed its executives instead of following a formal election process. Hui has met with the club to discuss this issue and HRA informed them that the party was no longer offered by them, but some students that will keep the money for their graduation party. o Hui is working on Spirit Week, which is scheduled for the first week of December.

•

Christopher Peacock o He reminds Councillors to submit their Councillor Package Survey o SW9 vending machine was replaced.

7.6

Councillors’ Open Forum

No discussion 7.7.

Question Period • Christopher – has anyone received complaints from students about the length of time it takes to book an appointment with BCIT Counselling? Apparently, it takes 2 weeks to get an appointment. If any councillor hears about this issue, please let any of the executives know. Upkar proposes that this issue be brought forward through the set and tech representative network.

• Mathew asked for clarification surrounding AIM and HRA. Hui was not aware of the HRA party, as they did not inform her. Hui found out informally about the election.

• Kevin suggests that BCIT work towards having a swimming pool. Peter will propose to Jim Mitchell, however expect that it might not be on BCIT’s radar.

• Angela – What is the enforcement process for none complying clubs? Hui confirms that there is no formal process as part of the by-laws or policies. Angela has issues with the fact that the party will be organized by students, which will then donate the money to HRA. • Merima is concerned with the lack of control on how the executives of the HRA were voted in. What are they doing to rectify this issue?

• Motion:

Be it resolved that the Human Resources Association re-elects its executive properly according to bylaws.

Moved by: Merima Kostecki Seconded by: Hui Hang 16/4/5 Carried Question: • Christine R. - Instead of re-electing its executives, maybe HRA should be poling members to see if they are in agreement with the appointment of these executives.

• Kevin – Clubs executives should be quizzed at the beginning of the year to ensure that they know the bylaws. Hui meets with the clubs on a regular basis.

• Billy -Why would the SA force HRA to re-elect their executives? It might cause some differences between the two groups and may be harmful for the relationship.

• Jennifer, President of HRA, did not receive any information from the previous executives (election, bylaws, year end party). If they would have known that they needed to follow the bylaws, they would have done it. She confirms that the club is not involved with the bar party. The proceeds are not going to HRA. • Alec agrees with Billy that Hui should continue working with the club to resolve this issue. If it is not resolved in the near future, then it can be brought forward to Council.

• Peter confirmed that he has not yet met with HRA. • Hui states that she needs the support of Council in order to handle this situation.

• Angela - Council spent a lot of time sanctioning clubs, therefore if clubs says that they did not know. There is a problem with their system.

• Christine J. – What is the club planning to do with students that are hosting the party? They should better manage this situation.

Call the Question Moved by: Mathew Brownell 9/15/2 Defeated • • • • • • • • • • •

Seconded by: Alec Lee

Erika – If this problem is not with the club only, the SA should revisit its internal processes.

Peter K. - The rules are created for a reason. Clubs should not blame innocence as their defence. It was simply negligence.

HRA President – the club wants to rectify this situation, and will work with SA. Hui would hope that the new executives educate themselves about processes.

Jaime - If members are satisfy with the choice of executives, they will re-elect students back in their position. However, it will send a message to all clubs about the need to follow process.

HRA President – If they are obligated to conduct a re-election, they will.

Billy - This club knows what they have done wrong. They will rectify it in future.

Angela - The students organizing the bar party are circumventing the policies, and should be talked to.

Joshua - HRA executives should take disciplinary actions against the students organizing the bar party.

Alec - Hui is looking for support from Council, so we should support this motion.

Hui – This motion does not de-sanction the club, it is there to rectify the election situation.

•

Upkar - This motion is not against the club. It is a statement that the club needs to rectify this situation.

Call the Question Moved by: Greg Frisque 21/2/1

Seconded by: Jaime Bentien

7.8.

Unfinished Business No Unfinished Business 7.9.

New Business No New Business 7.10. Next Meeting Next meeting is scheduled for Monday, December 1, 2008 at 5:45pm in the Council Chamber.

7.11. Meeting adjourned It was moved Peter Kemp and seconded by Christopher Peacock that the meeting be adjourned at 7:00pm. Carried

BCIT Student Association Council Meeting Agenda Monday November 17th, 2008 5:30-7:30pm 7.1 Meeting called to order 7.2 Acceptance of the Agenda 7.3 Acceptance of the Minutes from November 3rd, 2008 7.4 Guest Speakers 7.5 Progress Reports: Executives 7.6 Councillor Forum 7.7 Question Period 7.8 Unfinished Business 7.9 New Business 7.10 Next meeting December 1st, 2008 7.11 Meeting Adjourned

PROGRESS REPORT FOR – Peter Orlandi Last updated: November 11, 2008 Date of Introduction

Action or Outstanding Issue

Status •

September 2008

Set and Tech Rep system

• •

September 2008

Education without Borders

November 2008

Campus Comfort Project

November 2008

The Link Newspaper

November 2008

SA Events

• • • • •

Had a meeting with School of Transportation regarding Set& Tech Reps, overall a pleasant meeting Still available to help any Chair should they require assistance in promoting the Set and Tech Rep system.

Recruiting o Contacting Canadian Institutions via e-mail & snail mail o Held a meeting Nov 10th – several students attended o www.ewb.ae o Paper abstract is due end of Nov Ongoing, interested in some new ideas that have evolved from within the SA (possible SA lounges across campus) Wrote two announcements for campus events Planning to write more for the SA Page Had the great privilege of writing a small statement for Remembrance Day and selected a poem (on display in Great Hall) Next day of recognizance is the White Rose Campaign Dec 5th @ 11:30 in the great hall

PROGRESS REPORT FOR – Christine Johnson Last updated: November 11, 2008 Date of Introduction

Action or Outstanding Issue

November 2008

AGM

Status •

Prepared for annual general meeting

PROGRESS REPORT FOR - Hui Hang Last updated: November 11, 2008 Date of Introduction

Action or Outstanding Issue

Status

October

Clubs Space (permanent office space for clubs to share on campus)

In progress

October

Twooned in Campaign

In progress

November

Clubs Committee Meeting

November 27th at 5:30pm in SA Council Chambers

November

Conflicting bar parties between AIM and HRA

Bar party is to be held by AIM on December 12th as per agreement among business club presidents

November

Concerns about HRA’s governance

Will hold policy and bylaw meeting with entire club and faculty advisor this week or next

November

Spirit Week

Campaign material in progress, will commence in following week

PROGRESS REPORT FOR – Christopher Peacock Last updated: November 11th 2008 Date of Introduction

Action or Outstanding Issue

Status

Sep 2008

Set/Tech rep

Great success and good turnout. Next meeting first wed in December

Sep 2008

Extended access

Done, but will be continually communicating info

Sep 2008

Councillor package

Feedback collected, will be going over it soon

Sep 2008

Vending machine in SW9

Replaced