EXECUTIVE MEETING TUESDAY, JULY 10, 2001 MINUTES Present:
Brent Morris, President Marie Halfnights, VP Administration & Finance Alfredo Rolando, VP Public Relations & Marketing Joel Peterson, VP Student Affairs Holly Cunningham, BP Campus Life Jessica Jensen, Chair of Electrical/Electronics & Comp. Tech. Richard Ewing, Chair of Business & Health Sciences Brian Simpson, Chair of Transportation & Construction Steve Lynn, Chair of Trades Caroline Gagnon, Director
1. Meeting called to order The meeting was called to order by the chairperson, Brent Morris at 5:55pm. 2. Acceptance of the agenda It was moved by Marie Halfnights and seconded by Alfredo Rolando that the agenda be accepted with the following change. Item 8 be moved to item 4. Carried 3. Acceptance of the Minutes – June 2, 2001 It was moved by Holly Cunningham and seconded by Joel Petersen that the minutes of June 2, 2001 be accepted as read. Carried 4. Motion – Painting Contract Brent stated that Steve Lynn had give him a quote to paint the offices and video arcade. Joel proposed that we get two other quotes to compare with each other. Brian recommends that we set up policy on getting quotes. Brian also recommends that we have details of painting the quote request.
It was moved by Jessica Jensen and seconded by Alfredo Roland that the BCIT SA authorize Brent Morris (President) and Caroline Gagnon (Director) to select a painting contractor (Based on three quotes). References and price to be a consideration. The price should not exceed $3000. Motion 7/0/0 Action:
Add a quoting policy in the policy manual. Brent/Caroline will phone around to get quotes.
5. Motion – Re-Keying Brent informed everyone that we are looking at re-keying the SA offices and operations for a price of $2000 - $2500. The existing keys are 6 years old and are past their “life-span:’ Brian proposes that we do only the sensitive areas and keep the cost at t lower rats. Brent explained for different security issues that he would like it to be done. Brian proposes that we bill some of our costs to our tenants. It was moved by Alfredo Rolando and seconded by Holly Cunningham that BCIS SA is authorized to re-key the Offices and all SA Operations including the Lease Operations for a total of 63 locks. The cost of this is not to exceed $2500. Motion Tabled Action:
Bring back for further discussion at the next Executive meeting.
6. Motion – Contractor, Convenience Store Steve Lynn arrived at Meeting. Brian would like to clarify that this is not a contract. Brian recommends that it be reflected according to CCDC2. Brent explained how the bids were done and the decision was to go with Gendi. Steve would like to ensure that the contractors are covered under their WCB working conditions. Brent explained about time lines.
Marie wants an explanation about the hold back. Brian would recommend it. Steve is happy with what has been done. Brian stated he is only offering advice. Brent stated that he would make sure that the proper contract is done, but the last board approved the project. Brent will go and speak to Richard. Marie proposes that Brain is involved in the writing of the contract. Brian mentioned he would like to see the holdback. It was moved by Marie Halfnights and seconded by Holly Cunningham that the BCIT SA approves the cost of the renovations to the Convenience Store as per the attached estimate. Payments to be paid to Gendi Construction in the following structure. 20% at the beginning 30% at eh halfway mark 50% (final amount) upon completion Any expense, up to 5% over the estimate, is to approved by any of the following officers, President, VP or the Director. Motion amended It was moved by Brian Simpson and seconded by Marie Halfnights that we amend and add to the previous motion with respect to meeting with the Contractor we require a 10% holdback of the total project cost, from the final payment. Motion Carried 7/0/1 It was moved by Marie Halfnights and seconded by Holly Cunningham that he meeting is tabled for the Gallivan & Associates Presentation/ Gallivan and Associates gave a presentation on a Medical & Dental Program that they are interested in setting up at BCIT for students. After the presentation discussion took place and it was decided that we would look further into the Medical & Dental program for students. A sub committee was set up consisting of Marie, Brent, Brian, Jessica and Caroline to look into this. Meeting resumed.
7. Presentation from Sea Island – Matt Matt stated they are requesting support for the purchase of sitting booths due to the size of their campus and lack of space on campus. They would like to put in 8 to 9 more booths. The proposed cost is under $10,000 ($9,500 + GST) for 9 more booths. BCIT Administration will pay 1/3rd and we are requesting 1/3rd from the Student Association. The time line is aimed for August. The students will provide all physical labour. Steve asked how are you going to raise the funds. Matt replied we should make $500 from a barbeque, Duff nights should raise $150 per event and the rest will come from student fees. It was mentioned that two years ago we provided Sea Island with a fridge. Brian asked why not use table and Chairs? Matt answered the ones that we have are not useful. What about life expectancy? Matt answered about 5 years. Brian asked would this be enough to meet your needs? Matt answered yes. Matt was asked to lave the room. Discussion took place. It was moved by Richard Ewing and seconded by Alfredo Rolando that the above item be tabled until the next meeting. Motion Carried 8/0/0 Action:
Bring up for further discussion at the next meeting.
8. Motion – Digital Camera Brent explained the reasons why we need a digital camera. Joel liked the idea to show what we are doing. Steve would like to see us not spend too much money on this item.
Richard offered his services regarding looking at the cost of this. After discussion the following motion was put forward. It was moved by Holly Cunningham and seconded by Alfredo Rolando that the BCIT SA authorizes Brent Morris (President) to purchase a digital camera for the Student Association, for a cost not to exceed $1,000. Motion Carried 7/1/0 9. Meeting Adjourned It was moved by Jessica Jensen and seconded by Brian Simpson that the meeting be adjourned.