Minutes council meeting october 7 2014 m

Council Meeting Monday October 7, 2014 Minutes Executives:

Dylan Smith, President Allen Depa, VP Finance & Administration Tyra Bermudez, VP External Affairs Evan Findlay, VP Student Affairs Alexander Clarke, Computing & Academic Studies Chair Joseph Prophet, Business Chair Tony Atkins, Transportation, Construction and the Environment Chair Jamie Haakons, Energy Chair Amanda Ding, Health Sciences Chair

Staff: Councillors:

Caroline Gagnon, Director Anya Besharah Michael Tchen Andrew Pham Michael Hui Trevor Matthews Sarah Thomasen Nirvair Grewal Mandeep Jaswal Ariela Badenas Daniel Yen

Absent:

Emilio Da Silva, DTC Chair Bradley Lindsay, VP Campus Life Kelsi Carleton Joanna Yung (Ho Man) Jennifer Nguyen

Guest:

Joshua McIntyre

Vanessa Leo Nav Bhatti Joseph Brini Andres Aguilar Brett Harrison Justin Deddens Maria Taranova Darshan Gill Morgan Latremouille Joanna Yung (Ho Man) Katie Ayers Arvin Nikseresht Daniel Sumano, ATC Chair Shubhi Singh Lindsay Howe Sabirin Tutuncu

6.1.

Meeting Called to Order The Chairperson, Dylan Smith, call the meeting to order at 5:45 pm. (31 members).

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

Moved by: Evan Findlay Seconded by: Joseph Prophet

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31/0/0 6.3

Carried

Approval of the Minutes

6.3.1 June 30th, 2014 Be it resolved that the Executive Meeting from June 30th, 2014 be accepted as distributed.

Moved by: Anya Besharah Seconded by: Joseph Prophet 31/0/0 Carried 6.3.2 July 21st, 2014 Be it resolved that the Executive Meeting from July 21st, 2014 be accepted as distributed.

Moved by: Alex Clarke Seconded by: Tyra Bermudez 31/0/0 Carried 6.3.3 August 26th, 2014 Be it resolved that the Executive Meeting from August 26th, 2014 be accepted as distributed.

Moved by: Evan Findlay Seconded by: Tyra Bermudez 31/0/0 Carried One more member comes in – 32 voting members 6.3.4 September 8th, 2014 Be it resolved that the Executive Meeting from September 8th, 2014 be accepted as distributed.

Moved by: Evan Findlay Seconded by: Joseph Prophet 32/0/0 Carried 6.3.5 September 22nd, 2014 Be it resolved that the Council Meeting from September 22nd, 2014 be accepted as distributed.

Moved by: Evan Findlay Seconded by: Justin Deddens 32/0/0 Carried 6.4 Guest Speakers 6.4.1 BCIT Sea Shanty Club Joshua McIntyre, from BCIT Marine Campus presented the creation of a new student club, BCIT Sea Shanty Club. Half the class is now registered for this club. See attached proposal.

Questions:  What are Sea Shanties? They are songs with a nautical theme.  Is this club open to all students at Marine Campus? Yes. Though only his class were asked to participate, once students are back from their sea portion of the program, they will also be asked to participate.  Is this club program related? The songs contain nautical information.  Where do you see the club in one year? Would you do a performance? It is hoped that there would be a large enough group for it to operate and to continue in years to come. If possible, they could have performances.  What is the benefit from forming a club instead or just operating as a group of friends? We could ask for funding to promote the club and also booking rooms.

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        

How many people are interested in joining? Presently 10 people and we still need connect with the second year.

As the main person of this club, what year are you in. First year of a 4 year program.

Are you thinking of fundraising or is it more about a getting room? Mainly room to focus on the activity.

Have you thought of a succession plan? Will continue to recruit and will provide enough information to those who want to be involved.

Could it include instruments, allowing more people to join? It will depend on how the club evolve. Originally Sea shanties do not include instruments.

How many students at the Marine Campus? About 200 students.

What other resources would be required? Very minimal.

How many clubs at the Marine Campus? None. This would be the first one.

Would you focus only on Sea Shanty? Yes or other songs with a nautical theme.

Motion: Be it resolved that a recess be called at 6:03pm for Robert’s Rules of Order training.

Moved by: Dylan Smith Seconded by: Joseph Prophet 32/0/0 Carried 6.5

Roberts Rule’s Training

Meeting call back to order at 7:12pm One Councillor leaving numbers of voting members to 31 6.6 Progress Reports and Updates: Executives Student Executives have submitted all their progress report.

Alex:  Has met with the Marketing Department on Monday to discuss the possibility of a games development event. The next step will be to meet with the School of Computing.

6.7 Question Period  There are some concerns around students being able the use of our dental hygienist services when they have not seen a dentist in the last 365 days. Some students have admitted to the dental hygienist not seeing a dentist and yet were told that they could use this service.

Caroline will look into it.  Is there any update regarding the heating situation at BCIT. No additional update beyond the email that was sent to all students. Dylan went over the information that BCIT has communicated to the community.

6.8 Councillors’ Forum  What is the position of BCIT regarding E-cigarette? Some students are using the product in the classroom as they not consider it a tobacco product. Students and faculty don’t know what to do with this situation. Would BCIT consider a difference between E-cigarettes and vapour devices.

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

Vancouver has banned E-cigarette in public spaces. Would the ban impact the DTC campus?

Dylan will look into it.

One Councillor leaving numbers of voting members to 30 6.9 Unfinished Business 6.9.1 By-Law Committee Volunteers Allen is still looking for volunteers to conduct the annual review of the Bylaws.

Volunteers: Trevor Matthews, Joanna Yung, Tyra Bermudez, Shubhi Singh, Daniel Sumano, Amanda Ding.

6.9.2 Finance Committee Volunteers Allen is still looking for volunteers for the Finance Committee.

Volunteer: Joanna Yung, Nirvair Grewal, Michael Tchen, Joseph Prophet 6.9.3 Health and Dental Working Group The Health Dental contract is up for renewal. Dylan is looking for volunteers to review the renewal process.

Volunteers: Anya Besharah, Darshan Gill, Maria Ariela Badenas 6.10 New Business 6.10.1 Clubs Committee This standing committee is responsible for the administration for the club funding. Bradley, VP Campus Life, is looking for two Councillors to work with him and Allen. The committee will meet monthly.

Questions:  What is the Clubs Coordinator role in this process? She is there to collect information and ensure that processes are followed.  Is this a different way to distribute the funds from previous year? Yes. Clubs are funded based on each of their initiatives compared to a grant model from previous years.

Volunteers: Daniel Yen, Morgan Latremouille 6.10.2 Directorship of the Alliance of British Columbia Students Motion: Be it resolved that the BCITSA appoints the Vice President Student Affairs as a director on the board of the Alliance of British Columbia Students, in lieu of the BCITSA VP External, for the remainder of the academic year ending May 31st, 2014, at which point the BCITSA VP External will reassume the role of director on the board of the Alliance of British Columbia Students.

Moved by: Tyra Bermudez Seconded by: Andres Aguilar 29/1/0 Carried

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Tyra explains that last year Council appointed her position as a Director of Alliance of British Columbia Students. However this year, she was asked to be their new Administration Officer. As such, her duties would have her take the minutes, making it difficult to take minutes and discuss issues that are important to BCIT students. This appointment of Administration Officer is taking away our ability to represent our association and students during these meetings. Since BCIT is different from other post-secondary institutions, it is important that someone is able to speak and concentrate on the discussion.

Questions/debate:  It is a good idea to have two people at the table. This motion is very clear and does not require further discussion, as such.

Call the questions Moved by: Joseph Prophet 23/1/6 Carried

Seconded by: Nav Bhatti

6.11 Next Meeting: Monday, October 20th, 2014 Next Council Meeting is scheduled for Monday, October 20th, 2014, in the Council Chamber SE2 – Rm 283 at 5:30pm.

6.12 Meeting Adjournment It was moved by Dylan Smith and seconded by Nav Bhatti that the meeting be adjourned at 7:49pm. Carried

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Council Meeting Agenda th Tuesday, October. 7 , 2014, 5:30-8:30pm 6.1

Meeting called to order

6.2

Acceptance of the Agenda

6.3

Acceptance of the minutes:

6.4

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6.3.1

June 30 , 2014

6.3.2

July 21 , 2014

6.3.4

August 26 , 2014

6.3.5

September 8 , 2014

6.3.6

September 22 , 2014

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th

th

nd

Guest Speakers: 6.4.1 BCIT Sea Shanty Club (15 min)

6.5

Roberts Rule’s Training: Caroline (45 min)

6.6

Progress Reports and Updates: Executives (5 min)

6.7

Question Period (10 min)

6.8

Councillors’ Forum (10 min)

6.9

Unfinished Business 6.9.1 By-Law Committee Volunteers: Allen (5 min) 6.9.2 Finance Committee Volunteers: Allen (5 min) 6.9.3 Health and Dental working group: Dylan (10 min)

6.10

New Business 6.10.1 Clubs committee: Bradley (5 min) 6.10.2 Directorship of the Alliance of British Columbia Students – Tyra (10 min) Motion: “Be it resolved that the BCITSA appoints the Vice President Student Affairs as a director on the board of the Alliance of British Columbia Students, in lieu of the BCITSA st VP External, for the remainder of the academic year ending May 31 , 2014, at which point the BCITSA VP External will reassume the role of director on the board of the Alliance of British Columbia Students.”

6.11

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Next Meeting: Monday, October 20 , 2014, Council Chambers, 5:30 – 8:30pm

6.12 Meeting Adjournment

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BCITSA Executives - Progress Reports (Sept. 20 - Oct. 2)

Name & Position

Relative Priority Objective Description 1

Dylan Smith - President 2 3 4 5

1 Allen Depa - VP of Finance & Administration 2

Objective Status

Investigate the long-term future of BCIT food services, the potential for change to the existing system and BCIT's process for food service review Increase student engagement and awareness of their social impact through the establishment of an annual TEDxBCIT event targeted at BCIT students Reform and revise electoral process in order to strengthen integrity of elections Work with BCIT and external partners to bring a carsharing program to BCIT to provide students another transportation option Review and appoint new contract for student health and dental plan

Position Update

Started Ongoing Not Started Not Started Started - committee partially formed

Investigate into a possible collaboration with the BCIT Recreation Centre in the funding and expansion of student recreation services In Progress Create a Finance Committtee for student members to have the oppurunity to review the Associations financial statements.

In Progress

Attended a Board of Governors orientation and conference call. Attended an EdCo meeting. Had an initial meeting with the Director and BCIT's Director of Corporate Services regarding food services. Held a TEDxBCIT meeting. Welcomed School of Business & Health Sciences Set Reps at initial Set Rep meetings. Found students to fill seats at the 50th Gala.

Created a councillor information spreadset that included their contact information and dietary restrictions. Also created a progress report folder for organized online biweekly reports for the executives. Contacted the Director of Student Operations from the Recreation services to learn more about the recreation centre and its current

1 Design process(es) to improve part-time representation at the governance level

Data Gathering/Lobbying

Review the current instructor feedback processes; and develop recommendations to better promote continuous improvement and accountability

Data Gathering

1

Orientation Day 2014

Completed

1

FroshFest 2014 Collaborate with Rec Services, to increase the level of student involvement and engagement with wellness opportunities on campus

Completed

Promote health and wellness on campus Continue to promote student engagement, through the development of an end-of-the-year event

In progress

Evan Findlay - Vice President Student Affairs 2

Bradley Lindsay - VP of Campus Life

2 3 4

2 Tyra Bermudez - VP of External 1 3

Joseph Prophet - Chair of Business

Review/ Research U-Pass Appendix A for 2016 contract renewal Further develop governmental efforts related to student matters.

In progress

In progress, but nothing new to report.

Stakeholders have been identified for both projects and several interviews have taken place over the past two weeks. Project plans are laid out well enough to approach BCIT management and a meeting with Bill Dow has been scheduled for next week. That meeting will be focused towards feasibility and support for each project; actionable items will depend on the results of the discussion.

Through an external event I met and established a relationship with the associate director of UBC's Intermural Program, as well as the other infleuntial members of UBC Intermural program. These relationships will be utilized in the future to gain advice moving forward towards the end goal of student engagement on campus. Established meetings with Health and Wellness Coordinator (Hannah Bielert) and BCITSA's Marketing department to create a strategy for promoting health and wellness to the student body.

Create collegial relationships with unions on campus In progress

Gathering information from KSA and VCC on their individual Appendices for the U-Pass contract. Met with Caroline to discuss strategy and potential groups to be incorporated in the program. Revised and answered current and previous complaints from students about the U-Pass program at BCIT. Appointed as the new

Implement, review, and refine the new set representative training and communication methods

Have successfully had my first Set Rep Meeting. Will be setting up meeting with Tony and Justin to discuss training program and how to refine it in the future.

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In progress In progress

In Progress

BCITSA Executives - Progress Reports (Sept. 20 - Oct. 2)

Champion career services to the School of Business and work with BCITSA Career Services staff on refining their services In Progress Research and record co-op and internship opportunities for first year business students, with a plan of action or implementation for the end of the In Progress year Jamie Haakons - Chair of Energy

Investigate re-naming of the School of Energy

Started

Improve campus involvement in engineering competition

In Progress

3 2

Promote inter-disciplinary co-operation between School of Energy and School of Business

Ongoing

Explored possibility of combined projects within the School of Energy

1

Games Development Competition

In Progress

2

Tech Workshops

In Progress

Meeting with Marketing Department on Tuesday to discuss competition outline. Arranging meeting soon with BCIT industry liaison to discuss potential industry guests and outline

1

Increase student health and wellness, including both physical and mental health In Progress Facilitate opportunities that would build a collaborative community within the School of Health Sciences Planning

1

Alex Clarke - Chair of Computing & Academics

Had Tara show to first set rep meeting, and passed on events to all set reps to send to their sets. Also have worked with students who have been having problems being at DTC with time frames and not being able to come and use the services.

Have sent out an email to all Set Reps for general consensus on whether this is a needed objective, will hear back soon and bring up at Set Rep Meeting on October 15th

Amanda Ding - Chair of Health Science 2 3

Provide opportunities for students to build their professional portfolio

Improve student representation at the set level

No Progress

2 Improve students engagement with the development of shared community space on all campuses In Progress 3

1 Emilio Da Silva - Chair of Downtown Campus 2

Investigate the needs of satellite campuses outside the classroom

In Progress

Work to reduce infrastructure-related issues at the downtown campus

In progress

Improve service delivery to students downtown

In progress

Work with career services to gain awareness and visibility with downtown students

In progress

3

2

Met with Hannah to discuss plans. Forming student volunteer committe "Health and Wellness Committee" to help lead future events such as a charity run. Attended IPE meeting with program heads; forming a student volunteer committee "Interprofessional Development Committe" which will go to IPE meetings and help build more collaborative events and opportunities for SOHS.

In progress

1 Tony Atkins - Chair of Transportation, Construction & Environment

Met with instructors from Electrical Engineering and Civil Engineering and got positive feedback and advice.

Determined that the project is a possibility, and I will have faculty support.

Found WoodWorks BC's website and inquired for more information re: isgning BCIT up for the february competition

Working in co-ordination with Caroline and the interior design class project to help identify areas on campus in need of revitalization which we will target for the campus improvement competition. Fielding complaints about lack of services. I have spoken to and will be working with Dylan to help provide Annacis island with the proper infrastructure to function. Problems range from student lounge spaces and their lack of furniture to the lack of sidewalks and a bus shelter to the lack of any food or beverage services of any kind on campus.

Worked with the Confucius Institute to sucessfully run CI day event for 10th anniversary, the SA specifically worked to assist with social media and event assistance. The SA will be supporting the next event on Oct 26th as well. Went to Microsoft and Cisco industry events promoting BCIT students and BCITSA career services.

BCITSA Executives - Progress Reports (Sept. 20 - Oct. 2)

Daniel Sumano - Chair of Aerospace Technology Campus

1

Provide additional career services specifically for ATC students In progress

2

Create a permanent ATC Chair portfolio

3

Monthly campus-wide peer bonding activities

In progress

3

Final preparations for Industry NIght at the ATC. Organized with our Career Specialist a mingler with students to learn how to approach employers. Continuing to document daily operational activities.