BCIT Student Association

Council Meeting Minutes Monday, October 26, 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 Mathew Brownell, Manufacturing, Electronics and Industrial Processes Chair

Councillors: Marc Edgett Sharry Cu Serina Khangura Michal Harrison Jeff Chen Jill Hidalgo Shayne Laye Manny Sangha

Josh Nelson Christopher Peacock Kathryn Cleven Clayton Sayer Patrick Switzer Gurnoor Grewal Jim Moore Aaron Kool

Staff:

Caroline Gagnon, Director

Absentee:

Kristina Gao Scott Larson-Zutter Jamie Bentien

Loveleen Grewal Karly Hepditch Sean Owen

5.1. Meeting Called to Order The Chairperson, Christine Ramage, calls the meeting to order at 5:45pm. (27 voting members). 5.2. Acceptance of the Agenda It was moved that the following agenda be accepted as distributed. Moved by: Robby Basi Seconded by: Upkar Rai 26/0/1 Carried 5.3. Acceptance of the Minutes from October 9, 2009 Be it resolved that the minutes from October 9, 2009 be accepted as distributed. Moved by: Clayton Sayer Seconded by: Upkar Rai 21/0/3 Carried 5.4 Guest Speaker No guest speaker 5.5. Executive Progress Report Update:

Robby: • Has recruited three more Councillors

Peter:

• Met with the BCIT Foundation to discuss the Toon-in Campaign. Aman, Amanda, Peter will start working on the plan for this year’s campaign.

Bill: • It was announced by Provincial Government, that all post-secondary schools

would have a U-pass starting in 2010-2011. Bill is scheduling a meeting the Minister of Transportation –Shirley Bond to discuss the issue for BCIT.

Upkar:

• Upkar had his set Rep meeting. 5.6. Councillors’ Open Forum • Could standing committees be defined? There are 3 standing committees: Business,

Services, and Election. At the next meeting, councillors will be asked to volunteer for these committees.

5.7. Question Period • Serina inquires about the computers at the Uconnect. Caroline confirmed that new

computers were not included in the budget. This issue could be raised again in January after financial projections.

• Upkar is asking about how SE12 is doing financially. Caroline states that SE12 is meeting its budget. Some councillors raise the issue of long line-up and waiting time. It will be looked into.

• Where do revenues from Tim Hortons go? They are a Chartwells operations. • Upkar inquire about the process of complaining about inadequate washrooms (SE12

3rd floor – men and women). There has been a leak for weeks now. Students can contact Bev at the SA, and she can place a work request.

• Catherine inquires if there is a place for the new bio-degradable food containers as they need to be dealt separately to become bio-degradable. Christine confirms that there are no specific locations to properly deal with them. Caroline will bring this issue to the food committee

• Josh confirms that there are leaks in SW9 room 128 for the past 3 weeks. • Tim asks if on Burnaby campus there any cost savings for motorcycle parking. Billy

confirmed, yes there is. • Mat inquires about parking ticket violation. Christine confirms that Impark are

responsible for any issues around parking tickets. Is there any hourly parking? Yes through visitors parking.

• Clayton complains about toilets flushing constantly. Caroline explains that the reasons behind and they should also contact Bev to advise facilities.

• Jill asks about students loosing money in vending machines. Students can go to Ctrl-P to get a refunded.

• Shayne saw an employee taking the bottle recycling, and would like to know where does the money go? Caroline confirms that the money goes back to student bursaries.

• Geoff inquires about national bike week. Why is SA not contributing coffee? Caroline explained what was done prior.

• Jill would like to know how do we go about getting more water fountain on campus. Christine recommends that Jill does a little more investigation about this issue, and if students would like to get together and address this issue, it can be brought forward to another meeting.

• Patrick states that there are a lot of events but not many people know. Amanda met with Geoff to address this issue.

5.8. Unfinished Business 5.8.1 Philanthropic Policy Christine goes over the policy.

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.

Motion: Be it resolved that the Philanthropic Policy be accepted as presented. Moved by: Joseph Prophet Seconded by: Mat Brownwell 23/0/2 Carried Questions: Motion: Call the question Moved by: Mat Brownwell Seconded by: Joseph Prophet 24/0/2 Carried 5.8.2 Downtown Microwaves Joseph explains that he met with student at DTC. The committee proposes that four commercial graded microwaves be installed and that the two existing one be removed. This would help the 195 students attending this school. Peter states that the committee still needs to look at power requirements. Motion: Be it resolved that Council accepts the Committee’s recommendations to install 4 commercial graded microwaves at the DTC campus. Moved by: Peter Smith Seconded by: Joseph Prophet Questions: • What is the cost of 4 microwaves? Around $1600 plus installation • Some councillors have some concerns about not knowing the cost of installation

before voting on this motion. Motion: Be it resolved that Council tables the motion until the next meeting for the committee to investigate the electrical situation around this issue. Moved by: Mat Brownwell Seconded by: Christopher Peacock 23/0/0 Carried Question: • Marc has some concerns about the length of time it would take to investigate.

Caroline explains the process of working with facilities. 5.9. New Business 5.9.1 Student Initiative Fund Joseph informs that the BCIT’s portion for the Student Initiative Fund was approved. Christine explains that SIF. Given that BCIT had eliminated their funds for this fiscal year, SA did not include their portion in their budget and need to have Council approve such expense.

Motion: Be it resolved that Council puts forward $5000 towards the Student Initiative Fund for the 2009-2010 fiscal year. Moved by: Joseph Prophet Seconded by: Clayton Sayer 24/0/0 Carried Question: • Upkar would like a confirmation that the money would be used starting this January.

Yes. • Who gets applying? Christine explains applications and selection process. • Clayton would like to know how much was spent last year. Joseph confirms that

$13,000 was distributed and the number was growing. Motion: Call the question Moved by: Bill Moore Seconded by: Peter Smith 14/2/7 Carried 5.9.2 Finance Report: September Joseph goes over the financials that were distributed, and inquires about what people would like to see in the next one: Significant Variance, Bursaries, Net Income. 5.10. Next Meeting Next meeting is scheduled for Monday November 9, 2009 at 5:45pm in the Council Chamber. 5.11. Meeting adjourned It was moved by Upkar Rai and seconded by Chris Peacock that the meeting be adjourned at 6:50pm. 25/0/0 Carried

Council Meeting Agenda

Monday October 26th, 2009 5:30-7:30pm

5.1 Meeting called to order 5.2 Acceptance of the Agenda 5.3 Acceptance of the Minutes from October 5th, 2009 5.4 Guest Speakers 5.5 Progress Reports: Executives 5.6 Councilor Forum 5.7 Question Period 5.8 Unfinished Business 5.8.1 Philanthropic Policy 5.8.2 Downtown Microwaves 5.9 New Business 5.9.1 Student Initiative Fund 5.9.2 Finance Report: September 5.10 Next Meeting November 9th, 2009 5.11 Meeting Adjourned

BCIT Student Association

PROGRESS REPORT FOR – Aman Khangura

Last updated: Oct. 21st, 2009

Date of Introduction Action or Outstanding Issue Status

September International integration

International event will be held during the next term with the help of a key international department staff member (who is

currently on leave). Planning for this is on hold until Feb/Mar of next term

September Increase Awareness of SA

I wrote an article in the Link expressing the importance of resume building. Provided students with several key ways the

SA and SA services can help increase their employability.

Establishment of the Financial column in the Link is in progress - Met with Alicia, Publications Manager Friday. The writers have been determined and a package outlining deadlines as well as

responsibilities will be distributed after mid-terms.

September Toon-In Meeting with Marie-Claire

Manager, BCIT Foundation scheduled for Monday Oct 26th. Arranged by Peter Smith, VP Campus Life.

October Policy and Advocacy Promotion

In attempts to improve the communication gap between administration, students and our advocate regarding student

policy, I have arranged for weekly meetings (every Friday) between myself, Christina Batstone, Advocacy

Coordinator and Bill Howorth, Edco Chair. Here Bill Howorth, is able to receive direct feedback from both myself and Christina

regarding policy changes and specific policy issues on a weekly basis.

PROGRESS REPORT FOR – Amanda Eyolfson

Last updated: Oct. 26th, 2009

Date of Introduction Action or Outstanding Issue Status

September The Link

In an Executive write-up to the Link, I have encouraged BCIT students to submit an article in an effort to showcase their program to others. I have also sat down with editors Laura

Gallant and Birdie Hamilton to discuss ways of increasing Link readership. I am waiting to hear from Publications Manager

Alicia Agarrabeitia, too, on what ideas she would like to put forth regarding this matter.

October Alumni Relations

Took part in my first Alumni Relations meeting as one of their newest chairs. Informed them of the SA’s goal to establish mentorship programs between alumni and present BCIT

students.

October Event Planning Had a meeting with UConnect’s Geoff Littler regarding the best

methods of promoting BCITSA events around campus. Also discussed other BCIT student concerns.

PROGRESS REPORT FOR – Bill Moore

Last updated: Oct. 26th, 2009

Date of Introduction Action or Outstanding Issue Status

October, November U-Pass Meeting date with ministry has been pushed back. I’m meeting

with Vancouver Community College to assure BCIT is up-to-date with current U-Pass information.

October Parking

Working together with Glen Magel, Director of Safety and Security to devise a solution to parking problems (universal pay

station, no incentive to pay online). Meeting was held last Thursday.

October Set Reps

First meeting held with 50 Set Reps (70% attendance). Guests included: Val Karpinsky, VP of Student Services, Christine Ramage, President-BCITSA, and SIFE. Issues addressed:

parking, share in/share out, and faculty problems. Next meeting in two weeks.

PROGRESS REPORT FOR – Christine Ramage

Last updated: Oct. 26th, 2009

Date of Introduction Action or Outstanding Issue Status

September Support of Fellow Executives

Attended CHBS first Set Rep meeting and brought attention to SA services.

Working with VP Finance on presentation of Set Rep awards at BCIT ceremonies.

September SW1 Renovations Representing student voice and ideals on upcoming renovations.

October/November Transition Document To revive Transition packages.

PROGRESS REPORT FOR – Joseph Prophet

Last updated: Oct. 20th, 2009

Date of Introduction Action or Outstanding Issue Status

September Downtown Microwaves

• Investigated thoroughly downtown on the issue and talked with many of the international students.

• Brought the collected information to the committee who reviewed, and came up with an action plan based on the information gathered.

September Monthly Finance Report

• Sat down with Roland Gagel, the SA Controller, to discuss our financial statements for the month of September.

• Gathered collected information, and packaged to present to council on October 26th, 2009.

PROGRESS REPORT FOR – Kristina Gao

Last updated: Oct. 20th, 2009

Date of Introduction Action or Outstanding Issue Status

September Build a sense of ‘community’ among the SOHS programs

• Set Rep Meet and Greet event held • A Rock Band-themed pub event was held for SOHS

students, attendees all enjoyed the event

n/a Next Set Rep Meeting is Oct. 30th • Will go over Set Rep R&R’s • Will ask Set Rep to report any facility issues such as

internet connectivity

PROGRESS REPORT FOR – Mat Brownell

Last updated: Oct. 22nd, 2009

Date of Introduction Action or Outstanding Issue Status

September Lounge Space Improvement

• BCIT has pulled funding for lounge space improvements. Working on getting an SA funded lounge.

• BCIT has agreed to give space to the SA • Legal documents are being prepared and further status

is TBA

September Security in SW-9

• Official hours of operation for SW9 are 7-9:30, but may be opened earlier than 7 on some days, and will close later if there are classes. SW9 is being regularly patrolled by security.

• Will be looking into the CCTV situation within the computer lab and bike racks.

September Inter-school Relations • Spoken with Mike (Bar Manager), and I am currently

planning an event that will take place in the middle of November...Probably a Friday night.

PROGRESS REPORT FOR – Peter Smith

Last updated: Oct. 20th, 2009

Date of Introduction Action or Outstanding Issue Status

September Toon-In Campaign Meeting with BCIT Foundation Oct 26

October AIBA, JHR (CSCE, CIPS??) De-sanction inactive clubs and dissolve bank balances to SA

PROGRESS REPORT FOR – Robby Basi

Last updated: Oct. 21st, 2009

Date of Introduction Action or Outstanding Issue Status

September Set Rep Involvement I have attained the names and emails of my set reps through

the program heads. Held my first Set Rep Meeting October 21st, 2009.

PROGRESS REPORT FOR – Tim De Volder

Last updated: Oct. 21st, 2009

Date of Introduction Action or Outstanding Issue Status

September Volunteer with Richmond Christmas fund Event took place on Oct 20th with 5 volunteers. Richmond review covered it and pictures will be sent to The Link as well.

September Guest speakers Marcus Tait from Million Air presented at the Oct 21st set rep meeting.

PROGRESS REPORT FOR - Upkar Rai

Last updated: Oct. 22nd, 2009

Date of Introduction Action or Outstanding Issue Status

October Mentorship Intake forms for mentors and students finalised and distributed. Dead line for submitting forms for students 23rd Oct.