BCIT Student Association

Council Meeting Minutes Monday, December 1, 2008

Executives: Peter Orlandi, President Christine Johnson, VP Finance & Administration Christine Rampage, VP Public Relations & Marketing 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 Neil Dorais

Kevin Preston Alec Lee Mathew Brownell Erika Diaz Amrrish S Mani Daniel Chan Stacy Lowe

Staff:

Caroline Gagnon, Director

Absentee: Hui Hang Joseph Prophet Charles Wice

Hardeep Dhillon Peter Petkov

8.1. Meeting Called to Order The Chairperson, Peter Orlandi, called the meeting to order at 5:45 pm. (24 voting members). 8.2. Acceptance of the Agenda It was moved that the following agenda be accepted as distributed. Moved by: Peter Kemp Seconded by: Kevin Preston 22/0/0 Carried 8.3. Acceptance of the Minutes 8.3.1 from AGM November 17th, 2008 Be it resolved that the minutes from the AGM on November 17th, 2008 be accepted as distributed. Moved by: Peter Kemp Seconded by: Christopher Peacock 23/0/0 Carried

8.3.2 from November 17th, 2008 Be it resolved that the minutes from Council on November 17th, 2008 be accepted as distributed. Moved by: Christine Ramage Seconded by: Merima Kostecki 23/0/0 Carried 8.4 Guest Speaker No guest speaker 8.5. Executive Progress Report Peter Kemp:

• LAN party went very well. Another party is planned for January/February. Billy:

• New bus route Patterson Skytrain station to BCIT • A meeting between BCIT, Translink, and BCITSA to discuss the U-pass is

scheduled in the new year • The next set & tech meeting scheduled for January

Doug:

• Set and Tech rep meeting is scheduled for January Peter Orlandi:

• White Rose campaign on December 5 at 11:30 in the Great Hall Hui (via Peter O.):

• HRA elections were conducted and process was accepted Merima:

• Had 3rd set and tech rep meeting. 17 students attended. Financial Awards made a presentation on Scholarship and Bursary. Students are not taking advantage of these Bursaries. For further information, students can contact the office directly or go on the website.

• There are still issues with the taste of water in SW1 and SW3. Christine J.

• Looking for 3 Councillors to sit on the Business Committee, which looks at the SA businesses.

• Working on the electronic election • Has received the October Financial Statements Business Committee Members: Alec, Neil, Billy

Christopher:

• Set & Tech was postponed to the New Year due to school workload.

8.6 Councillors’ Open Forum • Mathew asked about the link of the awards. Merima confirms that most information is

on the BCIT.ca website or students can go to Financial Aid office. • Erika mentions that the lounge committee is now identifying best locations on the

campus. 8.7. Question Period • Christine R. mentioned that students have complained about accessing the ehpod at

the library. Students have to go out and then back in at closing time. Is there a way scanners could be moved to the door? Alternatively, look at changing the process? Christopher confirms that BCIT needs to know how many people are in the room for safety issue. Erika mentions that the scanners are not working. Peter Kemp states that the ehpod only opens at 7:30 during the holiday, which is problematic for students.

• Students mentions the lack of electric outlets on the second floor of the library and SW1 – 1205, which should have been updated to support computers.

• Students complained that there is nowhere to eat on campus on Sunday. Caroline mentions that Tim Hortons was designed to stay open. She will look into this.

8.8. Unfinished Business 8.8.1 SE 40 Motion: Be it resolved that the motion of November 7, 2007 addressing the $50,000 donation towards SE40 be cancelled. Moved by: Christine Johnson Seconded by Peter Kemp 23/0/0 Carried Questions: • Kevin asked for clarification on the issue. Has any money been spent on this project

by BCITSA to date? No. • Can the funds be relocated to other initiatives? Yes, the funds came from the Capital

Funds, which could be used for other projects. • Joshua inquired if BCITSA could fund the project on their own. Doug confirmed that

with that amount of funds, limited renovation could be made. 8.9. New Business 8.9.1 BCITSA Endowment Peter Orlandi presented to Council the possibility of creating a BCITSA endowment fund. He distributed a handout with general information about such a fund. The money could come from the Health and Dental excess funds. Discussion: • Peter Kemp – Would this fund be a new one? Yes. • Mathew - Can we use the $50,000? • Pulkit – Could money from the toonie campaign go to this fund? Yes, the funds were

going to be distributed amongst 2 or 3 initiatives. • Billy – Who would invest and distribute the funds? BCIT would.

• Neil has some concern about using moneys from the Extended Health and Dental funds. He proposes that money from that fund be giving back to students for better coverage.

• Angela - can the money go to students with medical needs and Financial Aid would still do the distribution?

• What amount are we talking about? $100,000 to start? Motion: Be it resolved that BCITSA takes $100,000 out of the Health and Dental surplus and create an endowment fund. Moved by: Angela Meyer Seconded by Kevin Preston Questions: • Erika - How would the fund be promoted? Through the BCIT website • Billy indicated that we need a guarantee that the money will be distributed according

to what Council decided, and that 100% of the funds go to the students, we should start small.

Motion: Be it resolved that BCITSA creates an ad hoc committee to deal with the creation of an endowment fund. Moved by: Christine Johnson Seconded by: Peter Kemp 18/4/1 Carried Volunteers: Joshua, Kevin, Angela (co-chair), Daniel, Neil, Christopher Peacock (co-chair) Call the question Moved by: Alec Lee Seconded by: Upkar Rai 21/2/0 Carried 8.10. Next Meeting Next meeting is scheduled for Monday, January 12, 2009 at 5:45pm in the Council Chamber. 8.11. Meeting adjourned It was moved Angela Meyer and seconded by Greg Frisque that the meeting be adjourned at 6:35pm. Carried

BCIT Student Association

Council Meeting Agenda

Monday December 1st, 2008 5:30-7:30pm

8.1 Meeting called to order 8.2 Acceptance of the Agenda 8.3 Acceptance of the Minutes 8.3.1 from AGM November 17th, 2008 8.3.2 from November 17th, 2008 8.4 Guest Speakers 8.5 Progress Reports: Executives 8.6 Councilor Forum 8.7 Question Period 8.8 Unfinished Business 8.8.1 SE40 8.9 New Business 8.9.1 BCITSA Endowment 8.10 Next meeting January 12th, 2009 8.11 Meeting Adjourned

PROGRESS REPORT FOR - Hui Hang

Last updated: November 25, 2008

Date of Introduction Action or Outstanding Issue Status

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

October Tooned in Campaign In progress (volunteer recruitment soon)

November Clubs Committee Meeting

November 27th at 5:30pm in SA Council Chambers Will be discussing roles of SA, VPCL, and Subsidiary

Organizations (Clubs) and re-explanation of bylaws and policies & procedures

November Conflicting bar parties between AIM and HRA

- HRA will not be hosting party nor will their executives be affiliated with it. - AIM is satisfied with existence of party provided HRA is not involved nor benefitted from it.

November Concerns about HRA’s governance - they will be voting this week , the minutes will be provided to me and our accounting department should the signing authorities change

November Spirit Week Campaign material finished, will be launched next week

November Division of Clubs’ Bar Parties Rights Toonie Fundraiser Campaign will take Shinerama’s role in

deciding which club gets “first pick” of the preset 6 bar party dates/occasions

PROGRESS REPORT FOR Merima Kostecki

Last updated:

Date of Introduction Action or Outstanding Issue Status

November 26, 2008 School of Health Set/Tech Rep Meeting TBA at the Student Council Meeting

PROGRESS REPORT FOR Christine Johnson

Last updated: November 18th 2008 Date of Introduction Action or Outstanding Issue Status

November, Business Committee -looking for three councillors to sit on business committee -Hold first meeting - The focus of this committee is how to enhance SA businesses

November Link Article -Submitted article to school newspaper explaining how and why we want to change the online voting process -Promote SA awareness

November Online Voting -Working with our director to make online voting a simple and easy process

November October comparative income statement

-Working with our controller to establish how our stores are performing - A new financial report will be presented to councillors in the new year

PROGRESS REPORT FOR – Christopher Peacock

Last updated: November 25th 2008 Date of Introduction Action or Outstanding Issue Status

Sep 2008 Set/Tech rep Due to exams and last week of school, meetings will be held off till the new year.

Sep 2008 Councillor package Feedback collected, will be going over in the new year.

PROGRESS REPORT FOR – Peter Kemp

Last updated: 26-Nov-08

Date of Introduction Action or Outstanding Issue Status

September LAN PARTY COMPLETE: Report Submitted

September SET REP 3rd Meeting complete

September Algorithms competition Creating survey to see interest for March competition.

PROGRESS REPORT FOR – Billy Moore

Last updated: DATE HERE Date of Introduction Action or Outstanding Issue Status

Nov. 2008 BUS ROUTE -125 In effect, January 1, 2009

Sept. 2008 U-Pass Update In negotiations. Three party meeting in new year.

Sept. 2008 Set Reps Third meeting on Dec 3, 2008..attednance very high

PROGRESS REPORT FOR – DOUG HOLDGATE – Chair of the School of Transportation, Construction and the Environment

Last updated: November 25, 2008

Date of Introduction Action or Outstanding Issue Status

November 2008 Councillors I have 2 councillors, but I still need 3 more. If anyone knows anyone in my school who would be interested please let me

know or ask them to send me an email.

December 2008 Set/Tech Reps Set/Tech rep meeting will be held in the second week back from school in January 2009.

October 2008 24hr Access Program Looking into better ways to advertise and make students aware of this program.

PROGRESS REPORT FOR – PETER ORLANDI

Last updated: November 25, 2008

Date of Introduction Action or Outstanding Issue Status

September 2008 Set and Tech Rep system

• 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.

September 2008 Education without Borders • Recruiting

o www.ewb.ae o Paper abstract is due end of Nov

November 2008 The Link Newspaper • Wrote one announcements for campus newspaper • Planning to write more for the SA Page

November 2008 SA Events • Next day of recognizance is the White Rose Campaign Dec 5th @ 11:30 in the great hall