12 Minutes_Council_March_15_2010

BCIT Student Association

Council Meeting Minutes Monday, March 15, 2010 Executives:

Christina Ramage, President Joseph Prophet, VP Finance & Administration Peter Smith, VP Campus Life Amanda Eyolfson, VP Public Relations & Marketing Robby Basi, Transportation, Construction & the Environment Chair Billy Moore, Business Chair Mathew Brownell, Chair of School of Manufacturing Upkar, Rai, Chair of School of Computing & Academic Studies Tim DeVolder, ATC Chair

Councillors:

Scott Larson-Zutter Michal Harrison Jeff Chen Jill Hidalgo Marc Edgett Josh Nelson Christopher Peacock Nicola Gardner Mo Lei Caroline Gagnon, Director

Staff: Absentee:

Aman Khangura Kristina Gao Dillon Zolnierczyk Aaron Kool

Sean Owen Clayton Sayer Patrick Switzer Jim Moore Kathryn Cleven Shayne Laye Jamie Bentien Gurnoor Grewal Scott Blythe, Marketing & Communications Managers Serina Khangura Karly Hepditch Manny Sangha

12.1. Meeting Called to Order The Chairperson, Christine Ramage, called the meeting to order at 5:42pm. (23 voting members).

12.2. Acceptance of the Agenda It was moved that the following agenda be accepted as distributed: Moved y: Upkar Rai Seconded by: Clayton Sayer 23/0/0 Carried 12.3. Acceptance of the Minutes from March 1, 2010 Be it resolved that the minutes from March 1, 2010 be accepted as distributed.

Moved by: Sean Owen Seconded by: Jamie Bentien 23/0/0 Carried 12.4 Guest Speaker - Scott Blythe, Marketing and Communication Manager (BCITSA) Scott reminds Council about the Committee that was created to look at Corporate Screen.

The Committee’s report can be found in the minutes. Recommendations were provided

regarding the transparency and the different opportunities for financial gain while preserving an acceptable standard and ensuring student engagement.

Amanda Eyolfson went over the proposed BCITSA Corporate Screen (see attached).

12.5.

Executive Progress Report

Christine: • The deadline for the election nominations is Friday March 19th at noon.

• Mentioned that White Avenue will be closed on April 2 during the SW1 construction project. An email will be sent out to all explaining alternative routes.

• The SA has sent an email to all students about consequences of illegally download information from the web. Disciplinary actions have been taken by BCIT, so it is important that students are made aware of their responsibilities • EcoFair is scheduled for Thursday, March 25 in the Great Hall. Ian Morton is looking for 4 students to get involved in the discussion panel. If interested, please contact Ian at (432-8413).

Tim: • Glider Event is moving along and is scheduled for Thursday April 22. Still waiting to hear about the grand prize.

On Behalf of Aman (by Christine): • Aman will present to Edco about having the Advocate or VP Student Affairs representing student during Decision Review Board.

• She applied for a $1500 grant to work on the Mental Health Project.

Bill: • Set Rep meeting is scheduled for this Wednesday. The next meeting will be used to train the in-coming Chair of School of Business.

• Has received 5 nominations for the Set Rep Award Upkar: • Set Rep meeting is scheduled for Wednesday March 25.

• Is working on the communication channel ensuring that messages from BCIT are not duplicated. The new plan is starting today.

Robby: • Set Rep meeting is scheduled for Wednesday March 17.

Matt: • Set Rep meeting is scheduled for Wednesday March 17.

• Event postponed until April.

Peter: • Sponsorship survey was sent to all club Presidents. Next clubs meeting will be focusing on the survey and budget.

• Toon-in Campaign is scheduled for April 14. Larry (BCIT Director Student Services) is looking for rewards. Although the proceeds might not be matched by BCIT, the event should continue as the situation may change in the future. If interested to help, contact Peter.

Amanda: • Is working with Scott Blythe on revamping the role of VP Marketing. The new proposed role will be presented at the AGM in the Fall of 2010.

Christine: • Mentioned about the possibility of bringing the removal of the Standing Committees at the AGM. 12.6. Councillor Forum • Sean would like to know more about the 3rd floor proposal. Caroline explains that the proposal was sent out to BCIT 2 weeks ago, and limited conversation has been the proposal from BCIT. The proposal explains that BCIT is to give the 3rd floor of SE2 in exchange of $2.5 million.

• Caroline, updated that a microwave will be placed on the SW1 3rd floor in front of room 3010 to replace the one that was located in the Roadrunner.

12.7. Question Period • Josh asked if councillors who had volunteered for the Standing Committees would be asked to participate. Joseph mentioned that if something arises we would be meeting on an ad hoc basis. Bill reiterates that although the committees are in place, business is still going on. Peter mentioned that because of staff speed of actions, committees are no longer necessary in the existing structure. Josh mentioned that these decisions should be better communicated to Council

12.8. Unfinished Business 12.8.1 Corporate Screen Motion: Be it resolved Student Council accepts the report of the ad hoc committee and adopts the Corporate Screen as presented.

Moved by: Amanda Eyolfson Seconded by: Clayton Sayer 23/0/1 Carried 12.9 New Business 12.9.1 School of Computing Funds Transfer Upkar explained that when closing the Computer Student Club, $4,886.05 was left in their bank account. After talking to the School of Computing, Upkar recommends that the funds be transferred to an endowment funds that would go to Computing Students, more specifically the BCIT Computer Systems Technology Industry Sponsored Entrance Award Motion: Be it resolved that BCITSA deposits the $4,886.05 generated by School of Computing into the "BCIT Computer Systems Technology Industry Sponsored Entrance Award".

Moved by: Upkar Rai Seconded by: Clayton Sayer 23/0/2 Carried Questions: • Is this a onetime award? No, the funds are going to an endowment fund that keeps on given.

12.10. Next Meeting Next meeting is scheduled for Monday March 29, 2010 at 5:45pm in the Council Chamber.

12.11. Meeting adjourned It was moved by Upkar Rai and seconded by Joseph Prophet that the meeting be adjourned at 6:12 pm. Carried

Council Meeting Agenda Monday March 15st, 2010 5:30-7:30pm 12.1 Meeting called to order 12.2 Acceptance of the Agenda 12.3 Acceptance of the Minutes from March 1st, 2010 12.4 Guest Speakers 12.4.1 Scott Blythe 12.5 Progress Reports: Executives 12.6 Councillor Forum 12.7 Question Period 12.8 Unfinished Business 12.8.1 Corporate Screen 12.9 New Business 12.9.1 School of Computing Funds Transfer 12.10 Next Meeting March 29th, 2010 12.11 Meeting Adjourned

Executive Objectives 2009/2010 President, Christine Ramage Tasks Description SA elections To increase Student Executive election participation i.e.; candidates and voters Working with Outreach To work with Outreach Coordinator to help support the SA presence on other campuses Transition packages To revive Transition packages Objective support

Chair ATC, Tim DeVolder Tasks Industry Leaders Relations

Gym Equipment

To support all Student Executives with their objectives

Status as of February 5th, 2010 No update On-going Using a starter document; going to oversee and help with creation of transition documents by their Chairs.

On-going

Description Bringing in more guest speakers from the industry To create & maintain good relations between BCIT faculty and the SA

Status as of February 5th, 2010 On-going.

To improve the Gym Equipment

Presently talking with Larry Vezina, Director of Student Services.

Glider Event To continue and improve the Glider Event Transition and Training Create a package and training specific to ATC Implement a games station work with set reps to develop guideline around the establishment of a new games station (i.e.

Wii)

Conducted and will continue to conduct orientation for all new classes. BCIT is very supportive of this initiative; consequently issues have been raised to Tim. Tim is having regular meetings with Associate Dean.

Postponed until end of April because of Olympics.

No new update.

No new update.

VP Student Affairs, Aman Khangura Tasks Description Student Space To update 3 student lounges on campus, and convert them to SA spaces Increase Awareness To increase awareness of BCITSA via different marketing initiatives (i.e., mission & advocacy promotion)

Toon-in

Review Toon-In Campaign processes

International Students

Integrate the International Student community through establishing one event Expanding the duties and responsibilities of the VP Student Affairs.

VPSA Expansion

Status as of March 14th, 2010 Depends on referendum.

Planning a program with Christina Batstone to bring mental health programming to BCIT. Event to be held prior to the Zen lounge – final date yet to be decided Prepared a list of potential donors for prizes.

Postponed until March or April. Not to conflict with midterm and elections.

Unlikely unless SA pays for all cost associated with event.

BCIT is pulling out due to budget cuts.

Revision of Policy 5104 to include VPSA and Student Associations Advocate. This revision will allow a student to have either party speak on their behalf during an appeal.

Policy committee meeting on March 24th – Bill Howorth and I will discuss this change and recommendation. If approved, the policy changes will go to the next EdCo meeting for a vote.

VP Finance and Administration, Joseph Prophet Tasks Description Executive Transition To improve Executive Transition Environmental Sustainably To complete the Environmental Sustainably Project Project

Status as of March 14th, 2010 In progress.

Postponed definitely

Monthly Finance Report

In progress.

Reporting monthly finances to Council

Chair School of Transportation, Construction & Env., Robby Basi Tasks Description Set & Tech reps Increase Set & Tech Rep involvement Guest speakers Event specific to School

Bring people from the industry. party type of events

VP Campus Life, Peter Smith Tasks Description Strengthen relations To strengthen relationships between the SA and student clubs as well as improve communications & awareness about operations/goals and events Transition

Clubs package, Orientation, Toon-in

Status as of February 5th, 2010 Had our event on Friday, with 90 tickets already sold and the remaining will be sold at the door.

Scheduled for next semester.

Successful.

Status as of February 5th, 2010 No new update.

No new update.

Chair School of Business, Bill Moore Tasks Description Cohesiveness Cohesiveness with the BCIT Administration Business programs To bring all programs in the School of Business together‌choosing the right people. Spreading the word about each position to ensure candidates run for positions.

Status as of February 5th, 2010 No new update.

Looking into training and succession for next year. In progress.

Complete Translink School of Business, Dean

No new update.

No new update.

Revamp the set/tech rep structure

To complete my Translink objectives Working closer with the School of Business, Dean Robin Hemmingsen working with VP Education to redefine the set/tech role on campus

Talk with Paul Dangerfield, ball is in motion.

Chair Sch. Of Man., Elec. & Ind. Proc., Mathew Brownell Tasks Description Lounge Space To improve student lounge space, specifically Improvement in SW9 Inter-school Relations To increase Inter-school relations by organizing social-networking events Student-Led Event To work with staff to develop a package that Package would help student executives organize events on campus Chair Sch. Of Comp. & Aca. Studies, Upkar Rai Tasks Description Mentorship (Btech) Work with Amanda/ BCIT alumni/ Program head (School of computing ) to establish a pilot Mentorship program

Status as of February 5th, 2010 Depending on referendum. Postponed until 2011.

Based on the success of the first event, another one is scheduled for March.

New initiative - to be completed by April 2010.

Status as of March 14th, 2010 Halfway Mark Event great success. Special thanks to Tatsiana and Amanda Spears.

Networking Events

Promote BCITSA and Student Executive positions.

Increase Students and strep turnout during election and volunteer events.

Break ice between students of different schools / set / semester.

Lan Party held on March 5th. Dean and Associate Dean of School of Computing and Academic Studies donated XBox 360, 8 Gb usb sticks, X-Box games for the prizes and 3 bags of awesome SWAG.

Adopt a SET" Program

Work with BCIT alumni association to Start a Program to Get BCIT alumni to come and network with a given set from the diploma Program over the period of one semester.

Note: Subset of the Mentorship program.

No new update.

VP Public Relations & Marketing, Amanda Eyolfson Tasks Description Increase connectivity To increase connectivity between student with in different departments (through new events, etc.)

Status as of February 5th, 2010 No new update.

Alumni Relations

No new update.

Increase student awareness Recycling Bins Link readership Redefine role of VP PR

Build on the relationship between SA and Alumni Association Help to make students more aware of services available to them To add more recycling bins to facilities To increase Link readership Continue to define the roles and responsibilities of the position to work closer with the managers of Marketing and Communication

On-going.

No new update.

No new update.

No new update.

Chair Sch. Of Health Sciences, Kristina Gao Tasks Description Sense of Community Continue to build a sense of community among the students of SOHS - a Meet and Greet for the Set and Tech Reps in Sept/Oct, and pub events for students, as tasks.

Status as of February 5th, 2010 Focus group on HS education in the future at the next Set Rep meeting on Feb. 10. Set Reps have been encouraged to bring along a student from their class for participation and rapport building

Food Drive

Finishing between Feb. 8-9 for the final tally.

Transition Relationships

Organize a food drive in the winter term and double last year's donation.

Develop package to ensure that success is repeated Build a relationship with the new Dean

Will be completed by April.

No new update.

Corporate Screen Ad Hoc Committee Report: The Council struck an ad hoc committee to establish a framework for the corporate screen and to evaluate how the marketing department is currently working with external groups and if the departments’ strategies are representative of our mandate. The ad hoc committee found that the current activities of the marketing department adequately represent the best interests of students. Further, the ad hoc committee defined a number of recommendations for the marketing department to implement to increase the transparency of these processes for students once a screen is developed. Additionally, the ad hoc committee indentified new revenue opportunities for department that will also increase the ability of the organization to actively engage our student members through interactions with external groups. Management will implement these recommendations, upon the approval the Council.

Background The BCITSA has sought advertising relationships with external groups for a number of years. This was achieved by working with both local businesses and national agencies to contract marketing and advertising through the organization’s advertising various mediums. While revenues have increased slightly over the past five years, there have been no real changes to how departmental staff members have interacted with external groups. Last year, the Association re-configured a number of functions within specific portfolios of the marketing department to identify and better understand how to maximize these relationships and increase revenues. However, the Association cannot simply exploit the student demographic to achieve higher advertising revenues. Working with external groups has required the Association to clearly articulate why and with whom we choose to interact and under which circumstances we would not interact with a specific external group.

The BCITSA developed a number of policies governing the interactions with external groups designed around finding a balance between granting access to the student demographic while working in the best interests of the students. While these revenues streams are important, the real goal of these activities for the Association is to increase the number of points that we can engage meaningfully with our student members. That is, working with external groups directly increases our organizational ability to engage with our student members in ways that are consistent with their educational goals. As such, it was important that management seek input and direction from the Council to ensure that the corporate screen developed by the marketing department bolsters student interests while increasing the potential revenue base from marketing and advertising related activities.

The Corporate Screen The corporate screen will provide staff with a set of guidelines that will work to indentify external groups that are compatible with our organizational marketing and advertising goals. We will look for relationships with external groups that are reflective of our students’ goals, our function, and will work to financially supplement our organization.

Additionally, the screen will provide student members with a transparent process that demonstrates how the Association is working to bolster their interests when in consideration of relationships with external groups.

The ad hoc committee reviewed the organization’s policies and procedures, current practices, and information to come up with a framework for management to develop a corporate screen that clearly articulates the organization’s approach to student engagement through marketing and advertising activities with external groups. The corporate screen will govern how the Association works with external groups.

Student Engagement At the heart of the discussion was how staff members work to create opportunities to engage students through cultivating relationships with external groups. Most external groups seeking to build relationships with the BCITSA are doing so to promote and sell a product or service to students. This exposure to the student demographic allows the Association to negotiate with these external groups to achieve certain goals that can also work increase our own organizational exposure to students. The students indicated that it was important that external groups provide a benefit to students. To be specific, a benefit to a student could be a product, service, educational, professional association, or leverage for career objectives. This exposure works both ways, as most BCIT students are looking to engage with specific organizations at some through their studies to advance their career objectives. This exchange provides the channel for the BCITSA to engage with our students through various initiatives that can provide a link for students to specific areas of the Association and organizational initiatives.

Important Issues when Sourcing Relationships The students identified a number of issues that they felt were important when staff source and approach external groups. The students indicated that they didn’t perceive a distinction between external groups providing a service versus ones that are selling products to students. The issues identified by the group are as follows: • • • • • • •

Don’t take advantage of students Quality products and services Don’t over impose on student time or space External groups need to market ethically to students Relevant products and services Placement on campus is important Relevance to demographic

Students also identified that it is important for the Association to strike a balance between students that do not want any interactions with external groups and those that do. The BCITSA has a number of policies to manage how external groups interact with students 1 .

The group felt that the current practices of the marketing department are appropriate and should be maintained. For example, the group likes that external groups are confined to specific designated areas, which allows for students to avoid an interaction if they so choose. Additionally, students feel strongly that external groups should not generally be able take over the entire space and that there should always be space for students within areas such as the Great Hall. Students also like that the Association clearly separates academic areas such as classrooms and non-academic areas like the Great Hall by working to focus external groups within SE2 with the exception of Students Clubs who Related Policies:

3.0 Advertising Standards, 4.0 Commercial Advertising, 5.0 Non‐Commercial Advertising, 6.0 Sponsorship, 7.0 Donations. BCITSA Policies & Procedures, January 2009.

from time to time bring external groups into academic areas for specific events that are approved through the BCITSA. The group also worked to specify some types of organizations students may want to access via the BCITSA, provided that all external groups go through the corporate screen and that there is enough flexibility to accommodate the context of a specific set of circumstances either for students or an external group. The types of organizations defined include but are not limited to: • • • • • • •

alumni for profit wholesale technology / trade related multi‐national not for profit / social enterprise portal to government services

•

professional associations

Making Money off of Students The group evaluated the potential negative perception for our student members around the BCITSA making money off of our members and then further allowing external groups to also do so. The students felt that any monies that SA achieves go back to students in a number of ways both directly and indirectly. Additionally, the group also felt that so long as individual students derive a benefit from an exchange with an external group (i.e.: product, service, education, professional association, leverage) there is no conflict of interest for student members. Thus, providing that all external groups go through the corporate screen process that it is reasonable for the BCITSA and external groups to make money from marketing and advertising related activities.

The second part of this topic is around employing students to sell products to other students. The group identified a number of concerns surrounding how individual student employees could potentially sell products or services to other students that may be inconsistent with our organizational policies and procedures. The group felt very strongly that while there are definite benefits in exploring such strategies, the BCITSA must have strong guidelines in place to govern the actions of these student employees to ensure that the Association standards, as defined by students, are maintained. Finally, the students felt that the marketing department should establish protocols to evaluate any such opportunity on a case-by-case basis rather than a standard operational practice.

Additional Issues The ad hoc committee recommended that the marketing department develop an overview document, (most likely a pamphlet format) to succinctly explain how and why the BCITSA works with external groups.

DRAFT-BCITSA Corporate Screen The BCIT Student Association (BCITSA) attempts to govern and balance access to BCIT students through established organizational standards. These standards represent the marketing and advertising values of the BCITSA and symbolize our commitment to represent the interests of BCIT students and enhance the quality of student life. BCITSA sources and procures relationships with external groups that increase our ability to engage with our student members in ways that are consistent with their educational goals and that supplement the financial stability of the Association.

Related BCITSA Policies:

3.0 Advertising Standards 4.0 Commercial Advertising 5.0 Non-Commercial Advertising 6.0 Sponsorship 7.0 Donations

Goals – seek relationships with groups that demonstrate these characteristics: Representative Organization • bolsters student interests • advance students educational and career objectives • provide an outlet for fun Student Engagement • provide a channel for the BCITSA to engage with our students through various initiatives that can be a link for students to specific areas of the Association and organizational initiatives Individual Benefit • provide a benefit to our student members • benefits could be products, services, educational, professional association, or leverage Harm Reduction • promote established harm reduction strategies including but not limited to: alcohol consumption, safer sex strategies, personal safety, credit

Screens – avoid receiving funds from groups that demonstrate these characteristics: • •

• •

discriminate or marginalize in whole or in part the membership of BCITSA are themselves or are affiliated with religious and / or political groups over impose on student time and space promote or condone illegal activities or services

•

non-relevant products and services

•

inferior quality products and services

•

abstinence-based strategies that infer subjective moral values, as those values may not be consistent in whole or in part with those of the members of BCITSA

& ID strategies, gambling Financial • have a specific purpose and be for a specific period of time • offer financial and/or in-kind compensation to BCITSA and/or individual students

•

use financial compensation to individual students to market unethically to the membership of the BCITSA in whole or in part