14Minutes_Council_April_12_2010

BCIT Student Association

Council Meeting Minutes Monday, April 12, 2010 Executives:

Christina Ramage, President Peter Smith, VP Campus Life Amanda Eyolfson, VP Public Relations & Marketing Aman Khangura, VP Student Affairs Robby Basi, Transportation, Construction & the Environment Chair Billy Moore, Business Chair Kristina Gao, Health Science Chair Tim DeVolder, ATC Chair

Councillors:

Scott Larson-Zutter Michal Harrison Jill Hidalgo Marc Edgett Josh Nelson Christopher Peacock Nicola Gardner Mo Lei Karly Hepditch

Staff:

Geoff Littler, Outreach Coordinator

Absentee:

Caroline Gagnon Dillon Zolnierczyk Jeff Chen Mathew Brownell

Sean Owen Clayton Sayer Patrick Switzer Jim Moore Shayne Laye Jamie Bentien Serina Khangura Aaron Kool

Kathryn Cleven Gurnoor Grewal Manny Sangha Upkar Rai

14.1. Meeting Called to Order The Chairperson, Christine Ramage, called the meeting to order at 5:45pm. (22 voting members).

14.2. Acceptance of the Agenda It was moved that the following agenda be accepted as distributed: Moved by: Clayton Sayer Seconded by: Jamie Bentien 19/0/01 Carried 14.3. Acceptance of the Minutes from March 29, 2010 Be it resolved that the minutes from March 29, 2010 be accepted as distributed.

Moved by: Marc Edgett Seconded by: Jim Moore 18/0/02 Carried 14.4

Guest Speaker – No guest speaker

14.5.

Executive Progress Report

Christine: • As presented Tim: • 6 teams signed up for Glider event on first day • Working with new ATC chair on training Aman: • Has begun training of new VP of Affairs Bill: • Working on improving #125 bus service to BCIT • Met with Paul Dangerfield about eliminating Tech Rep positions Christine on behalf of Upkar: • Trained new chair, ready to go Christine on behalf of Robby: • Next Set Rep meeting will be held this Wednesday Christine on behalf of Mat: • As presented Peter: • Looking for more volunteers for Toon-in campaign this week • Contact Peter for all information Amanda: • As presented Kristina: • Last Set Rep meeting was on March 31 • Health Science Set Reps are organizing stress busters for the exam period • Health Science Set Reps are planning a mentorship program for next year • Working on transition with new Chair of Health Sciences 14.6. Councillor Forum • Josh - Why are there old dates on executive reports just distributed? We’ve had some administrative changes lately. This is just an oversight due to cutting and pasting.

• Sean - Any updates on daycare on the second floor of SE2? No, but the BCIT administration is strongly considering it. When Caroline Gagnon returns from vacation, they will work out the financial details.

• Josh - I was able to vote for a number of chairs in the election that I wasn’t eligible to vote for. Why did this happen? Christine will follow up.

• Jill -Could we get more power bars in library for the main level and top floor? Christine will follow up.

14.7. Question Period • Michal - How large is the voting body? This year we had over 600 people vote, which is about 5% of the student body. The average at universities and colleges is about 3 percent. We had 100 more voters than last year and we are still working on improving it.

• Kristina - What’s the process for facilities requests? They will go through Bev as requested by the Facilities Dept.

• Josh - Any update on getting new microwaves at downtown campus? Facilities are being updated by DTC facilities. Our microwaves are ready to go.

14.8. Unfinished Business 14.8.1 Equalizing Student Fees This year the SA has brought more services to BCIT’s to DTC, BMC, GNW, and ATC. But other campuses pay lower student fees. They also have less SA representation.

Questions: • • • • • • •

Kristina - Are service levels at other campuses the same as Burnaby campus? Our outreach efforts especially for health and dental have greatly improved service at other campuses.

Mark- I think more student representation should follow increased services at other campuses.

Tim - Is there friction between other campuses? Geoff - No. At first, students at other campus need to get to know us. But then they are happy to get our services.

Bill - Improvements in delivering health and dental services have been a great benefit to other campuses. Representation is also being increased by putting satellite campuses under the responsibility of student chairs.

Josh - What about other campuses with smaller student populations? We should maintain equal service levels across all campuses and provide proper student representation as well.

Clayton - What’s the full time to part-time ratio at other campuses? DTC is Part-time 15% full time 85%. All other campuses are almost completely full time.

Jill - What services do students at other campuses want from the SA? They want representation and proper access to the Library and Rec Services at BMC; DTC wants access to Geared Up clothing; and students want events and campus life at all campuses;

Motion: Be it resolved that Student Council conduct a feasibility study to determine if an equal level of services can be provided at other campuses.

Moved by: Bill Moore Seconded by: Clayton Sayer 21/0/1 Carried 14.9 New Business 14.9.1 Election Ratification This year we had 609 students vote. The low spoilage rate and low margin of error have returned valid election results.

Motion: Be it resolved that Council ratify election results as presented.

Moved by: Bill Moore Seconded by: Clayton Sayer

Question: Josh - There were irregularities in the computerized voting system which allowed students to vote for chairs that they were ineligible to vote for. Are these results actually valid?

Motion: Call the question Moved by: Marc Edgett Seconded by Clayton Sayer 22/0/1 Carried

Motion: Be it resolved that Council postpone ratifying results until irregularities have been investigated.

Moved by: Bill Moore Seconded by Clayton Sayer 22/0/0 Carried 14.10. Next Meeting Next meeting is scheduled for Monday April 26, 2010 at 5:45pm in the Council Chamber.

14.11. Meeting adjourned It was moved by Bill and seconded by Aman that the meeting be adjourned at 6:19 pm.

22/0/0 Carried

Council Meeting Agenda Monday April 12, 2010 5:30-7:30pm 14.1 Meeting called to order 14.2 Acceptance of the Agenda 14.3 Acceptance of the Minutes from March 29th, 2010 14.4 Guest Speakers 14.5 Progress Reports: Executives 14.6 Councillor Forum 14.7 Question Period 14.8 Unfinished Business 14.8.1 Equalizing Student Fees 14.9 New Business 14.9.1 Election Ratification 14.10 Next Meeting April 26th, 2010 14.11 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.