Council Meeting Agenda

Monday, April 18th, 2016

5:30 – 8:30pm

17.1 Meeting called to order

17.2 Acceptance of the Agenda

17.3 Acceptance of the Minutes: Monday, April 4th, 2016

17.4 Progress Reports

17.5 Club Presentation: Mining Engineering Club

17.6 Club Presentation: JDC West BCIT

17.7 Club Presentation: Young Women in Business BCIT

17.7 New Business

17.7.1 Distribution of Budget Documents

17.7.2 Club Sanctioning: Mining Engineering Club. Be it resolved that the Mining Engineering Club be a BCITSA sanctioned club.

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Council Meeting

Monday, April 18th, 2016 Minutes

Executives:

Dylan Smith, President Jessica Graham, VP Finance and Administration Bradley Lindsay, VP Campus Life Shubhi Singh, VP External Affairs Heyden Vargas, VP Student Affairs Nav Bhatti, Computing & Academic Studies Chair Emilio Da Silva, DTC Chair Meghan Fisher, Business Chair Josephine McGeer, Health Sciences Chair Navin Vidyadharan, ATC Chair

Staff: Caroline Gagnon, Executive Director Justin Bargiacchi, Assistant to the Executive Director and HR Generalist

Councillors: Bryn Beaudry Mikaela Blumke Stuart Budd John De Vera Megan Euverman Inderpreet Gill Josephine Grant Michael Hui Angela (Gee En) Kim

Minwoo Lee Henry Lo Trevor Matthews Matthew May Farid Mohammadi Ahwazi Jessica Myroon Dean Tamboline Sarah Thomasen Princess Valenzuela

Absent: Kayla Di Bauda Reza Filsoof Justin Guggenheimer Morgan Latremouille Jordan Leask

Tyrone Lengert Sarah Mulford Jessica Ngo Daniel Yen

Justin Deddens, Transportation, Construction & the Environment Chair Jamie Haakons, Energy Chair

Guest: Megan Gent – Mining Engineering Club

Jae Lee – Young Women in Business

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17.1 Meeting Called to Order The Chairperson, Dylan Smith, calls the meeting to order at 17:46. (27 voting members, including Chair) 17.2 Acceptance of the Agenda It was moved that the agenda be accepted as distributed. Moved by: Matthew May Seconded by: Meghan Fisher 25/0/1 Carried 17.3 Acceptance of Minutes: April 4th, 2016 Be it resolved that the Council Meeting Minutes from April 4th, 2016 be accepted as distributed. Moved by: Dean Tamboline Seconded by: Trevor Matthews 24/1/1 Carried 16.4 Progress Reports Nav Bhatti (Chair - School of Computing and Academic Studies)

· As submitted. · BCIT is offering a $50 subsidy to students to go to the conference.

Emilio Da Silva (Chair – Downtown Campus)

· As submitted. · Thank you to all those in the School of Business and the SA Marketing &

Communications department for supporting the field school to China. Justin Deddens (Chair - School of Transportation, Construction and the

Environment) · Absent.

Meghan Fisher (Chair - School of Business)

· As submitted. Caroline Gagnon (Executive Director)

· As submitted. Jessica Graham (VP Finance and Administration)

· As submitted.

Jamie Haakons (Chair - School of Energy) · Absent

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Bradley Lindsay (VP Campus Life) · As submitted.

Josephine McGeer (Chair - School of Health)

· As submitted. · Had a meeting with School of Health program heads to clear up confusion

between their set reps and SA set reps. · They use theirs for holding meetings to get feedback about the various

programs. · BCIT is going to rename their reps to avoid future confusion.

Shubhi Singh (VP External Affairs)

· As submitted. · Now have 756 signatures on the part-time studies Upass petition.

Dylan Smith (President)

· As submitted. Heyden Vargas

· As submitted. Navin Vidyadharan (Chair - Aerospace Technology Campus)

· Absent 17.5 Club Presentation: Mining Engineer Club

· Mining Engineering degree is new. Only in the second intake now. Used to just be a 2 year exploration diploma.

· Purpose of the club is to keep cohesion between the groups. · Will have field trips and guest lectures. · Have applied to annual Canadian mining competition. · Will need to do significant fundraising in order to send members. · Do not have a mining club at all. · Will be for all mining students, not just engineers. · Will have a first-year rep at all times as well.

Questions

· Will you be doing an orientation? Spoke about doing an orientation next year. · There are 20 in the degree program? Yes. Diploma has 40 to 60 in the diploma.

There are lots of people interested in the degree so meeting the cap is quite easy. Also have previous grads that come back to take the program.

17:52 - Arrival of another member of council (28 voting members, including Chair)

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17.6 Club Presentation: JDC West · JDC West is the largest business competition in Western Canada. · 3-day event, including academic, athletic and social components. · Over 600 students from 12 of Western Canada’s top universities. · Non-for-profit organization. · Each team as 46+ members. · There is a component of community involvement and teams get points for this. · Propose to have a JDC West club for all school of business students and other

students. · To be on the actual team, however, you need to meet certain criteria. · The club will be open to anyone who wants to learn more about and practice

doing case study competitions. · Will also do charity events to boost culture for the whole school. · BCIT’s half-delegation team will be going next year. Have approval to have a

polytechnic attend. · Until now, no polytechnics have been involved, so have made history with BCIT.

Questions

· How will you pick the members of the team? Faculty are quite involved in that. There will be interviews involved.

· I understand it is quite expensive, so 1) has BCIT said they will donate money for it? And 2) for any shortfall, how do you plan on covering it? First have to see if we pass this level. Then you get corporate sponsorship. Hopefully BCIT and the School of Business will contribute as well. So are really counting on external finding. For this first level, have to raise at least $20,000. Other schools charge their students $500 each, but we do not want to charge our students.

· Where is it hosted? When you sign up to send representatives, then you are saying that you are open to hosting as well. So anywhere from Victoria to Winnipeg. Next year it will be in Edmonton.

· Since it is not specified to a school or program, how will you ensure the continuity of the club? Starting next year, only bachelor degree programs can compete in the academic portion. So want to have a second year delegation be part of it.

· Will the Chair of Business be part of this? It is going to depend on who the Chair is. Just a reminder that no Student Executive can be involved as a club executive.

· Currently BCIT School of Business is not part of any sort of these competitions. When visiting in Edmonton, the comment was that people did not know that BCIT had a school of business.

17.7 Club Presentation: Young Women in Business BCIT

· Met with the club developer earlier this year. Have a parent organization that has chapters in all the major universities.

· With the name Young Women in Business, it sounds quite exclusive. But are wanting to make it as inclusive as possible, so beyond the school of business.

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· The parent organization will sponsor 3 major events, but they have to be restricted to women in business.

· Opportunity to network and develop. · Right now it is focused in BC, but has expanded east as well.

Questions

· Will the support from the parent organization be financial? No. More providing expertise. Showing us how other clubs are structured. Then we can pick the things that we think will work here.

· What are the other rules and norms the parent organization requires? So far, they seem quite lenient. It is only the initiation process right now so have not encountered anything yet. They were the ones who said it should be inclusive for all.

· If there was supposed to be inclusive, then should the name not be Young Women in Leadership? We cannot really change it because of the parent organization. So we are explicitly saying that it is open to men and people outside of business.

· What does the networking focus on? We want to keep it more generic to more leadership rather than industry specific.

· Is the parent organization non-profit? Yes. · Who funds them? We think it is through sponsorship. · What is their goal? To encourage women in leadership and provide a support

network within their membership. · Are there restrictions for executive positions for men? Executive positions are

restricted to women if at all possible, but they seem open to the possibility of males holding those positions.

17.8 New Business 17.8.1 Distribution of Budget Documents

· There is an information session this Wednesday. It will be a time for people to learn how to read the budgets and be critical properly.

17.8.2 Club Sanctioning: Mining Engineering Club Be it resolved that the Mining Engineering Club be a BCITSA sanctioned club. Moved by: Trevor Matthews Seconded by: Emilio Da Silva 24/0/3 Carried Discussion

· None.

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17.8.3 Club Sanctioning: JDC West BCIT Be it resolved that JDC West BCIT be a BCITSA sanctioned club. Moved by: Bradley Lindsay Seconded by: Nav Bhatti 24/1/3 Carried Discussion

· None. 17.8.4 Club Sanctioning: Young Women in Business BCIT Be it resolved that the Mining Engineering Club be a BCITSA sanctioned club. Moved by: Bradley Lindsay Seconded by: Matthew May 20/3/4 Carried Discussion

· None. 17.9 Question Period

· Had a discussion about Boat Cruise with the board. There were a lot of questions about whether people can bring their partners.

· Have decided that external people can come, but they need to be accompanied by another person with a BCIT ID.

· Sales for tickets are doing well. 17.10 Councillor Forum

· None. 17.11 Next Council Meeting: Monday, May 2nd, 2016 Next Council Meeting is scheduled for Monday, May 2nd, 2016 at 17:30 in Council Chambers. 17.12 Meeting Adjournment It was moved by Matthew May and seconded by Trevor Matthews that the meeting be adjourned. 18:29 Carried

Name & Position RelativePriority

Objective Description Objective Status Position Update

Dylan Smith - President

1 Strengthen BCITSA Board internalworkings and governance tofacilitate smooth transition betweendifferent years of executives

Ongoing - Plan to complete after I finishfinal exams next week.

4 Bring car-sharing programs toBCIT. This objective is a carryforward from last year. Complete

2 Reform elections process to ensuremore fair and impartial elections inthe future Complete

3 Work to strengthen relationsbetween BCITSA and BCIT Admin& Governance Complete to the extent that is possible, not

what I had hoped for.

Jessica Graham - VP of Finance &Administration

Promote Importance of SchoolInvolvement, Boost School Spirit.

Buy Your Boat Cruise Tickets!!

Organize a fun and interactivecharity/fundraising event

Buy Your Boat Cruise Tickets!!

Promote Financial ManagementProgram- BCIT School of Business

JDC West Update - BCIT acceptance to2017 competition in Edmonton (1/2Delegation)

Heyden Vargas - Vice PresidentStudent Affairs

Explore the possible replacementof outdated water fountains withwater refill stations.

On Hold - I am planning my program'sshowcase event on Apr 13th. I plan to reach

out to facilities after this report has beensubmitted.

Create a yearly, SA-run survey onwhat services to improve to benefitstudents.

Postponed

Advocate for more notification fromBCIT to students when there will belost service that impacts dailycommute within campus. (Example:an app or text service if an elevatoris down or computer lab closure.)

Complete

Bradley Lindsay - VP of CampusLife

Deliver tours to new and returningstudents on Orientation Day. Completed

FroshFest 2015 Completed

End of the Year Party Passed on to Another Executive

Rec Services No More progress.

Participated in several budget meetings. Metwith Vancity and SA management regarding theloan for upcoming renovations. Interviewed SAPCEO Bill McDermott at the event put on by BCIT,the event received great reviews. Met briefly withthe Minister of Advanced Education during OpenHouse, showed him the new renovations to thesecond floor of SE2. Sat in on selectioninterviews for the Elections Committee. Had ameeting with Tom Roemer the new VPAcademic. Had an executive meeting.

JDC West Club Sanctioning in Council onMonday. Budget Meeting for Councillors to

Review Budget and provide Clarification will takeplace on Tuesday, April 28. (E-mail Invite and

follow up to come.)

Attended student spaces committee Apr 13th inthe morning.

Established last funding, and clubs presidentsmeeting for the year. Also met with clubscoordinator to discuss desantioning of clubs thathave been inactive for 2 more years in thepresent.

Name & Position RelativePriority

Objective Description Objective Status Position Update

Shubhi Singh - VP of External

1Extend U-Pass to Part TimeStudents

Ongoing3 Establish and maintain good

relations with the BCGEU Ongoing... sorta2

Advocate for the needs of Tradesstudents

Ongoing

Meghan Fisher - Chair of BusinessBCITSA End of the Year BoatCruise - Planning Tickets on sale!

Jamie Haakons - Chair of Energy1 Work towards the creation of the

School of Engineering at BCIT2

Save energy at BCIT

3

Make BCIT's SustainabilityCommittee actionable

Nav Bhatti - Chair of Computing &Academics

Organize and Hold 2nd AnnualCanadian UndergraduateComputer Science ConferenceIncrease Computer ScienceTechnology (CST) socialawareness and networkingopportunities through LANparties/game jams/other eventsAssist CST program reviewcurrently being carried out byfaculty and staff.

Was interviewd by BCIT news and a journalismstudent too in regards to the U-Pass Petition. Wehad 639 signatures as of Monday (April 11). Inthe coming few weeks street teams will beactively collecting signatures for the petition.Joint childcare campaign event with the FSA,BCGEU, and USW has been postponed until theFall or Winter term. Have one AlumniAssociation board meeting and one MetroVancouver Transit Police Chief's CommunityCouncil meeting left- will be taking the incomingVP External Affairs with me.

Still some planning to do with the on boardactivities and set up!

Update to Council

Update to Council

Name & Position RelativePriority

Objective Description Objective Status Position Update

Fee McGeer - Chair of HealthScience

1 Continue to developInterprofessional Education (IPE) inBCIT Health Sciences

Designed and distributed Power Hour flyer.Two successful Power Hours were held inCouncil Chambers: Jenny Young MSWdiscussed nonpsychiatric healthcare forpeople with mental health diseases andNahum Ip presented on critical incidentstress. Each session was between 10-15people, so the IDSC hopes to strengthenattendance for the future Power Hour.

2 Promote campus life at BCITthrough events (both professionaland casual) Sun Run coming up this Sunday

Justin Deddens - Chair ofTransportation, Construction &Environment

2 Improve/upgrade the waterfountains to water refill stations

Heyden and I plan to meet with facilitiessoon. We will continue to ask that they

upgrade some water fountains. Hoping tobring more awareness to BCIT staff about

the concerns of water cleanliness.1

Improve the waste/recyclingprogram at BCIT

Earth Day event to be held April 20 + 21.Event will feature SI club members at wastedisposal stations educating others on how to

properly dispose of waste.3

Create ways to engage the Tradesand Transportation students withthe SA

Setting up a meeting to introduce newexecutive to several instructors/program

heads so that the process of selecting setreps for these programs runs more smoothly

next year- Renaming credentials of

Architectural Science program from"Bachelor of Tech." to "Bachelor ofArchitectural Science"

Complete

Emilio Da Silva - Chair ofDowntown Campus

Improve Relationships atDowntown Campus

Have made progress with BCITInternational, BCITSA marketing made asucessful plan and we got our first BCITChina Field School off the ground.

Improve International Experience atDowntown Campus

Set rep award winner will be an ISEPstudent, looking to expand on this year interms of success.

Strengthen Bylaws relating toDowntown Campus to supportmore students downtown.

Completed, waiting for positional updateafter elections from President and boardmembers

Work with BCIT and SA bodies onexternal events Next external event on April 30th.

Advocate for BCIT facilities to makechanges at Downtown Campus.

Downtown Campus is being painted, minorIT changes in HTP labs to correct issues.Room 825 postponed until next year.

Appealed to classmates and set reps from othernursing classes to ask what question could be

incorporated into midterm evalations (or earlier)to establish comfort during clinical.

Held my last Burnaby campus set rep meetinglast Tuesday. BMC and AIC set rep meetings

coming up on Thursday. Student spacedevelopment committee met to review potential

projects that could be worked on next year.

Will be gone May 15-21st at technical writingconference in the US. Council has been notified.Will be leading BCIT's first China Field school.This will be from June 26-July17 at SouthwestUniversity in Chingqing China. Last set repmeeting will be on April 19th, looking forward togiving out set rep award when I can book timewith ISEP department and President.

Name & Position RelativePriority

Objective Description Objective Status Position Update

Navin Vidyadharan - Chair ofAerospace Technology Campus

Solve the parking issue at the ATC Had no reason to act upon it as there is nochange in the parking fares

Improve recreation facilities at theATC Complete.Introduce counseling services atthe ATC

Have not heard back from Chris Rogersonyet. Will be contacting him next week.

Promote Health and HygieneAwareness on campus CompleteBetter networking between alumniand present students Complete

Caroline Gagnon - ExecutiveDirector

BCIT Learning and TeachingCommittee

Budget & Strategic Plan

Been really busy with my last couple weeks withthe program. Will be doing more work on thecounseling services objective from next week.Held class rep meeting last week. Zen Lounge atthe ATC was a great success.

This project has been going well. Students have had the opportunities to give their opinion viafocus groups, survey and great hall board

This has been the focus for the last couple of weeks. Both documents have been submitted toCouncil for review pending approval on May 2.