council meeting agenda monday november 28 …...council meeting agenda monday november 28th, 2016...

Council Meeting Agenda Monday November 28th, 2016 7:30pm - 8:30pm

9.1 Call to Order

9.2 Acceptance of the Agenda

9.3 Acceptance of Meeting Minutes

9.3.1 October 31st 2016

9.3.2 November 14th 2016

9.4 Progress Reports

9.5 Open Publishing & Student Journals at BCIT Library Discussion

Poster attached.

9.6 Question Period

9.7 Reminders

9.7.1 Next Council Meeting – Monday January 9th @ 5:30pm

9.8 Meeting Adjournment

Council Minutes: 2016-11-28

Page 1 of 4

Council Meeting

Monday, November 28th, 2016 Minutes

Executives:

Matthew May - President Jessica Graham - VP Finance and Administration Saf Dewji - VP External Affairs Jae Lee - VP Campus Life Dominic Terrado – VP Student Affairs Nav Bhatti – Chair, School of Computing & Academic Studies Kayla Di Bauda – Chair, School of Health Sciences Inder Gill – Chair, School of Business Justin Prasad – Chair, Schools of Transportation, Construction & the Environment Dean Tamboline – Chair, School of Energy Justin Hamilton – Annacis Island Campus Philip Romanov – Marine Campus Emilio Da Silva – Downtown Campus

Staff: Caroline Gagnon, Executive Director Darla Williscroft, Administrative Coordinator

Councillors: Maryam Baghalha Daniel Baranowski Vasiliy Baryshnikov Luiza Cabadas David-Alexander Dabic Megan Euverman Mary Hillis Michael Hui

Angela Kim Jonathan Martel-Trombley Moshtagh Mohammadi Adbiel Tabaco Blake Tamboline Alex Tian Meghan Tius Matt Vickars

Regrets: Tyson Sangha – Chair, Aerospace Technology Campus

Absent: Ankit Dhami Dimitri Dimitrov Jamal Hezit Alice Ho Boris Jovic Silvia Lee

Stephanie Mulder Sean Peterson Artti Prasad Sophia Romero Tallon O’Neill Henry Vo

Guests:


Page 2 of 4

9.1 Meeting Called to Order The Chairperson, Matthew, calls the meeting to order at 20:03 (28 voting members, including Chair). 9.2 Acceptance of the Agenda It was moved that the agenda be accepted as distributed. Moved by: Adbiel Tabaco Seconded by: Maryam Baghalha 27/0/0 Carried 9.3 Acceptance of Meeting Minutes Motion: Be it resolved that the Council Minutes from 2016-10-31 be accepted as distributed. Moved by: Dean Tamboline Seconded by: Dominic Terrado 27/0/0 Carried 20:05 Councillor joins. Count is 28. Motion: Be it resolved that the Council Minutes from 2016-11-14 be accepted as distributed. Moved by: Justin Hamilton Seconded by: Emilio Da Silva 27/1/0 Carried 9.4 Progress Reports Emilio Da Silva (Downtown Campus Satellite Councillor)

• As submitted.

Matthew May (President) • As submitted.

Nav Bhatti (Chair - School of Computing and Academic Studies) • As submitted.

Inder Gill (Chair - School of Business) • Attended Kayla’s Set Rep meeting and spoke with Darla about creating a clear

path for my objectives.


Page 3 of 4

Jessica Graham (VP - Finance & Administration) • As submitted.

Dominic Terrado (VP - Student Affairs)

• As submitted.

Kayla Di Bauda (Chair - School of Health) • As submitted.

Saf Dewji (VP External Affairs) • As submitted. • Water fountain has been installed in SW9. • As of 2016-12-31 stepping down from VP External position. Will be Chair for

WEC committee and have a lot on my plate, as well as on team Canada for Google Lunar XPRISE. Looking forward to having someone in the position who can take over role with full commitment.

Caroline Gagnon (Executive Director) • As submitted.

Tyson Sangha (Chair - Aerospace Technology Campus)

• As submitted.

Jae Lee (VP Campus Life) • As submitted.

Justin Prasad (Chair - School of Transportation, Construction and the Environment) • As submitted. • Met with Architectural Connections Club, moving forward with library design

competition to further design rubric and competition constraints with James Rout, Library Director.

Dean Tamboline (Chair - School of Energy) • As submitted.

Justin Hamilton (AIC Satellite Councillor) • As submitted.

Philip Romanov (BMC Satellite Councillor)

• As submitted. 9.5 Open Publishing & Student Journals at BCIT Library Discussion See attached.


Page 4 of 4

• It takes place on 2016-11-30 from 12:30-13:30 in room 303 in Library, encourage all to attend. Speaks about academic research.

20:10 Councillor leaves. Count is 27. 9.6 Question Period

• With the VP External position becoming available, we will start by-election process in January.

• Thank you Luiza for help with U-Pass petition. o U-Pass petition has closed with 2020 signatures. It was presented to Kathy

Kinloch, she was receptive. Opened discussion and will hear from her soon hopefully.

• Who will take care of VP External’s roles and objectives? o The objectives already have a lot of progress. Sleep pods will be an

ongoing discussion. Justin Prasad will champion water fountains, all who wish to help please connect with Justin. Will decide interim plan at Executive meeting on 2016-12-05.

• Students asking about scheduling of the on-campus dental service and lack of convenient timing. Is there a way to move the dental scheduling?

o We will look into that to ensure students can access service.

9.7 Reminders

9.7.1 Next Council Meeting– Monday 2017-01-09 at 17:30 9.8 Meeting Adjournment It was moved by Blake Tamboline and seconded by Justin Prasad that the meeting be adjourned. 27/0/0 20:18 Carried

BCITSA 2016/2017 Executive Objectives Update - November 28th Name Position Position Update # Objectives Objectives Update Objectives Next Steps Optional - Other Notes

Matthew May President

Attended Health Science Set Rep meeting Nov. 21Attended Board of Governors meeting Nov. 22

Presented U-Pass Petition to Kathy Kinloch Nov. 22Met with Health Plan Administrators.

Finalized proposed ammendment to bylaws for AGM.

1 Increase Student Representation in all facets of BCIT/BCITSA decision making bodies

Working to find ways to advertise BCIT Board of Governor Meetings to students to have them attend and hold BCIT

accountable.

Working with Inder to hopefully find a spot for student input on BCIT Dean of Business hiring committees. Hoping to find a way to

expand this to all leadership positions.

2 Improve communication and services to satellite campuses Discussed issues on DTC and ATC with resepective Student Leaders.

Will be bringing forward concerns of Satellite students to the BCIT Leadership at the next Joint Executive Meeting.

3 Increase PTS involvement in all BCITSA boards + decisions Working to find PTS students to give input in the Campus Planning Initiative. Will resume finding ways to involve PTS after AGM.

Jessica Graham VP of Finance & Administration

Attended Kayla's Set Rep Meeting.Provided transparency of AGM Report's Statement of Operations,

Auditor's Draft Financial Statements upon request.

1 Increase exposure for BCIT's School of Business Flights booked, swag ordered, delegate fees paid, introduction video filmed for JDC West 2017 in Edmonton. Continue to prepare team for JDC West 2017.

2 Improve transparency of BCITSA's financial documentation Met with Roland to discuss Financial Updates, requests from Finance Committee members. Provide infographic to Council.

3 Create and increase conference funding options for students and clubs No Update Request update on meeting with BCIT Executives.

Dominic Terrado VP Student AffairsWill be working with Brian Hosier, Director of BCIT's Learning & Teaching Centre, regarding BCIT's e-text project in the coming

weeks.

1 Establish a formal set-up and training for the Education Council and Board of Governors student representatives.

Upon consensus from Student Execs, notified EdCo student reps to write brief EdCo reports outlining anything that would capture the interest of Student Execs and Councillors.

Continue to work with EdCo chair.

2 Increase awareness for student rights and advocacy No update Will discuss with Execs on engaging ways to promote Advocacy.

3 Collaborate with the Vancouver/Burnaby Board of Trade to create on-campus events No update Will set a meeting with Cynthia for input.

Jae (Jisoo) Lee VP Campus LifeMet with Hannah (Health & Wellness Coordinator) regarding

possibility of a joint iniative: a reoccuring, discussion-based event that addresses issues relating to women in leadership.

1 Change the current Rec. Service offerings for satellite campuses to better accommodate students. REC x BCITSA meeting was postponed to Dec. 2nd. Analyse survey experience of AIC survey to facilitate the design of

remaining surveys.

2 Provide a 2-way communication platform for BCIT students via social media.

Created a content calendar for the Campus Life Instagram account with subcategories: 1) SA events, 2) club events, 3) collaboration with BCIT Dining Services, 4) showcase campus life, 5) MEMES, and 6) miscellaneous.

Must solve issue of being able to facilitate 2-way communication through a social media platform that is largely geared to distribute marketing content (Instagram).

3 Revise the Policies and Guidelines governing student clubs at BCIT

- Created a spreadsheet accessible to committee members to facilitate objectivity when allocating funds. Spreadsheet accessible via Google Drive in attempts to improve transparency and availability of past funding decisions. Goal is to create structure and guidance for current and future committee members when assessing the different factors in individual event funding requests. - Created a spreadsheet to tally unexcused absences regarding attendance of club leaders' meetings (factor that impacts club funding requests). Compiling ideas to incentify leaders to aim for perfect attendance, i.e. looking at ways to create value from meetings.

Compile past decisions regarding costs of specific items or categories of items commonly specified in event funding requests.

Saf Dewji VP External

Worked with External Relations Committee to obtain additional numbers for U-Pass petition before presenting it to Kathy Kinloch.

Worked with Matthew and James on presentation to ensure it looked and sounded professional. Luiza, on my behalf, and

Matthew met with Kathy at DTC to present the petition and was well received.

1 Design and create Sleep Pods for BCIT campuses

Received the AIC campus survey results from Tara last week - showed that nearly 75% of students there feel the need to sleep on campus and that they would utilize a dedicated space if it were provided. The same survey will be carried out at the rest of the satellites in the coming months and will give a better idea of student need with respect to sleeping spaces.

Still refining the bracket design for the sleep pods and will be finalizing it over the winter break.

2 Look into hosting the Western Engineering Competition (WEC) at BCIT

Won the bid to host WEC in 2018 as the first ever polytechnic in 32 years! Decided on the Delta as being the host hotel for financial as well as logistical reasons. Created a website and have purchased 2 domain names for WEC 2018 (still under construction, but viewable and will be populated). Attended joint meeting with leadership from SOE and SOCE to discuss collaboration between BCIT and the WEC 2018 OC and the future leading up to competition. Attended ASTTBC and APEGBC industry connection event where I had presented our victory.

Need to setup bank account as well as refine contract details with the Delta. Will be commencing work on a sponsorship package during the winter break. BCIT MarCom reached out and offered assistance by pushing the story out as much as possible through various channels and will require personalized story from me - so will be working on writing that.

3 Further advocate for improved water fountains on all BCIT campuses

Caroline had informed me that she had spoken with Mark Dale regarding the need for upgraded fountains at the end of the last Council meeting. He wanted additional infomation, so I worked with Justin P. to acquire a comprehensive list of water fountains on campus that require upgrades and are in high traffic locations. That list has been sent to Caroline.

Will wait to see if there is any action taken by facilities to carry out the upgrades.

Inder Gill Chair of Business Verbal report to Council.

1 Advocate for a final exam review policy at BCIT

2 Research the possibility of a commerce society at BCIT and what it would look like

3 Review the Set Rep program with student feedback and add more value

Dean Tamboline Chair of Energy Lots of meetings.

1 Continue to the push to rename the School of Energy to the School of Engineering.

A meeting has been set up to speak with the SoE Dean, Forrest Tittle, to discuss this objective further.

At this meeting, work to develop a plan and timeline for this objective.

Attended the School of Health Science Set Rep meeting and presented the possibility of a School of Energy and School of Health Science mingler, which is something a lot of my Set Reps have been asking about (supposedly over a number of years). The School of Health Science Set Reps seemed interested, so I will be working with Kayla to make this a successful event.

2 Create opportunities for interaction between students of different programs through courses such as Liberal Studies

Spoke with one of the SoE Associate Deans, Brent Dunn, about this objective and the prime program for this objective (my own, Mechanical Engineering) will not be undergoing any changes within the next year as it is currently undergoing a reaccreditation process.

Look into the possibility of other programs within SoE that have the opportunity to share specific courses.

3 Get students involved with improving Career Services by providing feedback and suggestions.

Went with Craig to speak to some first year students about the importance of focusing on their careers throughout their time at BCIT, as opposed to near graduation time. I also attended APEGBC and ASTTBC Industry Connections event which was a great success. The panel discussion had approximately 100 students attend and the networking portion in Habitat happened well past the official end of the event. I used this event to gather some contacts who could come speak during the Set Rep meetings and answer any questions about transitioning into industry.

Continue to develop a plan upcoming Set Rep meetings to engage students with Career Services.

Nav Bhatti Chair of Computing & Academic Studies No update.

1 Negotiate with BCIT for an SA-funded student space Request for Proposal has been sent out; we have received some prospective firms from varying sectors. Will reveiw with Student Space comittee in the new year.

Cuba was lovely!2 Streamline Chair transitions and the Chair SoCAS role. Encourage higher Set-Rep participation No progress on this objective in the last cycle. Will have discussions with staff and other executives next week to

determine some avenues of improvement

3 A "community" objective as chosen by my Set-Reps. Was given a list of "odd-jobs" from Set Reps. Will prioritize based on needs and work on objectives incrementally.


Kayla Di Bauda Chair of Health Science

Chaired Nov. 21st SOHS Set Rep meeting. Chaired SWAT (Student Wellness Ambassador Team) meeting. Met with Anne

Andrews (AD) to discuss SOHS LEAN project (PTS test centre). Meeting with SOHS leadership team to discuss update on my

objectives.

1 Continue to strengthen Inter-Professional collaboration in BCIT Health Science

Connie Evans sent an email to SOHS leadership & faculty regarding Jan. 23rd event. Emails have been sent to SOHS Set Reps to promote event. Sent marketing request form to Gen. Event details in the BCIT Loop. 200 students signed up for the Jan. 23rd event in 2 days, only 50 spots left! Reached out to AV services to record presentation. Reached out to VCH/FH Infection Control to attend the event. Reached out to Bookstore to hold booksigning booth at the event. Will start marketing Feb. 21st event in the next few weeks.

Follow-up with Bookstore. Follow-up with VCH/FH Infection Control. Meet with Gen to discuss marketing/promotion. Meet with Trina to discuss any additional information needed for event X2 (Jan. 23rd/Feb.21st).

2 Organize and hold an Inter-Professionalism conference at BCIT

Discussed inter-disciplinary case rounds at SOHS Set Rep meeting. Students indicated they are interested in participating in these case rounds. A few students noted they are available to participate in the inter-disciplinary committee. IDSC will primarily be responsible for organizing these case rounds. Emailed all Set Reps with desciption, roles/responsibilities and committment for the committee. Deadline to apply is Dec. 14th. Currently have 2 Nursing faculty members willing to support the committee. The goal is to get 15 students from all SOHS programs to gather equal input to create the scenarios, as well as 4-5 SOHS faculty members.

Follow-up with Set Reps by Nov. 28th to ensure they have dispersed this information to their cohort.

3 Create a strong community of health & wellness

Still waiting to hear back from jack.org regarding BCIT chapter. Chaired first SWAT meeting, full representation amongst most school (exception STEC). Discussed roles & responsibilities of team members, outlined wellness team action plan and delegated team members roles.

Follow-up with jack.org by Nov. 28th. Discuss TEC involvement with Justin - potentially attend next Set Rep meeting to recruit SWAT member from School of TEC.

Justin PrasadChair of

Transportation, Construction &

Environment

Chaired Set Rep meeting Nov. 24; went exceptionally well. Meeting with James Foran to relay messages from clubs about

marketing and LAN party on Friday. Will have an update at Council. Created a draft Clubs Charter - will possibly look into incorporating some policies into general club policies for clubs

operations and accountability; to discuss in Exec meeting before bringing to Council.

1 Collaborative approach in strategically implementing new water bottle refill stations located across the Burnaby BCIT Campus

Collected information on Water Fountains located on the most prominent locations at the North End of the Burnaby Campus (including taste testing). Saf has finalized the survey report of the fountains and forwarded to Darla and Caroline to prepare for JEM.Present Materials at the JEM Nov. 30th.

2Introduce Set Representatives from the trades programs - Discuss with Chief Instructors and Deans about getting students involved from the more concentrated programs Unchanged.

Schedule Meetings with Deans for both Schools to restart the conversation about trade student Set Reps.

3Improve overall marketing outreach and student engagement from students within School of Transportation, Construction & The Environment at BCITSA sponsored/hosted events.

Meeting with James Foran to discuss SA Marketing approach and posterboard initiative. Also discuss event marketing for clubs and ideas.

Continue relaying club concerns and ideas to the SA Marketing staff as well as pushing more relevant events and topics through Set Rep program.

4Introduce a design competition to design students in collaboration with the Dean for School of Construction & The Environment, Wayne Hands. Possibility of design competition where winning project actually gets built on campus

Setting up meeting with Library about Competition Proposal. Had meeting with Architectural Connections Club President and Vice President to discuss hosting the competition for Design students within BCIT and looking to create the design rubric for the competition.

Schedule meeting with BCIT AVP and Library Operations Manager to restart the conversation about the library space design competition.

Tyson Sangha Chair of Aerospace Technology Campus No update.

1 Improve health and wellness at ATC by resolving the current smoking issue. Still waiting for the JEM meeting to discuss topic and resolutions. Attend JEM meeting to discuss solutions for smoking issues.

2 Improve the communication and presence of BCITSA at ATC. Working with James to come up with ideas to market the SA's prescence.

To come up with a solution to inform students why Andrea and I are here, and what the SA has to offer students in regards to services and any issues they may be facing about the campus, instructors or courses.

3 Improve student experience by hosting more events at ATC.

Have spoke with Trina on event ideas, was told events budget was not sufficient for this year. Currently working with Andrea to find solutions for budgeting issues and/or coming up with simpler ideas for events.

To come up with an event idea that is simple and effective to bring students together from all classes.

BCITSA 2016/2017 Reports From Other Student Leaders & StaffName Role / Title Report Optional - Other Notes

Caroline Gagnon BCITSA Executive DIrector

Human Resource Information System to be implemented in order to streamline HR processes throughout full employee lifecycle. Avanti was purchased and is presentley in its final stage of implementation. The new HRIS will become live in January which will include a new time in attendance system. Having this new system will not only streamline payroll functions, but also improve the ability to generate reports to better support staff and create efficiencies.

Further promote the Advocacy services to ensure that students receive the appropriate resources. Advocate is scheduled to attend Set Rep meetings to connect with students. The format of the presentation changed from a formal presentation to a more Q&A format which has been well received by Set Reps. The new format allows for discussion to take place and be more interactive.

Expand services to include a focus on international students needs and employment opportunities for domestic students abroad. We are presently working with the School of Business to investigate how international job opportunities could be provided to students in the near future.

Emilio Da Silva DTC Satellite Councillor

Will be investigating international student issues tomorrow at DTC. Event on 19th was very successful. Will be holding next event sometime in February, provided no external employer events come up before then. Looking to get Set Rep meetings under way, when I have more Set Reps. Undetermined time.

Philip Romanov BMC Satellite Councillor Upcoming Set Rep training for BMC campus set for January. Nothing else to report as of now.

Justin Hamilton AIC Satellite Councillor

Tallon O'Neill Aboriginal Student Councillor Working on setting up an initiative with Aboriginal Services.

Vasiliy Baryshnikov International Student Councillor

Megan Euverman Residence Student Councillor

Preparing for end of term clean, move-outs, and Christmas break coverage. Christmas event planned for Dec. 1st by RLAs. Large move-in dates planned for January 3rd and January 8th.

BCITSA 2016/2017 Reports From Committees/BoardsCommittee Report by Report Optional - Other Notes

Finance Jessica Graham

Student Spaces Justin PrasadBid documents sent out for Feasability Study on Student Space at BCIT. New ping pong table discussion being brought forward to Rec Services; would like to bring it to Satellite Campuses. Exterior Structures site research moving forward and finalizing locations where structures may be implemented.

I was not available to attend the Nov 23 Student Space Committee Meeting.

Bylaw Jessica Graham

External Advocacy Saf Dewji Worked with the External Relations Committee to acquire additional signatures from PTS for the U-Pass petition. Successfully acquired 60 names over the course of 2 days to bring the number to around 2020 - making the ask to leadership more potent. Next meeting will be held on Thursday, Dec 1st.


Clubs Jae (Jisoo) Lee Hosted first club leaders' meeting with Amy. Created a spreadsheet to tally unexcused absences regarding attendance of meetings. Next meeting tentatively scheduled for Jan. 18th.

Event Funding Jae (Jisoo) Lee Allocated $4,100 towards 17 clubs' event funding requests (presumably a new record for the committee!) for the November intake. Created a spreadsheet accessible to committee members to facilitate objectivity when allocating funds. Next meeting tentatively scheduled for Dec. 7th.

Board of Governors Matthew MayAttended BOG Meeting on Tuesday November 22nd. Discussed and approved a new Post Degree Professional Accounting Program. We also revised our agreement with the Province to more accurately reflect our objectives as a Polytechnic. I brought up a concern about a lack of communication to the BCIT community regarding Board of Governor Meetings and the Open Session Agenda. I will be working with BCIT Marketing and Communication to ensure that these meetings are properly advertised in the future.

Education Council Dominic Terrado N/A Next EdCo meeting will be December 14 at 2:30pm at SE40 - Royal Oak Boardroom.

Alumni Board Saf Dewji Attended Board of Directors meeting at DTC - waited 45 minutes and no one showed up. Collected additional names for the U-Pass petition as a result. Will be attending SGM and BOD meeting next Tuesday at Burnaby campus.

Fair Trade (Ad Hoc) Justin Prasad Questions being prepared for presentations by the Fair Trade and JJ Bean organizations to discuss the advantages and disadvantages to both options. Final report shall be presented to Council in February. Presentations will be taking place mid-January by both organizations.

council meeting agenda monday november 28 …...council meeting agenda monday november 28th, 2016...

Documents