Minutes
Board of Directors Meeting
Thursday, April 13, 2017
Charcoal Steakhouse, Kitchener, Ontario
8:22PM – 8:25PM
Meeting called by / BODType of meeting / Board Meeting
Call to order / Call to order at 6:33PM
Attendees / Janie Renwick, Sheena Witzel, Cameron Jones, Justin McLaughlin, Gurpal Singh Bhatia, Anmolpreet Singh, Harsharan Pal Singh Ahluwalia, Scot Wyles, Aimee Calma, Brittany Greig, Colton Lauzon
Regrets / None
Adjournment / 10:15PM
Agenda Topics
Time To Adjourn Chair
Time to adjourn will be at 8:15pm
Remarks Chair
We would like to acknowledge that we are on the lands of the Neutral,Anishinaabe and Haudenosaunee peoples.
Approval of Agenda Decision
Amendments:
- Add “Engineering Society Proposal” after “Strategic Plan” for 5 minutes
- Add “Dissolution of PEO” to “Destruction of Election Material”
Motion to approve the agenda with the amendments
Forward: Gurpal
Second: Scot
In Favour: All
Motion: Carried
Approval of Meeting Minutes Decision
Amendments to March 23, 2017 Board Meeting Minutes:
- None
Amendments to March 30, 2017 Board Meeting Minutes:
- None
Motion to approve the meeting minutes from March 23, 2017.
Forward: Harsh
Second: Anmol
In Favour: All
Motion: Carried
Motion to approve the meeting minutes from March 30, 2017.
Forward: Harsh
Second: Scot
In Favour: All
Motion: Carried
Destrcution of Election Materials & Dissolution of PEO Decision
Presenter: Gurpal Singh Bhatia
The elections are completed and the materials need to be destroyed as well as the PEO dissolved.
Motion to dissolve the role of PEO from Gurpal Singh Bhatia.
Forward: Brittany
Second: Anmol
In Favour: All
Motion: Carried
Motion to destroy the 2017/2018 executive and board of director election materials.
Forward: Brittany
Second: Anmol
In Favour: Brittany Greig, Anmolpreet Singh, Scot Wyles, Harsharan Pal Singh Ahluwalia, Aimee Calma
Abstained: Gurpal Singh Bhatia*
Motion: Carried
*Conflict of Interest
Tech Fee Contract Decision
Presenter: Cameron Jones
Attachment: Technology Enhancement Fee Agreement - Interim April 1, 2017 v1.0 Distributed
Based on previous discussions, we have a one-year contract extension up for approval to allow discussions this year around what is Basic vs Enhanced services.
Motion to approve the Technology Enhancement Fee Contract as presented.
Forward: Brittany
Second: Aimee
In Favour: All
Motion: Carried
Student Priority Fee Contract Decision
Presenter: Cameron Jones
Attachment: Student Priority Fee Budget Approved - April 13, 2017, priority fee document 2016
The budget presented at the April 6th roundtable is the most recent budget up for approval. There have been two amendments discussed including the removal of “Plant Lady Maintenance” and add a $10,000 Student Success Emergency Fund to be available through Student Success. Criteria will be decided between CSI and Student Success. Also, the $30,000 for the Co-Curricular Record licensing must be for a 2-year term.
Within the actual contract, there are a couple points we would like to be added before approving to ensure any successor of Mike Dinning will continue honouring current agreements which had been removed in this agreement Mike has put forward. The points are about professional development, hiring, and a student success emergency fund. We would like to keep the same wording from the current contract to maintain our staff’s professional development opportunities. We would like to keep the point about a Student or a CSI representative being part of hiring processes. Include the $10,000 Student Success Emergency Fund to ensure it continues in the future. We would like to contract to be reduced from the proposed three year to a one year to allow for negotiations about an ombudsperson to possibly be included next year.
Motion to approve 2017/2018 Student Priority Fee Budget with the conditions that:
1. Plant Lady Maintenance be removed
2. $10,000 Student Success Emergency Fund is created
3. The Co-curricular licensing is clarified as a 2-year license agreement
Forward: Harsh
Second: Scot
In Favour: All
Motion: Carried
Motion to approve the Student Priority Fee Contract as a one year agreement for the 2017/2018 academic year with the conditions that:
1. Includes the professional development clause from the original contract
2. A clause is added that states a CSI Board member or Student Representative will be included in the hiring process of any future academic related positions
3. A clause is added to continue the $10,000 Student Success Emergency fund
Forward: Aimee
Second: Anmol
In Favour: All
Motion: Carried
Waterloo Capital Development Fee Decision
Presenter: Cameron Jones
There have been some concerns regarding the College’s ask for a new fee at the Waterloo Campus to support the construction project. We have consulted our lawyer and CSA. The feedback the lawyer recommends there be a referendum held as this is a new fee on that campus for a different person and it ensures we are transparent. CSA recommends any approvals should come from the capital development fee, but the lawyer’s advice supersedes this.
The executive team recommends a referendum and to add this to the strategic plan.
If the referendum is a no, what will happen?
We may not get our space, or we may get a limited amount of space.
Motion to approve the hosting of a referendum at the Waterloo campus in September 2017, to establish whether the students would be in favour of a $48 increase/semester to fund the capital projects currently in progress.
Forward: Scot
Second: Harsh
In Favour: All
Motion: Carried
Strategic Plan Decision
Presenter: Cameron Jones
Attachment: Strategic Framework 2016-2021
Would just like to add the referendum regarding Waterloo, add exploration of an ombudsperson to be completed by May 2018, add Cambridge renovations for lounge space, extend Guelph renovation deadline to May 2018
Motion to approve the 2016-2021 strategic plan with the changes of adding the Waterloo Referendum, exploration of an Ombudsperson, add Cambridge renovations, extend Guelph renovation completion date to May 2018.
Forward: Brittany
Second: Harsh
In Favour: All
Motion: Carried
Engineering Society Proposal Decision
Presenter: Cameron Jones
Attachment: FutureEvents-CES-ForCSI
The Engineering Society would like their funding to be increased from $3,000/year to $5,000. They are the largest society on campus. They want to get $22/student instead of being capped at $3,000 since they are still growing and $3,000 is no longer enough.
Should the college be covering this since the society is an academic requirement?
Mike Dinning agrees and wants to meet this year to discuss how they will be funded in the future.
Motion to approve an additional $2,000 for the Engineering Society budget to a maximum of $5,000 for the 2017-2018 year.
Forward: Anmol
Second: Scot
In Favour: All
Motion: Carried
CSI/CSSI Budget Decision
Presenter: Janie Renwick
Attachment: CSI 2017 - 2018 Budget (1), CSSI Budget 2017-2018Draft Budget, CSI Health Plan 2017 - 2018 Budget (1)
CSI Budget
We have removed the summer student activity fee from the Waterloo campus due to the renovations this summer. We have arranged the pockets to reflect the purchase of a new 15 pax van in the event equipment pocket (approx. $22,000). There have been many changes since the last presentation, but all very minor changes to make up the $20,000 loss from Waterloo fees. Den Supplies has gone up for some renovation costs/additions. GRT bus pass line has increased to reflect price increase from $280 to $292. Orientation has been increased. Audit and Legal has increased a little with some extra work to be done with CSSI. Staff salaries has increased as we have added a new executive assistant and new event contract. Increased HR and recruitment as we were higher than expected last year. $80,000 going into reserve.
Is the Student Care $1,500 donation in the budget?
No but we will add it in.
PEO line needs to be reduced to $1,000 to reflect policy.
Will be changed.
Why has Board conferences and retreats increased by $10,000?
We raised it as this last year came to approx. $38,000, but can reduce it. Will be reduced to $45,000.
Of the pockets we are reducing, let’s take the $6,500 and put it back into reserves.
Total for reserves will be $86,500.
CSSI Budget
Food sales has been increased as we are close to our goal for this year and know we can do better next year. We are considering bringing in the pharmacy box called Medcare which would provide profit sharing. We have hired a physiotherapist and are considering esthetician services. We have begun conversation with the College to introduce spa services on campus and the quote we received would be $60,000 to renovate the shell space. We will be adding tax onto the alcohol sales for next year. College is pleased with our charter service and would like to use us again. All other lines are operational and are similar to previous year. Forecasting a net income of $8,200.
Health Plan Budget
Del has recommended not to change a thing to hold on to the current price freeze. Leave the plan as is and make changes next year if needed.
Is the reserve the same as the CSI reserve?
No it is a separate reserve for the health plan.
Motion to approve the 2017/2018 CSI Budget with changes.
Forward: Brittany
Second: Anmol
In Favour: All
Motion: Carried
Motion to approve the 2017/2018 CSSI Budget as presented.
Forward: Anmol
Second: Harsh
In Favour: All
Motion: Carried
Motion to approve the 2017/2018 Health Plan Budget as presented.
Forward: Scot
Second: Brittany
In Favour: All
Motion: Carried
CSSI Bylaws Discussion
Presenter: Janie Renwick
The policy committee has worked on the bylaws and had some questions surrounding wording and legalities. David (the lawyer) has not gotten back to us yet on all the questions.
The President is going to be a CSI Board Member and the current wording of the bylaws states, the President will have all the same powers of the General Manager. Is this a conflict of interest?
Remove the line that the President will have those powers and that in the event a general manager is not appointed/present, the general manager of CSI will assume the role for CSSI as well. Leave the possibility of appointment by the board. The general manager will need to have signing authority.
**Action Item: Justin, Aimee, and Janie will be responsible for completing the Bylaws for September 2017.
Policy Changes Decision
Presenter: Policy Committee
Attachment: Conestoga Students Inc Policies 2016 2017 Final Version
The policies have been changed to reflect the new election process the board has discussed including removing final interpretation of elections by the PEO. The election process will now include a selection process prior to the election to ensure the candidates running are qualified and understand the position in full prior to commencing the election. Nomination period has been reduced to 5 days and now only needs 10 signatures, 2 faculty signatures, a 500-word essay on why they want to run and what will make them a good student leader. The selection process will include an interview by non-returning directors and PEO. Interviews will be 20 minutes long and happen the week after nominations. If 7 or less directors run, they will be acclaimed. Flyers have been reduced to 50 from 100. PEO may issue any number of demerit points based on their discretion due to the severity of the infraction.
For full details, refer to policies.
Motion to approve the CSI policies as presented.
Forward: Scot
Second: Harsh
In Favour: All
Motion: Carried
CSA Update Update
Presenter: Scot Wyles
We are in first place for Point Bank! WOOO! Points need to be in April 14th. WOO!
Student Rep Update Update
Presenter: Colton Lauzon
Attachment: Student Rep Meeting Minutes
Had the last meeting and it went well. The meeting focused on gathering feedback to improve the program for next year.
Presidents Update Update
Presenter: Cameron Jones
Attended truth and reconciliation, waterloo expansion meeting, CSI awards banquet, presidents retreat with CSA, policy committee, orientation committee, college council. Fairly light month to report.
Management Update Update
Presenter: Janie Renwick
Met with Jen about the possibility of opening the Venue Café for the month of May but would like us to subsidize them to a total of $3,300/month in food sales. Will continue discussions though. No other updates.
Financial Update Update
Presenter: Finance Committee
Attachment: CSI Budget to Actuals March 2017, CSSI Budget to Actual March 2017
CSI
We still need to receive one installment of student fees from the college for this fiscal year. Also, waiting on Chartwells revenue for March. Our vendor space rentals aren’t as high as budgeted. Event equipment and supplies is over as discussed prior. Marketing expenses are slightly high as well as self-serve supplies. Honorariums may go over by a very small amount. HR and Recruitment has been high due to turnover and expansion.
CSSI
Bar revenue is doing very well, so is charter. Office supplies is high due to business cards. Restaurant supplies is offer as per previous months. Venue expenses are higher but so are sales.
Service Counts Update
Presenter: Justin McLaughlin
Attachment: Cambridge Service Hub- MARCH 2017, Doon Service Hub- MARCH 2017, Waterloo Service Hub- MARCH 2017, Daily Sales Reports Pita Pit -MARCH 2017, The Venue Sales Report- MARCH 2017, Wellness Office Sales Report- MARCH 2017, Suggestion Box Responses- MARCH, Inquiry Report MARCH
Venue sales are doing amazing! No other points of interest to discuss.
Incidental reports update
Presenter: Board
See Attached Incidental Reports
Next Meeting
Meetings will be scheduled based on the next board’s availability.
· Date and time to be determined.
Adjournment
Motion to adjourn at 10:15pm on April 13, 2017.
Forward: Anmol
Second: Scot
In Favour: All
Motion: Carried
Approval
______
President, Chair Date
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Vice-President, Secretary Date
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