Draft Minutes of the Board of Governors - June 20, 2013
I. Call to Order
Swanson called the meeting to order at 3:33 p.m.
Attendance: D. Cansin, K. Kolokatsis, B. Louie, L. Mercer, G. Swanson, T. Toone, A. Zima
Move to receive the draft minutes of BoG May 16, 2013 (approved with Amendments)
Move to receive the draft minutes of Special Meetings of May 30 and June 06, 2013 (approved with Amendments)
II. Business Arising From the Minutes of May 16/13
A . NBC
-minor details dealt with
-Thompson and Mercer to meet with SACC President to get feed-back
-issues floor-by-floor being dealt with
B. Floor Preparation Bill
-CC will pay 50% of floor preparation bill
C. External Governor Search
-all possible candidates have positive, and extensive, attributes and experience
-BoG directs Principal to invite their choice for External Governor
D. Financial Controller Search
-list of candidates list is being shortened
-great gap between higher and lower tier candidates
-BoG looking to see how to attract top tier candidate/s with lucrative package
(incl. benefits, RRSP, etc.)
Motion to allow the Hiring Committee to negotiate salary and benefit package with their preferred candidate
Moved Mercer Seconded Swanson
For: 5 Against: 0 Abstain: 0 Unanimous Motion Passes
III. Principal’s Report (attached)
-CC paying less in mortage and property taxes
-big expenses concerning building (still) coming in
-CIC strikes may affect Visa processing for new students
(make mention of this on College website)
-DQAB Bond has increased because of higher enrollment
Principal’s Report received
IV. Vice-Principal’s Report (attached)
Relocation Issues:
-Rize’s bill has not been issued yet for Tenant’s Improvement
-Martello manages CRUs but paid from Tenant’s Fees
-to allow Realtor to pursue talks with third CRU candidates
-to allow Realtor to pursue renting out 5th floor space
-ICT system has been problematic and remains a mystery
-aluminum gaps to be put through vinyl in classrooms (to cover gaps)
-membrane on high-roof to be repaired
Property Issues:
-Martello wants to replace pumps in bathrooms with foam soap dispensers or re-engineer pump system
-continue paper towel dispensers as is
-BoG to allow Martellos’s Request to get Anti-Skate Board Protection for outdoor benches and railings
-Janitorial service to be monitored and see if concerns of their service are covered
-Martello wants CC to purchase a stationary generator but cost is high ($50 k). Current battery back-up is limited. Possibility of Rental Generators.
-Look into what Rental would cost as well as get a quote for stationary generatory.
Vice-Principal’s Report received
V. Committe Minutes and Business Arising
A. Approval of Academic Board Minutes
Motion to receive the Academic Board Minutes of May 10, 16, 23 and June 06, , 2013
B. Approval of Recruitment Committee Minutes
Motion to receive the Recruitment Committee Minutes of May 23, 2013
C. Approval of Finance Committee Minutes of May 12, 2013
-International Recruiter/Admissions Officer Position
Motion to accept Recruitment Committee Job Posting as presented with Amendments (to emphasize travel portion of the position)
Moved : Cansin Seconded: Mercer
For: 5 Against: 0 Abstain: 0 Unanimous Motion Passes
-Ask recruitment to prepare a Proposal on how to deal with ‘getting sick’ on trips...ie. approve an agenda with leeway between visits
Motion to receive the Finance Committee Minutes of April 08 and May 22, 2013
VI. New Business
A. New Website
-IT was critical of Website rollout. Website functionality has ‘wrinkles’ that are being dealt with
-BoG requests site updates from IT and Social Media Coordinator
B. RFP (Request for Proposal)
-no report from Nozick
-cannot be dealt with until new Financial Controller; and working with IT
-Proposal: to collect existing info on RFP and consult parts of College directly involved with SRS System and present proposal to Lawyer
Mercer willing to take on polishing and final consultation for RFP
-PowerCampus system still in consideration
C. Agenda for GM June 27, 2013
-setting of Agenda by (BoG) Chair
-Motions from Benefits Committee to be considered. Refer to Society.
D. Social Coordinator Extension of Contract
-to extend contract to the end of August 2013 with a Written Report on Activities related to position
Motion: to extend Social Coordinator contract at 71.4 % to the end of August 2013 with a Written Report on Activities attached
Moved: Toone Seconded: Mercer
Moved: 5 Against: 0 Abstain: 0 Unanimous Motion Passes
E. Welcome BBQ Party
-to strike up an organizing committee
Next Meeting: July 18, 2013 @ 5:00 pm
Meeting adjourned at 6:56 p.m.
Draft Minutes submitted by Kolokatsis
PRINCIPAL’S REPORT
BOARD OF GOVERNORS – 20 June, 2013
1. Summer Enrolment
Academic Programs ELC (Includes co-regs) Total
Registered students 699 68 767
FTE 521 60 582
New Students 97 20 117
Continuing 565 29 594
Returning 8 1 9
From ELC 29 0 29
Continuing Co-reg 0 17 17
New Co-reg 0 1 1
New International 80 13 93 (78.8%)
New Local (includes 1 new Co-Reg) 17 8 25 (21.2%)
Of our 117 new students, 61 (52%) were from India. Most (59) of these were arrivals from overseas. The second largest group of new students was from China – of the 25 new students 13 were local transfers and 12 arrived from overseas. 6 new students arrived from Malaysia, 5 from Vietnam and 3 from Nigeria.
The number of local transfers is disappointing and something that we need to address. This is especially true as in recent times most of our PRC students have come to us as local transfers.
Our total student body is now 41.9% from India and 25.9% from China. The third largest group is from Kazakhstan (4.0%). 41 countries are represented at the College this semester. Disappointing are Indonesia (21 students), Hong Kong (9) and Japan (0).
See below, Appendix 1 (New Students – Summer 13) and Appendix 2 (Enrolments in Recent Summer Semesters).
2. Applications to the College.
After a small hiatus in March (94 applications to the College compared with 169 in March 2012 and 160 in March 2011) we appear to have returned to a more promising flow of applications. (130 in April compared with 122 in April 2012 and 100 in April 2011, then 139 in May compared with 137 in May 2012 and 102 in May 2011). It appears that the new on-line application (part of the new website) is working efficiently.
3. Finances, etc.
At the end of March the College was showing a surplus of $1.827 million on the year. This is quite healthy, but I will remain a little unsure of our finances for a few months yet given that so many aspects of our financial picture have changed recently. We no longer pay rent/operating costs to BCIT, but we now have a mortgage (at quite reasonable rates) and a property management company, a janitorial company and a security company to pay each month. While I do not have major concerns about any of these payments, I will not be happy until our Accounting Department has closed August and I can look at our books for the year.
One piece of good news is that we have managed to get a Property Tax exemption from the City for 2014. This is a very significant saving. We are required to pay property taxes on this building for this year (or the part of the year while we occupied the building) based on the assessed value of the building in November last year (when the property was still under construction). It also seems that we will not have to pay property taxes on 555 Seymour for more than that portion of the year during which we were in occupancy – sounds logical, but that was not the City’s first position!
4. Private Post-Secondary Institutions Meeting.
There is a semi-formal group of private post-secondary institutions that meet (or more accurately, their representatives meet) a couple of times per year to discuss matters of mutual concern. The next meeting, in October, will be hosted by Columbia College.
5. Secondary Inspection.
Columbia will be visited by the Ministry of Education (Independent Schools Branch) inspectors in the first week of October, probably October 3/4 but the actual days have not been fixed yet.
6. CIC Offices on Strike?
It seems that the officers in some government visa offices are taking strike action:
http://www.cic.gc.ca/english/department/media/notices/2013-06-11.asp
We do not know how this will affect our September intake, but this is unlikely to be positive in any way.
7. Working at Home.
No-one has asked to work at home this month.
Appendix 1. New Students – Summer 13
COUNTRY / Academic Progs / Full-time ESL / TOTALSLocal / Overseas / Total / Local / Overseas / Total / Local / Overseas / Total
ALGE
AUST
AZER
BANG / 1 / 1 / 1 / 1
BARB
BELA
BELI
BELG
BRAZ
BRIT
BRUN
BURM
CAMB
CAME
CANA / 3 / 3 / 3 / 3
CHIN / 6 / 5 / 11 / 7 / 7 / 14 / 13 / 12 / 25
COLO
CONG
CZEC
DOMI
EGYP
ECUA
ETHI / 2 / 2 / 2 / 2
FIJI
FRAN
GHAN
H.K.
INDI / 2 / 59 / 61 / 2 / 59 / 61
INDO
IRAN
IRAQ
ITAL
IVC
JAMA
JAPA
JORD
KAZA / 1 / 1 / 1 / 1
KENY
KORE / 3 / 3 / 3 / 3
KUWA
KYRG
LIBY
MACA / 1 / 1 / 1 / 1
MALA / 6 / 6 / 6 / 6
MALI
MALW
MAUR
MEXI
MONG
MORO
MYAN / 1 / 1 / 1 / 1
NEPA
NIGE / 3 / 3 / 3 / 3
NORW
OMAN
PAKI
PERU
PHIL
PORT
QATA
RWAN
RUSS
SAUD
SENE
SING / 2 / 1 / 3 / 2 / 1 / 3
SPAN
SRIL
SUDA
SWIT
TAHI
TAIW
TANZ
THAI
TUNI
TURK / 1 / 1 / 1 / 1
UAE
UGAN
U.K.
UKRA / 1 / 1 / 1 / 1
URUG
U.S.
UKRA
VENE
VIET / 2 / 2 / 3 / 3 / 5 / 5
YEME
ZAMB
ZIMB
Unknown
TOTAL / 17 / 80 / 97 / 7 / 13 / 20 / 24 / 93 / 117
# sources / 6 / 9 / 12 / 1 / 5 / 5 / 6 / 12 / 15
Appendix 2. Enrolments in Recent Summer Semesters.
Summer / Summer / Summer / Summer / Summer2013 / 2012 / 2011 / 2010 / 2009
COUNTRY / New / Total / New / Total / New / Total / New / Total / New / Total
ALGE / 2 / 1 / 1
AUST / 1 / 1
BANG / 1 / 2
BARB
BELA / 3 / 1
BELG
BELI / 1
BRAZ / 2 / 3 / 5 / 1 / 4 / 1 / 3
BRIT
BRUN / 1 / 1
BUR / 1
BURM / 1 / 1 / 1 / 1
CAMB / 1
CAME / 1
CANA / 3 / 7 / 1 / 3 / 1 / 11 / 3 / 10 / 7 / 18
CHIN / 25 / 199 / 39 / 201 / 37 / 212 / 45 / 271 / 40 / 247
COLO
CONG / 1
DOMI / 1
ECUA / 1
EGYP / 1
ETHI / 2 / 2
FIJI
FINL
GHAN / 1 / 2 / 1 / 4
GUAT
H.K. / 9 / 3 / 8 / 1 / 8 / 1 / 18 / 3 / 16
INDI / 61 / 321 / 121 / 332 / 54 / 176 / 113 / 155 / 1 / 4
INDO / 21 / 4 / 27 / 4 / 23 / 2 / 17 / 5 / 31
IRAN / 6 / 1 / 7 / 13 / 3 / 10 / 6
IRAQ / 1 / 1 / 1
ITAL / 1
IVC / 2 / 2
JAMA
JAPA / 2 / 5 / 3 / 9 / 5 / 9 / 3 / 11
JORD / 1 / 1 / 1
KAZA / 1 / 31 / 28 / 25 / 27 / 1 / 21
KENY / 2 / 2 / 2
KORE / 3 / 10 / 4 / 11 / 4 / 16 / 5 / 22 / 7 / 49
KUWA
KYRG / 1
LIBY
MACA / 1 / 2 / 1 / 1 / 1 / 1
MALI / 1 / 3 / 1 / 2
MALA / 6 / 15 / 2 / 8 / 1 / 11 / 15 / 2 / 9
MALW / 1 / 1
MAUR / 1
MEXI / 2 / 3 / 1 / 2 / 3 / 2
MONG / 1 / 1
MORO / 1 / 3 / 1
MYAN / 1 / 3 / 3
NEPA
NIGE / 3 / 20 / 4 / 18 / 3 / 8
NORW
OMAN / 1 / 1
PAKI / 4 / 1 / 1 / 3 / 1 / 2
PALE / 1
PANA
PERU / 1 / 1 / 1 / 1
PHIL / 1 / 1
PORT / 1
QATA / 1 / 1
RUSS / 13 / 7 / 11 / 1 / 11 / 7
S.A. / 1 / 1 / 1 / 2
SAUD / 27 / 7 / 25 / 11 / 63 / 30 / 160 / 36 / 83
SENE / 1 / 1 / 1
SING / 3 / 9 / 3 / 7 / 1 / 9 / 11 / 2 / 7
SRIL / 1
SUDA / 1
SWIT
TAIW / 3 / 2 / 7 / 3 / 8 / 3 / 12 / 1 / 13
TANZ / 2 / 1 / 4 / 2
THAI / 3 / 3 / 4 / 1 / 4 / 3
TUNI / 1 / 1 / 3 / 5
TURK / 1 / 2 / 1 / 1 / 1 / 1
UAE / 1 / 1 / 1 / 3 / 2 / 2
UGAN / 2 / 1
UKRA / 1 / 1 / 1
U.S. / 1
VENE / 1 / 5 / 3 / 4 / 3
VIET / 5 / 32 / 4 / 34 / 9 / 37 / 5 / 30 / 4 / 21
YEME / 1 / 2 / 1 / 4 / 2
ZAMB / 1 / 1 / 1
ZIMB / 1
UNKN / 2 / 1
TOTAL / 117 / 767 / 204 / 767 / 138 / 684 / 227 / 829 / 117 / 578
VICE PRINCIPAL’S REPORT
BOARD OF GOVERNOR’S MEETING: JUNE 20, 2013
1. LEASING UPDATE
Taco Del Mar and Subway will commence their tenant improvements at the beginning of July, opening Sept, 2013. The following have also expressed an interest in leasing the 3rd CRU: SaladLoop, a convenience store with coffee/snacks, Cookies of Course.
I
Cookies of Course is also interested in setting up a coffee/cookies/muffin table in one of our student lounges until Sept. They would provide all the supplies at wholesale prices and are wondering if the college (Entrepreneur Club?) would be interested in running the table in exchange for the profits.
2. RELOCATION MATTERS
Work continues with Rize as we clear up deficiencies and follow-up on warranty issues. Major items are:
· Exterior deck surfaces: Rize has agreed to remove the gravel top surface and replace with pavers (note that the west side of the building will have to be closed for several days with the entrance possibly rerouted through the CRUs.)
· Security system: Rize has brought in a second contractor to fix and train us on programming