Minutes
Board of Directors Meeting
Thursday, January 28, 2016
Guild Room
6:00 PM – 9:30 PM
Meeting called by / BOD /Type of meeting / Board Meeting
Call to order / Call to order at 6:12 pm
Attendees / Janie Renwick, Brian Clark, Dita Dragusha , Cameron Jones, Gurpal Singh Bhatia, Hope Krempa, Colton Lauzon, Jeff Scherer, Scot Wyles, Colin Gaudet, Justin McLaughlin, Sheena Witzel, Guest: Chris Hussey
Regrets / None
Adjournment / 10:05 pm
Agenda topics
Time To Adjourn Chair
Time to adjourn will be at 9:30 pm
Approval of Agenda Chair
Motion to approve the agenda with the amendments
Amendments: Add a Referendum discussion after CSA updates; add Service Count update after International Students Plan; Point 10 (Awards Update) should be listed as an update and not a decision.
Forward: Scot
Second: Dita
In Favour: All
Motion: Carried
Approval of Last Meeting Minutes Chair
Motion to approve the meeting minutes from December Board Meeting with amendments
Amendments: Change “gaging” (incorrect spelling of word) on page 6; page 4 - sentence is incomplete. Page 7 - ASIST Training is incorrectly recorded as Assist Training.
Forward: Justin
Second: Hope
In Favour: All
Motion: carried
CSA Update Update
Presenter: Scot Wyles
Last semester we made $1260. Working on posters with Tom, who is also creating a video on what/whom CSA is.
Referendum Discussion
Presenter: Colton Lauzon
Would like to know what everyone thinks about extending the Referendum. I feel that the results will be similar to the initial GRT survey where the counts are very close. We need to make sure that students have ample opportunity to cast their vote by ensuring that the voting options are promoted thoroughly. The goal is to have as many students as possible vote.
The policy states that the referendum must be offered for at least three days, which leaves the option for extending the vote until Friday.
All agree to extend the vote until February 5. Must notify all staff and have it extended on the web link.
Pita Pit Update
Presenter: Janie Renwick, General Manager
Chris is currently in Kingston with our new Food Supervisor. They are working in various Pita Pit store locations and are being trained on all aspects of the business.
Looking at opening February 22. The equipment is all in and ready to be installed.
The Rec Centre is looking to open that date as well (with the exception of the triple gym).
Are the part time employees hired yet?
Chris will be looking at the resumes next week and will be booking interviews.
Is there something we can do for Toonie Tuesday’s with the Pita Pit?
Once Chris is back we will be clearer on our limitations for offering deals.
Financial Update Update
Presenter: Financial Committee – Colton Lauzon and Dita Dragusha
Attachment: Appendix #1 – Budget to Actuals; Appendix #2 – Balance Sheet; Appendix #3 – Income Statement
Last meeting there was a question about when the GIC interest revenue gets paid out.
To answer – it is an annual payment, not monthly. We don’t do it monthly so that we can maximize the compounding interest.
Everything else looks good in regards to the budget to actuals and on the balance sheet.
There are actually three budgets that are presented throughout the year. The first budget takes place in February and is presented in April, when the new Board starts. After the Board comes in, we revise the budget based on any new initiatives that the Board would like implemented (if possible). The third budget takes place around December and is done so that the budget is as accurate as possible.
Awards Update Update
Presenter: Sheena Witzel
Attachment: Appendix #4 – International Athletic Achievement Award; Appendix #5 – International Academic Excellence Award; Appendix #6 – International Student Service Award; Appendix #7 – International Community Achievement Award
See attached for information on the new awards.
How are we defining financial need?
We are not defining it, Financial Services does.
What about part time students? We just passed that we would also be representing part time students.
We will look at changing this for next year.
Athletic Update pdate
Presenter: Sheena Witzel
It has been discussed about how important it is to have a relationship with Athletics. We have had a couple of meetings with the Athletic Department. They are looking to expand their reach by having a Student Athletic Council. They do not have tons of resources yet, so CSI has been approached on how we can help. We would like to help them by assisting with marketing and communicating to the college community. As such we would like to:
· build and fund their website
· get two mascots
· fund the coop students and part time staff
We are also looking into a few other situations/partnerships.
For the marketing, will it be aligned with the colleges marketing?
It would be branded however the college chooses to brand Athletics. The website will say powered by CSI.
Is there a reason why we would not be willing to do community events?
Athletics has discussed going into high schools and the community to promote and recruit athletes. We need to be careful about where we are putting our resources and ensuring that it is going to our current students and college community.
ASIST Training Decision
Presenter: Brian Clark
ASIST is a two day workshop that helps the individual learn suicide first aid intervention. The idea of offering ASIST training came up when we were doing our Safe Talk training - with several students indicating interest in pursuing the ASIST Training. It would be $175 per person, with the next session running on February 17 and February 18.
Is there a group rate?
Not sure – will ask.
Are the students who have shown interest in ASIST generally from the same program?
Not sure. It does make sense for certain programs to get more value out of the training. Need to be careful that we are not favoring one program over another and that it is an equal opportunity.
ASIST Training ties in with the workshops that we have been wanting to offer the student body.
Motion to spend up to $3000 for ASIST Training this semester
Forward: Colin
Second: Dita
In Favour: All
Motion: Carried
IT Enhancements Decision
Presenter: Jeff Scherer, President
Last semester we had a presentation on the fee increase for the IT student enhancement fee. We did not give a decision at that point. IT was looking for a large fee increase to the normal increase that they get. Are you comfortable approving that fee increase or are there stipulations you would like to put along with it?
Is it possible to adjust their proposal? It seems as though the fee price is a bit much for what will actually be provided.
When you look at the presentation that was given, in a very detailed manner, it was shown how IT was looking to fill specific gaps and how what they were requesting would fill these gaps. It is a large increase, but this is the first time they have done an increase. We want IT to be able to keep up to the constant technological changes, and it does cost to keep up in the manner that is needed. Keep in mind that they do also want to extend the hours at other campuses.
Would the funds be going towards the actual staffing?
He did also talk about that, with the funds, they would be able to increase the amount of devices per student. This would help also advance the technology and increase the router and access points.
Motion to approve 9% over two years for an increase to the Technology fee for students
Forward: Brian
Second: Hope
In Favour: Dita, Scott, Gurpal, Brian, Hope
Opposed: Justin, Colin
Motion: Carried
Sponsorship Opportunities Discussion
Presenter: Jeff Scherer, President
A lot of the time we get College and Community members approaching us for sponsorship. Most of the time we turn it down, as we do not necessarily have the budget for it. I would like to implement a budget for these sponsorships opportunities. There would be a process implemented similar to the Educational Fund process. It would be application based, screened by Executives and then sent out to the Board with their Board packages where a decision would be made.
What monetary value would this be?
It would be up to the Board. The value would be based on what we have open in the budget.
The following are a list of the current opportunities:
1. Wendy Durigon has approached me for funding for OCMC (Ontario College Marketing Competition). She has asked that we partner and sponsor the event, as Conestoga College is hosting it next year. She is also looking for SWAG. Cannot make a motion on this sponsorship as it is for next year.
2. Michelle, a student, identified a space in the library were there could be accessible seating. She has a creative way to do this (see report). The seating would be cushion seating that is raised approximately 1 ½ feet from the ground, with the ability to adjust the seating higher or lower. The library gave the go – ahead if CSI would be willing to fund the furniture.
Motion to approve the purchase of up to $2000 to purchase accessible furnishing for the quiet study room in the Library
Forward: Colin
Second: Gurpal
In Favour: All
Motion: Carried
3. There are two Alumni students from the paramedic program who won a National paramedic competition and have now been invited to the International paramedic competition in the Czech Republic. We have been asked to help fund the travel and accommodations of the trip. At this time the Board is not willing to move forward with this sponsorship.
Elections Update Update
Presenter: Jeff Scherer, President
For anyone interested in running for Presidential elections, the packages will be ready as of Monday, February 1 and can be emailed out. Make sure that they are submitted in person to Jeff and are due by February 11 at 12:00 p.m.
The official schedule for all elections can be found on the white board in the Board office. For elections this year, we would like to have a Board candidate feature on snapchat.
Focus Group Debrief Update
Presenter: Sheena Witzel, Assistant General Manager
Table for February meeting.
International Students PLan Update
Presenter: Jeff Scherer, President
We are going through our RFP process, and through that you have indicated interest in adding International Students to our health plan. We have met with International Students Department and they have also expressed interest.
We are down to our final three providers. As soon as we select our top company, we are going to have them present their options for International Students to the International Department with an apples-to-apples comparison of what is currently offered from Guard Me. They want to ensure that International students will be offered the same or better service.
ServICE Update Update
Presenter: Sheena Witzel, Assistant General Manager
Attachment: Appendix #8 – Service Updates
See attached report
Incidental Reports Discussion
Attached: Appendix #9 – Incidental Report; Appendix #10 – Documents for Presidents Monitoring Reports – EL #2B Treatment of Staff
Board Monitoring – In Camera Decision
Motion to enter in-camera at 9:14 pm
Forward: Scot
Second: Colin
In Favour: All
Motion: Carried
Motion to exit in-camera at 10:04 pm
Forward: Colin
Second: Brian
In Favour: All
Motion: Carried
Next Meeting
Meetings will be scheduled on Thursday this year.
· Next meeting February 25, 2016 – Guild Room
Ajournment
Motion to adjourn at 10:05 pm
Forward: Justin
Second: Dita
In Favour: All
Motion: Carried
Approval
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President, Chair Date
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Vice-President, Secretary Date
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