Brock University Students Administrative Council Minutes: … · 1 Brock University Students’Administrative Council Minutes: Meeting # 3 – September 20 , 2011 Time: 7:00 pm Location:

1

Brock University Students’ Administrative Council

Minutes: Meeting # 3 – September 20 , 2011

Time: 7:00 pm

Location: 13th

Floor Board Room

Chair: Josh Doan

Deputy Speaker: Arielle Stockdale

Overview

Agenda:

Opening Procedures

1) Call to Order

2) Approval of the Agenda

3) Adoption of the Minutes (Meeting 2, July 17, 2011)

4) Open Question Period

5) Resignation of a BUSAC Councillor

6) Notes from the Speaker

Presentations

7) BSA Budget

8) BUSU Division 1 Budget

9) Legislative Affairs – By Law 650

10) Strategic Plan

11) Toastmasters

Old Business

(None)

New Business

12) Election – Ethics Committee

13) Election – External Affairs Committee

14) Election – Strategic Plan

15) Election – Appeals Committee

16) Election – Temporary Senate Seat

17) BUSU Budget

18) Approval of SAL

19) By Law 650

20) Support for Interdivisional Loan Repayment Agreement

21) Toastmasters

22) Capital Request – RDX Cartridge

Reports

23) VPSS Report

24) VPUA Report

25) VPFA Report

26) President Report

Question Period

2

27) Closed Question Period

28) Information and Reminders

Adjournment

29) Adjournment

3

Attendance: BUSAC Meeting September 20th

2011

Attendance

Voting Seats Present Voting Seats Present

Faculty of Business

Directors of the Board (at large) Alexandria Burrows Y Steve Nicholls Y

Alexandra Zwicker-deSmit Y Byron Krauskopf N

Faizan Siddiqui Y Harish Aggarwal Y

Saad Habib Y Diverse Abilities Student Victoria Chapman N/A Jessica Synott N

BSA President (Alyssa Freeman) Y

Social Science International Students’ Association Drew Ursacki Y Maria Millan Y

Kirstin Jensen Y Executive Roland Erman Y Daud Grewal - President Y

Carly White Y Jayne Stewart - VPSS Y

Rebecca Grundy N Luke Speers - VPUA Y

Ryan Jones Y Will Parent - VPFA Y

Josh Macdonald Y Total Voting Members Elected (current) 44

Kyle Breutigam Y Total Voting Members Present (Current) 33

Sonia-Evelyn Reynolds Y

Daniel Angrignon Y

Ambika Sangaran Y Non-Voting Seats

Math and Science Miso Gostimir Y Senate

Vacant Luke Speers Vacant Tyler Evans

Faculty of Humanities

Christopher Lindley

Sarjis Amin Y Steve Nicholls

Miranda Fowler Y

Sebastian Prins

Jenn Garbett Y

Chris Ventura

Sean Adlam N/A

Cameron Alderdice

Daniel Dooley Y Board of Trustees

Tyler Evans Y Sebastian Prins

Cassandra Van Wyck Y

Sohail Ahmed

Vacant

Faculty of Applied Heath Science Concordia Lutheran Theological Seminary

Maya Blomme Y Vacant

Cooper Nanboris N Graduate Students' Association Mong Thi Nguyen Y Mert Coskan Tyler Plyley Y Total Non-Voting Members Elected (current) 9

Andrew Mannaga Y Total Non-Voting Members Present (current)

Vacant Quorum for Meeting 22

Vacant 50% + 1 Majority 17

Faculty of Education 2/3 Majority 11

Rachel O'Brien Y

Paige Colley Y

Ibrahim Qureshi Y

Residence Representative

Vacant

Off Campus Representative

Tyler Dennis Y

Extra Faculty

Cameron Alderdice N

Vacant

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1.0

Call to Order

2.0

Approval of the Agenda

Added: Election – Temporary Senate Seat, Approval of SAL seats,

Capital Request RDX Cartridge,

BIRT BUSAC approves the agenda for the September 20th

2011

meeting as presented and amended.

Speers, Jones

Motion carries unanimously.

3.0

Approval of the Minutes

BIRT BUSAC approves the minutes from the July 17th

2011

meeting as presented and amended.

Speers, Qureshi

Motion carries unanimously.

4.0

Open Question Period

5.0

Resignation of BUSAC Councillors

Sean Adlam

Victoria Chapman

Letter from Victoria Chapman:

BUSAC Councillors, I would like to officially announce my resignation due to conflicts with classes both semesters. These classes are only offered once during the year and are required for me to graduate. As hard as this decision was I believe that it would be best for someone else to fill my seat and have the opportunity to become a BUSAC Councillor. Thank you for the opportunity and best wishes for the year

Victoria Chapman

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6.0

Notes from the Speaker

BUSU Email: The speaker speaks to the procedures regarding

BUSU emails for BUSAC Councillors.

Quorum: 22 Attending: 32 50+1: 17 2/3: 22

7.0

BSA Budget Presentation

Alyssa Freeman and Chris Stuart from the BSA Present on the BSA budget

Questions

Grewal: Usually it is easier to look at the budget with the previous years

there.

BSA: Yes, it is on there.

Grewal: Last year the Accounting students were given $1250, and this

year you are budgeting for $2000?

BSA: It is in our budget that that they get part of our budget.

Grewal: When the Accounting students came to us for funding, for BUAC

(accounting competition), we were told that the BSA decreased their

funding, what was the reason for the decrease this year?

BSA: They are doing well in sponsorship this year, so they didn't come

back.

Speers: I see you are projecting to carry over the same amount of last year

from the levy. What are you going to do with the surplus?

BSA: We want to do more competitions, like case competitions. This helps

student with networking too.

8.0

BUSU Division 1 Budget Presentation

Will Parent, VPFA Presents

Questions

Mannaga: Does everyone have this in their email?

Speers: Yes

Ventura: Research and projects has gone down

Parent: This was put towards the business incubator last year, and

that is where it was allocated.

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Ventura: Your restructuring costs are not budgeted for…will that be

seen later?

Grewal: That was made last year for the restructuring of our

business, so that can probably be taken out this year.

9.0

Legislative Affairs- Bylaw 650 Presentation

Carly White, Chair of the Legislative Affairs Committee Presents

Preface: the changes here are just to allow for electronic online

voting – so there may be more changes later – so keep in mind

Questions:

Speers: This bylaw works for both paper election and electronic

elections. We left paper in there as second option.

Through Speers: Number 54: the term "Ipad" leaves open the door for

other tablets, and you shouldn't endorse a specific company.

White: I'm ok, to change it to "tablet".

Motion to change Ipad to tablet – friendly amendment, all in favour

10.0

Strategic Plan Presentation

Daud Grewal Presents on the Strategic Plan plans

Questions

Dennis: what is the rational for only 1 SAL?

Grewal: To balance the committee – they were not on the committee

at all in the past, so we thought it was a good idea to add one.

Dennis: Two would be better.

Grewal: I can look into that.

11.0

Toastmasters Presentation

Dan Hess Presents

Questions

Aggarwal: That last item was different in the summer when we

heard it at Board.

Hess: Yes, the cost has gone up.

Speers: Is it possible for you to get registered as something else?

Hess: There are more areas for extra funding , and long term

sustainability if we are a BUSU club.

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Parent: There is more availability for more funding if you are a

BUSU club. There are other item requests that will come, after you

are a club.

Parent: That $100 goes to Toastmasters headquarters.

Speers: What do they get for the $100.00?

Hess: Access to a network of information.

Freeman: Do we already have a club here?

Hess: We have started meetings, but we are not a ratified club

Parent: Who is paying the $125 charter fee?

Hess: That is something we will have to figure out.

Stewart: What Dan is asking for is if they can become ratified :

there will be costs associated after that, but they will come back to

us for funding .

Mannaga: Is this coming out of non-club, or club funding?

Speaker: That we will be discussing later is an exemption to the

clubs bylaw.

Grewal: There is a reason we keep it in the $50 range. My question

is: can you do the membership fee at $50 with a one-time 25

membership fee?

Hess: only with funding because we can't get around that $100 fee

for Toastmasters international.

Van Wyck: For clarification, in order for them to be ratified, we

would have to make the exception to the Clubs Bylaw?

Stewart: Yes.

12.0

Election – Temporary Senate Seat (2 Councillors)

Speers: This is a temporary appointment until an election can be

held.

Nominations:

Aaron Harpwood

Naiomi-Alan Robbins

Alexandra Zwicker-deSmit

Yasir Nouri

BIRT BUSAC opens the floor for nominations for members

interested in filling the 2 (two) BUSAC member, or Student at

Large seat on the University Senate; and, that should this seat

be contested, nominated individuals be given the floor for two

minutes to speak to their merits and qualifications to fill said

seat and that a vote by secret ballot be held.

BIFRT BUSAC ratifies the election results so that

Harpwood, and Robins shall be members of the University

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Senate until an election to fill the seat can be held; and, that

the ballots (if any) be destroyed.

Motion carries unanimously

13.0

Election – Ethics Committee (1 Councillor)

Nominations:

Reynolds

Quershi

Dennis

Harpwood

Nguyen


interested in filling the one (1) BUSAC member seat on the

Ethics Committee; and, that should this seat be contested,

nominated individuals be given the floor for two minutes to

speak to their merits and qualifications to fill said seat and that

a vote by secret ballot be held.

BIFRT BUSAC ratifies the election results so that Nguyen

shall henceforth be a member of the Ethics Committee; and,

that the ballots (if any) be destroyed.


---Not on Agenda---

CFBU Presentation

Christopher Yendt presents

Questions:

Grewal: Thank you for coming in and presenting to us. It is exciting

to see some changes. The Mac radio's website is really good, they

don't play top twenty, they play top 20 from maybe 2 or 3 years ago –

could you do something similar to Mac that way?

Yendt: That is something we have considered. If we say we can't

play top 40, that excludes a lot of music. I feel that this is something

we can change and I think that would be a good way to get students in,

by letting music in from a few years ago as a segue into more diverse

programming. I can bring it up

9

Plyley: What is the listening radius?

Yendt: Most of the Niagara region. It's not the strongest signal in the

world, so if there is another radio station in a nearby band, you might

lose it. But, you can hear it easily in St. Catharines, and most of the

Niagara region.

Ventura: A lot of the presentation spoke to streaming and the website.

Can you ballpark how much it costs to run all the analogue stuff that

you run?

Yendt: the analog itself is cheap, but buying an FM band is what is

expensive – it makes up around 40% of our operating budget. I can

present the budget at a later date.

Ventura: I don't think that many people actually listen to analog, and

you are looking towards digital, so you can save a lot of money there.

Yendt: Its' not an issue of cost at this point, we don't want to exclude

the FM band, and cut off the community that does listen to it. It should

probably be reviewed in the next few years, but at this point, it's about

making things better without excluding the base we already have.

Jones: Is the station 24hours? How often is it manned?

Yendt: Operating hours are 6am - 12am – CRTC monitors in those 18

hours, so in those hours we have to fulfill our license requirements, so

50% of it is manned during that time. It works around schedules of

students.

Jones: There is no set schedule?

Yendt: There is a set schedule, but we are flexible to when students

can run their shows. We are open to when their schedules allow. It

moves around – for example – during exam time students can't give as

much time.

Macdonald: What is the listener size?

Yendt: In the thousands. A set fig of approx. 3000 and that includes

community and campus.

Macdonald: Is that at any given time?

Yendt: There are peak hours and non-peak hours – for example the

things that are more top 40 will draw more – but the trend is 2500-

3000 range.

Speers: Who did you talk to about getting on student life page?

Yendt: Mathew Obeirge.

Speers: Talk to Brad Clarke.

Speers: I think referendums are very important. I think it should be

based on what the students feel they should still pay for.

Yendt: Yes, all I'm asking for is for you, as the council, to see if it is

still the will for it to go to referendum.

Speers: Which is the standing policy now.

Amin: Do you keep records as to how many hits your website gets vs.

analog listeners?

Yendt: we are looking in to it.

Aggarwal: What is the radio stations feel on being on campus?

Yendt: we would like to be back on campus. I think we could make a

bigger impact that way. I like Mohawk and the way they do it – as

you walk, in you can see and hear the radio station , that’s really good.

Being downtown is difficult.

Through Speers: Comment – the Downtown Association of St.

Catharines really appreciates Brock Radio's presence downtown.

Amin: With the Mohawk example in mind, have you considered cross

promotion with Brock TV?

Yendt: We don't want to over extend the reach, but in my opinion, it

is better to focus on a few set things, get them done, and then move

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on. So, in my opinion, it would be better to first get presence on

campus- and then go from there, in a step process.

14.0

Election – External Affairs Committee (1 Councillor)

Speers speaks to the External Affairs Committee

Nominations:

Ventura

Evans

Harpwood

Dennis



External Affairs Committee; and, that should this seat be

contested, nominated individuals be given the floor for two



BIFRT BUSAC ratifies the election results so that Chris

Ventura shall henceforth be members of the External Affairs

Committee; and, that the ballots (if any) be destroyed.


15.0

Election – Strategic Plan Committee (2 Councillors)

Grewal Speaks to the Strategic Planning Committee

Nominations:

Angrinon

Sangaran

Reynolds

Evans


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interested in filling the two (2) BUSAC member seats on the

Strategic Planning Committee; and, that should this seat be

contested, nominated individuals be given the floor for two



BIFRT BUSAC ratifies the election results so that

Angrignon, Reynolds and shall henceforth be members of

the Strategic Planning Committee; and, that the ballots (if any)

be destroyed.


16.0

Election – Appeals Committee (1 Councillor)

Nominations:

Dennis

Reynolds



Appeals Committee; and, that should this seat be contested,

nominated individuals be given the floor for two minutes to

speak to their merits and qualifications to fill said seat and that

a vote by secret ballot be held.

BIFRT BUSAC ratifies the election results so that Dennis

shall henceforth be members of the Appeals Committee; and,

that the ballots (if any) be destroyed.


17.0

BUSU Operating Budget

Ventura: when you said Isaac's Army was an "in and out"…I just

want clarification

12

Jayne: It is not an "in and out". There is no revenue, that dash is from

when we charged membership fees

Ahmed: The non-club funding – was there consideration of upping

the budget?

Parent: This was agreed upon at the exec retreat – I wasn't involved

with non-club funding last year.

Jayne: There is a percentage in the club levy for non-club funding,

but this is called student initiatives.

Grewal: We looked at it and BUSAC decided to go over last year, but

we wanted to keep it at the same amount.

Ahmed: Sponsorship; we budgeted more than $15000 last year but

got 0.

Parent: It is set at $8,000 based on an in and out – $7, 000 for TD,

and out as a bank fee at 6500. The other 100 was set out over the

course of the year, as a deal map would have brought in money – but

due to time constraints, we lowered it.

BIRT BUSAC approves the BUSU Operating Budget as

presented and amended. Parent, Speers

Motion carries

1 Abstention

18.0

Approval of Students at Large

Amin and Erman Speak to the SAL list

Ahmed: For the SJC, there is a bylaw. I feel like the 3 people sitting

there was more than needed.

Grewal: For this section, we want 3 students at large, and then there

will also be 3 people with an equal rights interest.

Amin: Motion to amend – SJCAC: add "Jasmine Mitchell"

-- Approved --

BIRT BUSAC approves the list of Students at Large as

presented by the Nominations Sub-Committee. Erman, Amin


19.0

Bylaw 650 - Amendments

13

BIRT BUSAC approves the amendments to Bylaw 650, as

presented by the Legislative Affairs Committee. White, Jones


20.0

Support for Interdivisional Loan Repayment

Daud Grewal Explains the Interdivisional Loan Repayment Process

Questions

Aggarwal: Do you want to mention to council about administration fees?

Grewal: Each year divisions are charged administration fees from

division 1, so one of the things we can do is use those admin fees to pay

back the loan.

Speaker: Just to clarify, this is not an approval, it is a request for support

Grewal: From a legal standpoint, this falls on the Board.

Robbins: What prevented you from having the knowledge that you

learned from this? You said you learned lessons in the construction

experience.

Grewal: The Exec is new every year, and most of the project was led by

the General Manager. We work with the information we have, and

sometimes mistakes happen.

Ventura: You said that 75% was coming from food division – will this

affect the costs to the vendors?

Grewal: No, at the end of the day, division 001 will pay for it. Most of

the vendors are operated by BUSU, our vendors' revenues will be paying

it back.

Plyley: I know this went to referendum. Will it have to go again?

Grewal: This is a loan; there is requirement for it to be paid back, so we

are not actually spending it, so no.

Robbins: Is there a check and balance in place to make sure prices won't

go up in Union Station.

Grewal: It is a policy to provide the cheapest prices for students.

Speers: We go as low as we can while being fiscally responsible.

Ventura: I want to suggest to council, that we should have had this by

Friday including the presentation.

Motion to table to the next meeting.

Dennis, Van Wyck

In Favour: 14

Apposed: 8

Motion carries

Dennis: I understand that we don't have a vote, and we didn't get the full

information, so I think we should wait to get that.

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Speers: I don't think BUSAC should be rushed on it. Take two weeks,

think about it.

BIRT BUSAC supports the Interdivisional Loan

Repayment Program as presented by the President. ,


21.0

Toastmasters – Request for exception to the Clubs Bylaw

Clubs Bylaw (Bylaw 2550), Section 19 states:

19. No Club shall charge more than $50 for membership unless

previously approved by Clubs Policy Committee

Macdonald: Is there a reason why there is a cap at $50?

White: Last year we changed it on leg affairs. 50 was the cap because

you don't want to charge students exorbitant amounts that will exclude

some students.

Harpwood: I would advise council that if they allow this exemption,

you will be bombarded with a flood of exemptions

Stewart: I am in support of the club, it is an awesome club, but keep

in mind that they can't ask for funding, and that they can't start their

club without club funding. Even if we do say yes to an $80 fee, they

can't start the club without coming back to us and asking for funding

Robins: My mom is the president of Toastmasters, so I ask is it

necessary to have a Toastmasters at Brock, and not just St.

Catharines? To have them interact with the community. And also I

second Mr. Harpwood's concern.

Parent: There are other services similar to this on campus to build

you as a person in this way, not at these type of costs. So, I think if

people do want to get involved, they can get involved in the

community. I think having it in this atmosphere, is for the purpose of

funding only.

Ventura: I understand how Toastmasters works, and I think it is

stylistically similar to sororities and fraternities. I suggest treating it

like other non-club funding groups because none of the moneys is

going back to students from that fee, and I think it would be better for

students who want to be involved to get involved in the community.

Aggarwal: From what I remember from Board, this is open to

community members. Also, I have their budget in front of me it's

about $1200 for a stat up and a running cost of about $3300.

15

Ahmed: To clarify, we are strictly talking about giving the motion to

charge $50 or not. The discussion at hand is not about other clubs, or

whether or not they can become a club.

Nicholls: Will Parent brought up the point that it will be $100 every 4

years. It was my understanding that the charge to the charter start up

members will pay the fee and then they will be there forever, and the

lower fee gets charged to all members associated with the start up

cost.

Harpwood: Their proposal is to expand the cost of membership to a

club, where the first 20 people will have to pay the fee, and then the

rest of the members are free?

Stewart: When any student joins, there is a $20 fee to get you your

international card, and the fee is $80 per year from then on in. The

one-time fee is the $20.

Harpwood: So, every member will pay the $100 fee?

Speaker: Looking at their budget: $20, then 12 month fee $80 from

there on in.

Evans: In regards to the floodgate, we are dealing on a case by case

basis. Secondly, I am in support of what Sohail said.

Speers: Just for clarification, it is $100 to start, and then for every

member $80, then $80 , so for 4 years it would be $340.00

Van Wyck: Motion to table to next meeting so Ken can speak to all

these questions, that I'm not sure are being correctly answered.

Seconded: Jones

Parent: If this is voted through to be tabled, can we request that they

bring and present the secondary funding requests?

Stewart: Ken didn't come because he was in a class.

Robbins: There might not be a big flood behind the gate, but there are

rules in place for a reason, clubs should work within these rules, and

they are in place to prevent fiscally advantaged people from being

exclusive. There is no reason for us to table this, if they can function

without a being a club, why should they be one?

Harpwood: Because Toastmasters is a non-profit I would like to see

their budget.

Plyley: I would like to see a motion to table this because I would like

to see more information.

Speaker: If you don't approve it now, the CPC can still make a

decision, or it can wait until the next BUSAC meeting.

Nicholls: If we don't make the decision now, the membership fee goes

up a bit, so if they don't get it in now, they will have to pay a higher

fee later.

Miso: Does moving it to table move it to next meeting?

Speaker: Yes, it would.

Speers: Motion to call the question

Seconded: White

Motion to table is defeated

Grewal: I also think this is a great club, but we do have other sources

of funding, but unless there are extraordinary circumstances, I think

the best thing to say is that we do support them as an organisation.

Stewart: It is an internationally recognized club, so if we have it on

campus, students will be more attracted to it. If we do help them with

16

their funding, it will build resumes for students, and will benefit them

a lot, there is a difference if it is on campus.

Robbins: The club can be on campus, and be at Brock without being a

club.

Ahmed: They have a simple case. It is that the parent organization is

charging more, so our students have to charge more. Maybe they will

reimburse their students. I see it as simple, and if I could vote I would

be in support of it.

Parent: Motion to call he question

Second: Speers

Question called

BIRT BUSAC approves an exception to the Clubs Bylaw for the

2011-2012 term for Brock Toastmasters.

Stewart, Jones

In Favour: 3

Opposed: 20

Abstentions: 1

Motion fails.

22.0

Capital Request – RDX Cartridge

Grewal speaks to the capital request.

Grewal: We want to back up our information on external hard drives.

Speers: We have 3 quotes, it is a straightforward purchase.

Jones: Question to Grewal: Is there any way to store it off campus?

Grewal: I spoke to Pantera, I think it would be ok to have it in Sub

South.

Jones: What about online storage?

Grewal: I asked our IT the same thing,, and this is what they

recommended.

Van Wyck: For future ref erence I would like to see 3 quotes.

Nicholls: I was going to ask, what is the price?

Grewal: We can ask them to come in, I rely on our IT experts, when

they come up with a recommendation we usually go with it. It has

been thought out by the company that does our IT, but they can come

out to the meeting.

Macdonald: Motion to call the quesiotn

Second: Speers

Motion Passes, Question called

BIRT BUSAC approves the 1

st reading of capital in the amount

of up to $370.00 plus supplementary costs.

Grewal, Speers

Motion carried unanimously.

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23.0

Reports - VPSS

Stewart presents the VPSS report

Questions

Ventura: Great job, so what is next?

Stewart: This week getting everything settled up, and coordinators

writing reports with suggestions. A lot of coordinators already have a

schedule for the upcoming year, and we've started getting ready for

frost week. In the summer we planned for the 1st semester, so it's all

going smoothly.

BIRT BUSAC accepts the report of the VPSS.

,

24.0

Reports – VPUA

Luke Speers presents the VPUA report

Questions

Dennis: Which parties have been more responsive?

Speers: Liberals called me personally, Green Party's leader keeps

calling me, NDP couldn't find them, and it was convoluted – some

NDP have gotten back, Conservatives haven't been very nice.

BIRT BUSAC accepts the report of the VPUA.

,

25.0

Reports – VPFA

Will Parent presents the VPFA Report

Macdonald: I have been approached by a number of students to ask

if there is a mandate for providing bus service. So they have been

18

asking me to ask you who can accept accountability when they are

not being picked up.

Parent: They are running new accordion busses, and with the new

contract, they are looking to control the Thorold transit. Students

can come to me at any time and I can forward their information to

the transit companies. We will also be doing forums to get student

feedback. There are people that are monitoring it and we should see

improvements as the semester goes on.

Ventura: The cost of renovations, I don't expect it in 2 weeks, but I

would like to see a breakdown of costs, for transparencies sake. The

green fee for example.

Parent: Absolutely, when it is all said and done, we can bring that.

As to the green fee, last year funds were put in to make more green

friendly.

Grewal: And once we get the numbers, it will go through Board.

Ventura: Do you have a ballpark of when that will be?

Parent: I can't say exactly.

Grewal: I want to thank Josh Macdonald for bringing up concerns

of his constituents, because that's exactly what should be done. And

sometimes it is a matter of resources, there may not be enough

busses, and Will has done a great job.

BIRT BUSAC accepts the report of the VPFA.

,

26.0

Reports – President

Daud Grewal presents the President report

BIRT BUSAC accepts the report of the President.

,

27.0

Closed Questions Period

28.0

Information and Reminders

29.0 Adjournment

19

Motion to Adjourn.

Speers, Nguyen

Motion Carries Unanimously

Josh Doan Will Parent

Chair Secretary

Daud Grewal

President

Documents

Brock University Students Administrative Council Minutes: … · 1 Brock University Students’Administrative Council Minutes: Meeting # 3 – September 20 , 2011 Time: 7:00 pm Location: