Ethan Herman (Chairperson), Sam Yaholnitsky, Ashley Charlette and Carol Tetreault (Staff)

Transcription

1 SIAST STUDENTS ASSOCIATION KELSEY & WOODLAND CAMPUSES INC. EXECUTIVE COUNCIL MEETING MINUTES Sutton Place Hotel, Vancouver, BC Saturday, March 08, 2014 Present: Ethan Herman (Chairperson), Sam Yaholnitsky, Ashley Charlette and Carol Tetreault (Staff) 1. Subject: Call to Order Ethan called the meeting to order at 1:10 p.m. 2. Subject: Adoption of Agenda MOVED by Sam, SECONDED by Ashley to accept the Agenda as amended. 3. Subject: Adoption of Meeting Minutes MOVED by Sam, SECONDED by Ashley to accept the January 30, 2014 Meeting Minutes as presented. 4. Subject: Vice Presidents & President s Reports 5. Subject: Business Arising From Previous Meeting 5.1 Meeting Date with Premier Wall 5.2 Follow Up with SIAST Board Representative - SIAST Policy Approval Process Draft Ethan still has not received a response to our meeting request with Matthew Shirkey, Student Representative SIAST Board of Directors. Ethan will send another request. 5.3 Coordination of Meeting with PSA Both Ethan and Ashley have contacted the PSA regarding scheduling a meeting between the SAs. To date neither has received a response. 5.4 Meeting Request with Dr. Rosia Agenda Items Ethan reported that a meeting with Dr. Rosia has been scheduled for Thursday, April 2, :30 a.m. Attendance and location to be determined. Agenda to include: Frequency of Meetings with SIAST CEO & President SIAST Dealing with Student Concerns SIAST Rebranding Involvement SIAST Parking Policy Fee Structure

2 SIAST Academic Regulations - SIAST Attendance (lack of involvement after multiple attempts to be included) 5.5 Open Textbook Initiative- Meeting with other SAs/SUs & Minister Norris Ethan reported that there has been no response to our repeated attempts to engage the other SIAST SAs in this initiative. Council interpreted the lack of response to mean that the other SAs are not interested in collaborating on this initiative. As such, Council has decided to contact the other SIAST SAs to request their support for our efforts to gather additional petition signatures from students at their respective Campuses. Ethan will also move forward with securing a meeting between the other interested SAs/SUs and Minister Norris regarding this initiative. 5.6 Budget for Executive Laptops Carol reported that the Woodland Executive laptop was updated with additional software. Ashley will verify and notify Carol if this is not accurate. ACTION: Ashley 5.7 Harassment & Discrimination Policy Amendments Review ACTION: Ashley 5.8 ASAP Steering Committee Representative Carol reported that she was approached by an ASAP Committee Representative expressing concern over our SSA s lack of desire to participate on this Committee. This perception is very concerning as our lack of attendance is due to our selected representative not receiving notification of these meeting dates. Susan McIntyre was notified of this issue and to date, we have not received a respond. Ethan and Carol to review the history on this issue and provide follow up. & Carol 5.9 Strategic Enrollment Management Committee Representatives Ashley reported that the March 27, 2014 meeting has been rescheduled to March 28, SSA Representative to be named. ACTION: Ashley 5.10 Kelsey Expansion Committee Meeting with KCC 5.11 February 11, 2014 Program Council Attendance Complete. The next meeting is scheduled for March 19, ACTION: Ashley 5.13Executive Calendar Carol informed members that Council Calendar is up and running. In order to ensure effectiveness of this process, members are required to submit their meeting notifications to Nancy (nancy.diekema@siast.sk.ca) for posting and follow up.

3 5.14 Vacant Director Position Information to Student Advisory Council Members Complete. Upcoming SSA Elections will be added to the Student Advisory Meeting Agenda. ACTION: Ashley & Sam 6. Subject: Business for Future Discussion 6.1 PA Transit Survey (October 16, 2013) 7. Subject: General Manager s Report MOVED by Ashley, SECONDED by Sam to accept the February 14, 2014 General Manager s Report as presented. 8. Subject: New Business 8.1 Cell Phone Usage Policy MOVED by Sam, SECONDED by Ethan, to issue and update ADMIN-6 Smart Phone Policy to include the SSA Marketing & Events Coordinator. 8.2 Employee Salary Increments Members discussed increments to the SSA Contract Employee Salary Scales highlighting on the Consumer Price Indexes for Saskatchewan (2.3%) and Canada (1.5%). MOVED by Sam, SECONDED by Ethan to increase the SSA Contract Employee Salary Scales by the Saskatchewan Consumer Price Index of 2.3% effective July 1, Subject: Announcements 9.1 SIAST Rebranding Committee Meetings Ashley will attend the meeting at Woodland Campus, while Ethan will attend the meeting at Kelsey Campus. 10. Subject: Next Meeting The next meeting is scheduled for Thursday, March 13, :00 p.m. 11. Subject: Adjournment MOVED by Sam, SECONDED by Ashley to adjourn the meeting at 2:05 p.m.

4 SIAST STUDENTS ASSOCIATION KELSEY & WOODLAND CAMPUSES INC. EXECUTIVE COUNCIL MEETING MINUTES Teleconference Centres Prince Albert, SK & Saskatoon, SK Thursday, January 30, 2014 Present: Ethan Herman (Chairperson), Sam Yaholnitsky, Ashley Charlette and Carol Tetreault (Staff) 1. Subject: Call to Order Ethan called the meeting to order at 4:00 p.m. 2. Subject: Adoption of Agenda MOVED by Sam, SECONDED by Ashley to accept the Agenda as amended. 3. Subject: Adoption of Meeting Minutes MOVED by Ashley, SECONDED by Sam to accept the January 16, 2014 Meeting Minutes as presented. 4. Subject: Vice Presidents & President s Reports MOVED by Ethan, SECONDED by Sam to accept the January 30, 2014 President s Report and VP Woodland Report as presented. 5. Subject: Business Arising From Previous Meeting 5.1 Meeting Date with Premier Wall 5.2 Follow Up with SIAST Board Representative - SIAST Policy Approval Process Draft Ethan reported that this item was discussed at the January 27, 2014 SIAST/SA Meeting. Committee Terms of Reference are being developed which propose one student representative, not one representative for each SA. Ethan will request a meeting with SIAST Board Representative Matthew Shirkey to discuss our concerns. After the recent Health & Dental Plan Meetings, Palliser SA President indicated that he welcomes a meeting between all SAs. Ethan will follow up with the PSA President to coordinate a meeting between organizations around the upcoming SIAST/SAs Meeting March 10, Meeting Request with Dr. Rosia Agenda Items Ethan contacted Dr. Rosia s office requesting a meeting and is awaiting a response, agenda to include: Frequency of Meetings with SIAST CEO & President

5 SIAST Dealing with Student Concerns SIAST Rebranding Involvement SIAST Parking Policy Fee Structure Lack of input into the amendment of Academic Regulations with respect to SIAST Attendance 5.4 ASEC Meeting Logistics Complete. 5.5 Open Textbook Initiative- Meeting with other SAs/SUs & Minister Norris Ethan indicated that Palliser has requested a copy of our original sent to them regarding this initiative. Ethan will assume Caitlin s action to contact Minister Norris regarding his commitment to securing a meeting with all interested SAs/SUs. 5.6 Budget for Executive Laptops 5.7 Harassment & Discrimination Policy Amendments Review Ashley and Carol will review our suggestions in relation to the draft presented by SIAST prior to the February 3, 2014 Meeting with the Harassment & Discrimination Steering Committee. ACTION: Ashley 5.8 ASAP Steering Committee Representative & Carol 5.9 Strategic Enrollment Management Committee Representatives ACTION: Ashley 5.10 Ashley SmartPhone Access Complete Kelsey Expansion Committee Meeting with KCC 5.12 Student Affairs Committee SIAST Policies Review Complete January 22, 2014 Program Council Attendance Ashley attended the January 22, 2014 Program Council Meeting. The next meeting date is February 11, 2014 of which Ashley will attend. ACTION: Ashley 6. Subject: Business for Future Discussion 6.1 PA Transit Survey (October 16, 2013)

6 7. Subject: General Manager s Report MOVED by Sam, SECONDED by Ashley to accept the January 30, 2014 General Manager s Report as presented. Carol suggested and members agreed to develop a calendar outlining meetings that require SSA representation. Carol to coordinate practices and procedures for members to review. 8. Subject: New Business 8.1 Council Vacancies Ethan welcomed to SSA Executive Council Sam Yaholnitksy, recently appointed VP Finance & Operations. Seeing that Sam s Kelsey Campus Council Director s position became available prior to January 7 th, and as per Bylaw 7 Electoral Regulations, a replacement will be appointed from the Student Advisory Council. Sam will inform Student Advisory Council members of this vacancy. ACTION: Sam Sherri Turta, VP Kelsey has resigned her position January 18, As this position became vacant after January 7 th, and as per Bylaw 7 Electoral Regulations, the remaining Executive Council members will assume the responsibilities of the vacant position. 8.2 Clubs Ratification CST LAN Club MOVED by Ethan, SECONDED by to Ashley ratify the CST LAN Club. 9. Subject: Announcements 9.1 Storage Ethan reported that SIAST administration has agreed to look into student concerns with lack of storage space. Follow up will be provided as it becomes available. 9.2 Kelsey Campus Council Ethan reported that he is in the process of coordinating the upcoming Kelsey Campus Council Meeting Tuesday, February 4, Rebranding Workshop Ashley reported that she attended the January 23, 2014 focus group regarding the rebranding of SIAST to the newly announced institution - Saskatchewan Polytechnic. Information gathered from this workshop will be forwarded to the February 11, 2014 Steering Committee Meeting. The Committee will then compile this information and present to stakeholders by the end of February. Ashley requested that our SSA have representation at these meetings and was provided a non-committal response. Ethan to follow up with Dr. Rosia and will add this to our Agenda Refer to Item 5.3 Meeting Request with Dr. Rosia. 10. Subject: Next Meeting

7 The next meeting is scheduled for Thursday February 13, :00 noon Teleconference Centres. 11. Subject: Adjournment MOVED by Ashley, SECONDED by Sam to adjourn the meeting at 4:52 p.m.

8 SIAST STUDENTS ASSOCIATION KELSEY & WOODLAND CAMPUSES INC. EXECUTIVE COUNCIL MEETING MINUTES Teleconference Centres Prince Albert, SK & Saskatoon, SK Thursday, January 16, 2014 Present: Regrets: Ethan Herman (Chairperson), Sherri Turta, Ashley Charlette and Carol Tetreault (Staff) Caitlin Grant 1. Subject: Call to Order Ethan called the meeting to order at 4:04 p.m. 2. Subject: Adoption of Agenda MOVED by Sherri, SECONDED by Ashley to accept the Agenda as amended. 3. Subject: Adoption of Meeting Minutes MOVED by Ashley, SECONDED by Sherri to accept the January 6, 2014 Meeting Minutes as presented. 4. Subject: Vice Presidents & President s Reports MOVED by Sherri, SECONDED by Ashley to accept the January 16, 2014 VP Finance & Internal Operations Report as presented. ACTION: President & VP Woodland Campus & VP Kelsey Campuses 5. Subject: Business Arising From Previous Meeting 5.1 December 19, 2013 VP Kelsey Campus Reports MOVED by Ashley, SECONDED by Sherri to accept the December 19, 2013 VP Kelsey Campus Report as presented. 5.2 January 6, 2014 President & VPs Reports Refer to Subject #4 Vice Presidents & President s Reports. 5.3 Meeting Date with Premier Wall 5.4 Follow Up with SIAST Board Representative - SIAST Policy Approval Process Draft 5.5 SIAST Board Presentation Distribution to Minister Norris/Executive Council Complete.

9 5.6 Meeting Request with Dr. Rosia Agenda Items Frequency of Meetings with SIAST CEO & President SIAST Parking Policy Fee Structure Lack of input into the amendment of Academic Regulations with respect to SIAST Attendance 5.7 Therapy Dog Proposal KCC Agenda Complete. 5.8 ASEC Meeting Logistics Caitlin, Ethan, Sherri and Ashley confirmed their attendance for the upcoming March 1-2, 2014 ASEC Conference. Carol will coordinate travel arrangements. 5.9 Open Textbook Initiative Meeting with other SAs/SUs & Minister Norris Alberta and Manitoba PSE Institution Research on Initiative Complete Kelsey Campus Council Petition Awareness KCC Sherri reported that Sam and SSA Student Advocate, Cory Schultz will coordinate efforts to gather additional signatures for the petition Budget for Executive Laptops 5.11 Harassment & Discrimination Policy Response regarding Representation Request Carol sent another request for follow up to AVP McIntyre. A response was received by Ashley Refer to Item Confirmation of Distribution of Meeting Follow Up to EC Members Complete Representation on Drafting Policy Amendments Ashley distributed the proposed amendments received from AVP McIntyre. The amendments will be reviewed by the Student Affairs Committee at the upcoming GC Meeting. Our comments and recommendations will then be presented to AVP McIntyre at the upcoming February 3, 2014 meeting. ACTION: Sherri & Ashley 5.12 ASAP Steering Committee Representative 5.13 SIAST Academic Regulations Student Attendance

10 Refer to item # Strategic Enrollment Management Committee Representatives Neither Sherri nor Ashley was able to attend this meeting due to scheduling conflicts. Sherri and Ashley will coordinate confirmation of attendance for the upcoming March 27, 2014 meeting. ACTION: Sherri & Ashley Ashley indicated that she could not access her through her SmartPhone. Carol to ask Perry to rectify this issue Representation on Kelsey Expansion Renewal & Strategic Design Committees Committee Confirmation Complete. Ethan attended as representative on behalf of the SSA and has requested that a meeting to provide information to all Kelsey Campus Council members be scheduled with StanTech and SIAST Facilities Facility Needs for Students with Disabilities Facilities requirements for students with disabilities will be included in ongoing discussions with information reported as it becomes available Annual Services Review Representation The Annual Services Review will be held on Friday, January 17, 2014 with all General Council members in attendance. 6. Subject: Business for Future Discussion 6.1 PA Transit Survey (October 16, 2013) 7. Subject: General Manager s Report Carol informed members that Kim Pickett, Office Coordinator gave her notice to terminate employment January 7, Carol is in the process of reviewing options for staffing. 8. Subject: New Business 8.1 SIAST Academic Accommodations for Students in Reserve Forces Policy Review A review of this Policy will be held by the Student Affairs Committee with feedback due to SIAST by February 7, SIAST Education and Employment Equity Policy Review A review of this Policy will be held by the Student Affairs Committee with feedback due to SIAST by February 21, Ashley will distribute copies of these policies to Student Affairs Committee members to review for discussion at the upcoming General Council Meeting.

11 ACTION: Ashley 8.3 Program Council Representative Ashley will attend the Program Council meeting on January 22, ACTION: Ashley 9. Subject: Announcements There are no announcements. 10. Subject: Next Meeting The next meeting is scheduled for Thursday, January 30, :00 p.m. Teleconference Centres. 11. Subject: Adjournment MOVED by Ashley, SECONDED by Sherri to adjourn the meeting at 5:20 p.m.

12 SIAST STUDENTS ASSOCIATION KELSEY & WOODLAND CAMPUSES INC. EXECUTIVE COUNCIL MEETING MINUTES Monday, January 6, 2014 Teleconference Centres Prince Albert, SK & Saskatoon, SK Present: Caitlin Grant (Chairperson), Sherri Turta, Ethan Herman, Ashley Charlette and Carol Tetreault (Staff) 1. Subject: Call to Order Caitlin called the meeting to order at 12:02 p.m. 2. Subject: Adoption of Agenda MOVED by Sherri, SECONDED by Ashley to accept the Agenda as amended. 3. Subject: Adoption of Meeting Minutes MOVED by Ashley, SECONDED by Sherri to accept the December 19, 2013 Meeting Minutes as presented. 4. Subject: Vice Presidents & President s Reports ACTION: President & Vice Presidents 5. Subject: Business Arising From Previous Meeting 5.1 December 19, 2013 President s & VP Kelsey Campus Reports MOVED by Ethan, SECONDED by Ashley to accept the December 19, 2013 President s Report as presented. ACTION: Sherri 5.2 Meeting Date with Premier Wall 5.3 Follow Up with SIAST Board Representative - SIAST Policy Approval Process Draft 5.4 SIAST Board Presentation Distribution to Minister Norris/Executive Council

13 5.5 Meeting Request with Dr. Rosia Re: Frequency of Meetings with Senior Administration & SIAST Parking Policy 5.6 Therapy Dog Proposal KCC Agenda ACTION: Sherri 5.7 ASEC Meeting Attendance Caitlin announced that the SSA has been officially invited to attend the ASEC Meeting in Lethbridge, Alberta March 1 2, Sherri confirmed her attendance and other members are asked to confirm their attendance by notifying Carol by the end of next week. Caitlin will inquire with the ASEC Chairperson as to meeting logistics in order for Carol to coordinate Executive Council s travel arrangements. 5.8 Open Textbook Initiative Meeting with other SAs/SUs & Minister Norris Caitlin has also received confirmation from URSU, but not from the other SIAST SAs. Caitlin will move forward with coordinating the meeting date with the Ministry and the other SUs that have expressed interest in this initiative Alberta and Manitoba PSE Institution Research on Initiative Ethan sent out a request for information to SUs/SAs in Alberta and Manitoba and is awaiting responses. If he receives no responses in the near future, Ethan will notify the Ministry outlining his attempts to gather this information Kelsey Campus Council Petition Awareness KCC 5.9 Budget for Executive Laptops ACTION: Sherri 5.10 Harassment & Discrimination Policy Meeting Follow Up Carol informed members that she received a request on January 2, 2014 from SIAST HR to provide our follow up information relating to our review of Harassment and Discrimination Policy as SIAST Administrators would be meeting on January 3, 2014 to review all stakeholders input. Carol reported that she sent our follow up information to Susan McIntyre and Gary Earles on December 6, Members expressed concern that our feedback was misplaced and questioned if other submissions from our SSA may have also been misplaced. Members reiterated that our presence at the decision-making table would eliminate our voice and input being misplaced. Carol to provide Council members with confirmation that she did submit this information as outlined above prior to further discussion. & Executive Council

14 Representation on Drafting Policy Amendments ACTION: Sherri & Ashley 5.11 ASAP Steering Committee Representative 5.12 Twitter Session Complete SIAST Academic Regulations Student Attendance Caitlin awaits a response to an she sent to Susan McIntyre regarding the rationale of this discussion being held at the MOP Agreement Meeting. Members believe that our concerns with this amended Regulation should to be addressed with the appropriate decision-making body. Caitlin to add this to the agenda for the SSA meeting with Dr. Rosia. Refer to item # Strategic Enrollment Management Committee Representatives Complete. Caitlin forwarded the Committee s Terms of Reference to Sherri and Ashley for their review prior to meeting on January 8, ACTION: Sherri & Ashley 5.15 Representation on Kelsey Expansion Renewal & Strategic Design Committees 5.16 General Manager s Report December 19, 2013 MOVED by Ashley, SECONDED by Sherri to accept the December 19, 2013 General Manager s Report as presented. CARIRED. 6. Subject: Business for Future Discussion 6.1 PA Transit Survey (October 16, 2013) 7. Subject: General Manager s Report MOVED by Sherri, SECONDED by Ethan to accept the January 2, 2014 General Manager s Report as presented. 8. Subject: New Business There is no New Business. 9. Subject: Announcements 9.1 Annual Services Review Ethan asked Sherri and Ashley to verify attendance of Campus Council Representatives. ACTION: Sherri & Ashley 9.2 General Council Meeting

15 The next General Council Meeting is scheduled for January 17 & 18, 2014 in Saskatoon. 10. Subject: Next Meeting The next meeting is scheduled for Thursday, January 16, :00 p.m. Teleconference Centres. 11. Subject: Adjournment MOVED by Sherri, SECONDED by Ethan to adjourn the meeting at 12:29 p.m.

16 SIAST STUDENTS ASSOCIATION KELSEY & WOODLAND CAMPUSES INC. EXECUTIVE COUNCIL MEETING MINUTES Thursday, December 19, 2013 Teleconference Centres Prince Albert, SK & Saskatoon, SK Present: Regrets: Caitlin Grant (Chairperson), Sherri Turta, Ethan Herman and Carol Tetreault (Staff) Ashley Charlette 1. Subject: Call to Order Caitlin called the meeting to order at 9:59 a.m. 2. Subject: Adoption of Agenda MOVED by Sherri, SECONDED by Ethan to accept the Agenda as amended. 3. Subject: Adoption of Meeting Minutes MOVED by Ethan, SECONDED by Sherri to accept the December 5, 2013 Meeting Minutes as presented. 4. Subject: Vice Presidents & President s Reports MOVED by Ethan, SECONDED by Sherri to accept the December 19, 2013 VP Finance & Internal Operations and VP Woodland Campus Reports as presented. & Sherri 5. Subject: Business Arising From Previous Meeting 5.1 Meeting Date with Premier Wall 5.2 Follow Up with SIAST Board Representative - SIAST Policy Approval Process Draft 5.3 SIAST Board Presentation Distribution to Minister Norris/Executive Council 5.4 Meeting Request with Dr. Rosia Re: Frequency of Meetings with Senior Administration & SIAST Parking Policy

17 5.5 SIAST Board of Directors Presentation Response Action completed as referenced in the last Executive Council Meeting Minutes. 5.6 Therapy Dog Proposal KCC Agenda 5.7 ASEC Meeting Attendance ACTION: Sherri 5.8 Open Textbook Initiative Meeting with other SAs/SUs & Minister Norris Minister Norris indicated that he would be willing to host a meeting for all interested SUs/SAs the week of January 27, 2014 in Regina. Caitlin reported that to date only the USSU has responded indicating that they would be interested in approaching this initiative as a collective provincial group. Caitlin will provide additional information and the other SAs/SUs responses as they become available Alberta PSE Institution Research Ethan is in the process of gathering contact information for various Alberta Institutions. Caitlin suggested that ACTISEC and CAUS be contacted for this information as these students organizations work directly with the majority of Alberta PSE SAs/SUs Kelsey Campus Council Petition Awareness KCC 5.9 Budget for Executive Laptops ACTION: Sherri 5.10 Harassment & Discrimination Policy Meeting Follow Up Carol is awaiting a response from Gary Earles and/or Susan McIntyre Representation on Drafting Policy Amendments ACTION: Sherri & Ashley 5.11 ASAP Steering Committee Representative 5.12 Twitter Session

18 Members agreed to include this session as part of the January, 2014 General Council Meetings SIAST Academic Regulations Student Attendance Caitlin awaits a response to an she sent to Susan McIntyre outlining our concerns regarding: the lack of procedural guidelines developed for programs to follow; the potential of biases on a case by case basis due to a lack of outlined due process; and the lack of student involvement in the original discussion phase with Deans` Council and then subsequent denial in the development of the amended Regulation Strategic Enrollment Management Committee Representatives Ashley will act as representative for Woodland Campus while Sherri will act as representative for Kelsey Campus. Caitlin will ensure our representatives names are forwarded to the Committee Chairperson Representation on Kelsey Expansion Renewal & Strategic Design Committees Caitlin has received varying information regarding the number of committees established to work on the expansion project. Caitlin will contact Cheryl Schmitz to request clarification prior to our representative(s) being chosen Healthy Campus Project Promotion Woodland Campus Council Complete. 6. Subject: Business for Future Discussion 6.1 PA Transit Survey (October 16, 2013) 7. Subject: General Manager s Report 8. Subject: New Business 8.1 Province-Wide Disability Strategy Caitlin and Tara attended a meeting with Reg Urbanowski, Special Advisor to the Deputy Minister Advanced Education regarding an initiative to develop a formal provincial strategy. This initial meeting was to gather perceptions regarding services for students with disabilities at SIAST Kelsey and Woodland Campuses. Discussions highlighted on: Present accommodations available for students with physical/learning disabilities. Accommodations for students who have dependents with disabilities. SIAST Accommodations Policies and accountability of same.

19 Fair treatment - accommodations provided for students should be on par with those afforded to employees. Enlisting other resources such as legal counsel, provincial ombudsman and the Human Rights Commission. Facility Accommodations: Kelsey Campus expansion representative to ensure that students disability needs are addressed in the upcoming expansion project as well as on an on-going basis for student needs at both Kelsey and Woodland Campuses. ACTION: Expansion Project Representative Caitlin indicated that additional opportunities will be made available for our SSA to provide input into the development of this Strategy. Caitlin will inform members as these opportunities become available. 8.2 Club Ratification MOVED by Ethan, SECONDED by Sherri to ratify the Food and Nutrition Management Class of 2015 Club as presented. 9. Subject: Announcements There are no announcements at this time. 10. Subject: Next Meeting The next meeting is scheduled for Thursday, January 2, :00 a.m. Teleconference Centres. 11. Subject: Adjournment MOVED by Sherri, SECONDED by Ethan to adjourn the meeting at 10:58 a.m.

20 SIAST STUDENTS ASSOCIATION KELSEY & WOODLAND CAMPUSES INC. EXECUTIVE COUNCIL MEETING MINUTES Thursday, December 5, 2013 Teleconference Centres Prince Albert, SK & Saskatoon, SK Present: Caitlin Grant (Chairperson), Ashley Charlette, Sherri Turta, Ethan Herman, and Carol Tetreault (Staff) 1. Subject: Call to Order Caitlin called the meeting to order at 3:07 p.m. 2. Subject: Adoption of Agenda MOVED by Ashley, SECONDED by Ethan to accept the Agenda as amended. 3. Subject: Adoption of Meeting Minutes MOVED by Ethan, SECONDED by Sherri to accept the November 21, 2013 Meeting Minutes as presented. 4. Subject: Vice Presidents & President s Reports MOVED by Ethan, SECONDED by Sherri to accept the December 5, 2013 President s, VP Finance & Internal Operations and VP Kelsey Campus Reports and the November 21, 2013 VP Kelsey Campus Report as presented. 5. Subject: Business Arising From Previous Meeting 5.1 VP Kelsey Campus Report November 21, 2013 Refer to Item # Meeting Date with Premier Wall 5.3 Follow Up with SIAST Board Representative - SIAST Policy Approval Process Draft 5.4 SIAST Board Presentation Distribution to Minister Norris Along with a copy of the presentation, Caitlin will forward the following to Minister Norris: Alberta Post-Secondary Act which specially outlines the involvement of students on decision-making councils at Alberta s Institutions. Suggested amendments that would allow the SIAST Board to be more autonomous of the government.

21 Caitlin will provide a copy of this to members. 5.5 Meeting Request with Dr. Rosia Re: Frequency of Meetings with Senior Administration & SIAST Parking Policy 5.6 SIAST Board of Directors Presentation Caitlin and Ethan delivered the presentation to the SIAST Board of Directors and expect a response to our suggestions in the near future. The following comments/concerns were brought forward by Board members: How our research of institution s decision-making councils was developed? Would student representatives have the time to accurately represent the student voice on the various decision-making councils? Board members are not on these decision-making councils so why would students be? Board members commented on their lack of involvement with SIAST Senior Administration. 5.7 Therapy Dog Proposal Ashley and Joseph meet with Susan McIntyre, AVP Student Services and Mark Facada, Director of Facilities and received approval to implement this program. Joseph will coordinate Program logistics with the Facilities Departments for both campuses. It is intended to see this program begin in the New Year. Caitlin suggested that the Kelsey Campus Council promote this service at the Campus Recreation Health Fair in January, Sherri will add this item for discussion at an upcoming Kelsey Campus Council Meeting. ACTION: Sherri 5.8 ASEC Meeting Attendance The last meeting of the academic year is scheduled for March 1 & 2, 2014 in Lethbridge, AB. Caitlin has requested that our SSA be allowed to attend and is awaiting official confirmation. Ethan is awaiting verification of his work term schedule in order to determine his departure date. 5.9 Open Textbook Initiative Meeting with Minister Norris Caitlin and Ethan met with Minister Norris last Friday with regards to this initiative. Minister Norris indicated that he has also done research in support of this initiative and has offered to host a meeting with representatives from all Saskatchewan institutions. Caitlin will contact the other SAs/SUs to determine if there is interest in the collective group meeting with the Minister in order to pursue this initiative.

22 Ethan will inquire with Alberta institutions as to whether or not they have instituted a similar movement towards this type of initiative Open Textbook Initiative Discussion with Student Advisory Councils Complete Campus Councils Input into Petition Awareness Open Textbook Initiative Ashley reported that Woodland Campus Council has set up table displays during noon hours in order to gather additional signatures to support this initiative. Ashley will report back as additional information becomes available. Sherri will add this item to the Kelsey Campus Council Agenda Budget for Executive Laptops ACTION: Sherri 5.11 Meeting with Gary Earles re: Harassment & Discrimination Policy Ashley indicated that the meeting took place on November 29, 2013 with Tara, Carol, Susan McIntyre and Gary Earles in attendance. An outline of the meeting s discussions was distributed to members for information. At this meeting, the SSA formally requested to be included in the review of all the suggestions gathered and subsequently, the development of the recommended changes to this Policy. Carol requested a response and will forward it to Ashley and Sherri for follow up Budget Retreat Dates Refer to Item ASAP Steering Committee Representative 5.14 Student Bursary & Loans Meeting Update Caitlin attended the November 18, 2013 and indicated that there are no significant changes to the Program for the upcoming year. Discussion was held regarding the need to more effectively communicate information to students General Manager s Report November 21, 2013 Refer to Item # Twitter Session & Carol 6. Subject: Business for Future Discussion 6.1 PA Transit Survey (October 16, 2013)

23 7. Subject: General Manager s Report MOVED by Ashley, SECONDED by Ethan to accept the November 21, 2013 General Manager s Report as presented. MOVED by Ethan, SECONDED by Sherri to accept the December 5, 2013, General Manager s Report as presented. Carol will be on vacation from Monday, December 9, 2013 to Tuesday, December 17, 2013; returning Wednesday, December 18, 2013 but will have limited access to . Joseph will on vacation from Monday, December 9, 2013 to December 23, Subject: New Business 8.1 Student Attendance Members discussed the recent amendments to the Academic Regulations relating to Student Attendance and expressed concerns with the language of the statement. The new statement appears to give each individual Program the authority to develop the Program s attendance requirements with no guidelines to adhere to. Members believe that these changes to the regulation could result in unfair and subjective treatment of students. While we have been denied the opportunity to discuss this issue and our concerns with Deans Council on two separate occasions, Caitlin will once again request a meeting to discuss our concerns. 8.2 Strategic Enrollment Management Committee The Strategic Enrollment Management Committee s mandate is to deal with areas relating to student recruitment and retention. Student representatives from each campus are required by December 17, Caitlin will provide information to both Sherri and Ashley to determine Campus representation., Ashley & Sherri 8.3 Kelsey Renewal Committee Caitlin reported that she, Ethan and Kelsey Campus Council members attended a meeting with StanTech and SIAST representatives regarding the expansion of Kelsey Campus. Two committees have been established to assist with this project the Kelsey Renewal Committee and the Strategic Design Committee. Caitlin will contact Cheryl Schmitz to request Committees Terms of Reference and SSA representation on each of these Committees. 8.4 Healthy Campus Project Woodland Campus The Healthy Campus Project is an initiative promoting campus mental health and the reduction of risky substance use. The partners include U of S, SIAST, SIIT and FNU. The Project Team has requested our involvement by promoting to our membership the January 16, 2014 Student Forum, EA Rawlinson Centre 1:00

24 p.m. 4:00 p.m. The forum is open to all post-secondary students and will feature three guest speakers. Ashley will forward project information to Woodland Campus Council members for promotion. ACTION: Ashley 9. Subject: Announcements There are no announcements at this time. 10. Subject: Next Meeting The next meeting is scheduled for Thursday, December 19, :00 a.m. Location: Teleconference Centres. 11. Subject: Adjournment MOVED by Ethan, SECONDED by Ashley to adjourn the meeting at 3:53 p.m.

25 SIAST STUDENTS ASSOCIATION KELSEY & WOODLAND CAMPUSES INC. EXECUTIVE COUNCIL MEETING MINUTES Thursday, November 21, 2013 Teleconference Centres Prince Albert, SK & Saskatoon, SK Present: Regrets: Caitlin Grant (Chairperson), Ashley Charlette, Ethan Herman, and Carol Tetreault (Staff) Sherri Turta 1. Subject: Call to Order Caitlin called the meeting to order at 12:07 p.m. 2. Subject: Adoption of Agenda MOVED by Ashley, SECONDED by Ethan to accept the Agenda as amended. 3. Subject: Adoption of Meeting Minutes MOVED by Ethan, SECONDED by Ashley to accept the November 7, 2013 Meeting Minutes as presented. 4. Subject: Vice Presidents & President s Reports MOVED by Ashley, SECONDED by Ethan to accept the November 21, 2013 President s, VP Finance & Internal Operations and VP Woodland Campus Reports as presented. ACTION: Sherri 5. Subject: Business Arising From Previous Meeting 5.1 Meeting Date with Premier Wall 5.2 Follow Up with SIAST Board Representative - SIAST Policy Approval Process Draft 5.3 Update with Minister re: SIAST Act Caitlin reported that our proposed amendments to the SIAST Act have been put on hold until the Ministry can gather additional research. Minister Norris has indicated that he would like to set up a meeting in the New Year with all SIAST Students Associations in order to discuss our suggested amendments. Caitlin will forward to Minister Norris a copy of our presentation we delivered to the SIAST Board of Directors on November 26, 2013.

26 5.4 Distribution of Dr. Rosia Meeting Notes October 31, 2013 Meeting Complete. 5.5 Meeting Request with Dr. Rosia Re: Frequency of Meetings with Senior Administration & SIAST Parking Policy Caitlin has requested a meeting with Dr. Rosia to specifically discuss frequency of meetings with SIAST President/CEO and parking concerns. Caitlin is awaiting a response. 5.6 SIAST Board of Directors Presentation Caitlin distributed our presentation outline to the members of the SIAST Board of Directors and Executive Council members. Caitlin and Ethan will deliver the SSA s presentation to the SIAST Board of Directors at the Board s November 26, 2013 Meeting in Regina. & Ethan 5.7 Update November 15, 2013 Meeting with SIAST Senior Administration Caitlin highlighted on the meeting s discussions, including: Mass s to our student membership Student membership data transfer Standardized school year/incoming students orientation/welcome day Policy Development Committee - Policy Administration and Development Policy Establishment of meeting schedule between SAs and SIAST Improvement to SIAST WiFI services A meeting to begin the review of the Master Partnership Agreement will be scheduled for early in the New Year. 5.8 Therapy Dog Proposal Ashley and Joseph will meet with Susan McIntyre, AVP Student Services and Mark Facada, Director of Facilities on Monday, November 26, 2013 regarding our proposal. Ashley will provide an update to members after this meeting. ACTION: Ashley 5.9 ASEC Meeting Attendance The last meeting of the academic year is scheduled for March 1 & 2, Caitlin will confirm the location to determine whether we could coordinate this meeting with our Budget Retreat meetings USSU Meeting re: Open Textbook Policy Ethan reported that the SSA Executive met with the USSU Executive and gathered information on their progress with this initiative. Ethan will set up a meeting with Minister Norris in order to solicit his support for funding this initiative Open Textbook Information Compilation

27 Ethan forwarded initiative outline and petition template to Sherri and Ashley for Student Advisory Council input. Ashley and Sherri will head up discussions with their Campus Councils to develop strategies to gather additional signatures/support from their respective campus community. ACTION: Ashley & Sherri 5.12 Student Advisory Council Input Open Textbook Policy Ashley reported that this initiative was very well received by the Woodland Student Advisory Council who agreed to assist in gathering petition signatures. ACTION: Sherri 5.13 Budget for Executive Laptops 5.14 Governance & Policy Committee Meeting Ethan reported that the Committee met to begin discussions on the development of a draft position statement. Additional meetings will be held to determine the next steps in this process and a follow up will be provided at the next General Council Meeting Student Affairs Committee Meeting Ashley reported that the Committee met and are in the process of compiling research from other institutions prior to their meeting with SIAST Senior Administration. A report will be delivered at the next General Council Meeting Meeting with Gary Earles re: Harassment & Discrimination Policy Ashley has send four s in an attempt to secure a meeting date. Ashley is awaiting a response. ACTION: Ashley 5.17 Budget Retreat Dates Ethan is awaiting verification of his work term schedule ASAP Steering Committee Representative 5.19 Meeting with StudentVIP Complete Meeting with SAs and Gallivan & Associates Ethan reported that he will be meeting with Gallivan & Associates Representatives next week. An Executive Council workshop has been scheduled with the other two SAs for January 6 & 7, 2014 in either Regina & Moose Jaw SB&L Information Caitlin attended the Scholarship, Bursary & Loans meeting and will provide an update at the next Executive Council meeting.

28 6. Subject: Business for Future Discussion 6.1 PA Transit Survey (October 16, 2013) 7. Subject: General Manager s Report 8. Subject: New Business 8.1 Twitter Caitlin suggested and members agreed that Executive Council should attend a training session on Twitter/Tweeting with Ashley Poole, SSA Marketing & Events Coordinator. Caitlin and Carol will coordinate. & Carol 9. Subject: Announcements 9.1 Riders Challenge Caitlin announced that Dr. Rosia has put out a challenge to the President & CEO of Mohawk College; the winning team s jersey will be worn by the losing team s College Administrator at their next Board Meeting. Caitlin has challenged the same to Ryan Chow, SA President Mohawk College. GO Riders GO! 10. Subject: Next Meeting The next meeting is scheduled for Thursday, December 5, :00 p.m. Location: Teleconference Centres. 11. Subject: Adjournment MOVED by Ethan, SECONDED by Ashley to adjourn the meeting at 12:56 p.m.

29 SIAST STUDENTS ASSOCIATION KELSEY & WOODLAND CAMPUSES INC. EXECUTIVE COUNCIL MEETING MINUTES Thursday, November 7, 2013 Teleconference Centres Prince Albert, SK & Saskatoon, SK Present: Caitlin Grant (Chairperson), Ashley Charlette, Ethan Herman, Sherri Turta and Carol Tetreault (Staff) 1. Subject: Call to Order Caitlin called the meeting to order at 3:02 p.m. 2. Subject: Adoption of Agenda MOVED by Sherri, SECONDED by Ethan to accept the Agenda as amended. 3. Subject: Adoption of Meeting Minutes October 29, 2103 Meeting Minutes Subject 5.2 SIAST Policy Approval Process Draft Follow Up reads Caitlin requested that Matthew provide us a on the Board s discussion. Should read Caitlin requested that Matthew provide us with an update on the Board s discussion. MOVED by Ethan, SECONDED by Ashley to accept the October 17, 2013 as presented and the October 29, 2013 Meeting Minutes as amended. 4. Subject: Vice Presidents & President s Reports MOVED by Ashley, SECONDED by Sherri to accept the November 7, 2013 President s, VP Finance & Internal Operations, VP Woodland Campus and VP Kelsey Campus Reports as presented. 5. Subject: Business Arising From Previous Meeting 5.1 October 29, 2013 VP Woodland Report MOVED by Sherri, SECONDED by Ethan to accept the October 29, 2013 VP Woodland Campus Report as presented. 5.2 Meeting Date with Premier Wall 5.3 SIAST Policy Approval Process Draft Follow Up with SIAST Board Representative 5.4 Meeting with Minister re: SIAST Act

30 Caitlin received a response from Minister Norris regarding our recommendations to amend the SIAST Act as it relates to student representation on the SIAST Board of Directors. Ministry officials will be conducting a further review of our proposed suggestions and upon completion of the review the Ministry will set up a meeting with the three Students Associations. Caitlin will provide information to members as it becomes available. 5.5 Dr. Rosia Meeting Agenda Distribution The October 31, 2013 Agenda was distributed and the meeting was held with Dr. Rosia, VP Boldt, Caitlin, Ethan, Sherri and Carol in attendance. Caitlin is compiling a follow up outlining our discussions of which will be distributed to Dr. Rosia and Executive Council members. At this meeting, Caitlin requested a meeting be scheduled with Dr. Rosia to specifically discuss frequency of meetings with SIAST Senior administration and parking concerns. Caitlin is awaiting a response. Caitlin reported that she has forwarded a request to be included on the SIAST Board of Director s Agenda to provide a presentation and formal request to revisit SIAST s present decision-making Councils model to include student representation. Staff is in the process of compiling research of othe like institutions and their involvement in their institution s decision-making process. 5.6 Deans Council Attendance Master Partnership Agreement Agenda Item The following items have been forwarded to the agenda for the upcoming November 15, 2013 Meeting between SIAST and the three Students Associations: Deans Council Student Representation Regularly scheduled meeting with SIAST Senior Administration Standardized School Year Data Transfer Agreement Accountability Access to Student Accounts Mass s Improved WiFi/mySIAST Access Caitlin and Carol will attend this meeting and will provide a follow up to Executive Council Members. & Carol 5.7 Therapy Dog Proposal Ashley requested a meeting with AVP McIntyre to discuss our proposal and is awaiting a response. ACTION: Ashley 5.8 Parking Data Request Caitlin indicated that she does not believe we will receive the initial data from SIAST so will take this issue up directly with Dr. Rosia. Caitlin has

31 requested a meeting to discuss our research with Dr. Rosia - refer to Item Parking Practices Research & Distribution Complete Credit Card Usage Policy MOVED by Ashley, SECONDED by Ethan that the amendments to ADMIN-5 Credit Card Usage Policy be accepted as presented ASEC Meeting Attendance 5.12 USSU Meeting re: Open Textbook Policy Ethan met with Clint Lalonde, BCcampus and Max FineDay, USSU President regarding British Columbia s open textbook project and how students can help support and advocate for free on-line textbooks at their respective institutions. A meeting with the USSU Executive Council has been scheduled for Friday, November 8, 2013 at 2:30 p.m. to further discuss our involvement with this initiative. USSU has indicated that they have scheduled a meeting next week with the Minister Norris to seek his support for this initiative. Ethan will inquire with the USSU if our SSA can attend this meeting alongside their Council. It was noted that URSU has also indicated their interest in this initiative. Ethan will summarize the project information and provide to Ashley and Sherri to present to their respective Student Advisory Council., Ashley & Sherri 5.13 Budget for Executive Laptops 5.14 Governance & Policy Meeting Ethan reported that the Governance & Policy Committee will meet Thursday, November 14, 2013 at 12:00 noon in the SSA Boardroom. Sherri will provide Sam with an overview of this Committee and his role on this Committee. ACTION: Sherri 5.15 Student Affairs Committee Meeting Ashley reported that members of the Student Affairs Committee had their first meeting to review the SIAST Harassment & Discrimination Policy. Additional meetings will be held to further discuss concerns and suggestions. Ashley has requested a meeting with Garry Earles, SIAST HR to present our concerns and suggestions for amendments to this Policy s review. ACTION: Ashley 6. Subject: Business for Future Discussion 6.1 PA Transit Survey (October 16, 2013)

32 7. Subject: General Manager s Report MOVED by Ashley, SECONDED by Sherri to accept the November 7, 2013 General Manager s Report as presented. 8. Subject: New Business 8.1 Executive Budget Retreat Dates Caitlin asked members to review their schedules in order to coordinate the Spring Budget Retreat for the first week in March. Once this meeting date is set, all members agreed to commit to their attendance. ACTION: Executive Council 8.2 ASAP Steering Committee Representative Caitlin provided background on the ASAP Steering Committee as well as the ASAP Campus Committees. Each Campus Committee includes student representative from the respective Campus Council. The Steering Committee tends to deal with operational issues and as such, last year Caitlin met with AVP McIntyre to identify that our SSA Representative would be a staff member who could provide this information more readily. The recent October 15, 2013 Steering Committee Meeting had no representative from the SSA as our staff designate was not listed on the distribution list. Caitlin has requested follow up from AVP McIntyre regarding the inclusion of our representation. 8.3 Staffing Review Carol reported that she is in the process of reviewing the SSA staffing structure as it relates to the upcoming maturity leave of Tara Pejski, Student Advocate. Carol will forward information as it becomes available. 8.4 Meeting with StudentVIP Representative StudentVIP Representative, Drew Martin will be in Saskatoon on November 19, 2013 and has requested a meeting with Executive Council members in order to provide information regarding their health and dental plan service. Carol will coordinate scheduling this meeting. 8.5 Gallivan & Associates Ethan and Caitlin had a meeting with Shelly Walker and Cory Wright regarding scheduling a meeting to discuss our contract period as well as services to our members. Ethan will contact G & A to schedule this meeting and will suggest that the other two SIAST SAs be invited to attend. 8.6 Saskatchewan Scholarship, Bursary & Loan Committee Caitlin indicated that she will be attending the SB&L Committee Meeting on Monday, November 18, 2013 in Regina. The SB&L Meetings are held to discuss provincial concerns relating to scholarships, bursaries and student loans. Sherri and Ashley will gather information through their respective Student Advisory Councils and provide feedback to Caitlin by November 15, ACTION: Ashley & Sherri

33 9. Subject: Announcements 9.1 Director Appointment Kelsey Campus Sherri announced that Samuel Yaholinitsky has been appointed to the vacant Kelsey Campus Council Director s position. 9.2 Member Accountability On an ongoing basis, members will review their commitment to organizational accountability; a review that will be respectful of suggestions and constructive criticism without fear of reprisal. 10. Subject: Next Meeting The next meeting is scheduled for Thursday, November 21, :00 noon Location: Teleconference Centres. 11. Subject: Adjournment MOVED by Ethan, SECONDED by Ashley to adjourn the meeting at 4:24 p.m.

34 SIAST STUDENTS ASSOCIATION KELSEY & WOODLAND CAMPUSES INC. EXECUTIVE COUNCIL MEETING MINUTES Thursday, October 29, 2013 Teleconference Centres Prince Albert, SK & Saskatoon, SK Present: Caitlin Grant (Chairperson), Ashley Charlette, Ethan Herman, Sherri Turta and Carol Tetreault (Staff) 1. Subject: Call to Order Caitlin called the meeting to order at 4:05 p.m. 2. Subject: Adoption of Agenda MOVED by Sherri, SECONDED by Ethan to accept the Agenda as amended. 3. Subject: Adoption of Meeting Minutes ACTION: Executive Council 4. Subject: Vice Presidents & President s Reports MOVED by Ethan, SECONDED by Ashley to accept the October 24, 2013 President s, VP Finance & Internal Operations and VP Kelsey Campus Reports as presented. ACTION: Ashley 5. Subject: Business Arising From Previous Meeting 5.1 Meeting Date with Premier Wall 5.2 SIAST Policy Approval Process Draft Follow Up with SIAST Board Representative Caitlin met with SIAST Student Board Representative, Matthew Shirkey on October 25, 2013 to provide our position and to request that our concerns be brought forward to the SIAST Board prior to the approval of the Policy. Matthew concurred with our position to lobby for the inclusion of a student representative as well as to expand the scope of responsibility of the Policy Review Committee which is outlined in this Policy. Caitlin requested that Matthew provide us a on the Board s discussion. Caitlin will notify Council when she receives Matthew s response. 5.3 Meeting with Minister re: SIAST Act