SASKATCHEWAN POLYTECHNIC STUDENTS ASSOCIATION INC.

Transcription

1 SASKATCHEWAN POLYTECHNIC STUDENTS ASSOCIATION INC. EXECUTIVE COUNCIL MEETING MINUTES Teleconference Centres Saskatoon & Prince Albert Campuses Tuesday, April 18, 2017 Present: Stacia Selinger, President; Vann Cortez, VP Finance & Internal Operations/President ; Emilio Conde, VP Saskatoon; Sam Ojo, VP Prince Albert and Carol Tetreault (Staff) Council - Fred Entz, VP Finance & Internal Operations; Jesse White, VP Prince Albert and Dallas Burnett, VP Saskatoon 1. Subject: Call to Order Stacia called the meeting to order at 4:34 p.m. 2. Subject: Adoption of Agenda MOVED by Vann, SECONDED by Sam to accept the Agenda as amended. CARRIED. 3. Subject: Adoption of Meeting Minutes MOVED by Emilio, SECONDED by Vann to accept the April 4, 2017 Meeting Minutes as presented. CARRIED. 4. Subject: President`s & Vice Presidents Reports MOVED by Sam, SECONDED by Vann to accept the April 18, 2017 President s and Vice Presidents Reports as presented. CARRIED. 5. Subject: Business Arising From Previous Meeting 5.1 Meeting with Policy Sponsor re: Sask Polytech Reasonable Accommodation Policy Vann spoke with AVP Strohan who informed him that Policies requiring Board approval are subject to review at least every three years. This Policy was reviewed and amended last year. With appropriate authorization, any Policy may be reviewed at any time prior to the timelines slated. AVP Strohan will meet with the SPSA to hear our concerns and will determine whether or not our suggestions will be addressed prior to the scheduled timeline for this Policy s review. Vann and Emilio will meet with Vanessa and Carol to review the SPSA s previous suggestions for Policy amendments. ACTION: Emilio & Vann 5.2 Meeting with City of Saskatoon re: Subsidized Student Transit

2 Emilio informed members that he has not received a response from City Transit so he will follow up with City Councillor, Darren Hill. ACTION: Emilio 5.3 SLAC Agenda Items Alignment of Sask Polytech Policy Terminology 5.4 Open Textbook Initiative Discussion with AVP MacKay While it was suggested that the contact person on this initiative would be AVP McKay, AVP Strohan suggested that initial discussions should be with Rian Misfeldt, Library Services. Stacia will arrange this meeting. Stacia has also been in contact with the USSU regarding their initiative, and is waiting to hear back from them. 5.5 Request for SPT Surveys Students Receive Vann reviewed the history on this topic which centered around, the SPSA s ask of being consulted by Sask Polytech when these surveys are being developed and/or revised. Refer to Subject 6.5 Input into the Development of Sask Polytech Student Satisfaction/Faculty Assessment Surveys. 5.6 Meeting with Minister re: Saskatoon Expansion/Student Representation Stacia will send the Minister of Advanced Education a letter in support of nominating Student President Vann Cortez as the Student Representative on the Saskatchewan Polytechnic Board of Directors for The Saskatoon Campus expansion topic will be included in Subject 5.19 Lobby Efforts for Sask Polytechnic Campuses Discussion with AVP Strohan. 5.7 Meeting with Saskatchewan Polytechnic Board of Directors April 28, 2017 Stacia has submitted our Agenda request to the Board however was unable to provide our presentation as she is awaiting the Executive Council members speaking notes for compilation. ACTION: Executive Council Stacia requested a copy of the proposed organizational structure be forwarded to her. Meeting logistics will be distributed once confirmation of attendance is received. 5.8 Honorarium/Director s Job Description/Accountability Evaluation Amendments

3 5.9 Transition Policy Draft 5.10 Bylaws Revisions ACTION: Incoming Council ACTION: Incoming Council 5.11 SP Support for SPSA Initiatives This item is being addressed through the Welcome/Orientation Planning Committee meetings as well as through the SA Agreement Signage - Operations 5.13 PA Awards Night Sam reported that in consultation with Recreation Services, the timing of this event is not likely to fit the schedules of many students. The Prince Albert Campus Council still wishes to recognize those individuals that have contributed to the success of the PA Campus. Award recipients will be selected and notified of their selection. Pictures and recognition will be posted on the SPSA website General Council Awards Description & Ballot Distribution Complete Sask Polytech Orientation Planning Committee Representative Vann and Carol attended the Welcome Planning Committee Meeting. It was determined the Campus Managers be included in this Committee. Carol to contact the Campus Managers with the next meeting date April 4, 2017 General Manager s Report Refer to Subject #7 General Manager s Report Leaders Hall Attendance Fred indicated that he is in the process of working with his advisors to ensure his availability to attend. ACTION: Fred 5.18 Notification of Health & Dental Plan Fee Increase to SP Complete Lobby Efforts for Sask Polytechnic Campuses - Discussion with AVP Strohan Emilio is in the process of compiling a meeting request. ACTION: Emilio

4 6. Subject: Business for Future Discussion 6.1 Core Program Common Start Date AY (December 2, 2015) 6.2 Medical Diagnostic Guidelines Handbook Follow Up (January 25, 2016) 6.3 Verification of Content in Program Handbooks/Guidelines (April 13, 2016) 6.4 Daycare Services during Exam Week (April 13, 2016) 6.5 Student Advisory Council Incentives/Rewards Program (March 21,2017) 6.6 Sask Polytech s Replacement/Review of the SP Policy Review Committee (April 4, 2017) 6.7 Input into the Development of Sask Polytech Student Satisfaction/Faculty Assessment Surveys (April 18, 2017) 7. Subject: General Manager s Report MOVED by Sam, SECONDED by Vann to accept the April 18, 2017 General Manager s Report as presented. CARRIED. 8. Subject: New Business 8.1 Financial Statements ME March 2017 MOVED by Sam, SECONDED by Emilio to accept the March 2017 Financial Statements as presented. CARRIED. 8.2 General Council Meeting Date Stacia will ask the Saskatoon Directors for possible meeting times while Sam will ask the Prince Albert Directors. Carol to coordinate meeting., Sam & Carol 9. Subject: Announcements 9.1 Convocation Speaker Stacia will speak at Saskatoon s convocation while Sam has agreed to speak at Prince Albert s ceremony. Stacia will confirm with AVP Strohan. 9.2 Thank You To Executive Council Vann thanked Sam, Stacia and Emilio for their efforts and commitment to the SPSA and wished them success in their future endeavors. 9.3 Transition Retreat The SPSA Executive Council Transition Retreat is scheduled for April 30, 2017 May 1, 2017 in Saskatoon. 10. Subject: Next Meeting TBA. 11. Subject: Adjournment MOVED by Vann, SECONDED by Sam to adjourn the meeting at 5:12 p.m. CARRIED.

5 Date Accepted: Signature:

6 SASKATCHEWAN POLYTECHNIC STUDENTS ASSOCIATION INC. EXECUTIVE COUNCIL MEETING MINUTES Teleconference Centres Saskatoon & Prince Albert Campuses Tuesday, April 4, 2017 Present: Stacia Selinger, President; Vann Cortez, VP Finance & Internal Operations/President ; Emilio Conde, VP Saskatoon; Sam Ojo, VP Prince Albert and Carol Tetreault (Staff) Council - Fred Entz, VP Finance & Internal Operations; Jesse White, VP Prince Albert and Dallas Burnett, VP Saskatoon 1. Subject: Call to Order Stacia called the meeting to order at 4:44 p.m. 2. Subject: Adoption of Agenda MOVED by Emilio, SECONDED by Vann to accept the Agenda as amended. CARRIED. 3. Subject: Adoption of Meeting Minutes MOVED by Sam, SECONDED by Vann to accept the March 21, 2017 Meeting Minutes as presented. CARRIED. 4. Subject: President`s & Vice Presidents Reports MOVED by Emilio, SECONDED by Sam to accept the April 4, 2017 President s and Vice Presidents Reports as presented. CARRIED. 5. Subject: Business Arising From Previous Meeting 5.1 Meeting with Policy Sponsor re: Sask Polytech Reasonable Accommodation Policy Vann and Emilio will request a meeting with AVP Strohan to discuss suggestions for Policy improvements. ACTION: Emilio & Vann 5.2 Meeting with City of Saskatoon re: Subsidized Student Transit Emilio has not received a response to this meeting request. Should a response not be received within the week, Emilio will follow up. ACTION: Emilio 5.3 SLAC Agenda Items Alignment of Sask Polytech Policy Terminology

7 5.3.2 Open Textbook Initiative This item was discussed at the March 2017 SLAC Meeting. Stacia was directed to contact AVP McKay for follow up. 5.4 Request for SPT Surveys Students Receive Vann and Carol will meet to review the history of our request. & Carol 5.5 Meeting with Minister re: Saskatoon Expansion/Student Representation 5.6 Meeting with Saskatchewan Polytechnic Board of Directors March 24, 2017 Stacia reported that the March 24, 2017 presentation did not take place due to a communication error in the submission of our Agenda Sheet. Stacia has requested, and is awaiting a response, to be included on the Agenda for the April 28, 2017 meeting in Moose Jaw. Meeting logistics will be distributed once confirmation of attendance is received. 5.7 General Council Meeting Agenda Complete Honorarium/Director s Job Description/Accountability Evaluation Amendments General Council approved the amendments to the Campus Director s Job Description. General Council was supportive of the direction to develop a schedule that would compensate Directors based on participation level. The proposed schedule and values for GOV - 5 Director Honorarium Policy Appendix 1 will be presented to General Council for approval. To ensure alignment of Policies, General Council directed the Governance & Policy Committee to review and propose any amendments to GOV - 6 Executive Remuneration Policy Transition Policy Draft Deferred to incoming Council. ACTION: Incoming Council Strategic Plan Amendments Complete Bylaws Revisions Deferred to incoming Council. ACTION: Incoming Council 5.8 SP Support for SPSA Initiatives

8 & Carol 5.9 SP Policy Review Committee: Request for Meeting Schedule Stacia indicated that Sask Polytech is currently reviewing the mandate of this Committee and is in the process of reviewing options in order to ensure appropriate consultations are undertaken when Sask Polytech Policies are being reviewed. To ensure the student voice is not overlooked, this Subject will be referred to Business for Future Discussion Subject Signage - Operations 5.11 PA Awards Night Sam and Carol will coordinate efforts to schedule this event for April 20, ACTION: Sam & Carol Carol to distribute Award descriptions and General Council Award ballot to Council Sask Polytech Orientation Planning Committee Representative & Carol 6. Subject: Business for Future Discussion 6.1 Core Program Common Start Date AY (December 2, 2015) 6.2 Medical Diagnostic Guidelines Handbook Follow Up (January 25, 2016) 6.3 Verification of Content in Program Handbooks/Guidelines (April 13, 2016) 6.4 Daycare Services during Exam Week (April 13, 2016) 6.5 Student Advisory Council Incentives/Rewards Program (March 21,2017) 6.6 Sask Polytech s Replacement/Review of the SP Policy Review Committee (April 4, 2017) 7. Subject: General Manager s Report 8. Subject: New Business 8.1 Leaders Hall Attendance The Leaders Hall Conference is scheduled from June 4 7, 2017 in Niagra Falls, Ontario. Vann, Jesse and Dallas have confirmed attendance. Fred will notify Carol of his availability to attend. ACTION: Fred 8.2 Transition Retreat Dates Executive Council Transition Retreat is scheduled for April 30, 2017 and May 1, 2017 in Saskatoon.

9 8.3 Health & Dental Plan Fees PST Inclusion MOVED by Vann, SECONDED by Sam to amend the February 5, 2017 motion to increase the Health & Dental Plan fee to include a $15.00 allocation for PST, totaling $ CARRIED. Vann will notify AVP Strohan of these changes so they may be incorporated into the Sask Polytech Tuition & Fee Policy. 8.4 Students - Avenue W Campus Saskatoon Students attending this Campus continue to express concerns regarding the lack of a post-secondary experience. These concerns have been discussed several times with Senior Administration and it appears they understand the students concerns. Members determined the next stop would be to meet with the appropriate level of government. Emilio to notify AVP Strohan that we will be requesting a meeting with the Minister of Advanced Education in order to address the following: Saskatoon Campus Sprawl Prince Albert Fitness Facilities Moose Jaw Housing Regina Gymnasium Stacia, Jesse and Sam have asked to be included in these lobby efforts. ACTION: Emilio 9. Subject: Announcements 9.1 Student Advisory Council Meeting The last Student Advisory Council Meetings in Prince Albert and Saskatoon are scheduled for tomorrow. 10. Subject: Next Meeting The next meeting is Tuesday, April 18, 2017; 4:30 p.m. Teleconference Centres. 11. Subject: Adjournment MOVED by Vann, SECONDED by Sam to adjourn the meeting at 5:37 p.m. CARRIED. Date Accepted: Signature:

10 SASKATCHEWAN POLYTECHNIC STUDENTS ASSOCIATION INC. EXECUTIVE COUNCIL MEETING MINUTES Teleconference Centres Saskatoon & Prince Albert Campuses Tuesday, March 21, 2017 Present: Stacia Selinger, President; Vann Cortez, VP Finance & Internal Operations; Emilio Conde, VP Saskatoon; Sam Ojo, VP Prince Albert; Vanessa Hildebrand (Staff) and Carol Tetreault (Staff) 1. Subject: Call to Order Stacia called the meeting to order at 4:29 p.m. 2. Subject: Adoption of Agenda MOVED by Vann, SECONDED by Emilio to accept the Agenda as amended. CARRIED. 3. Subject: Adoption of Meeting Minutes MOVED by Emilio, SECONDED by Sam to accept the March 7, 2017 Meeting Minutes as presented. CARRIED. 4. Subject: President`s & Vice Presidents Reports MOVED by Emilio, SECONDED by Vann to accept the March 21, 2017 President s and Vice Presidents Reports as presented. CARRIED. 5. Subject: Business Arising From Previous Meeting 5.1 Review of Reasonable Accommodation Policy Advocate Attendance Vanessa Hildebrand, SPSA Advocate joined the meeting to provide history and suggested amendments previously forwarded to the Policy Review Committee. Areas that remain outstanding in the revised Policy include: Clearly identify who has the ability to approve a student s request for a reasonable accommodation. Due to the rights/privacy of the student, clearly identify who needs to be made aware of the accommodation and to what extent the circumstances are required to be shared. The Policy outlines responsibilities of an applicant but no specific procedures. It further outlines (Appendix C) practices for implementing a reasonable accommodation. It is suggested that the policy or an appendix could include specific procedures for the student to follow in order to be granted accommodation. Provision for a student who realizes they need an accommodation after they have started classes.

11 A definition of timely manner needs to be clarified; specific number of days. Vanessa will provide an outline for Executive Council to further review prior to discussion with the Policy Sponsor, AVP Strohan. ACTION: Executive Council Members suggested that several Sask Polytech Policies could be more clear when referring to timeliness or timely manner. Members suggested a defined timeframe such as outlined in the Grade Appeal and Student Appeal Policies. Other terminology that should be more clearly defined is that of meaningful or meaningful feedback as these tend to be subjective. Stacia will request that this item be included in the SLAC meeting agenda. Vanessa left at 4:58 p.m. 5.2 Meeting with City of Saskatoon re: Subsidized Student Transit Emilio is awaiting a response from Saskatoon Transit to his March 16, 2017 inquiry regarding implementation of a subsidized transit program similar to that of Prince Albert. Should Emilio not receive a response by next week, he will follow up with the Ward Councillor, Darren Hill. ACTION: Emilio 5.3 Request for SPT Surveys Students Receive 5.4 Meeting with Minister re: Saskatoon Expansion/Student Representation 5.5 Student Advisory Council Incentives/Rewards Program With the recent developments of the south campuses, it was determined that the development of this program will be deferred until all campuses can be consulted. Refer to Deferred Business Meeting with Saskatchewan Polytechnic Board of Directors Stacia is awaiting a response, including presentation time and location, to our submission for the upcoming March 24, 2017 Board of Directors Meeting. The SPSA s presentation will highlight our organization s successes for AY Stacia and Emilio are in the process of completing the final review. & Emilio 5.7 Honorarium/Director s Job Description/Accountability Evaluation Amendments Vann and Carol met to review Committee results and compiled options for Governance & Policy Committee s review. The next meeting is scheduled for Friday, March 24, 2017 with presentation to General Council April 1, 2017.

12 5.8 SP Support for SPSA Initiatives With the implementation of a Saskatchewan Polytechnic Orientation Planning Committee, these concerns may be addressed. Vann and Carol will be in attendance at the April 6, 2017 and will report back on initiatives that will be undertaken in order to assist in support of student involvement/spsa initiatives. & Carol 5.9 SP Policy Review Committee: Request for Meeting Schedule Stacia requested a meeting schedule from AVP Strohan and is awaiting a response Review of Reasonable Accommodation Policy Advocate Attendance Complete. Refer to Subject 5.1 Review of Reasonable Accommodation Policy Open Textbook Initiative This item will be added to the April, 2017 SLAC Agenda Signage - Operations 5.13 Draft - Transition Policy Draft Distribution The draft was distributed and members are asked to review and provide input. The draft will then be forwarded to General Council for consideration Strategic Plan Amendments to Executive Council This item will be included in the upcoming General Council Agenda 5.15 PA Awards Night Planning Sam indicated that the date for this event will be set based on venue availability. ACTION: Sam 5.16 Sexual Assault Prevention Committee Representation Stacia has put her name forward to act as SPSA Representative on this Committee. The first meeting is scheduled for tomorrow however as Stacia is attending the March 22, 2017 Provincial Budget Address, Vann will attend in her place Sask Polytech Orientation Planning Committee Representative Vann reported that the first meeting of this Committee is scheduled for Thursday, April 6, :00 p.m. 3:00 p.m. Vann and Carol will attend this initial meeting on behalf of the SPSA. & Carol 5.18 Notification of Inclusion of Regina Campus on the mywellness Program

13 Complete March Meeting with Dr. Rosia & Dr. Neufeld Complete. Stacia is in the process of scheduling the remaining meetings for this academic year. 6. Subject: Business for Future Discussion 6.1 Core Program Common Start Date AY (December 2, 2015) 6.2 Medical Diagnostic Guidelines Handbook Follow Up (January 25, 2016) 6.3 Verification of Content in Program Handbooks/Guidelines (April 13, 2016) 6.4 Daycare Services during Exam Week (April 13, 2016) 6.5 Student Advisory Council Incentives/Rewards Program (March 21,2017) 7. Subject: General Manager s Report MOVED by Emilio, SECONDED Sam by to accept the March 21, 2017 General Manager s Report as presented. CARRIED. 8. Subject: New Business 8.1 March 31 April 1, 2017 General Council Meetings Agenda/Itinerary to include: Welcome General Council members Oath of Office Transition Retreat dates Executive Council (Spring) & General Council (Fall) Calendar of Events AY Student Association Agreement Update Transition Policy Draft Strategic Plan Amendments Review Bylaws Review Upcoming Meeting dates SPSA accounts Budget Organizational Staffing Structure 8.2 Bylaws Revisions Stacia will coordinate a meeting with incoming Executive Council to begin review of the SPSA Bylaws. 9. Subject: Announcements 9.1 Student Association Agreement Members wish to acknowledge Carol s contributions in the negotiation of the Student Association Agreement.

14 9.2 Provincial Budget Address Stacia received an invite from the Saskatchewan Ministry of Finance to attend the March 22, 2017 Budget Address. 9.3 Video Vann announced that he will be featured in a student recruitment video for the Business Program. 9.4 Prairie Athletic Conference Basketball Provincial Championships Congratulations to the Men s and Women s Amaruk Basketball Teams who both won gold in the PAC Provincial Basketball Championships March 10 11, Subject: Next Meeting The next meeting is Tuesday, April 4, 2017; 4:30 p.m. Teleconference Centres. 11. Subject: Adjournment MOVED by Vann, SECONDED by Sam to adjourn the meeting at 5:48 p.m. CARRIED. Date Accepted: Signature:

15 SASKATCHEWAN POLYTECHNIC STUDENTS ASSOCIATION INC. EXECUTIVE COUNCIL MEETING MINUTES Teleconference Centres Saskatoon & Prince Albert Campuses Tuesday, March 7, 2017 Present: Stacia Selinger, President; Vann Cortez, VP Finance & Internal Operations; Emilio Conde, VP Saskatoon; Sam Ojo, VP Prince Albert and Carol Tetreault (Staff) 1. Subject: Call to Order Stacia called the meeting to order at 4:59 p.m. 2. Subject: Adoption of Agenda MOVED by Vann, SECONDED by Sam to accept the Agenda as amended. CARRIED. 3. Subject: Adoption of Meeting Minutes MOVED by Sam, SECONDED by Vann to accept the February 14, 2017 Meeting Minutes as presented. CARRIED. 4. Subject: President`s & Vice Presidents Reports MOVED by Emilio, SECONDED by Vann to accept the March 7, 2017 President s and Vice Presidents Reports as presented. CARRIED. 5. Subject: Business Arising From Previous Meeting 5.1 February 14, 2017 President s & VP PA Reports Refer to Subject #4 President s & Vice Presidents Reports. 5.2 Meeting with City of Saskatoon re: Subsidized Student Transit 5.3 Request for SPT Surveys Students Receive ACTION: Emilio 5.4 Meeting with Minister re: Saskatoon Expansion/Student Representation 5.5 Student Advisory Council Incentives/Rewards Program ACTION: Emilio

16 5.6 Meeting with Saskatchewan Polytechnic Board of Directors Executive Council will meet to develop the presentation. Stacia will confirm meeting date. & Executive Council 5.7 Honorarium/Director s Job Description/Accountability Evaluation Amendments Vann and Carol will meet to review Committee results and compile options for Committee s review. & Carol 5.8 Elections Promotional Videos Complete Informational Session Scheduling Only one Saskatoon based Program and no Prince Albert based Programs responded to our request for Program Heads assistance in allowing their students time in their class schedule to attend the SPSA informational sessions. As a result, these events were cancelled. Executive Council members will further discuss with senior administration, this continued lack of support. ACTION: Executive Council Campus Directors Involvement Emilio reported that he is working alongside the Campuses Deputy Returning Officers to schedule the promotion of SPSA Elections. 5.9 SP Policy Review Committee: Request for Meeting Schedule 5.10 Review of Reasonable Accommodation Policy Members indicated that they would like additional background information on students experiences with this Policy. Carol will coordinate Vanessa s attendance for the March 21, 2017 Executive Council Meeting Open Textbook Initiative This item will be added to the SLAC Agenda Signage - Operations 5.13 Transition Policy Development Stacia will distribute the draft policy for members to review and provide input.

17 5.14 Strategic Plan Amendments to Executive Council 5.15 Health & Dental Plan Fee Increase Notification to SP Administration Complete GM Report February 14, 2017 Refer to Subject #7 General Manager s Report PA Awards Night Planning Ryan has spoken with Lisa Davis who has indicated that Campus Recreation will once again be involved in this year s Awards Night. Sam will coordinate a meeting for Ryan, Carol and the Prince Albert Campus Directors to begin organizing this event. ACTION: Sam 6. Subject: Business for Future Discussion 6.1 Core Program Common Start Date AY (December 2, 2015) 6.2 Medical Diagnostic Guidelines Handbook Follow Up (January 25, 2016) 6.3 Verification of Content in Program Handbooks/Guidelines (April 13, 2016) 6.4 Daycare Services during Exam Week (April 13, 2016) 7. Subject: General Manager s Report MOVED by Emilio, SECONDED by Sam to accept the March 7, 2017 General Manager s Report as presented. CARRIED. 8. Subject: New Business 8.1 Financial Statement s- ME January, 2017 & February, 2017 MOVED by Emilio, SECONDED by Sam to accept the Financial Statements for months ending January 31, 2017 and February 28, 2017 as presented. CARRIED. 8.2 Sexual Assault Prevention Committee Stacia will request clarification on the meeting dates prior to determining an SPSA representative. 8.3 Sask Polytech Orientation Planning Committee Carol indicated that an Orientation Planning Committee consisting of Sask Polytech and SPSA staff is being established to collaborate in the coordination and delivery of Campus welcome events. Vann will contact AVP Strohan to request meeting dates prior to determining SPSA representation.

18 8.4 my Wellness Program Regina The mywellness Program is presently available at the Moose Jaw, Prince Albert and Saskatoon Campuses. In order to align services at all campuses, members agreed to institute this Program at the Regina location effective July 1, Carol to notify Gallivan & Associates. 9. Subject: Announcements 9.1 Faculty Awards Stacia announced that she will act as student representative on this Committee. 9.2 Monthly Meeting with Dr. Rosia & Dr. Neufeld The February, 2017 meeting with Dr. Rosia and Dr. Neufeld was cancelled. Stacia will contact the President s Office to schedule the March meeting. 9.3 City Council Sam announced that City of Prince Albert Ward Councillor, Terra Lennox-Zap will be in attendance at the PA SAC meeting tomorrow to hear student concerns. 9.3 Prairie Athletic Conference Basketball Provincial Championships Campus Recreation, Saskatoon Campus will host the Provincial PAC Basketball Championships March 10 11, The banquet is scheduled for Friday, March 10, :30 p.m. Executive council will be in attendance. 10. Subject: Next Meeting The next meeting is Tuesday, March 21, 2017; 4:30 p.m. Teleconference Centres. 11. Subject: Adjournment MOVED by Emilio, SECONDED by Vann to adjourn the meeting at 5:32 p.m. CARRIED. Date Accepted: Signature:

19 SASKATCHEWAN POLYTECHNIC STUDENTS ASSOCIATION INC. EXECUTIVE COUNCIL MEETING MINUTES Teleconference Centres Saskatoon & Prince Albert Campuses Tuesday, February 14, 2017 Present: Regrets: Stacia Selinger, President; Vann Cortez, VP Finance & Internal Operations; Emilio Conde, VP Saskatoon and Sam Ojo, VP Prince Albert Carol Tetreault (Staff) 1. Subject: Call to Order Stacia called the meeting to order at 4:20 p.m. 2. Subject: Adoption of Agenda MOVED by Emilio, SECONDED by Sam to accept the Agenda as amended. CARRIED. 3. Subject: Adoption of Meeting Minutes MOVED by Vann, SECONDED by Emilio to accept the February 5, 2017 and February 13, 2017 Meeting Minutes as presented. CARRIED. 4. Subject: President`s & Vice Presidents Reports MOVED by Sam, SECONDED by Vann to accept the February 14, 2017 VP Saskatoon and VP Finance & Internal Operations Reports as presented. CARRIED. & Sam 5. Subject: Business Arising From Previous Meeting 5.1 Meeting with City of Saskatoon re: Subsidized Student Transit 5.2 Request for SPT Surveys Students Receive ACTION: Emilio 5.3 Meeting with Minister re: Saskatoon Expansion/Student Representation 5.4 Student Advisory Council Incentives/Rewards Program Emilio reported that he is in the process of scheduling a follow up meeting with the Student Affairs Committee and will report back to the Council with developments.

20 ACTION: Emilio 5.5 Meeting with Saskatchewan Polytechnic Board of Directors Executive Council will meet to develop the presentation. ACTION: Executive Council 5.6 Honorarium/Director s Job Description/Accountability Evaluation Amendments 5.7 Electoral Information Session Schedule Vann and Emilio have recorded their election promotional video. Stacia and Sam will schedule their video shoot with Ashley. & Sam Emilio reported that Ashley distributed the invitations for the informational Election Breakfast Sessions to students through the Program Heads and is waiting responses. Upon confirmation, Emilio will inform members of the event details. ACTION: Emilio Emilio reported that he will contact the Campus DROs to ensure Campus Council Directors participate in the Campus specific events promoting the upcoming spring Election. ACTION: Emilio 5.8 SP Policy Review Committee: Request for Meeting 5.9 Distribution of Reasonable Accommodation Policy Information & Discussion Members indicated that they need additional time to review this information. ACTION: Executive Council 5.10 Open Textbook Initiative This item will be added to the SLAC Agenda Signage - Operations 5.12 Transition Policy Development 5.13 Strategic Plan Amendments to Executive Council Stacia will distribute draft amendments for Council to review prior to discussion at the next Council meeting.

21 5.12 Health & Dental Plan Fee Increase Notification to SP Administration 6. Subject: Business for Future Discussion 6.1 Core Program Common Start Date AY (December 2, 2015) 6.2 Medical Diagnostic Guidelines Handbook Follow Up (January 25, 2016) 6.3 Verification of Content in Program Handbooks/Guidelines (April 13, 2016) 6.4 Daycare Services during Exam Week (April 13, 2016) 7. Subject: General Manager s Report 8. Subject: New Business 8.1 PA Awards Night Planning Sam is looking at the possibility of having an Awards Night on Prince Albert Campus. He has asked Carol to provide information on the logistics for previous event. 9. Subject: Announcements 9.1 Basketball Fundraising Stacia announced that the Saskatoon Amaruk Basketball Teams will be hosting a Steak Night Fundraiser on March 2, All are welcome to attend. 9.2 Court of Appeals Ruling Stacia received notification from AVP Strohan that the Court of Appeal for Saskatchewan dismissed the Students Association, Saskatchewan polytechnic Regina Inc. s Appeal and upheld the August 17, 2016 ruling of the Court of Queen s Bench Saskatchewan. 9.3 LINC fundraising for the Telemiracle The LINC Program will be holding fundraising events the week of February 28 th in support of the upcoming Saskatchewan Telemiracle event March 5, Subject: Next Meeting The next meeting is Tuesday, March 7, 2017; 4:15 p.m. Teleconference Centres. 11. Subject: Adjournment MOVED by Sam, SECONDED by Vann to adjourn the meeting at 4:47 p.m. CARRIED.

22 Date Accepted: Signature:

23 SASKATCHEWAN POLYTECHNIC STUDENTS ASSOCIATION INC. EXECUTIVE COUNCIL MEETING MINUTES Hyatt Regency, Vancouver, BC Sunday, February 5, 2017 Present: Stacia Selinger, President; Vann Cortez, VP Finance & Internal Operations; Emilio Conde, VP Saskatoon; Sam Ojo, VP Prince Albert and Carol Tetreault (Staff) 1. Subject: Call to Order Stacia called the meeting to order at 9:14 a.m. 2. Subject: Adoption of Agenda MOVED by Vann, SECONDED by Emilio to accept the Agenda as amended. CARRIED. 3. Subject: Adoption of Meeting Minutes MOVED by Sam, SECONDED by Vann to accept the January 26, 2017 Meeting Minutes as presented. CARRIED. 4. Subject: President`s & Vice Presidents Reports MOVED by Vann, SECONDED by Sam to accept the February 5, 2017 President s and Vice Presidents Reports as presented. CARRIED. 5. Subject: Business Arising From Previous Meeting 5.1 January 26, 2017 President s Report Refer to Subject #4 President s & Vice Presidents Reports. 5.2 Meeting with Minister - Subsidized Transit Prince Albert A meeting with the Minister is no longer necessary as the City of Prince Albert has reduced the monthly student bus pass rate to $25.00 for a one-year trial basis. The Saskatoon Campus Council will begin investigating a similar program with the City of Saskatoon. ACTION: Emilio 5.3 Request for SPT Surveys Students Receive 5.4 Meeting with Minister re: Saskatoon Expansion/Student Representation

24 5.5 Student Advisory Council Incentives/Rewards Program ACTION: Emilio 5.6 Meeting Date with Saskatchewan Polytechnic Board of Directors Stacia reported that Executive Council is scheduled to meet with the Saskatchewan Polytechnic Board of Directors on Friday, March 31, 2017 in Saskatoon. At this meeting, members will provide an update on the SPSA s accomplishments since September, Stacia will forward our Agenda Sheet to SP s Board of Directors. 5.7 Honorarium/Director s Job Description/Accountability Evaluation Amendments 5.8 Electoral Information Session Schedule Emilio reported that this year s marketing campaign will include: informational sessions coordinated for first year/returning students during the weeks of February 21 March 3, 2017, promotional pamphlets at all campuses; and informational table displays manned by Campus Council Directors March 6 8, 2017 ACTION: Emilio 5.9 Budget Retreat Schedule Complete SP Policy Review Committee: Terms of Reference, Membership, Program Major/Minor Changes Stacia will request a meeting schedule for this Committee Reasonable Accommodation Policy; Communication of Policy to Sask Polytech Community Members received the background materials on this topic and are asked to review this information for discussion at the next meeting Open Textbook Initiative Members received the background materials on this topic and are asked to review this information for discussion at the next meeting. ACTION: Executive Members 5.13 Signage - Operations 5.14 PA Transit Notification

25 Complete. 6. Subject: Business for Future Discussion 6.1 Core Program Common Start Date AY (December 2, 2015) 6.2 Medical Diagnostic Guidelines Handbook Follow Up (January 25, 2016) 6.3 Verification of Content in Program Handbooks/Guidelines (April 13, 2016) 6.4 Daycare Services during Exam Week (April 13, 2016) 7. Subject: General Manager s Report MOVED by Emilio, SECONDED by Sam to accept the February 5, 2017 General Manager s Report as presented. CARRIED. Carol will be away from the office February 8 22, 2017 and will have access to Subject: New Business 8.1 Proposed SPSA Organizational Staff Structure MOVED by Sam, SECONDED by Emilio to accept the proposed SPSA Organization s Staffing Structure, inclusive of salary scales as presented. CARRIED. The approved structure will be presented as information to General Council members at the March 31, 2017 Meeting. Implementation is scheduled for July 1, Proposed Operating Budget MOVED by Sam, SECONDED by Emilio to present the proposed Operating Budget to General Council at the March 31, 2017 Meeting. CARRIED. 8.3 SPSA Council Transition Policy Members discussed and agreed to draft a Council Transition Policy for presentation to General Council March 31, Strategic Plan Review Members agreed to present the proposed amendments to General Council for consideration. Stacia will complete draft amendments for Executive Council to review. 8.5 Income Tax Services Carol reported that the Community Volunteer Program Income Tax Services through Canada Revenue Agency is in the final approval stages. This service will be available to students within the next few weeks. 8.8 Health & Dental Plan Fee

26 Members discussed the reports presented by Gallivan & Associates regarding the usage and cost projections of the SPSA Health and Dental Plan. MOVED by Sam, SECONDED by Vann to increase the Health and Dental Plan fee to $ effective July 1, CARRIED. Vann will notify Saskatchewan Polytechnic administration in order to incorporate this change in the SP Tuition & Fee Policy. 9. Subject: Announcements 9.1 City Council PA Sam indicated that City Ward Counsellor, Terra Lennox-Zepp will attend the March, 2017 Student Advisory Council Meeting to discuss issues students are facing within the City of Prince Albert. 10. Subject: Next Meeting The next meeting is Tuesday, February 14, 2017; 4:15 p.m. Teleconference Centres. 11. Subject: Adjournment MOVED by Vann, SECONDED by Sam to adjourn the meeting at 9:52 a.m. CARRIED. Date Accepted: Signature:

27 SASKATCHEWAN POLYTECHNIC STUDENTS ASSOCIATION INC. EXECUTIVE COUNCIL MEETING MINUTES Teleconference Centres Prince Albert, SK and Saskatoon, SK Thursday, January 12, 2017 Present: Stacia Selinger, President; Vann Cortez, VP Finance & Internal Operations; Emilio Conde, VP Saskatoon; Sam Ojo, VP Prince Albert and Carol Tetreault (Staff) 1. Subject: Call to Order Vann called the meeting to order at 4:41 p.m. 2. Subject: Adoption of Agenda MOVED by Sam, SECONDED by Emilio to accept the Agenda as amended. CARRIED. 3. Subject: Adoption of Meeting Minutes MOVED by Sam, SECONDED by Emilio to accept the December 8, 2016 Meeting Minutes as presented. CARRIED. 4. Subject: President`s & Vice Presidents` Reports MOVED by Sam, SECONDED by Emilio to accept the President s and Vice Presidents January 12, 2017 Reports as presented. CARRIED. 5. Subject: Business Arising From Previous Meeting 5.1 December 8, 2016 VP PA Report Refer to Subject #4 President s & Vice-Presidents Reports. 5.2 Meeting with Minister - Subsidized Transit Prince Albert 5.3 Request for SPT Surveys Students Receive & Sam 5.4 Meeting with Minister re: Saskatoon Expansion/Student Representation 5.5 Student Advisory Council Incentives/Rewards Program This item has been directed to the Governance & Policy Committee for discussion and will be placed on the upcoming General Council Itinerary.

28 5.6 Meeting Date with Saskatchewan Polytechnic Board of Directors 5.7 Peer Evaluation Procedures Governance & Policy Committee Vann reported that the Committee met and reviewed other SA/SUs procedures. Follow up meetings will be held as well as this topic being included on the upcoming General Council Meeting/Itinerary. & Carol 5.8 December 8, 2016 GM Report Refer to Subject #7 General Manager s Report. 6. Subject: Business for Future Discussion 6.1 Core Program Common Start Date AY (December 2, 2015) 6.2 Medical Diagnostic Guidelines Handbook Follow Up (January 25, 2016) 6.3 Verification of Content in Program Handbooks/Guidelines (April 13, 2016) 6.4 Daycare Service During Exam Week (April 13, 2016) 6.5 Master Agreement Negotiations (August 2, 2016) Monthly Meetings with Dr. Rosia Committee Representation ASAP & Parking SPT Policy Review Committee: Terms of Reference, Membership, Program Major/Minor Changes, Reasonable Accommodation Policy; Communication of Policy to Sask Polytech Community Open Textbook Initiative 6.6 Signage - Operations (September 30, 2016) 7. Subject: General Manager s Report MOVED by Sam, SECONDED by Emilio to accept the January 12, 2017 General Manager s Report as presented. CARRIED. 8. Subject: New Business 8.1 Chief Returning Officer Spring Election Vann announced his intent to run for office for academic year and declares a conflict of interest in acting as Chief Returning Officer. Members agreed to appoint Emilio Conde, VP Saskatoon to act as CRO for the upcoming Spring Elections. Emilio will coordinate a meeting with the Electoral Committee. ACTION: Emilio 8.2 Financials ME December 31,2016 MOVED by Stacia, SECONDED by Emilio to accept the SPSA Financial Statements ME December 31, 2016 as presented. CARRIED.

29 8.3 Budget Retreat February 2 5, 2017 Stacia will provide her class schedule by mid-next week in order to coordinate Retreat logistics. 8.4 General Council Meeting The Assessment and Recommendation General Council Meeting is scheduled for Friday, January 20, 2017 and Saturday, January 21, 2017 in Prince Albert. Carol to coordinate itinerary and meeting packages for distribution early next week. VP Campuses to contact Directors to request that their Director s reports be distributed to General Council members by Wednesday, January 18, ACTION: Emilio & Sam 9. Subject: Announcements 9.1 Monthly Meeting with Dr. Larry Rosia and Dr. Anne Neufeld The next meeting is scheduled for Wednesday, January 18, 2017 at 4:30 p.m. of which Stacia and Vann will attend. 9.2 Remuneration Vann announced that the annual Remuneration and Honorarium Committee Meeting is scheduled for Monday, January 16, :00 p.m. 6:00 p.m.; Video Conference Centres - Prince Albert Academic Centre, Room 204 and Saskatoon Main Campus, Room 425. Committee members include Emilio Conde, VP Saskatoon; Natasha Roenspies, PA Director; Nishell Selinger, Saskatoon SAC Representative, Stacia Selinger, President; Vann Cortez, VP Finance (Chairperson); Prince Albert SAC Representative TBA and Carol Tetreault, General Manager (exofficio). 9.3 Meeting with Gallivan & Associates Shelly Walker, Gallivan & Associates will be on site January 25 & 26, 2017 members are encouraged to attend the dinner meeting Thursday, January 26, Carol to coordinate location. 10. Subject: Next Meeting The next meeting is Thursday, January 26, :45 p.m. 11. Subject: Adjournment MOVED by Stacia, SECONDED by Emilio to adjourn the meeting at 5:25 p.m. CARRIED.

30 Date Accepted: Signature:

31 SASKATCHEWAN POLYTECHNIC STUDENTS ASSOCIATION INC. EXECUTIVE COUNCIL MEETING MINUTES Teleconference Centres Prince Albert, SK and Saskatoon, SK Thursday, December 8, 2016 Present: Regrets: Stacia Selinger, President; Vann Cortez, VP Finance & Internal Operations and Emilo Conde, VP Saskatoon Sam Ojo, VP Prince Albert; Carol Tetreault (Staff) 1. Subject: Call to Order Stacia called the meeting to order at 3:58 p.m. 2. Subject: Adoption of Agenda MOVED by Vann, SECONDED by Emilio to accept the Agenda as amended. CARRIED. 3. Subject: Adoption of Meeting Minutes MOVED by Emilio, SECONDED by Vann to accept the November 24, 2016 Meeting Minutes as presented. CARRIED. 4. Subject: President`s & Vice Presidents` Reports MOVED by Vann, SECONDED by Emilio to accept the President s, VP Finance & Internal Operations and VP Saskatoon s Reports as presented. CARRIED. ACTION: Sam 5. Subject: Business Arising From Previous Meeting 5.1 Meeting with Minister - Subsidized Transit Prince Albert 5.2 Request for SPT Surveys Students Receive & Sam 5.3 Meeting with Minister re: Saskatoon Expansion/Student Representation Ongoing. 5.4 Student Advisory Council Incentives Programs/Rewards Program Ongoing. ACTION: Emilio

32 5.5 Meeting Date with Saskatchewan Polytechnic Board of Directors Stacia reported that SPT Board Meetings are scheduled for January 2017 and March Stacia will inquire about SPSA attendance. 5.6 Peer Evaluation Procedures Governance & Policy Committee Ongoing. 6. Subject: Business for Future Discussion 6.1 Core Program Common Start Date AY (December 2, 2015) 6.2 Medical Diagnostic Guidelines Handbook Follow Up (January 25, 2016) 6.3 Verification of Content in Program Handbooks/Guidelines (April 13, 2016) 6.4 Daycare Service During Exam Week (April 13, 2016) 6.5 Master Agreement Negotiations (August 2, 2016) Monthly Meetings with Dr. Rosia Committee Representation ASAP & Parking SPT Policy Review Committee: Terms of Reference, Membership, Program Major/Minor Changes, Reasonable Accommodation Policy; Communication of Policy to Sask Polytech Community Open Textbook Initiative 6.6 Signage - Operations (September 30, 2016) 7. Subject: General Manager s Report 8. Subject: New Business 8.1 Club Re-Ratification Aboriginal Activity Student Council and NRTOC MOVED by Vann, SECONDED by Emilio to ratify the Aboriginal Activity Student Council and NRTOC Club Prince Albert Campus as presented. CARRIED. 9. Subject: Announcements 9.1 SLAC Meeting Stacia announced the SLAC Meeting will be on December 9, 2016 at 1:30 p.m. 3:30 p.m. - Video Conference Centres. 9.2 Monthly Meeting with Dr. Larry Rosia and Anne Neufeld Stacia and Vann attended the first monthly meeting with SPT CEO/President and VP Academics/Provost. 9.3 Pancake Breakfast for Saskatoon Food Bank

33 Emilio announced that there will be a Pancake Breakfast on December 13, Proceeds, monetary and in kind donations will go towards supporting the Saskatoon Foodbank. 9.4 Assessment and Recommendation Meeting Vann reminded Council about the upcoming Assessment and Recommendation Meeting on January 20 21, He asked that the VP Campuses add this to their respective SAC Meeting agendas in order to receive feedback prior to the meeting. 10. Subject: Next Meeting TBA 11. Subject: Adjournment MOVED by Emilio, SECONDED by Vann to adjourn the meeting at 4:12 p.m. CARRIED. Date Accepted: Signature:

34 SASKATCHEWAN POLYTECHNIC STUDENTS ASSOCIATION INC. EXECUTIVE COUNCIL MEETING MINUTES Teleconference Centres Prince Albert, SK and Saskatoon, SK Thursday, November 24, 2016 Present: Stacia Selinger, President; Sam Ojo, VP Prince Albert; Vann Cortez, VP Finance & Internal Operations; Emilo Conde, VP Saskatoon and Carol Tetreault (Staff) 1. Subject: Call to Order Vann called the meeting to order at 4:37 p.m. 2. Subject: Adoption of Agenda MOVED by Sam, SECONDED by Emilio to accept the Agenda as amended. CARRIED. 3. Subject: Adoption of Meeting Minutes MOVED by Stacia, SECONDED by Sam to accept the October 27, 2016 Meeting Minutes and November 9, 2016 Closed Meeting Minutes as presented. CARRIED. 4. Subject: Vice Presidents & President s Reports MOVED by Stacia, SECONDED by Sam to accept the Vice Presidents Reports as presented. CARRIED. 5. Subject: Business Arising From Previous Meeting 5.1 October 27, 2016 President s Report MOVED by Emilio, SECONDED by Sam to accept the October 27, 2016 President s Report as presented. CARRIED. 5.2 Meeting with Minister - Subsidized Transit Prince Albert 5.3 Request for SPT Surveys Students Receive & Sam 5.4 Meeting with Minister re: Saskatoon Expansion/Student Representation Stacia s name has been forwarded to the Minister of Advanced Education as our nomination for the Student Representative on the Saskatchewan Polytechnic Board of Directors. Stacia will notify members when confirmation is received.

35 5.5 Student Advisory Council Incentives Programs/Rewards Program This item will be forwarded to the Student Affairs Committee for follow up. ACTION: Emilio 5.6 Presentation to Saskatchewan Polytechnic Board of Directors Stacia reported that the next face-to-face meeting is not scheduled until March. Members agreed that it would be beneficial to request an opportunity to meet with the Board sooner in order to provide the Board with an update on the recent developments at the Moose Jaw Campus. Stacia will inquire with the Board about attendance. 5.7 Peer Evaluation Procedures Governance & Policy Committee Vann reported that the Committee has held several meetings and is making progress in redefining the procedures. Once the procedures have been redefined, the Committee will present the proposal to General Council for approval. 5.8 CASA National Conference Attendance Members were unable to attend this November conference. 5.9 CASA Future Meeting Dates Members will continue to look into availability to attend a future conference October 27, 2016 GM Report Refer to Subject #7 GM Report. 6. Subject: Business for Future Discussion 6.1 Core Program Common Start Date AY (December 2, 2015) 6.2 Medical Diagnostic Guidelines Handbook Follow Up (January 25, 2016) 6.3 Verification of Content in Program Handbooks/Guidelines (April 13, 2016) 6.4 Daycare Service During Exam Week (April 13, 2016) 6.5 Master Agreement Negotiations (August 2, 2016) Monthly Meetings with Dr. Rosia Committee Representation ASAP & Parking SPT Policy Review Committee: Terms of Reference, Membership, Program Major/Minor Changes, Reasonable Accommodation Policy; Communication of Policy to Sask Polytech Community Open Textbook Initiative 6.6 Signage - Operations (September 30, 2016) 7. Subject: General Manager s Report MOVED by Sam, SECONDED by Emilio to accept the November 24, 2016 General Manager s Report as presented. CARRIED.

36 Carol will be away from the office from December 6, 2016, returning December 19, Subject: New Business 8.1 Financial Statements ME October 31, 2016 MOVED by Stacia, SECONDED by Sam to accept the Financial Statements month ending October 31, 2016 as presented. CARRIED. 8.2 Clubs Ratification Business Program Fundraising Saskatoon Campus MOVED by Emilio SECONDED by Sam to ratify the Business Program Fundraising Club Saskatoon Campus as presented. CARRIED. 8.3 Presentation to Saskatchewan Polytechnic Moose Jaw Students Stacia provided Council with an overview of the meeting held with Moose Jaw students on November 24, A request for the SPSA to provide a presentation on the SPSA organizational structure was made by the Moose Jaw students. Members will confirm with Stacia their availability for the evening of Wednesday, November 30, 2016 in order for Stacia to coordinate with Moose Jaw students. ACTION: Executive Council 9. Subject: Announcements 9.1 Soccer Success Emilio announced that his Intramural Soccer Team was crowned Saskatoon Campus Champions! 10. Subject: Next Meeting The next meeting is scheduled December 9, :00 p.m. Teleconference Centres. 11. Subject: Adjournment MOVED by Stacia, SECONDED by Sam to adjourn the meeting at 5:30 p.m. CARRIED. Date Accepted: Signature:

37 SASKATCHEWAN POLYTECHNIC STUDENTS ASSOCIATION INC. EXECUTIVE COUNCIL MEETING MINUTES Teleconference Centres Prince Albert, SK and Saskatoon, SK Thursday November 9, 2016 Present: Sam Ojo, VP Prince Albert; Stacia Selinger, President ; Vann Cortez, VP Finance & Internal Operations; and Emilio Conde, VP Saskatoon and Carol Tetreault (Staff) 1. Subject: Call to Order Stacia called the meeting to order at 4:00 p.m. 2. Subject: Adoption of Agenda MOVED by, SECONDED by to accept the Agenda as amended. CARRIED. 3. Subject: Adoption of Meeting Minutes MOVED by, SECONDED by to accept the October 27, 2016 Meeting Minutes as presented. CARRIED. 4. Subject: Vice Presidents & President s Reports MOVED by, SECONDED by to accept the President s and Vice Presidents Reports as presented. CARRIED. 5. Subject: Business Arising From Previous Meeting 5.1 October 27, 2016 President s Report Refer to Subject # Meeting with Minister re: Subsidized Student Transit 5.3 Request for SPT Surveys Students Receive 5.4 Meeting with Minister Expansion/Board Seat & Sam 5.5 Student Advisory Council Incentives Campaign