SENECA STUDENT FEDERATION INCORPORATED Board of Directors Meeting. A G E N D A Public Session. Newnham Campus Wednesday, September 2, 2015

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1 SENECA STUDENT FEDERATION INCORPORATED Board of s Meeting A G E N D A Public Session Newnham Campus Wednesday, September 2, 2015 SSF Boardroom 7:00 p.m. Student Representatives Present: (Voting Members) Issa Kader Ahossivo Harrieth Fraser Liam Heffernan Allan Martin Joan Rupram Kristen Berkeley Student Representatives Present: (Non-Voting Members) Aida Bakhtyieva President, SSF Inc. Nicola Lau Vice President, Markham Campus, SSF Inc. Ali Nasseri Vice President, King Campus, SSF Inc. LeNea Richardson Vice President, Newnham, SSF Inc. Violetta Genova Vice President, Seneca@York, SSF Inc. Non-Voting Members Present: Christine Blake-Durie Mario Di Carlo Brenda Fairbanks-Smith Ben Kropp Maurice Platero Chris Legros Jason Stober-Baboushkin Guests Nick Pavlakos Dean of Students, College, Seneca Student Federation Inc. Manager, Corporate Administration/Recorder, SSF Inc. Chair, SSF Board of s Manager, Finance & Administration, SSF Inc. 1. Acceptance of Agenda The length of tonight s meeting will be limited to two hours and will end at 9:00 p.m.. The order of the agenda items will change based on importance. 1

2 It was MOVED by Liam Heffernan, and SECONDED by Issa Ahossivo, that the SSF Board of s approve the agenda as amended. Declaration of Conflict of Interest Ben Kropp declares a conflict of interest for the agenda item related to his expenses. Should this agenda item be discussed at tonight s meeting, Allan Martin will chair the meeting during this discussion. 2. Approval of SSF Board of s Public Meeting Minutes from Monday, July 20, 2015 It was MOVED by Liam Heffernan, and SECONDED by Allan Martin, that the SSF Board of s public meeting minutes from Monday, July 20, 2015 be accepted as presented. 3. Deliberation and Voting on Adoption of Clubs and Associations Application Package Prior to today s meeting, all members received a copy of the revised Clubs and Association Application Package to allow sufficient time for review. Most of the proposed changes are cosmetic with items also being rearranged in chronological order. The new package is also designed to make forming a Club/Association easier. Changes also include giving the LBC s more leeway in the approval of food for meetings. The proposed changes to this package reflect the recommendations of the Club/Association Application Package Committee. Cindy Ha, Coordinator/Newnham chaired this committee. Since this is a time sensitive matter, a decision on the package is needed as soon as possible. Nicola Lau ENTERS meeting at 7:20 p.m. It was MOVED by Liam Heffernan, and SECONDED by Allan Martin, that the Clubs and Association Application Package be accepted as presented. 4. Seneca Student Federation Budget For the Year Ended April 30, 2016 Presentation Mario provides copies of the budget package to all members, and provides an explanation on numbers. Since enrollment numbers will not be confirmed until Day 10, numbers in the budget may need to be updated. The goal of the Federation is to spend 100% of the funds received, ensuring spending is done in a responsible manner. The SSF Board of s are in UNANIMOUS agreement to adopt the budget as presented. Monthly budget updates will be provided to members on an ongoing basis. 2

3 5. Election Policy 4 (A)_VII/VIII Due to a copy and paste error in the Election Policy, the Policy is not being changed, but will reflect its original intent. The Election Policy will now read: Candidates running for the student representative position on Seneca s Board of Governors may not run for the Board of s Student Representative position. The current student representative on Seneca s Board of Governors may not run for the Board of s Student Representative position unless they resign from the Board of Governors first. It was MOVED by Liam Heffernan, SECONDED by Joan Rupram, that the proposed amendments to Election Policy 4 (A) VII & VIII be accepted. Discussion takes place on the President s portfolio with regard to a required GPA, however; it has always been the intent that the President of the SSF Inc., does not require a GPA. 6. Board of s Training Christine would like to arrange a date to do Board of s training. Although attempts have been made to do this training, based on availability, the training has not yet happened. In order to accommodate members availability, the training may take place in the evening or on a Saturday. Additional training will be provided throughout the coming semester. Members are asked to send the topics they would like included in the training, to either Aida, Ben, Brenda, or directly to Christine. Once received, a series of training sessions will be organized. Members are asked to submit their topics by the end of next week. 7. Deliberation and Voting on Technology Upgrades for Seneca@York and Newnham Both Newnham and Seneca@York are in need of technology upgrades including new televisions, improvements to the video system, including cables, wires and brackets, etc. The equipment planned for Newnham can be transferred from one location to another. The cost of Newnham s improvements would come from their reserve fund. It is thought that by combining the two projects (Newnham and Seneca@York) would result in lower prices. Previously, quotes were received independently with Newnham s quote being $25, and Seneca@York s $17, The quotes were received from Soundscape, the company who installed the current systems. Based on a good working relationship with this company, as well as excellent workmanship, the Federation would like to work with this company on this new project. Discussion ensues regarding the college s policy in acquiring quotes and whether the Federation should also follow the college policy. It is thought that by gathering additional quotes may result in better pricing. The Federation agrees to review the college policy and adjust it based on the needs of the SSF. This new policy will be presented and voted on at the next Board of s meeting on October 1. Aida volunteers to research how other college s choose vendors. 3

4 Mario, working with Nick, will take the college s purchasing policy and adapt it to the SSF, tailoring it to fit the SSF s financial situation. Ammar Abdulatheem, will get three quotes for the Newnham project to compare costs. Bar Counter Extension - Newnham An extension to the bar is planned to add seating to the area with the goal of bringing in more revenue and more students as well as making the area more appealing. Clubs Room - Newnham Last year, the Board of s approved funds to upgrade the club space including new drywall, however; they did not approve funds for the entire project. This year, Newnham would like to finish painting the space and upgrading the floor, installing work stations, a couch to encourage students to use the area as well as upgrade lockers. Television Message Screen The purpose of the television is to promote events; display SSF FAQ s; answer student questions, advertise vendors and sponsors. It was MOVED by Harrieth Fraser, SECONDED by Liam Heffernan, to approve the Newnham bar extension. It was MOVED by Harrieth Fraser, and SECONDED by Joan Rupram, to approve the painting and improvements to the Newnham Club Room. It was MOVED by Harrieth Fraser, and SECONDED by Liam Heffernan, to approve the purchase of a television message screen for the Senecentre. 8. Deliberation and Voting on Furniture Upgrades for the Markham Campus Markham campus has received one quote provided by Poi, an approved college vendor, for the proposed purchase of furniture upgrades. This quote also reflects the college s discount. It is suggested that in future, more quotes be gathered for comparison, from other college approved vendors. With a limited Markham budget, the funds being requested will come from the reserves, which is not normally the practice. Purchases such as these would typically come from the campus s operating budget. The proposed furniture purchase is to improve the functionality of the small office space, with the addition of storage and lockable furniture. It was MOVED by Liam Heffernan, and SECONDED by Joan Rupram, that $6, be approved for the purchase of upgraded furniture for the Markham campus SSF office. 4

5 9. Date and Time of Next Meeting Thursday, October 1, :00 p.m. 10. Adjournment It is MOVED by Harrieth Fraser, and SECONDED by Joan Rupram, that the public session of the SSF Board of s meeting be adjourned at 8:57 p.m.. 5