SASKATCHEWAN POLYTECHNIC STUDENTS’ ASSOCIATION INC.

GENERAL COUNCIL MEETING MINUTES

Videoconference Centres – Saskatoon, SK, Moose Jaw, SK, Prince Albert, SK & Regina, SK

Tuesday, April 24, 2018

Present: Vann Cortez, President; Justin Skwark, VP Finance & Internal Operations; Jesse White, VP Prince Albert; Suketu Ramsnehi, VP Moose Jaw; Dallas Burnett, VP Saskatoon; Brooke Field, Director Prince Albert; Marissa Owens, Director Regina; Megan Yelland, Director Prince Albert; Andrew Pinay, Director Regina; Dan Christopher (Staff); and Carol Tetreault (Staff)

Absent: Tanvir Singh, Director Moose Jaw; Arushi Joshi, Director Saskatoon; and Apoorav Joshi,

Director Moose Jaw

1. Subject: Call to Order

Vann called the meeting to order at 4:30 p.m.

2. Subject: Adoption of Agenda MOVED by Brooke, SECONDED by Justin to accept the Agenda as amended. CARRIED.

3. Subject: Adoption of Meeting Minutes MOVED by Justin, SECONDED by Suketu to accept the March 25, 2018 Meeting Minutes as presented. CARRIED.

4. Subject: New Business 4.1 General Council Job Description Amendments Dallas distributed copies and led the discussion with regards to the proposed amendments to the General Council job descriptions. MOVED by Dallas, SECONDED by Marissa to accept the proposed amendments to the General Council job descriptions. CARRIED 4.2 3rd Quarter Financial Statements Ending March 31, 2018 Justin provided an overview of the statements and invited questions. MOVED by Justin, SECONDED by Brooke to accept the 3rd Quarter Financial Statements ending March 31, 2018 as presented. CARRIED. 4.3 Ballot Destruction

There were no written challenges during the 2018 SPSA Spring Election. As such, Vann requested the GC to action the staff to destroy the ballots. MOVED by Jesse, SECONDED by Andrew to destroy the 2018 SPSA Spring Election ballots. CARRIED.

ACTION: Carol

4.4 Policy GOV-5 Changes Changes to Policy GOV-5 Director Honorarium were proposed. The revisions maintain the purpose of the current format of the policy, which is to motivate Directors to be more active, while simplifying it from its current somewhat confusing state. Referrals to “bonuses” were removed, including the bonus committee aspect. Instead of a bonus, the revised version gives a refund for the SPSA fee and health and dental fee based on how long members are with the SPSA and the conditions on which their term ended.

Appendix 1 was amended. Similar items (such as classroom visits, orientations, information sessions, and elections campaigns) have been grouped together. Campus Council meetings are now eligible for the participation allotment. Activity reporting is being changed to put the onus on the Director. Director will submit a timesheet outlining his/her participation to the campus VP for verification and approval. Once approved, the VP Campus will submit to the Executive Assistant for processing. MOVED by Jesse, SECONDED by Dallas to accept the amendments to Policy GOV-5 Director Honorarium as presented. CARRIED. Dan to update Policy and distribute to General Council members.

ACTION: Dan

5. Subject: Announcements There are no announcements at this time.

6. Subject: Next Meeting October 19, 2018. Time and location TBD.

7. Subject: Adjournment The meeting was adjourned at 4:52 p.m. Date Accepted: Signature:

SASKATCHEWAN POLYTECHNIC STUDENTS’ ASSOCIATION INC.

GENERAL COUNCIL MEETING MINUTES

Videoconference Centres – Saskatoon, SK, Moose Jaw, SK, Prince Albert, SK & Regina, SK

Sunday, March 25, 2018

Present: Vann Cortez, President; Justin Skwark, VP Finance & Internal Operations; Jesse White, VP Prince Albert; Suketu Ramsnehi, VP Moose Jaw; Dallas Burnett, VP Saskatoon; Brooke Field, Director Prince Albert; Megan Yelland, Director Prince Albert; Marissa Owens, Director Regina; Andrew Pinay, Director Regina; Arvinder Singh, VP Moose Jaw elect; Dustin Hunt, VP Regina elect; Anna Lueke, VP Prince Albert elect; Chiragkumar Patel, VP Finance & Internal Operations elect; Dan Christopher (Staff); and Carol Tetreault (Staff)

Absent: Tanvir Singh, Director Moose Jaw; Arushi Joshi, Director Saskatoon; and Apoorav Joshi,

Director

1. Subject: Call to Order

Vann called the meeting to order at 9:40 a.m.

2. Subject: Adoption of Agenda MOVED by Suketu, SECONDED by Andrew to accept the Agenda as presented. CARRIED.

3. Subject: Adoption of Meeting Minutes MOVED by Jesse, SECONDED by Justin to accept the January 28, 2018 Meeting Minutes as presented. CARRIED.

4. Subject: Executive Reports MOVED by Brooke, SECONDED by Marissa to accept Vann Cortez, Justin Skwark, Suketu Ramsnehi, and Dallas Burnett’s March 25, 2018 President’s & Vice Presidents’ Reports as presented. CARRIED.

ACTION: Jesse

5. Subject: Campus Council Reports

MOVED by Suketu, SECONDED by Justin to accept Brooke Field’s March 25, 2018 Campus Council Report as presented. CARRIED. Directors are asked to have their reports in by April 30, 2018.

ACTION: Megan, Marissa, Andrew, Tanvir, Arushi, & Apoorav

6. Subject: Business Arising From Previous Meeting 6.1 Campus Council Reports Refer to Subject 5 – Campus Council Reports. 6.2 Bylaws Revisions 6.2.1 Bylaws Amendments Draft for Membership Complete. 6.2.2 Forwarding Revised Bylaws to AVP Strohan Complete. 6.3 Transition Policy 6.3.1 Review and Discussion with Governance & Policy Committee The Governance & Policy Committee has developed a draft transition policy. A lot of transition issues the SPSA currently faces are expected to be resolved through having the Executive Council working over the summer and through the Transition Retreat. The Executive Council will continue to work on this draft for presentation to General Council.

ACTION: Executive Council

6.3.2 Feedback from General Council Complete. 6.4 Annual General Meeting 6.4.1 Improving Attendance A mass email was sent out to students and other advertising was done (posters, etc.). Prince Albert and Moose Jaw Campuses had very good. Attendance in Regina and Saskatoon was still less than ideal. Jesse attributes Prince Albert’s success to a better room location and work by the Directors in PA. 6.4.2 Compiling Meeting Documentation Complete. 6.5 SPSA Policy Revisions 6.5.1 Feedback on Fred’s Suggestions Justin forwarded Fred’s suggestions to the Governance & Policy Committee. 6.5.2 Tracking Changes Based on New Student Association Agreement Complete. See Item #8.2 Policy Amendments. 6.6 Health & Dental Plan – Tuition & Fee Policy Submission – Extension Request The deadline date to submit amendments to our fee structures to Saskatchewan Polytechnic was amended from February 28, 2018 to March 31, 2018.

6.7 Special Meeting for Bylaws Revisions - Logistics Complete.

6.8 Student Affairs Committee Meeting Update Refer to Item #8.5. Student Affairs Committee Items.

6.9 Remuneration & Honorarium Committee 6.9.1 Recruiting Non-Council Members Complete. 6.9.2 Arranging Meeting Complete. 6.10 Revisions to the Strategic Plan There are no revisions to the Strategic Plan this year. The Moose Jaw and Regina campuses have just joined recently, and the Executive Council believes it is too early to make changes to the Strategic Plan with the best interests of all four campuses in mind. The incoming Executive Council will be tasked with reviewing this Plan.

ACTION: Incoming Executive Council

7. Subject: Business For Future Discussion There is no Business for Future Discussion at this time.

8. Subject: New Business 8.1 Tuition & Fee Policy Review See Item #8.5.1 Tuition Refund Policy. 8.2 Policy Amendments Policy changes had been discussed by the General Council; most changes were simply grammatical. Justin mentioned that policy GOV – 5 Director Honorarium needs to further discussion. MOVED by Suketu, SECONDED by Justin to accept the following Clubs policies amendments as presented: - CLUBS – 1 Establishment of Student Clubs - CLUBS – 2 Responsibilities of Student Clubs - CLUBS – 3 Services for Student Clubs - CLUBS – 4 Banking for Clubs and Societies - CLUBS – 5 Student Clubs Fundraising Events - CLUBS – 6 Student Clubs Liability and Risk Management - CLUBS – 7 Student Clubs Grants, Loans, and Scholarships CARRIED.

A new change to policy ELEC-1 Election Committees was proposed to match the Bylaws. The following will be appended to the end of Item #1. b. i.:

Should the person holding this position be unable to fulfill his/her duties, the Executive Council shall appoint a member to assume the duties of this position. MOVED by Jesse, SECONDED by Marissa to accept the amendments to policy ELEC-1 Election Committees as amended and the following Elections policies as presented: - ELEC – 2 Nominations - ELEC – 3 Elections Campaigns - ELEC – 4 Campaign Materials - ELEC – 5 Polling CARRIED. Justin reported that the plan is to carry on with an honorarium system based on pay per task. How money is distributed may change. Some job functions have been removed (namely Sask Polytech Committees and Sask Polytech Councils). The bonus system has also been changed to try to make it objectively determined rather than something determined by a council. Dallas joined the meeting at 10:09am. Justin led the discussion regarding clarification of the proposed amendments. Carol suggested that these policy amendments should be further refined as there is too much open to interpretation. Members agreed. Possible considerations include:

Wording to include a requirements section with a total, then add a separate bonus section with a maximum.

What is the ultimate goal.

Directors that do a lot are not sufficiently rewarded for doing everything they can, and the new system should encourage individuals to do more.

Variations between Directors, and how there is no allowance for Directors who prefer to do certain types of tasks. For example, extrovert Directors are not able to focus their efforts on more social, interactive tasks.

Carol pointed out that some important responsibilities have not been mentioned; for example, the role that VPs have in processing honorariums and if Directors are required to submit their activities. Carol recommended reviewing the policy amendments over another two weeks prior to presentation to General Council at a Special Meeting via videoconference. All members were in agreement. The Executive Council will review the policy again before presenting amendments.

ACTION: Executive Council A Special Meeting will be arranged prior to the end of April by Dan when the Executive Council is ready to present the amended Policy.

ACTION: Dan

The changes to policy GOV-1 Policy Framework will be amended to include removing “…suggestions or…” from Item #1. b. i.

MOVED by Justin, SECONDED by Brooke to accept the amendments to GOV-1 Policy Framework as amended and the following policies as presented: - GOV – 2 Code of Ethics and Moral Integrity - GOV – 3 Oath of Office - GOV – 4 Conflict of Interest - GOV – 6 Executive Remuneration - GOV – 7 SPSA Logo - GOV – 8 Position Statements CARRIED. 8.3 2018-19 Operating Budget The General Council reviewed the 2018-2019 Operating Budget. Members sought clarification on the following:

The administrative costs charged by Gallivan were questioned. The SPSA charges $255 per student to be covered by the health & dental plan; of that $1/student per plan goes to Gallivan for administration. The actual cost will vary due to the “rolling-12” style of enrolment at Sask Polytech. Pricing for the upcoming year is estimated to fall within our present $255.00 fee. Members agreed that there was no need to increase the Plan fee at this time. The Provincial Government will make an announcement in April regarding PST on insurance plans.

Welcome Week Budgets per Campus.

Participation limitations for events such as Paint Nites will be addressed by campus. Individual campuses will have a budget to plan their yearly events as per campus community.

The call for a motion to accept the budget will be held after the in-camera session. At 12:01 p.m., the discussion returned to this item. MOVED by Justin, SECONDED by Suketu to accept the 2018-2019 Operating Budget as presented. CARRIED. Fees will not be increased. Justin will notify AVP Strohan.

ACTION: Justin Carol will forward to Sask Polytech the revision to our SPSA Fees Schedule of the Tuition & Fee Policy.

ACTION: Carol 8.4 General Council Job Description Amendments The proposed changes have been discussed by the General Council. It was noted that another amendment to the VP Campuses job description, adding that the VP Campus is involved in appointing Directors. MOVED by Marissa, SECONDED by Dallas to accept the job description changes as amended. CARRIED. 8.5 Student Affairs Committee Items

8.5.1 Tuition Refund Period Dallas informed the General Council of his first-hand experience with Sask Polytech’s Tuition Refund Policy. He has spoken with Sask Polytech front line personnel, and they agreed that the policy was confusing. Other institutions have different refund structures that are clearer, such as having it based on time in a course. This item will be added to the SOFA Agenda.

ACTION: Dallas Dallas will compile a list of current concerns with the policy and research other schools’ policies, then distribute his findings to the General Council for input.

ACTION: Dallas Justin indicated that a program can start at one time but have courses start later in the semester, and suggested that cut-offs should be based on course start dates instead of program starts. 8.5.2 Final Marks Delays – Basic Education Carol reported that this may be a Ministry issue and that it is more complex than initially believed. This issue will be directed to the incoming Executive Council to review.

ACTION: Incoming Executive Council 8.5.3 Events – Support from Programs Some events that Sask Polytech holds are during school times and some programs are not giving students time to attend. Dallas will bring it forward to SLAC.

ACTION: Dallas Exactly who will bring this forward to Sask Polytech’s senior administration was discussed (i.e. the SPSA or AVP Strohan) as this has not yet been determined. Dallas will discuss it with AVP Strohan.

ACTION: Dallas 8.5.4 Food Services Intercampus Variation Suketu continues to receive complaints regarding high food prices and variations between Sask Polytech campuses. He would like there to be more consistency. The General Council discussed how to proceed. It was decided that the incoming Executive Council will research the problem further.

ACTION: Incoming Executive Council 8.5.5 Facilities The Executive Council has reviewed the Ministry of Central Services’ response, which indicated that the contracted cleaning company had a set of guidelines, there is constant communication between the Ministry and the company, and issues that arise are dealt with. Dallas will request a copy of these guidelines.

ACTION: Dallas Student Advisory Councils feel like nothing is being done and it was suggested that a petition to present to the Ministry be initiated. The petition along with pictures could then be presented to the Ministry. Dan will prepare a rough draft of a petition.

ACTION: Dan

Suketu suggested using SurveyMonkey for a poll regarding how students feel about campus cleanliness. Dallas believes that the student opinion is already clear, and they want action; a survey is not necessary. Members agreed. Carol suggested that in order for information to be housed in one location, pictures should be forwarded to Dan for compilation.

ACTION: Council members & Dan 8.5.6 Recreation Options Consistency across campuses continues to be a concern. The possibility of a new fitness centre in Prince Albert was discussed. Jesse plans on speaking with Lisa Davis for formal information.

ACTION: Jesse Members received an update on the status of the Recreation Review. Presently, the recommendations from the Praxis Report are being reviewed at the senior management level. A break was held from 11:24 a.m. to 11:30 a.m.

9. Subject: Closed Session The closed session began at 11:30 a.m. and ended at 12:00 p.m.

10. Subject: Announcements There are no announcements at this time.

11. Subject: Next Meeting A Special Meeting will be held prior to the end of April 2018.

12. Subject: Adjournment The meeting was adjourned at 12:03 p.m. Date Accepted: Signature:

SASKATCHEWAN POLYTECHNIC STUDENTS’ ASSOCIATION INC.

GENERAL COUNCIL MEETING MINUTES

Videoconference Centres – Saskatoon, SK, Moose Jaw, SK, Prince Albert, SK & Regina, SK

Sunday, January 28, 2018

Present: Vann Cortez, President; Justin Skwark, VP Finance & Internal Operations; Jesse White, VP Prince Albert; Suketu Ramsnehi, VP Moose Jaw; Dallas Burnett, VP Saskatoon; Brooke Field, Director Prince Albert; Alyssa Unger, Director Prince Albert; Megan Yelland, Director Prince Albert; Arushi Joshi, Director Saskatoon; Marissa Owens, Director Regina; Apoorav Joshi, Director Moose Jaw; Andrew Pinay, Director Regina; Tanvir Singh, Director Moose Jaw (teleconference); Dan Christopher (Staff); and Carol Tetreault (Staff)

1. Subject: Call to Order

Vann called the meeting to order at 1:42 p.m. 1.1 Welcoming New Directors Vann expressed appreciation for the efforts and contributions of the General Council members who have recently completed their terms with the SPSA. He then offered a warm welcome to Prince Albert’s new Directors: Megan Yelland and Alyssa Unger. Vann also acknowledged Carol and Dan’s efforts for organizing this meeting.

2. Subject: Adoption of Agenda

MOVED by Justin, SECONDED by Suketu to accept the Agenda as amended. CARRIED.

3. Subject: Adoption of Meeting Minutes

The October 22, 2017 Meeting Minutes currently have all of Subject #8 marked as Closed Session. Only Item #8.8 – Student Appeals Committee should be Closed Session. MOVED by Suketu, SECONDED by Andrew to accept the October 22, 2017 Meeting Minutes as amended. CARRIED.

4. Subject: Executive Reports MOVED by Dallas, SECONDED by Arushi to accept the January 28, 2018 President’s & Vice Presidents’ Reports as presented. CARRIED.

5. Subject: Campus Council Reports

MOVED by Jesse, SECONDED by Suketu to accept Brooke Field’s January 28, 2018 Director’s Report as presented. CARRIED.

ACTION: Arushi, Andrew, Marissa, Tanvir, & Apoorav

6. Subject: Business Arising From Previous Meeting 6.1 VP Finance & Internal Operations’ Report – October 22, 2017 Refer to Subject #4 Executive Reports. 6.2 Bylaws Revisions Executive Council led the discussion on the proposed Bylaws amendments previously forwarded to General Council members for review. Dallas pointed out some additional Bylaw amendments to be considered: - Bylaw 1

o #14 – replace “Honorarium members will shall enjoy…” with “Honorary members shall enjoy…”

o #16 – replace current definition with “… shall refer to members of the SPSA as defined in Bylaw 4.”

- Bylaw 7 o #4. b. v. – replace “January 7th” with “March 31st”

Amending Bylaw #4, 1. B. to read “All full members…” was discussed, but it was deemed unnecessary at this time. MOVED by Dallas, SECONDED by Suketu to present the Bylaws amendments as presented to membership for consideration at the Special Meeting on February 15, 2018. CARRIED. Carol and Dan will make the necessary arrangements for the meetings at the various Campuses.

ACTION: Carol & Dan Vann will forward the pending Bylaws amendments to AVP Strohan as per Student Association Agreement item 2.2 (f).

ACTION: Vann 6.3 Transition Policy Ongoing. Justin will review the recent Transition Policy discussion notes and discuss it with the Governance and Policy Committee.

ACTION: Justin General Council members are asked to submit their feedback to Justin by February 2, 2018. Justin will send a reminder email.

ACTION: General Council 6.4 Annual General Meeting 6.4.1 Encouraging Attendance

At the most recent AGM, the turnout was lower than what the Council would like to see. Vann made a request for the General Council to increase their efforts for the next meeting. Carol suggested hosting future meetings on main-floor, high-traffic locations. Justin suggested F212 for PA in the future. Dallas requested flyers to handout for the upcoming meeting. Advertising will need to be up by Wednesday, January 31, 2018 in order to ensure Bylaw requirements are met. Carol and Dan to coordinate with Marketing.

ACTION: Carol & Dan 6.4.2 Compiling Meeting Documentation The Staff will ensure that the proper documents are available for the Special Meeting.

ACTION: Carol & Dan 6.5 SPSA Policy Revisions 6.5.1 Feedback on Fred’s Suggestions Ongoing.

ACTION: Justin 6.5.2 Removing References to Specific Campuses Any reference to PA and Saskatoon Campuses have been amended to include all four Campus locations. 6.5.3 Tracking Changes Based on New Student Association Agreement Ongoing.

ACTION: Carol & Dan 6.6 Ballot Destruction Complete. 6.7 Health & Dental Plan 6.7.1 Adapting Plan to Changes to Academic Model Complete. 6.7.2 SPSA Fee Structure Submission to Sask Polytech This item is still pending. The General Council discussed adjusting the mandatory program length for health and dental insurance for SPSA members. MOVED by Dallas, SECONDED by Justin to amend the threshold of mandatory assessment from 20 weeks to 12 weeks and to accommodate full-time and part-time students in on-campus base programs. CARRIED. The SPSA fee structure will be discussed at the upcoming Executive Council Budget Retreat. Justin will contact AVP Strohan requesting an extension of the fee assessment notification until March to collect more data to properly assess the usage of the health and dental plan among all Campuses in order to establish next year’s fees.

ACTION: Justin

6.8 Special Meeting for Bylaws Revisions The meeting is set for February 15, 2018 on all four campuses. Dan will coordinate logistics.

ACTION: Dan

7. Subject: Business For Future Discussion There is no Business for Future Discussion at this time.

8. Subject: New Business 8.1 Student Affairs Committee Chair Fred’s term ended on December 4, 2017. The new chair of the Student Affairs Committee is Dallas. He will set up committee meetings in the near future.

ACTION: Dallas 8.2 Remuneration & Honorarium Committee The Remuneration & Honorarium Committee requires one person from each Campus Council, as well as one person from SAC. The chair of the Committee is the VP Finance & Internal Operations. The General Council took a 5 minute break to discuss membership at 2:20 p.m. Members: Chair – Justin Skwark Saskatoon – Arushi Joshi Prince Albert – Megan Yelland Regina – Marissa Owens Moose Jaw – Suketu Ramsnehi

VPs will find SAC members or Students at Large to join the committee. One is required from each campus.

ACTION: Campus VPs Justin will then convene meeting.

ACTION: Justin 8.3 Upcoming Election – CRO and DROs The upcoming spring Election was discussed and the CRO and DRO roles are assigned as follows: - CRO: Vann Cortez - DROs:

o Prince Albert: Brooke Field o Regina: Andrew Pinay o Moose Jaw: Apoorav Joshi o Saskatoon: Arushi Joshi

8.4 Revisions to Strategic Plan

The SPSA will address areas on the Strategic Plan regarding increasing student interest in participating on the SPSA. Vann will compile information from this weekend’s General Council meeting and work on this with the Executive Council as part of the budget retreat. Any amendments will be presented to the General Council for approval.

ACTION: Vann 8.5 2nd Quarter Financial Statements Ending December 31, 2017 MOVED by Brooke, SECONDED by Suketu to accept the 2nd Quarter Financial Statements ending December 31, 2017 as presented. CARRIED. 8.6 Student Fee Assessment The Executive Council will discuss the student fee during the upcoming budget retreat. The General Council does not have enough information to determine the fee structure and service base at this point. This will be an ongoing item until the SPSA has been fully amalgamated for an entire year. Refer to Item #6.7.2 – SPSA Fee Structure Submission to Sask Polytech.

9. Subject: Closed Session The closed session began at 2:32 p.m. and ended at 2:54 p.m.

10. Subject: Announcements 10.1 Student Affairs and Governance & Policy Committee Emails Members are asked to check their email accounts for announcements from the Student Affairs and Governance & Policies committees regarding upcoming meetings. 10.2 Meeting with Herb Cox, Minister of Advanced Education The previous Minister of Advanced Education, Kevin Doherty, resigned shortly after meeting with Vann. On February 14, 2018, Vann will be meeting with the new Minister, Herb Cox. 10.3 Career Fair Prep Workshop in Moose Jaw On the MySaskPolytech website, Saskatoon is advertising a Job Search Workshop prior to the Career Fair. Moose Jaw was not offering one. Suketu spoke with a Moose Jaw Intercultural Services representative, and now Moose Jaw will be having a workshop as well.

11. Subject: Next Meeting March 24 & 25, 2018. Location: Saskatoon. Times and logistics to follow.

12. Subject: Adjournment MOVED by Jesse, SECONDED by Arushi to adjourn the meeting at 2:58 p.m. CARRIED.

Date Accepted: Signature:

SASKATCHEWAN POLYTECHNIC STUDENTS’ ASSOCIATION INC.

GENERAL COUNCIL MEETING MINUTES

Room 4.201 – Moose Jaw, SK Sunday, October 22, 2017

Present: Vann Cortez, President; Fred Entz, VP Finance & Internal Operations (Video/Teleconference); Jesse White, VP Prince Albert; Pamela MacArthur, VP Regina; Suketu Ramsnehi, VP Moose Jaw; Dallas Burnett, VP Saskatoon; Brooke Field, Director Prince Albert; Justin Skwark, Director Prince Albert; Parampreet Singh, Director Prince Albert; Ankita Rastogi, Director Saskatoon; Apoorav Joshi, Director Moose Jaw; Tanvir Singh, Director Moose Jaw; Megan Ngo, Director Moose Jaw; Andrew Pinay, Director Regina; Bethany Brochu, Director Regina; Dan Christopher (Staff); and Carol Tetreault (Staff)

Absent: Arushi Joshi, Director Saskatoon and Charmielaine Pangan, Director Saskatoon Guest: Wallace Hurlbert, Sask Polytech Director for Health, Safety and Security 1. Subject: Call to Order

Vann called the meeting to order at 9:35 a.m. 2. Subject: Adoption of Agenda

MOVED by Dallas, SECONDED by Jesse to accept the Agenda as amended. CARRIED.

3. Subject: Adoption of Meeting Minutes

MOVED by Brooke, SECONDED by Pamela to accept the April 30, 2017 Meeting Minutes as presented. CARRIED.

4. Subject: Executive Reports MOVED by Justin, SECONDED by Ankita to accept the October 22, 2017 President’s & Vice Presidents’ Reports as presented. CARRIED.

ACTION: Fred

5. Subject: Campus Council Reports MOVED by Parampreet, SECONDED by Dallas to accept the October 22, 2017 Directors’ Reports as presented. CARRIED.

Newly elected Directors will submit their Reports beginning next General Council Meeting. It was agreed that all future Reports will be sent directly to Dan three days prior to the meeting and Dan will distribute the Reports collectively.

6. Subject: Business Arising From Previous Meeting 6.1 Bylaws Revisions Bylaw amendments are required to be approved by SPSA membership at the Annual General Meeting or a Special Meeting as outlined in Bylaw 15 – Meetings. Being that the AGM is scheduled for November 8, 2017 members determined this is not an appropriate timeframe for Moose Jaw and Regina General Council members to sufficiently review to suggest Bylaws amendments. MOVED by Andrew, SECONDED by Justin to defer Bylaws amendments to a Special Meeting. CARRIED. Refer to Subject 8.7 Special Meeting Date for Bylaws Revisions. SPSA staff will review and compile amendments reflecting the recent province-wide organization for Executive Council to review prior to presentation to General Council members.

ACTION: Staff & Executive Council 6.2 Transition Policy Fred reviewed the SPSA’s intent for a transition policy which is to assist with tasks such as new member orientation. Fred indicated that such a policy is complex and he will be interviewing new members for feedback with the goal of creating a draft for such a policy.

ACTION: Fred Apoorav joined at 9:45 a.m., Tanvir joined at 9:46 a.m.

7. Subject: Business For Future Discussion There is no Business for Future Discussion at this time.

Closed Session began at 9:50 a.m.

8. Subject: New Business 8.1 Financial Statements 8.1.1 1st Quarter Financial Statements Ending September 30, 2017 Fred invited questions from members. MOVED by Justin, SECONDED by Parampreet to accept the 1st Quarter Financial Statements ending September 30, 2017 as presented. CARRIED. 8.1.2 YE June 2017 Audited Financial Statements The YE June 2017 Audited Financial Statements will be available to our membership upon approval by General Council. Vann commended the operational staff led by Carol Tetreault for ensuring auditing requirements were met.

MOVED by Pamela, SECONDED by Brooke to present the YE June 2017 Audited Financial Statements as received to our membership at the upcoming Annual General Meeting November 8, 2017. CARRIED. As the South Campuses officially joined the SPSA July 1, 2017, it was noted that the voting on the YE June 30, 2017 Audited Financial Statements will be for Saskatoon and Prince Albert only. 8.2 AGM – November 8, 2017 The next AGM is scheduled for November 8, 2017. Campus Councils are tasked with encouraging membership attendance.

ACTION: Campus Councils Advertising has been or will be distributed. Staff will compile all documentation for the meeting by Wednesday, October 25, 2017.

ACTION: Carol & Dan The AGM will take place during the November 8, 2017 noon hour. Room locations are as follows:

Moose Jaw – Macoun Lounge Prince Albert – Rm 153 Academic Building Regina – Room 716 Main Campus Saskatoon – Room 312 Main Campus

8.3 Selection of Committee Representatives As per Bylaw #12, Directors and VPs need to create the SPSA’s Standing Committees; Governance and Policy Committee and Student Affairs Committee. According to the Bylaw, each General Council Member is required to act as a representative on at least one of the SPSA’s Standing Committees. The assignment was determined as follows: Governance & Policy Committee Student Affairs Committee Fred Entz (Chair) Pamela MacArthur (Chair) Jesse White Brooke Field Dallas Burnett Andrew Pinay Ankita Rastogi Apoorav Joshi Suketu Ramsnehi Arushi Joshi Megan Ngo Charmielaine Pangan

Justin Skwark Parampreet Singh Tanvir Singh Bethany Brochu

8.4 SPSA Policy Revisions Fred has requested feedback and is awaiting responses from members. Fred noted that several amendments may be required depending on future Bylaws amendments.

ACTION: Governance & Policy Committee Members Several policies (for example, ADMIN-2) will need to be updated to remove any specific reference to campus locations ie) Prince Albert and Saskatoon.

MOVED by Dallas, SECONDED by Bethany to direct staff to remove any specific Campus locations referenced in any and all SPSA Policies. CARRIED. Staff will forward complete revisions to members.

ACTION: Carol & Dan SPSA Staff will also track other necessary changes based on the new Student Association Agreement which will be forwarded to the appropriate Council for approval.

ACTION: Carol & Dan 8.5 Ballot Destruction Fred announced that no grievances have been filed in relation to the Fall 2017 By-Election. MOVED by Fred, SECONDED by Bethany to destroy the 2017 Fall By-Election ballots. CARRIED.

ACTION: Carol 8.6 Health & Dental Plan – Expand Service to Include Part-time Students Core/base Programs part-time students have identified the desire to be included in the SPSA Health & Dental Plan as currently, the Plan does not extend to these part-time students. Vann noted that students on student loans are not covered for fees that are not automatically assessed by the institution. Presently, part-time students are not automatically assessed this fee but do have the option to opt-in. In turn, if these students were automatically assessed this fee, they could opt-out as is process for other automatically assessed students. Andrew inquired as to why Basic Education (BE) students are not automatically assessed the fee. BE students are not part of core/base programming but rather funded by the Provincial Training Allowance. Any student under a provincially funded model would not be automatically assessed the fee but could opt in by paying the appropriate fees. A copy of this information is available on the SPSA website under the Health and Dental Plan tab. Dallas brought up program changes and how the definitions of part-time and full-time may change with the modifications to the Academic Model. Staff will review the new Academic Model as it relates to program length prior to determining how best to adapt the Health & Dental Plan to meet the needs of our part-time students.

ACTION: Carol The Student Association Agreement states that the SPSA fee structure must be submitted to Sask Polytechnic by February 28 for inclusion in the upcoming year’s Tuition & Fee Policy. Carol will research various options for consideration.

ACTION: Carol 8.7 Special Meeting Date for Bylaws Revision All members agreed that it is important for the new SPSA members to have appropriate time to ensure understanding of the SPSA Bylaws prior to suggesting any revisions. Members determined that a Special Meeting of our membership will be

scheduled for February 15, 2018 in order to present any such proposed amendments. Any proposed revisions for presentation will be reviewed and approved for presentation at the next General Council Meeting, set for January 27 and 28, 2018. Dan will coordinate logistics at the various campuses and include this topic on the AGM Agenda.

ACTION: Dan

8.8 Student Appeals Committee Vann is in the process of researching Sask Polytech’s proposed Policy and its Committee structure. The new Sask Polytech Student Appeal policy is slated to take effect January, 2018. In the previous policy, the Level 3 Appeal Committee included three faculty members and two students. The proposed policy only includes two faculty members and one student. Bias, fairness, and intimidation are now concerns. The SPSA feels the need to ensure that students are represented equally on the committee. The Student Appeal process applies to issues such as being treated unfairly by an instructor. For example, being unnecessarily disciplined, put on probation, or locked out of classes. There are three levels to the appeal process, with this committee being the final level for appeal. The proposed Policy will continue to be reviewed to ensure proper representation and that the students’ best interests are met.

ACTION: Vann A current issue was brought up regarding an instructor possibly attempting to bias other institutions when providing a reference for a student. Carol will research whether or not Sask Polytechnic has a policy on providing a reference for a student.

ACTION: Carol

A copy of both the new and old Student Appeal Policy will be distributed to General Council members.

ACTION: Dan

8.9 Capital Asset Fund Disbursement One priority for the SPSA is to ensure that the necessary computer and equipment is in place for Regina and Moose Jaw SA Offices. MOVED by Andrew, SECONDED by Justin to direct the Executive Council to access the 2017-2018 Moose Jaw and Regina Capital Asset Funds for essential equipment purchases. CARRIED.

ACTION: Executive Council Closed session ended at 10:50 a.m.

9. Subject: Announcements 9.1 Meeting with Minister of Advanced Education On October 24, 2017, Vann is meeting with the Minister of Advanced Education in Regina. The last meeting of this type was approximately two years ago.

9.2 General Council Meeting Logistics Vann thanked Dan and Carol for the coordination of the General Council Itinerary.

10. Subject: Next Meeting January 27th and 28th, 2018. Exact times TBD. Location: Prince Albert. Exact room TBD. The following meeting will be in Regina – essentially a South/North rotation. Jesse suggested adding a fourth General Council meeting to cover all locations within a year. This suggested change would require a Bylaw amendment.

11. Subject: Adjournment MOVED by Pamela, SECONDED by Bethany to adjourn the meeting at 10:56 a.m. CARRIED. Date Accepted: Signature: