Executive Meeting Agenda Monday October 3rd, 2016 5:30pm - 8:30pm

5.1 Call to Order

5.2 Acceptance of the Agenda

5.3 Acceptance of Meeting Minutes: September 19th 2016

5.4 Progress Reports

5.5 Presentation by Engineers Without Borders - Navtej H.

5.6 Club Applications

5.6.1 Biotechnology Undergraduate Research Group (BURG) - Blake T.

5.7 Committee Appointments - Matthew May

5.7.1 Clubs Committee Appointment

5.7.2 External Relations Appointment

5.8 BCIT United Way Fundraiser at Library - Discussion - Matthew May

5.9 Open Access Week – Student Representative Appointement - Matthew May

5.10 Question Period

5.11 Reminders

5.11.1 Next Council Meeting – Monday October 17th @ 5:30pm

Executive Meeting Agenda Monday October 3rd, 2016 5:30pm - 8:30pm

5.11.2 BCITSA Industry Week – October 3rd – 6th

5.11.3 Council mingler

5.11.4 Councillor payment schedule

5.12 Meeting Adjournment

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Council Meeting

Monday, October 3rd, 2016 Minutes

Executives:

Matthew May - President Jessica Graham - VP Finance and Administration Saf Dewji - VP External Affairs Jae Lee - VP Campus Life Dominic Terrado - VP Student Affairs Nav Bhatti – Chair, School of Computing & Academic Studies Kayla Di Bauda – Chair, School of Health Sciences Inder Gill – Chair, School of Business Justin Prasad – Chair, Schools of Transportation, Construction & the Environment Tyson Sangha – Chair, Aerospace Technology Campus Dean Tamboline – Chair, School of Energy

Staff: Caroline Gagnon, Executive Director Justin Bargiacchi, HR Coordinator Darla Williscroft, Administrative Coordinator

Councillors: Maryam Baghalha Vasiliy Baryshnikov Luiza Cabadas David-Alexander Dabic Ankit Dhami Dimitri Dimitrov Megan Euverman Jamal Hezit Alice Ho Boris Jovic Angela Kim Silvia Lee

Jonathan Martel-Trombley Moshtagh Mohammadi Stephanie Mulder Sean Peterson Artti Prasad Sophia Romero Adbiel Tabaco Blake Tamboline Alex Tian Megan Tius Matt Vickars Henry Vo

Absent: Emilio Da Silva – Downtown Campus Justin Hamilton – Annacis Island Campus Daniel Baranowski

Mary Hillis Michael Hui

Guests: Navtej Heir Julie Cantes

Vivi Fang Dan Zhu

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5.1 Meeting Called to Order The Chairperson, Matthew, calls the meeting to order at 17:49 (35 voting members, including Chair). 5.2 Acceptance of the Agenda It was moved that the agenda be accepted with the following change: Add “Appointment to External Relations Committee” to 5.2. Vote to Amend Moved by: Saf Dewji Seconded by: Dean Tamboline 34/0/1 Carried Moved by: Dominic Terrado Seconded by: Justin Prasad 34/0/1 Carried 5.3 Acceptance of Meeting Minutes Be it resolved that the Council Meeting Minutes from 2016-09-19 be accepted as distributed. Moved by: Sean Peterson Seconded by: Sophia Romero 35/0/0 Carried 5.4 Progress Reports Emilio Da Silva (Downtown Campus Satellite Councillor)

• Absent.

Matthew May (President) • As submitted.

Nav Bhatti (Chair - School of Computing and Academic Studies) • As submitted.

Inder Gill (Chair - School of Business) • As submitted. • Set Rep meeting next week.

Jessica Graham (VP - Finance & Administration) • As submitted.

Dominic Terrado (VP - Student Affairs)

• As submitted.

Kayla Di Bauda (Chair - School of Health)

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• As submitted.

Saf Dewji (VP External Affairs) • As submitted. • Attended Entrepreneurship LAUNCH! event with Jessica and Matthew as panel

speaker for Procurify. • Board of Directors for Alumni Association saw Nancy Armitage, Director, step

down. They are looking to update and modify bylaws for the Association.

Caroline Gagnon (Executive Director) • As submitted.

Tyson Sangha (Chair - Aerospace Technology Campus) • As submitted.

Jae Lee (VP Campus Life) • As submitted.

Justin Prasad (Chair - School of Transportation, Construction and the Environment) • As submitted. • Set up a meeting for potential collaboration with Library.

Dean Tamboline (Chair - School of Energy) • As submitted.

Justin Hamilton (AIC Satellite Councillor) • Absent.

One councillor left at 17:58. 5.5 Presentation by Engineers Without Borders

• Navtej Heir, Engineers Without Borders club President, and Stephanie Mulder, Fair Trade lead.

• Looking to get school Fair Trade certified – most widely recognized ethical trading label in the world; covers wide selection of products.

• Better prices and working conditions for farmers and workers – ensures their fair treatment and payment; also ensures no child labour.

• Pays a Fair Trade Minimum and Premium – maintains a minimum price for traded products, even if market prices drop.

• Need a steering committee to meet a minimum of two times per year. Committee is to consist of one institution Vice President, one retail manager from BCIT, one retail manager from SA, one faculty member, and one student representative (which would be Stephanie).

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• To become Fair Trade certified, the requirements are to sell: only Fair Trade coffee, at least three Fair Trade teas, and at least one Fair Trade chocolate bar. Other requirements are: Fair Trade beverages must be served at meetings, a page on BCIT’s website educating about Fair Trade, and one campus administrator must be in attendance at events.

Discussion: • How did you come up with committee members? Required by Fair Trade Canada. • Does Tim Hortons fall under this? It is a grey area – brands which are their own

‘brands’ are exempt – The Rix would have to sell the Starbucks Fair Trade ‘brands’ since they carry Starbucks.

• Is there a minimum quota for products sold? No, as long as they are available. • Will you be rolling this out to satellite campuses as well? That is the goal – have

to ensure all campuses are involved. • Is there a reason why all coffee must be Fair Trade? It is more of an availability

thing – a lot of brands sell Fair Trade coffee already and it is a popular product; chocolate is harder to find Fair Trade so the requirement is to have one type available.

• What would be the cost to the Stand stores? Similar pricing; JJ Bean does have a Fair Trade blend; Cadbury does have Fair Trade bars (Dairy Milk).

• Presented this last year as well and issue was sent to an ad hoc committee. Not a lot happened, it was an awkward time for meetings during council transition period; no report to give.

• Understand concept of Fair Trade, but would we be doing it for the wrong reasons? Why would you want to bring in product that does not sell, like the chocolate bar which was removed from the Stand? You can buy a Fair Trade chocolate bar yourself off campus, but why bother bringing them here if the overall mentality of campus does not change? JJ Bean already pays well above Fair Trade minimums. Issue of fairness in regards to big brands on campus, like Tim Hortons. We need to make a message to the big brands as they have more purchasing power and influence if we want to make a stand on the issue.

o Need to work on student engagement in Fair Trade - maybe look into less expensive Fair Trade options to increase awareness and engagement.

o Tim Hortons will not become Fair Trade – have already been pushed but have not changed.

o SFU used to have Starbucks and a lot of them left because of Fair Trade requirements.

o Twenty Fair Trade campuses in Canada; in Europe as well. • How do we know Fair Trade is held accountable to ensure no child labour? FLO-

Cert goes twice a year to farms for a few weeks at a time to audit.

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• Brought up before and here it is again – has there been any improvement in student interest? We had a chocolate bar and it left because students are poor and cannot afford the higher price for it. Have brought out free ice cream to event, sold Fair Trade roses, and hosted Fair Trade soccer game – could engage more students with more events in the future.

• Was the previous chocolate bar phased out or just did not sell? Expired without selling so was taken out.

• Any data or benchmarking for other organizations who have implemented Fair Trade? Surveys of student acceptance? SFU and UBC have been Fair Trade certified for approximately five years; based on a survey, their students were willing to pay an additional fifteen cents more; Chartwells on campus had ethical coffee and replaced it with Van Houtte for better flavor.

• Most problems with becoming certified are with the Stand not carrying products. BCIT is very interested in becoming Fair Trade certified so therefore, we would like to see ad hoc committee in place.

5.5.1 Fair Trade ad hoc Subcommittee Creation • Report will be conducted for feasibility and presented to Council.

Motion: Be it resolved that Council enacts an ad hoc committee with the mandate of giving a report back to council of the feasibility of Fair Trade by the first meeting of 2017. Moved by: Stephanie Mulder Seconded by Justin Prasad 29/2/3 Carried 5.5.2 Councillor Appointments to Fair Trade Subcommittee Motion: Be it resolved that the following Executives and Councillors be appointed to the Fair Trade ad hoc Committee: Justin Prasad, Nav Bhatti, Moshtagh Mohammadi, Alice Ho, and Stephanie Mulder. Moved by: Justin Prasad Seconded by: Moshtagh Mohammadi 32/0/2 Carried 5.6 Club Applications 5.6.1 Biotechnology Undergraduate Research Group

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• Blake Tamboline on behalf of group. • Biotechnology is the use and manipulation of organisms to produce a product or

make them useful for humans. • Would like to get equipment and use resources within BCIT to conduct

experiments; first club of this type within BCIT and Canada; would like to involve students from different disciplines to incorporate ideas.

• Currently would like to take certain type of fungi which has been shown to kill pathogens, like E. coli, for water purification; would like to eventually take idea to developing countries but need to first understand how process works.

• Request $500 for club funding; takes about $2 billion to take pharmaceuticals from idea to market, therefore $500 is a small request.

Discussion: • Excited for collaborations within and between programs; would like to branch

ideas. • Are you going to get funding from other places? Is it going to be sustainable?

Fungi are sustainable, but the media is the expensive piece; will eventually look for sponsorship elsewhere, such as biotech companies, once club is established.

• Club funding is not passed at this level – will be sent to Clubs Committee. • How will first year students become involved? Will look into having students

become interested and mentor them to cycle into leadership roles. • What do you plan to do with the club? Will have meetings biweekly to share

ideas. Program Head of Biotechnology and 2 instructors are on board and will oversee weekly wet lab experiments; just have to supply own materials to work with.

Motion: Be it resolved that the Biotechnology Undergraduate Research Group be a BCITSA sanctioned Club. Moved by: Jamal Hezit Seconded by: Tyson Sangha 31/1/1 Carried 5.7 Committee Appointments 5.7.1 Clubs Committee Appointment Motion: Be it resolved that the following Council member be appointed to the Clubs Committee: Boris Jovic.

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Moved by: Jae Lee Seconded by: Stephanie Mulder 32/0/1 Carried 5.7.2 External Relations Committee Be it resolved that the following Council member be appointed to the External Relations Committee: Luiza Cabados. Moveded by: Justin Prasad Seconded by: Saf Dewji 33/0/1 Carried 5.8 BCIT United Way Fundraiser at Library – Discussion Discussion:

• Library looking for SA’s support for events. • Game night (trivia) – need help to find a good week for students to have large

buy-in from staff, students, and community; use new study rooms for trivia teams; can bring in instructors onto teams; great way to involve community and show off new facilities.

• 50/50 deal for prizing. • Halloween costume party in library 2016-10-28 – need help for advertising and

monitoring event; tickets sold at Library; dry event with potential for after party at Habitat; Trina and James would bring in creativity to ensure success.

• Good idea to work with Library since they seem keen to help us out; SA would be organizing events.

• Need motion to be able to support event as per Bylaws. • Is there a monetary commitment from SA? Just wages for Trina and James to

assist.

Motion: Be it resolved that the SA will support the Trivia night and Halloween party events at the BCIT Library for United Way Fundraising. Moved by: Matthew Vickars Seconded by: Nav Bhatti 29/4/1 Carried 5.9 Open Access Week – Student Representative Appointment

• Open-source books – an initiative they want to bring to BCIT; idea of faculty using open-source resources; want to make discussion panel consisting of BCIT and SFU students to discuss ideas surrounding this.

• Library wants to branch out and work closer with students and community – new Director in place.

• Looking for a point of view – someone who would be comfortable sitting in front of people speaking about Open Educational Resources; moderator will be leading

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panel discussions; will be there as a student representative not an SA representative.

• This will be on Tuesday, 2016-10-25 from 12:00 to 13:00; may have more panels in the future.

• Darla and Justin can provide information about expectations. Discussion:

• Nominees for panel – Matthew Vickars and Boris Jovic by self-appointment.

5.10 Question Period • Where are we with the part-time UPass situation? What steps will happen this

year to move this forward? Re-opened petition for signatures, and External Relations Committee will push with assistance of Marketing and Communications department.

o Is it possible for live signature update on website? Goal was 2000 signatures which is why it didn’t proceed last time.

o BCIT is the only post-secondary institution without UPass for part-time students.

o Bring up more aggressively at Joint Executive meetings. o Exchange student does not have the right to UPass although they are

taking full course load; would petition cover them? BCIT does not recognize them as full-time because they call all exchange students as being part-time. In other cultures where these students are coming from transit is highly used.

o Do signatures count from satellite campuses? Yes, any part-time student can sign.

o Why do other post-secondary institutions have option to opt-out of UPass? They do not; only 2 to 3% of students can opt-out under the hardship clause.

o How are the signatures collected? Electronically via Google form; looking to use iPads to collect signatures around campus. Let all your part-time friends know.

o Can we push it through myBCIT? No; only through eblasts from the SA. o Promote this issue though social media channels to reach friends and

further community. • Industry Week – features companies for civil engineering: McElhanney and PCL.

Be sure to come out. • Will talk about budget sheet at next meeting.

5.11 Reminders 5.11.1 Next Council Meeting: Monday, 2016-10-17 at 17:30. 5.11.2 BCITSA Industry Week: 2016-10-03 to 06.

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5.11.3 Council mingler: 2016-10-24 at Habitat; beer sponsor potentially – details to follow next meeting. 5.11.4 Councillor payment schedule: Darla will send out soon regarding how payments are processed and sent out. 5.12 Meeting Adjournment It was moved by Sean Peterson and seconded by Tyson Sangha that the meeting be adjourned. 34/0/0 19:30 Carried

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BCIT Fair Trade Purchasing Policy

Preamble

The purpose of this policy is to set current and future guidelines for the provision and availability of Fair Trade Certified products at BCIT.

The Fair Trade label in Canada indicates that the product meets Fair Trade standards, as certified by TransFair Canada, an independent, non-profit certification body. TransFair Canada is a member of the Fairtrade Labelling Organizations International (FLO), which sets the standards for Fair Trade certification internationally. The Fair Trade Certified logo guarantees Fair Trade standards: “Fair trade products can be just like any other. Because production and trade standards cannot be verified by looking at a final product, certification and labelling systems are used to verify fair practices” (Source: Fair Trade Magazine: Canada’s Voice for Social Sustainability, Winter/Spring 2015, page 7).

Implementation of this purchasing policy does not require BCIT or BCITSA to undertake any tracking or monitoring of the production and trading path of Fair Trade Certified products.

What is Fair Trade?

Fair Trade is a market-based system that uses informed consumer support to influence international trade practices toward greater social and environmental sustainability. As a response to conventional trade systems, fair trade aims to build mutually beneficial relationships between producers and consumers.

Fair trade is a powerful tool that aims to empower marginalized producers to improve their own living conditions. Fair Trade organizations (backed by consumers) are engaged actively in supporting producers, awareness raising, and in campaigning for changes in the rules and practice of conventional international trade.

Overall Goals for Fair Trade:

1. Producers are paid a fair price that covers costs of production and adequate living standards for hired labour.

2. Producer groups ensure high standards for labour, environmental sustainability, and respect for cultural identity.

3. Producers are paid a premium that supports business development and community initiatives such as improving access to healthcare and education.

4. Producers, consumers, and businesses build stronger connections, reducing inefficiencies and encouraging direct relationships.

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Defining Fair Trade Certified

Fair Trade Certified is commonly defined as a “rigorous international system of monitoring, auditing and certification governed by the Fair Trade Labeling Organizations International (FLO).” FLO is the international body which, in partnership with fair trade producers, businesses and member organizations set the standards for Fair Trade certification globally. Certification or licensing of specific products is conducted by FLO member organizations in each country, such as TransFair Canada.

Defining Fairly Traded

The term “Fairly Traded” is commonly defined as business or trading practices which work within the paradigm of Fair Trade but which are not Fair Trade Certified. Many organizations which fall into this category are federated under The International Fair Trade Association (IFAT). Fairly traded items are often handicrafts, but commodities such as coffee, are also fairly traded.

Defining Organic

The term ‘organic’ is commonly defined as plants or animals which are raised or produced in agricultural system which “promotes and enhances biodiversity, biological cycles and soil biological activity”, integrating the parts of the farming system into an ecological whole. In an organic system, agricultural fertilizers and soil conditioners utilized in production must be primarily derived from animal or vegetable sources as opposed to mineral or petrochemical sources; no synthetic herbicides, pesticides or chemical fertilizers should be used.

Defining Certified Organic

The term ‘certified organic’ is commonly defined as systems of monitoring and regulation of production processes which ensure that a product is produced organically. There are multiple organizations which certify a product as “organic” and there is an ongoing debate around what really constitutes organic. There are multiple certification bodies which certify products as organic in Canada. In 1999, the Standards Council of Canada developed the Canadian Standard for Organic Agriculture which acts as a minimum standard for all organic certification bodies in Canada.

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Terms and Conditions of Fair Trade purchasing policy at BCIT

1. All non-flavored coffee sold at BCIT-operated or BCIT-contracted outlets or BCITSA-operated or BCITSA-contracted outlets shall be Fair Trade Certified. This excludes the Tim Horton’s outlet outside SE12.

2. At BCIT-operated or BCIT-contracted outlets or BCITSA-operated or BCITSA-contracted outlets where tea is available, there will be at minimum three Fair Trade Certified options available.

3. At BCIT-operated or BCIT-contracted outlets or BCITSA-operated or BCITSA-contracted outlets where chocolate is available, there will be at minimum of one (1) Fair Trade certified option available.

4. This policy applies to all present and future BCIT-operated or BCIT-contracted outlets or BCITSA-operated or BCITSA-contracted outlets including, but not limited to, the cafeterias located at the Burnaby, Aerospace, Downtown and Marine campuses; at all institute functions, including those of the BCITSA, where coffee and/or tea are served, including, but not limited to, receptions, banquets and ceremonies; and in vending machines.

5. A Fair Trade Steering Committee must be formed to ensure continued commitment to the local Fair Trade Campus Designation. This committee shall establish and maintain a balanced membership of volunteers and administrative representatives. The committee will meet a minimum of twice per year to discuss annual goals and to assess progress. The committee is to submit an annual report to the Canadian Fair Trade Network by July 1st that includes a completed renewal form, targets for the upcoming year, and progress assessment for the previous year.

6. Fair Trade Certified products must be clearly labeled by the supplier and the vendor with the Fair Trade Certified logo for consumers to see. Fair Trade Certified products must be priced such that cost alone will not be an overriding factor in consumer selection.

7. The majority of Fair Trade Certified products are also certified organic. When feasible, Fair Trade Certified products sold at BCIT shall also be certified organic. There are multiple standards for organic certification, any one of which is acceptable.

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Steps to Implementing Fair Trade at BCIT

The Terms and Conditions above are effective at date of policy approval.

Ongoing Efforts to Expand Fair Trade

BCIT and BCITSA managed or contracted outlets and operations will actively pursue the inclusion of additional Fair Trade Certified products as they become accessible to the vendors. Coffee, tea, sugar, produce, and sports equipment will be prioritized for continued research and addition to campus provided options as soon as possible.

Review and Updates

Provision of Fair Trade products represent a growing understanding of the social, political, economic and health issues related to food. The BCIT Fair Trade Steering Committee will continue to review the implementations of this policy and make recommendations for expansion of the policy as required by best practices.