SAC Minutes Wednesday, October 30, 2013 SUB ROOM 224, 4:00pm

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1 SAC Minutes Wednesday, October 30, 2013 SUB ROOM 224, 4:00pm Attendance: Nina Scott, Philip He, Joshua Bokor, Derek Moore, Sebastian Silley Regrets: Aaron Bailey, Jeff Aschkinasi The meeting was called to order at 4:10 pm. PRESENTATION Club Constitution - AMS Chapter Club for Unite for Sight CONSTITUTION 1. MOVED NINA SCOTT; SECONDED DEREK MOORE: (SACD 82-14) BE IT RESOLVED THAT SAC approve the constitution of Unite for Sight as an AMS club....carried Non-profit to provide high quality eye-care for world s poorest people (both surgery and nonsurgical eye care). Bring up awareness for preventable blindness; contribute to the global health community. Provides opportunity to work abroad and attend conferences. Fundraising events, money go directly to eliminating preventable blindness. Great opportunity for prooptometry students or anyone interested in eye health. Derek: Tell us more about the abroad opportunities. Volunteers can shadow/assist optometrists abroad to gain experience. Derek: Can you tell about the external, overhead organization? Chapter for Unite for Sight. The larger group will let members know about opportunities, and all money will be submitted monthly directly to the larger unite for Sight organization. Derek: Would anyone external to your chapter control the money/executive? Nina: Would they provide you with any funds? No, the chapter will be on their own. We would ask for sponsorship from other places. They will only donate the money to Unite for Sight. Ricardo: The budget shows a large profit at the end of the year, but the AMS is not for profit, so you cannot have a end of year profit. We will not have any profit, as all profit will be donated to Unite for Sight. Ricardo: Then you might want to update your budget to reflect that. Nina: How much interest is there in the club? We have the executive, but we have about 7 people right now, but as we are not officially approved, we foresee getting more people joining. We have contacted the Preoptometry club with our information, but they want to see us being active before they take more interest. Nina: Are there any other clubs that have similar mandate? Philip: No Nina and Derek: They seem like they would work together Pre-optometry, similarly minded clubs, which should be good.

2 SAC Minutes: Oct 30, 2013 Page 2 Derek: Any other thoughts? Nina and Philip: No, they seem fine. They seem to have some interest and staying power. MINUTES 2. MOVED NINA SCOTT; SECONDED DEREK MOORE: (SACD 81-14) BE IT RESOLVED THAT SAC approve the minutes of their meeting held on Oct 23, *Tabled, as no one has read the minutes....tabled Derek: New rule, there will be quiz next week, and if no one has read the minutes for next week, they shall buy everyone else a cookie. Derek will also owe everyone a cookie if he does not write the quiz. The quiz can be open book and bring in the minutes with them. DISCUSSION Ski & Board Club office damaged (cost of repair is higher than expected according to MK) Nina: Ski and board ran a skateboard (and possibly a person) through the walls. It turns out there may be also esbestos in the wall which has now been released. Their health may be in danger, so they may have to be evacuated from the office while more repairs and aespotose remediation go ahead, around $15,000. Ricardo: Michael Kingsmill suggests that the wall could be just drywalled, which UBC doesn t really like, but we have authority here. Derek: Can we advise Michael to do what is safest for people, but at the lowest cost? Nina: I agree, $15,000 is quite a lot and quite harsh to put on Ski and Board. Derek: Is the AMS liable for this? It seems like a health and safety issue Ricardo: Yes we should probably kick them out right now. Sebastian: I don t think we are liable, but we should evacuate them. Derek and Nina: Agreed, but is there a place to move them to? Philip: I will think about it, have a plan drawn up by tomorrow (October 31)

3 SAC Minutes: Oct 30, 2013 Page 3 Sebastian and Derek: We will have to think about where they will be relocated to, we cannot kick another club out just to move Ski and Board. Sebastian: Could we ask if other clubs would mind providing some space to house their stuff? Derek and Nina: Philip, why don t you think about it to see what the possible options are about finding a temporary solution. Derek: We will ask Michael about what the best course of action is here. Derek: Motion to order the evacuation of the office? 3. MOVED NINA SCOTT; SECONDED PHILIP HE: BE IT RESOLVED THAT SAC immediately evacuate the office of room 125 (Ski and Board Club) due to the presence of asbestos. carried CVC complaint about their missing couch Nina: Ricardo is pretty certain that the couch was disposed of, as it was not labeled. The other CVC things were labeled, but the couch was separate from the rest, which Shaun might not aware of. Derek: Did CVC have knowledge of the move? Nina: I believe so, I spoke with Rae (CVC President) and she said she knew. Derek: Are there written records of this? Nina: Yes, I believe I have the s somewhere. To the best of my knowledge they knew about the move in advance. Derek: Why would the couch have been thrown away? Nina: I don t know, I assume that Housestaff moved everything there, but it seems to have been just left there. We will need to have to talk to Shaun for more information. Derek: Could you find from Shaun more information, maybe the record to figure out what happened? Nina: Yeah, I can get the s from him. Art Gallery permanent collection Josh: I just wanted to notify SAC about looking into a partnership with the AMS and the Vancouver Art Gallery. We should be renting out pieces of the collection hopefully next semester, dependent on acquiring

4 SAC Minutes: Oct 30, 2013 Page 4 Sebastian: What software? Josh: I have been looking into purchasing a collections management software to centralize and better manage the collection better. Derek: How will the pieces to be rented be chosen? Josh: The VAG Rental and Sales program will visit the client s space themselves, and then send us a proposal if they believe something from our collection fits the client s preferences. The proposal will be approved first by Art Gallery Committee, then by SAC, then signed by the VP-Admin and the Director of Finance and Administration (the VAG wants someone to sign who has a more longer term presence). UBC Pre-Law Societies office Philip: This should be mostly taken care off. Sprouts took up too much space and created a smell and pest issue. They were in the office temporarily. They will be moving out soon to another office. Derek: What were they storing? Philip: Turnips and things. Nina: Buckets and buckets of turnips. Philip: Are they spicy? Nina: Umm, I am not sure what you are talking about. I love turnips, but they aren t spicy. Scottish people don t generally enjoy spicy things, unless it is vindaloo. Derek: You can handle vindaloo?! Nina: Yeah, we have a thing about drunkenly eating vindaloo. Philip: Wait, is it that colour? *points to the wall colour* Nina and Derek: No, that s more taro I think. Josh: You guys realize this is all going in the minutes right? SAC AMS-external group policy update (Oct 2013) Philip: External groups have the lowest priority for bookings and room rentals. This new section should outline all the privileges these groups have as an external group. Derek: So the external groups are at the bottom rung? This makes the most sense; they have their own structuring.

5 SAC Minutes: Oct 30, 2013 Page 5 Philip: Yes, they don t get mailbox service, they don t get finance services. Derek: We are going to be kicked out soon, lets just table this and put it as top priority for next week. Ungerboeck funding motion Derek: The motion is to suspend code so SAC can apply for the Clubs Benefit Fund. The quote for Ungerboeck is only up to $600, significantly less than $1800-$2400 originally quoted. Philip: *reads the motion* Derek: I don t believe that it will be necessary to suspend everything; just the necessary pieces and then FinCom will make their ruling. Derek: Can we make a motion to send this to Council? 4. MOVED PHILIP HE; SECONDED SEBASTIAN SILLEY: BE IT RESOLVED THAT SAC approves a motion to send a motion to Council that Council suspend the relevant sections of Code on the Clubs Benefit Fund to allow money from that fund to be spent on a software system from the Ungerboeck company in order to manage AMS club memberships....carried Education Student Association coin flip Derek: The ESA has an odd issue. As they are only one-year programs, the department steps in to take over a few things during the summer. For the election, there was a ballot error, which was resolved, but 2 candidates had a tie. The Elections Administrator directed department to decide the winner by coin-toss. The candidates were unhappy about this and Phaedra Rucks resigned. What should we do? Nina: We should look into Constituency policy and elections to see the issues. We don t want to create a president. We do not want this to become a habit. Philip: SAC Policy does not have policy about that. Sebastian and Nina: It has already happened, but we should set up a contingency for the future. Sebastian: What happens when there is a tie in the AMS? Derek: The voting system accounts for that, but I am not sure. Alright, this is just a brief then, we ll let it be.

6 SAC Minutes: Oct 30, 2013 Page 6 NEXT MEETING The next meeting of SAC is scheduled on Wednesday, Nov 6, 2013 in SUB Room 266J at 4 pm. ADJOURNMENT There being no further business to conduct, the meeting was adjourned at 5:16 pm.