2022 SUS Annual General Meeting

Apr

2022 SUS Annual General Meeting

Zoom

Wednesday, April 27 2022

12:00pm - 1:30pm PDT

Please click the link below to join the webinar:

https://us06web.zoom.us/j/88056498227?pwd=V1NHVFFaZUpxVEZVZE9aemdHTHphUT09

Passcode: UFVSUS Or One tap mobile : US: +13017158592,,88056498227#,,,,*568128# or +13126266799,,88056498227#,,,,*568128#

Or Telephone: Dial(for higher quality, dial a number based on your current location):

US: +1 301 715 8592 or +1 312 626 6799 or +1 346 248 7799 or +1 669 900 6833 or +1 929 205 6099 or +1 253 215 8782

Webinar ID: 880 5649 8227 Passcode: 568128

International numbers available: https://us06web.zoom.us/u/kbL5prKhKU

Call to Order

12:00 pm PDT
1. Land Acknowledgment
  
  We would like to acknowledge that the UFV Student Union Society is located on the ancestral, unceded, and current homelands of the Halq'eméylem speaking Stó:lō Nation and to extend our appreciation for the opportunity to live, work and learn on this territory.
  1. Roll Call
    
    BOARD CHAIR:
    Esther Jimenez Atochero
    
    BOARD MEMBERS:
    Nikiel Lal
    President
    
    Duncan Herd
    Vice President Internal
    
    Ashley McDougall Vice President External
    
    Vlad Gavrilov Vice President Students
    
    Claudia Daboin Incoming VPS
    
    Danika Elias
    College of Arts Representative
    
    Harman Gill
    Faculty of Professional Studies Representative
    
    Jasleen Brar
    Faculty of Health Sciences Representative
    
    Biyas Harry
    Faculty of Science of Representative
    
    Moninder Grewal
    Student Representative At-Large
    
    Adam Magalhães
    Incoming VPI/Student Representative At-Large
    
    Olivia Lake de Meza
    Executive Director
    
    STAFF
    
    Tania Smart
    Governance & Finance Manager
    
    Jessica Levesque
    Programs & Services Manager
Items for Adoption

12:00 pm
1. Consent Agenda
  
  5 mins
  
  12:00 pm
  1. Approval of the Agenda
2. Conflict of Interest Disclosures
Special Presentations and Discussions

12:05 pm
1. Introductions
  
  10 mins
  
  12:05 pm
2. Presentation of Audited 2020-2021 Financial Statements
  
  15 mins
  
  12:15 pm
3. SUS 2021-2022 Annual Report & Budget
  
  25 mins
  
  12:30 pm
4. Executive Goal Plan Update
  
  20 mins
  
  12:55 pm
5. Giveaway!
  
  15 mins
  
  1:15 pm
Question Period
Date and Time of Upcoming Meetings
Adjournment

Call to Order

SUS Annual General Meeting called to order @ 12:10 pm on April 27, 2022.

Land Acknowledgment

We would like to acknowledge that the UFV Student Union Society is located on the ancestral, unceded, and current homelands of the Halq'eméylem speaking Stó:lō Nation and to extend our appreciation for the opportunity to live, work and learn on this territory.

Roll Call

BOARD CHAIR:
Esther Jimenez Atochero

BOARD MEMBERS:
Nikiel Lal President

Duncan Herd Vice President Internal

Ashley McDougall Vice President External

Vladislav Gavrilov Vice President Students

Claudia Daboin Incoming VPS

Danika Elias College of Arts Representative

Harman Gill Faculty of Professional Studies Representative

Jasleen Brar Faculty of Health Sciences Representative

Biyas Harry Faculty of Science of Representative

Moninder Grewal Student Representative At-Large

Adam Magalhães Incoming VPI and Student Representative At-Large

Olivia Lake de Meza Executive Director

STAFF

Tania Smart Governance & Finance Manager

Jessica Levesque Programs & Services Manager

Items for Adoption

None

Consent Agenda

Approval of the Agenda

Motion to approve Agenda

Seconded

No changes or discussion

Voted on and approved as distributed

Conflict of Interest Disclosures

None

Special Presentations and Discussions

Introductions

Finance & Governance Manager introduced auditor from Grant Thornton, Alex Lau who presented the financial statements

Presentation of Audited 2020-2021 Financial Statements

The upcoming years audit will be completed in the next couple months

*Independent auditors report was presented.

-This report was to the members of SUS and anyone who wishes to view

-The report described the responsibilities of the auditor and management at the Student Union Society.

*Statement of Revenues

Items of note include the decrease in U-Pass fee revenue, mostly due to Covid-19

Other revenues remained relatively consistent in comparison to previous years.

*Balance Sheet

-Assets remain more or less the same compared to previous years

-Short term investments continue

-Capital assets - no major additions

-Prepaid lease for the building remains the same

*Liabilities

-Fairground Revenue and Accounts Payable are approx. same as previous years

-Refinancing of debt- some moved to a long term portion

-Net assets unrestricted amounts $1.986 million

-Restricted membership fund of $5.6 million

*Statement of cash flows

-Operating, Financing, and Investing cash flows were presented

-Increase in cash $617k mostly due to operations in the year

SUS 2021-2022 Annual Report & Budget

**ANNUAL REPORT**

Executive Director presented the Annual Report

-Brief overview of the fiscal year

-Programs and Services team department created, devoted to services (Health and Dental, Upass, Shuttle)

-Marketing and communications team was created and now managing the social media posts, emails, videos, and all external communications

-Advocacy strategy saw an increase student engagement

*Governance

-Two major things SUS has done this year changing the way the Board of Directors is structured and funding for Clubs and Associations

*C&A- revamped the Policy and procedures

-$10,000 ringfneced for C&A funding

-Process for applying for funding has been updated on SUS Website for easier accessibilty for students

*Board of Directors

-added "Representatives At-Large" to the Board Structure

*Programs & Services

-Health and Dental

*DIALOGUE a pilot project with no additional fees. This is a virtual care app you can download and connect with health care providers virtually

*Campus Shuttle and U-pass

-Established a new month to month contract with Craft Tours for the shuttle between Abbotsford and Chilliwack

-Work has been done with BC Transit and UFV on a long-term plan to improve transportation within the community and surrounding cities-including the Fraser Valley Express (FVX). More information to come in Fall 2022

*Chilliwack Campus

-In March SUS hosted a sucessful pizza lunch for the students at the Trades and Tech Centre

-SUS is committed to having more presence at the Chilliwack Campus

*Facilities

-The SUB Lounge opened in Fall 2021. Students can use a pool table, jukebox, board games, and books are available to borrow.

-Open Monday to Friday 11am- 4pm

-Prep kitchen to help prepare food for Fairgrounds will begin construction once city permits are approved

-Small board room has been rented out to UFV and is now the home of the Multi-Faith room on the 3rd floor of the SUB

-Fairgrounds is now closed for the summer and will reopen Fall 2022

*Communications and Marketing

-Overview on Angel Tree program where SUS supports UFV students (raising families while pursuing their education) during the Holiday season.

-Over 500 wishes for 113 Angels (children) were fulfilled in the 2021 Holiday season

-A blog series was intiated where Executives and the Operations team can keep students updated on projects and discuss current topics and events (ufvsus.ca/blog)

-Topics include social connection, personal development, community, engagement and wellness

-Surveys and student feedback have been very valuable to SUS in making progress on a solution towards transit options between UFV Abbotsford campus and Langley.

*Preview of the upcoming year

KICKBACK will be returning in September, Student Perks Program, SUS Health, Wellness Initiative, additional C&A updates and a few pilot projects

**BUDGET PRESENTATION**

-Finance Manager presented the 2022-23 Budget

*Unrestricted and Restricted Funds

-Unrestricted Funds fund the day to day operations of the Society (programming and funding for C&A's)

-Restricted funds are compromised of specific fees and levies collected to run SUS Services, maintain the building and the Student Refugee program

*Overview of Budgets

-01 Corporate

-02 Programming

-03 Student Services

-04 Food Services

-05 IT Service

-06 Student Union Building

-07 WUSC

SUS Priorities this year are to have more community engagement (bigger events #KICKBACK002) and to double the budget for more student jobs.

* 01 Corporate

-Breakdown of the revenue made from membership fees, space rentals and miscellaneous items

-Payroll breakdown (executives, salary, and hourly)

-Breakdown of Expenses (Accounting and Legal, Bank and Credit Card, Software and Contracted Services, Insurance, Licenses and Dues, Marketing and Advertising, Meetings and Hospitality, Office Supplies, Operating Supplies, Parking Pass, Printing and Copying, Professional Development, Small Equipment, Staff and Volunteer, Team Building, Telephone, Travel)

* 02 Programming

-KickBack budget has increased

-Brief overview of ongoing programming (Social Connection, JEDI Chronicles, and Bloom wellness program that will be launching in September 2022)

-Presented the budgets for Kickback, Community and Innovation, Health and Wellness, JEDI, and the Student Perks Program)

* 03 Services

-Upass, Shuttle and Health and Dental

* 04 Fair Grounds

-Due to Covid-19, the BC floods and an increase in minimum wage Fair Grounds had a defit in the fiscal year

* 05 Contracted Services

-IT Service Fee contracted to UFV

-Amortization expense goes through this account

-Deficit will not be reflected in the bank accounts but will be reflected on the income statement

* 06 Building Fee

-The Student Union Building is run through the collection of SUB levy

* 07 Student Refugee Program

-The Student Refugee Program is run by the UFV Chapter of WUSC (World University Service of Canada)

-Small deficit

Executive Goal Plan Update

SUS President, VPI, VPE and VPS gave executive update

-2021/22 Executive Goals were advocacy, governance and engagement

* Advocacy

1) What the SUS (info series on what SUS is) was delayed this year but planning to launch in Fall 2022

2) Know Your Rights (video interviews) was completed, breaking down UFV policy and procedures ex. grade appeals

3) Student Priorities Survey was released in January. Gave great insight on what students were interested in and what they prioritized and how well what SUS does is known to the student body

4)Fall Reading Break has been introduced to UFV admin and it has been well received and has been submitted to the senate sub committee

5) Mental Health Information and support on social media- take care Tuesday coping with stress and anxiety, provide mental health supports

* Governance

1) SUS Board Structure Changes were implemented through bylaw revisions- Faculty Reps were replaced by Student at Large representatives

2) Executive Accountability more engagement board, clearer expectations and oversite, hiring a board chair, integrated more goal metrics into exec committee,

3) C&A Overhaul update- collected feedback from students on the current funding process and with that information changed the way C&A's applied for funding. Made the forms and process quicker and easier

4) VPS Role was developed and revised to make future candidates more aware and clear on their role at SUS

*Engagement

1) Orientation this past year (KICKBACK) was a huge success. It will now be an annual event.

2) Upass will be launching the Student Perks Program at the end of the summer where students with a valid Upass will be able to use discounts and benefits from local businesses (ex. Field House, BIPOC and Local, Smoking Gun etc.)

3) First year of revised shuttle contract was great and are always try to improve and expand

4) Employment/Volunteering has grown significantly within SUS and enhanced the quality and consistency of the programs, events and marketing as well as other areas of SUS:

- Hiring a new finance assistant

-Adding more opportunities for volunteering

5) National Coalition- attended the Student Union Development Summit where they met and made connections/partnerships with 11 different Universities

6) Networking- Partnerships and relationships were built outside and within UFV (Ex. UFV International, Student Life etc.)

Giveaway!

iPad mini giveaway for Students who attended the AGM meeting

Online form was again given and everyone was given 5 minutes to enter

President shared his screen and wheel of names was spun and winner was announced live!

President to reach out to student to make arrangements to claim iPad mini prize.

Question Period

Question 1:

"Regarding the financial budgets are there any plans to proceed with the architectural project updates. As a first year student, I have observed a lack of modernized or essential maintenance as I've been susceptible to common complaints from fellow class mates and my own observations."

-UFV Student

-Executive Director answered and clarified that the SUS budget is purely for the SUB building which was built in 2015. Any classrooms or around campus updates would be the responsible of UFV- gave contact information to UFV Facilities management/campus planning.

Question 2:

"When do you hope to achieve the goal of having a fall reading break?" -UFV Student

-VPE answered and explained it depends on the timeline for Senate. The fall reading break proposal needs to first go through the UFV Senate to get approval. She is hopeful that it will be approved by next term.

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

President then welcomed students to come into the SUS office anytime with any questions or ideas they might have or send an email.

Email: info@ufvsus.ca
Students are always welcomed at SUS.

Date and Time of Upcoming Meetings

N/A

Adjournment

Meeting adjourned @1:58 pm.

Members

Name	Attendance
Kayla Barnbrook
Paige Blais
Jasleen Brar
Danika Elias
Bilal Faisal Faheem
Vladislav Gavrilov
Harman Gill
Roxy Granikovas
Moninder Grewal
Biyas Harry
Krista Hofer
Jayden Hovey
Olivia Lake de Meza
Jessica Levesque
Adam Magalhaes
Harmanjot Singh
Tania Smart

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