January 15 2019

DATE: TUESDAY, JANUARY 15TH, 2019 LOCATION: FSA

BOARD ROOM (13:01)

Call to Order: Frost Student Association Meeting

Roll Call of Members Present: Amanda Moore, President Shivam Parikh, Vice President

Patrick Santos, Director of Athletes Adam Alaimo, Director of Sustainability Victoria Hynes,

Director of Student Life Kelsey Reich, Director of Communication Kieran Murphy, Director of Finance

Declaration of Conflict of Interest: N/A. Approval of Agenda: All approved.

Approval of Previous Minutes: Postponed. Meeting Agenda:

Guest:

Sherry Polley

Send regrets: N/A

I. Call to Order

II. Roll Call of Members Present

1) Declaration of Conflict of Interest

2) Announcement

3) Call for New Business

III. Approval of Agenda

IV. Approval of Previous Minutes

V. Round Table Discussion

1) Welcome New Directors (Amanda)

2) Ancillary Fees (Kristi Kerford)

3) AGM (Amanda)

4) Upcoming Events (Victoria)

VI. Business

1) Bob Ross Pain Night Budget

VII. Motion to Adjourned

Meeting Discussion:

1) Welcome New Directors (Amanda)

Amanda announced the new Director of Communication and Director of Finance and requested all

attendees to play an icebreaker game.

2) Ancillary Fees (Kristi Kerford)

Amanda reported Kristi Kerford sent regrets due to unable to attend the meeting.

3) AGM, January 29th (Amanda)

Amanda emphasised the main discussions at the AGM include the Shuttle Bus, Fitness Facility,

Finance Audit, and Role Change of Directors.

Amanda briefed the previous AGM and confirmed there would be registration upon entrance and student

IDs are required. Two Directors would be using clickers to count the number of students and the

number of votes. Security is to be considered.

Amanda explained the Director of Finance position would change to Community Outreach due to the FSA

requirement of creating partnerships with key departments and welcomed ideas for both jobs’

description. Once the topic is discussed and voted at the AGM, it would come into effect the

following year.

The Community Outreach position would carry on the following responsibilities from the Director of

Finance:

• Promoting FSA events.

• Communicating, participating, and assist with promoting events for LGBTQ, Indigenous Student

Services, International Student Services, Mature Students, and Diversity Workers; as well as

representing the FSA and students at meetings of these departments.

• Creating off-campus partnerships by promoting and attending two charitable/community events.

• Organising team building activities and delegating tasks with the next Board of Directors during

the transitioning period.

• Issuing an annual report, as well as a sustainability report in relates to the environmental,

economic and social goals of the FSA.

• Overseeing student clubs and conducting evaluations after each semester.

• Cooperating with the Director of Student Life and the Support Coordinator regarding planning and

promoting events.

However, the signing ability of the Director of Finance would not be passed on to Community

Outreach position and will remain with the President and Vice President.

The Director of Finance is also to send invitation and attend the first meeting of every month with

the Treasure of Secretary and update the financial activity with the Board.

Motioned: Amanda motioned to approve the Community Outreach position, starting in April. Vote: All

7 for. 0 opposed.

4) Upcoming Events (Victoria)

• Thursday (17/01) daytime: Patrick to communicate with Michlynne regarding swag-bags handout and

sweater selling on Thursday during Common Hour. All Board Directors to present.

• Thursday (17/01) evening: Winter Wonderland Fashion Show from 19:00 - 22:00, hosted by 2nd year

ET.

• Thursday (24/01): Summer in Paradise from 19:00 - 23:00, hosted by 3rd year ET.

• Tuesday (29/01): AGM from 17:00.

• Wednesday (30/01): Bob Ross Paint Night from 19:00 - 21:00.

• Saturday (02/02): Kawartha Chapter Woodlot Conference, hosted by Forestry program.

• Wednesday (06/02): Pool Tournament & Leaf Hockey Game from 19:00 - 23:00, hosted by 3rd year

ET.

Other

Adam raised a concern regarding the bus operating hour would result in students attending the AGM

leaving early, which may affect the vote.

Discussions regarding add one extra bus run or delay the last bus on the date of the AGM to

accommodate students who will be attending the meeting. All approved to add one extra bus, arriving

at 18:15, departure at 18:30. Adam to contact the bus company.

Motion: Victoria motioned to approve $300 for one extra bus run on Tuesday, 29th January. Vote: All

7 for. 0 opposed.

Business

Motioned: Adam motioned $500 budget for Bob Ross Paint Night equipment purchase. Vote: All 7 for. 0

opposed.

Meeting Adjourned at 13:50.

Date for next meeting: Tuesday, January 22nd, 2019 @ 13:00.