November 12 2018

FSA BOARD OF DIRECTORS MEETING MINUTES

DATE: MONDAY, NOVEMBER 12TH, 2018 LOCATION: FSA BOARD

ROOM (18:04)

Call to Order: Frost Student Association Meeting

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

Patrick Santos, Director of Athletes Victoria Hynes, Director of Student Life Adam Alaimo, Director

of Sustainability Alison Smith, Guest

Marie Dietrich, Guest

Sherry Polley, Office Manager

Absent: N/A

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

Approval of Previous Minutes: All approved. Meeting Agenda:

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) Auditors

2) Friday Night Bar Hours

3) Video Games Corner/Auk's Games

4) United Way Chilli

5) Queer Youth Open Mic

6) GPA's

7) Sherry's Procedures

8) College Meeting Updates

9) Food Services Advisory Committee

10) Mental Health Funds Update

11) Shuttle Bus (Adam)

12) Farmer's Market Reminder (Adam)

13) Moving Advertisement (Adam)

14) Open House

VI. Business

1) PlayStation

VII. Motion to Adjourned

Meeting Discussion:

1) Auditors

Alison Smith and Marie Dietrich, auditors from Grant Thornton LLP, met with the FSA to provide

financial statements for 2018 auditing. Overall, the financial statements present fairly in all

material respects. The results of the FSA 2018 audit are in accordance with Canadian accounting

standards for not-for-profit organisations.

Sherry and guests left the meeting.

2) Friday Night Bar Hours

Amanda announced the bar averaging profit from 6pm to 9pm is $20, and operation during the months

from February to April in between those hours has an averaging profit of $7.

Motion: Amanda motioned to close the bar at 6pm on Friday. Vote: All 5 for, 0 opposed.

3) Video Games Corner/Auk's Games

Amanda announced the PlayStation in the Auk's Lodge no longer works.

Victoria proposed to replace by a new cost-effective system, retro gaming, which would allow to

buying more games for less.

Discussions made and proposal accepted.

Victoria and Amanda to visit Iceman game store to obtain a quote. Victoria suggested checking if

the Wii is in working condition.

Adam announced the ping-pong table and the air hockey table had broken and proposed to purchase new

ones.

Amanda proposed replacing the air hockey table with foosball. Discussions made and all in favour of

purchasing a new ping-pong table. Amanda to provide quotes for foosball.

Adam to delegate Sarah to provide quotes for a new ping-pong table. Victoria proposed D&D game to

incorporate in the gaming corner.

Victoria to provide quotes for D&D manual.

4) United Way Chilli

In previous meetings, Scott had agreed to make two chilli crockpots. As Scott is no longer with the

FSA, Amanda will now be making the chilli crockpot.

Amanda to make a chilli crockpot for Thursday, November 22nd, United Way event.

5) Queer Youth Open Mic

The event will be held on November 16th, from 18:30 to 20:30 at the Warehouse Youth Centre. Amanda

proposed to promote the event to all students. Proposal accepted.

6) GPA's

Amanda announced GPA check for each Board member, as according to the constitution, each member is

required to have above 2.0 GPA.

7) Sherry's Procedures

Amanda confirmed the procedures were voted and approved over email.

8) College Meeting Updates

Amanda updated on the Academic Council Meeting held at Peterborough, including faculties and the

Dean.

• Two new programs will be implementing at Frost campus: Thermal Hydraulic and Animal Biology,

which are add-ons from Drilling and Fish and Wildlife.

• Indigenous Designate Prospective will be introducing in all programs across all campuses.

• The Academic Appeal process would be made simpler for students.

Amanda passed on thanked from the Stomp Out Stigma team to the FSA for the contribution and briefed

on the meeting discussion. The raised issue including the speaker hours to move forward and keeping

the bar open.

Amanda confirmed no changes to the speaker hours at the next Stomp Out Stigma event, and there is a

possibility of the bar being open during future events.

Amanda briefed about Social Media Focus group and announced that the FSA would be updating its

Instagram account. The account would be accessible for all Board members and updates regularly with

posts and pictures.

Amanda mentioned that Sherry Sutton at the Testing Centre has full access to D2L; Amanda to send

future FSA events to Sherry, for contents to appear on D2L Homepage.

Amanda briefed regarding Frost Operational Team (FOT), which created by the Dean and involved the

FSA, Facilities, Research Analysis, Food Services, and Student Engagement. Amanda had provided FOT

with the latest FSA activities, including AGM, clubs, events, Auk's Lodge plans, staff review, bike

loan contribution, etc.

Amanda mentioned Mark Gray, who is considering dedicating a quiet room for praying. The proposing

room is R158.

9) Food Services Advisory Committee

Amanda mentioned Markovich, Head of Food Services at Fleming College, had requested two students

for volunteering next week. These students will be answering questions in relates to food quality

at the college.

Adam and Victoria volunteered.

Amanda to send the confirmation and volunteer names to Markovich.

10) Mental Health Funds Update

Amanda confirmed the actual fund for mental health services is $15k, not $20k as previously stated;

this is due to $5k was not taken into account for payment to counsellors.

Amanda to contact Cindy English, Purchasing Officer at Fleming College, to access the funds. Amanda

proposed a Smoothie Day where the FSA would be giving free smoothies during lunch hour. Discussions

made, and the agreed date is December 6th.

Bonnie to contact Fresh FueLL, a local health eatery, to obtain smoothie quotes.

11) Shuttle Bus (Adam)

Adam raised the question of a Trent student using the Frost shuttle bus.

Discussions made on whether non-Fleming students should be able to use the service. All agreed that

non-Frost students would be required a guest pass, and the service will not be open to the public.

Adam to inform students about the policy.

Adam presented the Shuttle Bus Report draft, including concerns regarding contract renewal, fees

increase, etc.

Adam to complete and create an accessible folder of the shuttle bus information to all students and

staff.

Victoria suggested presenting the new contract end date on all marketing materials to avoid

misleading future students who will be expecting to use the service.

Adam raised concern regarding misleading advertisement of the shuttle bus service as public

transport, had caused confusion and inconvenience to students who live in Peterborough.

Discussions made regarding rights and contents to marketing the shuttle bus service.

Adam to request quotes for a new shuttle bus contract and to meet with the Frost Sustainable Campus

Initiative and the Dean to propose for funding from the college.

Further information to be updated.

12) Farmer's Market Reminder (Adam)

Adam updated on Farmer's Market, which will be held on Wednesday.

13) Moving Advertisement (Adam)

Adam presented a local's flyer advertising moving service and proposed for distribution around

campus. Proposal rejected due to the concern of the service provider not being an official company.

14) Open House

Amanda presented a mock presentation for Open House day promoting FSA services.

Amanda to update a new bus schedule, Director names, and new healthcare plan, on the presentation

board.

Amanda confirmed working hour of all Board members on Open House.

Business:

1) PlayStation

2) Club approval

Victoria had not received the return form from Delta Waterfowl Club.

Victoria briefed about the Logger Sports Club, including captains, coach, and 29 athletes, as well

as the club's type of hosting pub nights to raise funds.

Victoria questioned the $50 incentive for new clubs and clubs renewal each year, and was confirmed

to be correct information.

Victoria to communicate with Sherry in regards to the Logger Sports missing fund-request form.

3) Hockey Game

Patrick updated on the hockey game purchasing of Cow Bell noisemakers, foam tubes, and pompoms.

Patrick confirmed the prizes of Maple Leaf Jersey, Fleming Jersey, and a surprise mystery box.

Patrick to contact Jon/Chris (head of SAC event) informing the Auk's Lodge hosting capacity and

encouraging supporters early arrivals.

Meeting Adjourned at 20:10

Date for next meeting: Monday, November 19th, 2018 @ 18:00.

October 29 2018

FSA BOARD OF DIRECTORS MEETING MINUTES

DATE: MONDAY, OCTOBER 29TH, 2018 LOCATION: FSA BOARD ROOM

(18:03)

Call to Order: Frost Student Association Meeting

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

Patrick Santos, Director of Athletes Victoria Hynes, Director of Student Life Adam Alaimo, Director

of Sustainability

Scott Robertson, Director of Communications Sherry Polley, Office Manager

Red, Guest

Absent: N/A

Declaration of Conflict of Interest: Business Director of Finance Approval of Agenda: All members

approved.

Approval of Previous Minutes: All members approved.

Meeting Agenda:

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) Metal Health Ancillary Fee (Red)

2) Shuttle Contract (Sherry)

3) Fitness Facility Contract (Sherry)

4) Purchasing Procedure (Sherry)

5) Disc Golf Course (Amanda)

6) United Way Chilli (Amanda)

7) Halloween (Victoria)

8) Hockey Game (Amanda)

9) Director of Finance (Amanda) 10)Resolutions of the Directors Policy

(Amanda)

11)Frost Diversity Worker (Amanda) 12)Cook Book (Amanda)

13)Club Fair (Victoria)

14)Logger Sports Volunteers (Victoria) 15)Bob Ross Paint Night (Victoria) 16)Monday Pool & Games -

Free

(Victoria)

17)Air Hockey - Free (Victoria) 18)Mental Health Colouring Board

(Victoria)

19)Upcoming Student Events (Victoria) 20)Connor Morand (Victoria)

VI. Business

1) Director of Finance

2) Purchasing Procedure

3) Disc Golf Donation

4) United Way Chilli

5) French Club

6) Delta Waterfowl Club

VII. Motion to Adjourned

Meeting Discussion:

1) Metal Health Ancillary Fee (Red)

Red informed Board members of approximately $20k unused ancillary funds from the previous year and

enquired about the fund's distribution.

Adam questioned if the fund was from Frost & Haliburton and why was there a large amount remained.

Red responded that it was due to last year strike and explained about staff hiring and budgeting.

Discussions were made. Suggestions including pub night, art night, praying room, events or

investments, and mental health guest speaker.

Red suggested creating an emergency fund for mental health students, financing houses, training for

RA and SRA.

Amanda to contact Scott from Haliburton regarding potential use for the sum. Further information to

be discussed on Monday's meeting next week.

Red left the meeting.

2) Shuttle Contract (Sherry)

The current contract will be expiring in April 2019.

Amanda and Patrick considered conducting a survey. Sherry welcomed the idea.

Sherry stressed that the shuttle bus fees will be doubling per month with a new contractor, which

would lead to ancillary fees increase. Currently, each student is paying approximately $40 and only

20% of the total students use the shuttle bus; the remaining 80% contribute to the service despite

using it.

3) Fitness Facility Contract (Sherry)

The current contract will be expiring in August 2019.

Sherry understood many students do not use the Spectrum gym and suggested conducting a survey.

Discussions made in regards to the causes and other gym contractors.

Amanda mentioned the negotiation with LRC has been made last December but there is no further

progress.

Linh questioned the price per student and the option for opt-out.

Sherry approximated $45 gym membership for each student per semester and declined the option for

opt-out.

Patrick raised the concern regarding travelling distance from the campus to the Spectrum gym.

Sherry explained the shuttle bus route that stops at the Spectrum gym.

Adam compared the Spectrum gym with Lindsay Recreation Complex (LRC) in regards to space,

distances, and available equipment.

Victoria expressed the importance of the gym location and equipment access to students. Adam

suggested remaining with Spectrum gym while negotiating a price for a specific service including

pool or squash etc. with the LRC.

Amanda confirmed the students are getting discounts for the pool service at LRC.

Due to the unknown number of students who are currently using the gym facilities, the pool service

has yet to be advertised.

Sherry finalised with reminders and suggestions for conducting surveys of both shuttle bus and gym

memberships at the AGM meeting.

Amanda confirmed the AGM is rescheduling for November 28th, 2018.

4) Purchasing Procedure (Sherry)

Sherry explained the Purchasing Procedure of filling out the Request for Payment form and submits

to the Director of Finance. The form should then gets approval by the Board members and returned to

Sherry for processing. If a request arises during a Board meeting and is approves at that meeting,

the Request for Payment form will be completed and send to the Office Manager, along with the copy

of the minute for processing.

Sherry briefed the Employee Payroll Procedure.

Sherry explained the Cash Count Reconciliation Procedure, which includes petty cash for pub-

purchasing and $500 change for the bar. Copies of the forms are obtainable from Sherry and receipts

will be provided upon cash retrieval.

Sherry stressed the procedures are to be put in place and better organised. Sherry to send all

procedures to all Board members for review.

Sherry announced the budget of $2288 over on the summer activities. The remaining balance of

$116,000 shares between the FSA, the Auk's Lodge, etc. One orientation expense was over by $6,917

but remained within the $35,000 budget. Overall, $34,477.05 has been spent on the orientation this

Fall semester.

Sherry left the meeting.

5) Disc Golf Course (Amanda)

Amanda confirmed Student Life would not contribute $1k and the Athletics will be contributing $500.

The FSA will be negotiating further for students’ discounts; discussions of whether $500 is to

contribute.

Motion: Adam motioned to contribute $500 to the Disc Golf Course. Vote: All 6 for, 0 opposed.

6) United Way Chilli (Amanda)

Amanda briefed about United Way and proposed chilli pots contribution. Scott acknowledged and will

be making two chilli’s crock-pots.

The event will be in Room 252 on Thursday, November 22nd.

7) Halloween (Victoria)

Victoria confirmed the poster for Halloween went up today and briefed about clubs activities before

the event.

On the day of the event:

• 09:00 - 16:00: Pumpkin carving. At 9am, Victoria will be setting up the pumpkin carving. There

are 45 pumpkins and carving equipment. A table will be set up for the pumpkin-carving contest. The

top prize is a 1-night stay at the Day's Inn. The runner's up will be receiving $25 discounts at

McDonald's. The 3rd place is $5 discounts at Wild Wing and a free pizza at Pizza Pizza.

• 14:00: Deadline for contest entering.

• 14:30: Winners Announcement.

• In the afternoon, Victoria will be setting up for the Haunted Walk.

• 19:70: An estimate of 25 volunteers will arrive and set up stations. A table with flash flights

and hot chocolate and cider will be set up.

• 20:00 - 11:00: Pub night with $2 per entries. There will be costumes contest and games.

• 21:30 - 22:00: Haunted Walk end and clean up.

Victoria reiterated Board members volunteers to meet at the FSA office at 18:00 - 18:30. Patrick

will arrive at 7pm.

8) Hockey Game (Amanda)

Amanda emphasised the hockey game discussion from the previous meeting and reiterate the event-

hosting enquiry. Amanda confirmed there would be approximately 30 people from the Sutherland

campus. All members approved.

Amanda to contact Sutherland campus.

9) Director of Finance (Amanda)

Shivam, Victoria, and Linh left the room due to Conflict of Interest.

Adam raised the question of reopening the job post or decides between the three candidates, Linh,

Kieran, or Kigio.

Discussions made in regards to the Director of Finance position and finding Linh's replacement for

the Scribe position. The final decision made that the minutes' duty to be included in a Director's

obligation. The Director of Finance position offered to Linh. Linh to consider the offer and

response to Board members ASAP.

Shivam, Victoria, and Linh returned to the meeting.

10) Resolutions of the Directors Policy (Amanda)

Amanda briefed Board members about the Resolutions of the Directors Policy discussed and approved

in the previous AGM. All Directors except Scott signed the bylaws document.

11) Frost Diversity Worker (Amanda)

Amanda described the position of working with mature and aboriginal students. Job description is in

progress. Amanda to follow up in the next meeting.

12) Cook Book (Amanda)

Adam confirmed the SFS is taking on the project. Calvin is leading the group amongst four

volunteers. General plan to be finalised and students to contribute easy recipes.

Victoria recommended a substitution list/conversion chart.

13) Club Fair (Victoria)

Victoria reported Clubs Form sent to all clubs via email.

The Club Fair will be on Thursday, November 1st from 11:00 - 13:00 at the Auk's Lodge. Victoria

stressed the importance of clubs opened to all joiners and cannot reject any joining application.

14) Logger Sports Volunteers (Victoria)

Victoria stated Mitchlyn was looking for volunteers and two will be available.

15) Bob Ross Paint Night (Victoria)

Urban Forestry requested November 8th for hosting pub night, which initially planned for Bob Ross

Paint Night. Victoria decided to change Bob Ross Paint Night to Tuesday, December 4th.

16) Monday Pool & Games - Free (Victoria)

Victoria raised concern regarding board games not often used and mentioned students requested free

pool night.

Victoria and Amanda suggested free pool games during the hours of 18:00 - 21:00 on Mondays; board

games to be incorporated with pool game, and the bartender would be responsible for opening the

pool table.

17) Air Hockey - Free (Victoria)

Victoria announced $9 profit was made on air hockey since September and suggested to stop charging

but making it free. The machine will be fixed to stop accepting change.

18) Mental Health Colouring Board (Victoria)

Victoria expressed the idea of presenting a corkboard with mental health slogans where students can

hang their colouring pictures to promote mental health and self-care. Once the board is fully

cover, students will be voting for ones they considered best; a prize would then be award to the

winner. The board may locate on the wall of the game room. Proposed quotes for the corkboard from

Brant Basics are as follow:

• 40x72inch Wooden Frame: $126.76.

• 40x72inch Euro Plastic Frame: $174.

• 48x96inch Oak Frame: $330.

Budget approved for $300. Amanda to contact Red in regards to funding.

Motion: Adam motioned to approve $300 for the Mental Health Colouring Corkboard. Vote: All 6 for. 0

opposed.

Shivam left the meeting.

19) Upcoming Student Events (Victoria) 03/11/18 - Logger Sports and Pub Night.

06/11/18 - Victoria will be hosting 1st Trivia Night and rotations will take place for following

events.

08/11/18 - Urban Forestry Canadiana Pub Night to be signed by Victoria and Bonnie. 09/11/18 -

Poppies handout for Remembrance Day. All Directors to participate.

13/11/18 - Amanda will be hosting Bingo Night. 14/11/18 - Day: Farmer's Market. Evening: Open Mic.

15/11/18 - EMX Buck & Doe Pub Night and Date Auction. 20/11/18 - Shivam will be hosting Trivia

Night.

21/11/18 - Open Mic.

22/11/18 - Day: Chilli in Room 252. Evening: SASA Pub Night Movember. 27/11/18 - Delta Water Fowl

Pub Night or International Student Club Diwali Event. 28/11/18 - During the day - AGM. In the

evening - Open Mic.

29/11/18 - Delta Water Fowl Pub Night or International Student Club Diwali Event. 30/11/18 - FSA

Staff Party.

04/12/18 - Sutherland vs. Frost Hockey Game. 05/12/18 - Open Mic.

06/12/18 - Day: Christmas Craft Show. Evening: Forestry Ugly Sweater Pub Night. 11/12/18 - Patrick

will be hosting Bingo Night.

12/12/18 - Open Mic.

14/12/18 - Last day of semester. NEXT SEMESTER:

17/01/18 - ET Winter Wonderland Fashion Show.

20) Connor Morand (Victoria)

Victoria described Connor Morand as a motivational speaker and musician who promotes mental health

awareness and raised the question of inviting the guest speaker for the event. Each keynote's

duration is between 45 - 60 minutes talk. The quote received is $1500 + VAT + Travel expenses from

London. May open for negotiation but would not accept below $500.

Discussions made on time, date and price. Decision postponed for upcoming Monday meeting.

Other Comments:

1) Farmer's Market (Adam)

Farmer's Market is confirmed for November 14th including five participate vendors. Once the

paperwork has gone through, more vendors are to be contact and approximate participants to be eight

vendors.

Current vendors including honey & beeswax, leftover season's produce, preserves and jams, and

essential oils, etc.

2) Composting (Adam)

Adam identified the issue with the composting unit from the Residence and is currently working with

Marcy, Calvin, and volunteers to clean up. Upon completion, a workshop is to organise with the

residence students and the students on campus as Winter semester begins. Local farmers are donating

the worms, and a guide for looking after the worms is in the process of completion for future

Director of Sustainability. The job description of Director of Sustainability and educational

events to be discussed in November.

Business:

1) Director of Finance

2) Purchasing Procedure

3) Disc Golf Donation

4) United Way Chilli

5) French Club

Victoria briefed on the club objectives. Seven people have signed up. Victoria raised concern about

the club's lack of volunteers.

Motion: Amanda motioned to approve. Vote: All 6 for. 0 opposed.

6) Delta Waterfowl Club

Victoria described the club objectives, including cleaning up Scugog River, hen house built, etc.

The club is aiming to host two events per semester.

Victoria mentioned the signature form was missing.

Motion: Victoria motioned to postpone club's approval. Vote: All 6 for. 0 opposed.

Meeting Adjourned at 20:22.

Date for next meeting: Monday, 5th November 2018 @ 18:00.

October 15 2018

FSA BOARD OF DIRECTORS MEETING MINUTES

DATE: MONDAY, OCTOBER 15TH, 2018 LOCATION: FSA BOARD ROOM (18:07)

Call to Order: Frost Student Association Meeting

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

Patrick Santos, Director of Athletes Victoria Hynes, Director of Student Life Adam Alaimo, Director

of Sustainability

Scott Robertson, Director of Communications

Absent: N/A Declaration of Conflict of

Interest: N/A

Approval of Agenda: All members approved.

Approval of Previous Minutes: All members approved. Meeting Agenda:

1. Call to Order

2. Roll Call of Members Present

• Declaration of Conflict of Interest

• Announcement

• Call for New Business

3. Approval of Agenda

4. Approval of Previous Minutes

5. Round Table Discussion

• Disc Golf Course (Amanda)

• Logger Sports (Amanda)

• Free Skate (Victoria)

• Farmer's Market (Adam)

• Composting Workshop (Adam)

• AGM (Amanda)

• Cook Book (Amanda)

• Director of Finance (Amanda)

• Halloween (Amanda)

6. Business

• Hosting Logger Sports Ceremony

• Providing pizzas for Logger Sports

• Sponsor Logger Sports plaques ($200)

• Host Logger Sports Pub Night

7. Motion to Adjourned

Meeting Discussion:

Motion: Amanda motioned to approve Meeting Minutes on May 16th, 2018. Vote: All 6 for, 0 opposed.

Motion: Amanda motioned to approve Meeting Minutes on June 5th, 2018. Vote: All 6 for, 0 opposed.

Motion: Amanda motioned to approve Meeting Minutes on June 14th, 2018.

Vote: All 6 for, 0 opposed.

Motion: Amanda motioned to approve Meeting Minutes on June 27th, 2018.

Vote: All 6 for, 0 opposed.

Motion: Amanda motioned to approve Meeting Minutes on July 5th, 2018.

Vote: All 6 for, 0 opposed.

Motion: Amanda motioned to approve Meeting Minutes on July 11th, 2018.

Vote: All 6 for, 0 opposed.

Motion: Amanda motioned to approve Meeting Minutes on July 19th, 2018.

Vote: All 6 for, 0 opposed.

Disc Golf Course (Amanda)

Amanda briefed about the Disc Golf Course in Memorial Park. It is near completion and will be at

public service for recreational purpose.

Discussions were made on whether to donate. Questions were raised about site access for students or

event hosting.

Amanda to confirm and final decision to be discussed in the next meeting.

Logger Sports (Amanda)

To be held on Saturday, Nov 3rd.

Amanda questioned if the FSA will be hosting the Logger Sports Ceremony at the Auk's Lodge, and if

so, would the bar be closed.

Discussions were made and all approved to keep the bar closed during the ceremony. All FSA board

members to be presented on Saturday Nov 3rd, excluding Adam.

Motion: Amanda motioned to host the Logger Sports Ceremony at the Auk's Lodge and to close the bar

during the ceremony.

Vote: All 6 for, 0 opposed.

Amanda proposed if the FSA would be helping to sell Logger Sports T-shirt. All approved. Amanda to

confirm on working hours.

Amanda requested for approval of $200 to sponsor the award. All approved.

Motion: Amanda motioned to sponsor $200 for the award. Vote: All 6 for, 0 opposed.

Amanda continued stating that the organiser of the Logger Sports Ceremony had requested the FSA to

make a speech and for the Director of Athletics (Patrick) to cut the cookie with the mascot.

Patrick approved.

Amanda proposed for the FSA to provide pizzas. Discussions were made and all approved for a charge

of $1 per slice. Amanda to order 10 boxes.

Amanda raised the question of the FSA hosting a pub night after the ceremony. All approved. Amanda

and Victoria to organise.

Free Skate (Victoria)

Victoria explained about the previous Fleming's Skate Night and proposed FSA to sponsor for the

event. Suggested date to be in November.

Venue costs:

• $112/h + tax between 10:00-17:00 Weekdays.

• $185/h + tax after 17:00 Weekdays or throughout the Weekends.

Victoria to send Sherry the skating schedule. Motion is postponed for next meeting.

Farmer's Market (Adam)

Adam briefed about the progress and explained the insurance issue. Participating vendors are

required to have a Certificate of Insurance that covers $5M or more, which many do not have. Adam

welcomed opinions on the next step.

Discussions were made and all approved to change current vendors.

Amanda thanked Adam for his effort and suggested Adam to communicate with Bonnie about SAC.

The proposed date is November 7th.

Adam to contact Sarah and Bonnie. Any further details will be updated in future meetings.

Composting Workshop (Adam)

Adam has received many requests for the Composting Workshop to continue from last year. The SFS and

the FSA will be working together to reintroduce the workshop towards mid or end of November during

Common Hours. There will be no cost due to unused resources from the previous year and buckets were

donated from Aramark. Further progress to be updated.

AGM (Amanda) Annual General Meeting

Amanda requested a date to be chosen for the AGM and suggested to host the meeting in the Auk's

Lodge. Several issues to be discussed, including the fitness facility, the shuttle bus, the FSA

constitution to be approved by members, and the director's position.

Amanda to present the financial report.

Discussions were made and the date was finalised to be November 14th at 5pm. Pizzas to be offered

at the meeting.

Cook Book (Amanda)

Amanda received a request about Fleming's College Cookbook.

Victoria mentioned this would be a good opportunity for programs to fundraising by selling

cookbooks.

Adam informed members about the recipe videos created by the SFS volunteers and presented the idea

of a website for cooking recipes.

Victoria object and suggested proposing the idea to the programs for their fundraising. Adam

recommended the FSA to cooperate with the SFS due to resource availability.

Adam to communicate with the SFS and update board members on further progress. Amanda will inform

all programs once progress has been made.

Director of Finance (Amanda)

Victoria informed board members that the Director of Finance has left Fleming College and is no

longer with the FSA.

Amanda agreed to fire the Director of Finance. Discussions were made on filling the position.

Amanda to contact previous candidates should they be interested. Further details to be updated.

Halloween (Amanda)

Victoria updated on the current situation and it has been decided that pizzas will be offered to

volunteers.

Victoria to send out emails to program coordinators requesting for program presidents information,

and to students requesting for volunteers.

Victoria to make a doodle.

Victoria presented the idea of pumpkin decoration contest and decided 75 pumpkins are to be

purchased for the event.

Amanda suggested starting time for the walk to be at 19:30. All approved.

Victoria reiterated and questioned the number of pizzas to order for volunteer. Victoria to decide

and communicate with Bonnie.

Victoria raised the question of an approximate budget for the evening. Amanda suggested $1000

all-inclusive. All approved.

Business

Hosting Logger Sports Ceremony: As above. Providing pizzas for Logger Sports: As above. Sponsor

Logger Sports plaques ($200): As above. Host Logger Sports Pub Night: As above.

Club Approval (Victoria)

Bob Ross Paint Night

Victoria reported the quote for paint goods.

Amanda suggested a budget of $600. Discussions were made and the final decision has been agreed for

a budget of $800.

Motion: Adam motioned to approve $800 budget for Bob Ross Pain Night. Vote: All 6 for, 0 opposed.

Club

South Africa Semester Abroad club planned Movember event for November 22nd.

The club is looking to fundraise by decorating moustaches and beard, taking photos in a photo

booth, and hosting mini games.

Victoria mentioned the FSA would be lending the club a photo booth.

Fleming College Outdoor club:

• Had gathered 18 signatures.

• The club planned to have 26 meetings per academic year.

• Luke and Caitlin are the heads of the club and are both in Common First Semester.

• Activities include: Weekend trips - camping trips, ski trips, canoeing, etc; Day trips - fishing,

hiking, pub night, skateboarding etc.

• The club's goal this semester is to increased membership for the first semester and to find a

place to store gear and paperwork.

• The club will fundraise for equipment. This includes 5 to 30 backpacks, 2 to 3 tents etc.

Adam suggested storage space area and raised concerns about insurance.

Victoria declared waivers are to be signed and each member is to be responsible for their own

safety.

Victoria speculated if waiver forms should be brought to lawyer's attention. Adam agreed. Victoria

mentioned the club will be acquiring First Aid person once it has been approved, and will be

requesting $15 membership fees for gears spending.

Victoria highly praised the club.

Adam and Patrick would be willing to help acquiring gears.

Further discussions were made about the club's First Aid and it has been agreed that once the

waiver form returned, Amanda will bring to the FSA lawyer's attention.

Motion: Amanda motioned to approve the Fleming College Outdoor club. Vote: All 6 for, 0 opposed.

Club Fair will be held on Thursday, Nov 1st during Common Hour of 12:00 - 13:00. Other comments

Patrick briefed about the Frost and Sutherland hockey game on December 4th, and would like to

discuss about security issue, food, and mascot at the next meeting.

Discussions were made regarding the raffle's prize. All agreed the prize to be the Fleming Knight

hockey jersey.

Meeting adjourned at 7:42pm.

Date for next meeting: Monday, 29th October, 2018 @ 18:00.

October 9 2018

FSA BOARD OF DIRECTORS MEETING MINUTES

DATE: TUESDAY, OCTOBER 9TH, 2018 LOCATION: FSA BOARD ROOM

(18:10)

Call to Order: Frost Student Association Meeting

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

Victoria Hynes, Director of Student Life Adam Alaimo, Director of Sustainability Absent:

Scott Robertson, Director of Communications George Maziec, Director of Finance

Patrick Santos, Director of Athletes

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

Approval of Previous Minutes: All members approved.

Meeting Agenda:

• Call to Order

• Roll Call of Members Present

• Declaration of Conflict of Interest

• Announcement

• Call for New Business

• Approval of Agenda

• Approval of Previous Minutes

• Round Table Discussion

• Stomp Out Stigma (Amanda)

• Patio Furniture (Amanda)

• Office Hours (Amanda)

• Halloween (Victoria)

• Upcoming Program Pub Nights (Victoria)

• Remembrance Day (Victoria)

• Bob Ross Paint Night (Victoria)

• Tuesday Trivia (Amanda)

• Business

• Magic the Gathering Club Approval

• Motion to Adjourned

Meeting Discussion:

Stomp Out Stigma (Amanda)

• Amanda briefed Board members about the positive feedback from the event. There were a few

comments about the bar being closed and there will be considerations to keep the bar open for next

year event.

• On behalf of everyone, Amanda thanked Victoria for the volunteered of wearing the mascot costume.

Patio Furniture (Amanda)

• Amanda confirmed that the patio furniture is to be removed and requested Board members to

dedicate a time this week to help replace the old furniture with new ones.

Office Hours (Amanda)

• Amanda informed that the office hours were low in the past week and reminded Board members to

keep it persistent.

Halloween (Victoria)

• Victoria confirmed that Jason (GSN) is hosting the Pub Night and expressed concerns about the

Halloween walk participation. Discussions were made to attract participants including offering free

pizzas and make the task mandatory for Program Presidents.

• Other activities were also considered to be doing during the day, including pumpkin carving,

wearing mummy costumes, or face painting.

Upcoming Program Pub Nights (Victoria)

• October 19th: Garba Night (International Students' Club).

• October 31st: Halloween event begins at 8pm. Activities including toonie toss, guessing game, and

Best Costumes Contest. A raffle is to be considered depending on donations.

• November 15th: Buck and Doe event (EMX). Victoria briefed board members about the event and

commented that date auction is being held on the day. Games will also be included.

• December 6th: Craft Show (Bonnie) will be held from 11am-3pm.

• December 6th: Forestry Pub Night will be held from 6pm-11pm. Ugly Christmas Sweater party or

Winter Beech Party is to be considered.

Remembrance Day (Victoria)

• Victoria raised concerns about the small scope of the event and suggested not to do a full

ceremony but instead, giving out poppies on Friday before the event occurs.

• All present Board members approved.

Bob Ross Paint Night (Victoria)

• Victoria explained about Paint Night and Bob Ross and suggested to host a Bob Ross Paint Night.

There may be considerations for a future event that includes an instructor should it be successful.

• Victoria proposed to show a Bob Ross painting during the event to inspire and attract students.

• Materials will be provided by the FSA for approximately 100 people.

• No date has been confirmed but mid-November was put forward. The event is planned for 7pm.

• There were discussions about video licensing. Amanda to look into this issue.

• Victoria to choose one video for the event.

• The event may be hosted monthly should there be interests. Tuesday Trivia (Amanda)

• Amanda proposed for a bi-weekly Trivia and Bingo and suggested for shift rotation between Board

members every week.

• All present Board members approved.

Other queries:

• Adam reported that the Farmer's Market event is now moved to early or mid- November. Further

information will be updated.

• Victoria will continue to work with Program President on the Halloween event. Further information

will be updated.

Business:

• Victoria presented the Magic the Gathering Club and explained the club's purpose of socialising

via magic and card games.

• Motion: Victoria motioned to approve the Magic the Gathering Club. Vote: All 4 for, 0 opposed.

• Victoria updated Board members on approved clubs:

Ø Adventure Time at Frost

Ø Rock N' Auks

Ø South Africa Semester Abroad - Victoria to meet with team members to decide a theme and organise

a date.

Ø Magic the Gathering

Ø International Students Club Other potential clubs including:

Ø French Club

Ø Outdoor Camping Trip club

Meeting adjourned at 18:50.

Date for next meeting: Monday, October 15th, 2018

October 1 2018

FSA BOARD OF DIRECTORS MEETING MINUTES

DATE: MONDAY, OCTOBER 1ST, 2018 LOCATION: FSA BOARD ROOM (18:00)

Call to Order: Frost Student Association Meeting

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

Bonnie Manintveld, Support Coordinator Patrick Santos, Director of Athletes Victoria Hynes,

Director of Student Life Adam Alaimo, Director of Sustainability Absent:

Scott Robertson, Director of Communications

George Maziec, Director of Finance

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

Approval of Previous Minutes: All members approved.

Meeting Agenda:

1. Call to Order

2. Roll Call of Members Present

• Declaration of Conflicts of Interest

• Announcements

• Call for New Business

3. Approval of Agenda

4. Approval of Previous Minutes

5. Round Table Discussion

• Fleming Farmer's Market (Adam)

• Upcoming event dates (Shivam)

• Navaratri Festival Celebration (Shivam)

• Halloween Pub Night (Amanda)

• Stomp Out Stigma Follow Up (Amanda)

• Cannabis Policy (Amanda)

• Board Retreat

6. Business

7. Motion to Adjourned

Meeting Discussion:

Amanda introduced new FSA members, Patrick Santos as Director Athletic and Linh Bui as Scribe.

Health and Safety (H&S) Presentation to be added to the agenda. All members motioned. Shivam and

Scott to send Amanda minutes from previous meeting.

Bonnie explained the requirement of an Occupational H&S Representative by law and began the

presentation.

Bonnie explained the necessity and responsibility of employers to provide a safe working

environment to employees, and recommended all FSA members to take the basic Occupational H&S

Awareness Training Program. Further information posted on H&S Board.

Bonnie main responsibilities as H&S Representative including:

• Must be certified

• Identify actual and potential hazards in the workplace

• Obtaining information from the employer relating to H&S in the workplace

• Inspecting the workplace on a regular basis

• Being consulted about having a member representing the workers

• Being presented at the beginning of any H&S test in the workplace

• Recommending H&S

Bonnie confirmed the book has been updated, the bulletin board has been changed and is now up to

date, and 1st Aid Training is booked for November.

Bonnie brought up several H&S issues:

• The loosen magnet on the wall which could be a hazard when the fire alarm goes off, and suggested

the problem to be looked at by Facilities department.

• Instead of hiding the keys on the stairs, it should be located at the top of the stairs.

• The watering cans are too high to access.

• The bicycle in the Director's room blocking the entrance.

• The ceiling has significant water damage, which could cause mould and fallen tiles.

• A step stool is now available to use for reaching items on the top shelf.

• The disable sign is broken and should be replaced.

• The Vice President's Room: a missing receptacle and a broken receptacle to be looked at.

• Extension cord should not be used for a long period of time. If in use, ensure it is being tucked

along the wall. Direct outlet is preferable.

• The President's Room: Amanda confirmed yoga mat has been removed.

• The Elevator: the mat was ripped up and has been noted. The lift has not been inspected for

over 12 months according to the guidelines, and the Dean suggested a disabled

button to keep the doors open. These issues are ongoing.

• The light switches are now properly labeled.

• The dollies are a trip hazard for blocking walkways.

• Accessibility to the track board is limited. A step stool is recommended when using it.

• Many trip hazards were identified in the Storage Room and in the Auk's Lodge.

• The DJ Booth: the chairs were blocking the fuse block and the cables were untidy. IT department

to resolve this issue.

• A new sound system is to be installed the next day.

• The walk-in fridge has unstable glasses and rust was identified. Recommendation of a replacement

or the glasses is to be cleaned and repaint with a non-chemical paint.

• The heavy bottles on the high-shelf should be brought down to avoid any falling incident.

• The Bar should have written instructions for equipment used, e.g. hot water, soap. Training for

staff is recommended.

• The coffee maker cord is frayed and requires attention to avoid any fire hazard.

• Cleaning bleach was located next to the coffee. These items should be stored separately to avoid

any cross contamination.

• Warm jacket to be provided when necessary.

• 1st Aid has been labeled and changed.

• The Pool table was ripped and has been fixed.

• Glass display was not secured on the wall and could be a potential risk. Requires attention.

• The compressed gas has been fixed.

• Stacking kegs is not allowed and has been addressed.

• The Auks Lodge light was hanging and should be put up.

Bonnie made a comment that work inspection report has been given to Amanda and the MC manager. A

meeting is to be following up to delegate tasks to the parties involve and signatures will be

requiring upon completion.

Bonnie is to be given the inspection report to the FSA office. Bonnie finalised the presentation

and left.

Amanda questioned board members for their preference of a monthly H&S presentation by Bonnie, or

for Shivam and Amanda to represent FSA in bi-weekly manager's meeting.

Victoria and Adam agreed to the latter option.

Amanda raised a question of whether a second person should do the H&S inspection with Bonnie the

next time it occurs.

Adam and Victoria approved.

Fleming Farmer's Market

Adam explained about the Farmer's Market idea and the actions that has been taken to organised this

event:

• 15-20 vendors were contacted. 6 have responded and the rest are unable to attend.

• Contacted Farmer's Market including ones in Peterborough, Lindsay, Fenelon Falls, Bobcaygeon,

Norwood, and other small towns and individuals.

• Fleming Farmer's Market is to be held on Wednesday, Oct 17th.

• Scott King is the only confirmed participant. Therefore, event may be terminated if there is no

other confirmation from vendors.

• Adam to contact more businesses and will confirm the planning process at a later date.

Victoria volunteered to visit other farmer's market and calling for vendors participation.

Upcoming event dates

Shivam updated board members of upcoming events.

Valentine's Day

Motion: Victoria motioned Dirty Bingo and Drag Show on Valentines day. Vote: All 5 for, 0 opposed.

Christmas

Amanda confirmed the date of Christmas Party to be Friday, November 30th.

Amanda continued:

• FSA members only.

• 2 drink tickets per person.

• Each individual may accompany a non-FSA member.

• A total of 30-35 people

Navaratri Festival Celebration

Victoria explained to members about the cultural event to be hosted by the International Student

Club in the Field House. The Club requires approval from the FSA Board, and the event needs

approval from Bonnie and Victoria. The proposed date is November 19th.

Security issue was discussed, and Shivam is to contact John Gallen, Head of Parking Security, for

location approval.

Motion: Victoria motioned to postpone the vote for International Student Club due to the missing

information on the request form. Shivam to complete the form and send to all board members for

approval via email.

Vote: All 5 for, 0 opposed.

Halloween

Amanda informed board members about the Halloween walk.

Victoria discussed the ongoing process of electing Program President to participate in the event

where each will set up a station for the walk along the trail. More information will be updated.

Amanda brought up Security issue. Amanda to handle administrative duties for the Halloween walk.

Hot chocolate and cider for Halloween pub night was discussed. Budget for the event to be confirmed

in next week meeting.

Stomp Out Stigma

The event will be held on Thursday, Oct 4th, from 11:30 - 14:30. The bar will be closed and no

alcohol is to be served. FSA will be donating 200 mocktails and the Auk's Lodge space. Mascot

costume person is to be confirmed.

Amanda to give a speech during the event.

Cannabis policy

Amanda explained about cannabis policy on campus. Students are allowed to smoke within their

residence. However, due to the college being a shared communal space, smoking cannabis is

prohibited on campus. Further details will be updated.

Amanda proposed training date for new board members, Patrick and Linh, on October 15th. Specific

time is to be confirmed.

Meeting adjourned at 7:30pm.

Date for next meeting: Tuesday, Oct 9th @ 18:00.