December 3 2018

DATE: MONDAY, DECEMBER 3RD, 2018 LOCATION: FSA BOARD

ROOM (17:02)

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

approved.

Approval of Previous Minutes: Postponed. Meeting Agenda:

Guests: N/A

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) Town Hall Meeting (Amanda)

2) Snowfest (Victoria)

3) Games Corner (Victoria)

4) Upcoming Events (Victoria)

5) Mental Health Initiative Fee Events (Amanda/Victoria)

6) Beer Yoga (Amanda)

7) Hockey Game (Patrick)

8) AGM (Amanda)

VI. Business

1) AGM Date

VII. Motion to Adjourned

Meeting Discussion:

Victoria joined the meeting at 17:17.

Adam reported receiving the first quote from a shuttle bus contractor and confirmed it is high.

Amanda confirmed Scott Robertson had delivered meeting minutes from September 1st.

Amanda to distribute the minutes and members to approve.

1) Town Hall (Amanda)

Amanda thanked Adam and Patrick for their contribution in the Town Hall Meeting and congratulated

on the success of the meeting.

2) Snowfest, January 9th - 11th (Victoria)

Amanda confirmed Connor Morand, Glow Party, Welcome Back BBQ, and Campfire - including stargazing,

storytelling, and maple taffy - to take place at the event.

Amanda suggested contacting Tommy Akulukjuk, Indigenous Student Services Coordinator at Frost, to

cooperate and organise a campfire night.

Adam to contact Tommy.

Discussions made regarding incorporating axe throwing activity into the Snowfest event. Amanda to

communicate with Sherry for more information.

Amanda confirmed:

• Wednesday (09/01) daytime: Axe throwing.

• Wednesday (09/01) evening: Connor Morand.

• Thursday (10/01) daytime: Welcome Back BBQ (Common Hour), Mitch Tones Band, Club Fair.

• Thursday (10/01) evening: Glow Party.

• Friday (11/01) daytime: Make-a-plant.

• Friday (11/01) evening: Campfire - S'mores/stargazing/storytelling/maple taffy.

Victoria reiterated the total budget for Snowfest event is $10k, excluding Mental Health Initiative

funds. Amanda confirmed the approximate budget for:

• Connor Morand - $2k (Mental Health Initiative Funds).

• Glow Party - $3k (FSA).

• Campfire - $1k (FSA).

• Make-a-plant - $1k (FSA).

• BBQ - $2k (FSA).

• Mitch Tones Band - $300 (FSA).

3) Games Corner (Victoria)

Victoria proposed $200 for purchasing a PS3 including games and 2 wireless controllers.

Motion: Adam motioned to approve $200 for retro games and $200 for PS3 games purchasing. Vote: All

5 for. 0 opposed.

4) Upcoming Events (Victoria)

• Tuesday (04/12): Pep Rally Fleming Hockey Game

• Wednesday (05/12) midday: Smoothies

• Wednesday (05/12) evening: Ducks Unlimited Pub Night

• Thursday (06/12) daytime: Christmas Craft Show

• Thursday (06/12) evening: Forestry Ugly Sweater Party

• Tuesday (11/12): Trivia/Bingo pub night

• Wednesday (12/12): Karaoke & Open Mic

• Wednesday (09/01) daytime: Axe Throwing

• Wednesday (09/01) evening: Connor Morand

• Thursday (10/01): BBQ & Glow Party

• Thursday (10/01) evening: Glow Party

• Friday (11/01) daytime: Make-a-plant

• Friday (11/01) evening: Campfire - S'mores/stargazing/storytelling/maple taffy

• Tuesday (15/01): Beer Yoga

• Wednesday (16/01): Loggersports (to be confirmed)

• Thursday (17/01): Winter Wonderland Theme Fashion Show by ET 2nd year

• Thursday (24/01): A Night in Paradise Pub Night by ET 3rd year

• Tuesday (29/01): AGM Meeting

• Wednesday (30/01): Bob Ross Paint Night (to be confirmed)

5) Mental Health Initiative Fee Events (Amanda)

Amanda confirms 100 smoothies will be dropped-off on Wednesday (05/12) at 11:00, and requested

Board members to help with the distribution at noon. Selections including Berry Berry, Strawberry

and Banana, Green-A Machine-A, and Mango Mania.

Victoria to finalise financial matter regarding Connor Morand and Art Board.

6) Beer Yoga (Amanda)

Amanda expressed interest in organising Beer Yoga event.

Motion: Adam motioned to approve Amanda to be in charge of the Beer Yoga event. Vote: All 3 for. 0

opposed. 1 absent.

Adam suggested holding the event after Snowfest. All approve the event to be held on January 16th.

7) Hockey Game (Patrick)

Patrick confirmed the setup time is from 17:30 - 18:00.

Patrick raised uncertainty of Aramark opening hours and reiterated the request to order

approximately

$300 worth of pizzas for 100 people.

All approved for ordering party-size pizzas if Aramark remains closed during the event. Patrick to

send Bonnie pizzas order.

Patrick welcomed opinions on hosting Trivia night and prize size distribution.

Victoria suggested using Kahoot for big prize questions or a ticket-based system i.e. the most

correct answers receive the most ticket.

Patrick stated that the Trivia questions would be challenging and was advised to ask questions that

are more relatable to hockey at Fleming College.

All approved the hockey stick to be promoted around campus on Tuesday morning (04/12).

Patrick to create a promotional flyer.

Amanda and Adam to distribute the fliers and promote the hockey stick at noon.

8) AGM (Amanda)

Amanda reiterated meeting discussions would include the shuttle bus, fitness facility, Director

positions, finance changes, etc.

All approved AGM meeting to take place on Tuesday, January 29th at 17:00.

Business:

1) AGM Date

Meeting Adjourned at 18:22.

Date for next meeting: Monday, December 10th, 2018.

November 26 2018

DATE: MONDAY, NOVEMBER 26TH, 2018 LOCATION: FSA BOARD

ROOM (17:00)

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

approved.

Approval of Previous Minutes: All approved. Meeting Agenda:

Guests: N/A

Sherry Polley, Office Manager

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) FSA Insurance (Sherry)

2) FSA Chilli (Amanda)

3) Town Hall (Amanda)

4) Air Hockey (Amanda)

5) Special Resolution (Amanda)

6) Christmas Party (Amanda)

7) Shuttle Bus Update (Adam)

8) Shuttle Bus/Town Hall conflict (Adam)

9) Hockey Update (Patrick)

10) Fitness Facility Update (Patrick)

11) Snowfest (Victoria)

VI. Business

1) PlayStation

VII. Motion to Adjourned

Meeting Discussion:

Amanda raised concern regarding an error in the 12.11.18 meeting minute. This has now been

corrected.

1) FSA Insurance (Sherry)

Sherry briefed the FSA liability insurance, which covers the FSA building, including the Auk's

Lodge and all of its contents.

Sherry reported the Statement of Value is underrepresented; the replacement value currently listed

at

$555K for contents and $30K for computers.

Sherry suggested increasing the total amount of $585K due to the property value possessed by the

FSA; this includes all Auk's Lodge equipment (cooler, dishwasher, furniture, etc.) as well as

equipment in the DJ booth, except for the RX music equipment and the computers.

Sherry confirmed there would be no extra charges should the insurance value be increased.

Discussions made and all approved to increase insurance value to $1M.

Motion: Amanda motioned to increase the FSA Statement of Value to $1M. Vote: All 5 for, 0 opposed.

2) FSA Chilli (Amanda)

Amanda updated on the United Way Chilli event and apologised, as the chilli crockpot prepared by

the FSA did not arrive at the event due to miscommunication.

3) Town Hall (Amanda)

Amanda confirmed the Town Hall Meeting would begin at 17:00 and welcomed ideas for the slideshow

presentation.

Amanda briefed the Town Hall Meeting agenda; Amanda will be introducing the FSA Board members,

Adam will be discussing the Shuttle Bus issue, and Patrick will be presenting the Fitness Facility.

Finally, Amanda will be thanking the attendees for participating and informing them of the

referendum procedure as well as the AGM Meeting due to be held in January. The FSA Board members

will be answering questions at the end of the meeting.

Amanda to share the slideshow presentation with Board members for information to be added

accordingly.

4) Air Hockey (Amanda)

Discussions made regarding issues with the Air Hockey table and whether it could be fixed. Sarah to

look into quotes should she decides the Auk's Lodge require a new Air Hockey table.

Suggestions of gathering students’ opinion for the Auk’s Lodge entertainment at the Town Hall

Meeting were approved by all members.

5) Special Resolution (Amanda)

Amanda raised concern regarding the Special Resolution agreement that was signed by all members

except for Scott, who is no longer working with the FSA.

Amanda confirmed the document now sent to the lawyers and waiting to receive further instruction on

any required changes.

Amanda requested to disregard Special Resolution discussion until received further instruction.

6) Christmas Party (Amanda)

Amanda reminded all members that the Christmas Party would be starting at 18:00 on Friday, November

30th. All members confirmed their presence.

7) Shuttle Bus Update (Adam)

Adam updated on the Shuttle Bus and confirmed no quote was received.

Adam expressed difficulty in obtaining ridership number, as the information shows the number of

times the cards were used per day but does not account for each individual.

8) Shuttle Bus/Town Hall conflict (Adam)

Adam is aware that the Town Hall Meeting will clash with the departure time of the last shuttle

bus, which creates the issue for students who will be attending the Town Hall Meeting to likely be

missing the last bus. Adam considered presenting the Shuttle Bus discussion at the start of the

meeting to accommodate students that are unable to attend until the end, as well as distributing

the Shuttle Bus report at 17:00 the next day at the bus stop.

Adam recommended the slideshow presentation to be sent to all students the following day should

they have missed the meeting.

9) Hockey Update (Patrick)

Patrick received 1st shipment of merchandise.

Patrick to create a poster and a checklist and present to the Board before the event.

Adam to arrive at 5 pm to help set up the event.

Amanda suggested all FSA Directors to present at the event.

Discussions made regarding food service at the event and whether to keep the Kawartha Grill Open.

Amanda confirmed snacks, such as popcorn or sweets, might be provided.

Patrick confirmed the college spent $700 on hockey pucks.

10) Fitness Facility Update (Patrick)

Patrick confirmed the gym membership fees would be increased by $10.

Patrick raised concern regarding the swipe card replacement cost. Ken Louie, the Spectrum gym

owner, suggested a $20 deposit fee or $10 charge for each gym card, which is also an activation

fee.

Amanda confirmed the initial fee amount to be $40 + tax and would increase to $50 + tax.

Patrick confirmed no other gym contractor is taken into consideration but may present to students

the option of Planet Fitness.

Comparisons made between Spectrum Gym and REX Centre in relates to distance, equipment, and opening

hours.

Patrick reiterated the main reason for changing from REX Centre to Spectrum Gym was due to space

limitation and restricted opening hours, which leads to overcrowd at peak hours.

Patrick to discuss the matter with students in the Town Hall Meeting.

11) Snowfest, January 9th - 11th (Victoria) Victoria updated on upcoming Clubs and Events

• Tuesday (27/11): Diwali Celebration

• Wednesday (28/11): Town Hall Meeting & Fleming College Outdoor Club to host Karaoke and Pool

• Thursday (29/11): Health & Safety Compliance

• Friday (30/11): FSA Staff Christmas Party

• Tuesday (04/12): Pep Rally Fleming Hockey Game

• Wednesday (05/12): Ducks Unlimited Pub Night

• Thursday (06/12) from 11 am - 3 pm: Christmas Craft Show

• Thursday (06/12) evening: Forestry Ugly Sweater Party

Victoria proposed ideas for Snowfest and reiterating on inviting Connor Morand guest speaker.

Victoria confirmed the total budget for Snowfest is $10k.

Discussions made regarding the costs and the time the guest speaker to present.

Victoria proposed for Connor Morand to present on Wednesday evening and reiterated that the guest

speaker would be speaking about mental health/leadership skills.

Adam suggested focussing on mental health and seasonal affected disorder. Adam proposed $1500

all-inclusive. All members approved.

Amanda suggested Welcome Back BBQ on Thursday during common hour.

Adam presented the idea of maple taffy during the event and partnered with aboriginal services for

night time events, including star gazing, elders talk etc.

Discussions on storytelling/campfire to take place on Friday evening.

Victoria to consider all ideas, finalising the schedule and provide updates in a future meeting.

Business:

1) PlayStation

Meeting Adjourned at 18:00.

Date for next meeting: Monday, December 3rd, 2018 @ 17:00.

November 19 2018

DATE: MONDAY, NOVEMBER 19TH, 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

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

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

Approval of Previous Minutes: Postponed. Meeting Agenda:

Guests:

Roger Fitch, IT

Send regrets:

Victoria Hynes, Director of Student Life

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) Roger Fitch, IT

2) Town Hall Meeting, November 28th, 2018 (Amanda)

3) Managers Meeting (Amanda)

4) Shuttle Bus (Adam)

5) Farmer's Market (Adam)

6) Managers Meeting (Adam)

7) FSCI Meeting recap (Adam)

8) Free Speech Policy (Amanda)

9) Mental Health Funds (Amanda)

VI. Business

1) Town Hall Budget

VII. Motion to Adjourned

Meeting Discussion:

Motioned: Amanda motioned to postpone Meeting Minutes 12.11.18 approval until next meeting. Vote:

All 4 for, 0 opposed.

1) Roger Fitch, IT

Roger sent an apology for his absent at the previous ancillary fee meeting. Roger confirmed there

is approximately $80k in the Frost budget.

Roger began the IT fees presentation by providing a brief update on Tech fee and its operation.

• A shared model got adopted in 2015.

• Tech fee pays for non-academic deliverables including browsing service for Youtube, Netflix, and

Skype.

• $6 of every Tech fee is being funded for PCs in the LRC, Learning Recreation Common.

• IT ancillary fee is $90/semester.

• Salaries (25%) - staff at the service desk.

• Network (24%) - licensing and running cost.

• Internet (10%) - bandwidth.

• Accounts (13%) - student accounts are being kept after graduation and the cost is for keeping

them activated.

• Portal (9%) - Student Communication app is expected to launch in January where students would

have access to Fleming College portal via their mobile.

• Software (19%)

• The virtual classroom would account for approximately $50k out of $80k, plus licensing fees.

Roger confirmed Sutherland campus had adopted the program.

Roger suggested for trial before purchasing.

Roger proposed ideas for purchasing with the remaining $30k, including PC stations, PCs update,

outdoors wireless, etc.

Roger briefed on IT achievements:

• New portal upgrade

• Improved wireless coverage - better capacity, coverage & security. Internet is 10GBs.

• Improved collaboration hubs

• Added student photocopiers to college fleet

• BYOD support - small format devices smartphones etc. Future ideas including:

• Flexible lab spaces

• BYOD & virtual LRC

• Student Communication app

Roger briefly explained cyber insurance and raised the question of cyber insurance purchasing.

Roger suggested FSA to communicate with Chris Smith from SAC regarding cyber attack purchase.

Amanda thanked Roger for the presentation. Roger left the meeting.

2) Town Hall Meeting, November 28th, 2018 at 5pm (Amanda) Motioned: Amanda motioned $200 budget

for pizzas at Town Hall Meeting. Vote: All 4 for, 0 opposed.

3) Managers Meeting (Amanda)

Amanda briefed managers meeting regarding Health & Safety concerns. Amanda is waiting to receive

quotes from Fresh Fuel smoothies.

Amanda confirmed Christmas Party RSVP is received.

4) Shuttle Bus (Adam)

Adam confirmed the meeting with the Dean went well.

Adam had requested quotes from several transportation companies and once they are received, the

next step is to be considered.

Adam confirmed the quotes would not be available before Town Hall Meeting.

Adam mentioned the bus cancellation on Friday last week due to the snowstorm and had caused

inconvenience to the students.

Adam confirmed spending $100 cab fare for one student with Sherry's approval.

5) Farmer's Market (Adam)

Adam confirmed Farmer's Market went well and praised Bonnie for her support.

6) Managers Meeting (Adam)

Adam questioned if the Office Manager and the Bar Manager should be attending weekly Board Meetings

to keep up to date.

Discussions made and all agreed for an Open Door Policy where managers may join Board Meetings

should they wish to do so.

Shivam to take notes and delegate any tasks requiring managers attention.

7) FSCI Meeting recap (Adam)

Adam briefed FSCI meeting regarding focus on the sustainable initiative at Frost campus i.e., waste

management, shuttle bus, etc.,

8) Free Speech Policy (Amanda)

Amanda briefed the Fleming College Free Speech Policy, which will be taking place in January.

9) Mental Health Funds (Amanda)

Amanda confirmed the fund is now approved and available for Connor Morrand, art board, and smoothie

day.

Business:

1) Town Hall Budget

Meeting Adjourned at 19:01.

Date for next meeting: Monday, November 26th, 2018 @ 18:00.

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.